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CP 2021-09-28CFI LL Tuesday, September 28, 2021 City of Coppell, Texas Meeting Agenda City Council 5:30 PM WES MAYS BRIANNA HINOJOSA-SMITH Mayor Mayor Pro Tem CLIFF LONG JOHN JUN Place 1 Place 5 DON CARROLL BIJU MATHEW Place 3 Place 6 KEVIN NEVELS MARK HILL Place 4 Place 7 MIKE LAND City Manager 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular Called Session at 5:30 p.m. for Executive Session, Work Session will follow immediately thereafter, and Regular Session will begin at 7:30 p.m., to be held at Town Center, 255 E. Parkway Boulevard, Coppell, Texas. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any agenda item listed herein. The City of Coppell reserves the right to reconvene, recess or realign the Work Session or called Executive Session or order of business at any time prior to adjournment. The purpose of the meeting is to consider the following items: 1. Call to Order 2. Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.071, Texas Government Code - Consultation with City Attorney. A. Seek Legal Advice from City Attorney regarding zoning ordinance and accessory structures. B. Seek Legal Advice from City Attorney regarding drainage channel City of Coppell, Texas Page 1 Printed on 9/24/2021 City Council Meeting Agenda September 28, 2021 program. Section 551.087, Texas Government Code - Economic Development Negotiations. C. Discussion regarding economic development prospects located west of Belt Line Road and south of Dividend Road. Section 551.072, Texas Government Code - Deliberation regarding Real Property and Section 551.071, Texas Government Code - Consultation with City Attorney. D. Discussion regarding real property located south of East Belt Line Road and east of South Belt Line Road and bond indebtedness. 3. Work Session (Open to the Public) 1st Floor Conference Room A. Discussion regarding agenda items. B. Discussion regarding temporary signage. C. Update on draft Social Media Policy. Attachments: Memo - Temp Sign Ordinance Moratorium Expiration.pdf Memo - Social Media Policy.pdf Regular Session 4. Invocation 7:30 p.m. 5. Pledge of Allegiance 6. Citizens' Appearance Proclamations 7. Consider approval of a Proclamation naming the month of October, "National Breast Cancer Awareness Month," and authorizing the Mayor to sign. Attachments: 2021 National Breast Cancer Awareness Month.pdf 8. Consider approval of a Proclamation naming the month of October as "Fire Prevention Month," and authorizing the Mayor to sign. Attachments: 2021 Fire Prevention Month Proclamation.pdf 9. Consider approval of a Proclamation naming "National Night Out" on Tuesday, October 5, 2021; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. Attachments: National Night Out 2021 Proclamation.pdf City of Coppell, Texas Page 2 Printed on 9/24/2021 City Council Meeting Agenda September 28, 2021 10. Consent Agenda A. Consider approval of minutes: September 14, 2021. Attachments: CM 2021-09-14. df B. Consider approval of the Second Amended and Restated Interlocal Cooperation Agreement by and between the City of Coppell and Denton County Transportation Authority to provide transportation services for Coppell businesses; and authorizing the Mayor to sign. Attachments: Memo - Workforce Transit extension.pdf C. Consider approval of awarding a one-year renewal of city wide holiday decoration and lighting services contract to Premier Lighting for a one-year period; beginning November 1, 2021; in the amount of $179,520.00; as budgeted in the General fund; and authorizing the City Manager to sign all necessary documents Attachments: Holiday Lights Memo.pdf Holiday Lights Bid Tab.pdf Holiday Lights Program.pdf Holiday Lights Exhibit.pdf Premier Signed Contract.pdf Holiday Lights Proposal.pdf D. Consider approval of Change Order #1 with Rebcon Inc.; for the construction of a hike and bike trail extension along Parkway Boulevard on the Intersections project; in the amount of $169,755.50; funded through Bond proceeds; and authorizing the City Manager to sign all necessary documents. Attachments: DTII Chanqe Order 1 Memo.pdf DTII Exhibit.pdf DTII Trail Quote.pdf E. Consider approval of Change Order #4 with Pape Dawson Engineers for the Plantation/Mossy Oaks project; in the amount of $38,500.00; due to cost escalation for additional time between original design bid rates in February 2016 to current rates for final design and construction administration; as budgeted in the'/4 cent Sales Tax fund; and authorizing the City Manager to sign all necessary documents. Attachments: Pape Dawson Chanqe Order 4 Memo Executed Pape Dawson Contract Chanqe Order #4 F. Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of City of Coppell, Texas Page 3 Printed on 9/24/2021 City Council Meeting Agenda September 28, 2021 $196,500.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Attachments: Memo - UMR AS Renewal.pdf City of Coppell UMR Renewal v1.pdf G. Consider approval of the renewal contract with Tru Services (Liberty Mutual) for medical group excess loss insurance in the amount of $409,479.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Attachments: Memo - Tru Services Stop Loss Insurance.pdf City of Coppell Renewal Complete Palicy.pdf H. Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine - HCC in the amount of $76,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Attachments: Memo - Tokio Marine Insurance Organ Transplant PolicV.pdf I. Consider approval of the renewal contract for the procurement of Life, Accidental Death and Dismemberment (AD&D), Short Term Disability and Long Term Disability (LTD) with Mutual of Omaha in the amount of $188,544.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Attachments: Memo - Mutual of Omaha Life.pdf J. Consider approval of Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Attachments: Memo - Holmes Murphy Renewal.pdf Holmes Murphy -Scope of Services.pdf Holmes Murphy and Associates Professional Services Agreement.pdf K. Consider approval of an Interlocal Cooperation Agreement between Carrollton, Farmers Branch, Coppell, Addison and Dallas County, Texas, for a Mental Health and Justice Systems Assessment to study and provide recommendations regarding prevention -oriented mental health services and the reduction of emergency and first responder systems for mental health services, in the amount of $25,000.00, funded by American Rescue Plan Act funds, and authorizing the Mayor to sign. Attachments: Staff Memo - Meadows Assessment ILA.pdf ILA for Mental Health and Justice System Assessment.pdf Exhibit A - Metrocrest deeds Assessment Proposal.pdf City of Coppell, Texas Page 4 Printed on 9/24/2021 �— Consider approval ofaResolution ofthe City ofCoppeUinsupport ofthe Dallas Area Rapid Transit Resolution Nos. 210061 and 210103 related to the adoption of the Silver Line Light Rail alignment; providing for authorization to exercise eminent domain to acquire right-of-way within the corporate limits; and authorizing the Mayor to sign. Attachments: Resolution with E M. Consider approval ofacontract for the renewal ofanInterlocal Agreement with Trinity River Authority, effective October 1, 2021, through September 3O.2O22.inthe amount of$9.5OO.00;aabudgeted inF`y21-22;and authorizing the Mayor to sign. Attachments: TriEgy River Authority Memo 2021 -_2022.Qdf Exhibit B - TRA Regulatory Servi es Contract 21 - Attachment A - Regulatory Services and Complia ce Fees FY 20 N. Consider approval ofthe renewal ofthe Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1.2O21.through September 3O.2022;inanamount not toexceed $OO.00O.00;aabudgeted inF`y21-22;and authorizing the Mayor bzsign. Attachments: QCHHS Mosguit Control Memo Mosguito Ground Control Agreement 2021-2022. df 0. Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1.2021. through September 3O.2O22;inthe amount of$3.131.00;aabudgeted in FY21-22;and authorizing the Mayor tosign. Attachments: ILA Health Services City of Coppell 2022.pdf Exhibit A 2022 Fee__ScheduIe.pd P. Consider approval ofanInterlocal Agreement between the City ofCoppeU and Wise County for cooperative purchasing activities; and authorizing the Mayor tosign. Attachments: Memo for ILA Wi Consider approval and adoption ofthe FY 2021-2022 Council Goals and Staff Work Plan. Attachments: FY22 Work Plan Memap City of Coppell, Texas Page 5 Printed on 912412021 City Council Meeting Agenda September 28, 2021 R. Consider approval of the City of Coppell's Elected and Appointed Officials' Social Media policy. Attachments: City of Coppell Elected Officials Social Media PolicV.pdf End of Consent Agenda 11. CONTINUED PUBLIC HEARING: Consider approval of PD -213R6 -H, Live/Work, Lost Creek Addition, Lot 27, Block 1, a zoning change request from PD -213R2 -H (Planned Development -213 Revision 2 - Historic) to PD -213R6 -H (Planned Development -213 Revision 6 - Historic) to attach a Detail Site Plan for five, two-story 4,500 -square -foot (3,000 square foot air conditioned) live/work buildings and a common parking area on 0.71 acres of property located at the northeast corner of S. Coppell Road and Heath Lane, at the request of Chris Collins, being represented by Greg Frnka, GPF Architects LLC. Attachments: City Council Memo.pdf New Site Plan (revised).pdf Surrounding Density Map.pdf Concession Summary (submitted by applicant). df 12. Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2020-1542, the budget for Fiscal Year October 1, 2020, through September 30, 2021, and authorizing the Mayor to sign. Attachments: Memo Budget Amendment September 2$, 2Q21.pdf Budget Amendment September 28, 2Q21.pdf 13. City Manager Reports - Project Updates and Future Agendas 14. Mayor and Council Reports Report by the City Council on recent and upcoming events. 15. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 16. Necessary Action from Executive Session 17. Adjournment Wes Mays, Mayor City of Coppell, Texas Page 6 Printed on 9/24/2021 City Council Meeting Agenda September 28, 2021 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 24th day of September, 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). City of Coppell, Texas Page 7 Printed on 9/24/2021 City of Coppell, Texas COFFELL1 File ID: 2021-5927 Version: 1 File Name: Exec - accessory structures Master File Number: 2021-5927 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Executive Session In Control: City Council File Created: 09/22/2021 Final Action: Title: Seek Legal Advice from City Attorney regarding zoning ordinance and accessory structures. 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 2021-5927 Title Seek Legal Advice from City Attorney regarding zoning ordinance and accessory structures. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021 COFFELL1 File ID: 2021-5893 Version: 1 =ile Name: Exec - Drainage City of Coppell, Texas Master File Number: 2021-5893 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Executive Session In Control: City Council File Created: 09/08/2021 Final Action: Title: Seek Legal Advice from City Attorney regarding drainage channel program. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Contact: Hearing Date: Drafter: Effective Date: Related Files: History of Legislative File ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: 1 City Council 09/14/2021 Postponed City Council 09/28/2021 Text of Legislative File 2021-5893 Title Seek Legal Advice from City Attorney regarding drainage channel program. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021 7 F City of Coppell, Texas I ' 1 Master File Number: 2021-5877 File ID: 2021-5877 Type: Agenda Item Version: 1 Reference: File Name: exec - eco dev w of belt line, s of dividend 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Executive Session In Control: City Council File Created: 08/30/2021 Final Action: Title: Discussion regarding economic development prospects located west of Belt Line Road and south of Dividend Road. Notes: Sponsors: Attachments: Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: 1 City Council 09/14/2021 Postponed City Council 09/28/2021 Text of Legislative File 2021-5877 Title Discussion regarding economic development prospects located west of Belt Line Road and south of Dividend Road. Summary Strategic Pillar Icon: ireate III'; iusiiness wind Illininovatioin Modes City of Coppell, Texas Page 1 Printed on 9/24/2021 COFFELL1 File ID: 2021-5928 Version: 1 File Name: Northlake City of Coppell, Texas Master File Number: 2021-5928 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Executive Session In Control: City Council File Created: 09/22/2021 Final Action: Title: Discussion regarding real property located south of East Belt Line Road and east of South Belt Line Road and bond indebtedness. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Contact: Hearing Date: Drafter: Effective Date: Related Files: History of Legislative File ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5928 Title Discussion regarding real property located south of East Belt Line Road and east of South Belt Line Road and bond indebtedness. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Strategic Pillar Icon: If:::osteur an Illnclllusiiive omirnuirfl-ty If:::albirliic ,rfl ; O ls City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5928) Cireate usiinin Illununtioin IIIodes 'Sirriw-t Sustainable Government City of Coppell, Texas Page 2 Printed on 912412021 COFFELL1 File ID: 2021-5909 Version: 1 File Name: WKS 9/28/21 City of Coppell, Texas Master File Number: 2021-5909 Type: Agenda Item Reference: Title: A. Discussion regarding agenda items. B. Discussion regarding temporary signage. C. Update on draft Social Media Policy. Notes: Sponsors: Attachments: Memo - Temp Sign Ordinance Moratorium Expiration.pdf, Memo - Social Media Policy.pdf, Elected Officials Social Media Policy Redline.pdf Contact: Drafter: Related Files: History of Legislative File 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Work Session In Control: City Council File Created: 09/20/2021 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 2021-5909 Title A. Discussion regarding agenda items. B. Discussion regarding temporary signage. C. Update on draft Social Media Policy. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021 COPPEL " L MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 Reference: Work Session — Discussion regarding the expiration of the Temporary Sign Moratorium. 2040: Create Business and Innovation Nodes Executive Summary: To assist businesses during COVID-19, the City placed a moratorium on enforcement of certain sections of the Temporary Sign Ordinance. The Ordinance declaring the moratorium of enforcement is set to expire on September 30, 2021. Staff is seeking direction from City Council on next steps. Introduction: Due to COVID-19, numerous businesses in the City of Coppell were required to close their doors or limit their service offerings. As a result, their business suffered. In an effort to help them in their recovery, the City allowed businesses more opportunities to advertise their services using on -premise temporary signage. The City passed an Ordinance placing a moratorium on enforcement of certain sections of Article 16, Chapter 6-15, Sections 6-15-3 (A), 6-15-4 and 6-15-5 (3) (A) and (B), (J) -(M) and (8) of the City of Coppell Code of Ordinances. Analysis: The initial Ordinance was set to expire on December 31, 2020; however, City Council took action at their meeting on December 8, 2020, to extend that Ordinance through June 30, 2021. City Council discussed the topic once again on May 25, 2021, and an Ordinance was passed in June of 2021 to provide an additional 3 -month extension. The current Ordinance is set to expire on September 30, 2021. A survey was sent to businesses in Coppell to gauge the effectiveness of temporary signage. The City received twenty-three survey responses. All twenty-three businesses utilized temporary signage during the past eighteen months, and all twenty-three respondents felt that the additional temporary signage helped their business. Out of the twenty-three respondents, nineteen businesses responded that increasing the allowable number of banners each year would provide the same benefit that other forms of temporary signage have provided. Staff is looking for direction from City Council on next steps. If City Council would like to extend the moratorium on enforcement of certain sections of the Temporary Sign Ordinance, staff will bring forward an Ordinance for approval to allow a third extension of time. If City Council does not want to provide a third extension but would like to increase the allowable number of banners each year, staff will bring forward for approval a revision to the current Temporary Sign Ordinance to increase the allowable number of banners each year. If City council would not like to make any changes, the current Ordinance declaring the moratorium of enforcement will expire on September 30, 2021. Legal Review: N/A Fiscal Impact: N/A Recommendation: N/A MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Hannah Cook, Chief Communications Strategist Date: September 28, 2021 Reference: Social Media Policy for Elected and Appointed Officials 2040: Sustainable Government Introduction: As technology becomes more and more integral to daily life and social media becomes an increasingly important method of communication, it is necessary to ensure that City spokespeople are clearly indentifiable and official messages come from authorized sources. For this reason, staff has drafted a Social Media Policy for Elected and Appointed Officials that provides guidelines and recommendations to help ensure that any City -related information published is accurate, from an identifiable source and in alignment with the Texas Public Information Act. Background: While elected officials and City Council -appointed board, committee and commission members may maintain and use personal social networking sites, their status as elected/appointed officials requires special consideration. If an elected or appointed official conducts any City business or communication as an official from a personal account, professional account, or an account created for board/committee/commission, officials should assume that any City -related communications will be considered a public record subject to the Texas Public Information Act as set forth in Texas Government Code. Staff researched social media best practices and trends for elected officials both nationwide and in the region. Cities across the nation are increasingly looking to adopt a policy outlining social media guidelines for elected/appointed officials, and multiple professional resources indicated that the Social Media for Elected/Appointed Officials adopted by the City of Durham, NC in 2017 is the industry standard. The proposed policy being presented to the Coppell City Council is largely based on the example from the City of Durham. Additionally, staff polled appromately 35 cities in the Dallas Fort -Worth Metroplex to determine regional trends. Of the eight responses received, four cities have a similar existing policy in place. While the remaining four cities do not currently have a formal policy, each indicated that they are looking into it. Per Council's direction, staff has updated the proposed policy to incude definitions, record retention guidelines and enforcement procedures. Legal: The proposed policy has been reviewed by the City Attorney. Fiscal Impact: N/A Recommendation: Staff is looking for feedback and approval of the proposed Social Media Policy for Elected and Appointed Officials. Guidelines for Elected Officials and Appointed Boards, Commissions and Committees Using Personal or Professional Social Media Platforms While elected officials and City Council -appointed board, committee and commission members may maintain and use personal web pages and websites, blogs, and social networking sites, their status as elected/appointed officials requires that the content of any postings on those sites not be in violation of existing City laws, policies, directives, rules or regulations. The City's image as a professional, nonpartisan organization is critical to maintaining the respect of its constituents and operations free from personal opinions. Although the City recognizes that elected and appointed officials may choose to express themselves by posting personal information upon social media platforms or by making comments on sites hosted by other persons, groups or organizations, this right of expression should not interfere with the operation and governance of the City. That is, although the City acknowledges its officials have the First Amendment right to free speech, the right is not absolute when involving matters of official City business, issues or concerns. If an elected or appointed official conducts any City business or communication as an official from a personal account, professional account, or an account created for ar board/committee/commission, officials should assume that any City -related communications will be considered a public record subject to the Texas Public Information Act as set forth in Chapter 552 of the Texas Government Code Sec. 552.002, as well as applicable portions of the records retention laws. IDeiiiurmiiulmiic xis I.rrersonarll SMiall Il e liar Account, II�rrlrsonarll arcs uvints, are uintended struc lly noir Ii unrfliwrlirfuvusll peopIlrr Dually and are un t ursrrsu t for cornrseIrbusll purposes. 311" s personal) scs a int, s user can post updates, share photos, and wrodeosN urnauntaun s flrurrurds IHst, share interests, and more. II�rrlrsonall pr fuller are typIlcslllly assn °uated ssutllr s person, as opposed to s posJ on. y. Ir fessJorsll Sob4u l II\Ae lls Account, A pr fessJonsll scs uvints,us, s pIlace where slrfist , puuIIII)IIIc fo uvulres, IIbuuIIsbIInrrsses, IIbIrsurds, organuzabons, and Inonprofits, can conn rst ssutllr tIl 61, fairs, cnsbtuullrrll ts, or cuistorners. LrofessJonaprofHes are typIlcslllly assoblsted wIth the posJbon, office, or seat. 3. ya rnpar gn Sn;lisll Il\Arr6a Account, 11 Ns Il<lind of acc uuuurt usa used by n;surafliafates, to share inforimabo r arils uvut tIlr61, patfoinrn and wroews. . Confua;frrnb4u l liinforimabo r: �nf urvu a Pion lira excepted hir ers IrrrrluJred puvullslllis ffls osuvulre lihf lit lira inforimarbon consJa;feIred to be n onfiinrfrrnblisll by Ilsaw, rrlitlher cnsbtuuibonas , statutory, or by u uuu rf u b li s II d e bi s li n . S uuu s Ih li un f Irim ark li n a may li un dI uuu n rf rr Its uuut li s, not Hrnuted to ce Iris a urs p rr Irma urs urs rr II unf Irimabl n, anon "puullll)II c Ilunf Irimabl n froirn slrllr6nsll Ilinvestgab ons and Ilbuull7„Ilness trade s. Conflla;frrnb4l uurf Iri-nab n ak;o unslluvudes, stat meets, or cornrnuinIcabons, whether express or IIIrnp�HIed, o14r wrItten, between the bty officers, and eirnp�oyees and th61, attorneys,Irl' product of the bty attorney or other attorneys representing the bty, utsa officers, and eirnpII yees. 3 y n p ui IE II li c � n f: in abi n : Ily un p u IE II li c li infolinirnabon II sa li un f: Ir a a t n amade avaHa[)Ieto 6I e cte d and appuntedffuba k; that Iha has un t yet Ibeen a aide a va HaIEfle to the en&o4puiEflllic. Nonp iEflllicliunfori a bon a any un t be consHeared conflidenbl4a Ihby Ila w, statuite or.uuu&b4a debisJon. Professional and Personal Conduct Standards 1. All officials are expected and required to conduct themselves in a manner consistent with the City's policies and standards of conduct, as ouitHined in Aitde f... 13 of the Oty's, Code of Oral inaurces. 2. It is anticipated that from time to time, officials will have access to information that is considered privileged or confidential under the Texas Government Code. Such information is typically considered an exception to the public records law and may have specific penalties for inappropriate disclosure. By way of example, such information may include but is not limited to certain personnel information, non-public information from criminal investigations and business trade secrets. Officials may not disclose any confidential or privileged information about the City, its constituents, its employees, or its contractors. Officials must be particularly careful to protect against the inadvertent disclosure of confidential or privileged information. 1 �n aid libon to confua;fenbl4a Iiunf Iri ab on, lit usa ak;o expected that ffiba k; wHH occasJonaHy have accesslaud lri a bon tet us, consoa;ered to be urs npuulhflHc. ft usa Irec rnimena;ed that ffilba k; coins„uder the impact of sharing fIN s type fliunfori a bon puiEfllIdy prlior to posting. y wary of exa rnp�Ie, suichlaud lri a bon a any iilndla.ide Ihbuit lira in t Illlr6ted to, persnnO r bre rn nt IrIre Jgna bon a �nnouincernents. 4. Officials should be honest and accurate when posting information or news, and should quickly correct any mistakes, misstatements and/or factual errors in content upon discovery. Officials should not post or share information known to be false about the City, its employees, constituents, other public officials, suppliers, vendors, or contractors. 5. Unless the official has been designated to serve as a spokesperson, officials should 1n.e..e;...lnot represent themselves as a spokesperson for the City Council, a City board or committee, the City Administration, or any City department. Of fiibiallaa shy a.ulW in t present personaI plinons as the opinon of other CouincIIII a ei-Mbeirs, or the CouincIIII as a wh6eI uinu less a with orlized. 6. Officials are expressly prohibited from using personal or professional social media to engage in any activity or conduct that violates federal, state, or local law. Officials are also prohibited from using professional social media accounts to circumvent election or campaign requirements, to campaign for re-election or endorse candidates for any public office at any level of government or political subdivision. 7. Officials are prohibited from deleting posts and related comments regarding any City - related matters to avoid violating record preservation requirements outlined in Texas Government Code Sec. 552. 8. Officials should be mindful that posting content regarding City -related matters could inadvertently result in the violation of the Open Meetings Law if enough other public officials respond or comment on the post, resulting in a quorum. If this occurs, the online conversation should immediately cease with no further posts by the officials and the City Secretary should be immediately notified. 9. Officials are prohibited from using social media to engage in any activity that constitutes a conflict of interest. Additional Best Practices and Guidelines for Elected and Appointed Officials The following best practices and guidelines are strongly recommended to ensure that the personal and professional use of social media by elected and appointed officials is done so in a responsible manner. 1. Public officials should separate personal social media accounts from professional social media accounts so that City -related matters and all public records generated from those posts are easily archived and to avoid city related information being intermingled with personal posts not related to City matters. If a professional social media account is created, . ' taundaw dN aund th e eee wH..at II9 e a FehuYed. 04u6ai..b au e req ed te ee untaet tIh e :;..P�.:....:::... m 1p Gatie ... eo' �..........:....��..**.....pp...pp...GG�.��..**......t.4 P .......pprv..: fG�.��.s�:..:.n .....-.��..^*..��..**.....II..pp...................IIIeP,, %� ry 4... � Com wi�"1 �, rv� N,,,,,, � � ry rv� .W � ry V� � ti, .P� � Gen rv� ti.. N,,,,,,� � � 4... �� ry � ti ..W,,,.W "p � V� N „„ W,,,,,, V�ry � � � � %� 4... ^� .s ��i l��p��**��V��pp��pp��pp��pii'ii�� *��pii'ii��*��p��i ��*��ryp��^��i ��i ��p��pii'ii��[ii��p��p��[ii�� pip �^yp�, �� p' �w�p �ry p' �* W,,,,.. %� % � % %� .0 4... W 4... N,,,,,, A� � V� N,,,,,,� II data � � A 4...� ti.. A� � � �� A �� ..P ti,. ..W. � 4.Y N,,,,P b ..b 4... II II II d� � 4... N,,,,,, t y... r6lated IIjuIIsbIIness, the (records, sIhouiW be arr;hIIved and retaa IIred. 2. Officials should exercise caution with respect to posted comments, particularly those concerning the City and the business of the City. 3. Officials are strongly encouraged to consider the potential impact of social media statements prior to posting. The City strives to be professional in its operations and processes. Posts that express favoritism and/or bias for or against any individual or group of individuals (e.g., based upon race, gender, national origin, sexual orientation, political affiliation, etc.), reflect poorly on the public official, as well as the City and its residents. Further, comments suggesting such treatment can expose the City to liability and legal costs. 4. Officials should be mindful that members of the public who may appear before the City Council as well as boards, commissions or committees come from all walks of life. Public comments, in any forum — including on personal and professional social media accounts – that contain racial slurs, profane language or acronyms for profane language, express bigotry toward a group based on race, religion, national origin, sexual orientation, gender, gender identity, party affiliation or any other legally protected classification may be considered conduct unbecoming. 5. Officials should consider whether liking, sharing, retweeting or commenting on any social media posts could be perceived as an endorsement of or about the City, its employees, constituents, other public officials, suppliers, vendors, or contractors relating to views on various issues, including political affiliation. 6. Officials should refrain from using social media accounts to communicate with City employees about City -related matters as this creates a public record on employees' personal accounts that must be retained per Public Records Law outlined in Texas Government Code Sec. 552. If elected officials want the City's official pages to respond to a social media inquiry, the following responses are suggested: a. Twitter: "Tagging @CityofCoppell on your inquiry so staff may respond to you directly." b. Facebook: "Tagging @City of Coppell on your inquiry so staff may respond to you directly." c. Instagram: "Tagging @cityofcoppelltx on your inquiry so staff may respond to you directly." d. Other platforms, such as Nextdoor: "Please contact the City of Coppell directly so staff may respond to you. You may also submit your inquiry online by visiting hl ,; „p, ,,;;,, ✓,,,,, ,;, „I P..f, , ,,,,,g, ,y, „,,,,„I j or by calling the City of Coppell during business hours at 972-462-0022.” 7. Public officials should be cautious in using official City -provided logos, taglines, symbols and photographs that belong to or are licensed by the City on personal social media sites. Elected and appointed officials choosing to use official City -provided photographs and identifying themselves as elected officials on personal social media sites should tailor communications on those sites accordingly. :1e co urd s III1 e te ulA ii c) uli Any bty IIrv6Isted content (ii—nes ages, posts, photographs, wronreos, etc.) created or urvec6wred uvisJn s sr"lisll urse&a account usa consJa;ered puvullslllc record. As suvushN the foHowlng sh uvulW be consun eared. I . I e Oty noesun t slrshve or amanage sslisll urse&a accounts for 6lected or app61nted ffiobak,,. II he offib4l lira sa ll6Iy Ir«TMrsponsH lle for the Ireteu ton and slrshlivasl f content puil,flHshed to unnrfliwrlinrfuvusllaccounts. 2, ftlila Ires ursumennrfed that 6lected and app6nted ffor"liak; create s n Ilnrer noir bty Ir6lsted sbusll ume6a content. Offur"liak; sh uuulM captuvulre screenshots, of bty...Ir6lated post, and save theirn in flN s h: Ilnrer. I Any posts, that are d6eted or hHdeiin froirn ain 6ected or appohintedoffib4's sob4� ime6a account for 06aboiin of the,C,u,ty',s p3 a..s,o,c,u ajl -n,e,dj,a gy dehines, whether the content ............ .. ......... ..... ........ was posted by the offib4� or a ii-neirnbeir of the puiiEflhc shouiiW IIbe captured Va scireenshot and Iretaiun«TM d. E iii ffc) iirc e in e iii A hin iirecogiin�zhIII g that puiiEflhc seiirv�ce s thime coiinsuiiiirn�iing and can inv6ve coiirnp�ex ii-natteirs, the s pohcy lira unot uintendaTM d to sciiruiibiinuze or penahze a good faiths iirnlsglvhing or liinadvertent r6stake. Ii abolln of flNs pohcy coulW Iresuuulk lion a coiirnpIaBunt that the 6ected or appohinted of3lb4Ihas V&ated the code of conduct ouithined li in AiitcIe 1 13 of the Oty's, Code of Ordhinainces. Upoin iirec6pt of a coiirnp�4iint, the procedures ouithined aur Sectoin 1 117 shouiiH IIbe foHowed. COFFELL1 File ID: 2021-5886 Version: 1 City of Coppell, Texas Master File Number: 2021-5886 Type: Agenda Item Reference: File Name: 2021 Breast Cancer Awareness Month 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Proclamations In Control: Fire File Created: 09/07/2021 Final Action: Title: Consider approval of a Proclamation naming the month of October, "National �3reast Cancer Awareness Month," and authorizing the Mayor to sign. Notes: Sponsors: Attachments: 2021 National Breast Cancer Awareness Month.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 2021-5886 Title Consider approval of a Proclamation naming the month of October, "National Ill mireast Cancer Awareness Month," and authorizing the Mayor to sign. Summary The Coppell Fire Department and the City of Coppell uses National Breast Cancer Awareness Month to educate women about the importance of early detection for breast cancer. Fiscal Impact: There is no fiscal impact of this Agenda item. Staff Recommendation: The Fire Department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 1 Printed on 9/24/2021 COFFELL1 City of Coppell, Texas Master Vr:Iki[tii11T- iW101Ai& :x:11 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Page 1 Printed on 9/24/2021 PROCLAMATION WHEREAS, National Breast Cancer Awareness Month is an annual campaign to increase awareness of the disease; and WHEREAS, this year, more than 276,000 women and 2,600 men will be diagnosed with invasive breast cancer, and WHEREAS, this year, more than 42,000 will likely die from this terrible disease; and WHEREAS, deaths from breast cancer have declined over time, it still remains the second most common form of cancer and the second leading cause of cancer death overall among American women; and WHEREAS, increased awareness, especially of family history and other common risk factors, preventive care, and regular screenings, including mammograms, can help save lives through early diagnosis and prompt treatment; and WHEREAS, through early detection and improved treatments, today there is a 90 percent five-year survival rate for women diagnosed with breast cancer. NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim the month of October 2021 as "National Breast Cancer Awareness Month" IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 28th day of September 2021. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary COFFELL1 File ID: 2021-5887 Version: 1 City of Coppell, Texas Master File Number: 2021-5887 Type: Agenda Item Reference: File Name: 2021 Fire Prevention Week Proclamation Title: Notes: Sponsors: Attachments: 2021 Fire Prevention Month Proclamation.pdf Contact: Drafter: Related Files: History of Legislative File 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Proclamations In Control: Fire File Created: 09/07/2021 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 2021-5887 Summary Although fire prevention is a year around initiative, the Coppell Fire Department uses Fire Prevention Week as an opportunity to highlight and promote additional programs. This year's Fire Prevention Week theme is: "Learn the Sounds of Fire Safety" effectively serves to remind us it is important to learn the different sounds of smoke and carbon monoxide alarms. Fiscal Impact: There is no fiscal impact of this agenda item. Staff Recommendation: The Fire Department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 1 Printed on 9/24/2021 I T • •, / I Yrfal WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, home fires kill over 2,700 people, and fire departments respond to over 300,000 home fires nationwide annually; and WHEREAS, working smoke alarms alert you to danger in the event of fire in which you may have as little as 2 minutes to escape safely; and WHEREAS, residents should be sure everyone in the home understands the sounds of the alarms and knows how to respond; and WHEREAS, residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, the 2021 Fire Prevention Month theme, "Learn the Sounds of Fire Safety," effectively serves to remind us it is important to learn the different sounds of smoke and carbon monoxide alarms. NOW THEREFORE, I Wes Mays, Mayor of Coppell do hereby proclaim the month of October 2021, as Fire Prevention Month throughout this city, and I urge all the people of Coppell to "Learn the Sounds of Fire Safety" for Fire Prevention Month 2021 and to support the many public safety activities and efforts of Coppell's fire and emergency services. IN WITNESS, THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 28th day of September 2021. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary COFFELL1 File ID: 2021-5906 Version: 1 File Name: NNO Proclamation City of Coppell, Texas Master File Number: 2021-5906 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Proclamations In Control: City Secretary File Created: 09/17/2021 Final Action: Title: Consider approval of a Proclamation naming "National Night Out" on Tuesday, October 5, 2021; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: National Night Out 2021 Proclamation.pdf Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5906 Title Consider approval of a Proclamation naming "National Night Out" on Tuesday, October 5, 2021; providing for City Council support and endorsement of National Night Out festivities; and authorizing the Mayor to sign. Summary Fiscal Impact: Staff Recommendation: Approval recommended. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5906) 11::::�osteiir ain Illunelllusiiive Cornirnurfl-ty I::::4Ibiidc rfty Oasls' Cireate usiiness aur Illununevatieun IIIModes 'Sirriw-t Sustainable Government City of Coppell, Texas Page 2 Printed on 912412021 T Xwi Xi r Y a F COPPELL J PROCLAMATION WHEREAS, The National Association of Town Watch is sponsoring the 37th Annual edition of an important nationwide crime and drug prevention event on October 5th, 2021, called "National Night Out;" and WHEREAS, The "Annual National Night Out" provides a unique opportunity for Coppell, Texas to join forces with thousands of other communities across the country in promoting cooperative police and community drug prevention efforts; and WHEREAS, The City of Coppell is celebrating the 30m Anniversary of participating in this great crime prevention program; and WHEREAS, It is essential that all citizens of Coppell, Texas be aware of the importance of crime prevention programs and the impact that their participation can have on reducing crime, drugs, and violence in Coppell, Texas; and WHEREAS, Police -Community partnerships, neighborhood awareness and safety, and cooperation are important themes of the "National Night Out" program; and WHEREAS, Neighborhood Crime Watch plays a vital part in assisting the Coppell Police Department through joint crime prevention efforts in Coppell. NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim Tuesday, October 5th, 2021 as "National Night Out" In the City of Coppell, Dallas County, Texas. IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this day of September 2021. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary COFFELL1 File ID: 2021-5916 Version: 1 File Name: Minutes 9/14/21 City of Coppell, Texas Master File Number: 2021-5916 Type: Agenda Item Reference: Title: Consider approval of minutes: September 14, 2021. Notes: Sponsors: Attachments: CM 2021-09-14.pdf Contact: Drafter: Related Files: History of Legislative File 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/20/2021 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 2021-5916 Title Consider approval of minutes: September 14, 2021. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021 Cit of Co ell Texas 255 E. Parkway Boulevard Y hh Coppell, Texas C F FE-LL 75019-9478 Minutes City Council Tuesday, September 14, 2021 5:30 PM Council Chambers WES MAYS BRIANNA HINOJOSA-SMITH Mayor Mayor Pro Tem CLIFF LONG JOHN JUN Place 1 Place 5 DON CARROLL BIJU MATHEW Place 3 Place 6 KEVIN NEVELS MARK HILL Place 4 Place 7 MIKE LAND City Manager Present 8 - Wes Mays -,Cliff Long;Brianna Hinojosa-Smith;Don Carroll -,Kevin Nevels;John Jun;Biju Mathew and Mark Hill Also present were Deputy City Managers Vicki Chiavetta and Traci Leach, City Attorney Bob Hager, and City Secretary Ashley Owens. The City Council of the City of Coppell met in Regular Called Session on Tuesday, September 14, 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 5:33 p.m. 2. Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.072, Texas Government Code - Deliberation regarding Real Property. A. Discussion regarding alignment for Silver Line Trail located between Southwestern Boulevard and east Belt Line Road rail crossing. Discussed under Executive Session B. Discussion regarding real property located south of East Belt Line Road City of Coppell, Texas Page 1 City Council Minutes September 14, 2021 C A E 3. 4. and east of South Belt Line Road. Discussed under Executive Session Section 551.071, Texas Government Code - Consultation with City Attorney. Seek Legal Advice from City Attorney regarding zoning ordinance and accessory structures. Discussed under Executive Session Seek Legal Advice from City Attorney regarding House Bill 1927. Discussed under Executive Session Seek Legal Advice from City Attorney regarding drainage channel program. Due to time constraints, this item was not discussed. The item will be placed on the agenda for September 28, 2021. Section 551.087, Texas Government Code - Economic Development Negotiations. Discussion regarding economic development prospects located west of Belt Line Road and south of Dividend Road. Due to time constraints, this item was not discussed. The item will be placed on the agenda for September 28, 2021. Work Session (Open to the Public) 1st Floor Conference Room A. Discussion regarding agenda items. B. Discussion regarding FY 21-22 Work Plan. C. Discussion regarding employee medical insurance renewals. D. Discussion regarding Trinity River Authority Agreement and Dallas County Health Services Agreement. E. Discussion regarding American Rescue Plan Funds. Presented in Work Session Mayor Wes Mays adjourned the Work Session at 11:15 p.m. and convened into the Regular Session at 11:19 p.m. Regular Session Mayor Wes Mays adjourned the Executive Session at 7:31 p.m. and reconvened into the Regular Session at 7:37 p.m. Invocation 7:30 p.m. Councilmember Don Carroll gave the invocation. City of Coppell, Texas Page 2 City Council Minutes September 14, 2021 5. Pledge of Allegiance Mayor Wes Mays and the City Council led those present in the Pledge of Allegiance. 6. Citizens' Appearance Mayor Wes Mays asked for those who signed up to speak: 1) Jim Goyne, 553 Stringfellow, spoke in regards to carports. 2) Gregory Goyne, 928 Creek Crossing, spoke in regards to carports. 3) Marge Wick, 523 Lee, spoke in regards to carports. Proclamations 7. Consider approval of a Proclamation naming the month of September "National Preparedness Month," and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to Deputy Chief Tim Oates and Life Safety Park Coordinator Bethany Hardzinski. A motion was made by Mayor Pro Tem Brianna Hinojosa-Smith, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. 8. Consent Agenda A. Consider approval of minutes: August 24, 2021. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A -D be approved. The motion passed by an unanimous vote. B. Consider approval and adoption of the City of Coppell Investment Policy. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A -D be approved. The motion passed by an unanimous vote. C. Consider approval of a Resolution approving a negotiated settlement between the Atmos Cities Steering Committee (ACSC) and Atmos Energy, Mid -Tex Division regarding the company's 2021 Rate Review Mechanism Filing; and authorizing the Mayor to sign. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A -D be approved. The motion passed by an unanimous vote. Enactment No: RE 2021-0914.1 D. Consider award of Bid No. Q-0921-02 to High Production Construction City of Coppell, Texas Page 3 City Council Minutes September 14, 2021 for landscape plant material replacements at nine (9) city facilities and medians, not to exceed $85,212.00, as budgeted in Special Revenue Fund, and authorizing the City Manager to sign all necessary documents. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Items A -D be approved. The motion passed by an unanimous vote. End of Consent Agenda 9. PUBLIC HEARING: Consider approval of a zoning change request from PD -217R3 -C (Planned Development -217 Revision 3 -Commercial) to PD -217R4 -C (Planned Development -217 Revision 4 -Commercial) to approve a Conceptual Site Plan for the vacant Lot 5R and a Detail Site Plan for the conversion of the existing Doggie Wonderland into a Chess Club and learning center with additional parking spaces proposed located on 1.13 acres of land between Vanbebber Drive and Bethel School Road, approximately 300 -ft west of Denton Tap Road, being represented by Daniel Parrish, DP Designs & Development, LLC. Presentation: Mary Paron-Boswell, Senior Planner, 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 Biju Mathew, seconded by Councilmember Kevin Nevels, to close the Public Hearing and approve this Agenda Item subject to the following conditions: 1. A replat will be required to subdivide the lots and to provide any necessary easements. 2. Submit draft dumpster agreement for City Attorney review. This shall be filed with the plat. 3. All proposed signage shall comply with ordinance requirements. 4. Revise all plans to reflect the basketball court remaining and update the landscape calculations accordingly. 5. Revise the plans to show access to the dumpster for the adjoining lots. 6. Revise the landscape plans to add a note that all required landscaping shall be irrigated. The motion passed by an unanimous vote. 10. CONTINUED PUBLIC HEARING: Consider approval of PD -213R6 -H, Live/Work, Lost Creek Addition, Lot 27, Block 1, a zoning change request from PD -213R2 -H (Planned Development -213 Revision 2 - Historic) to PD -213R6 -H (Planned Development -213 Revision 6 - Historic) to attach a Detail Site Plan for five, two-story 4,500 -square -foot (3,000 square foot air conditioned) live/work buildings and a common parking area on 0.71 acres of property City of Coppell, Texas Page 4 City Council Minutes September 14, 2021 located at the northeast corner of S. Coppell Road and Heath Lane, at the request of Chris Collins, being represented by Greg Frnka, GPF Architects LLC. Presentation: Matt Steer, Development Services Administrator, made a presentation to the City Council. The applicant, Greg Frnka, 549 E. Sandy Lake, Suite 100, Coppell, TX, was present to address questions and concerns of City Council. The owner, Chris Collins, 564 S Coppell Road, Coppell, TX, was present to address questions and concerns of City Council. Mayor Wes Mays asked for those who signed up to speak during the Public Hearing: 1) Don Walker, 522 Mobley Way, spoke in regards to parking. 2) Kay Smith, 526 Mobley Way, spoke in regards to density and traffic. 3) Rebecca Walker, 522 Mobley Way, spoke in regards to screening walls. 4) Debbie Elliott, 542 Mobley Way, spoke in regards to traffic, parking, and density. 5) Christie Greene, 351 SH 121 Bypass, #411, spoke in support of the proposed agenda item. As authorized by Section 551.071(2) of the Texas Government Code, Mayor Wes Mays convened into closed Executive Session at 9:21 p.m. to seek consultation from the City Attorney and reconvened into the Regular Session at 9:42 p.m. A motion was made by Mayor Pro Tem Brianna Hinojosa-Smith, seconded by Councilmember John Jun, to continue the Public Hearing to the September 28, 2021, City Council meeting. The motion carried (6-1) by the following vote. Aye: 6 - Mayor Pro Tem Brianna Hinojosa-Smith, Councilmember Don Carroll, Councilmember Kevin Nevels, Councilmember John Jun, Councilmember Biju Mathew, Councilmember Mark Hill Nay: 1 - Councilmember Cliff Long 11. Consider approval of a Resolution in support of Metrocrest Services Capital Campaign; and authorizing the Mayor to sign. Presentation: Vicki Chiavetta, Deputy City Manager, made a presentation to the City Council. A motion was made by Councilmember Mark Hill, seconded by Councilmember Biju Mathew, that the agenda item be approved and that authorization be given to the City Manager to use ARPA funds or designated general fund balance based on input from the city auditor and city attorney. The motion passed by an unanimous vote. Enactment No: RE 2021-0914.2 City of Coppell, Texas Page 5 City Council Minutes September 14, 2021 12. City Manager Reports - Project Updates and Future Agendas City Manager Mike Land gave the following updates: Airline — open to four lanes of traffic last week, contractors are working on the final punch list. Cambria - paving operations continue - expected to be complete by end of October. Plantation - sewer line work continuing as well as some water line work. Traffic pattern changes are being shared out regularly, as needed. Intersection Improvements - The new signal equipment at Southwestern went live this morning, which will allow the paving at this intersection to be completed. The new signal equipment at Parkway should go live next week, which will allow paving operations to resume at this location. Reminder that the northeast corner has not started yet, and a change order for the trail extension in this area will be on the City Council agenda for consideration on September 28th. The change order for the right -turn lane at SH 121 will be on the October 12th agenda. Belt Line - work will begin with a pre -phase for storm drain tie-ins in mid-October. This work will require limited lane closures. The first planned phase of construction that will result in the loss of three lanes of traffic will begin early November. Staff is working to get communication out related to the start of this project. Grapevine Springs Park Dredging & Wall Repairs — dredging operations will be completed by the end of the week. The diversion wall contractor has one more concrete pour scheduled this week. They will start installing gabion baskets next week. This project should be completed by the end of October. 13. Mayor and Council Reports Report by the City Council on recent and upcoming events. The Meet Your Neighbor Series is back in person on September 18th, 2021 at 2 pm. Join us at the Cozby Library and Community Commons to hear from a panel of community members as they tell their personal stories of the Hispanic Community. Mayor Wes Mays also gave an update on the Grand Opening weekend for the Coppell Arts Center. 14. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. Councilmember Kevin Nevels gave updates regarding Coppell ISD, and also reminded City Council of the upcoming Joint Meeting with Coppell ISD on November 1, 2021. Mayor Wes Mays adjourned the Regular Session at 9:55 p.m. and convened City of Coppell, Texas Page 6 City Council Minutes September 14, 2021 into the Work Session at 9:57 p.m. 15. Necessary Action from Executive Session There was no action resulting from Executive Session. 16. Adjournment There being no further business before the City Council, the meeting was adjourned at 11:19 p.m. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary City of Coppell, Texas Page 7 COFFELL1 File ID: 2021-5907 Version: 2 City of Coppell, Texas Master File Number: 2021-5907 Type: Agenda Item Reference: File Name: Workforce Transit - 2nd Amended and Restated Interlocal Agreement 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/17/2021 Final Action: Title: Consider approval of the Second Amended and Restated Interlocal Cooperation Agreement by and between the City of Coppell and Denton County Transportation Authority to provide transportation services for Coppell businesses; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Memo - Workforce Transit extension.pdf, Second Amendment and Restated Int Cooperation Agreement.pdf Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5907 Title Consider approval of the Second Amended and Restated Interlocal Cooperation Agreement by and between the City of Coppell and Denton County Transportation Authority to provide transportation services for Coppell businesses; and authorizing the Mayor to sign. Summary This contract allows the city to extend the current workforce transit test program by one year for data collection. All services and contract details remain the same. Fiscal Impact: Funds have been budgeted in the Economic Development Department, Other Services line item. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5907) Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: ireate III'; usuneoo wind Ilhininovatioin Modes City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 Reference: Consider approval of the Second Amended and Restated Interlocal Cooperation Agreement by and between the City of Coppell and Denton County Transportation Authority to provide transportation services for Coppell businesses; and authorizing the Mayor to sign. 2040: Create Business and Innovation Nodes Introduction: In partnership with Denton County Transportation Authority (DCTA) and Lyft, the City of Coppell started a workforce transit test program for Coppell businesses on October 1, 2019. The one-year program was established to study trends and gauge the need for a long-term solution to workforce transit in Coppell. The program started slow as staff was trying to get the word out to all Coppell businesses, but the hope was that it would grow each month as more businesses and individuals learned about the program. The program was beginning to gain momentum in December of 2019 and steadily increased through March of 2020 when COVID-19 hit. City Council approved a one-year extension to the contract with DCTA on August 25, 2020. The contract began on October 1, 2020, and it will expire on September 30, 2021. Ridership has increased over the past year and is being utilized by a larger number of companies. Staff is requesting to extend the test program an additional year to continue analyzing ridership trends and data in hopes that utilization will grow even larger as employees are beginning to return to the office after COVID-19. Analysis: City Council authorized staff to work with DCTA to bring back a Second Amended and Restated Interlocal Cooperation Agreement to continue the test program for an additional year. This item is for the approval of this contract. Lyft will continue providing all mobility services, and DCTA will administer the contract and provide all administrative and operational services associated with the program. The City of Coppell will make monthly payments to DCTA for reimbursement of all costs associated with services provided by Lyft and the monthly administrative fee. Partnering with Lyft for the mobility service provides the greatest amount of flexibility for this test program. Everything about the program will remain the same. Lyft will continue to pick up from the six designated transit stops, which include the DART Trinity Mills Station, the DCTA Hebron Station, the DART Belt Line Station, the DART Bus stop at Saintsbury and Belt Line, the DART Bus Stop at Regent and Royal and the Trinity Metro TEXRail stop at the Grapevine -Main Street station. Lyft will transport passengers to the businesses located within the City of Coppell. The budget for the program will remain $50,000 for FY 21-22. Staff has consistently received feedback from the businesses that this program has provided great benefits, and the hope is that this upcoming year will provide data for an entire year of ridership so that an analysis can be provided on the long-term needs for workforce transit in Coppell. Legal Review: N/A Fiscal Impact: $50,000 Recommendation: Staff recommends approval STATE OF TEXAS § § SECOND AMENDED AND RESTATED § INTERLOCAL COOPERATION § AGREEMENT COUNTY OF DENTON § This Second Amended and Restated Interlocal Cooperation Agreement ("Agreement") is made by and between Denton County Transportation Authority ("DCTA") and the City of Coppell, Texas ("Coppell"), (each a "Party" and collectively the "Parties"), acting by and through their authorized representatives. RECITALS WHEREAS, Coppell is a home -rule municipality and local governmental entity located within the State of Texas and in the counties of Dallas and Denton; and WHEREAS, DCTA is a coordinated county transportation authority created under Chapter 460 of the Texas Transportation Code; and WHEREAS, the Parties previously entered into that certain Interlocal Cooperation Agreement dated September 24, 2019 and First Amended and Restated Interlocal Cooperation Agreement dated September 30, 2020, for purposes of providing transportation services to meet the mobility needs of Coppell businesses and residents (the "Original Agreement"),- WHEREAS, g reement"); WHEREAS, the Parties have agreed on the terms and conditions for DCTA to deploy first/last mile workforce mobility solutions within the city limits of Coppell and between transit stations located outside of the city limits, as set forth in Section 3.1(b) of this Agreement, through use of a mobility provider; and WHEREAS, due to the success of the program, the Parties desire to amend the First Amended and Restated Agreement to extend the Term for one (1) year, beginning October 1, 2021 and continuing through September 30, 2022; and WHEREAS, the Parties are authorized to enter into this Agreement pursuant to the Interlocal Cooperation Act ("Act"), Chapter 791, Texas Government Code; and WHEREAS, DCTA and Coppell are units of local government that have the statutory authority under the Act to perform the services set forth in this Agreement; and WHEREAS, pursuant to Chapter 460 of the Texas Transportation Code, DCTA is authorized to enter into this Agreement with Coppell to provide transportation services; and NOW, THEREFORE, for and in consideration of the mutual promises and covenants set forth in this Agreement, and other valuable consideration, the receipts and sufficiency of which is hereby acknowledged, the Parties agree as follows: 111111111ISecond Amended and Restated Interlocal Cooperation Agreement Article I Purpose 1.1 The purpose of this Agreement is to provide for the administration and operation of mobility services to improve access to jobs within the city limits of Coppell for trips originating in a defined geofence to destinations located in the geofence and to/from designated transit stops as defined in section 3. l (b). Mobility services may include DCTA directly providing transportation to employees and residents in Coppell or through third -party service providers that directly contract with DCTA, including but not limited to taxi providers and transportation network companies (TNCs). 1.2 DCTA may execute a task order for a period not to exceed twelve (12) months with a contracted mobility provider (e.g. Lyft) to deploy first/last mile mobility services in the city limits of Coppell and as defined in section 3.1(b). The hours and days of operation shall be agreed upon by the Parties and adjusted based on ridership. 1.3 DCTA has entered into an appropriate mobility services provider agreement to provide their services herein; and, DCTA shall receive assurances under such agreement regarding the services provided herein; and, Coppell's sole responsibility shall be to fund such services. Article II Term 2.1 Initial Term. The Term of this Agreement shall begin on October 1, 2021 and continue for the period ending on September 30, 2022 unless sooner terminated as provided herein (the "Initial Term"). 2.2 Termination. Either Party may terminate this Agreement, with or without cause, by giving sixty (60) days prior written notice to the other Party. After the Initial Term, the required notice to terminate shall be at least ninety (90) days. Article III Services 3.1 DCTA shall provide the Mobility Services as follows: (a) Beginning on October 1, 2021, DCTA shall deliver the Mobility Services during the hours and days of operation as mutually agreed upon by the Parties and based on ridership. (b) Mobility services will initially be provided generally within the city limits to serve the workforce population and to and from designated transit stops and stations that fall outside the Coppell city limits. Specific parameters will be determined through the Task Order process and in coordination with DCTA and Coppell. Location of mobility services and geofence boundaries 111111111ISecond Amended and Restated Interlocal Cooperation Agreement may be amended in writing as mutually agreed upon by the Parties and based on ridership trends. (c) The Parties shall work together to analyze and review ongoing service levels and alternative Mobility Service delivery methods and cost estimates to meet the long-term public transit needs of Coppell. (d) During the term of this Agreement, DCTA shall provide all administrative and operational services associated with the Mobility Services including, but not limited to, employment and management of necessary and sufficient personnel, contract management of third -party providers, billing, customer service, program management, and data reporting and analytics. (e) During the Term of this Agreement, Coppell shall be responsible for all primary marketing and outreach efforts, with ancillary support provided by DCTA. Article IV Compensation and Fees 4.1 DCTA Compensation. DCTA shall be reimbursed for one -hundred percent (100%) of all costs for services invoiced from the mobility provider associated with this agreement, and an administrative fee per the schedule in Exhibit 1. Total costs shall not exceed one -hundred thousand dollars ($100,000) in a twelve (12) month period, unless amended as mutually agreed upon in writing by the parties. 4.2 Invoicing. On or before the last day of each calendar month during the Term of this Agreement, DCTA shall prepare a written invoice to Coppell including number of trips, operating expenses, and administrative management fees for the services provided in the previous month. 4.3 Payment. Coppell shall pay DCTA within thirty (30) days of the receipt of each monthly invoice. 4.4 Current Revenues. To the extent applicable, Coppell and DCTA acknowledge that Coppell shall make payment of the aforementioned sums from current revenues. Coppell further agrees to make all appropriations reasonable and necessary to effectuate the terms of, and its responsibilities under, this Agreement. However, the Parties recognize that the continuation of this Agreement after the close of any given fiscal year of Coppell, September 30 of each calendar year, shall be subject to approval by Coppell's City Council. This approval may be presumed if the City Council includes funding for the Mobility Services in an adopted budget. This Agreement cannot be an unfunded liability of Coppell in violation of the Texas Constitution's unfunded debt prohibition applicable to home -rule cities. The Parties agree that this Agreement may be terminated by Coppell with notice as provided herein, without any penalty or liability to Coppell except for monies owed DCTA for Mobility Services provided pursuant to this Agreement and for 111111111ISecond Amended and Restated Interlocal Cooperation Agreement any costs incurred for demobilization, in the event Coppell's City Council fails to approve or appropriate funds for any continuation of this Agreement. 4.5 Fares. Customers utilizing the first/last mile service will pay a fare that shall be subsidized by Coppell. The subsidy and amount paid by the passenger shall be mutually agreed upon by DCTA and Coppell. 4.6 Additional Services. In an effort to provide the best Mobility Services possible, DCTA may work with additional third -party service providers to enhance service delivery to Coppell. At all times, DCTA shall be responsible for contracting directly with the third -parties and shall be responsible for ensuring the overall customer experience and complying with this Agreement. Furthermore, DCTA shall be responsible for managing the cost of such service providers within the mutually agreed funding authorizations established and approved between DCTA and Coppell. Article V Dispute Resolution The Parties agree to make a good faith effort to resolve through informal discussions any disagreement or other dispute between them in connection with this Agreement (a "Dispute"). If a Dispute cannot be resolved through informal discussions, before seeking an alternative remedy, either Party must submit a written complaint to the other Party setting out the basis of the complaint and a proposed resolution to the Dispute. The Party receiving the complaint must respond in writing within twenty-one (21) days after receipt of the complaint, by accepting the proposed resolution, rejecting the proposed resolution, or proposing an alternative resolution to the Dispute. If the proposed resolution is rejected, the Parties may seek alternative remedies as they deem appropriate. If an alternative resolution is proposed, the recipient of that alternative proposal shall, within twenty-one (21) days after receipt, either accept the alternative or reject it. If it is rejected, the Parties may seek alternative remedies as they deem appropriate. Subject to the procedure outlined in this section, both Parties will have all legal remedies allowed to them by applicable law. The provisions of this section are strictly limited in scope to serve as a prerequisite to the enforcement of remedies under this Agreement. Failure by either Party to raise a Dispute through this process shall not constitute waiver or acceptance of an alleged violation of this Agreement. Article VI Insurance During the Term of this Agreement, the mobility provider shall maintain and enforce during the Term, at the mobility provider's own expense, at least the following coverages: (a) Workers' Compensation Insurance in accordance with state statutory laws, including Employers' Liability with minimum limits of $1,000,000 each Accident; (b) Commercial General Liability Insurance including, but not limited to, product and completed operations, personal and advertising injury and contractual liability 111111111ISecond Amended and Restated Interlocal Cooperation Agreement coverage with minimum limits of $1,000,000 Each Occurrence; $2,000,000 General Aggregate; and (c) Commercial Auto Liability Insurance including a minimum combined single limit of $1,000,000 each accident and Uninsured/Underinsured motorist coverage with a minimum combined single limit of $1,000,000. The mobility provider will include Coppell as an additional insured via blanket endorsement under the mobility provider's commercial general liability insurance policy. All policies maintained shall be written as primary policies, not contributing with and not supplemental to coverage Coppell may carry and will contain a waiver of subrogation against Coppell and its insurance carrier(s) with respect to all obligations assumed by the mobility provider under this Agreement. The fact that the mobility provider has obtained the insurance required hereunder shall in no manner lessen or otherwise affect such mobility provider's other obligations or liabilities set forth in this Agreement. Article VII Miscellaneous 7.1 Entire Agreement. This Agreement constitutes the sole and only agreement between the Parties and supersedes any prior understandings written or oral agreements between the Parties with respect to this subject matter. 7.2 Assignment. This Agreement may not be assigned by either Party without the prior written consent of the other Party. 7.3 Successors and Assigns. Subject to the provisions regarding assignment, this Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs, executors, administrators, legal representatives, successors and permitted assigns. 7.4 Governing Law. The laws of the State of Texas shall govern this Agreement; and venue for any action concerning this Agreement shall exclusively be in the State District Court of Denton County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction of said court. 7.5 No Waiver of Liability. The Parties acknowledge that neither Party is an agent, servant, or employee of the other Party, and each Party agrees it is responsible for its own individual negligent acts or omissions or other tortious conduct, as well as such acts and deeds of its contractors, agents, representatives, and employees, during the performance of this Agreement without waiving any governmental immunity available to the Parties under Texas law and other applicable law, and without waiving any available defenses under Texas law and other applicable law. Further, in the execution and performance of this Agreement, the Parties do not waive, and neither Party shall be deemed to have waived, any other immunity or defense that would otherwise be available to each Party as a local governmental entity and/or political subdivision of the State of Texas. 111111111ISecond Amended and Restated Interlocal Cooperation Agreement 7.6 Amendments. This Agreement may be amended by the mutual written agreement of the Parties. 7.7 Severability. In the event any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in it. 7.8 Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below, or to such other Party or address as either Party may designate in writing, and shall be deemed received three (3) days after delivery set forth herein: If intended for DCTA: Raymond Suarez Chief Executive Officer DCTA 1955 Lakeway Drive, Suite 260 Lewisville, Texas 75067 Phone: 972-221-4600 If intended for City of Coppell: Mike Land City Manager 255 Parkway Blvd. Coppell, Texas 75019 Phone: 972-304-3618 With Copy to: Joseph J. Gorfida, Jr. Nichols, Jackson, Dillard, Hager & Smith, L.L.P. 1800 Ross Tower, 500 North Akard 500 North Akard Dallas, Texas 75201 Phone: 214-965-9900 7.9 Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which when so executed and delivered shall be an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of the Parties hereto. 7.10 Exhibits. The Exhibits attached hereto are incorporated herein. 7.11 Recitals. The recitals to this Agreement are incorporated herein and made a part hereof for all purposes. 7.12 Authorization. Each Party represents that it has full capacity and authority to grant all rights and assume all obligations that are granted and assumed under this Agreement. 1111111"Second Amended and Restated Interlocal Cooperation Agreement 7.13 Survival of Covenants. Any of the representations, warranties, covenants, and obligations of the Parties, as well as any rights and benefits of the Parties, pertaining to a period of time following the termination of this Agreement shall survive termination hereof. 7.14 Approval of Parties. Whenever this Agreement requires or permits the approval or consent to be given by a Party, the Parties agree that such approval or consent shall not be unreasonably withheld, conditioned or delayed. 7.15 No Third -Party Beneficiary. Nothing in this Agreement shall be construed as creating or giving rise to any rights of third -parties or any persons other than the Parties hereto. 7.16 Recordkeeping and Right to Inspect Records. Each Party shall have mutual access to, and the right to examine, all books, documents, papers, and other records of the other Party involving transactions relating to this Agreement. Each Party shall have access during normal business hours to all necessary facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this Agreement. Each Party shall give the other Party advanced written notice of at least forty-eight (48) business hours of intended audits. (signature page to follow) IIIIIIIIIISecond Amended and Restated Interlocal Cooperation Agreement EXECUTED this day of , 2021. Denton County Transportation Authority Raymond Suarez, Chief Executive Officer APPROVED AS TO FORM: IM Joseph J. Gorfida, Jr., General Counsel (09/23/2021:TM 124959) EXECUTED this day of , 2021. City of Coppell, Texas a home -rule municipality Wes Mays, Mayor APPROVED AS TO FORM: IM Robert E. Hager, Coppell City Attorney IIIIIIIIIISecond Amended and Restated Interlocal Cooperation Agreement EXHIBIT 1 Y PP First Amended and Restated Interlocal Cooperation Agreement City of Coppell, Texas COFFELL1 File ID: 2021-5911 Version: 1 File Name: Holiday Lighting Contract Master File Number: 2021-5911 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Engineering File Created: 09/20/2021 Final Action: Title: Consider approval of awarding a one-year renewal of city wide holiday decoration and lighting services contract to Premier Lighting for a one-year period; beginning November 1, 2021; in the amount of $179,520.00; as budgeted in the General fund; and authorizing the City Manager to sign all necessary documents Notes: Sponsors: Attachments: Holiday Lights Memo.pdf, Holiday Lights Bid Tab.pdf, Holiday Lights Program.pdf, Holiday Lights Exhibit.pdf, Premier Signed Contract.pdf, Holiday Lights Proposal.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 2021-5911 Title Consider approval of awarding a one-year renewal of city wide holiday decoration and lighting services contract to Premier Lighting for a one-year period; beginning November 1, 2021; in the amount of $179,520.00; as budgeted in the General fund; and authorizing the City Manager to sign all necessary documents Summary Fiscal Impact: Funds have been budgeted in Facilities, Other Services for this contract. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5911) Staff Recommendation: The Public Works department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 T FIS E . C I T Y 0 F COPPELL N s. � 4i G r✓ r t ryv MEMORANDUM To: Mayor and City Council From: Steve Shore, Facilities Manager Kent Collins, P.E., Director of Public Works Date: September 28, 2021 Reference: Holiday Lights Program, Third Year of RFP #0168 2040: Pillar 0 - Foundation of Sustainable Government City services will be provided in a manner that ensures high levels of customer satisfaction. General Information: • RFP #0168 for Holiday Lights Program Opened August 27, 2019 • Contract includes a turn -key approach for the City's Holiday Light Program • Contract term is effective October 1, 2019, for a two-year term, with options to renew 3 additional one-year terms Introduction: This agenda item is being presented to consider approval of implementing the third year of RFP #0168 for the Holiday Lights Program to Premier Lighting Enterprises, LLC. in the amount of $179,520.00 as budgeted in the General Fund; and authorizing the City Manager to sign any necessary documents. Analysis: The Holiday Lights Program is an annual City sponsored Special Event, which proves our dedicated commitment to the citizens to provide continuous opportunities for building community. The "Program" provides exterior lighting to all City facilities, the interior decorating of Town Center, the holiday trees in front of Town Center and in Old Town as well as numerous photo opportunities around town. In addition, the Program will include the decorating of several monuments and bridges entering the City. The contract includes a 46' tree that will be placed at Andy Brown East for the tree lighting ceremony. The tree will have a grand topper, making the tree 50'. The Holiday Lights Program was bid as a Request for Proposal (RFP). This process allows the City to award to the most responsive, responsible offeror whose proposal is the most satisfactory and advantageous to the City based on the factors set forth in the RFP. The vision for the Program included a turn -key solution where all City facilities rooflines are lit in warm white, and red lights. The combination of colors provides a "pop", while keeping a traditional look. Wreaths and sprays will also be used to decorate the facilities, monuments, and bridges. Facilities staff conducted the reference checks on each proposal using the evaluation criteria established. Legal Review: The City's standard form contract is being utilized and is reviewed periodically by the City Attorney. Fiscal Impact: The fiscal impact of this Agenda item is $179,520.00; as budgeted in the general fund. Recommendation: The Public Works Department recommends approval of this contract renewal. RFP #0168 - Holiday Lights Program BAFO TOTALS $147,085.00 $174,553.00 5156.553.00 Premier Scoring Murphy Christmas Cowboy Majestic Christmas Lighting Certified Lights Lighting Christmas Co. Area 91.5 78.33 42.5 50 65 $30,638.00 1. Holiday Lights Program 73 $28,969.00 49.5 70.5 Lifts - $4,700.00 95 $22,528.00 0 $32,062.50 $30,000.00 Maint. - $3,195.00 2. Town Center $20,124.00 $25,920.00 $33,490.00 $28,000.00 $35,711.00 3. Andrew Brown East $28,615.00 $21,731.00 $40,800.00 $46,000.00 $27,289.00 4. Old Town Coppell $25,566.00 $15,556.00 $28,110.00 $21,750.00 $20,166.00 S. Photo Opportunities $17,786.00 $15,500.00 $13,550.00 $6,000.00 $13,772.00 6. Monuments $27.00 $2,500.00 $1,000.00 $2,000.00 $4,007.00 7. Bridges 29,766.00 35,878.00 43,500.00 14,700.00 10,522.00 Incidentals Cost per replacement strand of lights (100 lights per strand) Included $40.00 $18.50 NC Cost per replacement extension cord Included $25.00 $10.00 NC Total $147,085.00 $146,054.00 $192,512.50 $148,450.00 $150,000.00 BAFO TOTALS $147,085.00 $174,553.00 5156.553.00 Scoring Premier Lighting Certified Lights Murphy Christmas Lighting Cowboy Christmas Majestic Christmas Co. Christa Christian 91.5 78.33 42.5 50 65 Vicki Chiavetta 89.5 73 15.5 49.5 70.5 Kami McGee 95 75 0 38 58 Halle Hernandez 82 80 0 50 45 RFP #168 HOLIDAY LIGHTS PROGRAM Section 4 - OFFER SHEET 4.1 OFFER The undersigned hereby certifies that they have read, understand, and will fully and faithfully comply with this solicitation, its attachments and any referenced documents. The undersigned also certifies that the prices offered were independently developed without the consultation with any of the other Offerors or potential offerors. Premier Lighting Enterprises, LLC Authorized Signature Company's Legal Name 1300 Hutton Dr., Suite #104 Printed Name Address Owner Carrollton, TX 75006 Title City, State, Zip 903-714-0106 Telephone Fax Number justin@premierchristmas.com 8/23/2019 Authorized Signature Email Address Date For questions regarding this offer: (If different from above) Lane Rodgers 903-818-8217 Contact Name Phone Number lane@premierchristmas.com Email Address CITY OF COPPELL - PROCUREMENT SVC. DEPARTMENT - 255 PARKWAY BOULEVARD - COPPELL, TEXAS 75019 I" %. II w F, 132 RFP #168 HOLIDAY LIGHTS PROGRAM SECTION 5 - LIGHTING AND DESIGN PLAN 5.1 Please include the proposed number of trees, buildings and strands of lights in each area. A. Lighting and Design Plan for Areas: Area Design Plan Area 1: Facilities All facilities will have perimeter lighting with warm white & red C9's. All product will be new. Overall footage of lighting = est. 15,000 ft. * See Exhibit A Area 2: Town Center Outdoor (All product is new): - (12) trees (near entrance) moderately wrapped with warm white minis. Overall count = est. 300 strands. - (1) 20' Majestic Tree (decorated & lit with topper) placed in front of flag poles & centered with Town Center. Decor to match Andrew Brown Park. - (6) 72"Wreaths lit and decorated with bows. - (8) poles wrapped in 14"thick pieces of decorated garland with bows. Indoor (All Product is new): - (3) artificial trees (9;12; & 15'tall). - Swag garland with bows on 1 st & 2nd floor stairways. - (1) decorated wreath with bow above back door entrance. - Garland sprays at each sconces. * See Exhibit B Area 3: Andrew Brown East (All product is new): - Both pavilions & restroom structures will be lit with warm white & red C9's around the perimeter, along with 60" decorated wreaths at each pavilions peak. - (18) poles wrapped in 14"thick pieces of decorated garland with red bows. - Services only for installation, removal, and annual storage for (1) 46' Majestic Tree (decorated & lit with 4'topper). * See Exhibit C CITY OF COPPELL - PROCUREMENT SVC. DEPARTMENT - 255 PARKWAY BOULEVARD - COPPELL, TEXAS 75019 I" %. II w F, 133 RFP #168 HOLIDAY LIGHTS PROGRAM Area's Continued Design Plan Area 4: Old Town Coppell (All product is new): (39) trees moderately wrapped with warm white minis. Overall count = est. 975 strands. (32) poles wrapped in 14"thick pieces of decorated garland with bows. (1) 20' Majestic Tree (decorated & lit with topper). Pale banners to be installed (provided by city). Windmill, Restroom, Kirkland, Old Minyards, to be lit with warm white & red C9's. * See Exhibit D Area 5: Photo Opportunities (All product is new): (15) Photo Op Decorations are as follows: 12' Merry Christmas Arch • (4) Candy Cane Cartoon Characters 5'Santa w/ Christmas Banner Ranging from 3.5'-6.5'tall 5.25'SantaThrone • (3) Reindeer Family Characters Lit 5.5'SantaMailbox Ranging from 5'-6'8" 6.5'Santa w/ Elf • Papa Bear & Baby Bear Lit 5.5' Polar Bear Bench Ranging from 5'- 7.5' 6'NutcrackerSoldier •9'2DPhoto OpFrame Lit * See Exhibit E • 16'3D LED Walkthrough Ornament Area 6: Monuments (All product is new): (6) monuments outlined with 14"thick pieces of garland with bows. * See Exhibit F Area 7: Bridges (All product is new): All bridges will have column sprays with bows at each large column. * See Exhibit F CITY OF COPPELL • PROCUREMENT SVC. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 I" %. II w F, 134 RFP #168 SECTION 6 — PRICE SHEET HOLIDAY LIGHTS PROGRAM Area Cost 1. Holiday Lights Program $22, 528 per year (all product leased) 2. Town Center $20,124 per year (all product leased) 3. Andrew Brown East $28,615 per year (all product leased) 4. Old Town Coppell $25,566 per year (all product leased) 5. Photo Opportunities $17,786 per year (all product leased) 6. Monuments $2,700 per year (all product leased) 7. Bridges $29,766 per year (all product leased) Incidentals Cost Cost per replacement strand of lights (100 Included in overall price as long as it's not lights per strand) related to theft, malice, or severe weather. Cost per replacement extension cord Included in overall price as long as it's not related to theft, malice, or severe weather. Company Name: Premier Christmas Signature: Date: 8-23-19 CITY OF COPPELL • PROCUREMENT SVC. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 I" % II w F, 35 IIII IIII IIII�� IIII IIII °' IIII III'Iq C S it k L &I i L .... ........ I/ The Shops at Willow Bend 6121 W. Park Blvd I Plano, TX 75093 Contact: Amy Medford (Marketing Director) Phone: 972.202.4900 Emails: ,i .(G `, "A' , , I , I t_wi, Original Contract Price: $303,155.15 Final Contract Price: $303,155.15 The Shops at Willow Bend is an upscale shopping mall with over 125 stores and three anchor stores located in Plano, TX. This property has high visibility from the heavily traveled "Dallas North Tollway", so, rather than focus our design entirely on the courtyard/entrance areas, we wanted to create something for those passing by on the tollway. The idea was to draw new traffic in instead of just visually entertaining those who were already there. We designed, proposed, and installed an array of lighting on 360 trees across the property, most of which can be seen from the Dallas North Tollway. The bases of the trees were illuminated with alternating red and green RGB LED wall wash fixtures, and the tree tops were covered densely with pure white C9 LEDs - every fifth bulb being a twinkle to add a new dimension. We also illuminated the trees in the courtyard at the main entrance, and further enhanced this area with the addition of projectors which cast rotating lit snowflakes on the ground and on the building walls. The ones on the ground were entertaining for the children and brought an "interactive" element to the overall project here. This installation of lighting along the Dallas North Tollway has become well known in North Texas and is one of the largest displays of Christmas lighting in the area. This project also required filing permits with the city, and submitting and revising traffic control plans to meet the state requirements for a lane closure - all of which were handled by Premier Christmas. We used an extensive amount of aerial equipment for the installation that included several 42' bucket trucks, 60' bucket trucks, and an 80' articulating boom. Video of installation at The Shops at Willow Bendiuf l�' �; , ,;�� fG,�ife�,il��. �. G ii V��r �,�, hI�w�" IIII IIII IIII�� IIII IIII °' IIII III`q C S Original Contract Price: $84,995 1 Final Contract Price: $841995 it k h &I i h" L i V i V _S V v`v'4 A; ... ...... ..� Denton County Courthouse on the square is a destination at Christmas time and attendance is 10,000+ people for the tree lighting ceremony. Denton County and the non-profit organization "Holiday Lighting Association" coordinate the "Denton County Holiday Lighting Festival". There is a large, live evergreen tree at the center of the event that has sentimental value to the county as it was donated in memory of a previous elected official. In years prior to Premier Christmas being awarded the contract, the tree was dimly lit with few lights. We proposed and implemented a drastic increase of the light count on the Christmas tree to 26,000 multi -colored LED mini lights which gave a complete and full foliage wrap. This made the feature item of the ceremony impactful and noteworthy. There are also 18 large Pecan trees - some in excess of 100 years old. The county asked for a permanent installation of decorative lighting on these trees as they had done in the past. In years prior to Premier Christ- mas gaining the contract, incandescent bulbs had been used for this installation and the trees regularly had large percentages of bulbs burned out as a result. Premier Christmas installed 25,000 warm white LED Cgs along all major arteries of the trees. We used water tight socket wire to further strengthen the durability of the lights and strands. For this project, we had to coordinate our work schedules with the courthouse schedule to make sure we did not impact any events taking place or disrupt any commissioners court sessions. The use of aerial equipment was utilized on this project and we had to lay ground protection across the courthouse lawn to prevent any markings on the lawn by aerial equipment. We also worked closely with the facilities department as access was needed to secure areas and breaker panels during the installation. This project also required electrical work to which we strictly adhered by National Electric Code standards in our installation. IIII IIII IIII�� IIII IIII °' IIII IIIAC S City of Coppell 255 Parkway Blvd. I Coppell, TX 75019 Contact: Hannah Cook Phone: 972-304-7065 Email tJ-JZJL� - Contract Price: Varies Upon Requested Services it k L &I i L v`v'4 A .... ........ 11/ Premier Christmas has provided seasonal banner services for The City of Coppell on multiple occasions. The extent of the banner services includes installation, removal, and storage of generic and patriotic seasonal banners along Denton Tap Rd and other areas throughout The City. This work is requiring of a moving convoy along the roadways between the hours of 9:00pm - 5:00am. The convoy consist of setting up and taking down of barrels, trucks with flashers, and a towable arrow board. For this project, we have worked with another vendor that the city purchases banners through, and facilitate the receiving of shipped banners, and the coordination of the project as a whole. If/when services issues have arised, Premier Christmas has always been prompt in providing same day or next day service per Hannah Cooks requests. CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. jJ Name of vendor who has a business relationship with local governmental entity. Premier Christmas 2 ❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information is being disclosed. 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 local 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 taxable income, other than investment income, from the vendor? Yes Fx1 No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes FRI No JJ Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. 6 ❑ Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). 7 Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 RFP #168 COOPERATIVE PURCHASING HOLIDAY LIGHTS PROGRAM 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. The City 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 PIGGYBACK OFF THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS? X YES NO CITY OF COPPELL • PROCUREMENT SVC. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 1111 %ill ' F, 114 A IIII'3 0 U U �� it k L &I f L fk L i V i V -S V v`v'4 A; ... ...... ..� For more than 14 -years, Justin Lubbers, the founder of Premier Christmas, has been a passionate Christmas enthusiast, designer, and installer of lighting and decor projects for residences, shopping centers, malls, HOAs, and municipalities. Since the inception of Premier Christmas in 2011, the company has seen exponential growth - nearly doubling in size each year. We attribute this growth to our exceptional service and delivery of quality products. Justin has extensive industry knowledge and strong business relationships with designers, lighting manufacturers, and fabricators from around the world. Premier Christmas currently has more than 400 Christmas lighting & decor projects across USA. In addition to projects that we have designed and implemented - we are also routinely called upon by other industry leaders to implement their projects as subcontractors for installation of their projects. Outside of our busy Christmas season we maintain staff for other services such as - light pole banners, architectural RGB LED lighting, landscape lighting, general lighting maintenance, and event lighting/decor. Premier Christmas is organized as an "LLC" with a tax classification of "S -Corp". We are located at 1300 Hutton Drive, #104, Carrollton, TX 75006. We currently have 40 full time employees and will add additional seasonal staff throughout the Christmas season. U AIII IIIICA'1111IIIC,",j' N1S Premier Christmas plans to be thorough and detailed with all communication between project management and City of Coppell staff. City staff will have no less than two points of cell phone contact with staff at Premier Christmas that will be available and responsive 24 hrs/day throughout the installation time -frame. The owner of Premier Christmas, Justin Lubbers, will serve as the lead project manager for The City of Coppell, TX installation, and will be supported by two additional project managers, Zachary Lea, and Lane Rodgers. Justin has had a strong passion for Christmas lighting & decor projects and been involved in all aspects of design and implementation for 14 years. Some of the most noteworthy Christmas and lighting projects in Texas have been personally designed, implemented, and managed by Justin. Quality is at the forefront of every project designed and implemented by Justin. He has traveled the country and the world to stay at the forefront of cutting edge ideas in the Christmas industry. He has a dense network of industry leaders that he has formed strong business relationships with. Attention to detail and exceeding expectations is what can be expected with Justin as the project manager. Not only has Justin personally managed projects on-site, he has also led teams of other project managers as the owner of Premier Christmas. In our peak season, there are as many as 20 jobs per day underway. Justin realizes the importance of allocating certain tasks to other project managers within the organization. Two additional project managers with installation and leadership ability will also be taking part in the management of The City of Coppell project. To develop the control plan thoroughly, we need to complete the design selection process for decor elements and determine whether or not that phase can be achieved for the 2019 season. After this has been completed, we will set target dates and deadlines for each phase. These deadlines will be strictly adhered to so we can make sure we are on track and measure our performance. Fri. W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service CL ca 0) M cr) Request for Taxpayer Idencation Number and Cercatior- W Go to wmnvJrs.gov1f`hrrnW9: for instructions and the latest information. Give Form to the requester. Do not send to, the IRS. I Name (as shown on your income tax return). Name is required: an this line; do not leave this line blank Form 1099 -DIV (dividends, including those from stocks or mutual PREMIER LIGHTING ENTERPRISES LLC funds) 2 Business name/disregarded entity name, if different from above 9 Form 1099-MISC (various types of income, prizes, awards, or gross 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the 4 Exemptions (codes apply only to following seven boxes. certain entities, not individuals-, see related to Form W-9 and its instructions, such as legislation enacted instructions on page 3): rl Individual/sole proprietor or F1 c corporation El s corporation El Partnership El Tnist/estate single -member LLC Exempt payee code (if any) Limited fialtiffity company- Friter the tax classification (G=G corporation, S=S corporation, P=Partnership) 0- ___.S -11 Form 1099-K (merchant card and third party network transactions) Note: Check the appropriate box in the line above for the tax classification of the single -member owner. Do not check Exemption from FATCA reporting LLC if the LLC is classified as a single -member U_C, that is disregarded from the owner unless the owner of the LLC is code (if any) another ULC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single -member LLC that e Form 1099-C (canceled debt) is disregarded from the owner should, check the appropriate box for the tax classification of its owner. - Form 1 099-A (acquisition or abandonment of, secured property) E] Other (see instructions) No - Use Form W-9 only if you are a U -S. person (including! a resident 5 Address (number, street, and apt. or suite no.) See instructions. Requester's name and address (optional) 1300 HUTTON DR # 104 ll'you do not return Form W-9 to the requester with a TIN, you might P Form: 1099 -INT (interest earned or paid) ..-...- . . . . . . ............. ........ . ....... . ............... .............. 6 C,ity, state. -and ZIP code CARROLLTON, TX 75006 later. 7 List account number(s) here (optional) I= 'Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social, security number ISSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part 1, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see Now to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. Under penalties of perjury, I certify that: Social security number TT] - or I Employer identification number Ell"11111IMM". "M ".11M 1. The number shown on this form is my, correct taxpayer identification, number (or I am waiting for a number to be issued to me); and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. 1 am a U.S. citizen or other U.S. person (defined below),- and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above: if you have been notified by the IRS that you are currently subject to backup withholding because you have tailed to report all interest and dividends on your tax return, For real estate transactions, item, 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you arepot required to sign the certification, but you must provide your correct TIN. See the instructions for Part 11, later. Sign I Signature of Here U.S. person b- Date W OOV General Instructions Form 1099 -DIV (dividends, including those from stocks or mutual funds) Section references are to the Internal Revenue Code unless otherwise 9 Form 1099-MISC (various types of income, prizes, awards, or gross noted. proceeds) Future developments. For the latest information about developments * Form 1099-B (stock or mutual fund sales and certain other related to Form W-9 and its instructions, such as legislation enacted transactions by brokers) after they were published, go to wwwJrs.gov1FormW9. Form 1099-8 (proceeds from real estate transactions) Purpose of Form Form 1099-K (merchant card and third party network transactions) An individual or entity (Form W-9 requester) who is required to file an Form 1098 (home mortgage interest), 1098-E (student loan interest), information return with the IRS must obtain your correct taxpayer 1098-T (tuition) identification number (TIN) which may be your social security number e Form 1099-C (canceled debt) (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number - Form 1 099-A (acquisition or abandonment of, secured property) (FIN), to report on, an information return the amount paid to you, or other Use Form W-9 only if you are a U -S. person (including! a resident amount reportable on an information return. Examples of information alien), to provide your correct TIN. returns include, but are not limited to, the followi,ng• ll'you do not return Form W-9 to the requester with a TIN, you might P Form: 1099 -INT (interest earned or paid) be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) FoIr" vendor doing bminess with local governinental entity A corriptete r:,M r4 Chapter 176,of the L:�(.,zil (.3amnment GWe may be found at us', MhtnPaw easy r0everroa, boli w are sGme 0 chic; socbvans rlod on ftp 0.orwr,, Local GovemnuntCode § 17&,QQff11-a : '12usnass, mfiafiofishi* means a connectior, betWOOn NVO Of MIGIo partJos basad on commeraN wrivity al one of the parbas The ton mm does not, inctudo a conrier.fion WSW Dn' fAatranswfirwi that ils subjoi.,1to rate or tao rogulafion Ly a fodorak, stale, Mama tocW governmental onbty of an agonvy of aloderN, Wa'w or IlocM gismvornrnamtzall Gnfity ' , f2) alranix sbon conducled W a surae and subprlto terms awaitable to Uhopubkor (C) a putchasa, or lea so of goods or s,efvk:,Gs from a porson that lea nohartare^at by a staho or foedarW agar,nCy and that fs sub,�,ecl fo regialar oxanein ahcm'M it r, and reporfing to, tat ogw, icy, LocallgoverLmn*7 nt!go4qfi 11 1 an, _6,Qaaj(2jA) _d (_6 I (m) kfor government officor shaA No a, conflicis disc,fazuie stalleman1wth rospecl to a voindar 0� I ft vomlw� (A & has art, omplqyrncanor other busmess ralationsNp w"h the ilocat goner nmeni officer or a farnrly membor ot the officer thar results m the officer or tarriIly irnmorrhuor riarjo�vvnfg taxablv mjr,ome, iofher than mvesfirmin'l unwma, IhW exiceads $2,5(,Xr dunng, lhe 12-maNh pefrod prece&nq the date that the officer bommos mwzaro that a con1fact beWeen thea foo -W p3viornmertai m4ty amJverrdtrr has been execluteil', (6N the local govommantM ently is i:,an-sidenng anta6ng "ito a thontract wvl..h the (B) has pmonto tho local gwiarnment alfirwr inr a farrrOy imnonnbr at the offcer rma Of, moire, phs ONRA Nwa an agr, ,,Ijf agale vaua nolrnoi o than $1 iYG trr the 7, 2- mu nth purkad proc *ding the dal e tlhe otficer beconiies awam Offal:� (n) a Contract bo Bonn thea govommartal aWivy and vaindar INIS bOVI aYXOCIU104,t Of rs ocnaWarwq an t w tn,g rnlo a r-ornlraaf Mth thews na e -r. Lo"11 Govemment co& § 17&00!�a) and (a.1) Ia) Aviandorshalt We a camptated cngull rlof fntGmsl quesbonnarre Othe vendof has a b1uvnGssreQMk.)nShpp (1) has an eimpkymont OF 01,J]"wr bwsOlesz F104aha nship wlha total ;vvemmorrf afkar o4 that fi:,caf govemmemW onfity, of a fwnOy irnrermmLwar of ilfioat, damnbod by Sast,rin 176.0,03fa)(2x(A)"� (2) has given a piocal government Ciflicer vat that Ikamal gwarnmentai g4ltyly. Or a famOy member cal the officer,, ore of moffe glis'W"A Iho aggrople vas uo sspe)crfied by Srxbon 17 003(aHfl2`pfleb, eKcS1u,d6g arty gfft doschbod by Section 176,003(a. I �" or (3�, has a famfly Tol4l'imshipw1h a Ifacal gowernment offlicim of that lDfmt govowrimontW ontay, (a-l� The roarpP,tett c�onfhckrf unleraslqawes bojinairo musrboW;AIwdh trwajtTlroprfjato r000rdsT admimsVWX inot liber than IN sivivonth business day after IhQ law of- f I h t'No date that thovandor � (Al, tfQgnJIIS '11SCUS&OM, C4 ncx gofialions to entar Into eviftearl with the &W qovemmanU.M anbty, or (B) subrrrOs to the InLN gwmrnomai antv?V an aWkabon, response ho a raqueM for propos"k v bids, rormsWridence, ow ainothfor wntmg wicOatad to a potential contract wwth the Il1ecaf v orn nwntS antity or (2) the date the viondorbec,DMV�, as (ftp cot an eirviptoymont or other busumiasfs roVatjonshpwth a local gwomment offir.0f, iDfr a faftf nvarnbw of the officer, describled by SubsocUon (a) (9) Uhal the ver dair has grver, one of moro, I 1fts Jeson1bed by Siubvertmn (a)- or (C',t of a famOy re4shansshilp wAh a kocal pmarnmont ofter. Fam praNxkd t�r remas POka�� rommnavon AWN 'A', far, ;4xvi It M"'N'W'X'015 STATE OF TEXAS § § ME ago: COUNTY OF DALLAS § RFP 4168 HOLIDAv LIGHTS PROGMM This Agreement for ("AgreentenC) is made by and between the it; of Cqppell, 'Texas ("City") and Premier Lighting Enterprises, LLC. ("Contractor") (each a "Party"' and collectively the "Parties"), acting by and through their authorized representatives, FIT5MV11110 WHEREAS, the City desires to engage the services of the Contractor as an independent contractor, and not as, = employee, to provide the services, described in Exhibit "'A" (the "'Scope of Services") to perform identified, in the Scop`S rvi (the "Services"); and WMREAS, the! Contractor desires to render the Services for the City on the to and conditions set forth in this Agreement; NOW TWREF'ORE, in exchange for tile mWiral covenants set forth herein, and other valuable consideration, the sufficiericy and. receipt of which we hereby acknowledged, the Parties agree as fbl.]:ows- 1.1 The initial term of this Agreement shall be for two years commencing on October 1, 2019 (the "Effective Date"') and ending on September 30, 2021 C'Initial Term7'); provided, however, that City shall have the right and option to extend the term for up to four (3) additional one (1) year to by providing written notice to Contractor of the City's election to extend the term hereof, such notice to be given not more than ninety (90) days prior to the expiration of the Initial Term, 1.2 Either may terminate this Agreement by giving thirty (30) days, prior written notice to tbe other Party. Contractor shall be entitled to compensation for any Services completed to the, on le satisfaction of the City in accordance with this Agreement prior to such termination. Article 11 Scope of ServiCes 2.1 The Contractor shall perfbrm. in connection with the Services as, set forth In the Scope of Services for RFP -# 168 Holiday Lights Program. Article III Schedule of Work Contractor agrees to complete the required SeMces in accordance with the Scope of Services, Article IV Compensation and Method of'Payment 4.1 Contractor will be compensated in accordanceiArith the payment schedule and amounts set forth in die Scope of Services, See. 1.8.1, of RFP 4168 arid not to exceed a total amount of' $147,085.0,01 4.2 Unless otherwise provided in'the Scope of Services,, Contractor shall be responsible for all expenses related to the services provided pursuant to this Agreement including, but not limited to, travel, copying and facsimile charges, telephone, irate et and email charges. Article V Devotion of Time;, Personnel; and Equipment Contractor shall devote such time: as, reasonably necessary for the satisfactory perft)rTnance of the Services under this Agreement. Should the City require additional services not included under this Agreement,, Contractor shall make reasonable effort to provide such additional V40 required tinder this Agreement, and shall be compensated fbr such additional services on a time and between the Partics the City unless provided di1krently herein. 5.3 Contractor shall fumish the equipment, supplies, and personnel necessary to perform 'the Services required under this AgTeement unless otherwise provided herein. 5.4 City shall provide space for all equipment supplied by Contractor which remains on the job site during the fife of the: Agreement. The equipment must be maintained in good operating condition and in sufficient quantities to adequately perform all Services and available to the ContractoW employees at all times. All equipment must by OSHA certified and/or meet all OSHA requirements. 6.1 Bg,Eq A&MM . This AgTeernent constitutes the sole and only agreement between the Parties and supersedes any prior understandings written or oral agreements between the Parties with respect to this subject matter. 6.2 Assi gnment. The Contractor may not assign this Agreement. ......................................... . . ........... .. . ....... - — -- . . ........ .. --- .. . .......... 6.3 Successors and-A�i mus. Subject to the provisions regarding assignm, ent, this Agreement shall 'be binding on and inure to the benefit of the Parties to it and their respective heirs, executors, administrators, legal representatives, successors and assigns,. 6.4 Gooverning, U1,Ly. The laws of the State of Texas shall govern this Agreement without regard to any conflict of law rules; and venue far any action concernmg this Agreement shall be in the State District Court of Dallas County, Texas,. The Parties agree to subtrtit to the personal and subject matter jurisdiction of said court, 6.5 Amendments. This Agreement may be amended by the mut-.nal written agreement of the parties, 6.6 Severability, in the event any one or more: of the provisions contained in this Agreement shall for any reason be held to fine invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in it. 6.7 Indgg-en-slent, -Contwtor. it is understood and agreed by and between the Parties that Contractor, in satisfying the conditions of this Agreement, is acting independently, and that the City assumes no responsibility or liabilities to any third party in connection with these actions, All services to beperformed by Contractor pursuant to this Agreement shall be in the, capacity of an independent contractor, and not as an agent or employee of the (,,ity. Contractor shall supervise the performance of its Services and shall be entitled to control the manner and means by which its services are to be performed, subject to the terms of this Agreement. 6.8 Notice. Any notice required or pennitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile: to the address specified below, or to such other Party or address as either Party may designate in writing, and shall be deerned received three (3) days after delivery set forth hereh.0 If intended for City: With a copy to: Attn: Chief Procurernent Officer Robert Hager Procurement Services Department Nichols, Jacksott, Dillard, Hager& Smilk, LLT City of Coppell, Texas 1800 Ross Tower 2515 Parkway Blvd, 500 N, Akard Street Coppe;ll, Texas 75019 Dallas,'Fexas. 75201 -- - ----- --- page 3 If intended for Contractor: Attn; justin Lubbers 13001 Hutton Dr., Suite#: 104 Carrollton, TX '75006 (a) Contractor shall during the term hereof maintain in full force and effect the following i-risurance: (i) a comprehensive general commercial liability policy of instwance for bodily injury, death and property damage insuring against all claims, demands or actions, relating to the Contractor's performance of services pursuant to this Agreement with a rninimum combined single limit of not less than $1,000,000.00 per occurrence for inJury to persons (including death), (ii) public liability insurance policy with an aggregate limit o�f not less than $1,000,000.00 and products and completed operations, liability aggregate lien of no less than $1,000,000.010; (iii), City's, Protective Liability insurance policy with a minimum limits of not less than $6001,,1000.00 per occurrence and not less than $1,0010,000 Aggregate, (iv) excess lumbrella liability insurance policy coverage with a limit of not less t $1,000,000.00 per occurrence witb drop down coverage, (v) policy of automobile liability iris uran, ce covenng any vehicles owned and/or operated by Contractor, its officers, agents, and employees, and used in the performaiiee of this Agreement with policy limits of not less than $500,000.00 combined single limit and aggregate for bodily injury and property damage, and (iii) statutory Workei's Compensation Insurance at the statutory limits and Employers Liability covering all of Contractors employees involved in the provision of services Linder this Agreement. (b) All policies of insunwee shall be endorsed and contain the following provisions: (1) name the City, its officers, and employees as additional insureds as to all applicable coverage with the exception of Automobile Liability Insurance and Workers Compensation 111surance; and (2) provide for at bast thirty (30) days prior written notice to the City For cancellation of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, Or any other loss to the extent the same is covered by the proceeds of insurance. Contractor shall provide written notice to the City of any materialchange of or to the: insurance required herein. (�c) All insurance companies providing, the required insurance shall be authorized to transact business in Texas and rated at least "A" by AM Best or other equivalent rating service. (d) A certificate of insurance and copies of the policy endorsements evidencing the required insurance shall be submitted prior to com C ent of Services and upon reclnest by the City. Page 4 EXECUTED thisC24 day of3c. 1 19. 0 City Manager ATT 71 Y:( Christel Peftiii6s, City Secreta�ry /11 EXECUUD ws _OZ_� diay of 6aA?AhMl 2019, By:— Name: <� Tille: LAM e, - EXHIBIT"VII S�COPE OF SERVICES TXe City *f Q*AA611 ifesires. t#,i vt1iRze tXe vv[�iAv.!*Apess, errA2ckies-4 cre-2t; a dramatic hioliday light display that will decoraite ain�d benilefit the community during the holiday season. P R EdM .: E R LIIGHITING Premier Lighting & Christmas: Justin Lubbers Premier Crating & Assembly: Danny Watson BILL TO The City of Coppell 255 Parkway Boulevard Coppell, TX 75019 0 $ d—.i I I d did r, G R A T I N C: 903.714.0106 1 E:justinC�premier-christmas.com C: 903.267.0005 1 E: dannyC�premierlightingenterprises.com IEZ IIII IHMA IIII ,IIIA, ESTIMATE DATE PO # GUST®MER NAME I EXPIRATION DATE 259 08/09/2021 The City of Coppell 09/09/2021 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,„,,,,,,,,,,,,,,,,,,,,,,,,,,,,, SERVICE DATE SERVICE DESCRIPTION OTY RATE AMOUNT Same scope of services and same price for lighting and Services 1 147,085.00 147,085.00 decor from 2019. See attached document. **ADDITION FROM 2020** LED C9 Roof Adding warm white and red LED C9 roof lighting around all 1 4,680.00 4,680.00 Lighting perimeter edges of new Arts Center to match other municipal buildings. **ADDITION FROM 2020** Services Transportation, installation, removal, and annual storage of 1 3,815.00 3,815.00 one 12' x 8' life size post card. **ADDITION FROM 2020** New Old Town area lighting and decor at Bethel & Main: - Four Magnolia trees with random foliage wrap in warm white LED C9 lighting. -One 16' illuminated and ornament decorated Christmas tree at center median, on north side of Magnolia trees. Tree Services 1 9,300.00 9,300.00 ornamentation to match other Coppell tree ornaments. -Silo to be outlined with vertical runs at every seam on top of silo and down to ground. Tower to have upper and lower perimeter edges outlined in warm white LED C9s. -Two lit and ornament decorated 48” wreaths for tower next to silo, eon each side in the peaks. Ornamentation to match other Coppell greenery ornamentation. **ADDITION FROM 2020** Services 1 1,000.00 1,000.00 One additional bridge had column sprays and bows added. I°� erdl e�iglhfillr° C ?00 Ilunol117i x:'104 1 C: 1[[bllioli, IX /500(" j (85 5) 4?(" -4544 justiii(< 1)[oin o[ (;I)[ "TIMP, (;Oil) ii I oinierholl)tiiulenIN IHNo" ,win I einuoi dI')ri"tIM , (;Oil) LIIGHITING d V d Vddr, G R A T I N Premier Lighting & Christmas: Justin Lubbers C: 903.714.0106 1 E:justinC�premier-christmas.com Premier Crating & Assembly: Danny Watson C: 903.267.0005 1 E: dannyC�premierlightingenterprises.com ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,„,,,,,,,,,,,,,,,,,,,,,,,,,,,,, —ADDITION FOR 2021” -Adding warm white and red LED C9 roof lighting around all Services 1 7,590.00 7,590.00 perimeter edges of: Fire Station #4 and the Columbarium building. —ADDITION FOR 2021" Services -Nine decor items and six tree of lights for Andrew Brown 1 6,050.00 6,050.00 park. See itemized spreadsheet and renderings for specs. Price includes lease of all necessary material, aerial equipment, installation, removal, and annual storage for one year. Functioning 120v power sources are the responsibility of others. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, SUBTOTAL DISCOUNT SALES TAX ESTIMATE TOTAL $179,520.00 CDS"roMUZ SlGNA"rUIR.B I°� erdl e�iglhfillri C ?00 Ilunoll 17i ,x'100 1 C: 1[[bllioll, IX 7500(" j (855) 0?(" -0500 ii ustiii(< I)w11)m[ (;h[ "TIMP, (;,rr) ii 1)[(iI gym[ of hliiul( nHTNlH "(( ",win ii I)[( rIn [ (;I�)[ "TIMP, (,,rr) COFFELL1 File ID: 2021-5912 Version: 1 City of Coppell, Texas Master File Number: 2021-5912 Type: Agenda Item Reference: File Name: Intersection Change Order - Rebcon 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Engineering File Created: 09/20/2021 Final Action: Title: Consider approval of Change Order #1 with Rebcon Inc.; for the construction of a hike and bike trail extension along Parkway Boulevard on the Intersections project; in the amount of $169,755.50; funded through Bond proceeds; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: DTII Change Order 1 Memo.pdf, DTII Exhibit.pdf, DTII Trail Quote.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 2021-5912 Title Consider approval of Change Order #1 with Rebcon Inc.; for the construction of a hike and bike trail extension along Parkway Boulevard on the Intersections project; in the amount of $169,755.50; funded through Bond proceeds; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: The funding source for the original contract was Bond Proceeds and Roadway Impact Fees. There are available funds in the Bond Proceeds and Roadway Impact Fees for this change order. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5912) Staff Recommendation: The Public Works department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 T FIS E . C I T Y 0 F COPPELL N s. � 4i G r✓ r t ryv MEMORANDUM To: Mayor and City Council From: Mike Garza, P.E., Assistant Director of Public Works Kent Collins P.E., Director of Public Works Date: September 28, 2021 Reference: Denton Tap Road Intersection Improvements Change Order #1 2040: Pillar 0: Sustainable City Government Goal 4: City Services to Ensure High Levels of Customer Satisfaction General Information: Council awarded the construction contract to Rebcon in January 2021 Construction began in April 2021 with completion expected in May 2022 The original contract amount was $2,777,148.70. The design includes a new right -turn lane for westbound to northbound traffic, along with relocating the sidewalk along the north side of the new turn -lane. This change order is to replace the sidewalk with extension of the 8' -wide trail along Parkway from Heartz to Denton Tap. The total for this change order is $169,755.50. Another change order will be presented at a future council meeting for the SH 121 right turn lane onto Denton Tap Road. Introduction This agenda item is being presented to consider approval of a change order in the amount of $169,755.50 for the construction of a hike and bike trail extension along Parkway Blvd., as part of the Denton Tap Intersection improvement project; funded through bond proceeds; and authorizing the City Manager to sign any necessary documents. Analysis: The original contract consists of constructing auxiliary lanes at various intersections to improve capacity at the intersection. The intersections are: • Denton Tap Road at Parkway Boulevard — southbound right -turn, westbound right -turn, eastbound right -turn, northbound additional left -turn • Denton Tap Road at Sandy Lake Road — southbound right -turn • Denton Tap Road at Bethel School Road — northbound right -turn, southbound right -turn, eastbound right -turn, westbound right -turn • Denton Tap Road at E Belt Line Road/Southwestern Boulevard — southbound additional left - turn • An additional lane at SH 121 Frontage Road and Denton Tap will be presented for approval during a future City Council meeting This change order is to construct an 8 -foot side -path trail from Heartz Road to Denton Tap road on the north side of Parkway Blvd. This trail extension was not part of the original plan but it was discussed at the January 12th council meeting when the contract was awarded. After that meeting, staff worked with the contractor and designer to develop a scope and amend the design. This trail will connect to the existing trail that begins on the east side of Heartz Road that was constructed with the Parkway Boulevard reconstruction project. The pricing in this change order is based on the unit pricing in the existing contract. A future item will be submitted to add one additional turn lane to the project at SH 121 frontage road and Denton Tap. Staff has submitted plans and a permit application to TxDOT for this lane. After TxDOT approves the permit, staff will work with Rebcon to determine final pricing and present change order #2 at a future council meeting for approval. Legal Review: The City's standard construction contract has been reviewed by legal periodically, with changes made as requested. Fiscal Impact: The fiscal impact of this item is $169,755.50, funded through bond proceeds. Recommendation: The Public Works Department recommends approval of this item. 2 Denton Tap Road Intersection'Improvements Project No. ST -19-01 Coppell, Texas Amendment #1 - Trail Extension Date: 9/2/2021 Construction Cost: Item No. I Item Description I Quantity I Unit I Unit Price I Item Cost 10-D RIGHT OF WAY PREPARATION 10 STA $2,800.00 $28,000.00 11 - D UNCLASSIFIED EXCAVATION 155 CY $45.00 $6,975.00 12 - D REMOVE EXISTING CONCRETE PAVEMENT (TO INCLUDE CURBS/PAVERS) 20 SY $30.00 $600.00 13 - D REMOVE EXISTING CONCRETE SIDEWALK & RAMPS 535 SY $15.00 $8,025.00 20 - D 8" REINFORCED CONCRETE STREET PAVEMENT 25 SY $95.00 $2,375.00 22 - D 8" LIME STABILIZED SUBGRADE 90 SY $12.00 $1,080.00 23 - D LIME FOR STABILIZED SUBGRADE 40 LB/SY 1 TON $180.00 $180.00 24 - D 8" STAMPED COLORED CONC PVMT CROSSWALK 65 SY $220.00 $14,300.00 25 - D 6" STAMPED COLORED CONC PVMT MEDIAN 15 SY $235.00 $3,525.00 25A - D 6" REINFORCED CONCRETE MEDIAN 10 SY $100.001 $1,000.00 26 - D 4" REINFORCED CONCRETE SIDEWALK ALL WIDTHS -40 SY $52.00 -$2,080.00 26A - D 6" THICK CONCRETE TRAIL 3600 PSI 905 SY $70.00 $63,350.00 27 - D CONC RETAINING WALL W/ INTEGRAL SIDEWALK (CAST- IN-PLACE) -250 SF $275.00 -$68,750.00 27A - D CONC RETAINING WALL W/ INTEGRAL SIDEWALK (CAST- IN-PLACE) (8' WIDTH 330 SF $300.00 $99,000.00 29 - D BARRIER FREE PEDESTRIAN RAMP 7 SY $247.00 $1,729.00 40 - D STREET SIGNS 3 EA $520.00 $1,560.00 50 - D REMOVE EXISTING FIRE HYDRANT 1 EA $500.00 $500.00 51 -D ADJUST EXISTING WATER VALVE 4 EA $275.00 $1,100.00 66 - D CONDT PVC) (SCH 40 3" TRENCH SIGNAL -25 LF $16.50 -$412.50 70 - D ELEC CONDR (NO.6) BARE SIGNAL -25 LF $2.20 -$55.00 91 -D TRF SIG CBL TY A)(1 4 AWG 10 CONDR -215 LF $4.40 -$946.00 99 - D PED POLE ASSEMBLY -1 EA $3,300.00 -$3,300.00 112-D RESTORE PARKWAYS & DISTURBED AREAS 10 STA $1,200.00 $12,000.00 Notes: Total: $169,755.50 1. Please add thirty (30) calendar days to the Project for this work. 2. Rebcon is in agreement with Kimley-Horn's probable cost for Item 25A - D. 3. Rebcon disagrees with Kimley-Horn's probable cost for Item 27A - D, but it is close enough to accept. 4. Rebcon disagrees with Kimley-Horns probable cost for Item 26A - D and will accept an Item Unit Price of $70.00/SY. The additional 2" thickness of concrete and the increased PSI strength of the concrete warrant the additional $5.00/SY in the Unit Price. COFFELL1 File ID: 2021-5913 Version: 1 City of Coppell, Texas Master File Number: 2021-5913 Type: Agenda Item Reference: File Name: Plantation/Mossy Oaks Change Order #4 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Engineering File Created: 09/20/2021 Final Action: Title: Consider approval of Change Order #4 with Pape Dawson Engineers for the Plantation/Mossy Oaks project; in the amount of $38,500.00; due to cost escalation for additional time between original design bid rates in February 2016 to current rates for final design and construction administration; as budgeted in the'/4 cent Sales Tax fund; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Pape Dawson Change Order 4 Memo, Executed Pape Dawson Contract, Change Order #4 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 2021-5913 Title Consider approval of Change Order #4 with Pape Dawson Engineers for the Plantation/Mossy Oaks project; in the amount of $38,500.00; due to cost escalation for additional time between original design bid rates in February 2016 to current rates for final design and construction administration; as budgeted in the 1/4 cent Sales Tax fund; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: Funds are available in the 1/4% Sales Tax Infrastructure Maintenance Fund for this change order. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5913) Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council From: Jamie Brierton, Capital Programs Administrator Kent Collins, P.E., Director of Public Works Date: September 28, 2021 Reference: Plantation Drive & Mossy Oaks Street Reconstruction Design- Change Order 4, TAX 2015 B 2040: Pillar 0: Sustainable City Government Goal 3: Well-maintained City Infrastructure General Information: • In February 2016, the engineering services contract for design was awarded to Pape Dawson at Council in the amount of $325,600.00. • Changes in scope led to the need for change orders during design. • Anticipated loss in sales -tax revenue led to a shift in construction to a bond -funded project. • In October 2019, Change Order #1 was approved for $39,700.00 to perform an additional downstream drainage study and to incorporate ADA requirements to meet the new Coppell Design Standards. • In April 2020 the downstream drainage study findings, including adding additional storm drain inlets to reduce flooding, were incorporated into the plans at a cost of $10,500, which was entered as CO 92 • In January 2021, after review of 90% set of utility plans, it was requested by Coppell that Pape Dawson include reconstruction utility services to Delta Court, as well as re -align sanitary sewer for constructability purposes to save cost in construction. This change was entered as CO #3 in the amount of $18,000.00 • Change Order #4 is submitted in the amount of $38,500.00 due to expanded site visits and meetings related to the project scope changes, and cost escalation covering the time between original design start in February 2016 to current rates for final design and construction administration. Introduction: This agenda item is being presented for approval of Change Order #4 with Pape Dawson Engineers in the amount of $38,500.00 1 History: In February 2016, the engineering services contract for design was awarded to Pape Dawson at Council in the amount of $325,600.00. In October 2019, Change Order #1 was approved for $39,700.00 to perform an additional downstream drainage study and to incorporate ADA requirements to meet the new Coppell Design Standards. In April 2020 the downstream drainage study findings, including adding additional storm drain inlets to reduce flooding, were incorporated into the plans at a cost of $10,500, which was entered as CO #2. In January 2021, after review of 90% set of utility plans, it was requested by Coppell that Pape Dawson include reconstruction utility services to Delta Court, as well as re-align sanitary sewer for constructability purposes to save cost in construction. This change was entered as CO #3 in the amount of $18,000.00. In August 2021, Pape Dawson submitted information supporting an adjustment in the amount of $38,500.00 due to to expanded site visits and meetings related to scope changes, and cost escalation covering the time between original design start in February 2016 to current rates for final design and construction administration. Analysis: Change Order #4 pushes the design contract over the 25% increase, requiring Council approval for this change. The new Pape Dawson contract total would be $432,300.00 if Change Order 4 is approved. As Plantation Drive construction is underway, it is not anticipated that any additional design funds will be required to finish the project. Typically, the cost of engineering design is 10%- 15% of the construction cost. The construction cost of $5.4M would still put this design, including change orders, well below benchmark of $540,000.00. Given the nature of the construction-phase services, the option of finding another firm for these tasks is not realistic and would almost certainly be more costly. Legal Review: The City's standard design contract is reviewed by legal periodically, with changes made as requested. Fiscal Impact: The fiscal impact of this Agenda item is $38,500.00, funding provided through'/4 cent sales tax. Recommendation: The Public Works Department recommends approval of this item City of Coppell Engineering Department Routing Sheet for Approval of Contracts and Agreements Vendor Name: Buu,, e—Son�(� Date: �6 , Contracted Work/Project:n-tfiaV\ Dc' Mcasy 00-rs 54'. Explanation: ntt Council Approved: Yes-% No -If yes,-Date:1. -Budget Approved: Yes / -No Ethics Certificate Required: Yes No If Yes, Copy is Attached: Yes �lo�-,�e_� �ew Vendor Q Existing Vendor 0 Renewing Contract � \ Routing Sequence: 1. Employee initiating contract/agreement: (include W-9 & CiQform if vendor is not in system.) 2. Supervisor Authorization: Initials Date 3. Purchasing Manager/Technician: needecdon(y-if vendor is new to system or contract has been changed since last time used) -(Signature. 4. Director of Engineering Authorization: Ken Griffin ! 5. Deputy City Manager Authorization: Mario Canizares p - Comments: 6. City Manager: Comments: Clay Phillips_ y�» 1 7. Originals back to Administrative Manager: Kyra Jansen 8. Copy of contract/agreement to Jennifer Miller: YES / NO CITY OF COPPELL CONSULTING ENGINEERS CONTRACT STATE OF TEXAS § KNOW ALL BY THESE PRESENTS § CITY OF COPPELL § THIS ENGINEERING SERVICES CONTRACT, hereinafter referred to as "Contract," made, entered into and executed this the day of , 2016, by and between the City of Coppell acting by and through the City Manager with approval of the City Council hereinafter referred to as "City", and Pape -Dawson Engineers, hereinafter referred to as "Engineer". WHEREAS, the City desires to contract for Professional Engineering Services, hereinafter referred to as "Services", in connection with the Reconstruction of Plantation Drive and Mossy Oaks Street Design, hereinafter referred to as the "Project'; and WHEREAS, the Engineer is acceptable to the City and is willing to enter into a Contract with the City to perform the hereinafter defined Services necessary to complete the Project; and WHEREAS, said Services shall be as defined herein and in the detailed Basic Services, Attachment A, and Special Services, Attachment B, incorporated herein by attachment and by reference; and WHEREAS, this contract shall be administered on behalf of the City by its City Engineer or -his duly authorized representative. The Engineer shall fully comply with any and all -instructions from said City Engineer. AGREEMENT NOW, THEREFORE, the City and the Engineer, in consideration of the mutual covenants and agreements herein contained, do mutually agree as follows: The City agrees to retain the Engineer, and the Engineer agrees to provide Services in connection with the Project as defined -herein, and for -having rendered such Services the City agrees to pay to the Engineer fee for these Services as mutually agreed. All Services under this Contract shall be performed under the direct supervision of the City Engineer. 1. Scone of Services. A. Basic Services Parts I & II: The work tasks and activities to be performed and deliverable to be provided by the Engineer shall be in accordance with Attachment A, Scope of Services, including modifications to the Basic Services as mutually agreed to by the City and the Engineer in accordance with the provisions of this Contract. B. Additional Services Not Included In Basic Services: When mutually agreed to in writing by the City and the Engineer, the Additional Services shall be provided by the Engineer. These Additional Services are not included as a part of Basic Services and shall be paid for by the City in addition to payment for Basic Services. Should it be determined -that-one or more of the requirements of -this -Contract conflict with requirements of the Scope of Services, including modifications to the Scope of Services or any attachments to this contract; the requirement of the Contract shall govern. 2. Progress Schedule. Within ten (10) days after receiving Notice to Proceed (NTP) the Engineer shall submit to the City a Schedule of -Services consisting of a -listing of the major Project tasks, the estimated consultant hours required to perform the tasks, the percentage of the Contract budget estimated to be allocated to each task and a bar chart schedule showing task beginning and completion dates. Significant milestones for the Project shall be identified. At a minimum, milestones shall be provided for the three design submittals _described in Attachment A, -Scope of Slervices: Conce� al Design Submittal,- Preliminary Design Submittal, and Final Plans, Specifications, and Estimate (PS&E) Submittal. Based on Schedule of Services, the City shall compile Attachment D, Project Schedule which shall become a part of this Contract upon approval of the Engineer and the City. The Engineer shall provide to the City information to report and monitor the design tasks within the Project Schedule by completing a "Design Progress Report" on a form provided by the City. The Engineer shall complete and provide to the City said report at two week -intervals. Page 2 3. Compensation. A. Basic Services Fee: The Engineer shall be paid a fee for Basic Services under this Contract pursuant to the Fee Schedule described in Attachment A, Scope of Services. Basic Services Fee shall not exceed the lump sum of Three hundred and twenty-five thousand, six hundred dollars ($325.600.00) provided, however, that modifications to the Basic Services, or other conditions defined herein may necessitate a change of Fee which shall be reduced to writing and approved by the City or its designee. D. Invoices: The Engineer shall submit invoices at not less than thirty (30) calendar days for Basic Services Part I and/or Basic Services Part II on or before the twenty fifth (25th) calendar day of the month, or the preceding business day if the twenty -fifth occurs on -a -weekend and/or observed -holiday. -Payment shall -be -based -on -the invoices submitted to the City, provided that Services completed as indicated in the Design Progress Reports approved by the City equals or exceeds the increment percentage requested on the Engineer's invoices. Engineer's invoices to City shall provide complete information and documentation to substantiate Engineer's charges and shall be in a form to be specified by the City Engineer. Should additional documentation be requested by the City Engineer the Engineer shall comply promptly with such request. E. Payments: All payments to Engineer shall be made on the basis of the invoices submitted by the Engineer and approved by the City. Following approval of -invoices, City shall endeavor to pay Engineer promptly, however, under no circumstances shall Engineer be entitled to receive interest on amounts due. The City, in compliance with Texas State law, shall process a maximum of one payment to the Engineer per month. City reserves the right to correct any error that may be discovered in any invoice whether paid to the Engineer or not, and to withhold the funds requested by the Engineer. relativeto the-err9r. 4. Fee Increases. Any other provision in this Contract notwithstanding, it is specifically understood and agreed that the Engineer shall not be authorized to undertake any Services pursuant to this Contract requiring the payment of any fee, expense or reimbursement in addition to the fees stipulated in Article 3 of this Contract, without -having first obtained specific written authorization from the City. The written authorization for additional Services shall be in the form of a Modification to the Scope of Services approved by the City Engineer and/or the City Council, if required. 5. Modifications to the Scope of Services. Either the Engineer or the City Engineer may initiate a written request for a Modification to the Scope of Services when in the opinion of the requesting Party, the needs and conditions of the Project warrant a modification. Upon the receipt of a request by either Party, the Engineer and the City Engineer shall review the conditions associated with the request and determine the necessity of a modification. When Page 3 the Parties agree that a modification is warranted, the Engineer and the City Engineer shall negotiate the specific modification(s) and any changes in the Total Maximum -Fee or -Project Schedule resulting from the modification(s). Approval of a modification shall be in the form of a written Modification to the Scope of Services which clearly defines the changes to the previously approved Scope of Services, Fee and/or Project Schedule. Said written Modification shall be approved by Engineer, authorized by the City Council, if required, -and issued -by the City Engkm-r. Issuance of the _approved Scope of Services modification shall constitute a notice to proceed with the Project in accordance with the modified Scope of Services. The City Engineer may issue written Modifications to the Scope of Services without prior approval of the City Council when the modifications are to be accomplished within the authorized Total Maximum Fee and do not materially or substantively alter the overall scope of the Project, the Project Schedule or the Services provided by the Engineer. 6. Proiect Deliverables. For each submittal identified in Attachment A, Scope of Services, the Engineer shall provide the City with number of complete sets of drawings specifications and electronic file copies as described in Attachment A. A -transmittal -letter shall -be -included with -the Environmental Reports -and shall include an executive summary outlining: a.) Findings of the Reports; b.) Conclusions; c.) Recommendations; and d.) Mitigation/remediation cost estimates. 7. Proiect Control. It is understood and agreed that all Services shall be performed under the administrative direction of the City Engineer. No Services shall be performed under this Contract until a written Notice to Proceed is issued to the Engineer by the City Engineer. In addition, the Engineer shall not proceed with any Services after the completion and delivery to the City of the Conceptual Design Submittal, Preliminary Design Submittal, or the Final PS&E Submittal as described in the Basic Services without written instruction from the City. The Engineer shall not be compensated for any Services performed after the said submittals and before receipt of -City's written -instruction 8. Partnering, The City shall encourage participation in a partnering process that involves the City, Engineer and his or her sub -consultants, and other supporting jurisdictions and/or agencies. This partnering relationship shall begin at the Pre -Design Meeting and continue for the duration of this Contract. By engaging in partnering, the parties do not intend to create a legal partnership, to create additional contractual relationships, or to in any way alter the legal relationship which otherwise exists between the City and the Engineer. The partnering effort shall be structured to draw on the strengths of each organization to identify and achieve reciprocal goals. The objectives of partnering are effective and efficient contract performance and completion of the Project within budget, on schedule, in accordance with the Scope of -Services, and without litigation. -Participation -in -partnering -shall be totally voluntary and all participants shall have equal status. 9. Disputes. The City Engineer shall act as referee in all disputes under the terms of this Contract between the Parties hereto. In the event the City Engineer and the Engineer are Page 4 unable to reach acceptable resolution of disputes concerning the Scope of Services to be performed under this Contract, the City and the Engineer shall negotiate in good faith -toward resolving such -disputes. The City Engineer -may -present -unresolved -disputes -arising under the terms of this Contract to the City Manager or designee. The decision of the City Manager or designee shall be final and binding. An irreconcilable or unresolved dispute shall be considered a violation or breach of contract terms by the Engineer and shall be grounds for termination. Any increased cost incurred by the City arising from such termination shall be paid by the Engineer. 10. Eneineer's Seal. The Engineer shall place his Texas Professional Engineers seal on all engineering documents and engineering data prepared under the supervision of the Engineer in the performance of this Contract. 11. Liability, Appxoval of the Plans,-SpeDiftcations, and Estimatte _(P_S&E) by thr City -shall not constitute nor be deemed a release of the responsibility and liability of Engineer, its employees, subcontractors, agents and consultants for the accuracy and competency of their designs, working drawings, tracings, magnetic media and/or computer disks, estimates, specifications, investigations, studies or other documents and work; nor shall such approval be deemed to be an assumption of such responsibility by the City for any defect, error or omission -in the design, working drawings, tracings, magnetic media and/or computer disks, estimates specifications, investigations, studies or other documents prepared by Engineer, its employees, subcontractors, agents and consultants. Engineer shall indemnify City for damages resulting from such defects, errors or omissions and shall secure, pay for and maintain in force during the term of this Contract sufficient errors and omissions insurance in .the amount -of $250,000.00 single limit, with -certificates _evidencing .such _coverage -to -he provided to the City. The redesign of any defective work shall be the sole responsibility and expense of the Engineer. Any work constructed, found to be in error because of the Engineer's design, shall be removed, replaced, corrected or otherwise resolved at the sole responsibility and expense of the Engineer. The parties further agree that this liability provision shall meet the requirements of the express negligence rule adopted by the Texas Supreme Court and hereby specifically agree that this provision is conspicuous. 12. Indemnification. Engineer shall indemnify and hold harmless the City of Coppell, its officers, agents and employees from any loss, damage, liability or expense, including attorney fees, on account of damage to property and injuries, including death, to all persons, -including employees -of Engineer -or any associate -consultant, which -may arise -from any errors, omissions or negligent act on the part of Engineer, its employees, agents, consultants or subcontractors, in performance of this Contract, or any breach of any obligation under this Contract, but only to the extent that the Engineer is responsible for such loss, damage, liability or expense on a comparative basis of fault and responsibility between the Engineer and the City. The Engineer is not obligated to indemnify the City for the City's own negligence. It is further understood that it is not the intention of the parties hereto to create liability for the benefit of third parties, but that this agreement shall be solely for the benefit of the parties hereto and shall not create or grant any rights, contractual or otherwise to any Page 5 person or entity. The parties further agree that this indemnification provision shall meet the requirements of the€xpre$s negligence rule adopted by the -Texas SupremeCourtand hereby specifically agree that this provision is conspicuous. 13. Timeliness of Performance. Engineer understands time is of the essence and shall perform its work as expeditiously and efficiently as is consistent with professional skill and care and the orderly progress of the Project. Engineer agrees that all its work shall be provided in such a manner as to meet the City's reasonable expectations and to ensure the timely progression of work being performed in connection with the Project, subject to delays due to natural disasters, strikes or other circumstances over which Engineer had no control and which could not have been anticipated by Engineer with the exercise of reasonable diligence. The Engineer shall be fully responsible for its delays or for failures to use -diligent effort in accordance with -the terms -of -this Contract. Where _damage is eausesi to the City due to the Engineer's failure to perform in these circumstances, the City may withhold, to the extent of such damage, Engineer's payments hereunder without waiver of any of City's additional legal rights or remedies. The Engineer shall not be responsible for delays associated with review periods by the City in excess of the agreed Project Schedule. 14. Termination of Contract. It is agreed that the City or the Engineer may cancel or terminate this Contract for convenience upon fifteen (15) days written notice to the other. Immediately upon receipt of notice of such cancellation from either party to the other, all Services being performed under this Contract shall immediately cease. Pending final determination at the end of such fifteen -day period, the Engineer shall be compensated on the- basis -of -the -percentage of Services -provided prior to the -receipt of -notice -of such termination and indicated in the final Design Progress Report submitted by the Engineer and approved by the City. 15. Personnel Qualifications. Engineer warrants to the City that all Services provided by Engineer in the performance of this Contract shall be _provided by personnel who are appropriately licensed or certified as required by law, and who are competent and qualified in their respective trades or professions. 16. Quality Control. The Engineer agrees to maintain written quality control procedures. The Engineer further agrees to follow those procedures to the extent that, in the Engineer's judgment, the procedures are appropriate -underthe circumstances. 17. Ownership. All Engineer's designs and work product under this Contract, including but not limited to tracings, drawings, electronic or magnetic media and/or computer disks, estimates, specifications, investigations, studies and other documents, completed or partially completed, shall be the property of the City to be used as City desires for the Project. and for reference purposes on future projects at this location; Reuse, change or alteration by the City or by others acting through or on behalf of the City of any such designs and work product without the written permission of the Engineer for any purpose other than for use on the Project for which any such designs or work product were prepared will be at the City's Page 6 sole risk. However, City may use the designs and work product for reference purposes on future street and utility construction at -this -location. -Copies may -be -retained by Engineer. Engineer shall be liable to City for any loss or damage to such documents while they are in the possession of or while being worked upon by the Engineer or anyone connected with the Engineer, including agents, employees, consultants or subcontractors. All documents so lost or damaged while they are in the possession of or while being worked upon by the Engineer shall be replaced or restored by Engineer without cost to the City. 18. Proiect Records and Right to Audit. The Engineer shall keep, retain and safeguard all records relating to this Contract or work performed hereunder for a minimum period of three (3) years following the Project completion, with full access allowed to authorized representatives of the City upon request for purposes of evaluating compliance with provisions of this Contract. -Should the City Engineer determine -it-necessary, Engineer shall make all its records and books related to this Contract available to City for inspection and auditing purposes. 19. Non -Discrimination. As a condition of this Contract, the Engineer shall take all necessary action to -ensure that, in- connection with any work under this Contract it shall not discriminate in the treatment or employment of any individual or groups of individuals on the grounds of race, color, religion, national origin, age, sex or physical impairment unrelated to experience, qualifications or job performance, either directly, indirectly or through contractual or other arrangements. 20. Gratuities. City of Coppell policy mandates that employees shall never, under any circumstances, seek or accept, directly or indirectly from any individual doing or seeking to do business with the City of Coppell, loans, services, payments, entertainment, trips, money in any amount, or gifts of any kind. 21. No Waiver. No action or failure to act on the part of either Party at any time to exercise any rights or remedies pursuant to this Contract shall be a waiver on the part of that Party of any of its rights or remedies at law or contract. 22. Compliance with Laws. The Engineer shall comply with all Federal, State and local laws, statutes, City Ordinances, rules and regulations, and the orders and decrees of any courts, or administrative bodies or -tribunal in any -matter -affecting -the -performance -of this Contract, including without limitation, worker's compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations. When required, Engineer shall furnish the City with satisfactory proof of compliance therewith. 23. Severability. In case one or more of the provisions contained in this Contract shall for any reason -be -held invalid, illegal, or unenforceable in any respect, such -invalidity, -illegality -or unenforceability shall not affect any other provisions hereof and this Contract shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. Page 7 24. Venue. With -respect-to any and all -litigation -or-claims; -the laws of the State _of Texas shall apply and venue shall reside in Dallas County. 25. Prior Negotiations. This Contract supersedes any and all prior understandings and agreement by and between the Parties with respect to the terms of this Contract and the negotiations preceding execution of this Contract. 26. Contacts. The Engineer shall direct all inquiries from any third party regarding information relating to this Contract to the City Engineer. Page 8 27. Notification. All notices to either Party by the other required under this Contract shall be delivered personally or sent by certified U.S. mail, postage prepaid, addressed to such Party at the following respective addresses: City: City of Coppell, Texas Engineer: Pape Dawson Engineers Attn: Kenneth L. Davis, PE 500 West Seventh St., Suite 350 Ft. Worth, TX '76102 IN WITNESS WHEREOF, the-City-ofCoppell, Texas and the Engineer has -caused these presents to be executed by duly authorized representatives on the day and year set forth above. THE CITY OF COPPELL ENGINEER: Pape Dawson Engineers BY: BY: 4w--�a City pager / Date: Page 9 Kenneth L. Davis. PE Vice President Name & Title Date:- February 18, 2016 ATTEST: i c60 I (CORPORATE SEAL) ATTACHMENT "A" BASIC SERVICES Task 1— General Requirements ENGINEER shall perform all general administrative duties associate with the project, including progress monitoring, scheduling, general correspondence, office administration and invoicing. These duties include maintaining day to day contact and liaison with the OWNER, ensuring the needs of the OWNER are met in a timely manner and ensuring that The work is executed in accordance with the work plan, budget and schedule. ENGINEER will attend one (1) Project Kickoff Meeting and will attend up to six (6) Project Progress Meetings during the design phase of the project. ENGINEER will prepare notes, minutes, memorandums and reports and provide copies of these documents as required by the OWNER as required for completion of tasks outlined this Scope of Work. Limits of Project The general limits of this project can be defined as follows: The project consists of providing construction documents for the reconstruction and pavement repair of approximately 4,300 linear feet of Plantation Drive and 600 linear feet of Mossy Oaks Street. Task 2 — Survey ENGINEER will provide services of a State of Texas Registered Professional Land Surveyor to provide boundary, right-of-way, and topography survey of Plantation Drive and Mossy Oaks Street for the areas to be reconstructed, for the design of road repair, pavement, sidewalk, and utility reconstruction. Scope of Work includes the following: 1. Coordination with the City of Coppell to provide survey notification and/or right -of - entry letters to adjacent property owners. 2. Horizontal and vertical survey control will be based on the City of Coppell Geodetic Control Network. 3. As a minimum, provide a temporary benchmark every 1,000 feet. Temporary benchmarks will not be placed on curbs_, sidewalks, or in pavements subject to reconstruction. 4. Research Dallas County Appraisal District records for property owner names and property addresses. Page IV 5. Research Deed Records_ of Dallas -County, Texas, foxxight-of-way lines, -sidewalk easements along Plantation Drive and Mossy Oaks Street, and adjacent lot boundary or parcel boundary information. 6. Locate and measure property boundary monuments to verify the right-of-way location. 7. The topography survey will include the entire street right-of-way width. Cross sections will be measured every 50 feet from right-of-way line to right-of-way line, including all grade breaks and visible improvements inside the right-of-way and a minimum of 10 feet outside of the right-of-way. 8. The topography survey will extend 100 feet in all directions at every street intersection and at every alley intersection. 9. The topography survey will extend to either the front porch or finished floor elevations of the houses fronting the project streets. Obtain sufficient field information needed for the design of new sidewalks for compliance with the American Disabilities Act. 10. Map the location of improvements including, but not limited to the following: a. Curbs, curb gutters, sidewalks, driveways, driveway approaches, and pavements -b. Esplanades or -medians c. Curb inlets and/or storm drains with flowline elevations d. Storm drain manholes with flowline elevations and pipe sizes e. Water meters and water valves. Provide top of nut elevations of water valves. f. Fire hydrants g. Wastewater manholes with flowline elevations and pipe sizes h. Wastewater clean outs i. Irrigation control valves j. Gas meters and valves k. Light poles, power poles, and down guy wires 1. Electric transformers and boxes m. Telephone- pedestals and -boxes n. Traffic signal control boxes o. Traffic signs and utility signs p. Mailboxes q. Privacy walls and retaining walls with height and type of material identified r. Fences with height and type of material identified s. Trees with their sizes and types identified t. Shrubs and landscape areas Page i i 11. Submit underground utility lines location request to Texas 811. Map the locations of -paint-marks and/or -pin flags left -by .utility locators. EXCLUDED FROM THIS SCOPE 1. Subsurface utility engineering level "A" and level `B" investigation. 2. Subdivision platting. 3. Preparation of parcel plat with metes and bounds description for new easement exhibits. 4. Construction staking. 5. As -Built Survey Task 3 — Detailed Desien ENGINEER will prepare detailed design drawings, specifications and bid documents for the repair and reconstruction of road pavement, sidewalk, and water, sewer and storm sewer at Plantation Drive and Mossy Oaks Street for the design. Scope of Work includes the following: -1. Preparation of detailed plans and specifications, -incorporating the -OWNERS most current design standards and details. Design plans will be prepared using AutoCAD Version 2010 or newer. Digital files of all design plans will be delivered to the OWNER at the completion of the project. 2. Plan reviews will be conducted at the 60%, 90% and 100% design stages. Comments from OWNER will be addressed and incorporated into each subsequent review set and into the final signed and sealed bid documents. 3. Each set for OWNER review will be submitted in hardcopy format. Review plans and specifications will be bound. Four (4) complete hardcopies of each review set -comprised _af_two_(2) _full size 22 x 34 -drawings -and two-(2)-half.size 11-x 17 drawings and two (2) sets of specifications including bid documents, will be delivered to the OWNER. One electronic copy of the complete review submittal set including drawings and bid documents in a *.PDE format shall be delivered to the OWNER. A single copy of electronic CAD drawing files formatted in AutoCAD Version 2010 or newer shall be delivered with each progress review submittal at OWNERS request. 4. Design shall include the following: Page 12 a. Pavement removal and reconstruction within the limits of the project. Horizontal, vertical -profile -and -cross sections -at .50 -ft. intervals, and -all driveway, intersections, and alley crossings that do not fall at the 50 ft. interval location. b. Grading plans shall include the design of retaining walls as necessary to achieve the proposed grades within the limits of the project. c. Water pipeline removal and reconstruction including service connections up including replacement of meter can and setter, hydrants, flushing connections, etc., within the limits of the project. Meter replacement will be shown at locations determined by the OWNER and meters shall be specified to be provided by OWNER and installed by the contractor. d. Sanitary sewer pipeline removal and reconstruction including all manholes, lateral -connections and ser -v. ice -connections -up totheright-of-way and within the limits of the project. e. Removal and replacement of sidewalks and design of additional sidewalks as agreed upon by the OWNER and ENGINEER, within the limits of the project. f. Removal and replacement of drive approached and drives up to the right-of- way or to a point as determined by the ENGINEER and approved by the OWNER. g. On and off-site drainage analysis and evaluation of existing storm water conveyance capacity, both surface and storm sewer, for each roadway segment included in this scope of work. h. Removal and replacement of storm sewer system and extension/expansion of the storm-sew€r-system -within-the limits -of the -project, as agreed -upon-by OWNER and ENGINEER. L Signage and striping plan. j. Preparation of traffic control notes and specifications. 5. ENGINEER shall deliver four (4) sets of bidding documents to the OWNER that consist of two (2) full size 22 x 34 drawings and two (2) -half size 1-1 x -17 drawings and four ( 4) sets of specifications that include standard bid tab, bid forms, etc., and technical specifications. A single copy of electronic CAD drawing files formatted in AutoCAD Version 2010 or newer shall be delivered with the bid document submittal at OWNERS request. Task 4 — Biddine Assistance ENGINEER shall assist the OWNER during the construction phase and provide the following services: 1. Attend one (1) pre-bid meeting. Page 13 2. Respond in writing to all Contractor submitted questions, requests for clarification, and -requests- for -information-(-RFIs). 3. Publish all bid addenda including revisions to bid documents, specifications and engineering plans. 4. ENGINEER shall reproduce, and distribute bid documents to prospective bidders in either full size or -half -size -hardcopy format as requested -by -the prospective -bidder. ENGINEER shall maintain a current list of plan holders during the bidding period. 5. Review all bid tabulations and assist the OWNER in recommendation of award to qualified contractor. 6. Combine all written addenda into a conformed set. Deliver fifteen (15) sets of plans and specifications to OWNER that consist of ten (10) full size 22 x 34 drawings and five (5) half size 11 x 17 drawings and fifteen (15) sets of specifications that include completed bid tab, bid forms, etc., and technical specifications. A single copy of electronic CAD drawing files in formatted in AutoCAD Version 2010 or newer and a *.?DF file shall -be delivered with conformed set submittal at -OWNERS request. Task 5 - Construction Phase Services ENGINEER shall assist the OWNER during the construction phase and provide the following services: 1. Attend one (1) public review/informational meeting at OWNERS request. 2. Attend pre -construction coordination meeting. 3. Attend a minimum of (6) construction progress meetings to coordinate portions of the work related to the ENGINEER's design. 4. Attend up to six (6) site visits to observe construction of portions of the work related to the ENGINEER's design. 5. Perform review of submittals for work related to the ENGINEER's design. 6. Provide written responses to RFI submittals for work related to the ENGINEER's design. 7. Provide review and written responses for Contractor Change Order Requests and Requests for Information. Page 14 8. Attend one (1) walk-through to perform substantial completion review and generate a written -punch-list-of-items--for _Contractor to _complete. 9. Attend one (1) final walk-through to review the completed punch list. 10. Provide full-size original mylars, one (1) black line hardcopy, electronic PDF and CAD formatted Record Documents that reflect the As -Built conditions. A single copy of electronic CAD drawing files formatted in AutoCAD Version 2010 or newer shall be delivered with as -built submittal. Page 15 WAMuiENGIN�C� NEIlwu �wS u�p � � January 19, 2016 REVISED: January 28, 2016 REVISED: February 1, 2016 Ms. Jamie Brierton City of Coppell — Public Works Department 816 S. Coppell Road Coppell, TX 75019 Subj ect: Proposal for certain engineering and surveying services for the reconstruction of Plantation Drive and Mossy Oaks Street, City of Coppell, Texas. Dear Ms. Brierton: Pape -Dawson Engineers are pleased to present this proposal for providing certain civil engineering and surveying services in connection with the above referenced project. It is our understanding that approximately 4,300 LF of Plantation Drive, and approximately 600 LF of Mossy Oaks are being considered for reconstruction efforts by the City of Coppell, Texas. PROJECT DESCRIPTIONS PLANTATION DRIVE This portion of the project consists of providing construction documents for reconstructing 4,300 LF of Plantation Drive from the intersection of Coppell Road to the intersection with W. Bethel School Road. Beginning at Coppell Road, the first 3,450 LF of Plantation Drive is the typical 37' residential street section within a 60' right-of-way, transitioning to a boulevard section with a 20' landscaped median for the remaining 850' within a varying right-of-way section. This project will replace the existing sanitary sewer, existing domestic water facilities, alley approaches, and driveways within the rights-of-way. We will prepare hydrologic and hydraulic calculations during the conceptual planning stage to determine adequacy of the existing storm drainage outfall, and note any areas of the drainage system that may warrant upgrading. This project will also include the actual redesign of the storm drainage system, if warranted. Our design will consider upgrading existing drop inlet tops, identify/accept any found French drainage systems, and providing any new drop inlets due to settled pavement areas that can connect into the existing storm drainage system. It is our understanding the City of Coppell will video the existing storm drainage system, and the results will be available for our design use. Tex,i oird of Professional Engineers, Fm Regostrmtion #470 fart W o h I S an Antranio I A u s i i n V 1.9otAstan V fl a1'4a Transportation fl Water Resources 1 Land Development I Surveying I Environmental 500 West Seventh St, Stiite 350, Fort Warth, TX 7 102 T; 817.870 68 w.PapeCa +son,corn Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 2 of 8 MOSSY OAKS STREET This portion of the project consists of providing construction documents for reconstructing 600 LF of Mossy Oaks Street from the intersection of Spanish Moss Court to the intersection with Whispering Hills Drive. This section of Mossy Oaks Street is a 28 foot typical residential street section, within a 50' wide right-of-way. This project will replace the existing domestic water, substandard alleyways and sidewalks within the rights-of-way. We do not anticipate any storm drainage or sanitary sewer improvements for this portion of the project. Our proposed scope of services and associated fees are as follows: L PROJECT MANAGEMENT This task is established to represent an allowance for project management services associated with the project. • Research and data collection with the City of Coppell Engineering Department to gather all necessary data. • Determine exact limits of the projects, City of Coppell Standards and specific problem areas known by the City of Coppell for the design. • Bi -weekly coordination with the City of Coppell project manager assigned to the project during design development for progress updates. • Two (2) site visits with City representatives during the preliminary design and research stage to view specific areas of concern. • Manage the internal/external team to meet the project schedule and deliverables. II. TOPOGRAPHIC SURVEY • Utilize Yazel Peebles & Associates, LLC to establish datum and benchmarks for surveyed areas based on NAD 83 grid coordinates and NGVD vertical data. • Conduct field survey setting control benchmarks throughout and adjusting the site to known vertical monuments (if available). • Research on 102 tracts pulling deed and plat references, address will be shown on all tracts. Rights-of-way will be verified based on found survey pins within the platted subdivisions. Pape -Dawson does not anticipate obtaining any additional right-of-way for the reconstruction project, and will notify the City of Coppell should any rights- of-way be necessary for the project. • Prepare a topographic survey to tie down exposed surface utilities, meter boxes, drop inlets, fire hydrants, valve boxes, alleyways and driveways for Plantation Drive and Mossy Oaks Street including 150' depths along intersecting street and alleyways. • DIGTESS will be notified of the project and underground locations will be identified. • Yazel Peebles & Associates, LLC will provide a 2016 Civil 3D surface and point data to Pape -Dawson Engineers for improvement plan production. ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 3 of 8 III. CONCEPTUAL DESIGN PHASE Pape -Dawson Engineers will prepare and provide the following conceptual engineering services for Plantation Drive and Mossy Oaks Street. • Based on our field reconnaissance, evaluate the existing conditions of all roadways, alleyways, drainage structures, and surface utilities and categorize them in order of distress. • Prepare a minimum of 2 options for reconstruction efforts for presentation to City of Coppell engineering staff. • Assist the City of Coppell with noticing and holding a conceptual design presentation at a public hearing for the affected neighborhoods, HOA's and franchise utility companies. • Assist the City of Coppell engineering staff to get input for the adjacent affected homeowners, and franchise utility companies. • Develop a preferred option for preliminary design purposes to be presented in a 2nd public hearing to confirm all conceptual design assumptions. • Prepare a drainage basin map based on record drawings with any adjustments from the topographic survey, and run calculations based on City of Coppell drainage design standards • Provide a memorandum of our findings to present to City of Coppell to determine any storm drainage problems and recommended solutions. IV. PRELIMINARY DESIGN PHASE Based on the selected design alternative identified in the conceptual design phase, Pape - Dawson Engineers will prepare preliminary construction drawings for Plantation Drive and Mossy Oaks Street. The scope of services we will provide are as following: • Existing and proposed typical roadway sections. • Prepare a horizontal and vertical control sheet. • Proposed water system improvements identifying any required connections to the existing system. • Proposed sanitary sewer improvements and service lateral replacements, manhole rim adjustments. • Proposed storm drainage improvements based on our drainage memorandum (if deemed necessary for the reconstruction of Plantation Drive). • Update the drainage area map to depict the proposed improvements under this reconstruction effort. • Provide cross sections at a 50' stationing interval depicting the limits of reconstruction and impacts to adjacent homeowners. • Identify known franchise utilities and any proposed impacts to their facilities based on the reconstruction efforts. ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 4 of 8 • Prepare a preliminary construction phasing plan based on the preliminary design to determine any long lengths of down time during the reconstruction efforts. • Prepare preliminary construction drawings in accordance with City of Coppell formatting requirements. • Prepare a Preliminary Engineers Opinion of Probable Construction Costs for the selected design alternative. V. FINAL DESIGN PHASE Once Pape -Dawson receives approvals from the City of Coppell and acknowledgement from the franchise utility companies, we will prepare and provide the following final construction documents: • Prepare final construction drawings including necessary details for the reconstruction project. The plans will include a cover sheet, general notes, special notes, estimate of quantities, horizontal control sheet, tentative traffic control, plan and profiles, cross sections, tentative construction sequencing, erosion control plan depicting BMP's, and standard details. • Prepare project specifications and bidding documents in accordance with City of Coppell approved standard construction contracts and approved project manual formatting. • The Project Manual will include our estimated quantities for all line items to be built, and a bid proposal form (PDF and Excel format) will be included for contractor bidding purposes. VI. PROJECT BIDDING AND CONSTRUCTION PHASE After approval of the final reconstruction plans, Pape -Dawson Engineers will prepare and electronically distribute bid documents in accordance with City of Coppell scheduling. • Assist in Project advertisement for bids, and attend a pre -bidding conference to answer questions/concerns, issue addenda (if necessary) to all potential bidders. • Attend the bid opening, and prepare a bid tabulation for review/approval by the City of Coppell. • Assist in contractor selection, prepare the contract documents for execution by both parties. • Attend a pre -construction meeting with the awarded contractor to answer questions/sequencing concerns. • Review shop drawing submittals and provide necessary recommendations to be compliant with the project specifications. • Respond to RFI's, clarify design intent, assist City of Coppell with any change order requests. • Assist the City of Coppell with a substantial completion walk through of the project, prepare a punch list of any missing items, and have a final walk through of the project once the punch list items are completed. ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 5 of 8 • Prepare a set of record drawings based on contractor or inspector marked -up plans identifying any areas that were revised during construction in accordance with Texas Revised Statutes and City of Coppell requirements VII. GEOTECHNICAL INVESTIGATIONS Pape -Dawson will engage Alpha Testing, Inc. to perform a Geotechnical Exploration for the purpose of providing information for use in pavement design. This study will include: • Subsurface soil, rock and groundwater conditions on the site to depths that would be significantly affected by pavement sections. • Engineering characterization of the subsurface materials encountered. • Typical pavement sections suitable for support of the proposed project. • Data required for design of typical pavement sections in conformance with the City of Coppell Standard Construction Details (REVISED JULY 01, 2014). • Recommendations regarding earthwork, including grading and excavation, backfilling and compaction, the treatment of in-place soils for the support of pavement and possible construction problems reasonably to be expected. VIII. CONTINGENCY FUNDS Contingency funds are provided for use in the event minor scope changes to this engineering contract become necessary. These funds will only be used at the specific direction of City of Coppell staff for contract scope adjustments that are approved by staff in writing. THIS PROPOSAL ASSUMES AND/OR EXCLUDES THE FOLLOWING: ■ Client will provide existing project as -built drawings for our design use. ■ Does not include preparation of easement documents related to securing offsite utility extensions. ■ Proposal excludes Traffic Impact Analysis (TIA). ■ Agency review fees and impact fees are not included herein. ■ City, state, or county -required fees are not included. ■ Additional services required by the client which may arise and are not outlined above shall be compensated for on an hourly basis or negotiated to a lump sum fee. ■ Approximate service locations and sizes for domestic water, fire lines, sanitary sewer, gas, and electric services will be provided to Pape -Dawson by the City of Coppell, and franchise utility company records. ■ Pavement types and design will be by others and will be supplied to Pape -Dawson. ■ Landscape plans, irrigation plans and illumination plans are not included in this proposal and will be provided by others. ■ Fire flow tests (f requested) and calculations will be ordered by Pape -Dawson and invoiced as a direct expense in addition to the fees shown in this proposal. ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 6 of 8 ■ Geotechnical investigations and pavement recommendations will be provided by a geotechnical engineer under contract with Pape -Dawson. ■ The design ofFrench drain systems or other drainage systems to contain onsite groundwater (fpresent) is not included within our scope ofservices. ■ Engineering fee assumes no offsite utility, drainage, or street extensions/improvements are required and does not include preparation of offsite utility easements. ■ Assumes no detailed flood studies are required. ■ No structural design is included herein. ■ Value engineering after construction documents are issued will be on a Time and Materials (TIM) basis. ■ Construction staking is not included herein unless otherwise stated. A fee for said services shall be provided, if requested, once the entire construction staking scope is known. ■ Pape -Dawson will submit site%ivil documents to the Texas Department of Licensing & Regulation for review of elements controlled by the Americans with Disabilities Act. Any fees associated with this review will be passed through to the City ofCoppell. ■ Changes made to the project limits after design has begun will constitute a change of scope and additional fees will be required. ■ Proposal excludes travel expenses. SUMMARY PLANTATION DRIVE L PROJECT MANAGEMENT $ 26,350 II. TOPOGRAPHIC SURVEY $ 20,825 III. CONCEPTUAL DESIGN PHASE $ 39,725 IV. PRELIMINARY DESIGN PHASE $ 60,150 V. FINAL DESIGN PHASE $ 77,000 VI. PROJECT BIDDING AND CONSTRUCTION PHASE $ 18,000 VII. GEOTECHNICAL INVESTIGATIONS $ 8,200 VIII. CONTINGENCY FUNDS $ 25,025 COST $275,275 ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 7 of 8 MOSSY OAKS STREET L PROJECT MANAGEMENT $ 4,650 II. TOPOGRAPHIC SURVEY $ 3,675 III. CONCEPTUAL DESIGN PHASE $ 5,775 IV. PRELIMINARY DESIGN PHASE $ 11,850 V. FINAL DESIGN PHASE $ 12,700 VI. PROJECT BIDDING AND CONSTRUCTION PHASE $ 5,000 VII. GEOTECHNICAL INVESTIGATIONS $ 2,100 VIII. CONTINGENCY FUNDS $ 4,575 COST $ 50,325 COMPENSATION Basis of Compensation Pape -Dawson's compensation for the above services will be a Lump Sum Fee of $325,600. This Lump Sum Fee will not be exceeded without written authorization from the City of Coppell based on Pape -Dawson's current understanding of the services identified above. This fee amount does not include any Direct Expenses (defined below) nor applicable sales tax on services. This fee amount will not be exceeded without written modification of this Agreement. Direct Expenses shall include reproduction, drawing mounting for presentations, travel, long distance telephone calls, express mail, special deliveries and subcontractor expenses directly related to these services. Direct Expenses shall include a 10% markup on cost. Agreement Upon Client's signing of this Proposal, this Proposal and the attached Terms and Conditions become the Agreement between the City of Coppell and Pape -Dawson Engineers. ja ENGINEERS M 1111 M 51 Ms. Jamie Brierton Plantation Drive and Mossy Oaks Street Reconstruction Proposal January 19, 2016 Page 8 of 8 We appreciate the opportunity to work with you on this project. Please find attached our Professional Services Agreement. If this proposal and agreement meets with your approval, please acknowledge such by signing this proposal letter and the attached Professional Services Agreement and returning one fully executed set to our office for our records. Receipt of the executed documents will serve as your authorization for us to proceed with the work. Sincerely, Pape -Dawson Engineers, Inc. Danny S. McFadden, P.E. Sr. Project Manager City of Coppell, Texas Signature: Name: Title: Date: S:Aclients\PROPOSAL S\2016 Proposals\DraftProposals\160119 - Correll Reconstruction Proposal R2 (16-00187).docx City of Coppell Public Works Department Routing Sheet for Approval of Contracts and Agreements Vendor Name: Pape Dawson Engineering Date: 8/9/2021 Contracted Work/Project: Plantation Drive & Mossy Oaks Street Explanation: Additional desiqn costs associated with 5 year time lag from design to construct-Jt.3� 5l� 0 0 0 Council Approved: Yes / No If yes, Date: Budget Approved: Yes / No Ethics Certificate Required: Yes / No If Yes, Copy is Attached: Yes / No ® New Vendor ® Existing Vendor ® Renewing Contract Routing Sequence: Initials Date 1. Employee initiating contract/agreement: Jamie Brierton JB 8/9/21 (Include W-9 & CIQ form if vendor is not in system.) 2. Supervisor Authorization: 3. Purchasing Manager/Technician: (Signature needed only if vendor is new to system or contract has been changed since last time used) 4. Director of Public Works Authorization: Kent Collins z d ' —A/ 5. Deputy City Manager Authorization: Comments: 6. City Manager: Comments: Traci Leach/Vicki Chiavetta YC 4.) 42i Mike Land 7. Originals back to Administrative Manager: Kyra Jansen 8. Copy of contract/agreement to Jennifer Miller: DYES / NO= rdPAPE-DAWSON ENGINEERS August 3, 2021 Ms. Jamie Brierton Project Manager/CIP Coordinator City of Coppell 815 S. Coppell Road Coppell, TX 75019 Re: Plantation Drive Project Number 61103-00 Additional Services Request #4 Dear Ms. Brierton: This Additional Services Request (ASR) is provided for consulting services beyond what was included in the original contract for the above -referenced project. Scope and fee for the services to be performed are specifically described below. I. BIDDING AND CONSTRUCTION PHASE TASI(490 Due to the complexity and duration of the project, it is anticipated that additional construction meetings and site visits will be required. Attend eight (8) additional construction progress meetings and eight (8) additional site visits. Additionally, the original contract was executed on February 18, 2016 and, as a result, additional fee is required due to salary escalation. A budget increase of $88,500 is the estimated cost of Pape -Dawson's current understanding of the additional services identified above, for a new project budget of $351,475. Upon signing of this proposal by the Client, this proposal to be governed by the existing proposal for this project. We appreciate the opportunity to work with you on this project. If you concur with this request, please acknowledge your approval by signing in the space provided below and returning this letter to our office via email or US mail for our records. If you have questions or need additional information, please do not hesitate to contact me at your earliest convenience. Sincerely, Pape -Dawson Engineers, Inc. CITY OF COPPELL Mark C. Spear, . . Senior Vice President 0:\Marketing\Proposals\Letters\2021\08\230803b3(P2678-21)FTW ASR 4.docx Transportation I Water Resources I Land Development I surveying I Environmental telephone: 817.870.3668 address: ONE RIDGMAR CENTRE, 6500 WEST FREEWAY, SUITE 700 FORT WORTH, Tx 76116 website: PAPE-DAWSON.COM Fort Worth I San Antonio I Austin I Houston I Dallas Texas Engineering Firm #470 COFFELL1 File ID: 2021-5917 Version: 1 File Name: UMR 2021 City of Coppell, Texas Master File Number: 2021-5917 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/20/2021 Final Action: Title: Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $196,500.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Memo - UMR ASO Renewal.pdf, City of Coppell UMR Renewal v1.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 2021-5917 Title Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $196,500.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: The funds for this contract have been budgeted in the City's Self Insurance Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5917) Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 rCOPPELL �r4I'll '14 MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Administration and Human Resources Through: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 28, 2021 Reference: Approval of renewal proposal for Administrative Services Agreement with UMR, Inc. Introduction: The City Insurance Committee is recommending that we renew our existing contract with UMR for third party administrative services. This will be the 15th year for the City of Coppell to retain UMR to administer our Medical and Rx plan and the City has been served well by the discounts in claims costs afforded by our relationship with UMR and access to their PPO network. The renewal will be completed by amending the existing Administrative Services Agreement. Analysis: The estimated annual administrative fees for this contract year with UMR are $196,500 based on 361 covered employees which equals a 1.9% increase over the current year. UMR administrative services include medical, health reimbursement arrangement (HRA), claims processing, utilization review, ID card generation, internet-based web portal for employees to access claims utilization, and run -out claims administration. UMR also provided an option for their ACO/Limited network option which will not apply for the new plan year since the City intends to offer the most comprehensive PPO network that is currently offered. The City's Medical plan is a self-insurance plan where all medical claims are processed and adjudicated on behalf of the City's plan through a third -party administrator. The consequences on not approving this proposal would result in the City either going back to the market for these services or finding a fully insured carrier to cover the City's workforce, and abandoning the Self —insurance funding method. Legal Review: This renewal proposal will be an addendum to the main agreement. Fiscal Impact: The cost is budgeted in the City's Medical Self Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the UMR renewal proposal as outlined above. A renewal IIpresentatian far City Of'CoppeIIS IIS "I .......... lll� 11, 1 E,� S reserv�,ei:l �111 �� I � � � 'r� 1 NA iurpilhilllil�ll� June 2021 0/0 A Unitc,dl Cwnpany Customer Name: City Of Coppell Plan Renewal Date: 10/1/2021 All fees shown as per employee per month (PEPM) unless otherwise noted. Proposed renewal fees assume all existing products and services written with UMR (known as The TPA) will be retained throughout the renewal period. New products and services may be added, however, proposed fees are subject to change and/or additional fees may apply if any existing products or services are discontinued. United Healthcare Choice Plus assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to: deductible, out-of-pocket, coinsurance and plan limitations. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. External PBM Vendors are subject to prior approval and may require additional fees. For groups with less than 100 subscribers, OptumRx is required. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Renewal Fees Administration and access fees Subscribers Current Fees 10/1/2021 Medical claims 362 $20.36 $20.97 Medical client advisor commission Net Net Required stop loss interface fee 362 Included Included Stop loss interface - If a non -preferred vendor is selected, this 362 $2.55 $2.63 surcharge fee will also apply United Healthcare Choice Plus ® network - access fee 362 $16.87 $16.87 COBRA administration 362 $1.05 $1.08 Utilization Management (UM) 362 $1.60 $1.65 Complex Condition CARE 362 $1.50 $1.55 NurseLine (NL) 362 $0.40 $0.44 Optum Benefits Analytic Manager (BAM) 362 Included Included Incentive Solutions: Rewards - Health Incentive Account (HIA) 362 Included Included Deposits (PPPM) Health reimbursement account - per participating employee 362 Included Included per month Retiree billing - ACH debit 7 $4.25 $4.38 Medical Insured Carve Out Coordination Fee 362 Included Included Advanced Claim Review - specialized review of high-cost 362 30% 30% targeted claims and medical records - % of savings CRS Benchmark Program — Multiplan's Complementary 362 22% 22% Network, Fee Negotiation and Data iSight - % of savings Wellness Credit - First year only" $5,000 $5,000 United Healthcare Choice Plus assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to: deductible, out-of-pocket, coinsurance and plan limitations. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. External PBM Vendors are subject to prior approval and may require additional fees. For groups with less than 100 subscribers, OptumRx is required. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Customer Name : City Of Coppell Plan Effective Date : 10/1/2021 All renewal fees are good for one year and are shown as per employee per month (PEPM) unless otherwise noted Plan Administration Actuarial Services (Certified Reserving & Custom Pricing) Customized ID cards ID card mailing charge - employee residence Mail special packets to homes Service Fee to Remit to Outside Vendors New York surcharge filing and administration - annual fee Claim reprocessing - per claim Electronic eligibility on other formats Subrogation - percent of recoveries Run out claims after termination Federal external review for appeals - for non -grandfathered plans for adverse benefit determinations that involve medical judgment or a rescission of coverage. Full/Partial Summary of Benefits and Coverage (SBC) creation with data the TPA has on file (includes initial SBC plus one amendment, electronic version only provided to employer) Translation of SBC into non-English text Print and ship SBCs to employer at open enrollment (approval required) Inclusion of outside vendor data in SBC in the TPA standard format, e.g. carved out benefits (approval required) Two or more SBC requests per year COBRA COBRA outside vendor Reporting Ad hoc reports and analysis - per hour (2 hours included with medical administration) Banking Customer -maintained banking - positive pay agreement annual fee - supported file Current Fees Pricing available upon request $150.00 per hour Included with medical administration Billed at cost for postage only Waived Included with medical administration $25.00 Fee waived 33% Renewal Fees 10/1/2021 Pricing available upon request $150.00 per hour Included with medical administration Billed at cost for postage only Waived Included with medical administration $25.00 Fee waived 33% 3 months of base fees plus NAF 3 months of base fees plus NAF for 12 mos of runout for 12 mos of runout Up to 5 included, then $500.00 per review Included with medical administration Cost of translation Cost plus postage Up to 5 included, then $500.00 per review Included with medical administration Cost of translation Cost plus postage $1,000 per SBC per benefit plan $1,000 per SBC per benefit plan $500.00 per SBC per benefit plan $500.00 per SBC per benefit plan $0.10 $100.00 $1,000 $0.10 $100.00 $1,000 City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Customer Name : City Of Coppell Plan Effective Date : 10/1/2021 Subscribers : 362 The TPA is pleased to provide the following proposal describing our services. Although the final terms of the arrangement will be reflected in the contracts between City Of Coppell and the TPA, this document will provide supplemental information to the Administrative Services. The quotation presented in the Financial Exhibits was based on the assumptions outlined in this document. The information contained in this proposal is confidential. This proposal requires a minimum lead time from notice of sale to the plan effective date for implementation. This will depend upon plan complexity and group size. The following is a list of the standard administrative services offered by the TPA with year -one fees only listed. In addition to our standard services, we have indicated those additional services that may be offered at an additional fee. Any service not specifically listed within this document or confirmed in the RFP response is assumed to be excluded from quoted fees. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Included In Services Medical Fee Comments/Fees Implementation and maintenance of account Yes Representatives available for one enrollment meeting(s) annually Yes This assumes local business travel and normal hours. Standard initial enrollment packets Yes Additional cost applies for home mailing of enrollment packets. Standard ID card production and issuance mailed to employee's Yes home address. Additional option is to mail bulk to group or locations. Standard ID card templates available for card design. Yes Additional fees: Pricing available upon request for new template. Standard is one card issued for employee only coverage, two Yes Additional fees: $1.00 per ID card charged for cards issued for employee plus spouse, employee plus partner, additional ID cards above the standard. Example: employee plus children; and family coverage. Group chooses to issue one card for each member. City Of Coppell logo on ID card Yes TPA generated numeric alternative member ID (not based on Yes SSN) Ongoing account management Yes Prepare and deliver an electronic copy of one ERISA summary Yes City Of Coppell is responsible for the legal sufficiency plan description (SPD), amendments, and one plan document for of these booklets. Printing and mailing of plan each plan, in English document, SPDs, and amendments is an additional fee of cost plus postage. Eligibility processing: Yes Electronic enrollment processing: . Files from multiple locations are acceptable Submission Format: . TPA standard format or HIPAA 834 Compliant Format Submission Frequency: . Full file weekly with a full population file audit on a quarterly schedule (preferred) . Full file on any other frequency with a full population file audit on a quarterly schedule (acceptable) . Changes file on any frequency with a full population file on a quarterly schedule (acceptable) . Full file weekly or bi-weekly (acceptable) Transmission method: FTP with PGP encryption (preferred) SSH, SFTP, SSL transfers (acceptable) City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Standard accounting structure: Yes . Accommodates separate claims reporting for different benefit plans . Accommodates separate claims data for different locations and groups Maintenance of all separate benefit plans Yes Online invoicing which provides capabilities to: Yes View all prior month's invoices online Sort and search enrollee information from downloadable Excel file . Download current billing detail and request subscriber terminations Bill administrative, stop loss and optional service fee(s) Yes Additional fee to bill insured policies other than stop loss or transplant (if applicable) Yes Online services accessed through employer web site or umr.com such as: customer reporting access, electronic billing, and online administration options that include online eligibility maintenance, claim status inquiry, ID card request, and secure messaging Full/partial summary of benefits and coverage (SBC) creation Yes with data the TPA has on file (includes initial SBC plus one amendment per year, electronic version only provided to employer) Translation of SBC into non-English text No Additional charge: cost of translation Print and ship SBC to employer at open enrollment No Additional charge: cost plus postage (approval required) Inclusion of outside vendor data in SBC in the TPA standard No Additional charge: $1,000 per SBC per benefit plan format (e.g. carved out benefits) (approval required) Any SBC created in excess of the initial SBC plus one revision to No Additional charge: $500 per SBC per benefit plan the initial SBC that is included with medical administration. External Pharmacy Benefit Manager (PBM) Interface Fee No Additional charge: $3.00 PEPM Implementation and maintenance of eligibility files Remitting payment on behalf of the PBM vendor Pharmacy claims detail imported into InfoPort, also used for Stop Loss, Care Management, and/or FSA auto -reimbursement if applicable. . Non -preferred PBM's are subject to prior approval and may require additional fees. Enrollment file sent to external vendor in the TPA file format No Additional charge: fees available upon request Annual re -issuance of ID cards to all employees if changes in No Additional charge: fees vary based on scope of benefits do not occur request OptuminsightTMWill complete Mental Health Parity testing and No Additional charge: Actual vendor cost analysis when requested by the customer City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U 'Iflu atoGolpowy i erAces Med'caV Fee Comments/Fees Standard management reports Yes Online access to Info Ports"', internet-based employer reporting Yes tool New York and Massachusetts surcharge reporting (medical Yes claims) Annual government filings of 1099 reports to the IRS regarding Yes payments made to physicians and other health care professionals Provide required data necessary to enable City Of Coppell to file Yes Form 5500 Non -Certified Reserve estimates Yes Non-standard or ad hoc reports, or standard reports at a non- Yes Additional hours charged at $100 per hour standard frequency. Up to two hours included. The TPA optional summary analytic reporting application - Yes expanded online customer reporting system. Up to three customer access -licenses are included Custodial Banking Services (Optional) The TPA establishes bank account and banking arrangements at No Additional charge: $250 monthly fee. Assumes one BMO Harris (requires an initial deposit of one or two weeks bank account. estimated claims, depending on funding method selected). Internet reporting - cash disbursement reporting and monthly financial reporting Account reconciliation Positive pay check -fraud control services Stop payment requests, check copies, outstanding check list maintenance and reporting, and search letters for un -cashed check diligence '111 w..� W' DMI m4 II W IncVuded un erAces Med'caV Fee Comments/Fees Basic claim projections using book of business assumptions for Yes reserves and trend Basic benefit design changes & financial impact Yes Basic premium -equivalent rate calculations Yes Not medically underwritten. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dlU>i114a4oGoypowy IncVuded un erAces Med'caV Fee Comments/Fees Customer -Maintained Banking Services (Standard) Customer establishes and maintains bank account at bank of Yes Assumes one bank account per customer their choice and determines funding method. The TPA issues benefit payments from this account. Required for stop loss advanced funding. Internet reporting - cash disbursement reporting and monthly Yes financial reporting Positive pay check fraud control services No Additional charge: $1,000 annual fee if TPA supported automated file; $1,500 annual fee if manual or non - supported file. Banking — additional check register reporting for multiple No Additional charge: $450 one-time setup fee per each locations or bank accounts additional source code Bank account change after initial setup No Additional charge: $500 one-time setup fee Custodial Banking Services (Optional) The TPA establishes bank account and banking arrangements at No Additional charge: $250 monthly fee. Assumes one BMO Harris (requires an initial deposit of one or two weeks bank account. estimated claims, depending on funding method selected). Internet reporting - cash disbursement reporting and monthly financial reporting Account reconciliation Positive pay check -fraud control services Stop payment requests, check copies, outstanding check list maintenance and reporting, and search letters for un -cashed check diligence '111 w..� W' DMI m4 II W IncVuded un erAces Med'caV Fee Comments/Fees Basic claim projections using book of business assumptions for Yes reserves and trend Basic benefit design changes & financial impact Yes Basic premium -equivalent rate calculations Yes Not medically underwritten. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dlU>i114a4oGoypowy Actuarial Services: Reserving Level 1: Certified Reserve Level 2: Certified Reserve & Paid Claim Trend Review Level 3: Certified Reserve, Paid Claim Trend Review, & Plan Year Forecast Pricing (Examples of services requested/performed Please discuss with underwriting as some basic services already included) Custom claim projections using customer specific reserves and trend Custom plan design changes & financial impact Custom premium -equivalent rate calculations Financial impact of legislation changes Risk sharing arrangements For all others subject to review & approval No $400 per hour Please review the product guide or email UMR_Actuarial@umr.com for more information. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy i erAces Med'caV Fee Comments/Fees Plan implementation of City Of Coppell's employee benefits Yes plans, setup of benefit design, eligibility data and a testing of sample claims Claim history load from prior administrator using an electronic Yes One standard accumulator load method to load financial information to an individual's history. Standard items include calendar year deductible, out-of-pocket, lifetime maximums and mental health/substance use disorder lifetime maximums. Claim adjudication services Yes Print and distribute standard explanation of benefit (EOB) forms Yes Toll-free telephone number Yes Additional charge: dedicated toll-free telephone number $1,000 one-time setup fee Claim service representatives are available Monday through Yes Additional fees may apply Friday, 24 hours a day. (Hours are specific to the time zone of the customer's headquarters). Standard claim forms Yes Additional charge: non-standard forms (when applicable) Internal medical claim review of specific health care claims to Yes promote coding accuracy, benefit interpretation, apply reimbursement and medical policy. This includes utilization of software to evaluate claims prior to payment to guard against inappropriate unbundling of reimbursement requests Five federal external reviews for appeals for non -grandfathered Yes Additional reviews will be charged at $500 per review. plans for adverse benefit determinations that involve medical judgment or a rescission of coverage Online notification of all checks issued. Yes Standard coordination of benefits for all claims when information Yes is less than 12 months old Reasonable and customary guidelines for out -of -network No 80% - 95% is available without prior approval; surgical, medical, lab and X-ray claims using OptuminsightTM customers typically select 85% data First -level appeal (mandatory) Yes Completed by claim appeal auditor in consultation with appropriate medical professional(s), if necessary. Appeals are resolved according to current Department of Labor (DOL) regulations. Does not include grievance process. Second -level appeal (when elected by the employer; may be Yes Completed by claim appeal auditor, not involved in first - voluntary or mandatory) level appeal, in consultation with appropriate medical professional(s), if necessary. Appeals are resolved according to current DOL regulations. Does not include grievance process. Access for your employees to the umr.com web site, providing a Yes private, secure, easy-to-use application for customer care including: Claim status Eligibility information Search for network physicians and other health care providers Online health and well-being information Order a replacement ID card City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Member used online health assessment tool Links to pharmacy, mental health/substance use disorder, vision, flexible spending account, health reimbursement account, health savings account, and/or dental sites, if services provided by the TPA During the term of the Agreement or six months following Yes termination, City Of Coppell or its representatives may perform an annual audit of TPA services, at its own expense, subject to the TPA standard requirements regarding prior notice, confidentiality, length, time and place, and findings. Application of the Advanced Claim Review program / The TPA or No City Of Coppell participants will automatically its affiliate's board certified, same -specialty physicians will review participate in the Advanced Claim Review program. claims and records of high-cost procedures. Reviews may also City Of Coppell, will be billed 30% of the savings be conducted using detection analytics. Claims for which billing monthly. and/or coding errors are identified will be adjusted to reflect the appropriate payment amount. Application of the TPA's CON programs provides additional No Participants will automatically participate in one of our savings on select facility and physician claims not eligible for Shared Savings Programs. 22% of savings and standard network discounts (i.e., non -participating providers). $50,000 per claim savings cap will be billed for CRS Facility and physician savings programs apply to all medical Benchmark Program products offering an out -of -network component on select out -of - network claims of network based plans. Our shared savings $4.00 PEPM and 22% of savings w/ a $50,000 per programs are designed to meet the needs of our customers and claim savings cap will be billed for NPC2 may include, but is not limited to, facility and physician fee schedules, facility and physician fee negotiation, physician and 25% of savings with a $50,000 per claim savings cap facility U&C and MNRP. Our lead solution is our CRS will be billed for CRS Reference Benchmark Program. Other solutions include NPC2 and CRS Reference. Claim data extract in the TPA file format sent to external vendor No Additional charge: fees available upon request Claim reprocessing (due to situations such as retroactive benefit No Additional charge: $25.00 per claim or eligibility changes made by customer) Non-standard EOBs, and/or copies of EOBs sent to the employer No Inclusion of plan logo is permissible. Additional charge: $150 per hour for any other changes requiring system reconfiguration. Claims fiduciary Yes Run -out claims following the termination of our contract - No Fee available upon termination. The TPA's standard is to process claims incurred prior to termination for a 6 month period following termination. For this service, the customer will pay the TPA a fee equal to two (2) months of the last active month's fees for base administration (exclusive of any Rx Rebate credit) and network access. These fees are due and payable prior to the termination date. The TPA will only process run -out claims if the customer is current with all premium and fee obligations. Other fees that may continue past the termination of the contract, include, but are not limited to: CRS fees, subrogation fees, fees for non-standard termination or ad-hoc reports, monthly or annual banking fees (if applicable), early termination penalties (if any), and Value Based Contracting fees (if using the Choice+ network). Application of subrogation services No Additional charge: 30% of the subrogation recoveries on a monthly basis. Administration of plans requiring integrated medical and No Additional charge: $0.50 PPPM (per participating pharmacy deductible and out of pocket with integrated PBM or employee per month) other integrated service provider (list available upon request) City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy i erAce Med'caV Fee Comments/Fees Credit balance recoveries (AIM ledger initiated audit) No Additional charge: 20% of recovery. The TPA contracts with an outside audit firm that audits credit balances from various hospitals. If the outside audit firm identifies that this Plan is owed a refund, the refund minus the auditing firms' commission, will be sent to the Plan Sponsor. Overpayment recoveries - No Fees are contingent upon additional recovery process The TPA shall make an attempt to recover overpayments over requested. $100 by requesting repayment. In the event the above recovery attempts are unsuccessful, the Plan Sponsor will receive written communication outlining the legal recovery process. �lWh,m4i. M1 1...m4W'bWi Fee Shawn can Rene aV SerAces erAce tab Comments/Fees GenerationYou (GenYou): No Additional charge: $9.05 PEPM GenerationYou (or "GenYou") is an entirely new consumer experience within the TPA which weaves together robust advocacy and comprehensive clinical programs across digital platforms, creating a fresh, dynamic approach to member engagement, including: Omni -channel member experience: A native GenYou app members' digital engagement — available to download in the app store for Android and iOS Engaging e-mail campaigns Outbound SMS text reminders GenYou Guides accessible by call or chat 24x7 Support members receive the help they want, when they want it, with around the clock accessibility. GenerationYou CARE Support provides enhanced case management and comprehensive clinical support through licensed nurses and social workers working within the advocacy model. Embedded incentives pre -built inside the program including "The Story of You" ($25 reward card) and Care Prepare Consultations. Via real-time, personalized alerts and notifications through "Things to Do", members receive dynamic, personalized, high- value offers to help them make the most optimal decisions. Through intercept & redirect guides will reach out to members who have made(or are likely to make) non -optimal decisions in pursuing care from an out of network provider, or from a non -optimal physician or facility in attempt to redirect their care to a more optimal setting. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Fee Shown on Rene aV SerAces erAces tab Coins ments/Fees urUU ization Management (UM): Yes Concurrent review for inpatient, behavioral health, skilled nursing facility, acute rehabilitation and home health care Identification/referral to Complex Condition CARE Independent medical review Discharge planning Durable medical equipment Inpatient Services (The TPA's specified list) Consultations Standard reports Certain specialty injectables Co mpiex Conditrion CARIE: Yes Complex Condition CARE assessments Coordination with complex treatment plan Specialized transplant, oncology, behavioral health and high- risk newborns High-risk pregnancies Behavioral health and substance use disorder Potential high -dollar treatment/ services, including stop loss CARE App Independent medical review Standard reports Readmx ssion PiretrenUon for GPS No Additional charge: $0.30 PEPM Identify members recently discharged with specific conditions Note: Must also purchase Complex Condition CARE Nurse contact via phone to ensure a timely follow is made with physician, medications are accurate and family/social supports are in place Referral to Complex Condition CARE, if needed Standard report iVuuirseUnesm (ND): Yes 24 hours a day, seven days a week access to trained registered nurses providing triage direction, potential treatment options, appropriate use of medications and health education information 140 languages, including English and Spanish Hearing assistance accommodations City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Ongoing Condition CARE: No Additional charge: $3.85 PEPM Identification and stratification Member recruitment Management of Respiratory Disorders, Cardiovasucular Disorders, Mental Health Disorders, Diabetes (pediatric & adult), Neuromuscular Disorders, Gastrointestinal Disorders, Chronic Kidney Disease (CKD), Blood Disorders, Cancer and Rheumatoid Arthritis One-on-one telephonic sessions with a CARE nurse CARE App Educational materials Quarterly electronic newsletters and tri -annual paper newsletters for those identified with an ongoing condition Online Internet resources Standard reports HealtheNotes Al predictive modeling Ongoing Condition CARE - Diabetes Only: No Additional charge: $1.30 PEPM Identification and stratification Member recruitment - Adult and Pediatric One-on-one telephonic sessions with a health coach Educational materials Online Internet resources Standard reports Predictive modeling Ongoing Condition CARE - Coronary Artery Disease (CAD) No Additional charge: $0.40 PEPM Only: Identification and stratification Member recruitment One-on-one telephonic sessions with a health coach Educational materials Online Internet resources Standard reports Predictive modeling Ongoing Condition CARE - Asthma Only: No Additional charge: $0.20 PEPM Identification and stratification Member recruitment - Adult and Pediatric One-on-one telephonic sessions with a health coach Educational materials Online Internet resources Standard reports Predictive modeling Ongoing Condition CARE - Chronic Obstructive Pulmonary No Additional charge: $0.20 PEPM Disease (COPD) Only Identification and stratification Member recruitment One-on-one telephonic sessions with a health coach Educational materials Online Internet resources Standard reports Predictive modeling Ongoing Condition CARE - Heart Failure (HF) Only No Additional charge: $0.20 PEPM Identification and stratification Member recruitment One-on-one telephonic sessions with a health coach Educational materials Online Internet resources Standard reports Predictive modeling City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Maternity CARIE: No Additional charge: $0.65 PEPM Identification and stratification by self referral, Web enrollment, or clinical health risk assessment (CHRA) Member recruitment CARE App Support person education and call One-on-one telephonic sessions with a registered CARE nurse (OB/GYN background), one per trimester and one post -delivery call Pre -pregnancy support (member self referral and CHRA) Educational materials Incentive reward for first or second trimester enrollees High-risk referral for Complex Condition CARE Standard reports Weiiness CARIE Comprehensive Program: No Additional charge: $3.95 PEPM Identification and stratification via clinical health risk assessment (CHRA) Web or paper based CHRA with mailed results packet to employee Up to 10 telephonic sessions with a CARE coach (weight management, stress management, pre -diabetes, increasing activity, tobacco and nicotine cessation and more) CARE App Educational materials Member recruitment Online Internet resources Tri -annual newsletter for all eligible members Actions plans (online behavioral -based educational modules) Standard reports Coniine Events and ChaiVenges: No Additional charge: $1.15 PEPM (Must also purchase either transactional or comprehensive Wellness CARE) - online tracking of program participation and incentive points earned in association with completion of CHRA, events and challenges, and action plans. Includes self-reported or batch -loaded events and challenges and reporting capabilities. HealtheNotes: No If Ongoing Condition CARE is purchased, Targeted mailings to members and providers HealtheNotes is included. HealtheNotes can be Identification of chronic condition gaps in care purchased as a standalone product at $0.35 PEPM. Provide information on preventing long-term issues and avoiding health care costs Identify opportunities/gaps in care through medical and/or pharmacy claim data HeaitheNote Remi nders: No Additional charge: $0.13 PEPM Targeted member messaging to address preventive gaps in care Reminders to discuss recommended, routine preventive care with provider Targeted areas: women's health (mammography and cervical cancer screening), adolescent/childhood immunization, diabetes and cholesterol/coronary artery disease (CAD) Identify opportunities/gaps in care through medical claim data Treatment Deoision Support: No Additional charge: $0.38 PEPM Telephonic sessions with registered nurses offering information Must have a minimum of 500 subscribers on medical conditions/treatment options Targeted areas: musculoskeletal (back pain, knee and hip replacement), men's health (benign prostatic hypertrophy, prostate cancer), women's health (benign uterine conditions), breast cancer, coronary artery disease (CAD), coronary artery bypass graft (CABG), angioplasty and bariatric surgery. Referral to CARE programs and in -network providers City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Identify opportunities/gaps in care through medical and/or pharmacy claim data Standard report meirgency Room Support Program: No Additional charge: $0.25 PEPM Provides outreach and clinical support to individuals who have Note: Must also purchase Complex Condition CARE five or more times in 12 month period. Nurses will provide: Education on appropriate levels of care Address barriers Connect members with providers Assist in managing conditions Peirsustent Back and Neck Paun CARIE: No Additional charge: $0.12 PEPM Telephonic sessions addressing spinal musculoskeletal chronic pain that includes those members who use opioids for long term pain relief Recruited to work with a CARE nurse on lifestyle changes, alternatives to narcotics for pain relief, review for depression and quanlity of life Includes access to the CARE App Referrals into other CARE programs Standard reports ExteirnM Vendor Spe6allty InyectablIes / MeducaUons No Additional charge: $0.20 PEPM CoordunaUon Pee Spe6allty InyectablIes / MeducaUons Unik / Drug dust No Additional charge: $0.20 PEPM Management ExteirnM Vendor Spe6allty InyectablIes / MeducaUons No Additional charge: $0.40 PEPM CoordunaUon and Unik Management Buundlle City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy IncVuded un Fee P roAded Comments/Fees Weiiness CARIE transacUonai: Lifestyle Coaching: No Additional charge: $ 430.00 per case • Identification and stratification via clinical health risk NOTE: Must also purchase CHRAs assessment (CHRA) — CHRAs sold separately • Up to five telephonic sessions with a CARE coach (weight management, stress management, pre -diabetes, increasing activity, tobacco and nicotine cessation and more) • Educational materials • Member recruitment • Online Internet resources • Actions plans (online behavioral -based educational modules) • Standard reports CHRA Review: No Additional charge: $ 130.00 per review • One telephonic session with a CARE coach to review clinical NOTE: Must also purchase CHRAs health risk assessment (CHRA) results - CHRAs sold separately. Includes biometrics screening review (if applicable). • Educational materials • Standard report Biometrics Only Submission: No Additional charge: $6.50 per submission • Allows members to submit only their biometrics instead of completing a CHRA. Physicians Lab Form & Biometrics Only Bundle Submission: No Additional charge: $15.00 per submission • Allows members to submit only their physician lab form and biometrics instead of completing a CHRA. Tobacco and Nicotine Cessation Program: No Additional charge: $ 430.00 per case • Up to five telephonic sessions with a CARE coach (define a personalized quit plan, educate on harmful effects of tobacco, act as an accountability partner) • Educational materials • Online Internet resources • Actions plans (online behavioral -based educational modules) • Outreach at six and 12 months to determine if member returned to tobacco (check-in only, not additional coaching) • Standard reports Tri -Annual Newsletter - Wellness CARE No $1.25 per employee per issue; issued on a tri -annual basis Nicotine Replacement Therapy (NRT) (requires purchase of Comprehensive H&W Program, Lifestyle Coaching and/or Tobacco and Nicotine Cessation Program) No Additional charge: NRT patches - $105 per six week supply per participant; NRT gum - $165 per six week supply per participant. The supply is an add on for Comprehensive H&W Program, Lifestyle Coaching and/or Tobacco and Nicotine Cessation Program. Web -based clinical health risk assessment (CHRA) with mailed No Additional charge: $6.50 per CHRA results packet to member Paper-based CHRA with mailed results packet to member No Additional charge: $13.00 per CHRA Biometrics (NOTE: Special requests or late changes may incur additricnM fees. Contact your TPA representative for further infformroation j Onsite Fingerstick Lipid Panel (30 minimum per event) No Additional charge: $53.00/screening Onsite Venipuncture Basic (Lipid Glucose) Panel No Additional charge: $52.50/screening (20+); $62.00/screening (16-19); $90.50/screening (11-15); $143.00/screening (7-10); $172.50/screening (1) Onsite Venipuncture Comprehensive Panel No Additional charge: $80.00/screening (20+); $92.00/screening (16-19); $135.50/screening (11-15); $179.00/screening (7-10); $197.00/screening (1) City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Onsite Deluxe Comprehensive Panel (20 minimum per event) No Additional charge: $99.00/screening Basic Venipuncture Panel at Remote Lab No Additional charge: $65.50/screening Comprehensive Venipuncture Panel at Remote Lab No Additional charge: $83.00/screening Additional fingerstick screenings available with on-site event (15 No Additional charge: minimum per event per test) • Prostate specific antigen - $20.00/screening • Hemoglobin Al C - $18.50/screening • Cotinine - $18.50/screening (Fingerstick) or $35.50/screening (Saliva Swab) Additional venipuncture screenings available with on-site event or No Additional charge: remote lab • Prostate specific antigen - $14.00/screening • Hemoglobin Al C - $9.50/screening or Reflex Al C $12.50/screening • Cotinine - $15.00/screening • EGRF - $4.15/screening • EGRF + Al C - $7.00/screening On-site Stand Alone Cotinine Saliva Swab (30 minimum per No Additional charge: $45.00/screening event) On-site Stand Alone Cotinine Venipuncture (20 minimum per No Additional charge: $46.00/screening event) Stand Alone Cotinine Venipuncture at Remote Lab (No Minimum) No Additional charge: $38.50/screening Home Kit: Lipid Only, Lipid + Glucose, Lipid + Al C and Cotinine No Additional charge: Only • Mailing fee: $10.00 per kit mailed • Processing Fee: $52.00 per kit processed • Add on Cotinine to one of the Lipid Panel: $12.00 per kit processed Additional screener No Additional charge: $89.00 per hour with 4 hour minimum Registration Clerk: Vendor provides 1 registration clerk at no No Additional charge: $45.00 per hour additional cost for Events with 50 or more Projected Participants. Additional Staff dedicated solely to registration clerk responsibilities are at the noted rate. Bilingual Screeners No Additional charge: $89.00 per hour with 4 hour minimum MyGuide Addon No Additional charge: $8.25 - Addon to Fingerstick (online and mailed report) $3.50 - Addon to Fingerstick (online only report) $6.00 - Addon to Venipuncture (online and mailed report) Flu Shot Vouchers (Walgreens no minimum and CVS 50 No TBD annually (Contact your TPA representative for minimum) further information) PDHI Physician Lab Forms: No Additional charge: $8.80/ form available with or without biometrics On-site flu shots (require a minimum of 30 participants) No TBD annually (Contact your TPA representative for further information) Privacy Screens: 6' x 6' privacy curtain (Fees are per screen per No Additional charge: $37.00/screen Real Appeal - Year-long weight loss program No Session costs paid through medical claims (Contact • Promotional/communication assistance and materials your TPA representative for further information.) • Initial welcome session • Weekly, Web -based group session • Ongoing, Web -based (face-to-face) individual coaching • Success kit (mailed to participant's home) - program success guide, nutrition guide and fitness guide, blender, body weight scale, food scale, workout DVDs, fitness band and more • Online/mobile tools to track nutrition and physical activity • Standard reports Services Included in Fee Comments/Fees Provided City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Transplant Resource Services (TRS) No Access to Optum's Transplant Centers of Excellence Fee per transplant type Transplant Network Access TAP No Transplant Network Access (TAP) Optum's secondary network. Addresses the challenge when a member opts to seek care with transplant outside of the primary Optum COE network. Additional fees will apply Ventricular Assist Devices (VAD) Option No Ventricular Assist Devices (VAD) For members with a weakened heart or heart failure, cardiologists often recommend a Ventricular Assist Device (VAD), while awaiting a heart transplant or as a long-term treatment. Additional fees will apply Extra Contractual Services (ECS) Option under Transplant No Extra Contractual Services (ECS) Resource Services with description and fee The fees are 15% of savings, calculated as the difference between charges per the applicable Network and the Network Provider's usual charges for the same services, not to exceed the fee for the corresponding transplant under the table above. Specialized Physician Review (SPR) Option under Transplant No Specialized Physician Review (SPR) Resource Services with description and fee Second opinion/look by a Optum expert physician as to the proposed treatment. Additional fees will apply Orthopedic Health Support (OHS): No Additional charge: $0.66 PEPM . Optum provides a holistic solution that helps empower members and manage costs by providing access to specialized advocates and high -performing (COE), efficient providers across the continuum of care, from early back pain onset through treatment, surgery and beyond. . Plan Design Change Required Bariatric Resource Services (BRS): No Additional charge: $0.98 PEPM . Access to Optum's Centers of Excellence for select bariatric surgeries. Cancer Resource Services (CRS): No Additional charge: $0.22 PEPM Access to the Cancer Centers of Excellence network of providers with proven quality and efficiency of care. Kidney Resource Services (KRS): No No Charge Access to Optum kidney dialysis preferred provider network Note this is not a Center of Excellence. No charge for clients with Choice Plus or Options Networks. Rental Network charges will apply when utilized. No 18% of savings with a $4,500 maximum per case per calendar month Congenital Heart Disease Resource Services (CHDRS): No Additional charge: $0.07 PEPM Access to the Optum's CHID Centers of Excellence. Fertility Solutions: No Additional charge: $2.96 PEPM Access to leading fertility Centers of Excellence providers Access to specialized fertility nurse case managers 3,500 member billing minimum is required City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy IncVuded un Fee erAces IproAded Comments/Fees Network access, management and administrative activities Yes Managed by network(s): including physician (and other health care professional) relations, . Excludes direct contract arrangements held by Plan clinical profiling, contracting (including Value Based Contracting) Sponsor and credentialing, network analysis and system development and . Not applicable to Medicare primary claims verification of provider participating status and re -pricing to established contractual allowances Printing of provider directories Network access par and non -par administration and repricing do not apply to Medicare primary claims No Additional charge: cost plus postage. On-line directories available at no charge. Premium Designation Network Yes No additional charge, Plan Advisor is recommended. IncVuded un Fee erAces IproAded Comments/Fees Discount Card program enabling individuals to access pre- Available for products not currently being quoted by negotiated savings on out-of-pocket health care purchases. The the TPA program includes savings for: Health care discount card - vision only No Additional charge: $0.75 PEPM Health care discount card - dental only No Additional charge: $1.50 PEPM Health care discount card - vision and dental only No Additional charge: $1.85 PEPM Health care discount card - vision, dental and hearing No Additional charge: $1.95 PEPM City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Fee Shown on Rene aV SerAces erAces tab Coinsmen s/Fees Standard FSA services including: No Additional charge: $4.75 PEPAPM (per employee per account per month) - health care account (HCA). Assumes a 20% enrollment. Extensive consumer education options and materials for Additional charge: $3.75 PEPAPM - dependent care effective member communications campaigns account (DCA). Single claim submission with automatic roll-over from the TPA medical system Reimbursement minimum of $10.00, $25.00 or $50.00 Control check and payment processes Customer care representation during normal business hours Eligibility information processed via electronic file submission (FTP or EDT) or tape cartridge with a standard frequency of every other week Strategic planning support and plan modeling Standard FSA banking arrangements using separate bank account for FSA plan Online claims submittal and FSA estimator tools Direct deposit of payments to employee bank accounts; member must elect Standard internet services with summary and detail level views of account activity Interactive voice response and internet inquiry system Free member mobile application with claim submittal, summary and detail level views of account activity Approved vendor file adjudication FSA claim administration for over-the-counter medication No Standard reports No Non -approved vendor file adjudication No Additional charge: fees available upon request Check reimbursement with no minimum No Additional charge: $0.50 PEPAPM Debit Card, which offers direct payment for FSA and/or Parking No Additional charge: and Transportation out-of-pocket expenses (not available with $1.40 Per Card Per Month (with Medical) HSA) $1.90 Per Card Per Month (standalone) Auto -reimbursement not selected No Additional charge: $0.50 PEPAPM FSA run-in claims — set-up No Additional charge: $2,000 one-time setup cost Printing of plan booklet with mailing to customer No Additional charge: cost plus postage. Transportation and parking No Additional charge: $4.75 PEPAPM Nondiscrimination testing, to ensure that contribution elections No Additional charge: actual vendor cost remain within the guidelines established by the IRS City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Fee Shown on Rene aV SerAces erAces tab Coinsmen s/Fees Standard administration services: Yes . Integrates with the claim administration of the medical plan, allows automated rollover processing . HRA and medical plan claims are paid on a single check to provider . One explanation of benefits (EOB) combined with medical plan payments . Position HRA as first dollar coverage or with front-end deductible Strategic planning support and plan modeling Choose from various annual rollover configurations and asset accumulation options Choose from various options for proration HRA-specific reporting package Standard internet services with summary and detail level views on account activity of HRA contribution amount . Extensive consumer education options and materials for effective member communication campaigns . Debit Card (if the HRA is to cover pharmacy, a debit card can No Additional charge: be purchased to coordinate these pharmacy expenses applying $1.40 Per Card Per Month (with Medical) to the HRA) $1.90 Per Card Per Month (standalone) City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy IncVuded un Fee erAce ProAded Comments/Fees Standard administration services: No Additional charge: $0.50 per participating employee QHDHP plan design(s) meet the IRS requirements per month (PEPM) expenses to coordinate with the Coordinate implementation with multiple preferred financial pharmacy benefit manager. institution partners for health savings account trustee services No requirements to use one of the preferred financial institution partners Employer's ability to set-up and administer various contribution schedules and strategies based on specific needs Assist with setting up payroll connectivity to preferred processors Streamlined administration and setup Access to internet-based consumer tools Strategic planning support and plan modeling Product -specific reporting package Access to Web -based consumer tools Links to preferred financial institutions' account management tools Extensive consumer education options and materials for effective member communication campaigns City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information A Ihm,dll U ,i � � a to Gol powy Fee Shown on Rene aV SerAces erAce tab Coinsmen s/Fees COBRA Services: Yes Collect and process monthly premium payments Review disability status for COBRA extensions Send termination and conversion rights letters Notification letters by certified mail Initial (DOL) letters for new hires Two additional TPA lines of coverage COBRA — billing for outside vendors No Additional charge: $0.05 PEPM for each additional vendor COBRA — additional TPA lines of coverage No Additional charge: $0.05 PEPM for each additional line Fee Shown on Rene aV SerAces erAce tab Coinsmen s/Fees Dental claims administration services No Dental utilization management — in-house consultant No No additional charge Dental utilization management — American Dental Examiners No Additional charge: $28.00 per review Fee Shown on Rene aV SerAces erAce tab Coinsmen s/Fees Vision claims administration - indemnity vision benefit included No #N/A with the medical plan document Vision claims administration - indemnity vision benefit No #N/A independent of the medical plan document Rnartara \/icinn - calf-fi inrlarl Nn Orlrlitinnal rharna- -1 Sn PPPM Fee Shown on Rene aV SerAces erAce tab Coinsmen s/Fees STD claim administration services No Additional charge: $2.75 PEPM excludes run-in. STD clinical consultation No STD check processing No Additional charge: $0.10 PEPM Fee Shown on erAce Rene aV SerAces Cornmen s/Fees tab Interface with the TPA's preferred third party stop loss vendors. Yes Services include: daily monitoring of received/processed claims and care management transactions, premium billing and collection, and plan document changes/updates to the carrier for the TPA's preferred vendors when stop loss coverage has been placed by the TPA Stop loss coverage placed with a non -preferred vendors - No Additional charge: $5.00 PEPM additional surcharge No carrier with a competing network or affiliated with an entity with a competing network may write Stop Loss coverage (individual or aggregate) on top of a United Healthcare network City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Fee Shown on Man Advsor+ PirovWeir (Desugned for pirovWeir/hospRM No Additional charge: $3.50 PEPM customers): Plan Advisor member advocacy and provider service - Designed for hospital customers with domestic network arrangements Commits to a higher level of member service by providing a single entry point that engages, informs, educates, and connects benefits, claims, network, and care management. Provides increased benefit design adherence, aggressive network steerage and referral to care management services Offers interception and direction for any CON prior authorizations and level of benefit calls, including domestic network steerage — in order to steer members into an in -network provider and to the most optimal place of service. Provider calls are handled within the same Plan Advisor team as member calls, rather than through the separate Provider Service Team + Care Connect No Additional charge: $0.80 PEPM Adds another layer of member support by providing access to licensed clinicians, both registered nurses and social workers specifically designated to support plan advisor members who have clinical needs. Perform mini coaching sessions, answer and counsel on in- depth clinical questions, and refer members to community services or other providers. Includes both a registered nurse and social worker, cannot elect only one type of resource. Supports members with collections and credit impairment matters. OON Suuirpruse MH ASCD Opt4n No Additional charge: $0.30 PEPM for employees who State mandates allow self-funded plans to opt -in to their state reside in the state specific mandate of surprise bills for specific surprise bill legislation. which the plan has opted in. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy (Rene aV SerAces erAce tab Coinsmen s/Fees Administration of plans requiring integrated deductible and out of No Not available unless prior approval from the TPA and pocket with non-integrated service providers (pharmacy benefits subject to additional fees. manager (PBM), dental, vision, etc.) Yes Case management and claims services coordination with insured medical carve out carriers, including transplant carve outs Customized communication materials No Additional fees would apply. Custom member satisfaction survey No Pricing will vary depending on survey variance and methodology. Bill life, short-term disability (STD), and long-term disability (LTD) No Fee available upon request premiums (if applicable) Non-standard contracts that would include customized style No Additional fees would apply sheets, foreign language translations, and engagement of the TPA attorneys for negotiation of the agreements Ran AdAsor: No Additional charge: $2.95 PEPM Plan Advisor member advocacy service - a personal guide for all things health care . Commits to a higher level of member service by providing a single entry point that engages, informs, educates, and connects benefits, claims, network, and care management. . Provides increased benefit design adherence, aggressive network steerage and referral to care management services . Offers interception and direction for any CON prior authorizations and level of benefit calls — in order to steer members into an in -network provider and to the most optimal place of service. Man Advsor+ PirovWeir (Desugned for pirovWeir/hospRM No Additional charge: $3.50 PEPM customers): Plan Advisor member advocacy and provider service - Designed for hospital customers with domestic network arrangements Commits to a higher level of member service by providing a single entry point that engages, informs, educates, and connects benefits, claims, network, and care management. Provides increased benefit design adherence, aggressive network steerage and referral to care management services Offers interception and direction for any CON prior authorizations and level of benefit calls, including domestic network steerage — in order to steer members into an in -network provider and to the most optimal place of service. Provider calls are handled within the same Plan Advisor team as member calls, rather than through the separate Provider Service Team + Care Connect No Additional charge: $0.80 PEPM Adds another layer of member support by providing access to licensed clinicians, both registered nurses and social workers specifically designated to support plan advisor members who have clinical needs. Perform mini coaching sessions, answer and counsel on in- depth clinical questions, and refer members to community services or other providers. Includes both a registered nurse and social worker, cannot elect only one type of resource. Supports members with collections and credit impairment matters. OON Suuirpruse MH ASCD Opt4n No Additional charge: $0.30 PEPM for employees who State mandates allow self-funded plans to opt -in to their state reside in the state specific mandate of surprise bills for specific surprise bill legislation. which the plan has opted in. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy IncVuded un Fee erAce IproAded Comments/Fees Telemedicine (Teladoc) services: No Additional charge: $1.25 PEPM Access to Teladoc physician network Telephonic and web -based video medical consultations delivered at one low flat fee (substantially less than an office visit) Teladoc ID card Portable electronic health record Communications materials (pdf format) Teladoc Dermatology: No May be added at no additional charge. Available as a buy -up to standard Teladoc program Provides Initial dermatology consultations through an online message center and one follow-up Member uploads photographs Delivered at one flat fee Check for availability; not available in every state Teladoc Behavioral Health: No Additional charge: $0.30 PEPM Available as a buy -up to standard Teladoc program Provides ongoing access to behavioral health practitioners via phone or video conference . Members schedule appointments with psychiatrist or masters level therapists or psychotherapists . Visit cost dependent on the behavioral health practitioner's license Teladoc Expert Medical Services No Additional charge: $2.45 PEPM . Access to medical advice, education and information about treatment options and expert second opinions Ask the expert Medical record eSummary Behavioral health services Communication support Teladoc Bundled Services No Additional charge: $2.80 PEPM . Includes Teladoc general medicine, dermatology, behavioral health and expert medical services Telemedicine (OC24health) services: No Additional charge: $1.25 PEPM Access to OC24health provider network Telephonic and web -based video medical consultations delivered at one low flat fee (substantially less than an office visit) Communications materials (pdf format) OC24health Dermatology: No May be added at no additional charge. Available as a buy -up to standard OC24health program Provides basic dermatology consultations with ability to schedule with a dermatology specialist if needed OC24health Behavioral Health: No Additional charge: $0.30 PEPM Available as a buy -up to standard OC24health program Provides ongoing access to behavioral health practitioners via phone or video conference Members schedule appointments with psychiatrist or masters level therapists or psychotherapists Visit cost dependent on the behavioral health practitioner's license Virtual Primary Care Provider (PCP) — Doctor on Demand No Additional charge: $3.04 PEPM 24/7 access to everyday and urgent care Integrated behavioral health services Wellness and preventive care Unlimited care team support IncVuded un Fee erAce IproAded Comments/Fees 2nd.MD Second Opinion Solution No Additional charge: $2.69 PEPM Access to medical advice, education and information about treatment options and personalized second opinions, by video or phone or text Quarterly utilization reporting City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Communication materials 2nd.MD Second Opinion Solution (Case Rate) No Additional charge: $2136.00 invoiced by 2nd.MD. Access to medical advice, education and information about treatment options and personalized second opinions, by video or Implementation fee varies by size, 1 pre -paid consult phone or text per 2,500 members. Quarterly utilization reporting Implementation fee applies to consult fees incurred in Communication materials year 1. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy IncVuded un Fee erAce ProAded Comments/Fees Incentive Solutions: Live Well Reward$ Solution No Additional charge: $0.90 PEPM Includes: Tracking, managing all qualifying activities and determining reward eligibility for members, per employer determined requirements. Employer must select from the TPA's standard qualifying activity capabilities to be eligible for the Live Well Reward$ Solution. Includes member communications and employer reporting. Customers have the choice to buy -up the following reward options: Health Reimbursement Account (HRA)/Health Incentive Account (HIA) Contributions, Health Savings Account (HSA) Incentive Contributions, Reloadable Reward Cards or Online Rewards. Incentive Solutions: Rewards - Online Rewards No Additional charge: $0.20 PEPM Customers can choose to have their members, who have earned points within an incentive program, redeem them for gift cards, debit cards or merchandise. Incentive Solutions: Online Rewards Customized Catalog Fee No Catalog customization fee may range between $500 to $1000 depending upon complexity. Customers that choose Online Rewards and want to customize a version of the Online Rewards catalog will incur a fee. Incentive Solutions: Custom -Basic No No additional charge. Includes: Tracking and managing qualifying activity and determining reward -eligibility for members, per the requirements of the program. If files are sent to the TPA in order for the TPA to fulfill rewards, must use standard file layout, or subject to additional fee. Customers must elect one of the following reward types to pair with the Custom -Basic program: Prepaid Reward Cards — Single Use, Prepaid Reward Cards — Reloadable, Care Targeted Benefits, Health Reimbursement Account (HRA)/Health Incentive Account (HIA) Contributions, Health Savings Account (HSA) Incentive Contributions or Online Rewards. Incentive Solutions: Custom -Advanced No Additional Charge (annual fee): $2,500.00 less than 10 hours Includes: Non-standard operation/reporting support. Tracking $5,000.00 10-25 hours and managing all qualifying activities and determining reward $10,000.00 26-50 hours eligibility for members, per the requirements of the custom $15,000.00 51-75 hours designed program. ' Ability to provide custom pricing if support goes above 75 hours of annualized work. Incentive Solutions: Rewards - Health Savings Account (HSA) No Additional charge: $0.45 PPPM. Deposits Must have QHDHP and Optum Bank as the financial institution. Employer -determined amount of dollars can be deposited into a member's Health Savings Account when held at Optum Bank. Fee includes up to 12 deposits per year, processed monthly. Incentive Solutions: Rewards - Health Reimbursement Account Yes (HRA)/Health Incentive Account (HIA) Contributions Employer -determined amount of dollars can be deposited into a member's Health Incentive Account. Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced or Motion as well as have an underlying Health Reimbursement Account (HRA) to elect this reward type. Incentive Solutions: Rewards - Prepaid Reward Card - Single No Additional charge: $4.60 Per Card. Use Customers must purchase Custom -Basic or Custom -Advanced to elect this reward type. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Incentive Solutions: Rewards - Prepaid Reward Card - No Additional charge: $6.80 Per Card Per Year. Reloadable Customers must purchase Live Well Reward$, Custom -Basic, Custom -Advanced or Motion to elect this reward type. Incentive Solutions: Rewards - Care Targeted Benefits No Additional charge: $4.50 PPPM. Customers must purchase the TPA's Ongoing Condition CARE and Custom -Basic to elect this reward type. Incentive Solutions: Rewards - Deductible Modification - Annual No Additional charge: $5,300 annual fee. Fee Customers must purchase Custom -Basic or Custom -Advanced to elect this reward type. Incentive Solutions: Rewards - Member Incentive Flyer Mailing Customers must purchase Custom -Basic or Custom -Advanced to elect this member communication piece. No Additional charge: charge per flyer based on quantity ordered. Quantity Bands: • 1-1500 = $1.07 per flyer mailed • 1501-3000 = $0.94 per flyer mailed • 3001-4500 = $0.80 per flyer mailed • 4501-6000 = $0.79 per flyer mailed • 6001-7500 = $0.78 per flyer mailed Incentive Solutions: Personalized Member Incentive Scorecard No Additional charge: $1.25 per flyer for medical participants; $1.50 per flyer for non-medical A Custom Incentive Solution customer can choose to have the participants TPA send a colored mailing to their participants informing them about their status in the program. Incentive Solutions: Wellness Activity Center 101 No Additional charge: $0.60 PEPM. Customers are able to create an online portal environment through the Wellness Activity Center on umr.com to support member engagement, track member activity completion and support incentive administration. 'Customer must have Complex Condition CARE, Ongoing Condition CARE or Tobacco Coaching Cessation Only. Incentive Solutions: Wellness Activity Center 102 Customers are able to create an online portal environment through the Wellness Activity Center on umr.com to support member engagement, track member activity completion and support incentive administration. Includes online events and challenges. Customers have the choice to buy -up the following reward options: Prepaid Reward Cards — Single Use, Prepaid Reward Cards — Reloadable, Care Targeted Benefits, Health Reimbursement Account (HRA)/Health Incentive Account (HIA) Contributions, Health Savings Account (HSA) Incentive Contributions or Online Rewards. Incentive Solutions: Motion Includes: Tracking and managing member activity and determining reward -eligibility for members, per the requirements of the Motion program. Includes member communications and employer reporting. Customers have the choice to buy -up the following reward options: Health Reimbursement Account (HRA)/Health Incentive Account (HIA) Contributions, Health Savings Account (HSA) Incentive Contributions or Prepaid Reloadable Reward Cards. (Must purchase Motion device cost.) No Additional charge: $0.80 PEPM. No Additional charge: $1.35 per eligible member per month Incentive Solutions: Motion Device Cost No Customers must offer the following to eligible members: $55 registration credit, $55 renewal credit Includes: Resources to help members offset the cost of a motion (available every two years) and allow member's FIT compatible activity tracking device. (Must purchase Motion.) earnings to be applied to device purchase. r%qp Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AEru�;��ri U ,i � � a.„� G,I,I p „y IncVuded un Fee erAce ProAded Comments/Fees CareSearch Reward$ is a cost transparency based program that No Additional charge: $1.45 PEPM rewards members for making smart healthcare choices. After utilizing the cost transparency tool (Rally Connect) to select cost effective (green or grey) and high quality providers, members will be rewarded for choosing to utilize those selected providers. Customers must purchase Custom -Basic (no charge) or Custom - Advanced (pricing bands to choose from) to elect this reward type. Examples of recommended Care Paths that are most utilized and highly shoppable: Colonoscopy, MRI, CT, others. The base fee includes: Program strategy and management, network / market specific analysis, standard program materials (brochure, FAQ, flyers, posters and email campaigns), claims mining/analysis, and ROI reporting. Add Ons: Custom program materials, stand alone CareSearch portal on umr.com (if client does not have UM, CM, MM, LWR$), reward fulfillment, printing costs and custom / adhoc reporting. The TPA offers 2 Healthcare Cost Estimators - 1. Provider Search & Cost Transparency tool and 2. Treatment Cost Calculator, both available to members. The Provider Search & Cost Transparency tool is available to UnitedHealth Network members utilizing standard Choice+ and Options. If a group has any of the following: 1) a rental network 2) multi -tier network structure and/or 3) a custom UnitedHealth Network, then Treatment Cost Calculator (TCC) basic or advanced will be assigned. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy No Additional charge: both basic and advanced versions Benefit Plans Comparison Tool (BPCT) is a decision support tool are available for a PEPY fee. that helps members select the right benefit plan for them. It is Basic is $4.95 PEPY available during Open Enrolment or for new hires/changes Advanced is $7.05 PEPY plus a $2,775 one-time throughout the year. The tool has a basic and advanced version. implementation fee for census integration. The advanced version pre -populates member census data, whereas basic doesn't. Both versions pre -load benefit plans into "Fees are calculated based on member count during the tool. The fee includes implementation support, usage implementation/go live of the tool and billed up front reporting, promotional marketing materials and a dedicated for the 12 month period. product specialist for ongoing support/demos/questions. Health Education Library in English and Spanish is available to members The TPA offers 2 Healthcare Cost Estimators - 1. Provider Search & Cost Transparency tool and 2. Treatment Cost Calculator, both available to members. The Provider Search & Cost Transparency tool is available to UnitedHealth Network members utilizing standard Choice+ and Options. If a group has any of the following: 1) a rental network 2) multi -tier network structure and/or 3) a custom UnitedHealth Network, then Treatment Cost Calculator (TCC) basic or advanced will be assigned. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Customer Name : City Of Coppell Plan Effective Date : 10/1/2021 This renewal proposal is valid until 30 days before the effective date and does not bind coverage or obligate the TPA. The information contained in this response to the request for proposal is considered confidential and proprietary. We are providing this information with the understanding that it will not be used for any purpose other than to evaluate our capabilities to provide the services requested. In addition, this information will not be disclosed to person(s) or entity(s) other than those who are involved in the process of evaluating our response. Written permission must be obtained from the TPA prior to any exceptions of these obligations in order to maintain the confidentiality of our responses. No carrier with a competing network or affiliated with an entity with a competing network may write Stop Loss coverage (individual or aggregate) on top of a UnitedHealthcare network. All quoted product fees assume the TPA administers the medical plan. The TPA assumes all services provided will be handled according to our standard format and procedures, unless otherwise specifically addressed within this proposal. Specialized services will be priced as necessary. Fees proposed are based on the plan of benefits as submitted but does not assume duplication of benefits or provisions. Fees proposed assume a standard PPO plan design with no referral administration and no primary care physician tracking. Proposal assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to; deductible, out of pocket, coinsurance and plan limitations. Plan design changes may impact a Grandfathered Health Plan status. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. Access to the UnitedHealthcare Choice Plus and Options PPO network does not include telemedicine services (i.e. 'Virtual Visits'). Please refer to the financial commentary tab for information on Teladoc services and associated fees. Please review any changes with your advisor. The Plan or its sponsor is responsible for state or federal surcharges, assessments, or similar taxes or fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or us, including but not limited to those imposed pursuant to the Patient Protection and Affordable Care Act of 2010 (PPACA), as amended from time to time. This includes responsibility for determining the amount due, funding, and remitting the PPACA PCORI reinsurance fee which is remitted to the government (federal and/or state). The fees quoted do not include state or federal surcharges, assessments, or similar taxes/fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or UnitedHealthcare. We reserve the right to adjust the rates (i) in the event of any changes in federal, state or other applicable legislation or regulation; (ii) in the event of any changes in plan design or procedures required by the applicable regulatory authority or by the sponsor; (iii) any taxes, surcharges, assessments or similar changes being imposed by a governmental entity on the Plan or UnitedHealthcare; or, (iv) as otherwise permitted in our Administrative Service Agreement. The TPA reserves the right to adjust fees in the event of (i) any changes in federal, state or other applicable law or rules; (ii) changes in plan design required by the applicable regulatory authority (e.g. mandated benefits) or by the customer; or (iii) any taxes, surcharges, assessments or similar charges being imposed by a governmental entity on the plan or the TPA. To comply with the Department of Labor's (DOL) claims regulations, we encourage pre -notification of at least 60 calendar days prior to the effective date of this contract. In the event that a 60 -day notice is not feasible, the TPA does not guarantee, but will make every reasonable effort, to have new plan(s) programmed quickly so claims can be processed within the required DOL timelines. Fees proposed assume one billing, reporting, eligibility feed, stop loss and banking arrangement. Do not cancel in -force plan(s) and/or policy(ies) until final approval is received. The TPA is not bound by any typographical errors and/or omissions contained herein. Fees proposed assume Utilization Management and Complex Condition CARE services are provided through the TPA in order to access UnitedHealthcare Networks. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy Fees proposed are subject to change if a division, subsidiary or affiliated company is added or deleted from the plan, if the number of covered employees changes by fifteen percent (15%) or more; or if the average contract size, defined as the total number of enrolled Participants divided by the total number of enrolled Employees, varies by 15% or more from the assumed average contract size. Any new fee required by such change will be effective as of the date the changes occur, even if that date is retroactive. Claim reprocessing due to situations, such as retroactive benefit or eligibility changes, may require additional fees. The TPA will share raw claims and eligibility data, however, we reserve the right to exclude data elements deemed proprietary by our organization. The TPA renewal proposal requires the Cost Reduction and Savings Program. Additional fees will apply, should this program be carved out. The TPA provides an ERISA DOL appeals process. The TPA does not participate in Grievance Review Panel Hearings. The TPA requires that all qualified high -deductible plan designs meet federal regulatory requirements. Our coordination of benefits (COB) process will meet the requirements for Preservation COB processing. Administration of plans requiring integrated deductible and out of pocket to comply with the Essential Health Benefits provision of Health Care Reform, qualified high deductible health plan or the like, assumes the use of service providers (pharmacy benefits manager (PBM), dental, vision, etc.) that are currently integrated with the TPA. Utilizing these service providers may require additional fees. Please refer to your representative to identify integrated service providers. FSA fees: HCA assumes a minimum of 20% of medical employees participating; DCA assumes a minimum of 20% of the HCA population participating. Health reimbursement account assumes 20% participation rate. If multiple accounts can be administered on a single debit card, only one debit card fee is applicable. Care management bundled discount - fees assume all care management products listed on care management bundled discount line are selected. Discount will change if services selected change. The TPA does not administer statutory disability benefits. HSA trustees bill directly for HSA services. The TPA cannot support the drug data requirements for Medicare Part D subsidy submission of plans where the pharmacy claims are paid under the medical plan. We recommend these pharmacy benefits be provided by a pharmacy benefits manager. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGoypowy Customer Name: City Of Coppell Plan Effective Date: 10/1/2021 The TPA is offering a Wellness Credit of $5,000 for 10/1/2021 for implementing wellness initiatives. This credit can be used toward our Health & Wellness programs and related resources used to improve the health and well-being of your plan members. Conditions: Requires a three year initial agreement. Early termination is subject to the early termination penalty outlined below. Assumes an enrolled subscriber count within 15% of the quoted subscriber count of 362. Any unused credit dollars at the end of the specified term are forfeited by the group. Assumes an effective date of 10/1/2021. Reimbursement or payment will not be made directly to any person or vendor. Approved wellness credit expenses are credited to the ASO fees on the monthly bill. Early termination penalty": Termination on or prior to 101112022 = 100% of credit for 101112021; 67% of credit for 101112020; 33% of credit for 101112019 - penalty amount will not exceed actual amount credited as of the cancellation date. Wellness Program Guidelines The TPA recommends the following building blocks for establishing a successful wellness program that is specific to your organization's unique needs and overall goals: Visible senior -level support for wellness programming Programming tied directly to improving health or wellness within your member population Wellness initiatives supported by a communication program Environment supportive of healthy behaviors Collaboration with the strategic account executive (SAE) to incorporate initiative into a three-year strategic plan to maximize the effectiveness of the program Eligible Services for a Wellness Credit The following items are eligible services covered by a wellness credit: Wellness CARE - Clinical Health Risk Assessments (CHRA's) and CARE coaching Biometric screenings Real Appeal Ongoing Condition CARE Maternity CARE Incentives provided to encourage participation in wellness programs, for example gift cards for CHRA, biometric and/or Wellness CARE or Ongoing Condition CARE coaching completion. Biometric screenings using the TPA's preferred vendor or an external vendor Flu shots Onsite health fair services- osteoporosis screening, skin cancer screening, nutritional consulting/education, mobile mammography or cardiovascular screening Onsite health clinic preventive services Wellness related consultative services from physicians, licensed therapists, registered dieticians and other health care professionals Dedicated onsite health and wellness coordinator service (program management) Health and wellness onsite educational classes from an external vendor or speaker (i.e. stress management, ergonomics, nutrition, cooking demo, etc.) Onsite behavioral change classes: Weight Watchers, smoking cessation, anger management Smoking cessation programs and therapy (i.e. nicotine replacement therapy) Onsite exercise: Walking, pedometer program, stair climbing, water aerobics, swimming, cycling, aerobics, personal training, Exercise equipment: Gym equipment — onsite and offsite Relaxation: Massage chairs, massage therapy, yoga Lactation: Services associated with accommodating onsite mother's room — couch, table, lighting Executive physical exams Ergonomic equipment: Work stations, chairs, keyboards, back supports Online activity tracking and reward administration Example: Paying a health and wellness vendor to track employee participation. Reward would include a gift card or monthly activity fee paid. Other: Various incentives related to health and wellness that are provided to encourage participation in wellness programs Example: Entry fees to a wellness event (race), attire/gear for a wellness event, rental of equipment for wellness activity. The fees for generating out of company data extracts that are explicitly used to support wellness programs Printing expenses/materials for a health and wellness event: Costs directly related to the promotion of the eligible wellness program or service (printing expenses or required materials for event) Note: Contribution based incentives such as contributions to HSA and HRA are not covered under this program. The TPA account management will consult with the customer to develop a plan to use wellness credits. Expenses not listed above are subject to prior approval by the TPA. City Of Coppell Eff Date: 10/1/2021 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AIhm,dl U >'Iflu atoGolpowy COFFELL1 File ID: 2021-5918 Version: 1 File Name: 2021 Tru Services City of Coppell, Texas Master File Number: 2021-5918 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/20/2021 Final Action: Title: Consider approval of the renewal contract with Tru Services (Liberty Mutual) for medical group excess loss insurance in the amount of $409,479.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Memo - Tru Services Stop Loss Insurance.pdf, City of Coppell Renewal Complete Policy.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 2021-5918 Title Consider approval of the renewal contract with Tru Services (Liberty Mutual) for medical group excess loss insurance in the amount of $409,479.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: The funds for this contract have been budgeted in the City's Self Insurance Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5918) Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 rCOPPELL �r4I'll '14 MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Administration and Human Resources Through: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 28, 2021 Reference: Approval of the Purchase of Medical Stop Loss Insurance Introduction: The City's current health plan expenses performed well when compared to previous years. However, the Stop Loss Coverage, which is a fixed cost, is a very volatile annual expense that is determined based on extraordinary, unexpected Large Claims that are difficult to project. This is the case for most large, self-funded employers. The typical expected annual increase for this insurance coverage is +15% to +20% annually. The City's insurance committee is recommending the renewal of stop loss insurance with Tru Services, a Liberty Mutual company. Analysis: The renewal of -3.95% was received by the City and Holmes Murphy, which is below the market average increase of 15% to 20%. The original budgeted was for +20%. The expected annual premium for this coverage is $409,479 based on current headcount. Tru Services offer does not include lasers for the proposed plan year. The City's medical plan is self-insured plan, meaning that all claims incurred by employees and dependents are paid directly from the City's Medical Self -Insured Fund. The purchase of medical stop loss insurance protects the City's fund from paying catastrophic claims over a certain amount to better manage volatility from large claims which effects overall increases to the group overall, which is common for self-funded employers. Self-funded employers benefit by avoiding certain mandated benefits, fully insured taxes, and experience improved cash flow which saves the plan in costs vs. being fully insured. Legal Review: The medical stop loss insurance is a purchased insurance product that required no legal review. Fiscal Impact: The cost of the medical stop loss insurance is budgeted in the City's Medical Self Insurance Fund. Recommendation: The City Staff recommends approval of the renewal of medical stop loss insurance from Tru Services, a Liberty Mutual company. COFFELL1 File ID: 2021-5919 Version: 1 File Name: Tokio Marine City of Coppell, Texas Master File Number: 2021-5919 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/20/2021 Final Action: Title: Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine - HCC in the amount of $76,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Memo - Tokio Marine Insurance Organ Transplant Policy.pdf, Tokio Marine Renewal.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 2021-5919 Title Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine - HCC in the amount of $76,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: The funds for this item have been budgeted in the City's Self Insurance Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5919) Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 �1� If c' r Y gip, F COPPELL '41 MEMORANDUM To: Mayor and City Council From: Justin, Vaughn, Assistant Director of Administration and Human Resources Through: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 28, 2021 Reference: Approval of Organ Transplant Coverage Introduction: Please find the attached renewal proposal for Organ transplant coverage from Tokio Marine — HCC in the amount of $76,000 (a 0% increase over current year's cost). This proposal is for a fully insured policy to cover claims for organ transplants. This renewal is due to the presence of an active transplant that is expected to take place. Analysis: With few exceptions, most organ transplantation procedures are expensive and because of their high cost, the City of Coppell decided several years ago to carve out the transplant procedure from its self- insurance plan and purchase a fully insured plan as a separate policy. This decision helps protect the City's health plan from a catastrophic transplant claim while insuring the affected employee gets the treatment needed from a designated center of excellence for a set annual fee. If the City chooses not to purchase this fully insured product, all potential organ transplant claims would be paid out of the Self -Insurance Fund, the fund would be at great risk of potentially one or more catastrophic claims. Legal Review: This is a purchase of an insurance product and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City's Medical Self -Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the transplant renewal proposal as outlined above. COFFELL1 File ID: 2021-5920 Version: 1 File Name: Mutual of Omaha City of Coppell, Texas Master File Number: 2021-5920 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/20/2021 Final Action: Title: Consider approval of the renewal contract for the procurement of Life, Accidental Death and Dismemberment (AD&D), Short Term Disability and Long Term Disability (LTD) with Mutual of Omaha in the amount of $188,544.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Memo - Mutual of Omaha Life.pdf, Contingent on VTL Increase Renewal Life.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 2021-5920 Title Consider approval of the renewal contract for the procurement of Life, Accidental Death and Dismemberment (AD&D), Short Term Disability and Long Term Disability (LTD) with Mutual of Omaha in the amount of $188,544.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: Staff recommends approval. Staff Recommendation: The funds for this contract have been budgeted in the City's Self Insurance Fund. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5920) Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 rCOPPELL �r4I'll '14 MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Administration and Human Resources Through: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 28, 2021 Reference: Life, Accidental Death & Dismemberment, Short -Term Disability Insurance, Long - Term Disability Insurance Coverage Introduction: Please find the attached proposal for Life, Accidental Death and Dismemberment (AD&D) Short - Term Disability (STD), and Long -Term Disability (LTD) Insurance from Mutual of Omaha. The estimated annual cost of this renewal is $188,544 for the City paid portion of the products in the plan. Mutual of Omaha is offering a rate pass on Basic AD&D, Voluntary Life and AD&D, and STD coverage. They are offering a slight increase on both Basic Life and LTD which are both employer -paid benefits. Analysis: These plans cover employees, and in certain instances dependents, for loss of life, limbs, and disability while covered under this plan. The increase for the Basic Life Coverage is a result of a decrease in overall lives covered and an increase of individuals in the population over age 50 compared to prior years. The increase on LTD coverage is a result of plan utilization over the past year. Legal Review: This is a purchase of an insurance product and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City's Insurance Fund. Recommendation: The Insurance Committee recommends the Mayor and City Council approval of the Mutual of Omaha Life/AD&D/Short-Term Disability/Long-Term Disability proposal as outlined above. Renewal Information and Exhibits Prepared For: City of Coppell Group ID: GOOOBLBT Renewal Effective Date: October 1, 2021 Generated on: July 20, 2021 Mutual of Omaha - Confidential Thank you for choosing Mutual of Omaha Insurance Company or one of its affiliates, as City of Coppell's benefits provider. It has been our pleasure to provide City of Coppell with group benefits and services that are unique to its needs. We are committed to providing unparalleled service that will meet the needs of our customers. Each renewal period, we analyze current benefit and rate structures to determine the appropriate rates for continued group insurance protection for your valued employees. This process includes recalculation of the premium rates to reflect factors like: • Plan features • Demographics • Experience • Any adjustments to our underlying rate structure Based on our review, please find below the renewal rates for City of Coppell's benefit plans. We appreciate your business and look forward to the continued opportunity to meet your group insurance needs. Renewal Contact Information April Bucek Renewal Executive Dallas Group Office April.Bucek@mutualofomaha.com CITY OF COPPELL LIFE AND AD&D Rate Guarantee Period - October 1, 2021 to October 1, 2023 Additional Value Added Services Included - Employee Assistance Program (EAP), Travel Assistance/Identity Theft Assistance Life Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $3,220.38 $3,757.11 $536.73 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives IVolume Current Rate Renewal Rate 369 $53,672,950 $0.060 $0.070 X1:1 Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $1,019.79 $1,019.79 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives I Volume Current Rate Renewal Rate 369 $53,672,950 $0.019 $0.019 CITY OF COPPELL VOLUNTARY LIFE AND AD&D Rate Guarantee Period - October 1, 2021 to October 1, 2023 Voluntary Life Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $17,984.03 $19,419.62 $1,435.59 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Age of Employee Lives Volume Current Rate Renewal Rate Less than 24 5 $910,000 $0.068 $0.073 $0.073 8 25-29 31 $4,000,000 $0.081 13 $0.087 $0.086 30-34 42 $7,040,000 $0.086 $0.107 $0.093 40-44 35-39 39 $7,990,000 $0.107 45-49 $0.116 $605,000 40-44 53 $11,270,000 $0.142 $585,000 $0.153 $0.373 45-49 39 $8,410,000 $0.212 $0.633 $0.229 50-54 33 $8,290,000 $0.345 $0.373 55-59 21 $3,700,000 $0.586 $0.633 60-64 21 $4,860,000 $0.928 $1.002 65-69 7 $884,000 $1.536 $1.659 70-74 2 $165,000 $2.668 $2.881 75-79 0 $0 $4.440 $4.795 80-84 0 $0 $7.264 $7.845 85-89 0 $0 $7.264 $7.845 90-100 0 $0 $7.264 $7.845 Spouse Rate Basis - per $1,000 Age of Employee Lives Volume Current Rate Renewal Rate Less than 24 1 $25,000 $0.068 $0.073 25-29 8 $130,000 $0.081 $0.087 30-34 13 $280,000 $0.086 $0.093 35-39 16 $605,000 $0.107 $0.116 40-44 27 $1,535,000 $0.142 $0.153 45-49 15 $605,000 $0.212 $0.229 50-54 13 $585,000 $0.345 $0.373 55-59 12 $395,000 $0.586 $0.633 60-64 10 $395,000 $0.928 $1.002 65-69 2 $35,750 $1.536 $1.659 70-74 1 $25,000 $2.668 $2.881 75-79 0 $0 $4.440 $4.795 80-84 0 $0 $7.264 $7.845 85-89 0 $0 $7.264 $7.845 90-100 0 $0 $7.264 $7.845 Child(ren) Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 72 $650,000 $0.076 $0.076 Voluntary AD&D Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $1,134.16 $1,134.16 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives I Volume Current Rate Renewal Rate 293 $57,519,000 $0.018 $0.018 Spouse Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 118 $4,615,750 $0.02 $0.02 Child(ren) Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 72 $650,000 $0.010 $0.010 CITY OF COPPELL SHORT-TERM DISABILITY Rate Guarantee Period - October 1, 2021 to October 1, 2023 STD Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $5,302.88 $5,302.88 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $10 of Total Weekly Benefit Lives IVolume Current Rate Renewal Rate 369 $311,934 $0.17 $0.17 CITY OF COPPELL LONG-TERM DISABILITY Rate Guarantee Period - October 1, 2021 to October 1, 2023 LTD Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $4,956.41 $5,632.28 $675.87 Class Description All Eligible Employees Employee Rate Basis - per $100 of Monthly Covered Payroll Lives IVolume Current Rate Renewal Rate 369 $2,252,913 $0.22 $0.25 COFFELL1 File ID: 2021-5921 Version: 1 File Name: Holmes & Murphy City of Coppell, Texas Master File Number: 2021-5921 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/20/2021 Final Action: Title: Consider approval of Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Memo - Holmes Murphy Renewal.pdf, Holmes Murphy -Scope of Services.pdf, Holmes Murphy and Associates Professional Services Agreement.pdf Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5921 Title Consider approval of Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 21-22; and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: The funds for this contract have been budgeted in the City's Self Insurance Fund. Staff Recommendation: Staff recommends approval. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5921) Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Administration and Human Resources Through: Vivyon V. Bowman, Director of Administration and Human Resources Date: September 28, 2021 Reference: Approval of Benefits Consulting Services Contract Introduction: Consider approval of Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: Holmes Murphy provides benefit consulting services to the City for all of its Health & Welfare plans. The services performed include strategic advice, benefit plan design consulting, contract and renewal negotiation, vendor recommendations, actuarial and budget support, and communication and open enrollment support. The renewal increase is +0% over current fiscal year costs. Legal Review: This is a purchase of consulting services, and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City's Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the Holmes Murphy and Associates renewal proposal as outlined above. Ill iiiir �� Serviiices Can bract Addendurn Our goal is to become City of Coppell's uiuiimmt °viinii��(s ecll m��Asuklle acllMuGso ir. We will do everything possible to make your job easier while we provide the highest level of customer service. We have summarized the primary service areas available to City of Coppell. It is important to ensure each component is integrated so that we best position City of Coppell benefits program. Strategic Planning - your experience in consulting with clients in redesigning and implementing their benefits programs. Whether you have identified the problem areas associated with your employee benefit programs or you need a proven process to flesh them out, our teams have been trained to follow a strategic consulting process that has been refined after thousands of client implementations. The Holmes Murphy Consulting Process We have learned from experience that every organization's industry, people and culture is unique. So your company's employee benefit programs should not be cookie -cutter either. But before a strategic plan can be developed, we follow a proven process to yield the best results. One of the first things our client service team does after we are engaged is to schedule a client kick-off meeting. This enables our team to guide our clients through the following stages: Stage I: Onboarding Better known as the "getting to know you" stage. Before we know where we want to take you, we have to understand how you got where you are. The onboarding stage involves a quick ramp - up where we gather material directly from your service providers and a materials checklist we will send directly to you. (We'll be asking for things like an employee census and benefit communications). Stage II: Discovery and Diagnosis While we are collecting and beginning to analyze this data, we will be asking questions throughout the consulting process. During the onboarding process, The information on this page is proprietary. Please do not copy or distribute to others. data is transformed into information that enables our teams to develop cost projections, utilization analysis and benchmarking with peers in your industry to determine the outliers in your plans. This information along with an informational interviewing process called Core Beliefs; enable our teams to transition to Stage III with a thorough understanding of where we should go next. We have attached a sample Core Belief's report in the Appendix. Stage III: Strategic Planning This stage is where we align the strategic priorities of your organization with the short and long-term goals for your employee benefit programs. If you did not have a clearly articulated benefit's philosophy when we started, you will have one after we complete this process. After various options are considered, a multi-year plan design will begin to emerge that will have the approval and endorsement of the company's leadership team. This phase involves creative benefits design, actuarial and underwriting projections, contribution modeling and budget impact analysis. Stage IV: Implementation and Execution General George Patton said "a good plan implemented today is better than a perfect plan implemented tomorrow". After a multi-year strategic plan has been developed, HMA knows that putting our ideas into action is just as important as having developed the right road map for your organization. HMA will utilize our project management and timeline to implementation tools to identify who has responsibility among our service providers, HMA and client teams for doing what task by what date. Adhering to these milestones enables all parties to measure our progress toward open enrollment and effective date adherence that yields a positive user experience. Stage V: Accountability and Engagement Purchasing employee benefits that yield the greatest value at the most attractive unit costs can be of high importance to clients seeking short-term savings, but creating accountability and engagement among plan beneficiaries is what will flatten trend for years to come. One of the greatest differentiators between HMA and our competitors is the ability to help our clients deploy innovative programs that continue to move the needle after we have picked the low hanging fruit. By deploying proven programs that lead to greater consumer advocacy, transparency and accountability, we help our clients target the inefficiencies in our care delivery in a way that transforms a company's culture, health and productivity. Stage VI: Measurement and Reporting We would not be able to continue working with our clients unless we could demonstrate the value of our relationship. This is why we have made investments in financial reporting, utilization and data warehousing systems that enable our account teams to validate whether prescriptive plan changes are making an impact. Whether we are measuring for client satisfaction through surveys or monitoring a "continuously enrolled" population for a clinical intervention program, we share outcomes with our clients to determine the value of change brought about through our involvement in a transparent and collaborative manner. 2 Whether we end up deploying value -based health programs, narrow or onsite care delivery systems, greater tax savings accounts through consumer -directed programs or clinical accountability programs, HMA has the resources under our roof to transition through every stage of the process and bring greater value for our clients with industry leading satisfaction. Competitive Marketing and Placement of Plans — assisting with the development of marketing specifications, identification of market conditions, evaluation of proposals, negotiations and placement of insurance contracts, including Private Exchanges. Our goal in the RFP process is to ensure that the selected vendors match the cultural and business needs for your organization. We streamline the review process by developing models that weigh the carrier responses and create a score in each area based on what is most important to City of Coppell. By doing this, we simplify the process for the benefits team and spend time evaluating the best fit, instead of pouring through hundreds of pages of RFP responses. Holmes Murphy has established rigorous selection criteria for potential vendors and will recommend a selection after following these steps: Holmes Murphy uses this same level of commitment and expertise to the evaluation of private exchanges. We have created a private exchange team whose sole responsibility is to understand and evaluate the value propositions of the various exchanges. While we offer a proprietary Holmes Murphy exchange solution, we understand that no single exchange model will be an ideal fit for all employers. Our team will bring an unbiased and transparent Information Gathering: This phase will include obtaining any missing or outdated Step 1 information, acquiring historical claims and employee census data, and reviewing current Summary Plan Descriptions. Develop RFP Specifications: This phase will include drafting of the actual RFP document and defining desired vendor service, network and pricing criteria. We will Step 2 discuss all selection criteria at this point and make any changes and customizations that are needed. The next step is to send the selection criteria to the vendors and receive their submitted proposals. Vendor Negotiation and Selection: Once the proposals are received, they are then evaluated and scored. This helps develop a report for the finalist selection. As we Step 3 negotiate with vendors, we will also examine your loss history, establish the necessary types of coverage consistent with your risk tolerance, choose vendors that provide superior service, and adopt the optimal funding mechanisms for your specific needs. Implementation & Execution: Holmes Murphy will work with the benefits team and Step 4 your selected vendor to successfully implement the vendor and plans selected. We will also assist you in creating customized communication pieces to explain the plan to employees. Ongoing Management: After the effective date we will continue to monitor the plan Step 5 to ensure the vendor and selected plans are meeting the performance requirements set forth during the RFP process. Holmes Murphy uses this same level of commitment and expertise to the evaluation of private exchanges. We have created a private exchange team whose sole responsibility is to understand and evaluate the value propositions of the various exchanges. While we offer a proprietary Holmes Murphy exchange solution, we understand that no single exchange model will be an ideal fit for all employers. Our team will bring an unbiased and transparent evaluation process to the table to assist City of Coppell. We look forward to discussing whether a defined contribution approach makes sense for City of Coppell during our Core Beliefs session. Clinical Wellness and Disease Prevention We will assist the City of Coppell develop a strategy for clinical wellness and disease prevention for your population. We will work to understand Coppell specific cluster of risks know as Metabolic Syndrome (Mets). We'll do this by collecting data from Health Risk Assessments, Biometrics, and Claims. We will then recommend an intervention program to proactively identify at -risk plan participants and address risk factors that can lead to the majority of claim dollars spent. Along the way we'll work with Coppell to design the right incentive and communication plan to gain member engagement. Much of this work will begin Stages III & IV after we complete our Discovery and Due Diligence process. M Industry Trends and Emeraina Issues — timely information on trends in the benefits industry and emerging benefit issues. Holmes Murphy has a unique approach to our interaction with the carrier community and views it as a true business partnership. Because of this, we continually meet with their sales teams, underwriters, actuaries and lobbyists to better understand what is trending in the marketplace. In addition, we continually meet with our clients and internally with our account teams to discuss best practice and market responses to emerging benefit issues. We are very active in the benefits community both locally in Dallas and nationally in Washington D.C., which allows us to keep a pulse of what is happening in the benefit marketplace. To share this information with your team, we have found one method to be most impactful .. we meet. Generally, we have ongoing and frequent operations meetings (weekly, bi-monthly or monthly) to discuss pending questions, current issues or concerns, vendor management, project plan reviews, compliance, and other items. For Coppell we will plan to meet Monthly and more as issues arise. During plan implementations, RFP analyses and open enrollment planning, these meetings may be more frequent. At the beginning of each year, we will discuss expected projects and strategic direction. Based on that discussion, Holmes Murphy will prepare a schedule of strategy -focused meetings throughout the year focused on trends and emerging issues within your plans. Day -to -Day Administrative Support — basic services you can expect from your consulting team. Some of the general day-to-day resources you can expect from your Holmes Murphy account team include the following: • Coordinate all Holmes Murphy activities relating to the employee benefits program • Communicate with human resources or benefits personnel regarding benefits program issues • Provide plan design consultation, benefit analysis, network disruption analysis, and cost analysis • Review and implement complete cost containment procedures, where applicable • Conduct meetings with management or benefits personnel, at agreed upon regular intervals • Provide compliance support and guidance • Conduct periodic review of market trends to ensure plan compliance • Create custom employee communications • Provide resources for COBRA, HIPAA, HIPAA Privacy, Section 125, and FMLA questions • Provide resources for provider questions or issues • Act as a resource for hardship provisions or late entrants • Ensure implementation of policy changes with vendors • Obtain renewals and compile renewal analysis with plan changes and plan alternatives • Update benefit comparisons and review renewal contracts for accuracy • Act as a resource for difficult claim situations • Provide ongoing compliance assistance with state and federal mandates Also part of the core service team, Holmes Murphy offers a Benefit Coordinator, an in-house dedicated advocate to field benefits questions. The Benefit Coordinator provides HR with an additional level of administration assistance. Clients who utilize the Benefit Coordinator as designed will experience a reduction in the number of general benefits inquiries from their employees. The Benefit Coordinator assists with routine tasks like ordering new ID cards, claims issues, availability of benefits, qualifying events, or even how HSA and HRA plans work and what their maximum annual HSA contribution can be. Vendor Manaaement — assisting with management of benefits vendors. We view vendors as partners necessary for delivering a simple and effective employee benefits experience for your most valued asset, the Partners and Associates of City of Coppell. In fact, Holmes Murphy has an internal "Carrier Relations" committee to ensure that our relationships are strong and connected. In addition, we prefer to communicate the strategic plan to the vendors. This allows them to bring innovative solutions to our attention that may meet the needs of our customers. In the end, our goal is to help the vendor be successful in their relationship with you. This approach helps us to achieve the best level of resources and solutions for our customers. Specifically, Holmes Murphy will act on City of Coppell's behalf to negotiate the best balance of cost and services. We will monitor performance guarantees, ongoing reporting requirements, manage service issues, and drive to problem resolution. In addition, we leverage the data gathered by our service team to identify issues, negotiate fees and guarantees during the renewal/RFP process, and improve vendor performance. Benchmarkina — tools and resources offered to assist with benchmarking. Holmes Murphy will utilize a combination of national information and custom benchmarking surveys to help identify your competitive positioning. We have experience with all the major data warehouse systems, including Ingenix, Medstat, and IBM Watson which include granular benchmarking information at detailed levels. In addition, we often conduct industry -specific surveys for our clients. We will enjoy supporting you in any specific survey initiatives you might have, including focused surveys of other groups or employees of City of Coppell. We will use the existing Coppell claims data, plan performance, and plan design and benchmark to peers, other employers, normative benchmarks, and best -practice Plans. From that information we will provide a gap analysis of the Coppell plan performance, costs, and plan design to the appropriate benchmark. The gaps represent opportunities for improvement. We will value each gaps and provide recommendations. Cost Proiections - the process for projecting plan cost and assisting clients with their budgeting requirements. Our actuarial team has created a proprietary budget model that is customized for each of our clients. It reflects actual budget, plan design, claims experience and employee contributions to help create real time change impact on the projected budget. Administration fees, migration assumptions, legislative impacts and overall trend factors are all variables within the model. 0 This model, as with any of our other proprietary tools, can be reviewed in a live demo by City of Coppell at any time. Financial Reaortina and Analysis — experience reporting, underwriting, ongoing management assistance, including regular supervision of claims activity reports from carriers. Holmes Murphy has developed a proprietary financial reporting system that generates a consolidated summary of historical losses and trends customized for City of Coppell. Our experience reporting package includes specific exhibits to highlight large loss claims, stop loss reimbursements, lag reports for medical/rx and dental experience, aggregate stop loss tracking, annual budget to actual reporting, and future trend projections and utilization studies. The following is an example of three different types of reporting and analysis we can provide: Key Indicator Reporting Holmes Murphy's Analytics Department developed a proprietary SilRe:,miii t (MFSR), a monthly snapshot of how the plan is performing financially and administratively against predetermined targets. Vendor reports are loaded into a database each month and a user-friendly report including comparisons to budget along with graphs and charts is produced. This type of reporting brings critical management information to the surface, making business and strategy decision making more effective. The MFSR allows us to closely monitor the actual performance of the plan and identify any potential discrepancies for City of Coppell. We will be able to send this report to City of Coppell on a uiuii�(�,ui�7I°t[°I7�Ily Ill��asiiws or less frequently, if you prefer. We believe that by taking a proactive approach, we can identify potential trends early and recommend necessary actions before the next budget cycle. Cost Driver Analysis Our primary role in reporting and analysis is to Illl;�iii iiIiii,7IIg fif to veiii�7IIcIII(p,iii clllat,a, integrating ll)eiiI7Icll�7IuiuiivaIIIII uiu11,I g aiir�7IIC11l g(Str1s, St�t�ig(cllluwes, to support strategic planning and decision making. It should not be your job to sort through potentially hundreds of pages of reports to identify trends. We will provide the analysis of iiIiii�7IItegiii ate ll veii,�IIclk ,ir cllla° a, including medical, pharmacy, dental, and disability. The end result is a meaningful summary of the information providing clear answers. Integrated with our financial reporting activities, we will actively review theiiie:l�(„,i[ts for trends in healthcare services, so that you know not only what your costs have been, but also where they are coming from and why. We will also work with the City's Clinic to analyze the cost/benefit of the Clinic's impact on the health plan expenses. The Cost Driver Analysis is completed on an annual basis and is utilized as a starter to the strategic planning process. City of Coppell's Cost Driver Analysis will be customized to meet your needs, to monitor vendor performance, and to recommend and model specific program strategies. Through the Cost Driver, our goal is to identify the plan strategies that will add the greatest value to your benefit program and to your employees. 7 Plan Efficiency Analysis In concert with the Cost Driver Analysis, Holmes Murphy uses an analytical method that we refer to as Plan Efficiency to measure the financial performance of City of Coppell's medical benefit programs. This method allows us to measure network and plan design performance and to Ill ��e cII[°I7 11111 a iii ymur e fI iii dI e iii �wjsi iii rate to t Ill,�IIe �mt ur1s On an on-going basis, we will expand our Plan Efficiency Analysis program to monitor vendor performance and to model specific program strategies, such as vendor modifications or plan design changes. The end result of the analytical process will not only offer observations of what is happening, but will also include recommendations and solutions that could be implemented to influence future outcomes. Employee Contributions and Plan Design Modelina — assisting with establishing employee contributions to meet firm objectives. We utilize a Mii,7II eiii actu4ve Illg(clllget riii( ,c,16liIii,�IIg to6referenced above which will assist City of Coppell in making decisions based on your strategic plan. Our interactive budget modeling tool incorporates all aspects of a benefit plan: annual budget, plan design components and participant contributions. We will identify areas within the plan design that have the potential to create selection issues. We are able to uiuii�eas�ii ure coiriiiiulll,�IVee Illi; iii g(clllget. iiriiiiilll:,act to enable the City of Coppell team to make efficient and effective decisions for the strategic direction of your plan and budget. Holmes Murphy will also enlist the support of our healthcare and data management analysts to actively review the clinical utilization reports for trends in healthcare services. Integrated with our financial reporting activities, we will provide meaningful answers to what the utilization drivers are at the root level. In addition, we will continuously work to identify the strategies that will have the greatest impact on utilization including plan design, contribution and condition management programs. Whether City of Coppell adopts an incentive, disincentive, contributory or outcomes based approach to health plan management, our team is able to model the anticipated budgetary impact and migration assumptions. Annual Reporting Reauirements — assist in meeting annual reporting deadlines. Each Holmes Murphy client team keeps an annual project plan document to monitor dates and keep a status log of ongoing projects. There is a section included that tracks and monitors all annual reporting deadlines. As part of this process, the account team works in tandem with our communication teams to ensure that all reporting deadlines are met and those that require employee -facing notices are sent in advance of required deadlines. Plan Audits We will assist the City in audits of vendor performance, performance guarantees, compliance deficiencies, contact provisions, and pharmacy rebates. We will conduct audits at the direction of the City's HR or Internal Audit team. Proiect Management Process Currently this process is a manual process with Excel worksheets to manage the annual work plan and timelines, and daily service log. However, we are moving to Microsoft SharePoint in the near future. CanmunIta uIn Illi We understand the communication challenges of a diverse workforce. And, we understand the budget constraints that most companies face today when it comes to communicating with employees about their benefits. This is why our communication team has included for City of Coppell a library of materials to support annual enrollment activities within our scope of service offering. The following communications have been included in our pricing: • Change/enrollment announcement email • Enrollment poster • Change/enrollment newsletter • Executive letter or cover letter announcing changes • Benefits enrollment guide • Required notices (Medicare Part D, CHIP, Special Enrollment Rights, Newborn and Mothers Health Protection, etc.) • Employee meeting presentation Within our scope of services, we will modify these to include your plan provisions, logo, image preferences, and color preferences. Many of our clients choose this approach for its combination of efficiency and low cost. A number of our clients need and prefer a more customized, deeply integrated employee communication approach that includes messages outside of enrollment (health improvement, wellness, benefits resources, new hire orientation, other languages, etc.) and a broader array of electronic, print, and interpersonal media. These unique, custom communication services are available outside the scope of services and fees we have documented here. Most custom employee communication projects require some outside supplier services, such as graphic design, translation, web design or programming, stock image purchases, printing, shipping, postage, or A/V production (videography, studio time, voiceover work, reproduction, etc.). These services are not included in our scope of services. Upon request, we can obtain bids from outside suppliers as needed. When our clients engage Holmes Murphy to coordinate these outside supplier services on their behalf, we charge a separate production coordination fee of 10% of the total outside supplier fees. In the broader health and welfare arena, effective communication aligns your efforts with your participants' needs, increasing their perceived value of your programs. Communication (or lack 0 of it) can make or break the return on investment for these programs. One of our challenges is to help you shape your participants' behaviors toward a better bottom line. This means bridging the gap between organizational goals and employee perceptions. We start with several premises: • Perceptions are reality. • Participants have one thing in common: they are all different. • Participants' needs change as they pass through various life stages. Holmes Murphy will assist in developing a wide variety of employee communication and related tools. We have included a premium Benefits Communications Package for City of Coppell that includes the following: Benefits Enrollment Guide, Benefits Updates, and Benefits at a Glance, Open Enrollment Presentation, Postcard mailer, Poster, and Special Notices. (-, Yaq Ear 10 mu IIID ��Z IIID IIID IIID IIID IIIDc IIS Prior to the passage of the Affordable Care Act (ACA), Holmes Murphy proactively formed a multi -disciplinary team to respond to the ongoing challenges our clients would face. This team continues to interpret and guide our clients and account teams with members represented from our Compliance, Actuarial, Communications, and Clinical support groups. This national advisory group is led by Ed Oleksiak, J.D., M.B.A. Ed was recently asked to serve on the National Association of Health Underwriter's (NAHU's) National Legislative Council as Vice Chair for this next legislative session and has agreed to serve as the Chairman of the Council after his Vice Chair term. The ACA has many complex requirements for employers and health plans. Many employers are starting to focus more attention on the ACA's rules and, as a result, have more questions than ever. Holmes Murphy has prepared a Health Care Reform Toolkit that will serve as a one-stop guide for upcoming health care reform concerns. It is designed to help you address health care reform issues, topic -by -topic, step-by-step. Each section of the toolkit focuses on a single subject and includes: • An executive summary; • An action checklist to help you take the appropriate actions to achieve compliance; and • A list of supporting documents that Holmes Murphy & Associates can provide upon request. As new regulations and guidance are released, the Health Care Reform Toolkit will continue to expand and be updated. A copy of the Toolkit and associated short and long-term impact studies have been included in the Appendix. Holmes Murphy monitors regulatory and legislative developments in three primary ways: • Internal compliance department provides overall guidance regarding current and proposed regulatory activities. • Webinars, conference calls, electronic resources, and ongoing communications via email with our clients, including compliance alerts and other guidance documents. We will send these to you actively and will schedule sessions to review the information with you as necessary. • Through our relationship with outside services like Thompson Reuters, National Association of Health Underwriters, and health carrier and legislative councils. 11 Holmes Murphy has regular internal communications that are distributed via e-mail as well as monthly meetings where we share information on pending and new legislation. As mentioned above, we also have access to the EBIA Checkpoint system which offers as a large resource for many compliance and ACA related questions. In addition to the regular day-to-day interactions you will have with Holmes Murphy, we regularly deliver several items to help your team stay up-to-date with benefit news, trends, and compliance information. These services include: • A weekly electronic newsletter, alternating with BenefitsAlertone week and Compliance Alert the next. • Legislative Updates, which go into further detail on important benefit -related compliance issues for employers. • Video updates from our Compliance team which highlight areas of particular concern to our clients. • Periodic webinars or on-site seminars on timely topics. Holmes Murphy updates our clients with regular �flVeiirts and other guidance documents. We will send these to you actively and will schedule sessions to review the information with you as necessary. We disseminate this information by reg�iiaiiiw°. tiriii1dly, g((l,�cclates prepared by both our internal compliance team, as well as bulletins prepared by third -party sources. Holmes Murphy has significant expertise in educating health plan participants about health & welfare benefits, from enrollment materials to consumerism tools, rising costs, wellness and health care reform. Since March 2010, we have been heavily focused on educating employers, plan sponsors, and prospective plan participants about the impact of health care reform. As part of this focus, our team created a series of written communications addressing key messages on various elements of the law including: • Ten things You Don't Know About Health Care Reform • Health Care Law Overview • What the Health Care Law Means to Us • New Fees and Taxes • Subsidies 101 • Your 2020 Coverage Options • Tins to Help You Choose • Preparing for 2020 12 IIID Insa bbn Compensation: There are three options for compensation to Holmes Murphy. Our proposed fee is $105,000 annually. This number includes all items covered in the scope of services. Option 1: Fee only — net all commissions out of products and Holmes Murphy would invoice City of Coppell $8,750 per month. If HMA receives any indirect commissions paid to us due to carrier commissions built into their products, we are committed to disclosing to the City, and where possible will offset our fixed fee, or provide additional services to the City. Option 2: Commission only — Apply typical schedule of commissions to each product. We would adjust commission percentages appropriately if the typical range produces any excess over the target of $105,000. Option 3: Combination — when a fee and commission combination is used, we would typically apply a Per Employee Per Month (PEPM) charge for the medical and a separate PEPM for the dental, and leave a mutually agree upon commission percentage in the other ancillary lines of coverage. Each method has pros and cons, but we are agnostic as to the method our customers prefer. Third party vendors that could be used by City of Coppell with the assistance of Holmes Murphy will have charges for the actual service performed. This list includes the majority of these types of service, but may not be exhaustive as new services may become available over time • COBRA Administration • FMLA Administration • Biometric Testing • Metabolic Syndrome program • 6055 & 6056 reporting • Benefit enrollment technology • Telemedicine • Transparency tool • FSA Administration • HSA Administration • Data warehousing and mining technology • Tobacco Testing • Select Ad hoc Wellness Reporting 13 Please see pricing below for the Third Party vendors/services that the City has requested quotes for at time which are separate from the above monthly consulting: COBRA Services $0.50 to $1.50 Per Employee Per Month (varies by vendor) Naturally Slim $385 Per Participant Alight $5.00 Per Employee Per Month Responder Health $3.50 Per First Responder Per Month Please let us know if you have any questions. Sincerely, David Gibson, CEBS Vice President Cc: Sean Sendelbach 14 'T m C I T Y e 0 Professional Services Agreement THE STATE OF TEXAS) DALLAS COUNTY OF TEXAS) This contract is made and entered into by and between the CITY OF COPPELL, a home rule municipal corporation, of Dallas County, Texas, (hereinafter referred to as "CITY") and Holmes Murphy and Associates having a principal place of business at 12712 Park Central Drive, Suite 100 Dallas, TX 75251, (hereinafter referred to as "CONTRACTOR"). 1. PURPOSE The purpose of this Contract is to state the terms and conditions under which CONTRACTOR shall provide Employee Benefit Consultant Services. 2. DESCRIPTION OF SERVICES CONTRACTOR'S services hereunder shall include, but shall not be limited to, the following A. CONTRACTOR shall perform all the services as set forth and agreed to by the CITY attached hereto as Exhibit "A" inclusive of agreed to Contractor's fees for Required Services, both of which are made a part of this Contract for all purposes; should there be any future conflict between the terms of the Required Services and rates for the Required Services as provided by the Contractor, the agreed to terms of this Contract shall be final and binding. B. CONTRACTOR shall work closely with the Director of Administration/Human Resources or his/her designee (hereinafter referred to as "City Staff' and appropriate CITY officials) and perform any and all related tasks required by City Staff in order to fulfill the purposes of this Contract. C. CONTRACTOR shall deliver all data, reports and documents which result from its services to City Staff in such form as is satisfactory to the City Staff. D. CONTRACTOR shall work through the appropriate City Staff to obtain all pricing and proposals by means that comply with State and Federal Laws. I 3. PERFORMANCE OF SERVICES CONTRACTOR and its employees or associates shall perform all the services under the Contract. CONTRACTOR agrees to assign David Gibson as their primary representative for providing services as set out in this contract and represent that all its other employees or associates who perform services under the Contract shall be fully qualified and competent to perform the service described in Section 2. 4. TERM The term of this Contract shall begin on November 1, 2015 and shall be considered for renewal on November 1st of each subsequent year subject to City Staff recommendation and City Council approval. CONTRACTOR understands and agrees that time is of the essence. All services, written reports, and other data are to be completed and delivered to CITY by agreed upon dates and times within the contract period unless an extension of time, based upon good reasons presented by CONTRACTOR, is approved by City Staff. 5. PAYMENT FOR SERVICES In consideration of the professional services to be performed by CONTRACTOR under the terms of the Contract, CITY shall pay CONTRACTOR for services actually performed as set out in the Compensation Section (IX) option 1 of the Scope of Services as defined in Exhibit "A" unless other conditions necessitate additional services, which must be authorized in advance by the City Manager or designee. CONTRACTOR'S charges for its services are not to exceed similar charges of CONTRACTOR for comparable services to other customers. Payments to CONTRACTOR shall be in the amount shown by the billings and other documentation submitted and shall be subject to City Staff s approval. All services shall be performed to the satisfaction of City Staff, and CITY shall not be liable for any payment under this Contract for services which are unsatisfactory and which have not been approved by City Staff. 6. CHANGE IN SERVICES CITY through its City Staff may request, from time to time, changes in the scope or focus of the activities and services conducted or to be conducted by CONTRACTOR pursuant to the Contract. Any such change which varies significantly from the scope of services set out in Section 2 and would entail a significant increase in cost or expense to CONTRACTOR shall be mutually agreed on by CONTRACTOR and the City Staff. Changes in the scope, which in the opinion of CONTRACTOR and the City Staff would require additional funding by CITY, must first be authorized in advance by the City Manager, his designee and/or City Council (if applicable). 7. CONFIDENTIAL WORK No reports, information, project evaluation, project designs, data or any other documentation developed by, given to, prepared by or assembled by CONTRACTOR under this Contract shall be disclosed or made available to any individual or organization by CONTRACTOR without the express prior written approval of the City Manager. 2 8. OWNERSHIP OF DOCUMENTS Upon acceptance or approval by CITY, all reports, information and other data, given to, prepared or assembled by CONTRACTOR UNDER THIS Contract, and any other related documents or items shall become the sole property of CITY and shall be delivered to CITY upon request or at the termination of this professional services agreement. CONTRACTOR may make copies of any and all documents for its files. 9. CONTRACTOR'S LIABILITY Approval of CITY shall not constitute nor be deemed a release of the responsibility and liability of CONTRACTOR, its employees, agents or associates for the accuracy and competency for their designs, reports, information, and other documents or services nor shall approval be deemed to be the assumption of such responsibility by CITY for any defect, error or omission in the documents prepared by CONTRACTOR, its employees, agents or associates. 10. INDEMNITY CONTRACTOR shall defend, indemnify, and hold CITY whole and harmless against any and all claims for damages, costs, and expenses to persons or property that may arise out of, or be occasioned by or from any negligent act, error or omission of CONTRACTOR or any agent, servant, or employee of CONTRACTOR in the execution or performance of this Contractual Agreement. 11. INSURANCE A. CONTRACTOR shall during the term hereof maintain in full force and effect the following insurance: (i) a comprehensive general liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to the CONSULTANT's performance of services pursuant to this Agreement with a minimum combined single limit of not less than $1,000,000.00 per occurrence and $2,000,000 in the aggregate for injury to persons (including death), and for property damage; (ii) A policy of automobile liability insurance covering any vehicles owned and/or operated by CONSULTANT, its officers, agents, and employees, and used in the performance of this Agreement with policy limits of not less than $1,000,000.00 combined single limit and aggregate for bodily injury and property damage; (iii) statutory Worker's Compensation Insurance at the statutory limits and Employers Liability covering all of CONSULTANT's employees involved in the provision of services under this Agreement with policy limit of not less than $1,000,000.00; and 3 (iv) Professional Liability/Errors and Omissions coverage covering negligent acts, errors and omissions in the performance of professional services with policy limit of not less than $1,000,000.00. B. All insurance and certificate(s) of insurance shall contain the following provisions: (1) name CITY as additional insured as to all applicable coverage with the exception of Workers Compensation Insurance and Professional Liability/Errors and Omissions coverage; and (2) provide for at least thirty (30) days prior written notice to CITY for cancellation or non -renewal of the insurance; (3) provide for a waiver of subrogation against CITY for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance, except for Professional Liability/Errors and Omissions coverage. CONSULTANT shall provide written notice to CITY of any material change of or to the insurance required herein. C . All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least "A" by AM Best or other equivalent rating service. D. A certificate of insurance evidencing the required insurance and all endorsements shall be submitted prior to commencement of services. 12. RIGHT OF REVIEW CITY may review any and all of the services performed by CONTRACTOR under this Contract. 13. The following shall be conditions of, and a part of, the consideration of this Contract, to -wit: CONFLICT OF INTEREST OF CITY EMPLOYEES No officer or employee of the City shall have any financial interest, direct or indirect, in any contract with the City or be financially interested, directly or indirectly, in the sale to the City of any land, materials, supplies or services, except on behalf of the City as an officer or employee. Any violation of this section shall constitute malfeasance in office and any officer or employee guilty thereof may be subject to removal from his office or position. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the City shall render the contract involved voidable by the City Manager. 4 CONFLICT OF INTEREST OF CONTRACTOR Contractor shall not accept other employment or engage in outside activities incompatible with the proper discharge of his duties and responsibilities with the City, or which might impair his independent judgement in the performance of his duty to the City nor personally provide services for compensation, directly or indirectly, to a person or organization who is requesting an approval, investigation or determination from the City. 14. NONDISCRIMINATION As a condition of this Contract, CONTRACTOR covenants that CONTRACTOR will take all necessary actions to insure that, in connection with any work under this Contract, CONTRACTOR, his associates and subcontractors, will not discriminate in the treatment or employment of any individual or groups of individuals on the grounds of race, color, religion, national origin, age, sex, or physical handicap unrelated to job performance, either directly, indirectly or through contractual or other arrangements. In this regard, CONTRACTOR shall keep, retain and safeguard all records relating to the Contract or work performed hereunder for a minimum period of three (3) years from final Contract completion, with full access allowed to authorized representatives of the City, upon request, for purposes of evaluating compliance with this and other provisions of the Contract. 15. CONTRACT PERSONAL The Contract provides for personal or professional services, and the CONTRACTOR shall not assign the Contract, in whole or in part, without the prior written consent of CITY. 16. TERMINATION CITY may terminate this Contract upon Thirty (30) days written notice to CONTRACTOR with the understanding that all services being performed under this Contract shall cease upon the date specified in such notice. CONTRACTOR shall invoice for all services completed and shall be compensated in accordance with the terms of this Contract for all such services performed by CONTRACTOR prior to the date specified in such notice. 17. NOTICES All notices, communications, and reports required or permitted under this Contract shall be personally delivered or mailed to the respective parties by depositing same in the United States mail, postage prepaid, or delivered electronically at the following addresses. Mailed notices shall be deemed communicated as of five (5) days after mailing. If intended for CITY, to: Justin Vaughn Ovaughn@coppelltx.gov) Assistant Director of Administration/Human Resources City of Coppell 255 Parkway Blvd. Coppell, TX 75019 If intended for CONTRACTOR, to: Holmes Murphy and Associates 12712 Park Central Drive, Suite 100 Dallas, TX 75251 ATTN: David Gibson 17. INDEPENDENT CONTRACTOR In performing services under this Contract, CONTRACTOR is performing services of the type performed prior to this Contract, and CITY and CONTRACTOR by the execution of this Contract do not change the independent status of CONTRACTOR. No term or provision of this Contract shall be construed as making CONTRACTOR the agent, servant, or employee of CITY. f -monyi 1►W1 The obligations of the parties to this Contract are performable in Dallas County, Texas, and if legal action is necessary to enforce same, exclusive venue shall lie in Dallas County, Texas. 19. APPLICABLE LAWS This Contract is made subject to the provisions of the Charter and ordinances of CITY, as amended, and all applicable State and Federal laws. 20. GOVERNING LAW This Contract shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 21. LEGAL CONSTRUCTION In case any one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this Contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained in this Contract. 22. COUNTERPARTS This Contract may be executed in any number of counterparts, each of which shall be deemed an original and constitute one and the same instrument. 23. CAPTIONS The captions to the various clause of this Contract are for informational purposes only and shall not alter the substance of the terms and conditions of this Contract. 24. SUCCESSORS AND ASSIGNS This Contract shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, successors and, except as otherwise provided in this Contract, their assigns. 25. ENTIRE AGREEMENT This Contract embodies the complete agreement of the parties hereto, superseding all oral or written previous and contemporary agreements between the parties and relating to matters in the Contract, and except as otherwise provided herein cannot be modified without written agreement of the parties to be attached to and made a part of this Contract. EXECUTED this day of , 2021, by the CITY, signing by its City and by CONTRACTOR. BY Michael Land City Manager, City of Coppell CONTRACTOR: Holmes Murphy and Associates BY Dennis Bishop President 7 COFFELL1 File ID: 2021-5922 Version: 1 City of Coppell, Texas Master File Number: 2021-5922 Type: Agenda Item Reference: File Name: Mental Health and Justice Systems Assessment 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/21/2021 Final Action: Title: Consider approval of an Interlocal Cooperation Agreement between Carrollton, Farmers Branch, Coppell, Addison and Dallas County, Texas, for a Mental Health and Justice Systems Assessment to study and provide recommendations regarding prevention -oriented mental health services and the reduction of emergency and first responder systems for mental health services, in the amount of $25,000.00, funded by American Rescue Plan Act funds, and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Staff Memo -Meadows Assessment ILA.pdf, ILA for Mental Health and Justice System Assessment.pdf, Exhibit A - Metrocrest Needs Assessment Proposal.pdf Contact: Drafter: Related Files: History of Legislative File Ver- Acting Body: sion: Date: Action: Sent To Text of Legislative File 2021-5922 Enactment Date: Enactment Number: Hearing Date: Effective Date: Due Date: Return Result: Date: Title Consider approval of an Interlocal Cooperation Agreement between Carrollton, Farmers Branch, Coppell, Addison and Dallas County, Texas, for a Mental Health and Justice Systems Assessment to study and provide recommendations regarding prevention -oriented mental health services and the reduction of emergency and first responder systems for mental health services, in the amount of $25,000.00, funded by American Rescue Plan Act funds, and authorizing the Mayor to sign. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5922) Fiscal Impact: Addison, Carrollton, Coppell, and Farmers Branch each agree to pay an equivalent share of the cost of Phase II of the Services pursuant to the Consultant Agreement. The total cost of Phase I I shall not exceed $100,000.00. Coppell's share of the cost is $25,000.00. This assessment will be funded by American Rescue Plan Act funds. Staff Recommendation: Staff recommends approval Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council From: Vicki Chiavetta, Deputy City Manager Date: September 24, 2021 Reference: Consider approval of an Interlocal Cooperation Agreement between Carrollton, Farmers Branch, Coppell, Addison and Dallas County, Texas, for a Mental Health and Justice Systems Assessment to study and provide recommendations regarding prevention -oriented mental health services and the reduction of emergency and first responder systems for mental health services, in the amount of $25,000, funded by ABPA funds, and authorizing the Mayor to sign any necessary documents. Introduction: The Meadows Mental Health Policy Institute submitted a proposal to the four cities of Carrollton, Addison, Farmers Branch and Coppell, and Dallas County, Texas on behalf of the Dallas County Criminal District Attorney, to assess mental health and criminal justice/first responder systems' needs with a specific focus on homeless and transient populations that are served by Metrocrest Services. The overall goal of this assessment is to provide data, information, and recommendations to support region -wide planning for prevention -oriented mental health services, and ultimately reduce the use of emergency and first responder systems to address mental health crises. A complete description of the assessment is provided in Exhibit A. Carrollton, Addison, Farmers Branch and Coppell have agreed to fund the Phase II cost of this assessment in the amount of $100,000 with each city to pay $25,000. Dallas County will pay the Phase I cost of $200,000. The Interlocal Cooperation Agreement establishes the terms and conditions of this project. Legal Review: The City Attorney has reviewed the agreement. Fiscal Impact: Addison, Carrollton, Coppell, and Farmers Branch each agree to pay an equivalent share of the cost of Phase II of the Services pursuant to the Consultant Agreement. The total cost of Phase 11 shall not exceed $100,000.00. Coppell's share of the cost is $25,000. This assessment will be funded by American Rescue Plan Act funds. Recommendation: Staff recommends approval of the Interlocal Cooperation Agreement. STATE OF TEXAS § INTERLOCAL COOPERATION AGREEMENT § FOR MENTAL HEALTH AND JUSTICE § SYSTEM ASSESSMENT COUNTY OF DALLAS § This Interlocal Cooperation Agreement for Mental Health and Justice Systems Assessment ("Agreement") is entered into by and among the Town of Addison, Texas ("Addison"), the City of Carrollton, Texas ("Carrollton"), the City of Coppell, Texas ("Coppell"), the City of Farmers Branch, Texas ("Farmers Branch"), and Dallas County, Texas on behalf of the Dallas County Criminal District Attorney (the "District Attorney"), (Addison, Carrollton, Coppell, and Farmers Branch are collectively referred to herein as the "Metrocrest Cities" and individually referred to herein as "Metrocrest Member") (District Attorney and the Metrocrest Cities are collectively referred to as the "Parties" and individually as "Party"), each organized and existing under the laws of the State of Texas, and acting by, through and under the authority of their respective governing bodies and officials. RECITALS: WHEREAS, this Agreement is authorized pursuant to Chapter 791 of the Texas Government Code (hereinafter "Interlocal Cooperation Act") to set forth the terms and conditions upon which the Parties agree to jointly engage a consultant to conduct an assessment of mental health and justice system needs for the Metrocrest Cities; and WHEREAS, each Metrocrest Member and the District Attorney recognize the need for a regional, systemic approach to providing prevention -oriented mental health services, while reducing the use of emergency and first responder systems for mental health crisis services through each Metrocrest Member's community; and WHEREAS, the Parties desire to engage the services of a consultant to study and provide recommendations regarding prevention -oriented mental health services and the reduction of emergency and first responder systems for mental health services, a project that each could undertake individually as a governmental function; and WHEREAS, the Parties desire to jointly participate in this Agreement to engage the services of a consultant to engage in a study of the Metrocrest Cities' community and have determined it appropriate to authorize the District Attorney and Farmers Branch to enter into agreements with Meadows Mental Health Policy Institute ("Consultant") to perform the study and provide the services set forth in Exhibit "A" attached hereto and incorporated herein by reference (the "Consultant Proposal") and pursuant to this Agreement, to participate in the cost for the services provided by Consultant pursuant to the Consultant Proposal; and WHEREAS, the scope of the study to be performed by Consultant will be in accordance with the terms of this Agreement, including without limitation, Article II hereof, and the scope outlined in the Consultant Proposal, such scope having been agreed upon by each Metrocrest Member and the District Attorney; and ljjjjjjjPAGE�jjjjjjjjjjjjjjj��jINTERLOCAL`COOPERATIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) WHEREAS, the City Council of each Metrocrest Member, District Attorney, and the Dallas County Commissioners Court have found that this Agreement and the services to be provided by the Consultant are valid governmental functions, will be paid by current revenues legally available to each Metrocrest Member and the District Attorney, and that the payments made hereunder fairly compensate for the services provided hereunder. NOW THEREFORE, the Parties, for and in consideration of the premises and the mutual covenants set forth in this Agreement, and pursuant to the authority granted by the governing bodies of each of the parties hereto, do hereby agree as follows: ARTICLE I TERM AND TERMINATION 1.1 This Agreement shall be effective upon execution by all Parties with the effective date commencing on the last date of execution hereof ("the Effective Date"). The term of this Agreement shall be for a period of twelve (12) months following the Effective Date. 1.2 Any Metrocrest Member or the District Attorney may terminate its participation in this Agreement not earlier than thirty (30) days after providing written notice to the other Parties. If a Party exercises its right to terminate its participation in this Agreement pursuant to this Section 1.2, the Party shall remain obligated to pay its portion of the costs for services provided pursuant to the Consultant Agreement; provided, however, if such Party's termination results in a reduction in the total costs for the services under the Consultant Agreement, the terminating Party shall only be responsible for payment of such Party's remaining proportionate share as provided in Article III, after application of any reduction in the Consultant Agreement costs, which shall be applied equally to all shares to be paid by the Metrocrest Cities. ARTICLE II SCOPE OF WORK 2.1 The Consultant shall perform the study and perform the services as described in the Consultant's Proposal (the "Services"). The Services are separated into two phases: (i) the Needs Assessment (hereinafter "Phase P') and (ii) the Final Report with Findings and Program Recommendations (hereinafter "Phase II"). (a) Phase I. By execution of this Agreement, the Parties hereby request and authorize the District Attorney to negotiate and execute an agreement with Consultant, consistent with the Consultant's Proposal and the terms of this Agreement, to perform Phase I for the benefit of Parties (the "Phase I Agreement"). (b) Phase II. By execution of this Agreement, the Parties hereby request and authorize Farmers Branch to negotiate and execute an agreement with Consultant, � ljjjjjjjPAGE�jjjjjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) consistent with the Consultant's Proposal and the terms of this Agreement, to perform Phase 11 for the benefit Parties (the "Phase 11 Agreement"). Upon final execution of both the Phase I Agreement by the District Attorney and the Phase II Agreement by Famers Branch (collectively "the Consultant Agreement"), a copy of the Consultant Agreement shall replace and supersede the Consultant Proposal as Exhibit "A" hereto and shall be incorporated herein by written amendment by the Parties. 2.2 The Parties agree to participate in the Project and to assist Consultant, the District Attorney, and Farmers Branch in the performance of the Services. Farmers Branch also agrees to act as the liaison and point of contact for the Services; prepare, execute, and administer the communication with Consultant and the Parties. Any payments owed to the Consultant for the Services pursuant to Consultant Agreement shall be paid in accordance with Article 3, "Consideration" of this Agreement. ARTICLE III CONSIDERATION 3.1 Phase I. The District Attorney agrees to pay for the cost of Phase I of the Services pursuant to the Consultant Agreement. The total cost of Phase I shall not exceed Two Hundred Thousand and No/100 Dollars ($200,000.00). The District Attorney agrees to make payments for Phase I to Consultant in accordance with the Phase I Agreement, for and on behalf of the Parties. 3.2 Phase II. Addison, Carrollton, Coppell, and Farmers Branch each agree to pay an equivalent share of the cost of Phase 11 of the Services pursuant to the Consultant Agreement. The total cost of Phase 11 shall not exceed One Hundred Thousand and No/100 Dollars ($100,000.00), or Twenty -Five Thousand and No/100 Dollars ($25,000.00) for each Metrocrest Member. Farmers Branch agrees to make payments for Phase 11 to Consultant in accordance with the Phase 11 Agreement, for and on behalf of the Parties. Addison, Carrollton, and Coppell each agree to make payments to Farmers Branch for their proportionate share of Phase II, as provided in this Section 3.2, not later than thirty (30) days after receipt of invoice from Farmers Branch. The Metrocrest Cities agree the payments made hereunder by each of the Metrocrest Members for the Services and for services provided by Farmers Branch provide valid and sufficient consideration for the services rendered and payments made hereunder. ARTICLE IV MISCELLANEOUS 4.1 Authorization. By executing this Agreement, each Party represents that it has full capacity and authority to grant all rights and assume all obligations that it has granted and assumed under this Agreement, and that this Agreement has been authorized by the governing body of the each Metrocrest Member and the Dallas County Commissioners Court. 4.2 Original Counterparts. This Agreement may be executed separately by the Parties in identical counterparts, each of which shall be deemed an original and all of which together shall be deemed to constitute one and the same instrument. � ljjjjjjjPAGE�3jjjjjjjjjjjjjjj��ERA �INTERLOCAL�COOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) 4.3 Notice. All notices required or permitted by this Agreement shall be in writing and be deemed received when deposited in the United States mail, postage prepaid, addressed to the following or such other person or address as the Parties may designate in writing, or by hand delivery or facsimile transmission to the address set forth below: If intended for Addison, to: Wes Pierson, City Manager City of Addison, Texas 5300 Belt Line Rd. Dallas, TX 75254 If intended for Carrollton, to: Erin Rinehart, City Manager City of Carrollton, Texas 1945 E. Jackson Road Carrollton, Texas 75006 If intended for Coppell, to: Mike Land, City Manager City of Coppell, Texas 225 Parkway Blvd Coppell, Texas 75019 If intended for Farmers Branch, to Charles Cox, City Manager City of Farmers Branch, Texas 13000 William Dodson Parkway Farmers Branch, Texas 75234 With a copy to: Whitt L. Wyatt Wood Banowsky, PLLC 3710 Rawlins Street, Suite 1000 Dallas, Texas 75219 With a copy to: Meredith A. Ladd, City Attorney City of Carrollton, Texas 1945 E. Jackson Road Carrollton, Texas 75006 With a copy to: Robert E. Hager Nichols, Jackson, Dillard, Hager & Smith, L.L.P. 1800 Ross Tower 500 N. Akard Dallas, Texas 75201 With a copy to: Peter G. Smith Nichols, Jackson, Dillard, Hager & Smith, L.L.P. 1800 Ross Tower 500 N. Akard Dallas, Texas 75201 � ljjjjjjjPAGE�4�jjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) If intended for District Attorney, to Attn: John Creuzot Dallas County District Attorney Frank Crowley Courts Building 133 N. Riverfront Boulevard Dallas, TX 75207-4399 With a copy to: Paul E. Hamilton First Assistant District Attorney Frank Crowley Courts Building 133 N. Riverfront Boulevard, LB 19 Dallas, Texas 75207-4399 4.4 Governing Law. The validity of this Agreement and any of its terms and provisions as well as the rights and duties of the Parties, 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. 4.5 Independent Parties/Governmental Immunity. The Parties agree and acknowledge that this Agreement does not create a joint venture, partnership, or joint enterprise, and that each is not an agent of any of the other entities and that each is responsible in accordance with the laws of the State of Texas for its own negligent or wrongful acts or omissions and for those of its officers, agents, or employees in conjunction with the performance of services covered under this Agreement. Notwithstanding the foregoing, nothing in this Agreement shall be construed as a waiver of any sovereign immunity, governmental immunity, or other defense available to the Parties. The provisions of this section are solely for the benefit of the Parties and are not intended to create or grant any rights, contractual or otherwise, to any third party. This Agreement is for the sole benefit of the Parties and shall not be construed to create any third -party beneficiaries. 4.6 Amendment. This Agreement may be amended by the mutual written agreement of the Parties hereto. 4.7 Severability. In the event any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect the other provisions, and the Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained in this Agreement. 4.8 Entire Agreement. This Agreement represents the entire agreement among the Parties 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. 4.9 Recitals. The recitals to this Agreement are incorporated herein. 4.10 No Indemnification by Dallas County or the District Attorney. The Parties acknowledges and agrees that Dallas County and the District Attorney are prohibited by Article XI, Section 7 of the Texas Constitution from indemnifying it or any other third party for damages arising under this Agreement. (signature pages to follow) ljjjjjjjPAGEjjjjjjjjjjjjjjjj"'jINTERLOCALICOOPERATIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXECUTED this day of , 2021. TOWN OF ADDISON, TEXAS IM ATTEST: Irma Parker, City Secretary APPROVED AS TO FORM: Whitt L. Wyatt, City Attorney Wes Pierson, City Manager � ljjjjjjjPAGEj�jjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXECUTED this day of , 2021. CITY OF CARROLLTON, TEXAS Im ATTEST: Laurie Wilson, City Secretary APPROVED AS TO FORM: Meredith A. Ladd, City Attorney Erin Rinehart, City Manager � ljjjjjjjPAGE�jjjjjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXECUTED this day of , 2021. CITY OF COPPELL, TEXAS Im ATTEST: Ashley Owens, City Secretary APPROVED AS TO FORM: Robert E. Hager, City Attorney Wes Mays, Mayor � ljjjjjjjPAGE�g�jjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXECUTED this day of , 2021. CITY OF FARMERS BRANCH, TEXAS IM ATTEST: Amy Piukana, City Secretary APPROVED AS TO FORM: Peter G. Smith, City Attorney Charles S. Cox, City Manager � ljjjjjjjPAGEj�jjjjjjjjjjjjjjjjjjjERA �INTERLOCALjCOOPTIONAGREEMENTjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXECUTED this day of , 2021. DALLAS COUNTY, TEXAS ON BEHALF OF THE DALLAS COUNTY CRIMINAL DISTRICT ATTORNEY 0 RECOMMENDED: Clay Lewis Jenkins, County Judge By: John Creuzot, Dallas County Criminal District Attorney APPROVED AS TO FORM: * JOHN CREUZOT DALLAS COUNTY DISTRICT ATTORNEY By: Randall Miller Assistant District Attorney Civil Division *By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other parties should not rely on this approval and should seek review and approval by their own respective attomey(s). ljjjjjjjPAGE j i j 6 jjjjjjjjjjjjjj ��jINTERLOCALjjj COOPERATION AGREEMENTwuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) EXHIBIT "A" CONSULTANT PROPOSAL (Proposal to Conduct a Mental Health and Justice System Needs Assessment in the Metrocrest Region - Carrollton, Farmers Branch, Addison, and Coppell PROPOSAL SUBMITTED TO THE CITIES OF CARROLLTON, FARMERS BRANCH, ADDISON AND COPP'ELL MEN"FAL HEALTH IIIIIIIIIIIIE; HIB jjjjjjjjj•••••••INTERLOCAL COOPERATION AGREEMENTuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu "A" FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) Proposal — Mental Health and Justice System Assessment - Metracrest Region Contents Backgroundaril Overview, ...... ...................... ............................................................e. 1 Mission Statement and Experience.—__... .... „ ....... . ................'7 Approachand Intended Outcomes ............................................. ......... ......... ................ Qualitative Data Analyses ........... .................. ........ ............ ......... ............ ..............4 PrevalenceData Analyses., ............... .................... ___ ... ......... ........... _...... .............. S intended Outcomes .............. .. ..... ... ....... ............. :..........................6 Short -Term OLACOmes....... ......... ....... .. .....,.... .. _................... ....... ...................... 6 intermediateOutcomes..... ... ...... ... . .......................... . .... ...........„..........,.,..,.7 Long -Term Out.L'.orne5........ ... .........,. .,. .......,....., .. .: ......,....... ..7 overview of the Work P#arr.... ......... .. .... ... .... .... 7 Project Kock Chit.... ...... ,...„8 Off Site Review and PTirnary Can -Site Review...._ .. ..........„..........,..........,....................8 Qualitative Analysis ......... ......... . . ....... . .... ........ ....... ,.. ,...., ............ ..............9 Quantitative rAnalyms and Draft Report....... n .... .... .............. .„........... a................, , tl Follow -Up lin-Site, Final Report, and Final PreseartatiLsrl...,.... ............................... Proposed Project Budget and Narrative ......... ......... ......... ..m.,,,.. ....,,... ..............7.t1 Appendix A. Selection of Previous Behavioral Health Systems Assessments Conducted by Meadows Mental Health Policy Institute IIIIIIIIIIIIE; HIB jjjjjjjjj•••••••INTERLOCAL COOPERATION AGREEMENTuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu "A” FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) Proposal — Mental Health and Justice System Assessment - Metrocrest Region Background and Overview The Meadows Mental Health Policy Institute (MMHPI) is pleased to submit this proposal to Metrocrest Services to assess the mental health and criminal justice/first responder systems' needs with a specific focus on homeless and transient populations in Carrollton, Addison, Farmers Branch, and Coppell. Specifically, our proposal outlines an assessment plan which, upon completion, will provide a report containing: • Compilation and analysis of prevalence and needs data, by demographic variables, including poverty, ethnicity, and ager * Identification of mental health providers and stakeholders; Identification of service gaps and strengths, with a focus on homelessness and transient populations and the impact on law enforcement and first responder systems; and • Recommendations for systems improvement. Since our inception, MMHPI has focused our efforts on improving mental health care for people involved in the criminal justice system — the same population of interest in this assessment. We have also conducted multiple system assessments throughout. Texas which have prioritized collaboration with key stakeholders, integrated our findings with other relevant assessments in order to coordinate region -wide planning, and incorporated findings from state and federal agencies, including the Texas Health and Human Services Commission (HHSC), In this proposal, we describe how we will provide the Carrollton, Addison, Farmers Branch, and Coppell areas (Metrocrest region) with a focused needs assessment that is shaped to fit the unique need's of these communities. In doing so, we provide details about the system assessments we have performed in other regions in Texas, We also offer information about the team we have assembled to conduct this assessment, which will be led by MMHPI's senior leaders and composed of our most experiencedstaff, Mission Statement and Experience The mission of MMHPI is to provide independent, nonpartisan, data -driven, and trusted policy and program guidance that creates equitable systemic changes so all Texans can obtain effective, efficient behavioral health care when and where they need it. Our vision is for Texas to be the national leader in treating all people with mental health needs. MMHPI is superbly qualified to meet the needs of the Metrocrest region, Since our launch in 2014, we have been guided by six strategic priorities: w Improve state -level policy: Provide the Texas Legislature, executive branch agencies, and the judiciary with the information they need regarding mental/brain health needs and best practices to help them develop and implement effective public policy.. Al LVI, i.IEAI,I l ljjjjjjjjjjjE; HIB jjjjjjjjj•••••••INTERLOCAL COOPERATION AGREEMENTuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu "A" FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) Propooa-—Menta|Heou»unuuuvuuaayatemAssevmmen -wetroureo Region • Develop local behavioral health systems: Help Texas communities develop locally - driver, accountable, and collaborative local planning efforts that systemically improve the capacity ofdelivery systems tomeet the behavioral health needs ofthe entire local population. ° Improve university leadership capacity for mental and brain health: Help Texas become anational and global leader |obrain health and the integrated treatmemtof mental/brain illness by promoting systemic changes in medical education and clinical training, medical research, and translation of research findings into practice for the benefit ofthe public. = Help funders ofcare implement financing best practices: Help payers <oovernments, employers, insurers) and other funders (philanthropists, foundations) identify, develop, and employ best practices when they finance behavioral health in order to expand access to effective and efficient care for brain illnesses, comparable to care for other iUnc,,op. = Change public awareness moimprove access woeffective care: Increase public awareness of mental and brain diseases and their effective treatment so that Texans talk more openly about mental and brain health and help each other access effective care, ° Identify, share, and promote strategies to take population best practices toscale for: - Texas children: Texas children will receive effective mental health care aspart of their overall health so they can reach their full potential at home, school, and in the community. - Texas veterans: Texas veterans and their families will receive the mental health care and support they deserve inorder tohelp them return home and thrive. - Smart justice: Texans with serious mental health needs will only be involved in the criminal justice system ifthey commit acrime that warrants involvement, - Critical needs across the life span, including prevention of suicide and mental illness more broadly, reduction of homelessness, and meeting the needs of older adults, Weare uniquely equipped tnprovide key findings from the K8,tmcrest region assessment not only to local leadership but also to the Texas Legislature and executive branch agencies, as appropriate and as agreed to by Metrocrest region leadership. For example, we provided data, professional expertise, and analysis tnlawmakers before and throughout the 86th Legislative Session. Vvewere gratified tnsee this legislature pass 2sofsomental health-related bills that we had prioritized for this legislative session (an 87.8% success rate versus an 18.7% average rate for all bills filed for the sessinn).Our legislative highlights that are relevant tvthis proposal mmvrL�cnoxu`x "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetroce Reg/on ° SIB 11 (Taylor), which, through the establishment of the Texas Child Mental Health Consortium, established the Child Psychiatry Access Network tuenable ped|atncians and primary care providers towork with child psychiatry consultation hubs atleading medical schools. w HB 18 (Price), which enhances training requirements for school employees as well as program and curriculum development to better support student mental health, ~ sozz77(menendez),whicxuUmmainten^iveevidenco'hasedpmuncesthathaveaood outcomes for children and youth with the most intensive mental health needs to be available asanoption inMedicaid managed care programs. = SB 500 (Nelson), which contains $445 million to fund Phase 11 of the comprehensive plan for state hospital redesign, including Austin, San Antonio, and Rusk State Hospitals. • soz1zz(Vvmtsvn)' which requires n:sctoestablish u plan tocontract with a local public institution of higher education to transfer operations of Austin State Hospital on completion nfconstruction. • HIB 1 (Zerwas), which contains $60 million for the Mental Health Grant Program for Justice -Involved Individuals (SB 2yz),a$1z.smillion increase from fiscal year zozu– zozylevels. ualso contains $4omillion for the Community Mental Health Grant Program (HIB 13) and $20 million for the Texas Veterans + Family Alliance Grant Program (sass). * HIBaQz<vriug,which builds onreforms enac*ed|nthe8sthLegis|ativeSeoionby clarifying the meaning and scope of "assessments" for people with mental illnesses who are |njail. • SIB 562 (Zaffirini), which reforms the competency restoration process to ensure people will b,assigned tostate facilities based on clinical need, not solely pnthe underlying charged offense. 01 H81(Zenmas),wh|chconta|ns$2mDUonuzfu|lyfumdthe]udic|a|[ommissionnnKxenta| Health over the 2020-2021 biennium. Dr. Keller and Dr. Tony Fabelo from MMHPI are members of the Judicial Commission. Approach and Intended Outcomes The overall goal ofthis project btnprovide afocused needs assessment for the ,wetrocres region, This assessment can serve as the basis for a regional, systemic approach to providing prevention -oriented mental health services, while reducing the use of emergency and first responder systems for mental health crisis services across the region, To accomplish this assessment, we have assembled a team of national ly-recognized subject matter experts and consultants who are uniquely qualified tnconduct aneeds assessment that will define and contribute meaningful strategies tnimprove local behavioral health systems while creating n framework for reducing the use offirst responder and emergency services for chronic mental health care needs. mmvr*�nsmm`* "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—mental Health and Justice System Assesmment-wetrocmReg/on * For this assessment, we will use quantitative and qualitative methods to determine the prevalence ofservice needs, capacity ofand gaps inuemioes, system strengths, costs, and challenges presented by current services and response. we will use interviews with, providers and stakeholders to further our understanding of how current service provision, payment systems, and financing mechanisms affect the availability nfservices and access tocare imthe Metrocrest region. Through this analysis, we will consider the role of Medicaid and local payers in the overall mental health system and offer insights to help maximize resources for mental health care. With the support of stakeholders from each community, we will also share these findings with puUcvmokeuin: vneffort tohelp address policy barriers that unnecessarily encumber the current system, Based on available data, whether quantitative or qualitative, we will also provide Mletrocrest region stakeholders with an understanding of the breadth and depth of the impact of homelessness, transient populations, and mental illness on first responder systems and emergency service providers, using quantitative and qualitative approaches for our an analysis. |nthis spction weoutline how wewill approach the assessment, drawing, aaappropriate, on our work inother areas ofTexas. Wefollow that discussion with atimeline for our work. Qualitative Data Analyses We will accomplish this assessment by analyzing information we collect from multiple stakeholders from across thexxetrncnest region, We will work with the public safety directors of each city, or their equivalent, to create a list of organizations and stakeholder to interview. We anticipate gathering information from 40 to 50 stakeholders, including city officials and leadership, Baylor Scott and White Medical Center, North Texas Behavioral Health Authority, Denton County MHMR Center, and Life Path Systems, as well as other providers of mental health and substance use disorder services; regional hospitals; county courts and probation departments; emergency medical personnel (firelemergency medical services); Carrollton, Farmers Branch, Addison, and Coppell police and fire departments; and other key informants determined during the initial phase ufthe project. Our approach tothese interviews will incorporate techniques we refined in other system assessments, for which we have interv�ewecl thousands of stakeholders in total. The information we collect will allow us to identify the current systems' strengths and opportunities for improvement in addressing the changing behaviora|hea|thsystemneedsandperspecdv=sintheregiom.ourappmachwi||indudethe following activities: r Key informant interviews and focus groups, Data requests and review ofkey documents (e�.,existing reports, data, and policies and 9 Site review ofoperations with ateam ofclinical and operations experts, mnmr^I,nsxm`* "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mantal Health and Justice System Assesmment-wetrocmReg/on ^ Demographic study and capacity analysis, = CmssannyeiSoffindings togenerate specific improvement strategies, and • Specific implementation recommendations to achieve project goals and objectives. Our assessment process will address analyses of specific populations and systems, including: * The crisis service array, ~ Services for adults involved inthe criminal justice system or who frequently utilize first response systems, and = Services for adults experiencing homelessness o/who are transient tothe area. Our assessment will examine crisis response times, crisis care options, and gaps in crisis services. For people involved In the criminal justice system orwho encounter first response systems, we will examine services that are already being provided in the area as well as gaps in services for this population. Through our analysis of the criminal justice and first response system, we will identify service gaps and needs focused particularly on strategies to increase care engagement and retention, increase criminal justice system diversion, decrease emergency system utilization for chronic care needs, and reduce jail and hospital recidivism for people living with serious mental illness. |norder todevelop this framework, wewiKseek tounderstand anddesoibethefactuotha lead people tobecome trapped /nrepeated cycles ofexpensive, and ultimately ineffective, use of jail, emergency room, and hospital services. We will identify barriers that inhibit access tn prevention, intervention, and diversion services. To the extent possible, we will use clinical and demographic data that quantify service needs as well as qualitative information collected through interviews and focus groupo. Aunoted above, these discussions will include, utm minimum, providers and stakeholders from the following entities: county and municipal government, law enforcement, corrections, crisis response, mental health providers, housing services, hospitals, non-profit organizations, consumers, and system leaders. Prevalence Data Analyses |npreparing the analysis for the needs assessment ofthe metmcmst region, vewill perform prevalence analyses based on data that consider Texas -specific demographic and poverty data. These analyses will be performed for each of the counties of Metrocrest region cities, We will complete this analysis by drawing on data we have permission to access, including (as one example) the full data set of the Texas Health Care Information Collection (THCIC). The analyses � County -level prevalence data on each of the major mental health disorder categories (Including substance use disorders) for adults, children and, youth, and veterans, ^^~,� mmvr�cxoAm-1 "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—mental Health and Justice System Assesmnent-wetroce Reg/on including estimates for first episode psychosis, people /nneed of intensive services, numbers ufsuicides, and poverty levels; w Licensed psychiatric bed capacity for each hospital in the designated area, and utilization of that capacity over a period of a year, to show any gaps between capacity and useas well as ebbs and flows in use over time, including an analysis of bed capacity for aclults� w Information regarding the interactions of homeless populations and populations transient to the region and area law enforcement and first responder systems; • An analysis of the use of existing publ'icly-funded mental health and substance use disorder programs (some ofthis data may 6ecaptured through interviews and document eviews)/and * An estimate of costs associated with hospitalization and emergency department use for psychiatric disorders and, if available, costs associated with local community mental health programs. Intended Outcomes This assessment will provide Metrocrest region leadership and other stakeholders with data, information, and recommendations to support region -wide planning to improve access to — and increase the impact of — behavioral health servicesfor the people who reside there, and reduce the use of first responder and emergency services to address mental health crises. We will create a comprehensive needs assessment that community leaders can use to help achieve a range of outcomes over time. Below, we have outlined examples of short-term, intermediate, and long-term outcomes that could be achieved, using the needs assessment as a foundation, Short -Term Outcomes Initially, a needs assessment can help lead to an integrated regional planning approach with� � increased collaboration and new connections among key health care stakeholders and behavioral health care partners; * increased understanding ofgapsandineffidenc|cs,aswr||asosouroesaUocarcdacms service sectors for people with complex behavioral health issues, including people who are transient or homeless and people involved with the criminal justice and first response systems; and � Concrete and specific plans for auniform community -wide protocol ooincrease crisis prevention and manage care for people with acute orsub-acute problems related to behavioral health issues, mmvrL�cnoxu`x "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on Intermediate Outcomes Community leaders will be able to develop an implementation plan that will facilitate the w Police and first responders will be better equipped to respond to people with mental health issues when Itisappropriate for them ,vdo so. ° Information sharing opportunities will be identified for the use of integrating data within and across services systems. • Data -driven resources for improved coordination and early intervention will be more widely available and used more strategically to reduce the strain on local hospitals and law enforcement, reduce homelessness, and better meet the needs of the transient population within the region. Long -Term Outcomes Ideally, implementation ofasystem improvement plan will also result in: m Reduced hospital recidivism for people with behavioral health needs, including the need for substance use disorder services; m Reduced reliance on first responder and emergency services to address behavioral health care crises; and * Reduced costs *ohospitals and emergency rooms with respect topeople with behavioral health needs. Overview of the Work Plan Below, weprovide anoverview of key steps inour assessment process. mmpropose annine- month umc|inefo,th|spn8ect, with additional work during mninth month tmensure buy -in for collaboration on developing operational recommendations with the region's system leaders. We can begin the project immediately on award of the contract, or on terms established by the community. The following table outlines the expected timing for information gathering activities. One Host kick-off meeting, finalize work plan, develop data tools, initiate prevalence and service capacity analysis. One and Two First set of data is delivered to MIVHP1 (in response to data request); begin on-site reviews and focus groups. Two and Three All data delivered to the MMHPI team; continue on-site reviews. Throe Complete off-site review; continue on�sjte review. Al HEAkTH "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on Project Kick -Off The first step ofthis project will betoengage quickly with local pmjec leadership tofinalize the work plan and request key information. Wewill schedule an initial kick-off conference call with key leadership and staff toobtain their perspectives oothe evaluation and determine who will be primary points of contact to the MMHPI project team. The lead consulting team members involved mthe project — Melissa Rowan, Kyle Mitchell, and BlWagner — will participate |n these conference calls. Dr. Andy Keller, MMHP|President and Chief Executive Officer, will provide overall guidance and direction. The deliverables resulting from the calls will include nm updated work plan that identifies a communications protocol, including key contact information for local system leadership and project staff and the consulting team. The plan will also outline all deliverables and due dates; reporting dates may be adjusted based on the outcome of the discussions. We anticipate these steps will be completed within one week of contract execution. The initial kick-off call will befollowed byaone-day on-site meeting within 3Udays after award nfthe contract to gain abetter understanding nfthe region's behavioral health care systems, including hospitals, the criminal justice system, and the local mpnta|hea|thautbnrities(LK8H4) as well as other priorities for the broader behavioral health system identified by key system partners. The MMHPI project leads will be on site, with other team members joining by phone to the extent needed. Our team will prepare a draft site visit agenda and goals and submit this to local project leadership for review in advance of the site visit. The information obtained during the initial visit will set the stage for all project tasks. Off -Site Review and Primary On -Site Review The next major step in the project will be to conduct an off-site assessment of available reports and archival sources toground the study team inavailable information. This grounding will help us make optimal use of the on-site time. We will conduct this Off -Site Review of existing data, documents, reports, policies, and protocols so that our team arrives with a preliminary ~°,°� mmv,�"I "I' "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) 3411 Complete on-site review; conduct final focus groups and interviews. Complete data analysis and begin drafting initial report. Six and Seven Follow up with stakeholders to review emerging findings, Produce first draft of report for stakeholder review, Finalize report. Produce final report and host stakeholder briefing. Provide consultation as needed to review recommendations. Project Kick -Off The first step ofthis project will betoengage quickly with local pmjec leadership tofinalize the work plan and request key information. Wewill schedule an initial kick-off conference call with key leadership and staff toobtain their perspectives oothe evaluation and determine who will be primary points of contact to the MMHPI project team. The lead consulting team members involved mthe project — Melissa Rowan, Kyle Mitchell, and BlWagner — will participate |n these conference calls. Dr. Andy Keller, MMHP|President and Chief Executive Officer, will provide overall guidance and direction. The deliverables resulting from the calls will include nm updated work plan that identifies a communications protocol, including key contact information for local system leadership and project staff and the consulting team. The plan will also outline all deliverables and due dates; reporting dates may be adjusted based on the outcome of the discussions. We anticipate these steps will be completed within one week of contract execution. The initial kick-off call will befollowed byaone-day on-site meeting within 3Udays after award nfthe contract to gain abetter understanding nfthe region's behavioral health care systems, including hospitals, the criminal justice system, and the local mpnta|hea|thautbnrities(LK8H4) as well as other priorities for the broader behavioral health system identified by key system partners. The MMHPI project leads will be on site, with other team members joining by phone to the extent needed. Our team will prepare a draft site visit agenda and goals and submit this to local project leadership for review in advance of the site visit. The information obtained during the initial visit will set the stage for all project tasks. Off -Site Review and Primary On -Site Review The next major step in the project will be to conduct an off-site assessment of available reports and archival sources toground the study team inavailable information. This grounding will help us make optimal use of the on-site time. We will conduct this Off -Site Review of existing data, documents, reports, policies, and protocols so that our team arrives with a preliminary ~°,°� mmv,�"I "I' "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on understanding ofkey processes pertinent mthe project. Tuaccomplish this, the project team will prepare adata request document based oninformation from the initial caU'sand site visit, nswell asour deep understanding vfTexas hen|th,chmma|jusdoe,nndhohaviom|hnalth systems. We will also conduct telephone interviews with key informants and conference calls with representatives from city and county government, law enforcement, the LmH»a,hospital leaders, and others, asneeded, toinform the development ufthe data request. Following receipt of information from the data request, we will conduct the desk review and develop protocols for the on-site review. The Primary On -Site Review will span several days and isanticipated unoccur after all data have been received (Months Three and Four). For this review, each of the project leads, joined by support staff a,needed, will conduct analyses ofex|st[nQcapacity, gaps incapacity, and opportunities to use financing and other strategies to meet need. The on-site review will include an integrated team approach to allow us to take full advantage of the expertise of each team member across the assessment. For the most part, team members will conduct their interviews and reviews independently, reserving time each day to compare notes and emerging hypotheses. Qualitative Analysis Beginning inMonths Three and Four, the project team will initiate focus groups and key informant interviews with local stakeholders. The purpose of these structured interviews and focus groups is for our teams to identify central themes associated with access to care, availability of crisis and emergency services, and the impact of mental illness and unmet needs across various service sectors. VVewill also consider homelessness, transient populations, and first responder services. We will develop thematic tables for this part of our analysis and include this content |nadraft report, which will bcsubmitted at the end ofMonth Seven. Quantitative Analysis and Draft Report Immediately upon execution of the award, we will begin our analysis of prevalence, service capacity, and cost data. The initial analysis will becompleted within the first zzodays ofthe project, leaving an opportunity to factor in any new data gathered through the initial on-site review. We will submit the draft report of the needs assessment at the end of Month Seven. Follow -Up On -Site, Final Report, and Final Presentation Follow-up on-site meetings will beheld |nMonths Six and Seven toreview emerging findings with local project leadership and other behavioral health system leaders. Project leads will attend these meetings inperson, The focus ofthese meetings will betureview our draft findings tnrefine them and address any gaps, with the primary goal pfreviewing and deepening recommendations. momrL�cnoxo`* "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal — Mental Health and Justice System Assessment - Metrocrest Region 10 We will draft the final report of the needs assessment for the project leadership's review by Month Eight. We propose scheduling the final presentation of findings and achievable recommendations for local leadership after the report has been finalized in Month Nine, Proposed Project Budget and Narrative The proposed project budget is $300,000, inclusive of all MMHPI staff and consultant time, meeting costs, travel costs, and material production. All deliverables will be provided in electronic format, This is an optimal budget; however, we have included a bifurcated budget to best fit the priorities of the stakeholders and project funders. This component comprises all elements included in the proposal above. The primary on-site review will involve the policy teams listed below, who will initiate focus groups and key informant stakeholder interviews to identify central themes associated with access to care, availability of crisis and emergency services, and the impact of mental illness and unmet need across various service sectors as specified in this proposal. On-site reviews will include each of the project leads, joined by support staff to provide analysis of existing capacity, gaps in capacity, and opportunities to use program development, scaling, financing, and other strategies to meet the need. Our criminal justice and adult policy teams, with support from clinical subject matter experts, will identify service gaps and needs through the comprehensive needs assessment. Through these interviews, and accompanying data, we will focus particularly on strategies to increase care engagement and retention, increase criminal justice system diversion, decrease first responder systems engagement, decrease emergency system utilization for chronic health and behavioral health needs, and reducejail and hospital recidivism for people living with serious mental illness or substance use disorders, with a specific focus on people who are homeless. Themes emerging from the needs assessment analyses will serve as the foundation for system enhancement and program development recommendations. A final report will include detailed findings and recommendations including any program additions and associated designs and implementation recommendations.. 4itI'�1Ji P4I.F'ilrAI"Tt ljjjjjjjjjjjE; HIB jjjjjjjjj•••••••INTERLOCAL COOPERATION AGREEMENTuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu "A" FOR MENTAL HEALTH AND JUSTICE SYSTEM ASSESSMENT (TM 124307) proposal—mental Health and Justice System Assesmment-wetrocrest Reg/on 11 Appendix A:Selection of Previous Behavioral Health Systems Assessments Conducted by the Meadows Mental Health Policy Institute Deep East Texas Regional Mental Health Assessment Completed September 201a-1 Thanks to the generous support of the T.L.L. Temple Foundation, we conducted an independent assessment of22counties across the Foundation's 24-countyservice area lnDeep East Texas. The purpose ofthe assessment was toIdentify strategies tosupport the development ofa highly responsive, clinically effective and efficient community mental health system in this largely rural region. The goal of the report was to use the findings and recommenclations to inform the T.L.L. Temple Foundation's strategic priorities for advancing mental health services in Deep East Texas. Houston Endowment Substance Use Disorder Systems Assessment Completed July 2D182 Thanks to the generous support nfHouston Endowment, we conducted ocomprehensive assessment ofhealth care system capacity in Harris County tomeet the prevalence ofneeds for substance misuse and substance use disorders (SUD) for all people in the county, across all age, sex, race, ethnicity, and socioeconomic groups. Of particular importance, our team developed a model ofanideal system ofcare for treating SUU,which, |fimplemented inHarris County, would 6ethe first nfits kind inthe nation. The report concludes with recommendations to make progress toward an Ideal SLID system of care; recommendations are aligned with the structural components ofthe ideal system, from prevention tointegrated primary care, co- occurring copab|especialtycmre.cns|,sem|ces^andreco,erysupportcxey|eodenhipmnorr|s county are using the preliminary findings and recommenclations to begin planning for system changes. Once the full report Ismade public, amuch broader array ofstakeholders will be engaged to implement recommendations based on locally determined priorities. System Assessment ofSmith County Local Behavioral Health System Completed November 2O17* Wewere invited tuprovide anindependent, objective assessment toidentify general behavioral health needs and gaps inservices, and provide concrete, practical recommendations tnmaximize the use oflocal capachyandesounes within existing collaborative efforts mSmith County tpaddress the identified needs and service gaps, The goal pfthe report was twprovide findings and recommendations specifically tmthe Smith County Behavioral Health Leadership This report has been finalized and submitted to the funder; however, uhas not yet been publicly released. This report has been finalized and submitted tothe funder; however, ithas not yet beer, publicly released. This report isnot publicly available. mmmcnnAmv+ "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on 12 Team that would inform next steps and priorities for advancing behavioral health services in Smith County. Since the completion nfthe assessment, the Smith County Behavioral Health Leadership Team has used recommendations from the report to inform a formal strategic plan for establishing a mental health crisis center. Harris County Mental Health Services for Children, Youth, and Families: 2O17 System Assessment PuhVsMedOctober zoxr Thanks to the generous support ofHouston Endowment, we conducted a comprehensiv assessment ofhealth care system capacity for providing mental health services for Harris County children, youth, and families. From this assessment, we developed an "Ideal System of Care" for treating the mental health needs of children, which has four components: 1) Integrated Behavioral Health, 2) Specialty Behavioral Health, 3) Rehabilitation Services, and 4) Crisis Care Continuum. We identified higher -risk areas by mapping poverty rates overall and by school district, and found multiple pockets ofneed across the county, with higher rates of poverty outside the Inner Loop 610 area than inside it. We also mapped current provider locations across school districts, noting that many areas with the highest need are farfrom treatment providers and public transportation routes, and many outlying school districts lack providers within their geographic borders. All children, youth, and families in Harris County – whether inside or outside of the child welfare and juvenile justice systems – face stark gaps in care and poor outcomes as a result, and our report's recommendations focused on how to bo|stcrscmiccsbascdonthcidcntificd~|dca[SmtcmofCarc^tubcstfiUthuscnapsand improve outcomes for children, youth, and their families. Findings – and relationships that were formed as a result of the system assessment in Harris County – have led to significant developments inchildren's mental health care. Findings from the final report have been widely shared and well received across the community, leading to efforts to expand Integrated primary and psychiatric care through the expansion ofchild psychiatry access programs (cpAp). Relationships we formed with key players in the foster care system led to a current project funded by DePelchin Children's Center to prepare the community for anticipated changes in the foster care delivery system, Additionally, findings from the assessment have helped generate over $smillion for area health care systems toaddress the recommendations. Valley Baptist Legacy Foundation Rio Grande Valley Behavioral Health Systems Assessment Published October zo17 The Valley Baptist Legacy Foundation (Legacy Foundation) engaged us to conduct a review of mental health systems In the Rio Grande Valley (RGV). The primary purpose of the assessment was tounderstand thccunrmcanacityof the nGVtomeet its population's mental health needs (ranging from mild to severe), develop practical recommendations that would allow local mumracnuxov+ "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on 13 stakeholders to build on current strengths, and support advancement of the counties' delivery systems for mental health services. The assessment included provider site visits and over 115 interviews of key informants to gain an understanding of the current service array across the four -county R6Vregion (cmmomn,Hidalgo, Starr, and vmUmcycnunt|ea).This process led tothe development ofrecommendations for bolstering the behavioral health systems nfthe KGV region, particularly identifying consensus onthe need for county -level planning tocoordinate and enhance services. Since the report was published, LK4HAsinthe R6Vhave pursued and secured! funds for crisis services and integrated care – efforts that are consistent with recommendations from this report. The publicatio,n of the report has also led to emerging partnerships with local providers topursue recommendations listed inthe report, particularly with respect toprimary care, and engage v,m providing consultation and technical assistance mplan and implement these innovations. 0oxmrCounty Mental Health Systems Assessment Published September 2016 In the summer of 2015, Methodist Healthcare Ministries of South Texas, Inc. (MHw)engaged us tpreview the performance ofacaarCounty behavioral health systems, Wcconducted the review in fall 2015 and early 2016. While approximately 500,000 people in the county suffer from some level of mental health need, the primary focus of this assessment was on the most severe needs: adults with serious mental illness (just over 60,000) and children with serious emotional disorders (just over 37,500). An additional focus was on the over 56,000 people (nearly as'nnuadults and nearly z1,soochildren) inpoverty (under zo07opp|)that serve unthe benchmark ofneed tubemet bythe overall public mental health system. Vveidentified numerous high-quality programs, providers, and pockets of excellence in Bexar County, but found that the primary challenge was the need tutransform the existing behavioral health service array from a set of discrete programs and special projects into a high performing system of care. Moreover, we recommended that the system of care should be managed by a collaborative of elected officials, local funder5, and leading providers. Immediately following the report, the Southwest Texas Regional Advisory Committee (STRAQ took on the task of working with MHM, leaders of all local hospital systems, The Center for Health Care Services, Haven for Hope, Bexar County, and first responders (fire and law enforcement) to address the adult recommendations from our report. They immediately enacted the primary recommendation of developing a locally -driven, empowered behavioral health leadership team to lead collaborative efforts by including all key local leaders and serving as the forum for mmvrL�cnoxu`x "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—Mental Health and Justice System Assesmment-wetrocrest Reg/on 1* Initial System Assessment of Texas Panhandle Local Behavioral Health Systems Published September znzs We were invited to conduct an initial assessment of behavioral health systems in the Texas Panhandle region as a means of coordinating planning efforts and resources to improve service delivery in the region's 26 counties. The goal of this report was to provide a better understanding ofthe mental health needs inthe Texas panhand|oanAto|nfnrm#roteg|o priorities of the Panhandle Behavioral Health Alliance (a community collaborative) to advance the mental health services in the Texas Panhandle. The Panhandle Behavioral Health Alliance and member agencies have successfully sought and procured grants tnmake significant service delivery improvements inthe Texas Panhandle counties. Midland County Mental Health Systems Assessment Completed September 20164 Community leaders in Midland County engaged us to review the performance of its behavioral health systems. These leaders included Midland County, the Midland County Hospital District, the Midland Independent School District, Permian Basin Community Centers, the Abell -Hanger Foundation, the Scharbauer Foundation, United Way, and Texas Tech University Health Sciences Center -Permian Basin. The objective of the assessment was to evaluate current capacity for service delivery, system development, and population health management m determine viable strategies that build on existing strengths to further develop the system of care for the region, We provided findings and recommendations for each major behavioral health provider and agency that was engaged in the systems assessment process.SpecificaUy, we made targeted recommendations for ensuring the commitment and alignment of key local leaders to support the development of a trusted and effective forum for local systems planning and coordination. The Midland community leadership has hired staff and continued to pursue actions that were recnmmcndio6inthe report. |thas also recently launched asuccessful Okay toSay campaign. Review ofHarris County Mental Health Systems Performance Published May 2015 Harris County engaged usmreview its public mental health service delivery systems, with primary focus onthe local menta|hea|thandmenta)retardodonauthority(wHm1uNofmorns County, the county's largest publicly funded mental health provider. The broader service delivery systems that also offer mental health and related services were included in the review, such as additional public health care services, social services and human services systems, the criminal justice system, managed care organizations, and schools. The report includes findings 'This report �s not publicly available. mmvrL�cnoxu` "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal—mental Health and Justice System Assesmment-wetrocrest Reg/on m and recommendations from our county -wide review of mental health services aswell ais our findings and recommendations on the MHMRA's role within the county. Particularly, recommendations focused on how the MHMRA could streamline services and enhance its current organizational structure to best meet the needs of people in the community. Harris County has continued toengage usfor input and support asit implements recommendations from the report. Mental Health Best Practice Opportunities for Denton County Published March 2015 United Way of Denton County, on behalf of the Denton County Citizen's Council on Mental Health (Citizen's Council), contracted with us to carry out an independent analysis of the county`s local mental health system performance and identify specific strategies for Denton County to support continued development of a highly responsive, clinically effective and efficient community behavioral health system for the population of the entire county. The project objectives focused on evaluating the then -current capacity based on a self-assessment completed by the Citizen's Council in 2014, and determining viable strategies to continue to develop a system of care for the community. We interviewed United Way leadership as well as several members of the Citizen's Council and developed recommendations that centered on shifting from fact-finding to action, One recommendation was to develop a behavioral health leadership team (BHLT) for Denton County, which was accomplished; the BHLT continues to operate, ^^^"""` mmvrL�cnoxu`x "A" 1""FOR MENTAL HEALTH AND JUSTICE SYSTEm ASSESSMENT (TM 124307) Proposal to Conduct a Mental Health and Justice System Needs Assessment in the Metrocrest Region - Carrollton, Farmers Branch, Addison, and Coppell PROPOSAL TO METROCREST SERVICES NTENT9T. HEALTH Proposal — Mental Health and Justice System Assessment - Metrocrest Region Contents Backgroundand Overview......................................................................................................1 Mission Statement and Experience............................................................................................1 IntendedOutcomes................................................................................................................ 3 Approach................................................................................................................................ 5 Qualitative Data Analyses...........................................................................................................5 Prevalence Data Analyses...........................................................................................................6 Overview of the Work Plan........................................................................................................7 Proposed Project Budget and Narrative................................................................................10 Expertise of the MMHPI Team..............................................................................................11 ProjectTeam Bios.....................................................................................................................12 References............................................................................................................................17 Appendix A: Selection of Previous Behavioral Health Systems Assessments Conducted by Meadows Mental Health Policy Institute Proposal: Mental Health and Justice System Assessment - Metrocrest Region Background and Overview The Meadows Mental Health Policy Institute (MMHPI) is pleased to submit this proposal to Metrocrest Services to assess the mental health and criminal justice/first responder systems' needs with a specific focus on homeless and transient populations in Carrollton, Addison, Farmers Branch, and Coppell. Specifically, our proposal outlines an assessment plan which, upon completion, will provide a report containing: • Compilation and analysis of prevalence and needs data, by demographic variables, including poverty, ethnicity, and age; • Identification of mental health providers and stakeholders; • Identification of service gaps and strengths, with a focus on homelessness and transient populations and the impact on law enforcement and first responder systems; and • Recommendations for systems improvement. Since our inception, MMHPI has focused our efforts on improving mental health care for people involved in the criminal justice system — the same population of interest in this assessment. We have also conducted multiple system assessments throughout Texas which have prioritized collaboration with key stakeholders, integrated our findings with other relevant assessments in order to coordinate region -wide planning, and incorporated findings from state and federal agencies, including the Texas Health and Human Services Commission (HHSC). In this proposal, we describe how we will provide the Carrollton, Addison, Farmers Branch, and Coppell areas (Metrocrest region) with a focused needs assessment that is shaped to fit the unique needs of these communities. In doing so, we provide details about the system assessments we have performed in other regions in Texas. We also offer information about the team we have assembled to conduct this assessment, which will be led by MMHPI's senior leaders and composed of our most experienced staff. Mission Statement and Experience The mission of MMHPI is to provide independent, nonpartisan, data -driven, and trusted policy and program guidance that creates systemic changes so all Texans can obtain effective, efficient behavioral health care when and where they need it. Our vision is for Texas to be the national leader in treating people with mental health needs. MMHPI is superbly qualified to meet the needs of the Metrocrest region. Since our launch in 2014, we have been guided by six strategic priorities: • Improve state -level policy: Provide the Texas Legislature, executive branch agencies, and the judiciary with the information they need regarding mental/brain health needs and best practices to help them develop and implement effective public policy. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 2 • Develop local behavioral health systems: Help Texas communities develop locally - driven, accountable, and collaborative local planning efforts that systemically improve the capacity of delivery systems to meet the behavioral health needs of the entire local population. • Improve university leadership capacity for mental and brain health: Help Texas become a national and global leader in brain health and the integrated treatment of mental/brain illness by promoting systemic changes in medical education and clinical training, medical research, and translation of research findings into practice for the benefit of the public. • Help funders of care implement financing best practices: Help payers (governments, employers, insurers) and other funders (philanthropists, foundations) identify, develop, and employ best practices when they finance behavioral health in order to expand access to effective and efficient care for brain illnesses, comparable to care for other illnesses. • Change public awareness to improve access to effective care: Increase public awareness of mental and brain diseases and their effective treatment so that Texans talk more openly about mental and brain health and help each other access effective care. • Identify, share, and promote strategies to take population best practices to scale for: — Texas children: Texas children will receive effective mental health care as part of their overall health so they can reach their full potential at home, school, and in the community. — Texas veterans: Texas veterans and their families will receive the mental health care and support they deserve in order to help them return home and thrive. — Smart justice: Texans with serious mental health needs will only be involved in the criminal justice system if they commit a crime that warrants involvement. — Critical needs across the life span, including prevention of suicide and mental illness more broadly, reduction of homelessness, and meeting the needs of older adults. We are uniquely equipped to provide key findings from the Metrocrest region assessment not only to local leadership but also to the Texas Legislature and executive branch agencies, as appropriate and as agreed to by Metrocrest region leadership. For example, we provided data, professional expertise, and analysis to lawmakers before and throughout the 86th Legislative Session. We were gratified to see this legislature pass 29 of 33 mental health-related bills that we had prioritized for this legislative session (an 87.8% success rate versus an 18.7% average rate for all bills filed for the session). Our legislative highlights that are relevant to this proposal include: ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment - Metrocrest Region 3 • SB 11 (Taylor), which, through the establishment of the Texas Child Mental Health Consortium, established the Child Psychiatry Access Network to enable pediatricians and primary care providers to work with child psychiatry consultation hubs at leading medical schools. • HB 18 (Price), which enhances training requirements for school employees as well as program and curriculum development to better support student mental health. • SB 1177 (Menendez), which allows intensive evidence -based practices that have good outcomes for children and youth with the most intensive mental health needs to be available as an option in Medicaid managed care programs. • SB 500 (Nelson), which contains $445 million to fund Phase II of the comprehensive plan for state hospital redesign, including Austin, San Antonio, and Rusk State Hospitals. • SB 2111 (Watson), which requires HHSC to establish a plan to contract with a local public institution of higher education to transfer operations of Austin State Hospital on completion of construction. • HB 1 (Zerwas), which contains $60 million for the Mental Health Grant Program for Justice -Involved Individuals (SB 292), a $12.5 million increase from fiscal year 2018- 2019 levels. It also contains $40 million for the Community Mental Health Grant Program (HB 13) and $20 million for the Texas Veterans + Family Alliance Grant Program (SB 55). • HB 601 (Price), which builds on reforms enacted in the 85th Legislative Session by clarifying the meaning and scope of "assessments" for people with mental illnesses who are in jail. • SB 562 (Zaffirini), which reforms the competency restoration process to ensure people will be assigned to state facilities based on clinical need, not solely on the underlying charged offense. • HB 1 (Zerwas), which contains $2 million to fully fund the Judicial Commission on Mental Health over the 2020-2021 biennium. Dr. Keller and Dr. Tony Fabelo from MMHPI are members of the Judicial Commission. Intended Outcomes The overall goal of this project is to provide a focused needs assessment for the Metrocrest region. This assessment can serve as the basis for a regional, systemic approach to providing prevention -oriented mental health services, while reducing the use of emergency and first responder systems for mental health crisis services across the region. This assessment will provide Metrocrest region leadership and other stakeholders with data, information, and recommendations to support region -wide planning to improve access to — and increase the impact of — behavioral health services for the people who reside there, and reduce the use of first responder and emergency services to address mental health crises. We ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 4 will create a comprehensive needs assessment that community leaders can use to help achieve a range of outcomes over time. Below, we have outlined examples of short-term, intermediate, and long-term outcomes that could be achieved, using the needs assessment as a foundation. Short -Term Outcomes Initially, a needs assessment can help lead to an integrated regional planning approach with: • Increased collaboration and new connections among key health care stakeholders and behavioral health care partners; • Increased understanding of gaps and inefficiencies, as well as resources allocated across service sectors for people with complex behavioral health issues, including people who are transient or homeless and people involved with the criminal justice and first response systems; and • Concrete and specific plans for a uniform community -wide protocol to increase crisis prevention and manage care for people with acute or sub -acute problems related to behavioral health issues. Intermediate Outcomes Community leaders will be able to develop an implementation plan that will facilitate the following: • Police and first responders will be better equipped to respond to people with mental health issues when it is appropriate for them to do so. • Information sharing opportunities will be identified for the use of integrating data within and across services systems. • Data -driven resources for improved coordination and early intervention will be more widely available and used more strategically to reduce the strain on local hospitals and law enforcement, reduce homelessness, and better meet the needs of the transient population within the region. Long -Term Outcomes Ideally, implementation of a system improvement plan will also result in: • Reduced hospital recidivism for people with behavioral health needs, including the need for substance use disorder services; • Reduced reliance on first responder and emergency services to address behavioral health care crises; and • Reduced costs to hospitals and emergency rooms with respect to people with behavioral health needs. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment - Metrocrest Region 5 Approach For this assessment, we will use quantitative and qualitative methods to determine the prevalence of service needs, capacity of and gaps in services, system strengths, costs, and challenges presented by current services and response. We will use interviews with providers and stakeholders to further our understanding of how current service provision, payment systems, and financing mechanisms affect the availability of services and access to care in the Metrocrest region. Through this analysis, we will consider the role of Medicaid and local payers in the overall mental health system and offer insights to help maximize resources for mental health care. With the support of stakeholders from each community, we will also share these findings with policymakers in an effort to help address policy barriers that unnecessarily encumber the current system. Based on available data, whether quantitative or qualitative, we will also provide Metrocrest region stakeholders with an understanding of the breadth and depth of the impact of homelessness, transient populations, and mental illness on first responder systems and emergency service providers, using quantitative and qualitative approaches for our an analysis. To accomplish this assessment, we have assembled a team of nationally -recognized subject matter experts and consultants who are uniquely qualified to conduct a needs assessment that will define and contribute meaningful strategies to improve local behavioral health systems while creating a framework for reducing the use of first responder and emergency services for chronic mental health care needs. In this section, we outline how we will approach the assessment, drawing, as appropriate, on our work in other areas of Texas. We follow that discussion with a timeline for our work. Qualitative Data Analyses We will accomplish this assessment by analyzing information we collect from multiple stakeholders from across the Metrocrest region. We will work with the public safety directors of each city, or their equivalent, to create a list of organizations and stakeholder to interview. We anticipate gathering information from 40 to 50 stakeholders, including city officials and leadership, Baylor Scott and White Medical Center, North Texas Behavioral Health Authority, Denton County MHMR Center, and Life Path Systems, as well as other providers of mental health and substance use disorder services; regional hospitals; county courts and probation departments; emergency medical personnel (fire/emergency medical services); Carrollton, Farmers Branch, Addison, and Coppell police and fire departments; and other key informants determined during the initial phase of the project. Our approach to these interviews will incorporate techniques we refined in other system assessments, for which we have interviewed thousands of stakeholders in total. The information we collect will allow us to identify the current systems' strengths and opportunities for improvement in addressing the changing ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 6 behavioral health system needs and perspectives in the region. Our approach will include the following activities: • Key informant interviews and focus groups, • Data requests and review of key documents (e.g., existing reports, data, and policies and procedures), • Site review of operations with a team of clinical and operations experts, • Demographic study and capacity analysis, • Cross -analysis of findings to generate specific improvement strategies, and • Specific implementation recommendations to achieve project goals and objectives. Our assessment process will address analyses of specific populations and systems, including: • The crisis service array, • Services for adults involved in the criminal justice system or who frequently utilize first response systems, and • Services for adults experiencing homelessness or who are transient to the area. Our assessment will examine crisis response times, crisis care options, and gaps in crisis services. For people involved in the criminal justice system or who encounter first response systems, we will examine services that are already being provided in the area as well as gaps in services for this population. Through our analysis of the criminal justice and first response system, we will identify service gaps and needs focused particularly on strategies to increase care engagement and retention, increase criminal justice system diversion, decrease emergency system utilization for chronic care needs, and reduce jail and hospital recidivism for people living with serious mental illness. In order to develop this framework, we will seek to understand and describe the factors that lead people to become trapped in repeated cycles of expensive, and ultimately ineffective, use of jail, emergency room, and hospital services. We will identify barriers that inhibit access to prevention, intervention, and diversion services. To the extent possible, we will use clinical and demographic data that quantify service needs as well as qualitative information collected through interviews and focus groups. As noted above, these discussions will include, at a minimum, providers and stakeholders from the following entities: county and municipal government, law enforcement, corrections, crisis response, mental health providers, housing services, hospitals, non-profit organizations, consumers, and system leaders. Prevalence Data Analyses In preparing the analysis for the needs assessment of the Metrocrest region, we will perform prevalence analyses based on data that consider Texas -specific demographic and poverty data. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 7 These analyses will be performed for each of the counties of Metrocrest region cities. We will complete this analysis by drawing on data we have permission to access, including (as one example) the full data set of the Texas Health Care Information Collection (THCIC). The analyses will provide: • County -level prevalence data on each of the major mental health disorder categories (including substance use disorders) for adults, children and youth, and veterans, including estimates for first episode psychosis, people in need of intensive services, numbers of suicides, and poverty levels; • Licensed psychiatric bed capacity for each hospital in the designated area, and utilization of that capacity over a period of a year, to show any gaps between capacity and use as well as ebbs and flows in use overtime, including an analysis of bed capacity for adults; • Information regarding the interactions of homeless populations and populations transient to the region and area law enforcement and first responder systems; • An analysis of the use of existing publicly -funded mental health and substance use disorder programs (some of this data may be captured through interviews and document reviews); and • An estimate of costs associated with hospitalization and emergency department use for psychiatric disorders and, if available, costs associated with local community mental health programs. Overview of the Work Plan Below, we provide an overview of key steps in our assessment process. We propose an nine- month timeline for this project, with additional work during a ninth month to ensure buy -in for collaboration on developing operational recommendations with the region's system leaders. We can begin the project immediately on award of the contract, or on terms established by the community. The following table outlines the expected timing for information gathering activities. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment - Metrocrest Region 8 Project Kick -Off The first step of this project will be to engage quickly with local project leadership to finalize the work plan and request key information. We will schedule an initial kick-off conference call with key leadership and staff to obtain their perspectives on the evaluation and determine who will be primary points of contact to the MMHPI project team. The lead consulting team members involved in the project — Melissa Rowan, Kyle Mitchell, and B.J. Wagner — will participate in these conference calls. Dr. Andy Keller, MMHPI President and Chief Executive Officer, will provide overall guidance and direction. The deliverables resulting from the calls will include an updated work plan that identifies a communications protocol, including key contact information for local system leadership and project staff and the consulting team. The plan will also outline all deliverables and due dates; reporting dates may be adjusted based on the outcome of the discussions. We anticipate these steps will be completed within one week of contract execution. The initial kick-off call will be followed by a one -day on-site meeting within 30 days after award of the contract to gain a better understanding of the region's behavioral health care systems, including hospitals, the criminal justice system, and the local mental health authorities (LMHA) as well as other priorities for the broader behavioral health system identified by key system partners. The MMHPI project leads will be on site, with other team members joining by phone to the extent needed. Our team will prepare a draft site visit agenda and goals and submit this to local project leadership for review in advance of the site visit. The information obtained during the initial visit will set the stage for all project tasks. Off -Site Review and Primary On -Site Review The next major step in the project will be to conduct an off-site assessment of available reports and archival sources to ground the study team in available information. This grounding will help us make optimal use of the on-site time. We will conduct this Off -Site Review of existing data, documents, reports, policies, and protocols so that our team arrives with a preliminary understanding of key processes pertinent to the project. To accomplish this, the project team ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 9 will prepare a data request document based on information from the initial calls and site visit, as well as our deep understanding of Texas health, criminal justice, and behavioral health systems. We will also conduct telephone interviews with key informants and conference calls with representatives from city and county government, law enforcement, the LMHAs, hospital leaders, and others, as needed, to inform the development of the data request. Following receipt of information from the data request, we will conduct the desk review and develop protocols for the on-site review. The Primary On -Site Review will span several days and is anticipated to occur after all data have been received (Months Three and Four). For this review, each of the project leads, joined by support staff as needed, will conduct analyses of existing capacity, gaps in capacity, and opportunities to use financing and other strategies to meet need. The on-site review will include an integrated team approach to allow us to take full advantage of the expertise of each team member across the assessment. For the most part, team members will conduct their interviews and reviews independently, reserving time each day to compare notes and emerging hypotheses. Qualitative Analysis Beginning in Months Three and Four, the project team will initiate focus groups and key informant interviews with local stakeholders. The purpose of these structured interviews and focus groups is for our teams to identify central themes associated with access to care, availability of crisis and emergency services, and the impact of mental illness and unmet needs across various service sectors. We will also consider homelessness, transient populations, and first responder services. We will develop thematic tables for this part of our analysis and include this content in a draft report, which will be submitted at the end of Month Seven. Quantitative Analysis and Draft Report Immediately upon execution of the award, we will begin our analysis of prevalence, service capacity, and cost data. The initial analysis will be completed within the first 120 days of the project, leaving an opportunity to factor in any new data gathered through the initial on-site review. We will submit the draft report of the needs assessment at the end of Month Seven. Follow -Up On -Site, Final Report, and Final Presentation Follow-up on-site meetings will be held in Months Six and Seven to review emerging findings with local project leadership and other behavioral health system leaders. Project leads will attend these meetings in person. The focus of these meetings will be to review our draft findings to refine them and address any gaps, with the primary goal of reviewing and deepening recommendations. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 10 We will draft the final report of the needs assessment for the project leadership's review by Month Eight. We propose scheduling the final presentation of findings and achievable recommendations for local leadership after the report has been finalized in Month Nine. Proposed Project Budget and Narrative The proposed project budget is $300,000, inclusive of all MMHPI staff and consultant time, meeting costs, travel costs, and material production. All deliverables will be provided in electronic format. This is an optimal budget; however, we have included a scaled budget to best fit the priorities of the stakeholders and project funders. This component comprises all elements included in the proposal above. The primary on-site review will involve the policy teams listed below, who will initiate focus groups and 40-50 key informant stakeholder interviews to identify central themes associated with access to care, availability of crisis and emergency services, and the impact of mental illness and unmet need across various service sectors as specified in this proposal. On-site reviews will include each of the project leads, joined by support staff to provide analysis of existing capacity, gaps in capacity, and opportunities to use program development, scaling, financing, and other strategies to meet the need. Themes emerging from the qualitative analysis will be included in the final report. Our criminal justice and adult policy teams, with support from clinical subject matter experts, will identify service gaps and needs through a limited set of key informant and stakeholder interviews and available data analyses. These interviews, and accompanying data, will focus particularly on strategies to increase care engagement and retention, increase criminal justice system diversion, decrease first responder systems engagement, decrease emergency system utilization for chronic health and behavioral health needs, and reduce jail and hospital recidivism for people living with serious mental illness or substance use disorders, with a specific focus on people who are homeless. We will prepare analyses of prevalence based on data that considers Texas -specific demographic and poverty data. These analyses will be performed for each of the cities specified in this proposal. Additionally, we will provide analyses for licensed psychiatric bed capacity for each hospital in the region and utilization rates over the past year; existing publicly -funded mental health and substance use disorder programs and use; and costs associated with hospitalization and emergency department use for psychiatric disorders and, if available, costs associated with local community mental health programs. ryp, ��y qq r I' .lq1, A �Ar41r'�I ry I' p dY,P, I, .�'M II � k. A...t 4 i B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment - Metrocrest Region 11 Expertise of the MMHPI Team The team assembled for this project is expert in the specific system requirements of Texas counties and LMHAs, as well as the complexity of today's criminal justice and behavioral health systems, health reform, and state-of-the-art behavioral health system and service innovations. We all have worked for decades with complex behavioral health systems, resource challenges, and multifaceted organizational and programmatic needs. We offer a sophisticated knowledge base of health economics, clinical care, first responders, modern police science, risk -need - responsivity hybrid services in the criminal justice system, funding requirements, payment strategies, managed care systems, and the development of inpatient and outpatient clinical programming that combines financial viability and compliance with customer responsiveness, tailored to Texas counties, that results in successful outcomes. The table below summarizes the names and roles of the core team members. Andy Keller, PhD Executive Oversight Melissa Rowan Project Lead Kyle Mitchell, JD Project Coordination and Policy Lead B. J. Wagner Law Enforcement and First Responder Lead Ron Stretcher Criminal Justice System Support Paul Stokes Law Enforcement and First Responder Support Amanda Mathias, PhD Clinical Lead Jennifer Gonzalez, PhD Quantitative Data Lead Tim Dittmer, PhD Quantitative Support John Petrila, JD Systems Integration Consultation This team has worked together to conduct system assessments — similar in whole or in part to the proposed project — in Austin, Dallas, Denton, EI Paso, Houston, Midland, the Panhandle (Amarillo and 26 surrounding counties), the Rio Grande Valley (four counties), San Antonio, Tyler, and other complex urban systems across Texas and the nation. Our team brings together Texas and national leaders in system evaluation; managed care practices; behavioral health and criminal justice systems integration; children's systems; veterans, service members, and family system development and analysis; and quality outcome -driven para -medicine and law enforcement practices in behavioral health crisis response and diversion. Working together, our team offers a unique and proven blend of expertise that is grounded in work that addresses the combination of constraints and opportunities facing Texas counties to deliver behavioral health services to populations with complex needs in an integrated and cost-effective manner. Our team is also able to apply successful approaches and sound practices from across Texas and the ryp, ��y ],,NTA r I' .lq1, A �Ar41r'�1 ry I' p dY,P, I, .�'M II � k. A...t 4 i B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 12 nation. Brief biographies for the project principals are provided below. We may also bring in other team members to address particular areas of needed expertise. Additional information on the full MMHPI team can be found at: http://texasstateofmind.org/about/our-team/. Project Team Bios Andy Keller, PhD, President and Chief Executive Officer Project Executive Oversight Dr. Keller will provide executive oversight for the project. Dr. Keller is a licensed psychologist with over 20 years of experience and expertise in health and human services integration, behavioral health financing, managed care systems, and empirically supported practices for adults and children. He has led numerous complex behavioral health system change and reform initiatives, including 1) local behavioral health system assessment and redesign projects in Austin, Denton, Dallas, EI Paso, Houston, Midland, San Antonio, the Panhandle, and the Rio Grande Valley in Texas; Omaha, NE; Santa Barbara, CA; Milwaukee, WI; Vancouver, WA; and numerous other local systems outside of Texas; 2) complex state -level system financing for transformation and service integration, including work since May 2012 in support of the development of MMHPI for Texas, with related work in other states, including statewide system assessments in Colorado, Nebraska, Kansas, Connecticut, and North Carolina as well as multiple statewide children's system of care planning projects, including Pennsylvania's 2011-2012 federal children's system of care expansion grant, Washington State's 2011-2012 children's mental health redesign and "TR" EPSDT settlement development, Louisiana's coordinated systems of care project in 2010-2011, and Massachusetts's 2008-2009 "Rosie D" EPSDT settlement planning; 3) behavioral health financing and regulatory expertise in numerous states, including the independent assessment of Kansas's 1915b/c Medicaid behavioral health waiver programs; State Plan amendments and related operational consultations in Texas, Delaware, Louisiana, Nebraska, North Carolina, and Pennsylvania; and managed care system reviews in California, Colorado, Connecticut, Florida, Kentucky, Louisiana, Massachusetts, Nebraska, New Mexico, North Carolina, Oregon, Pennsylvania, Utah, and Washington; and 4) hospital capacity development and financing projects in Colorado, Pennsylvania, Texas, and Washington. Dr. Keller completed his doctoral work in clinical and community psychology at the University of Maryland College Park in 1994. His master's and doctoral work both involved consumer -driven research. He is a licensed psychologist in Texas. Melissa Rowan, MBA, Executive Vice President of Policy Implementation Project Lead Ms. Rowan was most recently a partner at Wertz & Rowan, a health care policy consulting firm she founded in Austin, and she has worked in and around Texas and national health systems for 25 years, focusing on broad health care issues, managed care, and behavioral health care. As a consultant to MMHPI for the last four years and taking an expanded role as Senior Fellow of ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 13 Policy Implementation this past year, Ms. Rowan has worked on several MMHPI projects, with a primary focus on service expansion and quality improvement in real-world settings and health care financing. She has previously served as Healthcare Policy Director for the Texas Council of Community Centers in Austin, working closely with the 39 community mental health centers across the state on innovation and design of behavioral health programs for adults and children. During her career, Ms. Rowan has managed projects for two national health care consulting firms and held positions at the Texas Health and Human Services Commission, the Texas Legislative Budget Board, and a community behavioral health provider. She has also been appointed to the boards of the TMF Health Quality Institute and LifeWorks, and has served as Vice Chair of the Texas Health and Human Services Commission's Behavioral Health Integration Advisory Committee. Ms. Rowan earned her MSW from The University of Texas at Austin and an MBA from Concordia University. Kyle Mitchell, JD, Vice President of Veteran and Adult Policy Project Coordination Mr. Mitchell previously served as the Deputy Executive Director of the Texas Veterans Commission, the state agency that supports Texas veterans and their families through its programs of claims assistance, employment services, education, and the Fund for Veterans Assistance. He joined the Texas Veterans Commission from the Office of Governor Rick Perry, where he served as a Governor's Advisor in the Office of Budget, Planning, and Policy. In that role he was responsible for military, veterans, criminal justice, and public safety issues. He is a native Texan who returned to Texas after serving the state of Florida in both the executive and legislative branches. He served as Special Counsel to the Secretary at the Florida Department of Business and Professional Regulation. He also worked as a committee attorney for the Florida House of Representatives. Prior to his government service, Mr. Mitchell worked at a law firm with a focus on representing clients before the Florida Legislature. Mr. Mitchell is a Major and Judge Advocate in the United States Army Reserve. From 2013 to 2018, he served in the Texas Army National Guard with both the 71st Expeditionary Military Intelligence Brigade and the 36th Infantry Division. In 2017, he deployed as the Command Legal Advisor/Command Judge Advocate for Headquarters, Train, Advise, Assist Command—South in Kandahar, Afghanistan, in support of Operation Freedom's Sentinel. B. J. Wagner, MS, Interim Executive Director of the Caruth Police Institute at the University of North Texas at Dallas Policing and First Responder Lead Ms. Wagner will direct the police and first responder systems analysis for the project. In her role with MMHPI, Ms. Wagner helps communities across Texas transform systems to increase prevention and intervention services and reduce criminal justice system involvement for special populations. Ms. Wagner began her career in law enforcement as a county jailer and later as a ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 14 law enforcement officer in North, East, and Western Texas. After graduate school and completing studies in clinical neuropsychology and counseling psychology at Texas A&M, she began working in community mental health clinics. She continued consulting with the field of law enforcement on best practices as she provided services to clientele through local mental health authorities. Ms. Wagner has developed curriculums for disciplines across the criminal justice system on mental health awareness, symptom recognition, and verbal de-escalation techniques. In her work with the Texas Department of Criminal Justice (TDCJ), Ms. Wagner developed systems for front-end diversion and continuity of care for offenders with special care needs, and guided Medicaid implementation for limited populations within the state's prison systems. Ron Stretcher, Senior Director of Systems Management Criminal Justice System Support Mr. Stretcher brings over 30 years of experience in the social, health, and judicial services fields to MMHPI. Mr. Stretcher retired after 26 years with Dallas County, serving the last 11 years as criminal justice director. He was instrumental in lowering and stabilizing the jail population, improving pre-trial release services, and expanding jail diversion for special populations. Mr. Stretcher also served 10 years as deputy director of the Dallas County Juvenile Department, where he developed and implemented family preservation programs, a charter school for local juvenile facilities, and an alternative education program for students expelled from school. Mr. Stretcher also managed several grant programs for Dallas County, including the Ryan White HIV Services and related programs. Prior to joining Dallas County, Mr. Stretcher worked for the Texas Department of Human Services (now part of the state HHSC) in the income assistance division (the former Food Stamps and AFDC programs). Mr. Stretcher represented the Dallas County Commissioners Court on the Board of Directors of the North Texas Behavioral Health Authority and was chairman of the board during the transition from managed care to a community center model of providing services. Mr. Stretcher was a founding member of the Dallas County Behavioral Health Leadership Team, which coordinates behavioral health services for the county. Mr. Stretcher also founded the Texas Criminal Justice Planners Executive Forum and is a past chair of the North Central Texas Council of Governments Policy Development Committee. Paul Stokes, Senior Director of Intervention and Diversion Policy Policing and First Responder Support Mr. Stokes rose through the ranks of the Dallas Police Department (DPD), serving as Patrol Bureau Assistant Chief, Deputy Chief, Patrol Commander, Manager of the Public Information Office, a DPD helicopter pilot, and Commander of the Violent Crimes Task Force. His most recent assignment included serving as Assistant Chief of Police over the Investigations and Tactical Support Bureau, which includes violent crimes, homicide, crimes against children, ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 15 narcotics, gang, SWAT, and criminal intelligence services. Throughout his many areas of service, Mr. Stokes was widely known for his ability to establish collaboratives that enhanced community relations and public safety for the communities he served. He oversaw the establishment of a regional law enforcement alliance that focused on property crime reduction. This area -wide effort linked 16 participating agencies across North Texas that utilized emerging technologies to reduce crime. He was instrumental in the establishment of RIGHT Care in Dallas as part of the Caruth Smart Justice Project, an approach to early intervention with people in crisis that is helping transform the system of care in Dallas. Amanda Mathias, PhD, Senior Director of Innovation Clinical Lead Dr. Mathias holds a Doctorate of Philosophy in Marriage and Family Therapy, and is a licensed marriage and family therapist and licensed professional counselor. With nearly 20 years of experience in both community social services and community mental health, she has served in various clinical and administrative capacities throughout her career. Dr. Mathias' service throughout Texas has centered on underserved populations, particularly people who are homeless and live in poverty. In her clinical and program development work, Dr. Mathias has applied evidence -based and innovative care to her work with people living with serious mental illness, co-occurring substance use disorders, and physical/medical conditions. She has served, directed, and led a range of community-based programs, including an innovative project for people with complex health needs and high utilization of restrictive and expensive services, homeless services programs, and juvenile and adult forensic treatment and assessment. She also provided operational and clinical oversight for an inpatient rehabilitation center for offenders with mental illness. Dr. Mathias has concentrated her program development work on integrated, trauma -informed, person -centered treatment models while developing supervision/leadership models that support the clinicians of these highly intense assertive treatment projects. Dr. Mathias is recognized for her expertise in transforming the assertive community treatment model in Texas as well as providing assessment and clinical implementation strategies to improve local mental health systems. She is also the project lead for MMHPI's work on the redesign of the San Antonio State Hospital. John Petrila, JD, LL.M, Senior Executive Vice President of Adult Policy Systems Integration Consultation Mr. Petrila was a member of the founding board of MMHPI and is a committed member of the MMHPI team. He is an attorney with 40 years of experience in mental health law and policy. Before joining MMHPI, he chaired the Department of Health Policy & Management at the University of South Florida College of Public Health. Prior to that, he chaired the Department of Mental Health Law & Policy at the Florida Mental Health Institute, where he built a department that worked extensively with administrative data to inform policy at the county and state levels. ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment - Metrocrest Region 16 He also was the first Director of Forensic Services in the Missouri Department of Mental Health and was Chief Counsel and Deputy Commissioner in the New York State Office of Mental Health. He received his law degree and an advanced degree in mental health law from the University of Virginia School of Law. He leads MMHPI's work on the redesign of the Austin and San Antonio State Hospitals as well as the Institute's other adult mental health work in Bexar County, Dallas County, and other locations throughout Texas. He is past president of the International Association of Forensic Mental Health Services. In 2011, he was named a Fulbright Scholar to the Netherlands and taught and conducted research at the Forensic Psychology Program at Maastricht University. Jennifer Gonzalez, PhD, Senior Director of Population Health Quantitative Data Lead Dr. Gonzalez's research interests include public health policy, data -informed public health and criminal justice practice, and development of innovative methods for linking people to needed care. She is especially interested in developing and testing the effectiveness of real-world solutions to improve the use of behavioral health services for those in need. She has published more than one hundred interdisciplinary articles focused on the health of people who come into contact with — and work within — the criminal justice system. Dr. Gonzalez earned her doctoral degree in epidemiology from the University of Florida, and an M.S. degree in criminal justice from the University of Cincinnati. Her research has been funded by the National Institute on Minority Health and Health Disparities, SAMHSA, the National Institute on Aging, the National Institute of Justice, and the Hogg Foundation for Mental Health. Timothy Dittmer, PhD, Chief Economist Quantitative Data Lead Timothy Dittmer, PhD, is responsible for all econometric analysis for the Institute. He has consulted as an economist regarding behavioral health and human services for nearly a decade and just left his position as tenured chair of the Department of Economics at Central Washington University in January 2014. Dr. Dittmer is expert in applied economic analysis across a wide array of public policy domains including health care, and has worked with a wide range of econometric methods for estimating the cost -benefits for behavioral health and human services interventions. His interests include veteran issues given his service in the United States Army and National Guard (1984-1992, 2001-2009) that included two tours in Iraq (2004-2005, 2008-2009) and award of the Combat Infantry Badge and Bronze Star. The primary contacts for this proposal are Melissa Rowan (iiTmiirp _ iii „_t sst teofi miiin . iirg) and B. J. Wagner ................. ............................drg�ri�.o). ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 17 References Judy Quisenberry, Executive Director Valley Baptist Legacy Foundation 956-335-3037 ....9....: ... . �.EY. .Y:...N:....g. The Valley Baptist Legacy Foundation engaged MMHPI to conduct a review of mental health systems in the Rio Grande Valley. Russell Meyers, President and Chief Executive Officer Midland Memorial Hospital 432-221-1111 Community leaders in Midland County engaged MMHPI to review the performance of its behavioral health systems. Alice Jewell, Chief Executive Officer McKenna Foundation 830-606-9500 ... ..N..I................ The McKenna Foundation engaged MMHPI to provide an independent analysis of the local behavioral health system and identify specific strategies for Comal County to support continued development of a highly responsive, clinically effective and efficient community behavioral health system for the population of the entire county. ryp, ��y],-NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 18 Appendix A: Selection of Previous Behavioral Health Systems Assessments Conducted by the Meadows Mental Health Policy Institute Deep East Texas Regional Mental Health Assessment Completed September 20181 Thanks to the generous support of the T.L.L. Temple Foundation, we conducted an independent assessment of 22 counties across the Foundation's 24 -county service area in Deep East Texas. The purpose of the assessment was to identify strategies to support the development of a highly responsive, clinically effective and efficient community mental health system in this largely rural region. The goal of the report was to use the findings and recommendations to inform the T.L.L. Temple Foundation's strategic priorities for advancing mental health services in Deep East Texas. Houston Endowment Substance Use Disorder Systems Assessment Completed July 20182 Thanks to the generous support of Houston Endowment, we conducted a comprehensive assessment of health care system capacity in Harris County to meet the prevalence of needs for substance misuse and substance use disorders (SUD) for all people in the county, across all age, sex, race, ethnicity, and socioeconomic groups. Of particular importance, our team developed a model of an ideal system of care for treating SUD, which, if implemented in Harris County, would be the first of its kind in the nation. The report concludes with recommendations to make progress toward an ideal SUD system of care; recommendations are aligned with the structural components of the ideal system, from prevention to integrated primary care, co- occurring capable specialty care, crisis services, and recovery supports. Key leadership in Harris County are using the preliminary findings and recommendations to begin planning for system changes. Once the full report is made public, a much broader array of stakeholders will be engaged to implement recommendations based on locally determined priorities. System Assessment of Smith County Local Behavioral Health System Completed November 20173 We were invited to provide an independent, objective assessment to identify general behavioral health needs and gaps in services, and provide concrete, practical recommendations to maximize the use of local capacity and resources within existing collaborative efforts in Smith County to address the identified needs and service gaps. The goal of the report was to provide findings and recommendations specifically to the Smith County Behavioral Health Leadership 1 This report has been finalized and submitted to the funder; however, it has not yet been publicly released. Z This report has been finalized and submitted to the funder; however, it has not yet been publicly released. s This report is not publicly available. ryp, ��y],—NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 19 Team that would inform next steps and priorities for advancing behavioral health services in Smith County. Since the completion of the assessment, the Smith County Behavioral Health Leadership Team has used recommendations from the report to inform a formal strategic plan for establishing a mental health crisis center. Harris County Mental Health Services for Children, Youth, and Families: 2017 System Assessment Published October 2017 Thanks to the generous support of Houston Endowment, we conducted a comprehensive assessment of health care system capacity for providing mental health services for Harris County children, youth, and families. From this assessment, we developed an "Ideal System of Care" for treating the mental health needs of children, which has four components: 1) Integrated Behavioral Health, 2) Specialty Behavioral Health, 3) Rehabilitation Services, and 4) Crisis Care Continuum. We identified higher -risk areas by mapping poverty rates overall and by school district, and found multiple pockets of need across the county, with higher rates of poverty outside the Inner Loop 610 area than inside it. We also mapped current provider locations across school districts, noting that many areas with the highest need are far from treatment providers and public transportation routes, and many outlying school districts lack providers within their geographic borders. All children, youth, and families in Harris County — whether inside or outside of the child welfare and juvenile justice systems — face stark gaps in care and poor outcomes as a result, and our report's recommendations focused on how to bolster services based on the identified "Ideal System of Care" to best fill those gaps and improve outcomes for children, youth, and their families. Findings — and relationships that were formed as a result of the system assessment in Harris County — have led to significant developments in children's mental health care. Findings from the final report have been widely shared and well received across the community, leading to efforts to expand integrated primary and psychiatric care through the expansion of child psychiatry access programs (CPAP). Relationships we formed with key players in the foster care system led to a current project funded by DePelchin Children's Center to prepare the community for anticipated changes in the foster care delivery system. Additionally, findings from the assessment have helped generate over $6 million for area health care systems to address the recommendations. Valley Baptist Legacy Foundation Rio Grande Valley Behavioral Health Systems Assessment Published October 2017 The Valley Baptist Legacy Foundation (Legacy Foundation) engaged us to conduct a review of mental health systems in the Rio Grande Valley (RGV). The primary purpose of the assessment was to understand the current capacity of the RGV to meet its population's mental health needs (ranging from mild to severe), develop practical recommendations that would allow local ryp, ��y],NTA rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 20 stakeholders to build on current strengths, and support advancement of the counties' delivery systems for mental health services. The assessment included provider site visits and over 115 interviews of key informants to gain an understanding of the current service array across the four -county RGV region (Cameron, Hidalgo, Starr, and Willacy counties). This process led to the development of recommendations for bolstering the behavioral health systems of the RGV region, particularly identifying consensus on the need for county -level planning to coordinate and enhance services. Since the report was published, LMHAs in the RGV have pursued and secured funds for crisis services and integrated care — efforts that are consistent with recommendations from this report. The publication of the report has also led to emerging partnerships with local providers to pursue recommendations listed in the report, particularly with respect to primary care, and engage us in providing consultation and technical assistance to plan and implement these innovations. Bexar County Mental Health Systems Assessment Published September 2016 In the summer of 2015, Methodist Healthcare Ministries of South Texas, Inc. (MHM) engaged us to review the performance of Bexar County behavioral health systems. We conducted the review in fall 2015 and early 2016. While approximately 500,000 people in the county suffer from some level of mental health need, the primary focus of this assessment was on the most severe needs: adults with serious mental illness (just over 60,000) and children with serious emotional disorders (just over 37,500). An additional focus was on the over 56,000 people (nearly 35,000 adults and nearly 21,500 children) in poverty (under 200% FPL) that serve as the benchmark of need to be met by the overall public mental health system. We identified numerous high-quality programs, providers, and pockets of excellence in Bexar County, but found that the primary challenge was the need to transform the existing behavioral health service array from a set of discrete programs and special projects into a high performing system of care. Moreover, we recommended that the system of care should be managed by a collaborative of elected officials, local funders, and leading providers. Immediately following the report, the Southwest Texas Regional Advisory Committee (STRAC) took on the task of working with MHM, leaders of all local hospital systems, The Center for Health Care Services, Haven for Hope, Bexar County, and first responders (fire and law enforcement) to address the adult recommendations from our report. They immediately enacted the primary recommendation of developing a locally -driven, empowered behavioral health leadership team to lead collaborative efforts by including all key local leaders and serving as the forum for planning. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 21 Initial System Assessment of Texas Panhandle Local Behavioral Health Systems Published September 2016 We were invited to conduct an initial assessment of behavioral health systems in the Texas Panhandle region as a means of coordinating planning efforts and resources to improve service delivery in the region's 26 counties. The goal of this report was to provide a better understanding of the mental health needs in the Texas Panhandle and to inform strategic priorities of the Panhandle Behavioral Health Alliance (a community collaborative) to advance the mental health services in the Texas Panhandle. The Panhandle Behavioral Health Alliance and member agencies have successfully sought and procured grants to make significant service delivery improvements in the Texas Panhandle counties. Midland County Mental Health Systems Assessment Completed September 20164 Community leaders in Midland County engaged us to review the performance of its behavioral health systems. These leaders included Midland County, the Midland County Hospital District, the Midland Independent School District, Permian Basin Community Centers, the Abell -Hanger Foundation, the Scharbauer Foundation, United Way, and Texas Tech University Health Sciences Center -Permian Basin. The objective of the assessment was to evaluate current capacity for service delivery, system development, and population health management to determine viable strategies that build on existing strengths to further develop the system of care for the region. We provided findings and recommendations for each major behavioral health provider and agency that was engaged in the systems assessment process. Specifically, we made targeted recommendations for ensuring the commitment and alignment of key local leaders to support the development of a trusted and effective forum for local systems planning and coordination. The Midland community leadership has hired staff and continued to pursue actions that were recommended in the report. It has also recently launched a successful Okay to Say campaign. Review of Harris County Mental Health Systems Performance Published May 2015 Harris County engaged us to review its public mental health service delivery systems, with a primary focus on the local mental health and mental retardation authority (MHMRA) of Harris County, the county's largest publicly funded mental health provider. The broader service delivery systems that also offer mental health and related services were included in the review, such as additional public health care services, social services and human services systems, the criminal justice system, managed care organizations, and schools. The report includes findings 'This report is not publicly available. ryp, ��y ],,NTA r I' .lq1, A �Ar41r'�1 ry I' p dY,P, I E .�'M II � k. A...t 4 I B a A� 1, tl LL 1 Proposal: Mental Health and Justice System Assessment — Metrocrest Region 22 and recommendations from our county -wide review of mental health services as well as our findings and recommendations on the MHMRA's role within the county. Particularly, recommendations focused on how the MHMRA could streamline services and enhance its current organizational structure to best meet the needs of people in the community. Harris County has continued to engage us for input and support as it implements recommendations from the report. Mental Health Best Practice Opportunities for Denton County Published March 2015 United Way of Denton County, on behalf of the Denton County Citizen's Council on Mental Health (Citizen's Council), contracted with us to carry out an independent analysis of the county's local mental health system performance and identify specific strategies for Denton County to support continued development of a highly responsive, clinically effective and efficient community behavioral health system for the population of the entire county. The project objectives focused on evaluating the then -current capacity based on a self-assessment completed by the Citizen's Council in 2014, and determining viable strategies to continue to develop a system of care for the community. We interviewed United Way leadership as well as several members of the Citizen's Council and developed recommendations that centered on shifting from fact-finding to action. One recommendation was to develop a behavioral health leadership team (BHLT) for Denton County, which was accomplished; the BHLT continues to operate. ryp, ��yqq rI'.tii'�, tyV.IArt lryl�'f ry I'p dY,P, I E N II � k. A...t 4 I B a A� 1, tl LL 1 COFFELL1 File ID: 2021-5926 Version: 1 File Name: DARTED Item City of Coppell, Texas Master File Number: 2021-5926 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Administration File Created: 09/21/2021 Final Action: Title: Consider approval of a Resolution of the City of Coppell in support of the Dallas Area Rapid Transit Resolution Nos. 210061 and 210103 related to the adoption of the Silver Line Light Rail alignment; providing for authorization to exercise eminent domain to acquire right-of-way within the corporate limits; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: DART memo.pdf, Resolution with Exhibit.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 2021-5926 Title Consider approval of a Resolution of the City of Coppell in support of the Dallas Area Rapid Transit Resolution Nos. 210061 and 210103 related to the adoption of the Silver Line Light Rail alignment; providing for authorization to exercise eminent domain to acquire right-of-way within the corporate limits; and authorizing the Mayor to sign. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5926) Strategic Pillar Icon: City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Traci E. Leach, Deputy City Manager Date: September 28, 2021 Reference: DART Rail Update 2040: Innovative Transportation Networks Introduction: This agenda item is an administrative requirement related to Dallas Area Rapid Transit's (DART) right to exercise eminent domain (ED) for the Silver Line project. While the City has no official role regarding the acquisition process for the rail line, DART is unique in that their enabling legislation requires DART to have its ED Resolution approved by the governmental entity where the property resides before DART begins the ED process. It has long been DART's policy to obtain the governmental approval of its resolution as soon as possible after DART's approval and before written offers are made to property owners. The resolution before the Council this evening covers three parcels that the DART Board approved in May 2021 (two parcels) and August 2021 (one parcel). The parcels labeled DEI -005 and DEI - 006 are small drainage easements that are necessary for the project. The parcel labeled CB1-014B is a fragment parcel that was erroneously omitted from previous surveys of the area. Background: The Silver Line will connect DFW Airport to the cities of Coppell, Dallas, Carrollton, Addison, Richardson and Plano. Along that route, only the City of Coppell is not a member of DART. In 2017, we saw the advancement of the Silver Line regional rail service from its potential construction and activation well beyond the year 2030 in the regional mobility plan, to actual approval, funding and scheduling for revenue service in early 2024. The Silver Line alignment extends the rail line off the existing DART right-of-way just west of Moore Road, where it deviates south into the City of Dallas and Cypress Waters. The rail line heads back north and re joins the existing rail right-of-way east of S. Coppell Road. DART is responsible for all acquisition activities for property that is required for the new rail right-of-way. Legal: The City Attorney has reviewed and approved as to form. Fiscal Impact: None. Recommendation: Staff recommends approval of this resolution. RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS IN SUPPORT OF THE DALLAS AREA RAPID TRANSIT RESOLUTION NOS. 210061 AND 210103 RELATED TO THE ADOPTION OF THE SILVER LINE LIGHT RAIL ALIGNMENT; PROVIDING FOR AUTHORIZATION TO EXERCISE EMINENT DOMAIN TO ACQUIRE RIGHT-OF-WAY WITHIN THE CORPORATE LIMITS; PROVIDING FOR A SEVERABILITY CLAUSE; PROVIDING FOR A REPEALING CLAUSE AND PROVIDING WITH AN EFFECTIVE DATE. WHEREAS, Dallas Area Rapid Transit (DART) was created to provide a regional public transportation system, and the acquisition of real property and the planning, design, engineering, and construction of improvements thereon are functions fundamental to the provision of a public transportation system; and, WHEREAS, the City of Coppell, in coordination with DART and other stakeholders, identified a mutually advantageous alignment for the Silver Line to include the Cypress Waters station in the City of Dallas; and, WHEREAS, on August 14, 2018 the City of Coppell City Council approved an Interlocal Agreement with DART; and, WHEREAS, all property acquisition activities related to the Silver Line are conducted by DART; and WHEREAS, after careful review of impacted parcels, the DART Board desires to declare the acquisition of parcels a public necessity, to approve the offer of just compensation for these parcels, and to authorize the President/Executive Director or his designee to proceed with the negotiation and purchase of these parcels, and if necessary, the acquisition of these parcels through eminent domain; and WHEREAS, the property/properties are necessary and proper for construction of the Silver Line Regional Rail Corridor project and for any other use authorized by Chapter 452 of the Texas Transportation Code, and such use is hereby declared to be a public use for a public purpose; and WHEREAS, on May 25, 2021 and August 10, 2021, the DART Board of Directors approved Resolutions 210061 and 210103 declaring a public necessity, established just compensation, and authorizing the acquisition of property within the City of Coppell for the Silver Line Regional Rail Project through eminent domain proceedings, if necessary; and WHEREAS, in order for DART to exercise its power of eminent domain, the Coppell City Council must authorize such within the Coppell city limits. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL THAT: SECTION 1. The City of Coppell supports DART Board of Directors, Resolution Nos. 210061 and 210103, attached hereto as Exhibit 1, related to the adoption of the Silver Line alignment for light rail service. SECTION 2. The City of Coppell authorizes DART to exercise eminent domain within the corporate limits of the City of Coppell, Dallas County, Texas for the sole purpose of acquisition of right- of-way for the approved alignment of the Silver Line as set forth in Exhibit 1. SECTION 3. That any other prior resolution of the City Council in conflict with the provisions contained in this Resolution are hereby repealed and revoked. SECTION 4. Should any part of this resolution be held to be invalid for any reason, the remainder shall not be affected thereby, and such remaining portions are hereby declared to be severable. SECTION 5. This resolution shall take effect immediately from and after its passage as provided by law. DULY PASSED and approved by the City Council of the City of Coppell, Texas, on this the 28t' day of September 2021. APPROVED AS TO FORM: Robert E. Hager, City Attorney APPROVED: Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary E n r,�os u re '1 210061 RF'SOLUTION "YON, 11/d/22 of the !'T M DALLAS AREA RAPID, TRANsrr BOARD (Executive Committee) RESOLUTION Ap,proval to Declare Public Necessity, Establish Just COMPensation, and Authorize the Acquisition of Parcels DEI -005 and DFI-006 Located in the City of Copp ell], 're xas, for (tic Silver, Une Regional Rail Prajtct, and Authorize Eminent Domain Proceedings for These Parc0s, if Necessary W!"IMEAS, Dillas Area Rapid '1'ran,A (DAR') was created to provide u regi(glal pj�.Il�Jjc transporta,tk,m systam, and the acclid4fion, of real V,r(�Twy and Ow iflanning, design, engincering, ardconstruction, cal` impwvcmcats thereon a,re fialctions fundarneallat to tire provt salon rat' as Public trAnsportation syste1111-1 and WH[3lel: ,AS, fliparcek described M EXhIbitS t-2, arc requircd Cor the constructioll uf the S,jjvcr, Une Regional KaH project',' and Wf-4Y',',kbAS, after careftd review ofthese parcels and flic recornracudation ofthe [ntennj� Presidem & C."hief Exec fav OfTicer, the Board desirvs io decWv the acquisition of these, parcels as Public to approve the tflfr at"Just wripciusalion f6- the,ro parculs, and to audwri?v 0te Interim President & Chior Excctaive, Officer or his designee to loirocccd wilih the neg(gij%tiol, atkd ptirchase of these Parcels, and ifnecessary, the acquisition of these parcels ffirough eminerit dornain; and Nriding ror these real estate acquisitior)s Is within current Budget and 1Y 2021 Twenty -Year Financial Plan akoca'Gons,, NOW, "'I'll E kE FO R FI",, BE rr itt-SIOLVE'D by the Dallas Area R,ajpd Transit 134aard that:, Declare PUb NqX Dti -005 miJ DE 1 -00,6 1 5/2 -11/2021 9 01 1-, 4 5 A, M, Enclosure I Section 1,: 'There is a public 11CCOSsity for the acquisition of Parcel DEI -005 described in Exhibit 1. This property is necessary and proper forconstruction of the Silver Line Regional Rail Project and for, any other use: authori2ed by Chapter 452 of the Texas Transportation Codc, and such use is hereby declared to be a public use for a public purpose, Themnount1to be paid represents just compensation for this parcel required for the Silver Line, Regional Rail Project as detrerrained by a Texas, State Certified Real Estate, Appraiser and reviewed by a Texas State Certified Real Estate Appraiser. 'It, the event, the property owner accepts, the payment of Just compensation, the Inteffin President & Chief ExecutiveOfficer or, his designee is herebyauthorized to -execute., all necessary legal instmments and to pay necessary relocation expenses, title policy expenses, closing costs, and other such, costs as may be required by law to close the purchase of the, property. Should the property owner decline the payment of just: compensation, then the Interim President &, Chief Executive Officer or his designee is hereby, authorized and directed to negotiate the purchm of such 'parcel in accordance Mth DART's Real Estate Policy. If the Interim President & Clbief Executive OfEcer or his designee is unable to negotiate the purchase of this parcel, for just compensation, the General Counsel is hereby authorized, and directed to initiate and, prosecute the completion feminent domain proceedings for the acquisition of tbis puccl, for the Silver Line RegionalTail Project, I)ART shall not exercise its power of eminent domain for the acquisition of the, parcel described in Exhibit I without approval of such acquisition by the City Council, of the City of Coppell for DEI -005. DART's exercise of the power of eminent domain in acquiring the herein described parcel vall not, unduly impair the btu existing ncighborhood character of property surrounding or adjacent to the property to be condemn,ed, nor iinduly interfere, with interstate commerce, nor authorize DART to, ran its vehicles on, railroad tracks which are used to transport property. Dtcllte Pik, Ne c DR 1 .0,0$ and DV,1 -006 2 V25/2021 8:01:45 AM r,2iOf1 ncY our 1 «s �m Section I There is a public necessity for the acquisition of parcel DEI -006 described in Exhibit 2. This property is necessary and proper for constxuctiorm of time Silver Linc Regional Rail Project and for anyother use authorized by Chapter 452 of time Texas Transpottation Code, and such use is Ir by declared to be a public use for a public'Purpose, The armmoourtt to be paid represents ,gust compensation for this parcel required for the Silver Lime lleSional Rail, Ptrject as determined by a Texas State o:ri ed Ileal Estate ,appraiser and reviewed, by a Texas State Certified Real 'Estate Appraiser. In the event the property owner accepts the payment of just compensation, the Interim President & thief Executive officer or his designee is hereby authorized to execute all, mnece,ssary legal instruments and, to pay necessary relocation expenses, title p nliey expenses, closing costs, and other such costs, as may be required by law to close the purchase of the property. ,Should the property ower decline the payment of just compensation, titer, the Interim, president & + bief Executive Officer or his designee is bere1by authorized and directed to negotiate the purchase of such parcel in accordance with DART's Deal Estate Policy. If the Interim President & Chief Executive Officcr or his designee is unable to negotiate the purchase of this parcel for just compensation, the General Counsel is hereby authorized and directed to initiate and prosecute the completion of eminent domain proceedings for the acquisition of this parcel for the Silver imine Regional Dail Project. DART T shall not exercise its power of emninent domain, for the acquisition of the parcel described in Exhibit Without approval of such acquisition by the Cir 'oumncil of the City of Coppcll for ISE l -006, DART" s exercise of the power of eminent, domain in acquiring the herein described parcel mill not unduly impair the then exist'i'ng neighborhood character of property surrounding or adjacent to the property to be condemned, , nor unduly interfere with interstate cornmerce, nor authorize RT to rumor its vehicles on railroad tracks which, are used to transport ppm, rare ,Pub rear, D81-005 and DEI -006 SJ420I &01,; Wit, fli�g A,pprovol to Declare Public Necessity, Eslabli.sil, Just Compensation, arIA Authorize the Acquisition of Parcels,DFI-005 and DEI -006 Located in, the ".1,y Of C'oppell, Texas, for the Silver [Ane Regional Rail Project, and Authorize Eminent Domain Proceedings for The5e Parcels, If Necess,ary Awl '0" .. .... .... P, u I N Wa8ern an APITOVED ASTO FORM. Gene Gamez Ger.cral Cntjnscl ATIT-I'ST 6 David I-eir"t-inger" hiwirn Pres4lent & E mtpfivc,0FTIcer ......................... Date OCC 1-32 C Pd) Nac, DF', � .00 5 a i i d D F I , 006 ft 51251202� C01,45 AM ,.,;,',2'10061 EnCIOSUrO 1 Field Notes! Describing a 225 Square, Foot (0.0052 Acre) Drainage Easement DE1,405 wLM-li �4t said Lot 2R-1 the idilowing three (3) courses anddistances: 1. South Oi degrees 01 rainutes 24 seconds East,, a distande of 151.00 feei a, IIX I set for cornei Z, South 88 degrees 58 minutes 36 seconds VVest, a fttance of 16.00feet to a "I out set for com I er; 3. Alorth, 01 degress Oil millnutes 24 seconds West, a distance of 15.00 feet a 5/8 hch, Iron, rod with a yellowplestle cap stampled, "AR.8 ENGINEERS" set� for corner on theaforementioned comm''On line of Lot 2RA and Lot 2; TAENCE-11orth 88 degIrees 58 minutes 36 seconds Eiast�, along said clornimim fine,, a distance of 15.00(Jeet toilhe POINT OF BEGINNING and containing 225 Square Feet ot 0.01052, Ac�es of'land. PE11-0051 Sheet lof 3 Dc:ul,m�'fibNtxDEI-DDSand DEI -006 a 1, 920021 $:10 1, AS AM Enuhusure 1 NOTE& EANt I 1. The 'Basis of Bearkig rs, the Texas Coordn,ate System of 1983,,North Cenitrall Zone (4202), Nrth Annerican Datum of 1983 (NAD,83) 20111 Adjustment, Epoch 20 10.010., Ref Stations: ZFWI and TXCO 2, All coordinates and disitianicare US Survey Feet, dispWyled in surface v,alues and may be converled to grid by dividing bythe comb,ined adjustment factor of 11.0GO1 36506 (Ballas, County Scale Factor). I A survey plat of even, date herewfth accomipanies the IIegall desc6pton, 1, Dustin 0. Davison, a Registered Prolfes,sitem al Land Surveyor irl thila State of Texas, hereby certify that the laird description and plat represent an, acluM survey rnjaje, On the giround under my supervision. 3-16.2021 Dustin, D. Davison, RRI.S. Date Texas Registtation No. 6451 ARS Engineers 128011 N, Central Expressway - Sufte 1250 Daflas, Texas 75243 TBPLS Firm No, 101319-00 M 1-0015 Sbelpt 2 n( 3 Dedure Pub Ne c DE 1 -005 ani, MA 4)06 2 %75/7021 X•M A5 AM POINT OF ]KCl I. I Flu 5EI 5/8 " IRON ROO I VfIld-OV CAP '��AHPCD, "AM ENII ra I -J, . o(, SM '01 '21"t 15 . GO Ill Phil WV LM i K vurim, 0 a ro 74 It, UKOlt mr VM?v7 17d. 4b'41 SPC "'7/Uz— I h q 5 dI hic, l�zl°tl4 Moll 0 t I d loll) il.F K 0! 4 q .1 v 10" PA'O'c"c' I b ow It - AM 9 11111 m MV T ..T.O. . .... i. .E.. . ArDIMEAD.. L. . .O..T........... . DLO(K . . .......... PWK hi 9OWM1 dw11d e 11 5Yfp, M10WCCA11014 RX) V I,/ I Ov "AP5 FNGIW,,FR$" k, ta I'll a 11 It wa MN" r ,illl" K"OAA MGN AMLNDI�V$4(a P1 A RR F1XIDIL K 2 PARK ii COMERCIEWER VCJ'?nOI1241 or, V 4 0 1 1, 014 CF -d" OLOCK 2 2m NY..I I)AP,p1C 14Pd&y HI� i I it I I , 17 A 11, 041P':� 'jvi' "A('Iro 1my 'QlElp V, 111, ol�'IIA �"' I ::"w " " VIKA RVID A 41 At lor pli, & V , t, Wit z Pik Ifilill Mill Lilmil O.M"Y'Al K'114AI ISI Yu4 M4 0,M'D.Li wir FamiI qw, Ummi Kif"(1 MRCT I iial I imm"ll PAIII.M.C.C.1 (60 % ExhtW I x WA IN HAU Ckfff) T «pyrypFNt'yN,G:qf IrP " 1, AI`6UIRAIW'F CORPANY Ci[XV05 %) NrAWII IUSIXAN',�A ANr 14JUW TT AS%XA f 101 OF AK RI CA F I1 i V OFUMV 19, 2`0W I lit '0'SPR IAL 4ARAWY DEED VO, 2000?,JS, PG.21�9, V 4 0 1 1, 014 CF -d" OLOCK 2 2m NY..I I)AP,p1C 14Pd&y HI� i I it I I , 17 A 11, 041P':� 'jvi' "A('Iro 1my 'QlElp V, 111, ol�'IIA �"' I ::"w " " VIKA RVID A 41 At lor pli, & V , t, Wit z Pik Ifilill Mill Lilmil O.M"Y'Al K'114AI ISI Yu4 M4 0,M'D.Li wir FamiI qw, Ummi Kif"(1 MRCT I iial I imm"ll PAIII.M.C.C.1 (60 % ExhtW I x WA IN Enclosure I Exhibit 2 Field Notes Deseribing a 4$0 $qttare,Feot (0.0103 Acres) Pareell DE 14)06 BEING a, 4,30 square Act or 0.0103 acre tract of landsituated in the lam" A. Simmons Survoy, Abstract No. 1296, City of op ell, Dallas County, TeXiaS,L said 4,50 square feet of land being a portion of LOT 2R-3, BLOCK 2, PARK WEST COMMERCE CENTER, bcinj an, Addition to the sald City and State, according to, the plat thereof recorded in Instrument Number 2010,503563881, Official Public R words, Dal lasCourty, Texa s (0 Y.R., D.0 .T' '). said. 450 square feet of land being a portion of that certain tract of land that The Northwestern Mutual Life, 'Insurance Company conveyed to NM MAJESTIC HOLDINGS, I,LC:, by special warranty dead, as recorded in Daflas County CIrek's Instrument Number 200503634,878, 0,P,R.D.C.T,,, said 450 square 'feet of land baing more particularly described' by metes, ajid bounds asfbllows, BE'GINN r ING at a 5/8 inch iron rowith a cap stamped ".SPOONED 5922"" siel on the north lot firic of said Lot 21 -3, same being the south lot line of Lot 3, Block 1, Park West Corritnerce Cenitcr, being an Addition to the said City and State, according to the plat thereof filed.for record in Volume 93 26, Page 28,614, Deed Records, Dallas County, Texas, said beginning, Point being South 88*58'367 West, 394,.25 feet fro nn a 1/2 ranch imrn rod with a cap stomped "AJI. RALF17" round (controlling nionurrient), at the northeast lot comer of said Lot 2R-3, samcbeing fliesoutheast lot, comer of said Lot, 3, said iron rod found also being on flie west right -or -way line of S. BeItLine Road -(being a variable, width public Tight; - THENCE South 01101'24" East, departing the said lot lines and over and across, said LoQR-3,30.00 feet to an, X -cul set Ott the north line of an existing 24 feet wide Fire: Lane and Access'Easernent, being s1lown, on, and dedicated by doed thereof file4fibir record in VDIume 20,05 149, Page 191, O.P,.R.D,,C,T,,; THENCE South 98058�'36",d West, along thesaid easement line, 15-00 feet to an, X -Cut set; THENCE North 01"01'24"'West, departilig'dicsaid casement line, and co nlinuing over and across said Lot 2R-3, 30,00 feet lo -a 518, inch iron rod with a cap stantped "SPOOKER $922"set on the said, lotlines, from said iron rod set, a 5/8 Tach iron rod with a cap, stamped "SPOONER 5922""found (controlling inowattent) at the,suuthwest lot corner of said Lot 3, sarriebeing the southeast lot comer of Lot '2 of said Block I bears South 88*58'16" Wast, 153,29,,faet; TII9NCV , North 8811,581c East,, along the said north lot line and along thesaid south lot line, 15.0,0 feet to the POINTOF BEGINNING, containing 460 square feet or 0,0103 acres of land, NOTE All bearings and coordinates as based on the Texas Stale Plane Coordinate System, NAD-83 (2011), North Central Zone (4202). The horizonlal datum derived from the 2D19 19A1 ,83 Published (CA)RS) Stwions ZFW I and TXCO. All, distances shown are surface values and may he converted to grid by dividing by Ifte conversion factor for Dallas Cou nty of 1 .00013 6506, of 6 T 1113/21 u o EMC S. SPOONtR rV ,rveyFric S. Spooner Registered'.Profcs4sional Land Surveyor, Texas No, 5922 Spooner and Assaciates,'Inc. L +a,'' qe,4 �4/ S U R Texas Board of Professional. and Sri m4ying No, 10054900 11yjltll, Declare Farb N cc DE l -005 and, DE 1406 El Sheet 1 oaf`2 5)2$Q021 9;01.;45 AM N Fal LEGEND C:::= C'Aumm lo tic Acl 0 P R 1 C.T. OrF111041. PUIBLIC RIl DALLAS COIfl YCXAS T, FED R(,C00%, -yAUAS CCAPOY, TEXA1 (CM) l:,)l4lIR0Ll mbNJQl'N( 5/6 INCH IRON Yl CAf SIAl '51POIDNER S9212" %ll i0l IRON ROD ffj LOT 2 l I, PARK Wll �DMMtl CENTER VOLUME 9322!16, l 2$$4, D.l Ill PARK WEST LAND, LLC 1C.C.11. "a, 204l o.l Ll 5 BLOCK I PARR WEST 60l 'CENTER VOLUME 13220, PAU 7864, CW. Il l PARK wE31 LAND IAX VXXJNO, 201400l ritfo rical m 2l O-P,Ill A vfl " JA 5�11R 1 A8,5 I I ol 1/2' IRON ROD rOUNID POINT OF WY VEl Am" 5�15' ll ROD Wj COMER 5922 CAP HALC CAP CM) L4-- 5,8a,58'sil 1 �53,29 S8 W 8'36 W 334.25' 7-- 3----41 . . .. .. .... L1, rlga . . ......... ... . . . ....... — tDlEi JU' Oftll DRAIll EASEMLl I C-) Vl 20l PAGE 119% 24 FlRE L, INE ftk 0 7j ACC 2�T _' &EMEAT m VOL g . PG 191, 0, 0 03 4 O,P,IR,D.C. r, �0�0' 03UTY EASl "15o S14"), FT Sm tw, flu, Ek ACQUIRED y �r LOT 2,11? m 3 BLOCK 2, PARK WEST COMIJERCr CENTER La we oc"J"':ah- :H4 l: �NST.140., rr " IU.0' 01`0 'q I, � N A 3 ol)' Noro� cielp'll"al jj'il Fhv B �"i "' dullym je'�qjv'j 11h'm btl? �AO 53 Publishel '5"�oUn'v�� ZF W arra THE NORTHWESTERN MUTU 1xCr AL �2 All I!;: V COMPANY TO, Uri IN '�'�Io "y j N'M MAJEST11C HOLDINGS, LLC p ��Q' Q NST, NO. 200505634878, ill�v mil .�Aw' poirlfwm04 -011ou'll 01r, O.O.R,�D,Cj, i rlplwht ibN " lol� r"" Npe , f � 1". Easel oyre,t nm qv -' 'y yoN Eli 7 -JAN -2021 04 Eadu.— 2 1 A"fpUlfTvurg 1 210103 Enclosure 1 RESOLUTION of the CMJW DALLAS AREA RAPID TRANSIT BOARD (Executive Committee) RESOLUTION Approval to Declare Public Necessity, Establish Just Compensation, and Authorize the Acquisition of Parcel CBI -014B Located in the City of Coppell, Texas, for the Silver Line Regional Rail Project, and Authorize Eminent Domain Proceedings, if Necessary WHEREAS, Dallas Area Rapid Transit (DART) was created to provide a regional public transportation system, and the acquisition of real property and the planning, design, engineering, and construction of improvements thereon are functions fundamental to the provision of a public transportation system; and WHEREAS, the parcel described in Exhibit 1 is required for the construction of the Silver Line Regional Rail project; and WHEREAS, after careful review of this parcel and the recommendation of the President & Chief Executive Officer, the Board desires to declare the acquisition of this parcel a public necessity, to approve the offer of just compensation for this parcel, and to authorize the President & Chief Executive Officer or her designee to proceed with the negotiation and purchase of this parcel, and if necessary, the acquisition of this parcel through eminent domain; and WHEREAS, funding for this real estate acquisition is within current Budget and FY 2021 Twenty -Year Financial Plan allocations. NOW, THEREFORE, BE IT RESOLVED by the Dallas Area Rapid Transit Board of Directors that there is a public necessity for the acquisition of Parcel CBI -014 described in Exhibit 1. This property is necessary and proper for construction of the Silver Line Regional Rail Project and for any other use authorized by Chapter 452 of the Texas Transportation Code, and such use is hereby declared to be a public use for a public purpose. The amount to be paid represents just compensation for this parcel required for the Silver Line Regional Rail Project as determined by a Texas State Certified Real Estate Appraiser and reviewed by Texas State Certified Real Estate Appraiser. In the event the property owner accepts the payment of just compensation, the President & Chief Executive Officer or her designee is hereby authorized to execute all necessary legal instruments and to pay necessary relocation expenses, title policy expenses, closing costs, and other such costs as may be required by law to close the purchase of the property. Should the property owner decline the payment of just compensation, then the President & Chief Executive Officer or her designee is hereby authorized and directed to negotiate the purchase of such parcel in accordance with DART's Real Estate Policy. If the President & Chief Executive Officer or her designee is unable to negotiate the purchase of this parcel for just compensation, the General Counsel is hereby authorized and directed to initiate and prosecute the completion of eminent domain proceedings for the acquisition of this parcel for the Silver Line Regional Rail Project. DART shall not exercise its power of eminent domain for the acquisition of the parcel described in Exhibit 1 without approval of such acquisition by the City Council of the City of Coppell for CBI -014B. DART's exercise of the power of eminent domain in acquiring the herein described parcel will not unduly impair the then existing neighborhood character of property surrounding or adjacent to the property to be condemned, nor unduly interfere with interstate commerce, nor authorize DART to run its vehicles on railroad tracks which are used to transport property. Declare Pub Nec in Coppell CB1-014B 1 8/10/2021 9:04:49 AM - .21eQ103 Approval to Declare Public Necessity, Establish Just Compensation, and Authorize the Acquisition of Parcel CBI -014B Located in the City of Coppell, Texas, for the Silver Line Regional Rail Project, and Authorize Eminent Domain Proceedings, if Necessary APPROVED AS TO FORM: d� Gene Gamez General Counsel Paul R. "- - a g- -66, an Chair ATTEST Nadixi L President & Chief Executive Officer August 14, 2021 Date Declare Pub Nec in Coppell CB 1-014B 2 8/10/2021 9:04:49 AM 210103 Enclosure 1 Field Notes Describing a 11,053 Square Foot (0.2537 Acres) Exhibit 1 Parcel CBI -014B BEING a 11,053 square feet or 0.2537 acre tract of land situated in the James A. Simmons Survey Abstract No. 1296, City of Coppell, Dallas County, Texas, said 11,053 square feet of land being a portion of the apparent abandoned right-of-way of Old Coppell Road, being a public right-of-way of unknown width as shown on Dallas County Plat Books, Abstract No. 1296, Sheet 1. Said right-of-way is no longer in public use and record of official abandonment not found, said 11,053 square feet of land being more particularly described by metes and bounds as follows; COMMENCING at a 5/8 inch iron rod with a cap stamped "JDJR 4184" found (controlling monument) at the most westerly southwest property corner of a called 3.729 acre tract conveyed to Amado Soto and Flora Soto, by deed thereof filed for record Volume 81147, Page 2027, D.R.D.C.T., same being the southeast property corner of a called 1.298 acre tract conveyed to Hummingbird Flight, LLC, by deed thereof filed for record in Instrument Number 201600007206, Official Public Records, Dallas County, Texas (O.P.R.D.C.T.), said commencing point being on the north right-of-way line of Southwestern Boulevard (being a variable width public right-of-way) from which a 3/8 inch iron rod in concrete found (controlling monument) at the most westerly northwest property corner of the said 3.729 acre tract, same being the northeast property corner of the said 1.298 acre tract, and further being on the southerly right-of-way line of a tract of land conveyed to Dallas Area Rapid Transit, by deed thereof filed for record in Volume 91008, Page 1341, D.R.D.C.T., bears North 00°41'45" West, 232.94 feet, said commencing point also being at the beginning of a non -tangent curve to the right having a radius of 488.40 feet; THENCE along the southwest property line of the said 3.729 acre tract, along the said north right-of-way line, with said curve to the right, through a central angle of 2°05'03", an arc length of 17.77 feet, and across a chord which bears South 73°16'25" East, a chord length of 17.77 feet to a 5/8 inch iron rod with a cap stamped "SPOONER 5922" set at the POINT OF BEGINNING of the herein described tract of land, said beginning point being at the most southerly southwest property corner of the said 3.729 acre tract; THENCE North 87°21'24" East, departing the said north right-of-way line and along the south property line of the said 3.729 acre tract, 530.82 feet to a 1 inch iron pipe in concrete found at the southeast property corner of the said 3.729 acre tract, said iron pipe found also being on the west property line of a called 1.321 acre tract conveyed to Daniel C. Soto, by deed thereof filed for record in Volume 200043, Page 7002, O.P.R.T.C.T.; THENCE South 00°36'54" East, along the said west property line of the 1.321 acre tract, 32.50 feet to a 5/8 inch iron rod with a cap stamped "SPOONER 5922" set at the most northerly northeast property corner of a 0.954 acre tract of land that Amado Soto conveyed to the Amado Soto's Enterprises, Inc., by Warranty Deed, as recorded in Volume 94221, Page 2030, filed November 15, 1994, Deed Records, Dallas County, Texas (D.R.D.C.T.); THENCE North 89°50'54" West, departing the said west property line and along the north property line of the said 0.954 acre tract, 416.27 feet to a 5/8 inch iron rod with a cap stamped "SPOONER 5922" set at the northwest property corner of the said 0.954 acre tract; THENCE South 01'23'50" West, along the west property line of the said 0.954 acre tract, 18.44 feet to a 5/8 inch iron rod with a cap stamped "SPOONER 5922" set at the southwest property corner of the said 0.954 acre tract, said capped iron rod set also being on the said north right-of-way line of Southwestern Boulevard; THENCE North 77027'05" West, along the said right-of-way line, 116.67 feet to the POINT OF BEGINNING, containing 11,053 square feet or 0.2537 acres of land. Declare 1taigl cgjilj)3ppell CB1-014B 1 8/ 119&-19 AM 210103 Enclosure 1 Field Notes Describing a 11,053 Square Foot (0.2537 Acres) Exhibit 1 Parcel CBI -014B NOTE: All bearings and coordinates are based on the Texas State Plane Coordinate System, NAD -83 (2011), North Central Zone (4202). The horizontal datum derived from the 2019 NAD -83 Published (CORS) Stations ZFW I and TXCO. All distances shown are surface values and may be converted to grid by dividing by the conversion factor for Dallas County of 1.000 13 6506. .e A'*, O + k ��. 6/7/.21 ERIC S, SPOONER ) Surveyo ame.: Eric S. Spooner 5922 Registered Professional Land Surveyor, Texas No. 5922 1� ,y � 'rs s a "'V - Registered Spooner and Associates,„ Inc. '"0. Ilk S U R , Texas Board of Professional Land Surveying No. 10054900 Declare IC4 k' '1PPO111 0131-0 14 2 it/l ii ('t'1 �"t #I ANI CURVE TABLIE LINE # BEARING 'C CHORD CHORD CURVE # JS DELTA I LENGTH I BEARING LENGTH I C1 488L40r 2-0603- 1 17.77' 1 S73 -16-25-E 1 1 --318* IRF 71NCONCRETE (CM) CALLED: 3.729 ACRES AMADO SOIO & FLORA SOTO Ag, ,j A, VOLUME 81147, PAGE 2027, IN q. O.P.R.D.C.T. METAL BUILDING CBI-PO14B PONT OF ASPHALT RAVEL STORAGE 1'IPF IN COMMEN'CIN CONCRETF--� Lcj' 74- 2 0 .rr BUILDING 0 D I -JDJR 4194' WIRE FENCE _�IIRF L1 DEEDLINE T, tDt7p`FEU. ROAD c t-1 2 _.�NO DEED OF RECORD FOUND "EIM POINT OF L3 � CONIC. 0.2537 AC. BEGINNING GRAVEL 11,053 SO, FT, TO BE ACQUIRED souNwes (V4,&140tc wfor,4rov 94 V0 EGAS 0 50 loo Ust/c LINE CALLED: 0.954 ACRES Feet AMADO SOTO TO LEGEND AMADO SOTO'S ENTERPRISES, INC.. RIGHT OF WAY TO BE ACQUIRED VOLUME 94221, PAGE 2030, FILED NOVEMBER 15, 1994 O. P R,O,CJ Oil"IiCiAl- PUBLIC RECORDS, DALLAS COUNTY, TEXAS O.P.R.D.C.T. LINE TABLE LINE # BEARING LENGTH Ll NBI'21'24"E 530.82' 1-2 SOO'36'64-E 32.50' L3 N89'50'!54*W 415.27' L4 S01'23'60"W 18,44' L6 N77627`05`W 116.6 1' EXhibit 1 1 000 05 1 51 � A.�q1796 � 3�00 50 00. �05' 1 D R.D.0 T DEED RECORDS, DALLAS COUNpY, 1i:XAS (CM) CONFROX LING MONUMENT 5/8 INCH IRON ROD WITH A CAP STAMPI"D "SPOONER 5922" SET FOUND RON ROD (�E Ell ECTRIC METER 0 WATER METER OG GAS MEIER — — — OVERHI::.AD UTILITY Q CLEAN OUT NOTES I. AH beciring tinct coordihotcF cjs ba:su(3 un, the fe.0S State ruo e Cuc'dtate Syste- NAD 83 (20'1)) North Centrr,rl Zrinu (4202) The horiZ.Oritoi dolurn derrve I from the 2019 NAD 83 Paulished (CORS) Staticrit Is ZF end IXCO 2 All distances shown are surluce vawes and, b converted to by ditheiding by the �.ctor tUr%,I)cfaCounty of 10001.315506 3 This survey wa Iper1wrned wiithouf the benefit of a title, co rritrnew 4 Ecsorncrls were not rvcarchcd by the '.juryyoc I plosure 1 uj c n� (A -A fl) uj < ICE 00 0 -i L) Of < -j Z -i O Oma OLJ 0 DL ELI 0 Lu Lz u In < r•71 Ln 13D- Ln 0 O 0 < 0 VALAS WEST iso w� i m N d� / Brmmal R '� IRVING Sfa3t i1a � Encb—. 2 1 Cit , Station t '.+�wrwwuw�awwra�NO r�wxMp xwwxw�w rw ap �pwNrua RICHARDSON , a fa P I ?' GARLAND COFFELL1 File ID: 2021-5923 Version: 1 City of Coppell, Texas Master File Number: 2021-5923 Type: Agenda Item Reference: File Name: Trinity River Authority Contract Renewal 2021 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/21/2021 Final Action: Title: Consider approval of a contract for the renewal of an Interlocal Agreement with Trinity River Authority, effective October 1, 2021, through September 30, 2022, in the amount of $9,500.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Trinity River Authority Memo 2021-2022.pdf, Exhibit B - TRA Regulatory Services Contract 21-22.pdf, Attachment A - Regulatory Services and Compliance Fees FY 2022. 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 2021-5923 Title Consider approval of a contract for the renewal of an Interlocal Agreement with Trinity River Authority, effective October 1, 2021, through September 30, 2022, in the amount of $9,500.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Staff Recommendation: The Community Development Department recommends approval. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5923) Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 C"OPPELL y,L�F %ox f / ¢.il /y%✓y�� MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 Reference: Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2021, through September 30, 2022, in the amount of $9,500.00; and authorizing the Mayor to sign any necessary documents. 2040: Sustainable Government General Information: Trinity River Authority contract for technical services. Technical services are Industrial Inspection, Industrial Sampling and Industrial Analysis. Introduction: The attached contract (2 originals) for your signature is an annual contract between the City and Trinity River Authority for industrial inspection services, industrial sampling services, and analytical services. This contract is shared between Water Utilities and Environmental Health. Analysis: The contract amount for FY'21-22 is estimated to be $9,500.00, which is the same dollar amount as FY'20-21. All expenses incurred by the Environmental Health Division for inspections and sampling are charged back to the industry. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if needed, should not exceed $9,500.00. Recommendation: The Community Development Department recommends approval. CONTRACT FOR TECHNICAL SERVICES CONTRACTING PARTIES The Receiving Agency: City of Coppell. whose authorized address is P.O Box 9478 Coaaell. Texas 75019 Attn: Environmental Health. The Performing Agency: Trinity River Authority of Texas, whose authorized address is 5300 South Collins, P. O. Box 240, Arlington, Texas 76004-0240, Attention: J. Kevin Ward, General Manager (or his designated representative). STATEMENT OF SERVICES TO BE PERFORMED In order to discharge the responsibilities associated with the enforcement of Federal, State, and municipal regulations, the Receiving Agency requires services of a laboratory qualified to perform water and wastewater analysis, and of personnel to conduct industrial inspection and/or sampling services, such services detailed in Section A, Subsection(s) 1.2.3. below. A. PERFORMANCE OF SERVICES 1. Non-Sianificant Industrial User Inspection and Classification Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform industrial user survey services and inspections for non-significant industrial users within the parameters listed on the attached schedule sheet and in accordance with the Receiving Agency's Industrial Waste Ordinances and Sewer Ordinances Numbers 2013-1028. The Performing Agency shall perform all industrial user survey activities including organization of users to be surveyed utilizing the Texas Manufacturing Guide, notification to industrial users that require completion of the Receiving Agency's Industrial User Survey Form, industrial user inspections as needed, and proper classification and documentation of industrial users' discharge practices. Performing Agency will provide on behalf of the Receiving Agency updates to the Texas Commission on Environmental Quality (TCEQ) when required. Industrial user survey procedures are established by the Trinity River Authority to meet industrial discharge notification requirements found in the Texas Pollutant Discharge Elimination System Permits issued to the Trinity River Authority and in accordance with 40 CFR § 403.8. Documentation associated with the industrial user survey shall be maintained as required by EPA General Pretreatment Regulations, 40 CFR § 403.12. 2. Sianificant Industrial User Permit and Inspection Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform permitting and industrial inspection services for significant industrial users within the parameters listed on the attached schedule sheet. The Performing Agency shall perform all Industrial Pretreatment Inspections, review permit applications and prepare for submittal Permits to Discharge Industrial Wastes to the Sanitary Sewer in accordance with procedures established by the Trinity River Authority of Texas in accordance with 40 CFR Part 403.8. Industrial Pretreatment Inspections, Application reviews and permit preparations and submittals shall be in compliance with the Receiving Agency's Industrial Waste Ordinances, Sewer Ordinance Numbers 201�and EPA General Pretreatment Regulations for Existing and New Sources. Records of Inspections, Applications and Permits shall be maintained as required by EPA General Pretreatment Regulations, 40 CFR § 403.12. 3. Industrial User SamplinaServices: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform industrial user sampling services within the parameters listed on the attached schedule sheet and in accordance with the Receiving Agency's Industrial Waste Ordinances and Sewer Ordinance Numbers 2013-1028. The Performing Agency shall perform all sample collections, sample preservation, and maintenance of chain -of -custody records in accordance to the approved procedures set forth in Test Methods for Evaluating Solid Waste, EPA Manual SW -846, Methods for Chemical Analysis of Water and Wastes, EPA Manual EPA -600/4-79-020, and the Handbook for Sampling and Sample Preservation of Water and Wastewater, EPA Manual EPA -600/4-82-029. The samples shall be properly collected, preserved and delivered by the Performing Agency to the Performing Agency's laboratory located at 6500 West Singleton Blvd., Dallas, Texas. When feasible, the Performing Agency will conduct flow or time composited sampling. When composited sampling is not feasible, grab sampling will be performed. 4. Analytical Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform analytical services within the parameters listed on the attached schedule sheet. The Receiving Agency will collect samples and deliver them to the laboratory for analysis. It is understood that these samples will be properly collected and preserved in accordance with applicable sections of A Practical Guide to Water Quality Studies of Streams, Federal Water Pollution Control Administration publication and Methods for Chemical Analysis for Water and Wastes, EPA manual, as well as the latest edition of Standard Methods for the Examination of Water and Wastewater. Additionally, requirements set by the National Environmental Laboratory Accreditation Conference will be followed as mandated by the Texas Commission on Environmental Quality for state accreditation. A chain -of -custody procedure shall be maintained in the field and the laboratory in accordance with procedures to be established by the Receiving Agency. The Receiving Agency will furnish chain -of -custody. The Performing Agency will perform all analyses according to the approved procedures set forth in Standard Methods for the Examination of Water and Wastewater, current edition or the latest edition of Methods for Chemical Analysis of Water and Wastes, EPA manual. Additionally, requirements set by the National Environmental Laboratory Accreditation Conference will be followed as mandated by the Texas Commission on Environmental Quality for state accreditation. Samples will be analyzed by these methods on the production basis, to include appropriate analytical quality assurance procedures. Records will be kept for documentation of the Performing Agency's quality assurance program and copies will be available to the Receiving Agency upon request. Unusual interferences and problems will be reported to the Receiving Agency at its authorized address noted above. Research into specific techniques to overcome these difficulties will be undertaken when practical, and by mutual agreement. The chain -of -custody sheet submitted with each sample will designate the particular analysis or analyses to be made of each sample submitted. The laboratory will be operated in such a manner as to ensure the legal sufficiency of the sample handling; analytical and reporting procedures; and to remedy defects in the procedures should such be discovered. The various laboratory personnel shall be directed upon receipt of written notice from the Receiving Agency 72 hours in advance, to appear and testify in enforcement actions. In such event, travel and per diem expenses for such employees shall be paid by the Receiving Agency. Travel and per diem for court appearances hereunder shall be based on current Texas law. Receiving Agency may deliver to Performing Agency samples for analyses separate and apart from those samples collected by the Performing Agency. When the Receiving Agency delivers samples to the Performing Agency for analyses, the Receiving Agency shall indicate the nature and extent of the analysis it desires to be conducted. Performing Agency shall not be responsible for the manner of collection or chain -of -custody or sheets which are matters entirely outside Performing Agency's control. Performing Agency shall receive, log and perform such analyses of samples in accordance with that part of the chain -of -custody procedures identified as Transfer of Custody and Storage attached hereto. Samples analyzed to maintain the normal quality assurance program which the Performing Agency presently maintains in its laboratory will be charged to the Receiving Agency at the same rate as submitted samples. B. TERMINATION Either party to this Contract may terminate the Contract by giving the other party thirty days' notice in writing at their authorized address as noted previously. Upon delivery of such notice by either party to the other and before expiration of the thirty -day period, the Performing Agency will proceed promptly to cancel all existing orders, contracts, and obligations which are chargeable to this Contract. As soon as practicable after notice of termination is given, the Performing Agency will furnish Receiving Agency an invoice for work performed under this Contract through its termination. The Receiving Agency will pay the Performing Agency for the work performed less all prior payments. Copies of all completed or partially completed reports, documents, and studies prepared under this Contract will be delivered by the Performing Agency to the Receiving Agency when and if this Contract is terminated prior to the completion of the prescribed work. C. AMENDING THECONTRACT The parties hereto may alter or amend this Contract upon advance written agreement of both parties to exclude work being performed or to include additional work to be performed and to adjust the consideration to be paid hereunder by virtue of alterations or amendments. III. BASIS FOR CALCULATING REIMBURSABLE COSTS The financial basis for calculating reimbursable costs shall be as stated in Attachment A, said Attachment A shall be revised and updated annually. Any revisions will be incorporated by reference herein. A cost analysis shall be prepared each year by the Trinity River Authority of Texas and shall be approved by the Trinity River Authority of Texas Board of Directors prior to effective date of said revision. The expenditures by the Trinity River Authority of Texas of funds paid to it under this Contract shall be subject to such State or Federal audit procedures as may be required by law and by accepted practices of the State or Federal auditor, or both, if requested. The Trinity River Authority of Texas shall be responsible for maintaining books of account that clearly, accurately and currently reflect financial transactions. The financial records must include all documents supporting entries on the account records which substantiate costs. The Trinity River Authority of Texas must keep the records readily available for examination for a period of three years after the close of the last expenditure. IV. CONTRACTAMOUNT The total costs charged by the Authority to the Receiving Agency shall not exceed dollars ($ 9500) per annum during the term of this Contract, unless mutually agreed by the parties hereto. V. PAYMENT FOR SERVICES The Performing Agency shall bill the Receiving Agency monthly for services performed. Charges for these services shall be based on the attached cost schedules. The Receiving Agency shall pay the monthly billings of the Performing Agency within thirty days of their receipt. VI. TERM OF CONTRACT This Contract is to begin October 1, 2021, and shall terminate September 30, 2022subject to Section II, paragraph B of this contract. VII. INTERLOCAL AGREEMENT Inasmuch as the Receiving Agency and the Performing Agency are political subdivisions of this state, and inasmuch as the testing of water and wastewater are critical to the maintenance of public health and such testing is therefore, a governmental function and service, this contract is entered into pursuant to the Interlocal Cooperation Act, Chapter 791, Texas Government Code. Receiving Agency: Performing Agency: CITY OF TRINITY RIVER AUTHORITY OFTEXAS 9W TITLE: DATE: ATTEST: (SEAL) 9W GENERALMANAGER DATE: ATTEST: (SEAL) CHAIN -OF -CUSTODY PROCEDURES . - . .ITOTIN - To the maximum extent achievable, as few people as possible should handle a sample. 2. Stream and effluent samples should be obtained using standard field sampling techniques and preservation procedures. 3. Chain -of -Custody sheets should be attached to each sample at the time it is collected. Sample containers must be appropriate for requested testing with appropriate preservation and legibly labeled. The tag or sheet contains basically laboratory (requested parameters) information; however, certain identifying items including City, City Code, Contact Name and Phone Number, Type Sample Matrix, Material Sampled, and Method of Preservation must be completed by the field personnel collecting the sample. In completing the Chain -of -Custody tag or sheet, care should be utilized to ensure that all necessary information is correctly and legibly entered onto the form. A black ballpoint with waterproof ink should be used at all times. 4. During shipment, samples should be appropriately cooled. TRA lab receiving technician will check temperature. All samples should be handled by the minimum possible number of persons. 2. All incoming samples shall be received by the laboratory technician or his alternate, and logged into a database. Information to be entered into the database shall include the client sample number, date received, source, time(s) sampled, date(s) sampled, and analyses requested and comments from the Chain of Custody. 3. Promptly after logging, the custodian technician will distribute the sample to an analyst or place the sample in the secure sample vault, which will be locked at all times except when samples are removed or returned by analysts. The sample will be tracked internally in the lab. 4. Samples shall be kept in the sample storage security area at all times when not actually being used by analysts, such as during overnight absences. The technician shall ensure that heat -sensitive samples, or other sample materials having unusual physical characteristics, or requiring special handling, are properly stored and maintained. 5. A log of sample removal and replacement will be kept in the secure sample vault and be retained as a permanent record of the laboratory. 6. The original Chain of Custody and a Sample Evaluation/Variance record shall be sent by the laboratory to the appropriate Receiving Agency control point as part of the final data report. REGULATORY SERVICES FEE SCHEDULE FOR LABORATORY ANALYSES, INDUSTRIAL INSPECTIONS AND INDUSTRIAL SAMPLING FISCAL YEAR 2022 December 1, 2021 through November 30, 2022 NELAP CERTIFICATE T104704287 -10 -TX CHEMICAL ANALYSES Liquid Samples Alkalinity: Phosphorus: Total (*)(**) $13.00 Ortho (*) $15.00 Biochemical Oxygen Demand: 5 -Day (*) 5 -Day Carbonaceous (*) 5 -Day Filtered (Dissolved) 7 -Day Extra Dilution (Each) Chlorophyll "a" Chlorophyll "a" and Pheophytin Chemical Oxygen Demand (*) Chloride (*) Conductance, Specific (*) (**) Cyanide: Total (*) Amenable to Chlorination (*) Fluoride, Total (**) Glycols Hardness (*) (**) Nitrogen: Ammonia (*) Ammonia by Distillation (*) Kjeldahl, Total (*) Nitrate (*) Nitrite (*) Total Oil and Grease (*) Organic Carbon: Dissolved Total (*) (**) pH (*) Solid Samples Ammonia (***) Chemical Oxygen Demand Nitrogen, Kjeldahl, Total Phosphorus, Total (***) pH (***) Mercury (***) Metals Preparation NELAP Accreditation *Non -Potable Water **Drinking Water *** Solids $28.50 $35.00 $35.50 $24.25 $21.00 $65.00 $35.00 $20.00 $16.00 $29.20 $21.25 $11.00 $18.50 $14.00 $10.00 $20.00 $30.00 $15.00 ea. $15.00 ea. Total (*) Solids Testing (Gravimetric): $34.90 Total (TS) $38.50 Total Dissolved (TDS) (*) $48.50 Total Suspended (TSS) (*) $44.50 Volatile Suspended (VSS (*) $ 2.50 (after TSS) Percent Solids, Total and Volatile $23.00 Sulfate (*) $33.00 $20.00 Turbidity (*) (**) $14.00 $10.50 UV254 Mercury (*) (**) $45.00 $56.00 $14.00 Metals (EPA 200.8) $21.70 $24.00 Aluminum Lead Arsenic Manganese Antimony Molybdenum $20.00 Barium Nickel $30.00 Beryllium Selenium $28.00 Boron Silver $14.00 Cadmium Thallium $14.00 Chromium Tln $40.00 Cobalt Titanium Copper Vanadium $73.80 Iron Zinc Minerals (*): $23.00 $14.50 Calcium Magnesium $11.30 Potassium (***) Silica Sodium $28.50 $35.00 $35.50 $24.25 $21.00 $65.00 $35.00 $20.00 $16.00 $29.20 $21.25 $11.00 $18.50 $14.00 $10.00 $20.00 $30.00 $15.00 ea. $15.00 ea. MICROBIOLOGICAL ANALYSES Drinking Water: Wastewater: Total Coliform (MMO/MUG) (**) $20.00 Coliform, Fecal (Membrane Filter (*) $19.00 Heterotrophic Plate Count $22.00 Coliform, Fecal (MPN (***) $65.40 Coliform, Total (MPN-Q Tray) $21.20 E. Coli (MPN-Q Tray) (*) $21.20 Streptococcus, Fecal (Membrane. Filter) (*) $19.00 Microscopic General Examination $25.00 TRACE ORGANIC (GC-GC/MS) ANALYSES EPA 624 (*): Pesticides/PCB 3 -Day (unpreserved) $160.00 BTEX (only) $150.00 EPA 608 (*): Trip Blanks $103.00 Full List $343.00 Geosmin/MIB $91.00 Chlorinated Pesticides (only) $226.50 PCB (aqueous and solid) $226.50 EPA 625 (*): PCB Solid - EPA 8082: $165.00 Total Semi -Volatiles $200.00 Semi -Volatile Trip Blank $181.00 BY QUOTE Chromium Hexavalent Oil and Grease (solids) Organophosphate Pesticide Phenols TCLP Metals TCLP Organic Compounds Total Petroleum Hydrocarbons (solids and liquids) NELAP Accreditation *Non -Potable Water **Drinking Water *** Solids INDUSTRIAL PRETREATMENT SERVICES SAMPLING Composite Sample $ 210.00 Additional Composite Sample $ 105.00 Grab Sample $ 87.00 Additional Grab Sample $ 25.00 pH only $ 87.00 Field pH $ 29.00 Field Measurement $ 47.00 Sampling Event Cost for a Failed Sample $ 113.00 Industry Split Sample $ 29.00 Boat Fee $ 105.00 QA/QC Fee $ 23.00 PRETREATMENT ASSISTANCE Inspection (permitted users) $ 721.00 Inspection (unpermitted users) $ 103.00 Permit Preparation (5yr permit) $2,060.00 Field Surveillance Event $1,063.00 Industrial User Survey Fee Formula Industrial User Survey Fee Formula: (No. of Survey Entities' X $3.75) + (No. of identified industrial usersz X $16.00) Formula Footnotes: ' Users from the Texas Manufactures Guide List for Contracting Party's jurisdiction. 2 Users that require further manufacturing process and discharge classification PRETREATMENT SERVICES INCLUDE • Grab Sampling • Installation of Automatic Composite Samplers • Field Testing Available • Proper Field QA/QC • Industry Split Sampling • Sample Preservation • Proper Chain of Custody • Delivery to TRA Laboratory • Sample Data Review with Report Summaries NELAP Accreditation *Non -Potable Water **Drinking Water *** Solids • Appropriate Industrial User Pretreatment Classification • Verification of Permit Application Data • Chemical Inventory Review • Permit Drafting • Semiannual Report Review • Appropriate Inspection Documentation • Enforcement Guidance • Consultation with Industries on Industrial Pretreatment GENERAL SERVICE INFORMATION 1. Effective Date: December 1, 2021. All prices listed are per sample and subject to review. 2. All analyses are performed in accordance with "Standard Methods for the Examination of Water and Wastewater," 20th Edition, 1998 or most recent approved and/or EPA "Manual of Methods for Chemical Analysis of Water and Wastes," 1983 and the "3rd Edition of Solid Waste Manual SW 846." 3. Prices include the cost to maintain the normal quality assurance program. 4. Standard turn -around time is considered 15 business days for most testing. Priority is half of the standard time. Customer requiring PRIORITY turn -around time will be billed at one and one-half (1 '/2) times the routine rate. Customer requiring RUSH turn -around time, run immediately on the next or a special run, will be billed at two times the normal rate. It is recommended to call in advance of sample submission or inquire at the time of submission for estimated turn -around time. 5. The Laboratory will follow instructions as stated on the Chain -of -Custody submitted with samples. The Customer may be contacted by the lab representative on any variance issues and written instruction may be requested concerning the variance. 6. For EPA624 VOC 3 day analysis, do not lower the pH of the sample. 7. Sampling supplies will be provided upon request at a reasonable charge. Bacteriological sampling supplies are included in the cost of analyses. 8. Samples other than bacteriological samples should be delivered to the laboratory before 4:00 p.m. on weekdays. Samples cannot be accepted on weekends or holidays unless special arrangements are made in advance. Bacteriological samples should be delivered prior to 2:00 p.m. unless special arrangements are made in advance. For after -hour samples, please call and arrange for leaving in cold storage vault with analyses request form. 9. A monthly invoice for completed analyses is mailed the following month. 10. Laboratory hours are weekdays 7:00 a.m. to 4:30 p.m. To contact the lab about emergency samples use the number below. 11. Environmental Field, Engineering Field and Pretreatment Services office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. For after -hour emergencies, leave message with computer operator. 12. Environmental Field and Engineering Field Services are requested to be scheduled a minimum of 72 hours in advance. 13. Laboratory Certificate Number T104704287-10-2. FOR MORE INFORMATION, CONTACT: METRO: (972) 263-2251 FAX: (972) 975-4414 WILLIAM B. CYRUS Technical Services Manager NELAP Accreditation *Non -Potable Water **Drinking Water *** Solids CRAIG HARVEY NATALIE TAYLOR CATHY SIEGER Laboratory Division Environmental Services Quality Assurance Chief Coordinator Coordinator JENNIFER MOORE Senior Manager Operations and Regulatory Compliance 817-493-5100 COFFELL1 File ID: 2021-5924 Version: 1 City of Coppell, Texas Master File Number: 2021-5924 Type: Agenda Item Reference: File Name: Mosquito Control Contact Renewal - DCHHS 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/21/2021 Final Action: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2021, through September 30, 2022; in an amount not to exceed $60,000.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: DCHHS Mosquito Control Memo 2021-2022.pdf, Mosquito Ground Control Agreement 2021-2022.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 2021-5924 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2021, through September 30, 2022; in an amount not to exceed $60,000.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Staff Recommendation: The Community Development Department recommends approval. City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5924) Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 I COPPELL -, ' 1U r MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 Reference: Consider approval of a contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding from October 1, 2021, through September 30, 2022. 2040: Sustainable Government General Information: • Contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding. Introduction: The City of Coppell Environmental Health Division has an Integrated Mosquito Management Program. If West Nile Virus or any other viruses are detected in mosquito samples or confirmed human cases, adulticiding is necessary and Dallas County will perform ground spraying. Analysis: If areas that have tested positive are not treated as quickly as possible, disease can continue to spread, so response time with chemical treatment is an important factor in slowing down disease transmission. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if needed, should not exceed $60,000. Recommendation: The Community Development Department recommends approval. I STATE OF TEXAS § MOSQUITO GROUND CONTROL AGREEMENT BETWEEN § DALLAS COUNTY, TEXAS, ON BEHALF OF THE DALLAS § COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT, AND COUNTY OF DALLAS § THE CITY OF COPPELL, TEXAS, A MUNICIPALITY 1. PARTIES This Interlocal Agreement ("Agreement") is an Interlocal contract made by and between the City of Coppell, Texas, a "Municipality" as defined by Section 1.005(3) of the Texas Local Government Code ("Municipality"), and Dallas County, Texas ("County"), on behalf of the Dallas County Health and Human Services Department ("DCHHS"), based on the authority of the Interlocal Cooperation Act in Chapter 791 of the Texas Government Code, and the Local Public Health Reorganization Act in Chapter 121 of the Texas Health and Safety Code, to protect the public health by controlling the population of mosquitos by ground spraying of adult mosquitoes ("adulticiding") and by treating standing water to destroy mosquito larvae ("larvaciding") in order to prevent and control the outbreak of diseases associated with mosquitoes. 2. DURATION OF THIS AGREEMENT This Agreement is effective from October 1, 2021 through September 30, 2022, unless otherwise stated in this Agreement the ("Term"). 3. ADULTICIDING AND LARVACIDING SPRAYING SERVICES A. Upon written request from Municipality, County will provide adulticiding and larvaciding by way of ground application at the rate set forth in Paragraph 4; B. In the event that aerial spraying is needed to control the St. Louis Encephalitis or the West Nile virus throughout the County, Municipality will have the option to participate in the County's separate emergency aerial mosquito spraying plan. If Municipality agrees to participate in the County's separate emergency aerial mosquito spraying plan, Municipality must provide written notice to County and agree in writing to the following: 1) Indicate in writing the areas and amount of acres to be sprayed; and 2) Pay Municipality's proportioned share of the cost based upon the number of acres to be sprayed multiplied by the per -acre spraying cost, as determined by County. 4. BUDGET AND PAYMENT BY MUNICIPALITY TO COUNTY A. Municipality will pay County at a rate of One Hundred Eighty -Five ($185.00) Dollars per hour, with a minimum of one (1) hour of service assessed. B. After the initial one (1) hour minimum service time for a given day of spraying, spraying services will be assessed using thirty (30) minute minimum intervals. C. Only spraying time will be assessed. Travel time to or from the site of ground spraying or treating standing water will not be assessed. D. Municipality must pay County the assessed fees within thirty (30) days of receipt by Municipality of the monthly written request for payment, or if County fails to make any written payment request(s), then Municipality will pay any remaining assessed fees no later than the last day of the Term of this Agreement. E. Any payment not made within thirty (30) days of its due date will bear interest in accordance with Chapter 2251 of the Texas Government Code. Municipality's obligation MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY. TEXAS & MUNICIPALITY 2020-2021 to pay fees assessed and interest accrued under this Agreement will survive the Term of this Agreement until the Municipality pays the assessed fees and accrued interest. 5. AUDITING AND WITHHOLDING OF PAYMENTS The Dallas County Auditor has the exclusive right and authority to audit this Agreement or to demand access to or copies of County's records concerning this Agreement or the County's administration of this Agreement. Municipality will have no right or authority to audit this Agreement or to demand access to or copies of County's records concerning this Agreement or the County's administration of this Agreement. Municipality has no right to withhold payments to County pending any audit of or inquiry about this Agreement or the County's administration of this Agreement. 6. TERMINATION A. Without Cause: This Agreement may be terminated in writing, without cause, by either party upon thirty (30) days prior written notice to the other party. B. With Cause: The County reserves the right to terminate the Agreement immediately, in whole or in part, at its sole discretion, for the following reasons: 1) Municipality's lack of or reduction in funding or resources, financial or otherwise; or 2) Municipality's misuse of resources, financial or otherwise; or 3) Municipality's failure to comply with the terms of this Agreement; or 4) Municipality's submission of inaccurate, incomplete, or false data, statements, or reports. 7. NO INDEMNIFICATION COUNTY AND MUNICIPALITY, INCLUDING THEIR RESPECTIVE ELECTED OFFICIALS AND EMPLOYEES, AGREE THAT EACH WILL BE RESPONSIBLE FOR ITS OWN NEGLIGENT ACTS OR OMISSIONS OR OTHER TORTIOUS CONDUCT IN THE COURSE OF PERFORMANCE OF THIS AGREEMENT, WITHOUT WAIVING ANY GOVERNMENTAL IMMUNITIES AVAILABLE TO COUNTY OR MUNICIPALITY UNDER TEXAS LAW OR OTHER APPLICABLE LAWS AND WITHOUT WAIVING ANY AVAILABLE DEFENSES UNDER TEXAS LAW OR OTHER APPLICABLE LAWS. NOTHING IN THIS PARAGRAPH MAY BE CONSTRUED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, IN OR TO ANY THIRD PERSONS OR ENTITIES. 8. INSURANCE Municipality agrees that Municipality will at all times during the Term of this Agreement maintain in full force and effect general liability insurance; or self-insurance, to the extent permitted by applicable law under a plan of self-insurance, that is also maintained in accordance with sound, generally accepted accounting practices. Municipality expressly understands and agrees that it is solely responsible for 1) all costs of such general liability insurance; 2) any and all deductible amounts in any general liability insurance policy; and 3) any liability in the event that any insurance company denies coverage for any incident reasonably related to the performance of this Agreement. 9. NOTICE Any notice or certification required or permitted to be delivered under this Agreement will be deemed to have been given when personally delivered, or if mailed, seventy-two (72) hours after deposit of the notice or certification in the United States Mail, postage prepaid, by certified or registered mail, return receipt requested, and properly addressed to the contact person shown at their respective addresses set forth below, or at such other addresses as MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 2 may be specified by written notice delivered by the methods described above in this subsection: Dallas County, Texas City_of Coppell, Texas Philip Huang, Director Dallas County Health & Human Svcs 2377 N. Stemmons Frwy, Suite 600 Dallas, Texas 75207-2710 Karen Hunt, Mayor 255 Parkway Blvd Coppell, TX 75019 10. ENTIRE AGREEMENT AND AMENDMENTS This Agreement, including any Exhibits and Attachments, constitutes the entire agreement between the parties and supersedes any other agreement concerning the subject matter of this transaction, whether oral or written. No modification, amendment, novation, renewal, or other alteration of this Agreement can be effective unless mutually agreed upon in writing and executed by the parties. 11. COUNTERPARTS, NUMBER, GENDER, AND HEADINGS This Agreement may be executed in multiple counterparts, each of which will be deemed an original, but all of which will constitute one and the same instrument when considered together in context. Words of any gender used in this Agreement will be held and construed to include any other gender any words in the singular will include the plural and vice versa, unless the context clearly requires otherwise. Headings are for the convenience of reference only and cannot be considered in any interpretation of this Agreement. 12. SEVERABILITY If any term of this Agreement is construed to be illegal, invalid, void or unenforceable, this construction will not affect the legality or validity or any of the remaining terms. The unenforceable or illegal term will be deemed stricken and deleted, but the remaining terms will not be affected or impaired and such remaining terms will remain in full force and effect. 13. FISCAL FUNDING CLAUSE Notwithstanding any terms contained in this Agreement, the obligations of the County under this Agreement are expressly contingent upon the availability of funding for each item and obligation for the Term of the Agreement and any pertinent extensions. Municipality has no right of action against County in the event County is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure to budget or authorize funding for this Agreement during the current or future fiscal years. In the event that County is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding, or if funds become unavailable, County, at its sole discretion, may provide funds from a separate source or may terminate this Agreement by written notice to Municipality at the earliest possible time prior to the end of its fiscal year. 14. DEFAULT - CUMULATIVE RIGHTS - MITIGATION It is not a waiver of default if the non -defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this Agreement are cumulative, and either party's use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the parties may have by law, statute, ordinance, or otherwise. Both parties have a duty to mitigate damages. MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 3 15. SOVEREIGN IMMUNITY THIS AGREEMENT IS EXPRESSLY MADE SUBJECT TO MUNICIPALITY'S AND COUNTY'S GOVERNMENTAL IMMUNITIES, INCLUDING, WITHOUT LIMITATION, TITLE 5 OF THE TEXAS CIVIL PRACTICE AND REMEDIES CODE AND ALL APPLICABLE STATE AND FEDERAL LAWS. THE PARTIES EXPRESSLY AGREE THAT NO TERM OF THIS AGREEMENT IS IN ANY WAY INTENDED TO CONSTITUTE A WAIVER OF ANY IMMUNITIES FROM SUIT OR FROM LIABILITY, OR A WAIVER OF ANY TORT LIMITATION, AND ANY DEFENSES THAT MUNICIPALITY OR COUNTY HAVE BY OPERATION OF LAW, OR OTHERWISE. NOTHING IN THIS AGREEMENT IS INTENDED TO OR DOES BENEFIT ANY THIRD PARTY BENEFICIARY. 16. COMPLIANCE WITH LAW, CHOICE OF LAW, AND VENUE In providing services required by this Agreement, Municipality and County must observe and comply with all licenses, legal certifications, or inspections required for the services, facilities, equipment, or materials, and all applicable Federal, State, and local statutes, ordinances, rules, and regulations. The laws of the State of Texas govern this Agreement. Exclusive venue for any action or claim arising from this Agreement is in the State or Federal District Courts that are physically located in Dallas County, Texas. 17. RELATIONSHIP OF PARTIES County and Municipality are each independent political subdivisions of the State of Texas. Neither is an agent, servant, joint enterpriser, joint venturer, or employee of the other. Municipality and County agree and acknowledge that each governmental entity will be responsible for its own acts, forbearance, negligence and deeds, and for those of its agents or employees in conjunction with the performance of work covered under this Agreement. The remainder of this page is intentionally left blank. MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 4 18. SIGNATORY WARRANTY Municipality and County represent that each has the full right, power, and authority to enter and perform this Agreement in accordance with all of its terms and conditions, and that the execution and delivery of this Agreement has been made by authorized representatives of the parties to validly and legally bind the parties to all terms set forth in this Agreement. COUNTY: BY: Clay Lewis Jenkins County Judge Dallas County, Texas DATE SIGNED: Recommended: BY: Philip Huang, MD, MPH Director, DCHHS Dallas County, Texas Approved as to Form*: DALLAS COUNTY JOHN CREUZOT District Attorney BY: Lacey B. Lucas Assistant District Attorney Civil Division MUNICIPALITY: M Mayor or City Manager of Texas DATE SIGNED: Approved as to Form: MUNICIPALITY .93 Attorney for Municipality *By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other parties should not rely on this approval, and should seek review and approval by their own respective attorney(s). MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY. TEXAS & MUNICIPALITY 2020-2021 City of Coppell, Texas COFFELL1 File ID: 2021-5925 Version: 1 File Name: DCHHS Contract Renewal Master File Number: 2021-5925 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/21/2021 Final Action: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2021, through September 30, 2022; in the amount of $3,131.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Attachments: DCHHS Memo.pdf, ILA Health Services City of Enactment Number: Coppell 2022.pdf, Exhibit A 2022 Fee Schedule.pdf, Exhibit B FY2022 Health Services.pdf, Exhibit C FY2022 Health Services.pdf, Exhibit D FY2022 Health Services.pdf Contact: Hearing Date: Drafter: Effective Date: Related Files: History of Legislative File Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5925 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2021, through September 30, 2022; in the amount of $3,131.00; as budgeted in FY 21-22; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Staff Recommendation: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5925) The Community Development Department recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 7 1C I T Yw COPPELL MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 Reference: Consider approval of a contract for the renewal of the Dallas County Health and Human Services Agreement, effective October 1, 2021, through September 30, 2022, in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign any necessary documents. 2040: Sustainable Government General Information: • Contract with Dallas County Health and Human Services for Health Services. • The County will provide our residents the following health services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services, and Laboratory Services. • The County will provide our residents the following health services, Immunizations; Child health care; High- risk infant case management; and Home visits. Introduction: This agenda item is for the renewal of an Interlocal Agreement for coordinated Health Services between the City of Coppell and Dallas County Health and Human Services. The County agrees to operate the Program, which will include the following Health Services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services; and Laboratory Services. The County also agrees to provide to the City, in accordance with state and federal law, the following public health services: Immunizations; Child health care; high risk infant case management; and home visits. The County uses "a sliding -scale fee" based on the residents' ability to pay for these services, and the City pays $3,131,00 per year, which is the agreed-upon amount for the City's share of the total cost of the Program less federal and state funding. I Analysis: This agreement has been in existence for over 25 years, and the city is billed by the County monthly. The billing amount has remained the same for over 15 years. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item should not exceed $3,131.00. Recommendation: The Community Development Department recommends approval. THE STATE OF TEXAS § INTERLOCAL AGREEMENT FOR § COORDINATED HEALTH SERVICES § BETWEEN DALLAS COUNTY, TEXAS, ON § BEHALF OF DALLAS COUNTY HEALTH AND § HUMAN SERVICES, AND THE CITY COUNTY OF DALLAS § OF COPPELL, TEXAS 1. PARTIES Whereas, Dallas County ("County") has offered to provide certain health services to the various cities throughout Dallas County on a contract for services basis; and Whereas, the City of Coppell, Texas ("City") desires to participate with County in establishing coordinated health services for City and Dallas County; and Whereas, County will operate certain health services for the residents of City in order to promote the effectiveness of local public health services and goals ("Program"); and Whereas, the cooperative effort will allow cities located within Dallas County to participate in providing public health services for their residents; and Whereas, such cooperative effort serves and furthers the public purpose and benefits the citizens of County as a whole. Now therefore, County, on behalf of Dallas County Health and Human Services ("DCHHS"), enters into this Interlocal Agreement ("Agreement") with City, pursuant to the authorities of the Texas Health and Safety Code Chapter 121, the Texas Government Code Chapter 791, and other applicable laws for health services to City. 2. HEALTH SERVICES TO BE PERFORMED A. County agrees to operate the Program, which will include the following health services: 1) Tuberculosis Control Services: providing preventive, diagnostic treatment, and epidemiological services; 2) Sexually Transmitted Disease Control Services: consisting of education to motivate people to use preventive measures and to seek early treatment, prophylaxis, epidemiological investigation, and counseling in accordance with County policy; 3) Communicable Disease Control Services: providing information concerning immunization and communicable diseases and coordinating with the Texas Department of State Health Services ("DSHS") in monitoring communicable diseases; ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 4) Laboratory Services: performing chemical, biological, and bacteriological analysis and tests on which are based diagnosis of disease, effectiveness of treatment, the quality of the environment, the safety of substance for human consumption, and the control of communicable disease. B. County agrees to provide to City, in accordance with state and federal law, the following public health services: 1) Immunizations; 2) Child health care; 3) High risk infant case management; and 4) Home visits. County also agrees to work with City in order to decentralize clinics and to plan and provide for desired services by City; however, any other services that City requires, in addition to the above mentioned services, may result in additional fees to City. C. County agrees to charge a sliding -scale fee based on ability to pay to all residents of every municipality, including City, in Dallas County. The fees charged by County for the services listed in Section 2A of this Agreement will be used to offset the City's Program costs for the next Agreement Term. A schedule of fees to be charged by County is set out in Exhibit A, attached and incorporated herein by reference for all purposes. D. County agrees that the level of service provided in the Program for City will not be diminished below the level of service provided to City for the same services in the prior Agreement Term except as indicated in Section 2E of this Agreement. For purposes of Section 2E, level of service is measured by the number of patient visits and number of specimens examined. County will submit to City a monthly statement, which will also include the number of patient visits and number of specimens examined during the preceding month. E. The possibility exists of reductions in state and federal funding to the Program that could result in curtailment of services, if not subsidized at the local level. County will notify City in writing of any amount of reduction, and any extent to which services will be curtailed as a result. The notice will also include an amount that City may elect to pay to maintain the original level of services. City will notify County in writing no later than fourteen (14) calendar days after the date of City's receipt of the notice of funding reduction as to City's decision to pay the requested amount or to accept the curtailment of service. If City elects to pay the requested amount, payment is due no later than forty-five (45) calendar days after the date of the notice of funding reduction. 3. BUDGET A. County agrees to submit to City by July 31 st of each year a proposed budget describing the ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 proposed level of services for the next Agreement Term; B. For the Term of this Agreement, County agrees to provide the services listed in Section 2 of this Agreement at the level of services and for the amount stated in Exhibit B, C, and D which are attached and incorporated herein by reference for all purposes; C. Payment. City shall pay County the following amount, as stated in Exhibit D Three Thousand One Hundred Thirty One and 00/100 Dollars ($3,131.00), which is the agreed upon amount for City's share of the total cost of the Program less federal and state funding. D. In lieu of paying the actual dollar amount stated in this Agreement, City has the option, to the extent authorized by law, ordinances or policy, of making a request to negotiate for in- kind services that are equal in value to the total amount. E. This Agreement is contingent upon City's appropriation of funds, or ability to perform in- kind services as described in Section 3D of this Agreement, for the services set forth herein. In the event City fails to appropriate such funds, or provide in-kind services, County shall not incur any obligations under this Agreement. 4. ASSURANCES A. County shall operate and supervise the Program. B. Nothing in this Agreement shall be construed to restrict the authority of City over its health programs or environmental health programs or to limit the operations or services of those programs. C. City agrees to provide to County or assist County in procuring adequate facilities to be used for the services under this Agreement. These facilities must have adequate space, waiting areas, heating, air conditioning, lighting, and telephones. None of the costs and maintenance expenses associated with these facilities shall be the responsibility of County and County shall not be liable to City or any third party for the condition of the facilities, including any premises defects. D. City and County agree that other cities/towns/municipalities may join the Program by entering into an agreement with County that contains the same basic terms and conditions as this Agreement. E. Each party paying for the performance of governmental functions or services under this Agreement must make those payments from current revenues available to the paying party. 5. FINANCING OF SERVICES A. The health services provided under this Agreement will be financed as follows: 1) City and County will make available to the Program all appropriate federal and state funds, personnel, and equipment to provide the health services included under this ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 Agreement and will use best efforts to cause these funds and resources to continue to increase. 2) City shall pay to County, or provide in-kind services, its share of budgeted costs that are in excess of the federal and state funding for providing the health services under this Agreement. Budgeted costs shall not exceed those reflected in Exhibits B, C, and D for the appropriate Agreement Term. B. County shall bill City each month an amount equal to one -twelfth (1/12) of its share of annual budgeted costs that exceed federal and state funding for the expenses of the preceding month. C. Any payment not made within thirty (30) calendar days of its due date shall bear interest in accordance with Chapter 2251 of the Texas Government Code. D. City and County agree that no more than ten percent (10%) of the City's cost of participating in the Program will be used for administration of the Program. 6. TERM The Term of this Agreement shall be effective from October 1, 2021 through September 30, 2022, unless otherwise stated in this Agreement. 7. TERMINATION A. Without Cause: This Agreement may be terminated in writing, without cause, by either party upon thirty (30) calendar days prior written notice to the other party. B. With Cause: Either party may terminate the Agreement immediately, in whole or in part, at its sole discretion, by written notice to the other party, for the following reasons: 1) Lack of, or reduction in, funding or resources; 2) Non-performance; 3) The improper, misuse, or inept use of funds or resources directly related to this Agreement; 4) The submission of data, statements, and/or reports that is incorrect, incomplete, and/or false in any way. 8. RESPONSIBILITY County and City agree that each shall be responsible for its own negligent acts or omissions or other tortious conduct in the course of performance of this Agreement, without waiving any governmental immunity available to County or City or their respective officials, officers, employees, or agents under Texas or other law and without waiving any available defenses ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 under Texas or other law. Nothing in this paragraph shall be construed to create or grant any rights, contractual or otherwise, in or to any third persons or entities. 9. INSURANCE City and County agree that they will, at all times during the Term of this Agreement, maintain in full force and effect insurance or self-insurance to the extent permitted by applicable laws. City and County will be responsible for their respective costs of such insurance, any and all deductible amounts in any policy and any denials of coverage made by their respective insurers. 10. ACCESS TO RECORDS RELEVANT TO PROGRAM City and County agree to provide to the other upon request, copies of the books and records relating to the Program. City and County further agree to give City and County health officials access to all Program activities. Both City and County agree to adhere to all applicable confidentiality provisions, including those relating to Human Immunodeficiency Virus (HIV) and Sexually Transmitted Disease (STD) information, as mandated by federal and state law, as well as by DSHS. 11. NOTICE Any notice to be given under this Agreement shall be deemed to have been given if reduced to writing and delivered in person by a reputable courier service or mailed by Registered Mail, postage pre -paid, to the party who is to receive such notice, demand or request at the addresses set forth below. Such notice, demand or request shall be deemed to have been given, if by courier, at the time of delivery, or if by mail, three (3) business days subsequent to the deposit of the notice in the United States mail in accordance herewith. The names and addresses of the parties' hereto to whom notice is to be sent are as follows: Dr. Philip Huang, Director Dallas County Health & Human Services 2377 N. Stemmons Freeway, LB 12 Dallas, TX 75207-2710 12. IMMUNITY Ashley Owens, City Secretary City of Coppell 255 Parkway Blvd Coppell, TX 75019 972-304-3669 This Agreement is expressly made subject to County's and City's Governmental Immunity, including, without limitation, Title 5 of the Texas Civil Practices and Remedies Code, and all applicable federal and state laws. The parties expressly agree that no provision of this Agreement is in any way intended to constitute a waiver of any immunities from suit or from liability, or a waiver of any tort limitation, that City or County has by operation of law or otherwise. Nothing in this Agreement is intended to benefit any third party beneficiary. 13. COMPLIANCE WITH LAWS AND VENUE In providing services required by this Agreement, City and County must observe and comply with all licenses, legal certifications, or inspections required for the services, facilities, equipment, or 5 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 materials, and all applicable federal, State, and local statutes, ordinances, rules, and regulations. Texas law shall govern this Agreement and exclusive venue shall lie in Dallas County, Texas. 14. AMENDMENTS AND CHANGES IN THE LAW No modification, amendment, novation, renewal, or other alteration of this Agreement shall be effective unless mutually agreed upon in writing and executed by the parties hereto. Any alteration, addition or deletion to the terms of this Agreement which are required by changes in federal or state law are automatically incorporated herein without written amendment to this Agreement and shall be effective on the date designated by said law. 15. ENTIRE AGREEMENT This Agreement, including all exhibits and attachments, constitutes the entire agreement between the parties hereto and supersedes any other agreements concerning the subject matter of this transaction, whether oral or written. 16. BINDING EFFECT This Agreement and the respective rights and obligations of the parties hereto shall inure to the benefit and be binding upon the successors and assigns of the parties hereto, as well as the parties themselves. 17. GOVERNMENT FUNDED PROJECT If this Agreement is funded in part by either the State of Texas or the federal government, County and City agree to timely comply without additional cost or expense to the other party, unless otherwise specified herein, to any statute, rule, regulation, grant, contract provision, or other state or federal law, rule, regulation, or other similar restriction that imposes additional or greater requirements than stated herein and that is directly applicable to the services rendered under the terms of this Agreement. 18. DEFAULT/ CUMULATIVE RIGHTS/ MITIGATION In the event of a default by either party, it is not a waiver of default if the non -defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this Agreement are cumulative, and either party's use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the parties may have by law, statute, ordinance, or otherwise. Both parties have a duty to mitigate damages. 19. FISCAL FUNDING CLAUSE Notwithstanding any provisions contained herein, the obligations of County and City under this Agreement are expressly contingent upon the availability of funding for each item and obligation contained herein for the Term of the Agreement and any extensions thereto. City and County shall have no right of action against the other party in the event the other party is unable to fulfill its 6 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 obligations under this Agreement as a result of lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure to budget or authorize funding for this Agreement during the current or future Agreement Terms. In the event that County or City is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding, or if funds become unavailable, each party, at its sole discretion, may provide funds from a separate source or may terminate this Agreement by written notice to the other party at the earliest possible time. 20. COUNTERPARTS, NUMBER, GENDER AND HEADINGS This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. Words of any gender used in this Agreement shall be held and construed to include any other gender. Any words in the singular shall include the plural and vice versa, unless the context clearly requires otherwise. Headings herein are for the convenience of reference only and shall not be considered in any interpretation of this Agreement. 21. PREVENTION OF FRAUD AND ABUSE City and County shall establish, maintain, and utilize internal management procedures sufficient to provide for the proper, effective management of all activities funded under this Agreement. Any known or suspected incident of fraud or program abuse involving County or City's employees or agents shall be reported immediately for appropriate action. Moreover, City and County warrant to be not listed on a local, county, state, or federal consolidated list of debarred, suspended, and ineligible contractors and grantees. City and County agree that every person who as part of their employment, receives, disburses, handles or has access to funds collected pursuant to this Agreement does not participate in accounting or operating functions that would permit them to conceal accounting records and the misuse of said funds. Each party shall, upon notice by the other party, refund their respective expenditures that are contrary to this Agreement. 22. AGENCY / INDEPENDENT CONTRACTOR County and City agree that the terms and conditions of this Agreement do not constitute the creation of a separate legal entity or the creation of legal responsibilities of either party other than under the terms of this Agreement. County and City are and shall be acting as independent contractors under this Agreement; accordingly, nothing contained in this Agreement shall be construed as establishing a master/servant, employer/employee, partnership, joint venture, or joint enterprise relationship between County and City. City and County are responsible for their own acts, forbearance, negligence and deeds, and for those of their respective officials, agents or employees in conjunction with the performance of work covered under this Agreement. 23. SEVERABILITY If any provision of this Agreement is construed to be illegal or invalid, this will not affect the legality or validity of any of the other provisions in this Agreement. The illegal or invalid provision will be deemed stricken and deleted, but all other provisions shall continue and be given effect as if the illegal or invalid provisions had never been incorporated. ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2022 24. SIGNATORY WARRANTY Each person signing and executing this Agreement does hereby warrant and represent that such person has been duly authorized to execute this Agreement on behalf of City or County, as the case may be. DALLAS COUNTY: By: Clay Lewis Jenkins Dallas County Judge DATE: Recommended: By: Dr. Philip Huang Director, DCHHS Approved as to Form*: JOHN CREUZOT DISTRICT ATTORNEY By: Lacey B. Lucas Assistant District Attorney 0 CITY OF COPPELL: By: Mayor DATE: Attested: City Secretary Approved as to Form: City Attorney *By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other parties should not rely on this approval, and should seek review and approval by their own respective attorney(s). 8 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2022 EXHIBIT A FY 2021 FEE SCHEDULE SEXUAL HEALTH CLINIC $75/plus $10 per day INFECTIOUS DISEASES $310/Commercial/Business Office Visits $20/visit Non -Contagious Disease Certification Letter $20 each Blood Drawing $5 each $85/Commercial Food Establishment Inspection Chemical Lesion Reduction $45 each $75/plus $25 for each Homes Residential Medical Records Copies $5 each Animal Control/Vicious Animal $12/per day Cryotherapy $15 each W/Multiple Test Sites TUBERCULOSIS CLINIC TB Testing -Level I (Office Visit) $30/Visit Comprehensive TB Testing & $80 each TB Testing -Level 11 (IGRA) $50 each Evaluation (Incl. Chest X-ray) Chest X -Ray Copies $5 each LABORATORY GC Culture $14 each Pregnancy Test $20 each GEN Probe GC/CT Combo $15.00 each Urinalysis $15 each Trichomonas Testing $17 each Dark Field $16 each HIV 1&2 Test $15 each Herpes Culture $38 each HIV Test - Rapid $20 each HIV-1 RNA Testing $115 each MTB Testing for TB $85 each HIV-1 Quant Assay Testing $80 each TB Culture & Concentration $25 each Herpes Type 1 & 2 Serology $50 each TB Identification $15 each Residual Clinical Specimens $5 each TB Susceptibility $31 each TB Acid Fast Stain $8 each NURSING SERVICE Hepatitis A Havrix* $55/Injection Varivax* $155/Injection Hepatitis B Vaccine* $60/Injection Meningococcal (MCV4)* $140/Injection Twinrix $105/Injection Shingrix $185/Injection Rabies (PE) $340/Injection Gardasil (HPV)* $260/Injection IPV $50/Injection Hepatitis A (Pediatric) $45/Injection Pneumococcal* $125/Injection Hepatitis B (Pediatric) $30/Injection Adacel (Pertusis) (Tdap) $35/injection DT $70/Injection HIB $25/injection DTaP (Daptacel) $40/Injection Japanese Encephalitis $335/Injection DTap-HepB-IPV $85/Injection Typhoid (Polysaccharide) $90/Injection DTaP -IPV $65/Injection Typhoid (Oral) $75 box Rotavirus $140/Injection Yellow Fever Vaccine** $185/Injection PCV13 $235/Injection Boostrix Vaccine*(Tdap) $50/Injection MMR* $100/Injection Influenza Vaccine* $30/Injection Communicable Disease Program: Influenza (High Dose) $70/Injection Hepatitis A/B/C Screening General $35/Test Rabies Administrative Fee/ Hepatitis A/B/C Screening Qualified $10/Test Serves State Vaccine $25 each Immunization/VFC Program: Foreign Travel Office Visit Fee $25/visit DPT,DT,Hib, $5/Per child TD* $50/Injection Well Baby $5/Visit Diabetic Testing $5/Test Immunization Record $5 each Foreign Travel Yellow Card $5 each Note: (1)*Vaccines marked with asterisks are part of the Adult Safety Net Program (ASNP). Clients eligible to receive through the ASNP will be charged a fee of 10/shot . (2) **Vaccine Unavailable. ENVIRONMENTAL HEALTH $75/plus $10 per day Septic Tank Inspection $310/Commercial/Business FHA, VA, Conventional Loans $260/Residential Septic Tank Re -inspection $35/Residential Annual Group Home Inspection $85/Commercial Food Establishment Inspection $150/yr./establishment Half -Way Houses & Boarding $75/plus $25 for each Homes Residential additional unit on site Mosquito Spraying for Non - contracting cities $185/ per hour Water Sample $50 Mosquito Testing $35 Food Mgr. Cert. Program $100/per person Food Mgr. Cert. Retesting $50/per person Note: 1) # Indicates $10 charge for State fee Day Care Center Inspections $2/per authorized child Temporary Food Permit $75/plus $10 per day Funeral Home Inspection $200 FHA, VA, Conventional Loans $125/Licensed $150/Unlicensed Annual Group Home Inspection $50 Food Handler Class $15/per person Sub -division Plat Approval $200/Residential $150/Commercial Animal Control/Quarantine $7/per day Animal Control/Vicious Animal $12/per day Food Manager Re -certification $50/Test W/Multiple Test Sites Updated on May/2021 Dallas County Health and Human Services Addison Balch Springs Carrollton Cedar Hill Cockrell Hill Coppell Dallas Desoto Duncanville Farmers Branch Garland Glenn Heights Grand Prairie Highland Park Hutchins Irving Lancaster Mesquite Richardson Rowlett Sachse Seagoville Sunnyvale University Park Wilmer Out of County 23 -Jun -20 Annual Summary of Services January 1, 2020 thru December 31, 2020 Tuberculosis 30 473 260 282 3 82 14,480 178 459 377 2,987 47 1,105 0 16 2,809 321 541 586 28 10 49 1 0 29 457 Sexually Transmitted Diseases 72 91 217 230 0 25 7,563 291 205 74 637 116 382 0 33 656 323 562 164 101 18 49 3 3 23 2,947 Laboratory 41 305 326 201 15 28 39,065 3,398 278 203 1,839 169 1,216 100 80 1,950 375 1,236 323 150 20 164 30 0 90 26,592 Communicable Diseases 46 15 40 49 7 16 27,691 8,350 46 21 7,818 9 149 4 6 252 72 187 193 18 16 111 44 4 6 14,725 25,610 14,785 1 78,194 L 59,895 Addison Balch Springs Carrollton Cedar Hill Cockrell Hill Coppell Dallas Desoto Duncanville Farmers Branch Garland Glenn Heights Grand Prairie Highland Park Hutchins Irving Lancaster Mesquite Richardson Rowlett Sachse Seagoville Sunnyvale University Park Wilmer Out of County Dallas County Health and Human Services Contract Cost by Category FY2022 Sexually Transmitted Communicable FY'22 Tuberculosis Diseases Laboratory Diseases Contract Total $ 2,668,393 $ 2,600,706 $ 3,103,956 $ 882,204 $ 2,196,195 Dallas County Health and Human Services Total Contract Costs FY2022 Addison Balch Springs Carrollton Cedar Hill Cockrell Hill Coppell * Dallas * Desoto * Duncanville Farmers Branch * Garland Glenn Heights Grand Prairie Highland Park Hutchins Irving Lancaster * Mesquite * Richardson * Rowlett * Sachse * Seagoville Sunnyvale University Park Wilmer * Out of County *Non -contracting $ 2,500 $ 9,377 $ 23,823 $ 2,498 $ 1,011 $ 3,131 $ 1,754,252 $ 17,620 $ 11,273 $ 6,856 $ 80,156 $ 574 $ 38,854 $ 132 $ 3,149 $ 81,906 $ 12,106 $ 31,608 $ 23,756 $ 4,925 $ 362 $ 6,440 $ 99 $ 48 $ 2,597 $ 77,142 $ 2,196,195 City of Coppell, Texas COFFELL1 File ID: 2021-5930 Version: 1 File Name: ILA with Wise County Master File Number: 2021-5930 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Finance File Created: 09/22/2021 Final Action: Title: Consider approval of an Interlocal Agreement between the City of Coppell and Wise County for cooperative purchasing activities; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Attachments: Memo for ILA Wise County.pdf, Interlocal Enactment Number: Agreement.pdf Contact: Hearing Date: Drafter: Effective Date: Related Files: History of Legislative File ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5930 Title Consider approval of an Interlocal Agreement between the City of Coppell and Wise County for cooperative purchasing activities; and authorizing the Mayor to sign. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5930) Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 I T v C0FP'E1-11dL,_L rM, A h MEMORANDUM To: Mayor and City Council From: Jennifer Miller, Director of Finance Date: September 28, 2021 Reference: Approval of an Interlocal Agreement with Wise County for cooperative purchasing activities 2040: Pillar 0: Foundation of Sustainable Government Introduction: This item is being presented for approval of an Interlocal Agreement between the City of Coppell and Wise County. Analysis: Wise County is seeking to utilize the city's new ambulance billing agreement. No previous interlocal agreement exists, therefore, the appropriate Contract Purchasing Agreement referencing Local Government Code 271.102, establishing a cooperative purchasing program between the two entities was developed and has been signed by the County Judge of Wise County. Legal Review: The agenda item has been reviewed by legal during the agenda review process. Fiscal Impact: The utilization of Wise County's cooperatively bid contracts in the future will offer cost savings by reducing Coppell's staff time in procuring applicable products and services. Recommendation: The Finance Department recommends approval. MASTER INTERLOCAL COOPERATIVE PURCHASING AGREEMENT BETWEEN THE CITY OF COPPELL AND WISE COUNTY WHEREAS, Chapter 791 of the Texas Government Code, also known as the Interlocal Cooperation Act, and Chapter 271.102 of the Texas Local Government Code authorize all local governments to contract with each other to perform governmental functions or services including administrative functions normally associated with the operation of government such as purchasing of necessary equipment, supplies and services; WHEREAS, The City of Coppell (the "City") and Wise County ("Entity") desire to enter into this Agreement for the purpose of fulfilling and implementing their respective public and governmental purposes, needs, objectives, programs and services; WHEREAS, The City and Entity represent that each are independently authorized to perform the functions or services contemplated by this Agreement; WHEREAS, it is deemed in the best interest of all participating governments that said governments do enter into a mutually satisfactory agreement for the purchase of necessary equipment, supplies, and services; WHEREAS, the participating governments are of the opinion that cooperation in the purchasing of equipment, supplies, services and auctions will be beneficial to the taxpayers of the governments through the efficiencies and potential savings to be realized; and WHEREAS, each party has sufficient resources to perform the functions contemplated by this Agreement; NOW THEREFORE, the parties hereto, in consideration of the mutual covenants and conditions contained herein, promise and agree as to each of the other as follows: 1. The City and Entity are authorized to participate in each other's current and/or future contracts for goods and services. Said contracts shall have been established in accordance with all appropriate procedures governing competitive bids and competitive proposals, if required. 2. The City and Entity agree that the ordering of goods and services is the responsibility of the local government seeking to obtain such goods and services under the established contract, and that participating government shall deal directly with the vendor in obtaining the goods and services and payment therefore. The participating government shall be liable to the vendor only for goods and services ordered and received by it, and shall not, by the execution of this Agreement, assume any additional liability. Neither the City nor Entity warrants, or is responsible for, the quality or delivery of goods or services from the vendor under contract. Should a dispute arise between a participating government and a vendor, the same shall be handled by and between that participating government and the vendor. Cooperative Purchasing Agreement — Wise County and the City of Coppell - I - 3. Each government shall pay invoices directly to the providers of goods and services that are invoiced and delivered directly to each respective government. 4. Participation of either government in any cooperative purchasing activity is strictly voluntary. Nothing in this Agreement shall prevent either governments from purchasing and/or accepting and awarding bids, proposals and contracts subject to this Agreement on its own behalf. 5. Each government shall ensure that all applicable laws and ordinances have been satisfied. 6. Effective Date and Term. This Agreement shall be effective when the last party signing causes the Agreement to be fully executed and will remain in full force and effect indefinitely. Any party may modify and/or terminate this Agreement in accordance with Paragraphs 7 and 8, respectively. 7. Modification. The terms and conditions of this Agreement may be modified upon the mutual consent of all parties. Mutual consent will be demonstrated by approval of the governing body of each party hereto. No modification to this Agreement shall be effective and binding unless and until it is reduced to writing and signed by duly authorized representatives of all parties. 8. Termination. This Agreement may be terminated at any time by the City or Entity, with or without cause, upon thirty (30) days written notice to the other party in accordance with Paragraph 11 herein. 9. Hold Harmless. To the extent allowed by law, the City and Entity agree to hold each other harmless from and against any and all claims, losses, damages, causes of action, suits and liabilities of every kind, including all expenses of litigation, court costs and attorney's fees, for injury or death of any person, for damage to any property, or for any breach of contract, arising out of or in connection with the work done under this Agreement. 10. Invalidity. If any provision of this Agreement shall be held to be invalid, illegal, or unenforceable by a court or other tribunal of competent jurisdiction, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. The parties shall use their best efforts to replace the respective provision or provisions of this Agreement with legal terms and conditions approximating the original intent of the parties. 11. Written Notice. Unless otherwise specified, written notice shall be deemed to have been duly served if delivered in person, sent by email, by fax with successful send confirmation, or by certified mail to the last business address as listed herein. Cooperative Purchasing Agreement — Wise County and the City of Coppell - 2 - City of Coppell: Procurement Services City of Coppell 255 Parkway Blvd. Coppell, TX 75019 Phone: (972) 462-0022 Email: cellis@coppelltx.gov Wise County: Wise County Asset Control Attn: Diana Allen Wise County PO Box 952 Decatur, TX 76234 Phone: 940-627-3312 Diana.allen@co.wise.tx.us 12. Entire Agreement. It is understood that this Agreement contains the entire agreement between the parties and supercedes any and all prior agreements, arrangements, or understandings between the parties relating to the subject matter. No oral understandings, statements, promises, or inducements contrary to the terms of this Agreement exist. This Agreement cannot be changed or terminated orally. No verbal agreement or conversation with any officer, agent, or employee of any party before or after the execution of this Agreement shall affect or modify any of the terms or obligations hereunder. 13. Amendment. No Amendment to this Agreement shall be effective and binding unless and until it is reduced to writing and signed by duly authorized representatives of both parties. 14. Texas Law.. This Agreement has been made under and shall be governed by the laws of the State of Texas. 15. Place of Performance. Performance and all matters related thereto shall be in the County of the government originating the bid. This shall be Wise County, Texas, United States of America for the Entity, and shall be Dallas County, Texas, United States of America for the City. 16. Authority to Enter Contract., Each party has the full power and authority to enter into and perform this Agreement and the person signing this Agreement on behalf of each parry has been properly authorized and empowered to enter into this Agreement. The persons executing this Agreement hereby represent that they have authorization to sign on behalf of their respective Government. 17. Waiver. Failure of any party, at any time, to enforce a provision of this Agreement, shall in no way constitute a waiver of that provision, nor in Cooperative Purchasing Agreement - Wise County and the City of Coppell - 3 - anyway affect the validity of this Agreement, any part hereof, or the right of either party thereafter to enforce each and every provision hereof. No term of this Agreement shall be deemed waived or breach excused unless the waiver shall be in writing and signed by the party claimed to have waived. Furthermore, any consent to or waiver of a breach will not constitute consent to or waiver of or excuse of any other different or subsequent breach. 18. Agreement Read. The parties acknowledge that they understand and intend to be bound by the terms and conditions of this Agreement. 19. Multiple Originals. It is understood and agreed that this Agreement may be executed in multiple counterparts, each of which shall be deemed an original for all purposes. CITY OF COPPELL WISE COUNTY BY: BY: _ Mayor, City of Coppell Wise County Judge DATE: DATE: (:� / Irl?, Cooperative Purchasing Agreement — Wise County and the City of Coppell - 4 - City of Coppell, Texas COFFELL1 File ID: 2021-5915 Version: 1 File Name: FY 21-22 Work Plan Master File Number: 2021-5915 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/20/2021 Final Action: Title: Consider approval and adoption of the FY 2021-2022 Council Goals and Staff Work Plan. Notes: Sponsors: Enactment Date: Attachments: FY22 Work Plan Memo.pdf, 21-22 Work Plan.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 2021-5915 Title Consider approval and adoption of the FY 2021-2022 Council Goals and Staff Work Plan. Summary Fiscal Impact: None. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 1 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Traci E. Leach, Deputy City Manager Date: September 28, 2021 Reference: FY22 Annual Work Plan Introduction: Attached you will find the proposed FY 2022 Council Goals and Staff Work Plan. The plan was developed in response to the work and direction done by the Coppell City Council during the January 2021 Council Retreat with some additional input around the recently adopted 2040 Plan. The results of the Council's work were incorporated into the development of the proposed 2021-22 Budget and provides the direction for staff's activities in accomplishing the Council's stated Goals for the coming fiscal year. The only item that changed from the draft presented at the previous meeting was the work plan objective under Pillar 3 regarding block parties. Instead of "host one block party per year, it was changed to "sponsor one block party per year." Analysis: The document is formatted as it has been in the past but has been updated to reflect the new Vision 2040 Pillars and Goals. The first column identifies the 2040 Pillar. The second column identifies the 2040 Goals as prioritized by the Council during the January retreat and in support of the specific pillar. The third column identifies the work plan objectives in support of the Council adopted pillars and goals. Work on these items will begin after October 1, 2021 with the start of the new fiscal year. Recommendation: Staff recommends approval of the FY 2022 Council Goals and Staff Work Plan. I Icon Goal Work Plan Objective Responsibility Pillar 1: Perpetuate a Learning Environment Establish Coppell as a laboratory of learning Continue to work with educational entities on a city-related projects All Enhance the collaboration/coordination between Parks/Library for educational DQ/JC/HC programs i F FM WIM I i Engage Allies Ambassadors in developing neighborhood events and promoting National Night Out. VC/DB Explore options to adapt programs for greater accessibility DQ/JC Evaluate feasibility of implementing a community engagement effort that ,j Promote Socialization and Community Cohesiveness focuses on community input, civic engagement training, cultivating and creating TL new community partnerships, and volunteer management. Explore the development of a Youth Allies Program in partnership with CISD VC biller I Enhance the Unique "Community Oasis" Experience Ul�lllll�//� aao, r /� Develop a "sense of neighborhood" at an appropriate scale Engage Allies Ambassadors in developing neighborhood Allies groups for service projects, neighborhood beautification and/or welcome neighbors program. VC g � j Join the Neighborhood Engagement &Revitalization Alliance NERA MH Research hosting a Neighborhood Summit MH Sponsor one block party per year MH Implement a Neighborhood Sign Topper program MH Icon Goal Work Plan Objective Responsibility Establish programs to protect the Work with the FOARD Task Force to establish the unique character of each unique character of single family community oasis node MH home community oasis nodes Explore refit and refurbishment of Implement the Neighbors Helping Neighbors program MH Explore potential incentive programs that address the future changes and needs MH VMS older housing stock related to housing in Coppell. aging in place) that maintain high Conduct joint meeting with City Council & FOARD MH Present recommendations from the FOARD Task Force to City Council to get standard of living while reducing footprint direction on housing options to pursue MH Support the Old Town area and Explore potential dining options in Old Town MH concept Evaluate applicability/feasibility of Tax Increment Financing as stimulus for redevelopment MH Develop plan for a business incubator. MH Explore future trends in retail and re- Host roundtable with retail developers to discuss future trends and discover purposing commercial areas conditions needed to create a ripe environment for redevelopment including MH items such as parking requirements and signage. Evaluate different economic development models JM/MH/KT Encourage redevelopment of'hot Explore partnering with Arts Center and local arts groups to create pop-up arts JC spots' along commercial/retail and culture experiences in 'hot spots' Engage the community to identify desired uses and ideas to be included in a corridors as major creativity zones creativity zone MH Work with the Host meeting/roundtable with developers to discuss the future of the area MH commercial/warehouse district on Hold focus groups with existing businesses to learn what they are considering future Version 2.0 for future operations - particulalry post-COVID MH Icon Goal::1 Work Plan Objective =Responsibility Pillar 6: Implement Innovative Transportation Networks Build Coppell's transportation system Continue exploring autonomous routes and alternate modes to connect to connect with regional systems business hubs with regional connectors such as the DART Silver Line KC Create new modes of connectivity Explore opportunities to permit or enhance the use of alternative modes on between community oasis pockets, existing on -road and off-road links KC recreations and community nodes. Pillar 7: Apply Smart City Approach to Resource Management Build backbone of Smart Operating Explore Internal and External Data collection/Data visibility JA Research the twin JA Systems for all resource management concept of a virtual city Continue implementation of Enterprise Asset Management KC As a fiduciary, the City will ensure Evaluate processes and services for more efficient and effective use of City that there are adequate financial KT/DQ resources to support City services. resources. City Services will be provided in a manner that ensures high levels of Finalize format of biannual community survey and conduct community survey TL customer satisfaction Continue reconstruction of Belt Line between IH -635 and Southwestern KC City Infrastructure will be well- Continue implementation of water system redundancy project KC maintained and consistent with the Council's value proposition. Start reconstruction of Sandy Lake Lift Station KC The City will maintain a quality Select Consultant to complete Compensation/Classification study for the HR/TL workforce to serve the community organization. Select Consultant to present Allyship training for City Staff. I HR/VC COFFELL1 File ID: 2021-5929 Version: 1 File Name: SM Policy City of Coppell, Texas Master File Number: 2021-5929 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Administration File Created: 09/22/2021 Final Action: Title: Consider approval of the City of Coppell's Elected and Appointed Officials' Social Media policy. Notes: Sponsors: Attachments: City of Coppell Elected Officials Social Media Policy.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 2021-5929 Title Consider approval of the City of Coppell's Elected and Appointed Officials' Social Media policy. Summary Fiscal Impact: None. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5929) City of Coppell, Texas Page 2 Printed on 9/24/2021 Guidelines for Elected Officials and Appointed Boards, Commissions and Committees Using Personal or Professional Social Media Platforms While elected officials and City Council -appointed board, committee and commission members may maintain and use personal web pages and websites, blogs, and social networking sites, their status as elected/appointed officials requires that the content of any postings on those sites not be in violation of existing City laws, policies, directives, rules or regulations. The City's image as a professional, nonpartisan organization is critical to maintaining the respect of its constituents and operations free from personal opinions. Although the City recognizes that elected and appointed officials may choose to express themselves by posting personal information upon social media platforms or by making comments on sites hosted by other persons, groups or organizations, this right of expression should not interfere with the operation and governance of the City. That is, although the City acknowledges its officials have the First Amendment right to free speech, the right is not absolute when involving matters of official City business, issues or concerns. If an elected or appointed official conducts any City business or communication as an official from a personal account, professional account, or an account created for a board/committee/commission, officials should assume that any City -related communications will be considered a public record subject to the Texas Public Information Act as set forth in Chapter 552 of the Texas Government Code Sec. 552.002, as well as applicable portions of the records retention laws. Definitions 1. Personal Social Media Account: Personal accounts are intended strictly for individual people only and are not meant for commercial purposes. On a personal account, a user can post updates, share photos and videos, maintain a friends list, share interests and more. Personal profiles are typically associated with a person, as opposed to a position. 2. Professional Social Media Account: A professional accounts is a place where artists, public figures, businesses, brands, organizations, and nonprofits can connect with their fans, constituents, or customers. Professional profiles are typically associated with the position, office, or seat. 3. Campaign Social Media Account: This kind of account is used by candidates to share information about their platform and views. 4. Confidential information: Information is excepted from required public disclosure if it is information considered to be confidential by law, either constitutional, statutory, or by judicial decision. Such information may include but is not limited to certain personnel information, non-public information from criminal investigations and business trade secrets. a. Confidential information also includes statements or communications, whether express or implied, oral or written, between the city officers and employees and their attorneys, work product of the city attorney or other attorneys representing the city, its officers and employees. 5. Non-public Information: Non-public information is information made available to elected and appointed officials that has not yet been made available to the general public. Non-public information may not be considered confidential by law, statute or judicial decision. Professional and Personal Conduct Standards 1. All officials are expected and required to conduct themselves in a manner consistent with the City's policies and standards of conduct, as outlined in Article 1-13 of the City's Code of Ordinances. 2. It is anticipated that from time to time, officials will have access to information that is considered privileged or confidential under the Texas Government Code. Such information is typically considered an exception to the public records law and may have specific penalties for inappropriate disclosure. By way of example, such information may include but is not limited to certain personnel information, non-public information from criminal investigations and business trade secrets. Officials may not disclose any confidential or privileged information about the City, its constituents, its employees, or its contractors. Officials must be particularly careful to protect against the inadvertent disclosure of confidential or privileged information. 3. In addition to confidential information, it is also expected that officials will occasionally have access information that is considered to be non-public. It is recommended that officials consider the impact of sharing this type of information publicly prior to posting. By way of example, such information may include but is not limited to, personnel retirement or resignation announcements. 4. Officials should be honest and accurate when posting information or news, and should quickly correct any mistakes, misstatements and/or factual errors in content upon discovery. Officials should not post or share information known to be false about the City, its employees, constituents, other public officials, suppliers, vendors, or contractors. 5. Unless the official has been designated to serve as a spokesperson, officials should not represent themselves as a spokesperson for the City Council, a City board or committee, the City Administration, or any City department. Officials should not present personal opinions as the opinion of other Council members or the Council as a whole unless authorized. 6. Officials are expressly prohibited from using personal or professional social media to engage in any activity or conduct that violates federal, state, or local law. Officials are also prohibited from using professional social media accounts to circumvent election or campaign requirements, to campaign for re-election or endorse candidates for any public office at any level of government or political subdivision. 7. Officials are prohibited from deleting posts and related comments regarding any City - related matters to avoid violating record preservation requirements outlined in Texas Government Code Sec. 552. 8. Officials should be mindful that posting content regarding City -related matters could inadvertently result in the violation of the Open Meetings Law if enough other public officials respond or comment on the post, resulting in a quorum. If this occurs, the online conversation should immediately cease with no further posts by the officials and the City Secretary should be immediately notified. 9. Officials are prohibited from using social media to engage in any activity that constitutes a conflict of interest. Additional Best Practices and Guidelines for Elected and Appointed Officials The following best practices and guidelines are strongly recommended to ensure that the personal and professional use of social media by elected and appointed officials is done so in a responsible manner. 1. Public officials should separate personal social media accounts from professional social media accounts so that City -related matters and all public records generated from those posts are easily archived and to avoid city related information being intermingled with personal posts not related to City matters. a. If a professional social media account is created to disseminate city -related business, the records should be archived and retained. 2. Officials should exercise caution with respect to posted comments, particularly those concerning the City and the business of the City. 3. Officials are strongly encouraged to consider the potential impact of social media statements prior to posting. The City strives to be professional in its operations and processes. Posts that express favoritism and/or bias for or against any individual or group of individuals (e.g., based upon race, gender, national origin, sexual orientation, political affiliation, etc.), reflect poorly on the public official, as well as the City and its residents. Further, comments suggesting such treatment can expose the City to liability and legal costs. 4. Officials should be mindful that members of the public who may appear before the City Council as well as boards, commissions or committees come from all walks of life. Public comments, in any forum — including on personal and professional social media accounts — that contain racial slurs, profane language or acronyms for profane language, express bigotry toward a group based on race, religion, national origin, sexual orientation, gender, gender identity, party affiliation or any other legally protected classification may be considered conduct unbecoming. 5. Officials should consider whether liking, sharing, retweeting or commenting on any social media posts could be perceived as an endorsement of or about the City, its employees, constituents, other public officials, suppliers, vendors, or contractors relating to views on various issues, including political affiliation. 6. Officials should refrain from using social media accounts to communicate with City employees about City -related matters as this creates a public record on employees' personal accounts that must be retained per Public Records Law outlined in Texas Government Code Sec. 552. If elected officials want the City's official pages to respond to a social media inquiry, the following responses are suggested: a. Twitter: "Tagging @CityofCoppell on your inquiry so staff may respond to you directly." b. Facebook: "Tagging @City of Coppell on your inquiry so staff may respond to you directly." c. Instagram: "Tagging @cityofcoppelltx on your inquiry so staff may respond to you directly." d. Other platforms, such as Nextdoor: "Please contact the City of Coppell directly so staff may respond to you. You may also submit your inquiry online by visiting ✓.:..:.....p. "....:..:..g..y..:::.4: / .:....i .J.1 or by calling the City of Coppell during business hours at 972-462-0022." 7. Public officials should be cautious in using official City -provided logos, taglines, symbols and photographs that belong to or are licensed by the City on personal social media sites. Elected and appointed officials choosing to use official City -provided photographs and identifying themselves as elected officials on personal social media sites should tailor communications on those sites accordingly. Records Retention Any city -related content (messages, posts, photographs, videos, etc.) created or received using a social media account is considered public record. As such, the following should be considered. 1. The City does not archive or manage social media accounts for elected or appointed officials. The official is solely responsible for the retention and archival of content published to individual accounts. 2. It is recommended that elected and appointed officials create a folder for city -related social media content. Officials should capture screenshots of city -related posts and save them in this folder. 3. Any posts that are deleted or hidden from an elected or appointed official's social media account for violation of the City's posted social media guidelines - whether the content was posted by the official or a member of the public - should be captured via screenshot and retained. Enforcement In recognizing that public service is time consuming and can involve complex matters, this policy is not intended to scrutinize or penalize a good faith misgiving or inadvertent mistake. Violation of this policy could result in a complaint that the elected or appointed official has violated the code of conduct outlined in Article 1-13 of the City's Code of Ordinances. Upon receipt of a complaint, the procedures outlined in Section 1-13.7 should be followed. COFFELL1 File ID: 2021-5859 Version: 2 City of Coppell, Texas Master File Number: 2021-5859 Type: Agenda Item Reference: File Name: Lost Creek Addition Live/Work 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Public Hearing In Control: City Council File Created: 08/10/2021 Final Action: Title: CONTINUED PUBLIC HEARING: Consider approval of PD -213R6 -H, Live/Work, Lost Creek Addition, Lot 27, Block 1, a zoning change request from PD -213R2 -H (Planned Development -213 Revision 2 - Historic) to PD -213R6 -H (Planned Development -213 Revision 6 - Historic) to attach a Detail Site Plan for five, two-story 4,500 -square -foot (3,000 square foot air conditioned) live/work buildings and a common parking area on 0.71 acres of property located at the northeast corner of S. Coppell Road and Heath Lane, at the request of Chris Collins, being represented by Greg Frnka, GPF Architects LLC. Notes: Sponsors: Enactment Date: Attachments: City Council Memo.pdf, New Site Plan (revised).pdf, Enactment Number: Surrounding Density Map.pdf, Concession Summary (submitted by applicant).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 08/19/2021 Approved Commission 2 City Council 09/14/2021 Postponed City Council 09/28/2021 Text of Legislative File 2021-5859 Title CONTINUED PUBLIC HEARING: Consider approval of PD -213R6 -H, Live/Work, Lost Creek Addition, Lot 27, Block 1, a zoning change request from PD -213R2 -H (Planned Development -213 Revision 2 - Historic) to PD -213R6 -H (Planned Development -213 Revision 6 - Historic) to attach a Detail Site Plan for City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5859) five, two-story 4,500 -square -foot (3,000 square foot air conditioned) live/work buildings and a common parking area on 0.71 acres of property located at the northeast corner of S. Coppell Road and Heath Lane, at the request of Chris Collins, being represented by Greg Frnka, GPF Architects LLC. Summary Staff Recommendation: Staff is recommending approval of PD -213R6 -H, Live/Work, Lost Creek Addition. Strategic Pillar Icon: ireate III'; iusiiness wind Illininova ioin Modes City of Coppell, Texas Page 2 Printed on 9/24/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 28, 2021 (Continued from September 14, 2021) Reference: CONTINUED PUBLIC HEARING: PD -213R6 -H, Live/Work, Lost Creek Addition, Lot 27, Block 1, a zoning change request from PD -213R2 -H (Planned Development -213 Revision 2 — Historic) to PD -213R6 -H (Planned Development -213 Revision 6 — Historic) to attach a Detail Site Plan for five, two-story 4,500 -square -foot (3,000 square foot air conditioned) live/work buildings and a common parking area on 0.71 acres of property located at the northeast corner of S. Coppell Road and Heath Lane, at the request of Chris Collins, being represented by Greg Frnka, GPF Architects LLC. 2040 Pillars: Enhance the Unique "Community Oasis" Experience & Create Business & Innovation Nodes Executive Summary: This request was continued from the September 14' City Council hearing. Council asked the applicant to reduce the density of the proposal, work with staff and the neighbors to address their concerns and bring the case back for consideration. In this revised proposal, the applicant has made several changes to the Site Plan and reduced the lot coverage by reducing the size of each of the units; however, according to the applicant, the reduction in density (units per acre) was not feasible. A map of the densities of this proposal and the surrounding live/work units, townhomes and patio homes is included for your reference. The applicant has met with the neighbors and has received some positive reactions to the proposed changes. Each of the proposed units have been reduced in width and length. Revised Elevations have not been resubmitted to date, but the plan indicates that there will be some overhang of the second floor over the driveway and parking. The previously proposed stacked parking configuration behind the garages was modified. The revised plans show the proposed parking to be offset from the garage parking to allow for better functionality. The drive aisle leading into the property off Heath Lane is now setback from the eastern property line by the required 10 -feet and landscaping is proposed for this area. A revised landscape plan has not been submitted, but the applicant has indicated that there will be 4 Live Oaks planted in this area. Because each of the units has been reduced in width by one foot and shifted south, the 5' setback variance request for the proposed unit on the northern property line has been eliminated. The applicant is now proposing 10', although there is a slight encroachment into the 10' perimeter from the modified parking configuration on the northeast corner of the site. According to the applicant, two of the abutting neighbors to the east of the project are in support of the 8' wooden fence. On September 21, 2021, the applicant met with Don Walker of the Old Coppell Townhomes to discuss the revisions made to the plans. Mr. Walker is now in support of the proposal. The applicant will continue to meet with the neighbors prior to the Council meeting on the 28'. The applicant submitted a Concessions Summary (attached) that outlines the revisions made to the plans as a result of the Planning Commission, neighborhood concerns and the issues brought up at City Council. Previous Summary with changes in bold: The applicant is proposing to construct five speculative live/work units and one common area parking lot. The interior floorplan will be finalized with the retention of a buyer. Approximately half or more of the ground floor will need to be dedicated to work area, while the upper floor will serve as a living area. Each unit is proposed to contain approximately 3,000 square feet of air-conditioned space, a covered front porch, a two -car garage and has the potential for a covered second story porch. The applicant has reduced the proposal to only include 1,200 square feet of air-conditioned space on the first floor as opposed to the 1,500 square feet previously shown. The one -foot and seven -foot side yard setbacks between the units, as proposed, is typical of a "zero lot line" development. A private maintenance, access, utility, and drainage easement is proposed between the units. This will allow the lot owners to access & maintain the sides their respective units as well as provide access from the rear parking to the front. The reason for the Planned Development request is to allow for specific conditions unique to this project. These conditions include: 1. Allowing for the live/work land use, with the stipulation that no more than one unit shall be allowed to be a high parking generator (1 space per 175 square feet). This includes uses such as medical & dental office and chiropractor. 2. An eight -foot -high wooden fence being allowed in lieu of a six-foot screening wall. 3. ' �€e . (No longer requesting the variance, reduced the building width on each of the units and shifted south, although a slight encroachment exists for the modified parking). 4. mete . (No longer requesting the variance, 10' perimeter provided with 4 overstory trees adjacent to driveway). 5. Garages shall only be used for the parking of vehicles, no workspace. 6. Screening of second floor patio area is required to reduce the sight lines to the adjacent residences to the east. Introduction: Live/work uses at the proposed location are compliant with the 2030 Coppell Comprehensive Master Plan. Previous Analysis with changes in bold: There are a total of 43 33 parking spaces proposed: - 11 on -street parking spaces on Coppell Road, - 10 garage parking spaces for the residents - 15 ,.p.,ees b, hiff a toe garages 5 shared parking spaces staggered north of each drive, not behind the garages. - 7 shared spaces on a common area lot, accessed from the driveway on Hearth at the rear of the units. Originally, 44 were shown, but one of the on -street parking spaces on S Coppell Road has been removed due to visibility concerns discussed at the Planning and Zoning Commission Meeting. The required parking, as indicated on the Site Plan, shows two scenarios (Revisions in Bold): 1. 5 professional offices only (1 parking space per 300 sq. ft.) + 2 garage parking per residence = 35 total parking spaces required (Revised: The size of the office use was reduced from 1,500 to 1,200 square feet; therefore, reducing the parking required in this scenario to 30 total parking spaces). 2. 1 medical office (1 parking space per 175 sq. ft.) and 4 professional offices (1 parking space per 300 sq. ft.) + 2 garage parking per residence = 39 total parking spaces required (Revised: The size of the business use was reduced from 1,500 to 1,200 square feet; therefore, reducing the parking required in this scenario to 33 total parking spaces). The proposed landscaping area exceeds the 30% minimum area required. There are 18 trees (Escarpment Live Oak, Lacebark Elm, Cedar Elm) that are proposed be added. According to the applicant, four additional Live Oaks will be added with the revisions made. The total tree mitigation required for the site is $1,968. The proposed front building elevations are similar, and three of the five units have upstairs balconies. The southernmost building has a wrap-around porch because it has dual frontages. All the buildings are to be constructed of horizontal siding using traditional paint colors from the Sherwin Williams palette. The elevations of the building are in compliance with the Old Town Design Guidelines. The elevations will again be analyzed after they are resubmitted reflecting the changes made to the Site Plan. Legal Review: N/A Fiscal Impact: None Recommendation: On September 14, 2021, the City Council (6-1) continued the public hearing until September 28, 2021 and requested that the applicant reduce the density and work with staff and the adjacent neighbors to address their concerns related to the proposal. On August 19, 2021, the Planning & Zoning Commission (6-0) recommended approval of PD -213R6 -H, subject to the following conditions: 1. There may be additional comments during the building permit and detailed engineering review. 2. A replat will be required to subdivide the lots and to provide easements. 3. Submit draft HOA documents for City Attorney review. These shall be filed with the plat. 4. An exception be granted to allow an eight -foot wood fence in lieu of a six-foot brick wall on the eastern property line. 5. An exception be granted to allow 1' perimeter landscaping on the east property line and 5' on the northern property line. 6. No more than one unit shall be a high parking generator (1 space per 175 square feet). This includes uses such as medical & dental office, veterinary clinic, and chiropractor. 7. Garages shall only be used for the parking of vehicles, no workspace. 8. Screening of second floor patio area is required to reduce the sight lines to the adjacent residences to the east. Attachments: 1. New Site Plan (revised) 2. Surrounding Density Map 3. Concession Summary (submitted by applicant) 4. Staff Report 5. Site Plan (previous) 6. Tree Survey (previous) 7. Landscape Plan (previous) 8. Floor Plan (previous) 9. Elevations (previous) 10. Rendering (previous) 11. Color Board (previous) K� k HATLwED SAL'ISTOR IC � EXISTING ZONING PROFESSIONAL IF /3DOFFIEPER SPACE = 4 SPACES X 5 BLDGS = 20 SPACES REQUIRED RESIDENTIAL COMPONENT - 2 SPACES PER UNIT A5BLDGS = 10 SPACES REQUIRED TOTAL 30SPACES REQUIRED - ' PD- 216-H I a EZ EA LAR I A AL U PER UNIT X 5 BLDGS = 10 SPACES REOUIRED TOTAL 33 SPACES PROVIDED Site Data EXISTING ZONING PD- 213R2 -H U° ' ACH IN ERG 77/ BLDG 4 I O DRAIN BUILDING HEIGHT: 34'-6" TO RIDGE ° I EXISTING NZONINGEN J )SS ¢" EX J MANHOLE' RRrvca I LOT COVERAGE INCLUDING PORCHES: 0.36 HAS Site Plan 560 S. COPPELL ROAD, BEING LOT 27, BLOCK 1, OF LOST CREEK ADDITION, AN ADDITION TO THE CITY OF COPPELL. DALLAS. Im _ COUNTY. TEXAS. ACCORDING TO THE PLAT THEREOF RECORDED UNDER DOCUMENT NUMBER 20080103717, PLAT RECORDS, DALLAS COUNTY. TEXAS. 06/21/2021 BY B&D SURVEYING, LEWISVILLE, TEXAS 75029 IN I$ APE U o" " - to U ° I - ARCHITECT OFFARCHITECTS LLC 549 E. SANDY LAKE ROAD, SUITE 100 COPPELL, TEXAS75019 TEL 972-824-7966 QH-1SgXmECXILeG1T.TOm I I Planned Development Conditions 1, 8BOARD ON BOARD FENCE WITH TRIM CAP PROPOSED IN LIEU OF THE REQUIRED 6' BRICK SCREENING WALL ON THE r�-,�- -- P I 1� EASTERN PROPERTY LINE. 2 THE LOTS TO HAVE 1' SETBACK ON ONE SIDE WITH 7' SETBACK ON THE 07HER SIDE, ALL HOME OCCUPANTS SHALL BE ACCELL BLDG 3 EXISTING ZONING A SAID AN .—C PENIE SAL'ISTOR IC ' a ------------- PROFESSIONAL IF /3DOFFIEPER SPACE = 4 SPACES X 5 BLDGS = 20 SPACES REQUIRED RESIDENTIAL COMPONENT - 2 SPACES PER UNIT A5BLDGS = 10 SPACES REQUIRED TOTAL 30SPACES REQUIRED - ' BLDG 5ALL 33 SPACES PROVIDED WITH ONE MEDICAL OFFICE: 1200 SF / 175 SF PER SPACE - 7 SPACES REQUIRED 4 BUILDINGS AT 4 SPACES EACH = 16 SPACES RESIDENTIAL COMPONENT - 2 SPACES a EZ EA LAR I A AL LAIA-1 PER UNIT X 5 BLDGS = 10 SPACES REOUIRED TOTAL 33 SPACES PROVIDED Site Data EXISTING ZONING PD- 213R2 -H U° ' ACH IN PROPOSED ZONINGS PD -213R6 -H PROPOSED USE: 5 LIVE / WORK UMTS AND ONE COMMON AREA FOR PARKING SQUARE FOOTAGES FOR EACH BUILDING: CONDITIONED AREA. SIDE SF (12DO FIRST LEVEL, 77/ BLDG 4 I 2 CAR GARAGE. 575 SF 1800 SECOND LEVEL) COVERED FRONT PORCH: 175 SF COVEREDSIDE PORCH: 100 SF OPTIONAL COVERED/UNCOVERED PATIO ON LEVEL 2: 250 OF BUILDING HEIGHT: 34'-6" TO RIDGE ° I EXISTING NZONINGEN 28-0' TO CENTERLINE OF ROOF PD -21382-14 SITE AREA; 30.862 IF, 071 ACRE RRrvca I BLDG 3 A SAID AN .—C PENIE AS AG ' a II U BLDG-2 /L«75 /iF R-- " /�E2oosDERo FDR SR(HACHEDae I ITT' DAN HE A' i990.5G: 19'�1AJ.79: _ _ _ _ SITE PLAN ADE PHIL sale: "". EXISTING ZONING MOTH �N�E: �OP��,NHOLOwEOONAH,HN�E� Ra A SAID AN .—C PENIE Parking Summary MAXIMUM BUSINESS OCCUPANCY -507 OF BLDG AREA ' a PROFESSIONAL IF /3DOFFIEPER SPACE = 4 SPACES X 5 BLDGS = 20 SPACES REQUIRED RESIDENTIAL COMPONENT - 2 SPACES PER UNIT A5BLDGS = 10 SPACES REQUIRED TOTAL 30SPACES REQUIRED - ' a I a I 33 SPACES PROVIDED WITH ONE MEDICAL OFFICE: 1200 SF / 175 SF PER SPACE - 7 SPACES REQUIRED 4 BUILDINGS AT 4 SPACES EACH = 16 SPACES RESIDENTIAL COMPONENT - 2 SPACES a EZ EA LAR I A AL I PER UNIT X 5 BLDGS = 10 SPACES REOUIRED TOTAL 33 SPACES PROVIDED Site Data EXISTING ZONING PD- 213R2 -H `"D "`RE, "8 k -- I: ' Ed PROPOSED ZONINGS PD -213R6 -H PROPOSED USE: 5 LIVE / WORK UMTS AND ONE COMMON AREA FOR PARKING SQUARE FOOTAGES FOR EACH BUILDING: CONDITIONED AREA. SIDE SF (12DO FIRST LEVEL, ' I 2 CAR GARAGE. 575 SF 1800 SECOND LEVEL) COVERED FRONT PORCH: 175 SF COVEREDSIDE PORCH: 100 SF OPTIONAL COVERED/UNCOVERED PATIO ON LEVEL 2: 250 OF ' BUILDING HEIGHT: 34'-6" TO RIDGE ° I EXISTING NZONINGEN 28-0' TO CENTERLINE OF ROOF PD -21382-14 SITE AREA; 30.862 IF, 071 ACRE RRrvca I LOT COVERAGE INCLUDING PORCHES: 0.36 HAS Site Plan 560 S. COPPELL ROAD, BEING LOT 27, BLOCK 1, OF LOST CREEK ADDITION, AN ADDITION TO THE CITY OF COPPELL. DALLAS. Im _ COUNTY. TEXAS. ACCORDING TO THE PLAT THEREOF RECORDED UNDER DOCUMENT NUMBER 20080103717, PLAT RECORDS, DALLAS COUNTY. TEXAS. 06/21/2021 BY B&D SURVEYING, LEWISVILLE, TEXAS 75029 IN I$ OWNER /APPLICANT CHRIS COLLINS 566 S. COPPELL ROAD o" " - to C0PPELL. TX 75019 TEn 214-477-03 20 m' II' ° I - ARCHITECT OFFARCHITECTS LLC 549 E. SANDY LAKE ROAD, SUITE 100 COPPELL, TEXAS75019 TEL 972-824-7966 QH-1SgXmECXILeG1T.TOm I I Planned Development Conditions 1, 8BOARD ON BOARD FENCE WITH TRIM CAP PROPOSED IN LIEU OF THE REQUIRED 6' BRICK SCREENING WALL ON THE r�-,�- -- P I EASTERN PROPERTY LINE. 2 THE LOTS TO HAVE 1' SETBACK ON ONE SIDE WITH 7' SETBACK ON THE 07HER SIDE, ALL HOME OCCUPANTS SHALL BE ACCELL q ___ ___i -ate 3. TTHEGANTEDHOA SHABE RESPONSIBBETEENLE"FOHOUSES R MAINTENANCE OF THE COMMON AREA LOT, THE LANDSCAPE ISLANDS ON COPPELL ROAD AND THE PERIMETER FENCING . _ _ ___ I_ _ 4. ALL PROPOSED SIGNAGE SHALL COMPLY WITH ORDINANCE REOUI CEMENTS, 5. NO MORE THAN ONE UNIT SHALL BE A HIGH PARKING %o 'gFR 25 TO NEXT WA GENERATOR (1 SPACE PER 175 SOILAGE FEET). THIS INCLUDES USES SUCH AS MEDICAL AND DENTAL OFFICE, VETERINARY CLINIC, AND CHIROPRACTOR. 6. GARAGES SHALL NOT BE USED FOR BUSINESS FUNCTIONS. 7. BCR E ENING OF SECOND FLOOR PATIO AREA REQUIRED TO n D EIS 11—ALK IS REDUCE SIGHT LINES TO THE ADJACENT RESIDENCES TO THE EAST. r.e I ,I .F N Feet COPPELL 200 100 0 200 400 Density we S Concessions Planning and Zoning Public Hearing At the planning and zoning hearing on 8/19/2021 the following concessions were made: • Conceded to no more than one high use parking generator such as a medical office. • Agreed to screen the patios above the garage with a visibility screen. • Agreed to give up the first street parking space and turn it into a landscape island to increase the visibility angle. After making the above concessions the Planning and Zoning commission approved the project with a unanimous vote. City Council Public Hearing After the city Council public hearing on 9/14/2021 the following concessions were made: • All the buildings have been reduced by 1 ft. in width. Moving each building south by 1 ft. leaves no need for any exceptions to the 10 ft. set back on the Northern property line. • The front porch was shortened and the air condition space on the first floor was reduced to 1200 sq. ft. The update in square footage will reduce the parking requirements by 5 spaces, and also allows the through -drive to be moved 10 feet off of the East property line. With these changes, no variance will be requested on the 10 ft. setback of the East property line. • A 10 ft. landscape area will be added between the drive and the fence. This addresses the concern of hitting the fence. • Adding trees to the landscape plan in the 10 ft. set back area will add to the privacy between the Eastern neighbor. • Removed the "stacked" parking in front of the garage doors. After making the above concessions the site plan changes were made and filed with the city. City of Coppell, Texas COFFELL1 File ID: 2021-5881 Version: 1 File Name: Budget Amendment 09-2021 Master File Number: 2021-5881 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: Finance File Created: 09/05/2021 Final Action: Title: Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2020-1542, the budget for Fiscal Year October 1, 2020, through September 30, 2021, and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Memo Budget Amendment September 28, 2021.pdf, Budget Amendment September 28, 2021.pdf Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5881 Title Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2020-1542, the budget for Fiscal Year October 1, 2020, through September 30, 2021, and authorizing the Mayor to sign. Summary See attached memorandum. Fiscal Impact: Staff Recommendation: The Finance Department recommends approval of this agenda item. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 9/24/2021 Master Continued (2021-5881) Sustainable Government City of Coppell, Texas Page 2 Printed on 9/24/2021 rCOPPELL �r4I'll '14 MEMORANDUM To: Mayor and City Council From: Kim Tiehen, Assistant Director of Finance Via: Jennifer Miller, Director of Finance Date: September 28, 2021 Reference: Budget Amendment for Fiscal Year 2020-21 2040: Sustainable Government Introduction: This budget amendment is being brought forward to reflect changes to the revenues and expenditures of the City of Coppell for the fiscal year 2020-21. Analysis: General Fund General Fund Revenues are being increased approximately $4,828,000. Sales Tax Revenue ($2,667,000), sales tax from the sales tax recovery service ($324,000) the transfer in from CRDC ($477,000), Sale of City Property ($450,000), Interest Earnings ($160,000), Building Permits ($450,000), and various Park and Recreation Fees ($300,000) are the areas being increased. Expenditures are being increased in Combined Services to reflect the Beltline Road debt payment designated in fund balance and the sales tax recovery service fee. Finance expenditures are being increased to reflect the cost of the Finance position that was requested to be released from the on hold and unfunded status discussed with Council on January 26, 2021. City Secretary expenditures are being increased to reflect the increase in the cost of the May election that was approved by Council on March 23, 2021, and the cost of the Deputy City Secretary position that was requested to be released from the on hold and unfunded status as discusses with Council. Expenditures of Community Development are being increased to reflect the cost of the economic development agreement with Vari to move utility lines approved by Council. The Community Information Office is being increased to reflect the cost of the audio/video upgrades to the first floor broadcast booth and the website development. Debt Service Fund Revenues are being amended to reflect bond proceeds received for the General Obligation Refunding bonds approved by Council on April 27, 2021. Expenditures are being amended to reflect the payment to refund the bonds. FEMA Fund This fund is being used to account for revenues and expenditures related COVID 19. The revenues and expenditures are being amended for the CARES Act funding the City received from Denton County. Municipal Drainage District Fund Expenditures are being amended for stormwater drainage improvements. Rolling Oaks Memorial Cemetery Revenues are being amended to reflect the increase in revenue from burial and other services provided by the cemetery. Expenditures are being amended for the increase in supplies and services to provide the additional burial and other services provided by the Cemetery. Donations Special Revenue Fund Revenues are being amended for anticipated donations. Economic Development Foundation Revenue and expenditures are being amended to reflect the sale of land located in Old Town. CRDC - Sbecial Revenue CRDC revenues are being increased $1,328,122 related to an increase in both sales tax and sales tax received from the sales tax recovery service. Expenditures are being amended for dredging of the canal and wall repairs at Grapevines Springs Park approved by Council on June 8, 2021, and an increase in the transfer to the General Fund which is based on sales tax revenue. Tree Preservation Sbecial Revenue Fund Revenues are being amended in the amount of tree mitigation fees received. Expenditures are being amended for cost to replace trees and shrubs damaged by the February freeze as approved by Council on September 14, 2021 Police Special Revenue Fund Revenues are being amended for donations from National Night Out golf events and for forfeitures received. Expenditures are being amended for the cost of training attended by police officers. Crime Control Prevention Fund Crime Control revenues are being increased to reflect an increase in sales tax and sales tax received from the sales tax recovery service. Expenditures are being amended to reflect the cost of sales tax recovery service. Child Safely pecial Revenue Fund Revenues are being amended to reflect the increase in anticipated collections. Capital Replacement Fund Revenues are being amended the reflect an increase in interest earnings. Expenditures are being amended to reflect the additional cost of Police vehicles. Red Light Special Revenue Fund Revenues are being amended for money received from the sale of a vehicle purchased with Red Light revenue. Infrastructure Maintenance Fund IMF revenues are being increased to reflect an increase in sales tax and sales tax received from the sales tax recovery service. Expenditures are being increased to reflect the cost of the emergency roof replacement at 265 that was approved by Council on November 10, 2020. Water and Sewer Fund Revenues are being increased to reflect the net impact of a reduction in revenue related to the one-time February freeze credit provided to all customers and an increase in revenue related to the third and final credit received from Dallas Water Utilities related to the Sabine River Authority settlement. Expenditures are being increased for the Water and Sewer Fund's portion of the cost of design of both Southwestern and Woodhurst that was approved by Council on November 10, 2020. Grant Fund (Safer Grant) Fund Revenues are being amended to reflect grant proceeds to be received for fiscal year 2021. Grant (ARPA Grant) Fund Revenues are being amended to reflect the first ARPA award received by the City. The expenditures are being amended to reflect the one-time payment to employees who were on the payroll as of March 31, 2020. Weather Event Fund Revenues are being amended to reflect insurance claims. Expenditures are being amended to reflect damages caused by the February freeze. Legal Review: The agenda item was reviewed by legal as part of the agenda packet. Fiscal Impact: Recommendation: The Finance Department recommends approval of this agenda item. ORDINANCE NO. AN ORDINANCE OF THE CITY OF COPPELL, TEXAS APPROVING AN AMENDMENT TO THE BUDGET FOR THE CITY FOR THE FISCAL YEAR OCTOBER 1, 2020 THROUGH SEPTEMBER 30,2021; PROVIDING THAT EXPENDITURES FOR SAID FISCAL YEAR SHALL BE MADE IN ACCORDANCE WITH SAID BUDGET; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Budget Officer of the City of Coppell, Texas, did on the 5th day of August 2020, file with the City Secretary, a proposed general budget for the City covering the fiscal year aforesaid, and WHEREAS, the City Council of the City of Coppell approved said budget on the 15th day of September 2020, and WHEREAS, the governing body of the City has this date considered an amendment to said budget; NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That Section No. 2 of Ordinance No. 2020-1542, for the 2020-21 Fiscal Year Budget, is hereby amended as follows: General Fund Current Budget Amending Budget Change Revenues $74,848,979 $79,677,175 $4,828,196 Expenditures Combined Services $5,800,259 $7,228,493 $1,428,234 City Secretary 299,461 462,666 163,205 CIO 739,773 936,876 197,103 Finance 1,474,251 1,549,251 75,000 Community Development Admin 1,357,590 152546640 168,074 Total Expenditures $2,031,616 Decrease in Designated Fund Balance 1,403,490 Net Expenditure Increase 628,126 Net Increase in Undesignated Fund Balance S4200 070 Debt Service Fund Current Budget Amending Budget Change Revenue $8,360,272 $17,655,995 $9,295,723 Expenditures 8,839,805 18,078,169 9,238,364 Net Increase in Projected Fund Balance 57 359 FEMA Fund Current Budget Amending Budget Change Revenue $1,553,748 $1,598,958 $45,210 Expenditures 1,633,376 1,598,958 (34,418) Net Change in Projected Fund Balance 79 628 1 Municipal Drainage District Current Budget Amendingudget Change Expenditures $1,102,736 1,142,236 $39,500 Net Decrease in Projected Fund Balance 39 500 Rolling Oaks Current Budget Amending Budd Change Revenues $1,449,667 $2,414,729 $965,062 Expenditures 1,276,491 1,604,330 327,839 Net Increase in Projected Fund Balance 637 223 Donations Current Budget Amending Budge Change Revenues 21,000 $24,579 3,579 Net Increase in Projected Fund Balance 3 579 Economic Dev. Foundation Current Budget Amending Budget Change Revenue $-0- $168,569 $168,569 Expenditures -0- 168,519 168,519 Net Increase in Projected Fund Balance 50 CRDC Special Rev Current Budget Amending Budge Change Revenues $8,995,546 $10,323,668 $1,328,122 Expenditures 7,671,705 8,604,307 932,602 Net Increase in Projected Fund Balance 395 520 Tree Preservation Fund Current Budget Amending Budget Change Revenue $23,300 $191,400 $168,100 Expenditures $70,000 155,000 85,000 Net Increase in Projected Fund Balance 83 100 Police Spec. Rev. Fund Current Budget Amending Budge Change Revenues $12,200 $97,568 $85,368 Expenditures 77,104 90,860 13,756 Net Increase in Projected Fund Balance 71 612 Crime Control Current Budget Amending Budd Change Revenues $6,363,647 $6,441,280 $77,633 Expenditures 4,164,531 4,212,814 48,283 Net Increase in Projected Fund Balance 29 350 Child Safety Current Budget Amending Budget Change Revenues $35,100 $50,100 $15,000 Net Increase in Projected Fund Balance 15 000 Capital Replacement Current Budget Amending Budge Change Revenues $1,673,639 $1,723,639 $50,000 Expenditures $922,132 $981,132 $59,000 Net Decrease in Projected Fund Balance 9 000 Red Light Current Budget Amending Budget Change Revenues $-0- $6,705 $6,705 Net Increase in Projected Fund Balance 6 705 Infrastructure Maint. Fund Current Budget Amending Budget Change Revenues $8,135,880 $8,453,739 $317,859 Expenditures 13,131,870 13,445,082 313,212 Net Increase in Projected Fund Balance 4 647 Water/Sewer Fund Current Budget Amending Budget Change Revenues $20,125,793 $20,195,992 $70,199 Expenses -0- $157,192 157,192 Net Decrease in Projected Retained Earnings 86 993 Grant Fund (Safer Grant) Current Budget Amending g Budget Change Revenues $-0- $725,000 $725,000 Net Change in Projected Fund Balance 725 000 Grant Fund (ARPA) Current Budget Amending Budget Change Revenues $-0- $5,131,771 $5,131,771 Expenditures -0- 835,000 835 000 Net Change in Projected Fund Balance 4 296 771 Weather Event Fund Current Budget Amending Budget Change Revenues $-0- $446,000 $446,000 Expenditures -0- 538,963 538,963 Net Change in Projected Fund Balance 92 963 SECTION 2. EFFECTIVE DATE. That this ordinance shall become effective immediately from and after its passage as the law and charter in such cases provide. DULY PASSED and adopted by the City Council of the City of Coppell, Texas, on the 28th day of September, 2021. WES MAYS, MAYOR ATTEST: ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: CITY ATTORNEY City of Coppell, Texas COFFELL1 File ID: 2021-5931 Version: 1 File Name: Mayor & CC Reports Master File Number: 2021-5931 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: 09/22/2021 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 2021-5931 Title Report by the City Council on recent and upcoming events. Summary City of Coppell, Texas Page 1 Printed on 9/24/2021