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CP 2023-05-23City Council City of Coppell, Texas Meeting Agenda 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, May 23, 2023 WES MAYS BIJU MATHEW Mayor Mayor Pro Tem CLIFF LONG KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH JOHN JUN Place 2 Place 5 DON CARROLL MARK HILL Place 3 Place 7 MIKE LAND City Manager Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular Called Session at 5:30 p.m. for Work Session, and Regular Session will begin at 7:30 p.m., to be held at Town Center, 255 E. Parkway Boulevard, Coppell, Texas. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any agenda item listed herein. As authorized by Section 551.127, of the Texas Government Code, one or more Councilmembers or employees may attend this meeting remotely using videoconferencing technology. The City of Coppell reserves the right to reconvene, recess or realign the Work Session or called Executive Session or order of business at any time prior to adjournment. The purpose of the meeting is to consider the following items: 1.Call to Order 2.Work Session (Open to the Public) 1st Floor Conference Room Citizen comments will not be heard during the Work Session, but will be heard during the Regular Session under Citizens' Appearance. Page 1 City of Coppell, Texas Printed on 5/19/2023 May 23, 2023City Council Meeting Agenda A.Discussion regarding agenda items. B.Discussion regarding an appointment to the Coppell Recreation Development Corporation (CRDC). C.Discussion regarding Project Designation and Obligation of ARPA Funding. CRDC Memo.pdf ARPA Memo.pdf Attachments: Reception 6:30 p.m. (Meeting Break) Join the City of Coppell to honor Councilmember Cliff Long for his years of service to the community in the Atrium at Town Center. Regular Session 3.Invocation 7:30 p.m. 4.Pledge of Allegiance 5.Swearing in of Councilmembers for Places 1, 3, 5, and 7. Proclamations 6.Consider approval of a Proclamation designating May 23, 2023, as “Cliff Long Appreciation Day,” and authorizing the Mayor to sign. Cliff Long Proclamation.pdfAttachments: 7.Consider approval of a Proclamation designating the week of May 21-27, 2023, as “Emergency Medical Services Week”, and authorizing the Mayor to sign. EMS Proclamation.pdfAttachments: 8.Consider approval of a Proclamation designating the week of May 21-27, 2023, as “National Public Works Week”, and authorizing the Mayor to sign. NPW Proclamation.pdfAttachments: Presentations 9.Recognition of the Leadership Coppell Class of 2023. 10.Presentation by New Tech High School Students - Water Sustainability Project. 11.Citizens’ Appearance 12.Consent Agenda Page 2 City of Coppell, Texas Printed on 5/19/2023 May 23, 2023City Council Meeting Agenda A.Consider approval of the Minutes: May 9, 2023 and May 16, 2023. CM 2023-05-09.pdf CM 2023-05-16 (canvass).pdf Attachments: B.Consider accepting the resignation of James Walker from the Planning and Zoning Commission. Resignation Letter.pdfAttachments: C.Consider award of Bid #Q-0523-01 and purchase of an Incident Management Freeway Blocker Truck for the Coppell Fire Department from Royal Truck & Equipment Inc., in the amount of $129,795.00; and authorizing the City Manager to sign any necessary documents. Memo.pdf Bid Response.pdf Attachments: D.Consider approval of a contract to DH Pace; utilizing BuyBoard #657-21; for the purchase and installation of roll up bay doors at Fire Stations No.1 and 2 in the amount of $143,107.47; as designated under American Rescue Plan Act funds; and authorizing the City Manager to sign any necessary documents. Memo.pdf Contract Proposal.pdf Attachments: E.Consider approval of a contract for professional engineering services with Dunham Engineering, LLC.; to provide design services for rehabilitation of two (2) water system ground storage tanks, in the amount of $160,000.00; as provided for in the Retained Earnings of the Water Sewer Fund; and authorizing the City Manager to sign any necessary documents. Memo.pdf Exhibit.pdf Services Proposal.pdf Attachments: End of Consent Agenda 13.City Manager Reports, Project Updates, Future Agendas, and Direction from Work Session 14.Mayor and Council Reports on Recent and Upcoming Events. 15.Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. Page 3 City of Coppell, Texas Printed on 5/19/2023 May 23, 2023City Council Meeting Agenda A.Report on Dallas Regional Mobility Coalition - Councilmember Don Carroll B.Report on Woven Health Clinic - Councilmember Mark Hill C.Report on Metrocrest Services - Mayor Pro Tem Biju Mathew 16.Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 17.Necessary Action from Executive Session 18.Adjournment ________________________ Wes Mays, Mayor CERTIFICATE I certify that the above Notice of Meeting was posted on the bulletin board at the City Hall of the City of Coppell, Texas on this 19th day of May, 2023, 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). Page 4 City of Coppell, Texas Printed on 5/19/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6900 File ID: Type: Status: 2023-6900 Agenda Item Work Session 1Version: Reference: In Control: City Council 05/15/2023File Created: Final Action: Work SessionFile Name: Title: A.Discussion regarding agenda items. B.Discussion regarding an appointment to the Coppell Recreation Development Corporation (CRDC). C.Discussion regarding Project Designation and Obligation of ARPA Funding. Notes: Sponsors: Enactment Date: CRDC Memo.pdf, ARPA Memo.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6900 Title A.Discussion regarding agenda items. B.Discussion regarding an appointment to the Coppell Recreation Development Corporation (CRDC). C.Discussion regarding Project Designation and Obligation of ARPA Funding. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 1 MEMORANDUM To: Mayor and City Council From: Ashley Owens, City Secretary Date: May 23, 2023 Reference: Discussion regarding an appointment to the Coppell Recreation Development Corporation (CRDC). 2040: Sustainable Government Introduction: The purpose of this agenda item is to inform City Council that with the stepping down of Councilmember Cliff Long, an appointed CRDC member, there will be a vacancy on the board. Background: City Council has previously reserved two board seats to be held by councilmembers. The new member will fill Councilmember Long’s unexpired term which ends December 2024. Legal Review: Legal review is not required for this item. Fiscal Impact: There is no fiscal impact. Recommendation: There is no recommendation for this item. 1 MEMORANDUM To: From: Date: Reference: 2040: Mayor and City Council Traci E. Leach, Deputy City Manager May 23, 2023 Discussion regarding Project Designation and Obligation of ARPA Funding. Sustainable Government Introduction: The purpose of this memo is to provide an update to Council on the American Rescue Plan Act (ARPA) funding the City of Coppell received and affirm a proposed plan of action to obligate all ARPA funding. Claw back of unobligated ARP funding is one of the initiatives on the table related to the debt ceiling solution at the federal level. This action is a proactive effort to ensure that the ARPA funding received by the City stays in the City of Coppell. Background: The City of Coppell received two separate payments totaling $10.2M in ARPA funding in FY21 and FY22. Since that time, the City Council has been actively engaged in the prioritization of potential ARPA-eligible projects and staff has been working diligently to implement those projects. Some projects identified have already been implemented. However, some projects were slated for future fiscal years, as the deadline to expend ARPA funding is 2026. These are the items that staff is proposing to officially obligate to protect them from claw back. Unfortunately, ARPA funding has been included as one of the expenditure reduction measures that Congress is considering as part of the debt ceiling negotiations. According to the information that is available, it is unclear as to the mechanics of how this would occur. However, the City would like to be proactive to ensure that 100% of the ARPA allocation meets the definition of obligated so that those funds can be used as intended, to offset the impacts of COVID in our community. As a caveat to this discussion, there are many moving parts to the debt ceiling solution. At the time that this memo was drafted, consensus around a solution has not been announced. Should consensus be reached after the publication of the agenda and prior to the May 23, 2023 Council meeting, staff will provide an update regarding its impact as part of this briefing. 2 Benefit to the Community: The benefit to the community is ensure that the funding allocated to the City of Coppell remains in the City. The project plan identified by the Council provides various benefits to the community, as the projects identified range from protecting existing infrastructure and assets to funding future infrastructure improvements, whose funding had been impacted by COVID such as parks and IT infrastructure. Legal Review: N/A Fiscal Impact: The potential fiscal impact of this project is $2.5M in ARPA funding could be subject to claw back. Recommendation: Staff recommends that City Council affirm the proposed plan of action to obligate 100% of ARPA funding allocated to the City of Coppell. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6918 File ID: Type: Status: 2023-6918 Agenda Item Presentations 1Version: Reference: In Control: City Council 05/18/2023File Created: 05/23/2023Final Action: Ceremonial OathFile Name: Title: Swearing in of Councilmembers for Places 1, 3, 5, and 7. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6918 Title Swearing in of Councilmembers for Places 1, 3, 5, and 7. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6902 File ID: Type: Status: 2023-6902 Agenda Item Proclamations 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: ProclamationFile Name: Title: Consider approval of a Proclamation designating May 23, 2023, as “Cliff Long Appreciation Day,” and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Cliff Long Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6902 Title Consider approval of a Proclamation designating May 23, 2023, as “Cliff Long Appreciation Day,” and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 PROCLAMATION WHEREAS, Cliff Long has served as an at large councilmember from 2014 – 2023, rendering inimitable and distinguished service to the citizens of this community; and, WHEREAS, he served as Mayor Pro Tem from 2018 to 2019; and, WHEREAS, Cliff Long generously gave his time, wisdom, and expertise while conducting business for the City of Coppell; and, WHEREAS, he promoted partnerships between the City and the Coppell Historical Society, Coppell Chamber of Commerce, and Coppell Rotary Club; and, WHEREAS, in recognition of his exemplary service to the City, the citizens of Coppell wish to extend their heartfelt gratitude and appreciation to Cliff Long for his years of devotion to this community. NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim Tuesday, May 23rd, 2023, as: “Cliff Long Appreciation Day” in the City of Coppell and urge all citizens and employees to join me and the City Council in honoring Cliff Long for his dedication to the City of Coppell. IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 23rd day of May 2023. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6850 File ID: Type: Status: 2023-6850 Agenda Item Proclamations 1Version: Reference: In Control: Fire 04/25/2023File Created: Final Action: 2023 EMS Week ProclamationFile Name: Title: Consider approval of a Proclamation designating the week of May 21-27, 2023, as “Emergency Medical Services Week”, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: EMS Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6850 Title Consider approval of a Proclamation designating the week of May 21-27, 2023, as “Emergency Medical Services Week”, and authorizing the Mayor to sign. Summary Fiscal Impact: No fiscal impact. Staff Recommendation: Approval recommended. Goal Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 5/19/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6850 Page 1City of Coppell, Texas Printed on 5/19/2023 PROCLAMATION WHEREAS, emergency medical services are a vital public service; and is provided by the Coppell Fire Department; WHEREAS, the members of the Coppell Fire Department are ready to provide advanced lifesaving care to those in need 24 hours a day, seven days a week; and WHEREAS, access to quality emergency care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; and WHEREAS, emergency medical services have grown to fill a gap by providing important, out of hospital care, including preventative medicine, follow-up care, and access to telemedicine; and WHEREAS, the members of emergency medical services teams, engage in thousands of hours of specialized training and continuing education to enhance their lifesaving skills; and WHEREAS, it is appropriate to recognize the value and the accomplishments of emergency medical services providers by designating Emergency Medical Services Week; NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim the week of May 21-27, 2023, as “Emergency Medical Services Week” With the EMS Strong theme, EMS WEEK: “Where Emergency Care Begins”, I encourage the community to observe this week with appropriate programs, ceremonies, and activities. IN WITNESS THEREOF, I have set my hand and caused the seal of the city of Coppell to be affixed this 23rd day of May 2023. ____________________________________ Wes Mays, Mayor ATTEST: __________________________ Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6892 File ID: Type: Status: 2023-6892 Agenda Item Proclamations 1Version: Reference: In Control: Engineering 05/10/2023File Created: Final Action: 2023 PWW ProclamationFile Name: Title: Consider approval of a Proclamation designating the week of May 21-27, 2023, as “National Public Works Week”, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: NPW Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6892 Title Consider approval of a Proclamation designating the week of May 21-27, 2023, as “National Public Works Week”, and authorizing the Mayor to sign. Summary Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 5/19/2023 PROCLAMATION WHEREAS, Public Works employees design, construct, operate and maintain infrastructure, facilities and equipment that are of vital importance to the health, safety, welfare, and high quality of life of the citizens of COPPELL; and, WHEREAS these infrastructure, facilities and equipment could not be provided without the dedicated service, teamwork and innovation of Public Works employees; and, WHEREAS it is in the public interest for the citizens, civic leaders, and business leaders to gain knowledge of and maintain an interest in Public Works; and, WHEREAS the year 2023 marks the 63rd annual National Public Works Week sponsored by the American Public Works Association. NOW, THEREFORE, I, Wes Mays, Mayor of the City of Coppell, do hereby proclaim May 21-27, 2023, as “NATIONAL PUBLIC WORKS WEEK” In the City of Coppell and encourage all citizens to join with representatives of the American Public Works Association and the City of Coppell in support of our public works employees; and to recognize the substantial contributions they make while providing and protecting our health, safety, welfare, and quality of life. IN WITNESS THERE OF, I have set my hand and caused the seal of the City of Coppell to be affixed this 23rd day of May, 2023. ATTEST: Wes Mays, Mayor Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6906 File ID: Type: Status: 2023-6906 Agenda Item Presentations 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: Leadership CoppellFile Name: Title: Recognition of the Leadership Coppell Class of 2023. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6906 Title Recognition of the Leadership Coppell Class of 2023. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6905 File ID: Type: Status: 2023-6905 Agenda Item Presentations 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: PresentationFile Name: Title: Presentation by New Tech High School Students - Water Sustainability Project. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6905 Title Presentation by New Tech High School Students - Water Sustainability Project. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6903 File ID: Type: Status: 2023-6903 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: MinutesFile Name: Title: Consider approval of the Minutes: May 9, 2023 and May 16, 2023. Notes: Sponsors: Enactment Date: CM 2023-05-09.pdf, CM 2023-05-16 (canvass).pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6903 Title Consider approval of the Minutes: May 9, 2023 and May 16, 2023. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 7:00 PM Council ChambersTuesday, May 9, 2023 WES MAYS BIJU MATHEW Mayor Mayor Pro Tem CLIFF LONG KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH JOHN JUN Place 2 Place 5 DON CARROLL MARK HILL Place 3 Place 7 MIKE LAND City Manager Cliff Long;Brianna Hinojosa-Smith;Don Carroll;Kevin Nevels;John Jun;Biju Mathew and Mark Hill Present 7 - Wes MaysAbsent1 - Also present were Deputy City Managers Kent Collins and Traci Leach, City Attorney Robert Hager and City Secretary Ashley Owens. The City Council of the City of Coppell met in Regular Session on Tuesday, May 9, 2023, at 7:00 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. Call to Order1. Mayor Pro Tem Biju Mathew called the meeting to order, determined that a quorum was present and convened into the Work Session at 7:00 p.m. Work Session (Open to the Public) 1st Floor Conference Room Citizen comments will not be heard during the Work Session, but will be heard during the Regular Session under Citizens' Appearance. 2. A.Discussion regarding agenda items. B.Discussion related to Service Organization Funding Requests. Presented in Work Session Page 1City of Coppell, Texas May 9, 2023City Council Minutes Regular Session Mayor Pro Tem Biju Mathew adjourned the Work Session at 7:26 p.m. and reconvened into the Regular Session at 7:36 p.m. Invocation 7:30 p.m.3. Allies Interfaith member Patty Weber gave the invocation. Pledge of Allegiance4. Mayor Pro Tem Biju Mathew led the audience in the Pledge of Allegiance. Presentations 5.Recognition of Coppell High School Girls’ Basketball run to the state championship tournament. Mayor Pro Tem Biju Mathew presented Certificates of Recognition to the Coppell High School Girls' Basketball Team. Proclamations 6.Consider approval of a Proclamation designating the month of May as “Building Safety Month,” and authorizing the Mayor to sign. Mayor Pro Tem Biju Mathew read the Proclamation into the record and presented the same to Chief Building Official Steve Schubert. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Kevin Nevels, that this Agenda Item be approved. The motion passed by an unanimous vote. 7.Consider approval of a Proclamation celebrating the month of May as "National Water Safety Month"; and authorizing the Mayor to sign. Mayor Pro Tem Biju Mathew read the Proclamation into the record and presented the same to Aquatics Supervisor Trinity Klepzig and staff members of The CORE. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. Citizens’ Appearance8. Mayor Pro Tem Biju Mathew asked for those who signed up to speak: 1) Phil LaBerge, 858 Dalmalley Lane, spoke in regards to the proposed Veterans Memorial. 2) Barbara Bailey, 232 Plantation Drive, spoke in regards to ramps and the budget. Consent Agenda9. Page 2City of Coppell, Texas May 9, 2023City Council Minutes At this time, Councilmember John Jung requested that Consent Agenda Item B be considered separately. Consent Agenda Items A, C-F were considered together. A.Consider approval of the Minutes: April 25, 2023. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, that Consent Agenda Items A and C through F be approved. The motion passed by an unanimous vote. B.PUBLIC HEARING: Consider approval of PD-250R28-H, Main Street Old Town, a zoning change request from H (Historic) to PD-250R28-H (Planned Development 250-Revision 28 - Historic) to add this property to the conceptual Planned Development for the Main Street Old Town Project; creating seven (7) lots with six (6) proposed two-story buildings, (two (2) mixed-use professional office and residential, one (1) mixed-use medical office/retail/restaurant and residential, two (2) mixed-use retail/restaurant and residential, one (1) retail/restaurant), and a common parking lot on 0.946 acres of property located on the southwest corner of Main Street and W. Bethel Road, at the request of Chadick Capital L.P. and Chadick Management L.L.C., being represented Greg Frnka, GPF Architects, and developer Chris Collins. STAFF REP.: Mary Paron-Boswell A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, that Consent Agenda Item B be approved. The carried by the following vote: 5 - Aye: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Smith, Councilmember Don Carroll, Councilmember Kevin Nevels, Councilmember Mark Hill 2 - Nay: Mayor Pro Tem Biju Mathew, Councilmember John Jun Enactment No: OR 91500-A-789 C.Consider approval of an Ordinance amending the Code of Ordinances by amending Chapter 2, Article 2-1, ‘Library Board’, by repealing Sections 2-1-1 and 2-1-4(C) in its entirety and replacing it with new sections 2-1-1 and 2-1-4(C) to include the appointment of two (2) Youth Advisors to serve as non-voting members as reflected in the Bylaws; by amending Chapter 2, Article 2-7, ‘Smart City Board’, by repealing Section 2-7-1 in its entirety and replacing it with new Section 2-7-1 to increase the number of members by providing for the appointment of two (2) Youth Advisors to serve as non-voting members; and authorizing the Mayor to sign. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, that Consent Agenda Items A and C through F be Page 3City of Coppell, Texas May 9, 2023City Council Minutes approved. The motion passed by an unanimous vote. Enactment No: OR 2023-1595 D.Consider approval of an award of a bid to B-Weiss Entertainment Group for Special Event Production Services in the amount not to exceed $250,000, as budgeted; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, that Consent Agenda Items A and C through F be approved. The motion passed by an unanimous vote. E.Consider approval of a Resolution denying a proposed application filed on April 5, 2023, by Texas-New Mexico Power (TNMP) to amend its Distribution Cost Recovery Factor (“DCRF”) to increase distribution rates within the city; and authorizing the Mayor to sign. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, that Consent Agenda Items A and C through F be approved. The motion passed by an unanimous vote. Enactment No: RE 2023-0509.1 F.Consider approval of awarding a contract to Loftin Equipment Company for the purchase of a replacement generator for the Coppell Arts Center; utilizing BuyBoard Quote BB-269253689 (Buyboard contract #657-21); in the amount of $185,210.00; as budgeted in the Infrastructure Maintenance Fund (IMF); and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, that Consent Agenda Items A and C through F be approved. The motion passed by an unanimous vote. End of Consent Agenda 10.PUBLIC HEARING: Consider text change and definition amendments to the Code of Ordinances, Chapter 12, Article 30 (S or Special Use Permits) defining and establishing Special Use Permit requirements for lodging houses (short term rentals (STRs), bed and breakfasts, boarding homes, hostels, vacation homes, and corporate housing) within the SF-7, SF-9, SF-12, SF-18, SF-ED and H Districts. STAFF REP.: Mary Paron-Boswell Presentation: Mary Paron-Boswell, Senior Planner, made a presentation to the City Council. Mayor Pro Tem Biju Mathew opened the Public Hearing and asked for those who signed up to speak: Page 4City of Coppell, Texas May 9, 2023City Council Minutes 1) Gary Tanel, 316 Crooked Tree Court, spoke in favor of the agenda item. A motion was made by Councilmember Don Carroll, seconded by Councilmember Mark Hill, to close the Public Hearing and approve this Agenda Item. The motion passed by an unanimous vote. 11.Consider review of Erin Bogdanowicz’ appointment to the Smart City Board pursuant to Section 2-11-2 of the Code of Ordinances. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Erin Bogdanowicz' appointment to the Smart City Board be retained. The motion passed by an unanimous vote. City Manager Reports, Project Updates, Future Agendas, and Direction from Work Session 12. City Manager Mike Land gave the following updates: Work Session Direction: Staff received direction to have the following Service Organizations make presentations to the Council at the July 13 Budget Workshop: Friends of Coppell Nature Park Coppell Historical Museum Coppell Community Theater Coppell Community Chorale Christian Community Action Children’s Advocacy Center- Denton County Thweatt Park Improvements: Construction is expected to begin in mid-June. As a safety precaution, the park will be closed during the duration of the project. Resident notification letters were delivered on Monday, May 8th. The estimated completion date for this project is mid-Fall. The Duck Pond Park Improvements: Construction is expected to begin next week and is estimated to take 8 months to complete. Moore Road Boardwalk: We are still on schedule and the contractor has completed drilling all piers. They are now completing the sidewalk paving on the western side of the trail along with storm drain and headwall construction. S. Belt Line: Working on the median paving as well as pouring sidewalks and trails. They will begin Phase 3 from Hackberry to 635 in the coming weeks. Panel replacement on E. Sandy Lake still ongoing. Striping Project – Completed the Moore Road bike path and currently re-striping Freeport Parkway. Mayor and Council Reports on Recent and Upcoming Events.13. The month of May is Building Safety Month. Building Safety Month is an international campaign to raise awareness about building safety. Building codes protect communities from disasters like fires, weather-related events, and structural collapse and are our best way of protecting homes, offices, Page 5City of Coppell, Texas May 9, 2023City Council Minutes schools, and businesses. Have questions about building safety? The City of Coppell’s Chief Building Official will be at Ace Hardware in Coppell from 8 am - 2 pm on May 20. Come join us to learn more about building safety! National Public Works Week is May 21 – 27. Public Works Week honors these first responders who connects us through infrastructure and service, enhancing the quality of life for our community. Coppell’s Public Works team has partnered with the Cozby Library to host Public Works storytime at 10:15 am on Wednesday, May 24 at the library. Youngsters will have the opportunity to check out Public Works equipment in the library parking lot after storytime. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 14. There were no Public Service Announcements. Necessary Action from Executive Session15. There was no Executive Session. Adjournment16. There being no further business before the City Council, the meeting was adjourned at 8:52 p.m. ________________________ Wes Mays, Mayor ATTEST: ________________________ Ashley Owens, City Secretary Page 6City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 8:00 AM Council ChambersTuesday, May 16, 2023 Canvass of Election WES MAYS BIJU MATHEW Mayor Mayor Pro Tem CLIFF LONG KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH JOHN JUN Place 2 Place 5 DON CARROLL MARK HILL Place 3 Place 7 MIKE LAND City Manager Wes Mays;Don Carroll and Kevin NevelsPresent3 - Also present were City Manager Mike Land and City Secretary Ashley Owens. The City Council of the City of Coppell met in a Special Called Session on Tuesday, May 16, 2023 at 8:00 a.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. Call to Order1. Mayor Wes Mays called the meeting to order, determined that a quorum was present and convened the meeting at 8:05 a.m. He explained that for the purpose of this meeting, only two Council members are required for a quorum in accordance with Texas Election laws. Citizens’ Appearance2. Mayor Wes Mays stated that no one signed up to speak. 3.Consider approval of a Resolution canvassing the returns and declaring the results of the May 6, 2023, General Election for Councilmembers Place 1, Place 3, Place 5, and Place 7; and authorizing the Mayor to sign. Page 1City of Coppell, Texas May 16, 2023City Council Minutes Mayor Wes Mays read the Resolution into the record. A motion was made by Councilmember Don Carroll, seconded by Councilmember Kevin Nevels, that this Resolution be approved. The motion passed by an unanimous vote. Enactment No: RE 2023-0516.1 Adjournment4. There being no further business before the City Council, the meeting was adjourned at 8:10 a.m. ________________________ Wes Mays, Mayor ATTEST: ________________________ Ashley Owens, City Secretary Page 2City of Coppell, Texas Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6904 File ID: Type: Status: 2023-6904 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: ResignationFile Name: Title: Consider accepting the resignation of James Walker from the Planning and Zoning Commission. Notes: Sponsors: Enactment Date: Resignation Letter.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6904 Title Consider accepting the resignation of James Walker from the Planning and Zoning Commission. Summary Page 1City of Coppell, Texas Printed on 5/19/2023 ---- J W W ---- May 16, 2023 Via Electronic Mail Ms. Ashley Owens, City Secretary City of Coppell 255 E. Parkway Blvd. Coppell, TX 75019 Dear Ashley, As we prepare to canvass the City’s election results this morning, and as I prepare to be formally sworn into office for Place 1 on the Coppell City Council immediately after the canvass is concluded, please accept this correspondence as confirmation that I now resign the following volunteer positions: a. Commissioner, Coppell Planning & Zoning Commission; b. Member, Coppell Arts Center Foundation Board; and c. Co-Chair, Coppell ISD Bond Steering Committee. It has been a distinct privilege to have served with so many talented people having such a strong commitment to our community. I have learned a great deal from each of them and look forward to continuing to work with them from the standpoint of my new role. Please let me know if you have any questions. Thank you. Sincerely yours, /s/ James W. Walker James W. Walker Cc: Ed Haas (via email) Leigh Walker (via email) David Caviness (via email Dr. Brad Hunt (via email) Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6888 File ID: Type: Status: 2023-6888 Agenda Item Consent Agenda 1Version: Reference: In Control: Fire 05/09/2023File Created: Final Action: Fire Blocker Truck PurchaseFile Name: Title: Consider award of Bid #Q-0523-01 and purchase of an Incident Management Freeway Blocker Truck for the Coppell Fire Department from Royal Truck & Equipment Inc., in the amount of $129,795.00; and authorizing the City Manager or designee to issue a purchase order. Notes: Sponsors: Enactment Date: Memo.pdf, Bid Response.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6888 Title Consider award of Bid #Q-0523-01 and purchase of an Incident Management Freeway Blocker Truck for the Coppell Fire Department from Royal Truck & Equipment Inc., in the amount of $129,795.00; and authorizing the City Manager or designee to issue a purchase order. Summary See attached staff memo. Fiscal Impact: The grant award received by the City totals $89,867 and is based on the cost of the blocker trucker at the time the grant application was submitted which was $112,334. The cost of the blocker truck has increased by $17,461.00 to $129,795.00. Therefore, the City’s responsibility is $39,928.00 with $30,000 from the Fire Department’s budget and the remaining $9,928.00 from undesignated General Fund Balance. Page 1City of Coppell, Texas Printed on 5/19/2023 Master Continued (2023-6888) Staff Recommendation: The Fire Department recommends approval of this purchase. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 5/19/2023 1 MEMORANDUM To: Mayor and City Council From: Kevin Richardson, Fire Chief Casey McCaughan, Fleet Services Manager Date: May 23, 2023 Reference: Consider award of Bid #Q-0523-01 and purchase of an Incident Management Freeway Blocker Truck for the Coppell Fire Department from Royal Truck & Equipment Inc., in the amount of $129,795.00; and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: According to the Emergency Responder Safety Institute, each year in the United States approximately 16,000 fire department vehicles are struck by other vehicles while working emergency scenes on roadways. In 2022, vehicles struck and killed 51 emergency responders and injured 550 firefighters while working various types of roadway incidents. The purpose of this agenda item is to authorize the purchase of an Incident Management Blocker vehicle for the Coppell Fire Department CFD. The “Blocker” unit will provide a dedicated safety apparatus specifically to manage traffic, including the addition of a Crash Attenuator that is designed to minimize the impact of an out-of-control vehicle. The City of Coppell has over 40 miles of road with 40 MPH plus speed limits. Between 2016 – 2020 the CFD responded to approximately 1,276 calls for service to emergency incidents on/near a roadway. It is the 2nd most frequent emergency call type. Currently, it is the policy of the CFD to position front line emergency apparatus as a “blocker” to protect the incident scene, including response personnel, the public, and apparatus from being struck by approaching vehicles. Background: The proposed Blocker unit will respond in addition to conventional apparatus but will park upstream from all other apparatus protecting the incident site. The intent of this apparatus is multifold – to reduce risk to emergency responders working on roadways, to prevent expensive fire apparatus from being struck, and reduce maintenance/repair time and cost of front-line equipment after a collision. 2 Blocker units are designed to absorb an impact and dissipate the energy in a way that improves the likely outcome for the vehicle that crashes into it. Firetrucks are currently being used as blockers at roadway accidents to protect emergency responders. In 2022, an estimated 2,500 vehicles nationwide crashed into firetrucks parked as blockers. This “Blocker” concept and philosophy are similar to what is currently being used by transportation authorities to improve safety during roadway construction and maintenance activity. The Coppell Fire Department submitted a Grant Application to the North Central Texas Council of Governments (NCTCOG) for the 2021 Incident Management Freeway Blocking Equipment Call for Projects. The proposed grant included a funding split 80% NCTCOG, 20% Coppell. -11/01/2021 CFD Grant Proposal submitted -01/13/2022 CFD Grant Award Notification received -12/20/2022 Coppell signed MOU with TXDOT -12/13/2022 Coppell accept funding: City Council Action Approved -01/13/2023 Coppell receives deposited funding $89,867.00 This project was recommended for funding at an 80/20 split. The cost of the Blocker Truck has increased since the submittal of the grant 16 months ago, thus the departmental cost share is higher than the original 20% split. The grant portion of the funding is $89,867.00. On May 2, 2023, a Request for Bid (RFB) was sent out by the City of Coppell’s Procurement Services Department under Bid#Q-0523-01. There was one return from the RFB by Royal Truck & Equipment Inc. in the amount of $129,795.00. Benefit to the Community: The blocker truck will improve first responder and citizen safety as well as protect apparatus by providing a barrier during emergency incidents on the roadway. Legal Review: The Procurement Division has determined that this is an appropriate method of contracting with the vendor. Fiscal Impact: The fiscal impact is $39,928.00; $30,000.00 as budgeted and the remainder from undesignated fund balance. Recommendation: The Fire Department recommends approval of this item. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6891 File ID: Type: Status: 2023-6891 Agenda Item Consent Agenda 1Version: Reference: In Control: Engineering 05/09/2023File Created: Final Action: FS 1 & 2 Rollup DoorsFile Name: Title: Consider approval of a contract to DH Pace; utilizing BuyBoard #657-21; for the purchase and installation of roll up bay doors at Fire Stations No.1 and 2 in the amount of $143,107.47; as designated under American Rescue Plan Act funds; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Contract Proposal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6891 Title Consider approval of a contract to DH Pace; utilizing BuyBoard #657-21; for the purchase and installation of roll up bay doors at Fire Stations No.1 and 2 in the amount of $143,107.47; as designated under American Rescue Plan Act funds; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this agenda item is $143,107.47; as designated under American Rescue Plan Act funds. Staff Recommendation: Page 1City of Coppell, Texas Printed on 5/19/2023 Master Continued (2023-6891) The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 5/19/2023 1 MEMORANDUM To: Mayor and City Council From: Steve Shore, Facilities Manager Michael Garza, P.E., Director of Public Works Date: May 23, 2023 Reference: Consider approval of a contract to DH Pace; utilizing BuyBoard #657-21; for the purchase and installation of roll up bay doors at Fire Stations No.1 and 2 in the amount of $143,107.47; as designated under American Rescue Plan Act funds; and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This item is to consider approval for the replacement of the three (3) exit-side roll up doors each at Fire Stations No. 1 and 2 apparatus bays (total of six doors). Existing doors require replacement, as they have reached the end of their useful life. This also includes installation of a safety light system showing drivers when the door is fully open, in addition it includes safety infrared curtain to detect items in the way of a door before allowing it to close. Background: The functionality of the roll up doors at our fire stations is critical to the response time for emergency calls. The doors at Stations No. 1 and 2 have been experiencing failures due to age, normal wear and contact damage. The cost to rebuild the existing doors would exceed 80% of the cost of replacement. Rebuilt doors carry no warranty, while the new doors will have a full warranty. The Public Works Department worked with the Fire Department to select a door specifically designed with fire stations in mind. In addition to being lightweight and fast-acting, the doors have added safety features. These features include a 36” high infrared curtain to ensure no part of the fire apparatus or other equipment is positioned to be struck by the door when it closes, and a fully integrated wall mounted light system to let the driver of the vehicle know when the door is completely open and safe to proceed. The door system also has an application that would allow the status of the doors to be viewed and controlled remotely. 2 Benefit to the Community: The replacement of the doors reduces the risk of delayed response time due to door failure. Legal Review: The Procurement Division has determined that this is an appropriate method of contracting with the vendor. Fiscal Impact: The fiscal impact of this agenda item is $143,107.47; as designated under American Rescue Plan Act funds. Recommendation: The Public Works Department recommends approval of this contract. Submitted To: DH Pace Key Service Center Rep: DH Pace Salesperson: Proposal date: Order Total $ 143,107.47 Line# Item Qty Unit Sell Price Extended Sell Price 5 6 14,506.55 $ 87,039.30 2 6 1,042.12 $ 6,252.72 3 6 152.57 $ 915.42 4 12 22.94 $ 275.28 5 6 125.47 $ 752.82 6 6 111.42 $ 668.52 7 6 538.89 $ 3,233.34 8 6 13.69 $ 82.14 9 600 0.60 $ 360.00 10 24 46.15 $ 1,107.60 11 6 392.46 $ 2,354.76 12 2 40.14 $ 80.28 13 9 78.46 $ 706.14 14 4 714.35 $ 2,857.40 15 2 416.07 $ 832.14 16 1 5,381.61 $ 5,381.61 17 200 151.04 $ 30,208.00 14Ft Model 451 (OPEN MARKET) Wayne Dalton - 14'2" x 14' 1" Powder- Coated Aluminum Doors 813 LMX (LiftMaster 20% Off List $28.68) 3 Button Comm OCS Remote - DIP/MAX Type TLS1 CARD (LiftMaster 20% Off List $156.84) Timer Light Status Option Card T751L5-MC (LiftMaster 20% Off List $1,302.65) LiftMaster Operator, 3/4 Hp with Track, Trolley, for 14 Ft Door & Chain 041K0811 (LiftMaster 20% Off List $190.71) Interface Card, CPS3CARD 02-108 (LiftMaster 20% Off List $139.27) 3-Button Indoor Flush Mount Station LC36M (LiftMaster 20% Off List $673.61) Light Curtain Monitored/Primary 36 Inch (OPEN MARKET) Freight 100MAPS (LiftMaster 20% Off List $17.11) 100mA External Power Supply, 28 FT Cord BuyBoard Contract Labor Hours Item NumberItem Description-notes I am pleased to propose the following material delivered to your facility freight prepaid and added on invoice plus any applicable taxes: Coppell TX 75019 Coppell TX 75019 Doug Short 214-765-8355 doug.short@dhpace.com May 9, 2023 855-237-3667 norman.harvey@dhpace.com Steve Shore Norman Harvey CONTRACT PROPOSAL Key Systems • Entry Doors • Door Hardware • Access Control • Dock Equipment BUYER (and billing address if different from site):PROJECT (site address): City of Coppell Coppell Fire Stations #1 & #2 (Exit OH Door & Operators Replacement) PO Box 9478 540 Southwestern Blvd (DH Pace BuyBoard # 657-21, Quote # 49185) BUYBOARD CONTRACT 657-21 (OPEN MARKET) Miscellaneous Material W18.6 (OPEN MARKET) Wire, 18 Gauge, 6 Wire PLN RGL-CTL (LiftMaster 20% Off List $490.58) Red/Green Compact Traffic & Signal Light 828LM (LiftMaster 20% Off List $50.17) G828LMMC: LM, Internet Gateway CPS-U (LiftMaster 20% Off List $98.07) CPS-U Photo Eyes (OPEN MARKET) Scissor Lift 300-66210 (OPEN MARKET) Pre-Punched 2x2 10', 12 Gauge 20/40CP(999KSC) • Rev. 07/15 Copyright © DH Pace Company, Inc. 2015 • All Rights Reserved Page 1 of 4 The proposal described herein, including all price(s) quoted, is made conditionally upon Buyer’s continued credit status and must be accepted by Buyer as made by Seller. To accept this Proposal, Buyer must date, sign and return the original copy hereof to Seller within 30 days after the date hereof. Unless expressly disclosed and stated, the amount of any sales and use tax is not included in this proposal. Fire Station #1 & Fire Station #2 - Doors and Operators Replacement (Exit OH Door Replacement, Quote #49185) Scope: (1) Remove Existing doors and haul off. (2) Furnish and Install: - Fire Station #1 - (3) each 14'2" x 14'1 WD Mdl 451 AFV - RAL #3000 RED Powder coat finish, Sections, 1 and 7 Solid, all others glazed with 1/8" tempered gray, 3" standard lift track, Full weather seal, Liftmaster Motorized Operation with Safety light curtain, Optical Safety Edge, Surface Mount PB3 wall station, Remote operation, red/green light, external power supply, and internet gateway. - Fire Station #2 - (3) each 14'2" x 14'1 WD Mdl 451 AFV - RAL #3000 RED Powder coat finish, Sections, 1 and 7 Solid, all others glazed with 1/8" tempered gray, 3" standard lift track, Full weather seal, Liftmaster Motorized Operation with Safety light curtain, Optical Safety Edge, Surface Mount PB3 wall station, Remote operation, red/green light, external power supply, and internet gateway. NOTES AND EXCLUSIONS: - Lead times are not guaranteed. - This proposal is priced furnished and installed, no tax included. - Any price increases are subject to and recoverable under change order provisions. - Pricing assumes reasonable access will be provided. - Work to be completed during standard working hours of 8:00 a.m. to 4:00 p.m. Monday-Friday. - Please sign this proposal and return it to me by EMAIL doug.short@dhpace.com so we may proceed with your order. - Customer to bring power supply to within 3 foot. DH Pace to connect power supply to operator and perform control wiring if required. - Our proposal excludes all electrical wiring, conduit, and electrical hookups. - Open preparation including framing and structural support by others. - If during construction/installation hidden or flawed structures are encountered, additional charges may apply. - This proposal is contingent upon acceptance of a mutually agreed upon contract or authorized signature on this proposal and approved credit. - This proposal is based solely on information provided by the customer. No formal plans and/or specifications were provided for review. Pricing is subject to change if actual conditions or products needed differ from the information provided. *This proposal is for budget purposes only. We reserve the right to alter this quote should additional information indicate that the scope and/or timing of the project is changed from the original information received. Costs are currently rising at sudden and unpredictable rates. This Agreement is based on current pricing from Seller's suppliers and includes all price increases and surcharges levied by those suppliers and known by Seller as of the date Seller executed this Agreement. Seller reserves the right to require an approved change order before the order is released into production to compensate for any supplier price increases or surcharges announced after Seller's execution of this Agreement and prior to the Seller's release of materials for production. Seller will provide written documentation of any Supplier notices of cost increase, upon request. If Buyer rejects or does not timely approve the change order request to maintain the job schedule, Buyer and/or Seller may terminate the affected part of this Agreement for convenience, in writing, with ten business day notice following Buyers' rejection of, or failure to approve, the change order. If terminated, Buyer shall pay Seller for all costs incurred in performance of the contract, plus a prorated percentage of the Seller's profits based on the percent of completion, up to the date of termination. Costs are currently rising at sudden and unpredictable rates. This proposal is based on current pricing from Sellers suppliers and includes all price increases and surcharges levied by those suppliers and known by Seller as of the date of this proposal. This proposal is valid for acceptance for 30 days. After 30 days, the Seller reserves the right to require an approved change order before the order can be released into production to compensate for any supplier price increases or surcharges announced after the date of this Proposal and prior to the release of materials for fabrication. Seller will provide written documentation of the Supplier increase notice upon request. 20/40CP(999KSC) • Rev. 07/15 Copyright © DH Pace Company, Inc. 2015 • All Rights Reserved Page 2 of 4 Buyer acknowledges and agrees that each and all of the terms and conditions on the reverse side hereof are a part of this Proposal and that upon Buyer’s acceptance of this Proposal shall constitute a valid and binding contract between the parties and all prior proposals, discussions and agreements respecting the subject matter hereof are cancelled. DEPOSIT ON SPECIAL ORDER ITEMS IS NON- REFUNDABLE. The proposal described herein, including all price(s) quoted, is made conditionally upon Buyer’s continued credit status and must be accepted by Buyer as made by Seller. To accept this Proposal, Buyer must date, sign and return the original copy hereof to Seller within 30 days after the date hereof. Unless expressly disclosed and stated, the amount of any sales and use tax is not included in this proposal. ____________________________________________________________________________________________________________________________________ Buyer acknowledges and agrees that each and all of the terms and conditions on Attachment A (TERMS AND CONDITIONS) are a part of this Proposal and that upon Buyer’s acceptance of this Proposal shall constitute a valid and binding contract between the parties and all prior proposals, discussions and agreements respecting the subject matter hereof are cancelled. DEPOSIT ON SPECIAL ORDER ITEMS IS NON-REFUNDABLE. ____________________________________________________________________________________________________________________________________ BUYER ACCEPTANCE FFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFF ________________________________________________________________________________FFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFF TYPE OR PRINT NAME OF BUYER _______________________________________________________________FFFFFFFFFFAFFACCEPTANCE DATE: ____/____/____ SIGNATURE of:FFFF Owner Partner Officer (indicate which)FFFFF FFFFFFFFFFFFFFFFFFFFFFFMM / DD / YYYY Send Orders to: SecuritySolutionsTexas@dhpace.com 20/40CP(999KSC) • Rev. 07/15 Copyright © DH Pace Company, Inc. 2015 • All Rights Reserved Page 3 of 4 Attachment A: TERMS AND CONDITIONS Terms. The products (“Products”) described in this contract and the labor necessary to install the Products (“Labor”) are herein collectively referred to as the “Work”. Condition Precedent. Buyer and Seller agree that if, following Buyer’s acceptance hereof, a contract is to be executed by them, Seller’s performance hereunder shall be subject to the condition precedent that the terms and conditions of such contract are acceptable to Seller. Scope of Work. Seller agrees to perform for Buyer the Work at the Project. Buyer acknowledges and agrees that: (i) the prices quoted by Seller for the Products are based upon plans, specifications, verbal information or sketches as indicated herein and the addenda hereto; and (ii) that the Work contemplated under this Proposal is fully and correctly described herein. Unless included in the description of and prices quoted for Products, glass, glazing, painting and electrical wiring is excluded under this Proposal and will be provided only upon receipt of a supplemental order signed by Buyer. Proposal Price. Conditional upon Seller’s prior approval of Buyer’s credit, Buyer will pay Seller the unpaid balance for performance of the Work within 30 days of the date of Seller’s invoice. If performance of the Work extends over 30 days, Buyer agrees to pay Seller progress payments under Seller’s regular billing terms and if Products have been delivered to the Project or stored in a mutually agreed location, Buyer agrees to pay an amount not to exceed 90% of the Proposal Price in payment of the cost of such Products. If payment of any sum is not made when and as due under this Proposal, Buyer shall pay interest on such delinquent sums at the rate of 1.50% per month or, the highest contract rate allowed under applicable law. If following Buyer’s default Seller refers this account to an attorney for collection, Buyer agrees to pay all attorneys’ fees incurred by Seller whether or not a lawsuit for collection is instituted, and all other costs of collection and litigation. Contract Time. Installation dates are estimates only and Seller cannot guarantee commencement of Work or completion thereof on any given date. Completion dates cannot be given until Seller has been furnished with complete approved drawings and any additional information it may request. Seller shall not be liable for total or partial failure to complete or for any delay in delivering Products or Labor under this Proposal. Seller shall not be liable in any event for any special or consequential damages on account of failure or delay in performance regardless of cause. Work Performance. Performance of the Work will be made by Seller in a prompt manner but Seller cannot be responsible for damage or delay due to acts of God, accidents, civil disturbances, delays in transportation by common carrier, strikes, war, unavailability of material or other cause beyond the reasonable control of Seller. If Products are installed before a finished floor is completed, warranty is limited and Seller assumes no responsibility for fitting the Product to the floor. An additional charge may be made to Buyer for returning to the Project for adjustments to the Product. Seller assumes no responsibilities for failure of installation of the Product due to structural deficiencies in an existing building. Buyer shall prepare the Project for installation in accordance with requirements of Seller. If special work, requiring additional material and labor is required to meet conditions other than those specifically described in this Proposal, Buyer agrees to pay an additional charge therefore. Seller shall be allowed uninterrupted and exclusive access to the Project during performance of the Work. No Product may be returned without Seller’s prior written approval. All Product returned is subject to a minimum of 25% restocking fee. Cancellation. In the event Buyer cancels this Proposal after the Seller has commenced Work, Buyer shall forfeit the amount of the down payment given to Seller at the time of the execution of this Proposal, and in addition, shall pay to the Seller such proportion of the total Proposal Price as the amount of Work bears to the total amount of Work agreed upon to be furnished under this Proposal, plus a sum equal to 25% of the total Proposal Price as liquidated damages, which amount is to be paid within 30 days from the date of such cancellation. In the event of Buyer‘s insolvency this Proposal shall be cancelled and Seller shall have no further obligations to Buyer hereunder. Insurance. Seller shall carry workmen’s compensation and public liability insurance to cover the Work. Seller shall not be liable to indemnify, hold harmless or protect in any way the Buyer, or any other party involved in the Work, whether an employee of Seller or Buyer or any third party, except to the extent of the workmen’s compensation and public liability insurance maintained by Seller. Buyer shall keep the Project adequately insured against any loss to Seller by reason of damage to Seller’s Product or Work or Seller’ vehicles, equipment and tools by vandalism, fire, water, windstorm and any other occurrence during the course of Work. Alterations. Any alterations or modifications initiated by Buyer must be agreed upon between the parties and the price fixed by them before work on such alteration or modification shall commence. Payment for such alteration or modification shall be made at the time of the completion of the Work. Permits and Licenses. Buyer shall be responsible for securing the necessary permits and licenses for the Work at Buyer’s own cost and expense. Warranties. Seller warrants the Product sold to be free from defects in material and workmanship under normal and intended use and service. This warranty extends only to the Buyer and expires one year after the date of delivery or installation of the Product by Seller. Parts and labor for service work are warranted for the following periods: All replacement parts 90 days; labor-service 30 days. Seller’s sole obligation is limited to repairing or replacing any parts which shall be determined by Seller to be defective and is conditioned upon Buyer giving notice of any such defect to Seller within the warranty period. If Seller concludes that repair or replacement is necessary, Seller will commence work within a reasonable time after the decision to repair or replace is made. This warranty does not apply to any Product which has been altered or repaired by any person not authorized by the Seller or which has been subjected to misuse, neglect or accident. Seller assumes no liability for incidental or consequential damages. Warranties implied by law are limited to duration to one year period described above. Wood Products will be guaranteed only if properly protected within 10 days of delivery or installation by Seller with a prime and finish coat of manufacturer’s recommended paint. No warranty will be honored unless the Proposal Price has been paid in full, including any applicable service charges. Modification of Proposal. Any modification of this Proposal or additional obligation assumed by either party in connection with this Proposal shall be binding only if evidenced in writing signed by each party or an authorized representative of each party. Governing Law. It is agreed that this Proposal shall be governed by, construed and enforced in accordance with the laws of the state in which the Project is located. 20/40CP(999KSC) • Rev. 12/12 Copyright © DH Pace Company, Inc. 2012 • All Rights Reserved Page 4 of 4 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6893 File ID: Type: Status: 2023-6893 Agenda Item Consent Agenda 1Version: Reference: In Control: Engineering 05/11/2023File Created: Final Action: Ground Storage Rehab Design ContractFile Name: Title: Consider approval of a contract for professional engineering services with Dunham Engineering, LLC.; to provide design services for rehabilitation of two (2) water system ground storage tanks, in the amount of $160,000.00; as provided for in the Retained Earnings of the Water Sewer Fund; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Exhibit.pdf, Services Proposal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6893 Title Consider approval of a contract for professional engineering services with Dunham Engineering, LLC.; to provide design services for rehabilitation of two (2) water system ground storage tanks, in the amount of $160,000.00; as provided for in the Retained Earnings of the Water Sewer Fund; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this Agenda Item is $160,000.00 as included as Assigned for CIP Projects in the Retained Earnings of the Water Sewer Fund. Staff Recommendation: Page 1City of Coppell, Texas Printed on 5/19/2023 Master Continued (2023-6893) The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 5/19/2023 1 MEMORANDUM To: Mayor and City Council From: Kumar Gali, P.E., Assistant Director of Public Works - Operations Mike Garza, P.E., Director of Public Works Date: May 23, 2023 Reference: Consider approval to enter a professional engineering services contract with Dunham Engineering, LLC. to provide design services for rehabilitation of two (2) water system ground storage tanks, in the amount of $160,000.00, as provided for in the Retained Earnings of the Water Sewer Fund; and authorizing the City Manager to sign all necessary documents. 2040: Sustainable Government Introduction: The purpose of this agenda item is to seek approval from Council for professional engineering services contract with Dunham Engineering, LLC (Dunham). to provide design services for rehabilitation of two (2) water system Ground Storage Tank’s (GST’s), in the amount of $160,000.00, as provided for in the 2021 Bond. Background: The two GSTs are located at Village Parkway Pump Station (VPPS) and stores 4.0 million gallons and 6.0 million gallons of water that the city receives from Dallas Water Utilities. The 4.0 million gallon’s GST was constructed in 1988 as part of VPPS construction project, and the 6.0 million gallon’s GST was constructed in 1998 as part of the VPPS expansion construction project. In November of 2022 the City contracted with Dunham to inspect and evaluate the condition of both the GST’s. Dunham evaluated the inspection data and developed rehabilitation recommendations for both the GST’s. These recommendations included, rehabbing the interior and exterior coatings, and repairing various small structural and concrete sections. 2 The contract with Dunham is to provide design services for rehabilitation of both the GST’s. The design services include developing preliminary and final design plans, assisting with bidding and contractor selection process and with construction engineering and monitoring services. Benefit to the Community: Well-maintained City infrastructure is essential to resident’s wellbeing and for public works team to provide daily operations services. This contract is part of ongoing effort to maintain and rehabilitate City’s critical water system infrastructure. Legal Review: The City Attorney has reviewed and approved the standard professional services contract. Fiscal Impact: The fiscal impact of this Agenda Item is $160,000.00, as shown as Assigned for CIP Projects in the Retained Earnings of the Water Sewer Fund. Recommendation: The Public Works Department recommends approval of this contract. Village Parkway Pump Station Ground Storage Tanks City of Coppell Created in CIVIL3D 1 INCH = 1 MILE 0 S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2023.dwg\VP GROUND TANKS Created on: 12 May 2023 by Scott Latta 1/2 1/2 1 1 INCH = FT. 0 200 200 100 Village Parkway Pump Station Ground Storage Tanks City of Coppell Created in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2023.dwg\VP GROUND TANKS Created on: 12 May 2023 by Scott Latta 2/2 E SANDY LAKE RDMacARTHUR BLVDVILLAGE PKWY Dunham Engineering, LLC an HMT Company 6102 Imperial Loop College Station, TX 77845 Phone: (979) 690-6555 TX Firm #: F-22537 Page 1 of 4 May 11, 2023 City of Coppell 816 S Coppell Road Coppell, Texas 75019 Via email to: gdavis@coppelltx.gov Attn: Jerry Davis, Water Operations Supervisor Re: Engineering and Construction Engineering & Monitoring Proposal for the 4 Million Gallon and 6 Million Gallon Village Parkway Pump Station Ground Storage Tanks Repair and Repainting Project Per your request, please find enclosed Dunham Engineering’s Scope and Fee proposal for the above referenced project. We look forward to continuing to work with you and the City of Coppell on this project. If you should have any questions or require additional information, please do not hesitate to call. We are ready to begin work at your convenience. Thank you for your consideration, Joe Seiter, P.E., Engineering Manager Disclaimer: Dunham Engineering provides no implied warranties, of merchantability, fitness for service, purpose or otherwise. In no event shall Dunham Engineering be liable for any indirect, incidental, consequential, special, punitive or exemplary damages, loss of use, loss of profits, loss of production or economic loss regardless of the nature of the claim. Dunham Engineering’s maximum liability hereunder, whether in contract, tort, or otherwise, shall not be greater than the amount of the Compensation herein. Dunham Engineering, LLC an HMT Company 6102 Imperial Loop College Station, TX 77845 Phone: (979) 690-6555 TX Firm #: F-22537 Page 2 of 4 Scope of Services Village Parkway Ground Storage Tanks Repair & Repainting Project PHASE I – DESIGN, ADVERTISEMENT & AWARD ENGINEER will meet with the CITY to discuss the findings of the ground storage tanks evaluations and discuss best value options to rehabilitate the tank. Preliminary estimate of probable construction cost is $1.7 million for the 4 million gallon tank and $2.3 million for the 6 million gallon tank to complete rehabilitate the tanks, including repairing the interior and exterior coatings and making miscellaneous structural and concrete repairs. The ENGINEER agrees to prepare the design, produce engineering plans and specifications, prepare the contract documents, advertise for bids to selected contractors and recommend award of a lump sum construction contract to complete the PROJECT for the CITY. Design services shall include: • Selection of appropriate protective coating systems and surface preparation standards. • Design of all required structural and concrete details. • Design of any upgrades/improvements needed to meet current TCEQ and OSHA Regulations, including hatches and vents. • Design of appropriate containment system to ensure public nuisance is prevented and adjacent power lines are properly insulated, de-energized, and/or avoided. • Coordinate closely with the CITY to ensure communications equipment is removed, relocated or protected during the PROJECT. Dunham Engineering, LLC an HMT Company 6102 Imperial Loop College Station, TX 77845 Phone: (979) 690-6555 TX Firm #: F-22537 Page 3 of 4 The ENGINEER agrees to provide a draft set of contract documents to the CITY for review and approval no later than 15 days after receiving NTP for PHASE I. The ENGINEER agrees to finalize the documents and advertise the PROJECT to selected contractors for bids within 15 days after receipt of CITY’s comments and approval. It is anticipated that design will commence in 2023 and construction will commence in 2023. The CITY agrees to advertise in the newspaper of record as required by State procurement requirements. The ENGINEER agrees to attend a pre-bid meeting and pre-bid site visit, answer questions from bidders, respond to RFIs and prepare addenda as needed. The ENGINEER agrees to assist the CITY in opening and reviewing bids and recommending a contractor for award. PHASE II- CONSTRUCTION ENGINEERING & MONITORING (CEM) The ENGINEER agrees to periodically inspect the contractor during the construction period to ensure contract compliance. Inspections will be performed at specified hold-points to provide excellent quality assurance at a reasonable price. Typical hold-points for this type of project are identified below: • All welding, concrete and structural repairs completed prior to painting. • Reinforcement and forms properly installed prior to placing concrete • Electronic/communications equipment removed or protected • Containment erection completed. • Surface contaminants removed (if required). • Blast profile obtained and degree of blast completed • Prime coat completed. • Stripe coat completed. • Intermediate coat completed. • Finish coat completed. • Confirmation of demobilization and site cleanup prior to final payment. The ENGINEER agrees to process Contractor progress payments and recommend payment by the CITY. Dunham Engineering, LLC an HMT Company 6102 Imperial Loop College Station, TX 77845 Phone: (979) 690-6555 TX Firm #: F-22537 Page 4 of 4 The ENGINEER agrees to prepare and process Contract Change Orders as required during the course of the construction contract and respond to RFIs. The ENGINEER agrees to attend periodic construction progress meetings to update the CITY as to quality, budget and schedule performance. The ENGINEER agrees to conduct a final inspection of the PROJECT and to recommend final payment for the CONTRACTOR when the PROJECT is completed. The ENGINEER agrees to schedule and conduct a one-year warranty inspection of the PROJECT prior to the end of the warranty period and to coordinate completion of any required warranty repairs. Compensation Fees include all costs associated with travel, labor, insurance, tools and equipment. ➢ Phase I – Design, Advertisement & Award • Lump sum fee of $80,000 o 25% due when Draft Documents provided to the City o 25% due when Final Documents provided to the City o 25% after completion of Pre-Bid Meeting and any required responses. o 25% due when Contractor recommended for award ➢ Phase II – Construction Engineering & Monitoring (CEM) • Lump sum fee of $80,000 o 25% when Contractor mobilizes o 25% when Contractor is 50% complete o 25% when Contractor is 75% complete o 25% when Contractor is substantially complete Total Engineering & Inspection Fees: $160,000 Engineering & Inspection fees as a percent of estimated construction cost: 4.0% Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-6901 File ID: Type: Status: 2023-6901 Agenda Item Council Committee Reports 1Version: Reference: In Control: City Council 05/16/2023File Created: Final Action: ReportsFile Name: Title: A.Report on Dallas Regional Mobility Coalition - Councilmember Don Carroll B.Report on Woven Health Clinic - Councilmember Mark Hill C.Report on Metrocrest Services - Mayor Pro Tem Biju Mathew Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: Related Files: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-6901 Title A.Report on Dallas Regional Mobility Coalition - Councilmember Don Carroll B.Report on Woven Health Clinic - Councilmember Mark Hill C.Report on Metrocrest Services - Mayor Pro Tem Biju Mathew Summary Page 1City of Coppell, Texas Printed on 5/19/2023