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CP 2023-09-26City Council City of Coppell, Texas Meeting Agenda 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, September 26, 2023 WES MAYS JOHN JUN Mayor Mayor Pro Tem JIM WALKER KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH BIJU MATHEW Place 2 Place 6 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. A. Discussion regarding agenda items. Page 1 City of Coppell, Texas Printed on 9/22/2023 September 26, 2023City Council Meeting Agenda B.Discussion regarding the former Fire Administration building, Service Center, Justice Center, and Fire Station No. 5. C. Follow up discussion from 5th Tuesday Work Session regarding the Coppell Arts Center. Facilities Update Memo.pdf Coppell Arts Center Memo.pdf DeVos Coppell Arts Center Strategy Presentation.pdf Attachments: Regular Session 4.Invocation 7:30 p.m. 5. Pledge of Allegiance Proclamations 6.Presentation of a Proclamation naming "National Night Out" on Tuesday, October 3, 2023; providing for City Council support and endorsement of National Night Out festivities. Proclamation.pdfAttachments: Presentations 7.Presentation by Oncor regarding power delivery in the City of Coppell. 8.Citizens’ Appearance 9. Consent Agenda A.Consider approval of the Minutes: September 12, 2023. CM 2023-09-12.pdfAttachments: B.Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2023, through September 30, 2024; in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign. Memo.pdf Interlocal Agreement.pdf Exhibit A - Fee Schedule.pdf Exhibit B - Annual Summary of Services.pdf Exhibit C - Contract Cost by Category.pdf Exhibit D - Total Contract Cost.pdf Attachments: C.Consider approval of the renewal of an Interlocal Agreement with Dallas Page 2 City of Coppell, Texas Printed on 9/22/2023 September 26, 2023City Council Meeting Agenda County Health and Human Services for mosquito spraying; in an amount not to exceed $60,000.00; as budgeted; and authorizing the Mayor to sign. Memo.pdf Interlocal Agreement.pdf Attachments: D.Consider approval of renewal of a Regulatory Services Agreement with Trinity River Authority, for services related to monitoring Industrial uses of the City Sanitary Sewer System, in the amount of $9,500.00; as budgeted; and authorizing the Mayor to sign. Memo.pdf Agreement.pdf Attachments: E.Consider approval of an Amendment to the Master Agreement with Gallagher Construction Services; for the construction management of Fire Station 5; in the amount of $306,000.00, funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022; and authorizing the City Manager to sign any necessary documents. Memo.pdf Amendment.pdf Fee Structure.pdf Attachments: F.Consider approval of awarding Bid #Q-0823-01 Wayfinding Signs to National Sign Plazas; for the purchase and installation of wayfinding signs; in the amount of $91,246.00; as provided for in the General Fund, Assigned Fund Balance; and authorizing the City Manager to sign any necessary documents. Memo.pdf Bid.pdf Attachments: G.Consider approval of awarding contract to TIPS vendor, C & J Designs; for the repair of the east parking lot at The CORE; in the amount of $207,243.32; as provided for in Infrastructure Maintenance Fund (IMF); and authorizing the City Manager to sign any necessary documents. Memo.pdf Quote.pdf Attachments: H.Consider approval and adoption of the FY 2023-24 City Council Goals and Staff Work Plan. Memo.pdf FY24WorkPlan.pdf Attachments: I.Consider approval of renewal for fully insured organ transplant coverage with Tokio Marine HCC in the amount of $73,732.00; as budgeted in FY 2023-2024, and authorizing the City Manager to sign any necessary documents. Page 3 City of Coppell, Texas Printed on 9/22/2023 September 26, 2023City Council Meeting Agenda Memo.pdf Renewal.pdf Attachments: J.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 $263,838.00 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Memo.pdf Renewal.pdf Attachments: K.Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $197,932.20 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Memo.pdf Renewal.pdf Attachments: L.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 any necessary documents. Memo.pdf Addendum.pdf Attachments: M.Consider approval of a contract for Medical Stop Loss Insurance to Liberty Mutual Insurance Company through SA Benefit Services, in the amount of $428,173.20, as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Memo.pdf Renewal.pdf Attachments: N.Consider approval to contract with Red River via DIR contract # DIR TSO-4167, for the purchase of switch gear, in the amount of $58,122.20 as budgeted; and authorizing the City Manager to sign any necessary documents. Memo.pdf Quote.pdf Attachments: O.Consider approval of an Interlocal Agreement between the Denton County District Attorney’s Office and the City of Coppell Police Department, governing asset forfeiture distribution; and authorizing the Mayor to sign. Memo.pdf Interlocal Agreement.pdf Attachments: Page 4 City of Coppell, Texas Printed on 9/22/2023 September 26, 2023City Council Meeting Agenda End of Consent Agenda 10.City Manager Reports, Project Updates, Future Agendas, and Direction from Work Session 11.Mayor and Council Reports on Recent and Upcoming Events. 12.Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 13. Necessary Action from Executive Session 14. 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 22nd day of September, 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 5 City of Coppell, Texas Printed on 9/22/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7124 File ID: Type: Status: 2023-7124 Agenda Item Work Session 1Version: Reference: In Control: City Council 09/18/2023File Created: Final Action: WKS 9/26/23File Name: Title: A.Discussion regarding agenda items. B. Discussion regarding the former Fire Administration building, Service Center, Justice Center, and Fire Station No. 5. C. Follow up discussion from 5th Tuesday Work Session regarding the Coppell Arts Center. Notes: Sponsors: Enactment Date: Facilities Update Memo.pdf, Coppell Arts Center Memo.pdf, DeVos Coppell Arts Center Strategy Presentation.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7124 Title A. Discussion regarding agenda items. B. Discussion regarding the former Fire Administration building, Service Center, Justice Center, and Fire Station No. 5. C. Follow up discussion from 5th Tuesday Work Session regarding the Coppell Arts Center. Summary Page 1City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Jamie Brierton, Capital Programs Administrator Mike Garza P.E., Director of Public Works Date: September 26, 2023 Reference: Facility Project Updates 2040: Foundation Pillar: Sustainable City Government Introduction: Staff will present status updates to several facility projects for discussion, including the Service Center, Fire Station 5, former Fire Administration Building (Hangar), and Justice Center. 1 MEMORANDUM To: Mayor and City Council From: Mike Land, City Manager Date: September 26, 2023 Reference: Sustainable Government Introduction: This agenda item is the follow-up item to allow the City Council to continue the discussion regarding the DeVos Institute for Arts Management study on long-term sustainability of the Coppell Arts Center and its relationship to community arts groups. The key philosophical discussion point where City Council direction and guidance are necessary is what equitable arrangement can be achieved between the City, the Coppell Arts Foundation, Coppell Arts Council, and the Resident Companies that will provide long-term, operational sustainability without unsustainably impacting its users, primarily the resident companies. The Devos report outlined a proposal for a 5-year plan to take steps to address the answer to this question. The underlying philosophical decision points to this discussion are: 1. Does the Council’s vision for the Arts Center still align with the idea that the facility will continue to be an accessible, yet world-class facility? 2. Does the Council support an operating model that prioritizes revenue-generating events (rentals and presenting shows) on the Arts Center calendar? 3. Does the Council support the proposed changes to the Resident Company Management Agreements when they expire in 2024? The proposed changes are summarized on Slides 23 and 24 in Brett Egan’s presentation, which is attached. 4. Does the City Council view the Arts Center differently than other community amenity facilities related to revenue generation and cost recovery? Background: This past February the City Council, in partnership with the Coppell Arts Center Foundation, initiated a study by the DeVos Institute of Arts Management for the Coppell Arts Center. The scope of this study was designed to support the City, the Foundation, the Arts Center, the Arts Council, and its Resident Companies and make recommendations on key questions regarding the long-term sustainability of the Arts Center and its relationship with vested parties. Four key areas of the study included: 1) A review of current scheduling and fee conditions at the Coppell Arts Center; and 2 2) Facilitation of a discussion on the above with the Center, Resident Companies, and the City Council; and 3) A plan to strengthen the fundraising activities of the Foundation, including its relationship with other funding entities in the City, both public and private; and 4) Support for the Center’s Resident Companies with a focus on the development of key strategies to assist in their own revenue development. Brett Egan with DeVos presented their findings and recommendations on August 29, 2023. Analysis: DeVos’s study indicates that the Arts Center is starting from a very strong foundation in almost every way that it could. It is an excellent example of what a successful public-private partnership can create and achieve when all parties are aligned towards the same goal. Sustainably moving forward with this same level of alignment is key to its future success. It is top-in-class in terms of targeting and reaching the percentage of our community that is inclined to support the arts (20% reach), surpassing The Met (10.3%), which DeVos considers the best attended cultural institution in the world. The Arts Center benefitted from great management, which was cited on a number of occasions to describe the efforts of the Arts Center leadership and staff in managing and adjusting operations to maximize revenues and appropriately budget and manage expenditures. The continued development, maturation, and sustainability of the Arts Center, the Arts Foundation, and the Resident Companies will be informed by the direction received from the Council. Legal Review: N/A Fiscal Impact: There is no fiscal impact directly associated with this item. Recommendation: Staff is seeking City Council direction and guidance regarding the long-term sustainability of the Arts Center. COPPELL ARTS CENTER AUGUST 2023 FINDINGS AND RECOMMENDATIONS 2 Status as of August 2023 The achievement of building, launching, and programming the Coppell Arts Center is an impressive example of a strong public- private partnership, decades in the making. Today’s vibrant center testifies to the shared vision, generosity, and perseverance of the City of Coppell, Coppell Arts Center management, Resident Company leadership, The Coppell Arts Center Foundation, the Coppell Arts Council, and the citizens of Coppell. The investment recognizes that the arts build stronger communities, provide essential stimuli for education and enrichment, and help foster economic vibrancy and sense of place. 3 Status as of August 2023 In addition to the City, the primary contributors to the development, well-being, and vibrancy of the Center are the following: -Coppell Arts Center Management -Arts Council -Coppell Arts Center Foundation -Theatre Coppell -Coppell Community Orchestra -Ballet Ensemble of Texas -Coppell Community Chorale -Coppell Creatives Together these parties have conceived, advocated for, sought funding for, and provided programming within the Arts Center for the benefit of the students, artists, and citizens of Coppell and the City’s guests, friends, neighbors and visitors. 4 Status as of August 2023 Today we meet to discuss the path ahead in a spirit of continued partnership, collaboration, and belief in the power of the arts to build and sustain strong communities. 5 Status of the Center Since its opening, the Center has provided a home and world-class meeting, convening, and presenting facilities for a number of entities. Primary amongst its uses have been: 1.The Center has programmed its own “Presents” series, in which the Center contracts with touring artists to come to Coppell and perform for a fee. Typically, the Center retains all ticket, concessions, and other revenue from these performances. 2.The Resident Companies have utilized the Center for rehearsals, performances, exhibitions, and special events. 3.The Foundation has utilized the Center for meetings, fundraising events, and other community-building efforts. 4.The City has utilized the Center for meetings and other public events. 5.The Center has rented rooms and theaters in the building to external parties. 6 Status of the Center At the same time, the Center has sought to find its footing, financially. According to the Revised 2023 CAC Budget (July 2023), the financial conditions at the Center are the following: In FY23, it is estimated that activities of the CAC will cost approximately $2M more than it will earn or raise (based on budget; actuals may be different, and likely be less). This gap will be filled by City appropriation. In other words, the CAC will cost the City approximately $2M in FY23. From what activities does the operating deficit result? The majority of unfunded costs incurred by the Center in FY23 – approximately $1.7M – is to support the general operating costs of the Center, including use by Resident Companies and other entities. The remainder of unfunded costs – approximately $350K – is incurred by the Center to support direct costs from the “Presents” series. 7 Moving Forward Moving forward, two key questions arise: 1.Now that the building is open, and in alignment with all parties’ commitment to good faith discussion, what fair arrangement can be achieved between the Center, the City, the Foundation, the Council, and Resident Companies that will help sustain both the Center’s operations and facilities in perpetuity but that will not unnecessarily or unsustainably impact any of its users, and notably the Resident Companies? 2.What are the most suitable roles of the Coppell Arts Center Foundation and the Arts Council in this effort? Through resolution of these questions, we aspire to determine a sustainable logic for the role all parties can play to ensure that the Arts Center remains the first-class venue it was conceived to be, and is expected to remain, by all involved. 8 Moving Forward: An accessible, world-class facility This study has aimed, foremost, to consider what will be required to operate and maintain a world-class facility. The current management agreement and the proposed new management agreement both encumber the City to maintain a “first-class” standard. This is not inexpensive! This study recognizes the political and social will to support the Center and ensure it is an accessible, vibrant, and sustainable enterprise. It also recognizes that the Council wishes to achieve as sustainable a balance as reasonable. 9 Goal: A +/- $1 Million Improvement in Performance over 5 Years Thus, we ask, what will it take to maintain a world class standard, and work to gradually cover, over a five-year period, approximately half of the 2023 projected operating deficit, or $1 Million per year? 10 Goal: A +/- $1 Million Improvement in Performance over 5 Years The primary means for CAC to create sustaining revenue in the future are four-fold: 1.Fundraising 2.Rental and Usage Fees 3.Sales of Tickets and Calibrations to Presents Series 4.Other Incomes (“Booth Fees”, Facility Fees, Concessions, Ad Sales, Sponsorships, Grants) 11 An estimated breakdown of $1 Million in improved performance, gradually built over a five-year period, may resemble: Fundraising 30% Rentals and Usage Fees 50% Presents 10% Other 10% 12 Fundraising An achievable five-year goal for the Foundation would be to raise $300,000 annually. As a frame of reference: In 2022, the CAC sold tickets to 2692 “unique” or individual buyers. (Some “unique” buyers purchased two or more tickets). An average gift of $125 per 2022 ticket-buyer would be enough to achieve this goal. In its first year of active fundraising on behalf of the Center (2022), the Foundation raised approximately $80,000. Suggested subsequent-year goals are: -2024: $100,000 -2025: $150,000 -2026: $200,000 -2027: $250,000 -2028: $300,000 A separate strategy for Foundation fundraising has been developed as part of this scope. 13 Rentals and Usage Fees The current management agreement between the Coppell Arts Center and Resident Companies reflects the City’s founding commitment to provide world-class space for performance and exhibition, and Resident Company commitment to provide high- quality entertainment, enrichment, and education for Coppell area audiences. Two key areas – Scheduling and Usage Fees – in the current management agreement suggest review as we consider a holistic path to increased sustainability: 1.Scheduling: Resident Company usage currently is prioritized over “revenue-producing” events – for both performances/exhibitions and rehearsals. This is loyal to the founding spirit of the Center as a home for Resident Companies but has limited the Center’s efforts to book revenue-producing activities such as “presents” performances and third-party rentals. 2.Usage Fees: Resident Companies are, at present, exempt from usage fees, except in the case they exceed a comparatively generous “basic services” package. Resident Companies are also, at present, largely exempt from fees to use Adjacent Spaces. For these reasons, the current management agreement places considerable responsibility on the City and the Center to sustain operations and maintenance of the Center with limited availability to earned revenue. 14 Rentals and Usage Fees Depending on the year, the combined annual expenses of the five resident companies is approximately $250,000-300,000. In this context, while reasonable usage fees are likely needed as part of a long-term compromise to ensure sustainability, the path forward is not likely to rely in significant measure on usage fees paid by resident companies. Because Resident Companies are not charged for usage of CAC space – either for rehearsal or performance – and only charged for “above business as usual” usage of CAC labor, equipment or other services, in FY23, it is estimated that the combined payments of Resident Companies to the Center will total approximately $7,800. A significant change to usage fees – such as increasing them to market rates charged to external parties – would represent a meaningful shift in the relationship between the CAC and the Resident Companies. At the same time, it is critical that CAC is able to drive additional revenues. Before we look at any additional fees to Resident Companies, let’s take a look at alternatives. 15 Rentals and Usage Fees The primary source of meaningful additional revenue in coming years can be from market-appropriate rental and usage fees charged to outside parties. If successful, these revenues will significantly improve conditions, for both CAC and Resident Company benefit. However, this will require ensuring that sufficient additional rental “inventory” is available for this purpose. At present, the building is activated – through CAC, Resident Company, and third-party usage – 344 of 350 “usable” days per year. The two primary venues – the Wilson Theater and the Main Hall – are the most “rentable” venues and form the focus of this discussion. In FY23: The Wilson Theater will be used for 219 days per year by Theatre Coppell. The Main Hall will be used for 107 days per year by Resident Companies (Ballet, Orchestra, Chorale) CAC Presents will use the halls for 43 days per year The facilities will be rented by CAC to third parties for 89 days per year The City of Coppell uses the CAC for 36 occasions per year (including the Chamber) The Coppell Arts Foundation uses the CAC on 6 occasions per year 16 Rentals and Usage Fees: External Rentals For example, renting 100 additional days of inventory in each the Wilson and Main Theaters each year would yield approximately $600,000 (when averaged between performance and rehearsal uses). While an additional $600,000 is neither needed nor likely feasible, a version of this path can form revenue focus #1 but is only possible if additional “inventory” is available for this purpose – specifically in the Wilson Theater and Main Hall. Rental Fees Performance Rehearsal Wilson Theater 3000 1500 Main 5000 2500 If Rented Externally for: 50 Days Wilson Theater 150000 75000 Main 250000 125000 100 Days Wilson Theater 300000 150000 Main 500000 250000 150 Days Wilson Theater 450000 225000 Main 750000 375000 17 Rentals and Usage Fees: Resident Companies Secondly, we can look at a sensibly and sustainably modified arrangement between Resident Companies and the Center. In 2022-23, the combined Resident Company usage of the Main Hall, Wilson Theater, and Reception Area(s) had a value of $832,500. On a moving forward basis, if CAC charged Resident Companies just 5% of this value (or, in other words, subsidized usage by 95%), assuming the same level of usage, Resident Companies would pay approximately $41,750 in the aggregate each year (based on 2023 dollars). If this policy were adopted, this nominal usage fee would be billed on a per-usage basis. This would represent an average per-day usage fee of $150 (or $18.75 per hour on an 8-hour day). (This is an average of Wilson and Main Hall rates.) To decrease need for Resident Company usage of the Theater and Main Hall, the Council is considering making available a comparable space for rehearsals: the Hangar. 18 Sales of Tickets and Calibrations to Presents Series Over time, the Presents Series administered by the CAC can also achieve additional cost effectiveness and revenue enhancement. The following tactics can be pursued: Revenues –Increase total ticket sales; –Increase average ticket price; and/or –Charge an additional or increased facilities usage fee on each ticket sold. In year one of operations, CAC and Resident Companies sold approximately 15,000 tickets. An additional facilities replenishment fee of $2.50 per ticket would, in this case, yield approximately $40,000 in revenue. Expense Reductions –CAC is “finding its footing” but early indications illustrate an ability to perform better than budget on the expense side. Between these efforts, an additional $100,000 can be sought. 19 Other, Ancillary Income Other means of new, ancillary revenues can include: Sponsorship Sales Grants Advertisement Sales: on-site, program book Modify the “basic services” package, charging additional for above-standard usage of equipment and/or labor. 20 In summary, then, CAC can look to create a +/- $1M improvement in performance (increased revenues or decreased expenses) through the following measures: Approx. $300,000 in new fundraising Approx. $470,000 in increased rental and usage fees Approx. $30,000 in usage fees paid by Resident Companies Approx. $100,000 in increased revenues and/or decrease costs from Presents Approx. $100,000 in new revenues from Ancillary ef forts Fundraising 30% Rentals and Usage Fees 50% Presents 10% Other 10% 21 The execution of this strategy will require the following: 1.Access to comparable rehearsal facilities for Resident Companies currently “in residence” at the CAC for a majority of the year – encouraging off-site rehearsals to free more inventory for rental sales 2.A revised scheduling protocol that enables the CAC to offer dates to prospective renters in advance of Resident Company booking of season dates, while maintaining a best-faith effort to supply Resident Companies with preferred dates 3.A focused fundraising effort by the Foundation, with ability to provide access to the performances and special events of the Resident Companies, the Presents series, and other CAC functions. It is likely this fundraising effort will ultimately require staff support. 4.Coordination of messaging between Arts Council and Foundation regarding fundraising. The Foundation is ready to assume the role of the primary fundraising arm for the Center, while respecting and supporting the Arts Council’s fundraising for public art (e.g. Sip and Stroll), and its advocacy for the Coppell Arts Sector. 5.Enhanced direct fundraising or other means of revenue production (or cost decreases) by the Resident Companies to offset the 5% rental usage fee. 22 It is likely this strategy will require time to implement. For instance, a five-year trajectory might resemble: *Estimate for aggregate usage by all Resident Companies. 2024 2025 2026 2027 2028 Fundraising 100,000 150,000 200,000 250,000 300,000 Rentals / Usage Fees 100,000 200,000 300,000 400,000 470,000 Resident Company*30,000 30,000 30,000 30,000 30,000 Presents Revenue / Savings 25,000 50,000 75,000 100,000 100,000 Other Incomes 25,000 50,000 75,000 100,000 100,000 280,000 480,000 680,000 880,000 1,000,000 23 To support this transition, proposed Key Changes to Management Agreement include: A nominal charge for the usage of space billed to Resident Companies. This nominal fee will represent a 95% subsidy against market rates charged to third party renters. Block Booking is billed at a Daily Rate; requests for Dedicated and Flexible Use outside of Block booking are billed at Hourly rates. Scheduling Process: There will be an Annual Request Period each year for the Resident Companies to submit their dates for up to 6 Block Booking Periods and other Dedicated and Flexible Use Requests as defined in the User Agreement. The Center will review and confirm Resident Company requests in keeping with past organizational practices and booking patterns. However, it is understood that conflicts between Resident Company booking requests and the Center’s revenue- generating bookings (either third-party rentals or “Presents” series), will require good-faith consideration by both parties, and that in the event of an irreconcilable conflict, preference may be provided to revenue-generating rentals and bookings. On March 1st of each year the Resident Companies’ reservations will be confirmed,and after that, only a Flexible Date request can be revoked for a revenue-generating request. 24 Proposed Key Changes to Management Agreement to support this process include: Contracts will have one auto-renewal term for three years. After that, the City may opt to renew again or ask the Resident Company to reapply to be a Resident Company of the Center. Users of the building will be asked to cover the cost of any damages to the building or its property resulting from usage. No subletting will be permitted. Cancellation fees and change fees will be assessed. Deadlines will ensure that the Center receives marketing and event execution details from Resident Companies in time to be of service. Resident companies are permitted to sell their own concessions and keep 100% of the proceeds or hire the Center's concessionaire for a reduced rate. There have been minor changes to the Basic Services package allotted to each rental. 25 Summary of Recommendations 1.Recognize and value the work that has been contributed by a broad set of stakeholders in pursuit of a common goal, and the success that work has achieved. Proceed in a similar good faith basis. 2.Pursue a four-par t strategy to achieve approximately $1 Million in performance improvement in the next five years. 3.Adopt a phased approach, pursuing this goal incrementally over the period. 4.Make modifications to the user agreement that at once honor the founding commitment to Resident Companies and provide a path to long-term sustainability. Foremost: a.) Scheduling and b.) 5% of Market Rate Usage Fees 5.Recognize and value the complementary roles of the Foundation (Fundraising for the Center) and the Council (Sip and Stroll; Public Art; Advocacy). 6.Plan a one-year review of implementation (2025) to maintain a pattern of good faith dialogue and collaboration to achieve mutually-desired ends of a sustainable path forward. END Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7127 File ID: Type: Status: 2023-7127 Agenda Item Proclamations 1Version: Reference: In Control: City Council 09/18/2023File Created: Final Action: NNO proclamationFile Name: Title: Presentation of a Proclamation naming "National Night Out" on Tuesday, October 3, 2023; providing for City Council support and endorsement of National Night Out festivities. Notes: Sponsors: Enactment Date: Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7127 Title Presentation of a Proclamation naming "National Night Out" on Tuesday, October 3, 2023; providing for City Council support and endorsement of National Night Out festivities. Summary Fiscal Impact: None Page 1City of Coppell, Texas Printed on 9/22/2023 PROCLAMATION WHEREAS, The National Association of Town Watch is sponsoring the 40th Annual edition of an important nationwide crime and drug prevention event on October 3, 2023, 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 32nd 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 3, 2023, as “NATIONAL NIGHT OUT” in the City of Coppell, Texas. IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 26th day of September 2023. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7125 File ID: Type: Status: 2023-7125 Agenda Item Presentations 1Version: Reference: In Control: City Council 09/18/2023File Created: Final Action: Oncor presentationFile Name: Title: Presentation by Oncor regarding power delivery in the City of Coppell. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7125 Title Presentation by Oncor regarding power delivery in the City of Coppell. Summary Page 1City of Coppell, Texas Printed on 9/22/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7123 File ID: Type: Status: 2023-7123 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/18/2023File Created: Final Action: Minutes 9/12/23File Name: Title: Consider approval of the Minutes: September 12, 2023. Notes: Sponsors: Enactment Date: CM 2023-09-12.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7123 Title Consider approval of the Minutes: September 12, 2023. Summary Page 1City of Coppell, Texas Printed on 9/22/2023 255 E. Parkway Boulevard Coppell, Texas 75019-9478 City of Coppell, Texas Minutes City Council 6:00 PM Council ChambersTuesday, September 12, 2023 WES MAYS JOHN JUN Mayor Mayor Pro Tem JIM WALKER KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH BIJU MATHEW Place 2 Place 6 DON CARROLL MARK HILL Place 3 Place 7 MIKE LAND City Manager Wes Mays;Jim Walker;Don Carroll;Kevin Nevels;John Jun;Biju Mathew and Mark Hill Present 7 - Brianna Hinojosa-SmithAbsent1 - Also present were Deputy City Managers Traci Leach and Kent Collins, City Attorney Bob Hager, and City Secretary Ashley Owens. The City Council of the City of Coppell met in Regular Session on Tuesday, September 12, 2023, at 6:00 p.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 into the Executive Session at 6:00 p.m. Executive Session (Closed to the Public) 1st Floor Conference Room2. Section 551.072, Texas Government Code - Deliberation regarding the purchase, exchange, lease, or value of Real Property. Discussion regarding property located north of Southwestern Boulevard and west of Freeport Parkway. Discussed under Executive Session Page 1City of Coppell, Texas September 12, 2023City Council Minutes 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. 3. Mayor Wes Mays adjourned the Executive Session at 6:48 p.m. and convened into the Work Session at 6:50 p.m. A.Discussion regarding agenda items. B. Presentation of FY24 Work Plan. Presented in Work Session Regular Session Mayor Wes Mays adjourned the Work Session at 7:16 p.m. and convened into the Regular Session at 7:30 p.m. Invocation 7:30 p.m.4. Youth Minister Bunker Harris, with the Church of Latter-Day Saints, gave the Invocation. Pledge of Allegiance5. Mayor Wes Mays led the audience in the Pledge of Allegiance. Proclamations 6.Presentation of a Proclamation celebrating the month of September as “Senior Center Month.” Mayor Wes Mays read the Proclamation into the record and presented the same to Calie Willis and members of the Coppell Senior Center. Citizens’ Appearance7. Mayor Wes Mays asked for those who signed up to speak: 1) Thomas Burrows, 138 Wynnpage, spoke in regards to the Police Department. Consent Agenda8. A.Consider approval of the minutes: August 22, 2023, and August 29, 2023. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. B.Consider approval of awarding a bid to Entrust One Services for Custodial Services at the Coppell Arts Center, not to exceed budgeted Page 2City of Coppell, Texas September 12, 2023City Council Minutes annual expenses of $75,000, as budgeted; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. C.Consider approval of awarding a bid to Andy Frain Services for Security Services at the Coppell Arts Center, in an amount not to exceed $85,000.00, as budgeted; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. D.Consider approval of a professional services agreement with Dunaway, in the amount of $159,500.00, as provided for in the general fund, to prepare a comprehensive Community Experiences Department Master Plan; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. E.Consider approval of funding the replacement of the outdoor waterslide tower at The CORE, in the amount of $219,000.00. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. F.Consider approval of funding the design services for the Veterans Memorial project in the amount of $186,761. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. G.Consider approval of an Interlocal Agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for older persons, persons with disabilities, veterans, and the general public; as provided for by the CARES Act funding as dispensed through SPAN, Inc., authorizing the Mayor to sign and the City Manager to execute any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. H.Consider approval of an agreement between the City of Coppell and the Coppell Chamber of Commerce for the 2023-2024 Discover Coppell Page 3City of Coppell, Texas September 12, 2023City Council Minutes Marketing Campaign utilizing hotel occupancy tax proceeds as provided by the Hotel Occupancy Tax Special Revenue Fund; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. I.Consider approval of the Fourth 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. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. J.Consider approval to enter into a Developers Agreement between the City of Coppell and Victory Retail Coppell, LLC.; for the reimbursement of design, construction, and installation of infrastructure improvements with the S. Belt Line project; and authorizing the City Manager to sign necessary agreements. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. K.Consider approval of TIPS contract award to C&J’s Designs and Solutions of East Texas, LLC; for the construction of a sidewalk along Canyon Drive; in the amount of $166,705.00; as provided for in the Infrastructure Maintenance Fund’s Fund Balance; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. L.Consider approval of awarding Bid #Q-0723-01 to Reliable Paving, Inc.; for the re-construction of Woodhurst Drive; in the amount of $4,843,494.15; as provided for in the 2020 Bond issue; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. M.Consider approval to enter into a Small Government Enterprise Agreement (SGEA) with Environmental Systems Research Institute (ESRI); for Geographical Information Systems (GIS) Software Licensing and maintenance; in the amount of $100,200.00 over a three-year period; as budgeted in the General Fund; and authorizing the City Manager to sign any necessary documents. Page 4City of Coppell, Texas September 12, 2023City Council Minutes A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. N.Consider approval of a Resolution of the City Council of the City of Coppell, Texas, approving a negotiated settlement between the Atmos Cities Steering Committee (“ACSC”) and Atmos Energy Corp., Mid-Tex Division regarding the Company’s 2023 rate review mechanism filing; declaring existing rates to be unreasonable; adopting tariffs that reflect rate adjustments consistent with the settlement; approving an attachment establishing a benchmark for pensions and retiree medical benefits; finding the rates to be set by the tariffs to be just and reasonable and in the public interest; requiring the Company to reimburse ACSC’s reasonable ratemaking expenses; determining that this Resolution was passed in accordance with the requirements of the Texas Open Meetings Act; and authorizing the Mayor to sign. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Don Carroll, that Consent Agenda Items A through N be approved. The motion passed by an unanimous vote. Enactment No: RE 2023-0912.1 End of Consent Agenda 9.PUBLIC HEARING: Consider approval of a zoning change request from PD-264-RBN5 (Planned Development-264-Residential Urban Neighborhood 5) to PD-264R-RBN5 (Planned Development-264 Revised-Residential Urban Neighborhood 5) to allow the removal of five (5) Leyland Cypress Trees on 7.1 acres of property located on Common Area Lot 1X, Block D, Easthaven (Eastlake) at the request of Easthaven HOA, being represented by affected property owner, Kristina Lowe. Development Services Administrator Matt Steer gave a presentation to City Council. The applicant, Kristina Lowe 635 Canemount Lane, Coppell, Texas 75019, was present to answer any questions of City Council. Mayor Wes Mays opened the Public Hearing and asked for those who signed up to speak: 1) Chella Muthurathinam, 452 Rock Springs Road, spoke in favor of the zoning change request. A motion was made by Councilmember Don Carroll, seconded by Councilmember Kevin Nevels, to close the Public Hearing and approve the agenda item and tree removal without mitigation fees. 10.PUBLIC HEARING: Page 5City of Coppell, Texas September 12, 2023City Council Minutes Consider approval of a zoning change request from PD-308-C (Planned Development-308-Commercial) to PD-308R-C (Planned Development-308 Revised-Commercial), to allow a revised plan for a new fuel service station with five (5) fuel pumps located at 950 E. Sandy Lake Road. Development Services Administrator Matt Steer gave a presentation to City Council. The applicant, ClayMoore Engineering, 1903 Central Dr., Suite 406, Bedford, Texas 76021, and Coppell Wood Kroger, LLC, 1404 W Pioneer Dr., Irving, Texas 75061, was present to answer any questions of City Council. Mayor Wes Mays opened the Public Hearing and asked for those who signed up to speak: 1) Bobby Finken, 1032 Basilwood, spoke in favor of the proposed development. A motion was made by Councilmember Mark Hill, seconded by Councilmember Biju Mathew, to close the Public Hearing and approve the agenda item, with conditions #11 and 12 removed, and with remaining conditions as presented. An amended motion was made by Councilmember Jim Walker to amend condition #10 to include proper shielding on west wall packs over the pharmacy and to terminate their use any time the pharmacy is not in operation, and to lower the two pole lights on the northeast side of the store to 30ft compliant height and to ensure that there is proper shielding over the westside wall packs. The motion failed due to a lack of a second. Councilmember Biju Mathew withdrew his second for the main motion. Councilmember Mark Hill restated his motion, seconded by Councilmember Biju Mathew to close the Public Hearing and approve the agenda item, with conditions #11 and 12 removed, and amending condition #13 to entry and exit from Sandy Lake by the fuel trucks with circulation around the perimeter of the site, or the fuel truck operator may make a route variation to exit onto MacArthur from 8 PM to 6 AM, and with the following conditions: 1. That accept as amended herein, the property and PD 308-C shall be developed in accordance with Ordinance 91500-A-373 and Ordinance 91500-A-109 with the previous development regulations, which are hereby incorporated herein as set forth in full and hereby republished. 2. The hours of operation for the drive through pharmacy window shall not exceed: 9 a.m. to 9 p.m. - Monday through Friday, 9 a.m. to 7 p.m. -Saturday, and 10 a.m. to 6 p.m. on Sunday. 3. The exterior lights on the north and west perimeter of the property may be illuminated and maintained in accordance with the glare and lighting standards of the Zoning Ordinance. 4. In addition to the original regulations, as amended, no outside storage of materials or goods will be permitted under the fuel station canopy. 5. An additional 40 square-foot monument sign for fuel pricing shall be constructed and maintained as shown on the Site Plan and Signage Plans. 6. The entire site shall have 300 parking spaces, inclusive of Americans with Disabilities regulations as provided on the Site Plan. Page 6City of Coppell, Texas September 12, 2023City Council Minutes 7. The hours of operation of the fuel bays shall be 6 a.m. to 12 a.m. daily. 8. Exterior canopy lighting shall emit no greater than 50.5 fc as provided in Exhibit G; and, shall be dimmed to minimum average of 1 fc between the hours of 12 a.m. and 6 a.m. 9. The proposed trees as provided in the Landscape Plan shall be planted and kept in a healthy growing state to mitigate any aperture in screening, regardless of the current state of the tree configuration. 10. Address light screening towards the residential areas and landscaping deficiencies. The motion carried by the following vote (5-1): Aye: Mayor Pro Tem John Jun, Councilmember Don Carroll, Councilmember Kevin Nevels, Councilmember Biju Mathew, Councilmember Mark Hill Nay: Councilmember Jim Walker 11.PUBLIC HEARING: Consider approval of PD-210R2-SF-9, 416 Kaye Street (STR), a zoning change request from PD-210-SF-9 (Planned Development-210 - Single-Family-9) to PD-210R2-HC (Planned Development-210 Revision 2- Single-Family 9) to approve a Short-Term Rental (STR) on 0.22 acres of property located at 416 Kaye Street, at the request of Lorna Bell, the property owner. Senior Planner Mary Paron-Boswell gave a presentation to City Council. The applicant, Lorna Bell, 416 Kaye Street, was present to answer any questions of City Council. Mayor Wes Mays opened the Public Hearing and stated that no one signed up to speak. A motion was made by Councilmember Kevin Nevels, seconded by Mayor Pro Tem John Jun, to close the Public Hearing and approve the agenda item with the following conditions and to waive the Planned Development Fee of $525.00: 1. PD Conditions: a. To obtain an STR permit prior to their current one expiring. b. Notify staff of any change of property ownership. Mayor Pro Tem John Jun withdrew his second. A restated motion was made by Councilmember Kevin Nevels, seconded by Mayor Pro Tem John Jun, to close the Public Hearing and approve the agenda item with the following conditions: 1. PD Conditions: a. To obtain an STR permit prior to their current one expiring. b. Notify staff of any change of property ownership. The motion carried by the following vote (5-1): Page 7City of Coppell, Texas September 12, 2023City Council Minutes Aye: Mayor Pro Tem John Jun, Councilmember Don Carroll, Councilmember Kevin Nevels, Councilmember Biju Mathew, Councilmember Mark Hill Nay: Councilmember Jim Walker 12.PUBLIC HEARING: Consider approval of PD-311-LI, AstraZeneca Tank Farm, being a portion of Lot 3R1, Block 8, Parkwest Commerce Center, a zoning change request from LI to PD-311-LI (Planned Development-311-Light Industrial) to allow the construction of a 19,893 square foot accessory tank farm structure and approximate 3,000 square foot building addition to the existing office/warehouse building on approximately 8 acres, being a portion of Lot 3R1, Block 8 located at 508 Wrangler Drive, at the request of ML Realty on behalf of AstraZeneca, being represented by Allen Hager, DPR Construction. Senior Planner Mary Paron-Boswell gave a presentation to City Council. The applicant, AstraZeneca, 508 Wrangler Dr., Coppell, TX 75019, was present to answer any questions of City Council. Mayor Wes Mays opened the Public Hearing and stated that no one signed up to speak. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Mark Hill, to close the Public Hearing and approve the agenda item with the following conditions: 1. There may be additional comments during detailed engineering plan review. 2. Revise the Landscape Plan prior to City Council 3. PD Conditions: a. To allow for a parking variance and allow 200 parking spaces as shown on the Site Plan. The motion passed by an unanimous vote. 13.PUBLIC HEARING: Consider approval of PD-309-SF-12 & C, Forest Creek, Lots 1 & 2, Block A, a zoning change request from C (Commercial) to PD-309-SF-12 & C (Planned Development-309-Single Family-12 & Commercial), to allow the development of a residence and professional office building on two lots totaling 2.05 acres of property located on the west side of S. Denton Tap Road approximately 450 feet north of W Bethel Road, at the request of Jose Fernando Teruya, FTA Design Studio, Inc. Senior Planner Mary Paron-Boswell gave a presentation to City Council. The applicant, Jose Fernando Teruya, 1056 Village Parkway Coppell, TX 75019, was present to answer any questions of City Council. Page 8City of Coppell, Texas September 12, 2023City Council Minutes Mayor Wes Mays opened the Public Hearing and asked for those who signed up to speak: 1) Cindy Bishop, 521 Wales Court, spoke in opposition to the proposed development. 2) Eric Royal, 517 Wales Court, spoke in opposition to the proposed development. 3) Ana Rodriguez, 204 Olympia Lane, spoke in support of the proposed development. 4) Randy Faulkner, Waxahachie, spoke in support of the proposed development. A motion was made by Councilmember Mark Hill, seconded by Councilmember Don Carroll, to close the Public Hearing and approve the agenda item with the following conditions: 1. There may be additional comments during detailed engineering plan review. 2. Tree mitigation fees shall be paid at time of tree removal permit. 3. The plat cannot be filed prior to zoning being approved. 4. Park fees are required for the residential lot. 5. PD Conditions: a. To allow for no alley for the residential portion. b. To allow a front yard of 25-ft in lieu of 30-ft for Lot 1, Block A. c. To waive the screening wall requirement between Lot 1 and Lot 2. d. To allow the existing trees to act as a living screen between Lot 2 and the adjacent residential lots. e. To allow a screening wall in the front yard as shown on the site plan. f. To allow for a minimum lot depth of 57.93-ft on the north side of Lot 1. g. To allow for a privacy and noise barrier wall within the sewer easement via a license agreement. h. To allow for residential driveway access on S. Denton Tap Rd. i. The applicant is responsible for any median modification costs for installing the left turn lane. j. The office building will be required to be sprinklered. k. To provide a tree conservation easement on the residential lot to conserve the trees that fall outside of the developable area, providing for exceptions for diseased trees and fallen trees. The motion passed by an unanimous vote. City Manager Reports, Project Updates, Future Agendas, and Direction from Work Session 14. City Manager Mike Land gave the following project updates: S. Belt Line Road – The contractor continues working on medians and traffic signals. The final phase from Hackberry to 635 has started removing paving and it will take 4-6 months to complete. Village Parkway Pump Station Generator – The permanent generator was delivered and installed on Friday, August 18th. They are performing the required testing and it is expected to be operational in early October. DART - MacArthur track work – They will be closing Macarthur 9/15-9/18 to Page 9City of Coppell, Texas September 12, 2023City Council Minutes install the tracks. The MacArthur intersection is scheduled to be fully opened on 9/25. The next intersection will be Fairway Dr. Moore Road Boardwalk – This project is nearly complete. Staff is in the process of final inspections with the contractor. The Boardwalk is still currently closed. An invitation for an October ribbon-cutting ceremony will be coming soon. The Duck Pond Park Improvements – Construction continues to progress on schedule. The project is a little over 50% complete. As a reminder, this park will be closed for public access during the duration of the project. Mayor and Council Reports on Recent and Upcoming Events.15. Participate in local government and give back to the community by serving on one of the City of Coppell’s boards or commissions. The City is seeking passionate individuals to be a part of nine boards and commissions that help guide development, future needs, regulations, and more for Coppell. Learn more and apply at coppelltx.gov/boards. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 16. Councilmember Kevin Nevels reminded the public of the upcoming Coppell Chamber of Commerce Golf Classic on September 28th. The event will be held at Grapevine Golf Course and will begin at 8 a.m. Necessary Action from Executive Session17. There was no action resulting from Executive Session. Adjournment18. There being no further business before the City Council, the meeting was adjourned at 10:45 p.m. ________________________ Wes Mays, Mayor ATTEST: ________________________ Ashley Owens, City Secretary Page 10City of Coppell, Texas Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7107 File ID: Type: Status: 2023-7107 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/15/2023File Created: Final Action: DCHHS Contract Renewal FY23-24File Name: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2023, through September 30, 2024; in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Memo.pdf, Interlocal Agreement.pdf, Exhibit A - Fee Schedule.pdf, Exhibit B - Annual Summary of Services.pdf, Exhibit C - Contract Cost by Category.pdf, Exhibit D - Total Contract Cost.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7107 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2023, through September 30, 2024; in the amount of $3,131.00; as budgeted; 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. Strategic Pillar Icon: Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7107) Sustainable Government Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 26, 2023 Reference: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2023, through September 30, 2024; in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign. 2040: Sustainable Government Introduction: This item is presented to consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2023, through September 30, 2024; in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign. Background: Under this interlocal agreement, Dallas County Health and Human Services shall offer our residents the following 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, per 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. 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 17 years. Note that all interlocal agreements must be approved by City Council regardless of the value of the services provided. Benefit to the Community: This interlocal agreement protects public health by providing The City of Coppell’s residents access to Dallas County health services. 2 Legal Review: N/A Fiscal Impact: The fiscal impact of this agenda item is $3,131.00, as budgeted. Recommendation: The Community Development Department recommends approval of this item. 1 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 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; 2 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 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 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 3. BUDGET A. County agrees to submit to City by July 31st of each year a proposed budget describing the 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. 4 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 5. FINANCING OF SERVICES A. The health services provided under this Agreement will be financed as follows: 1) City and County will make available to the Program all appropriate federal and state funds, personnel, and equipment to provide the health services included under this Agreement and will use best efforts to cause these funds and resources to continue to increase. 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, 2023 through September 30, 2024, 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. 5 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 8. RESPONSIBILITY County and City agree that each shall be responsible for its own negligent acts or omissions or other tortious conduct in the course of performance of this Agreement, without waiving any governmental immunity available to County or City or their respective officials, officers, employees, or agents under Texas or other law and without waiving any available defenses under Texas or other law. Nothing in this paragraph shall be construed to create or grant any rights, contractual or otherwise, in or to any third persons or entities. 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 Ashley Owens, City Secretary City of Coppell 255 Parkway Blvd. Coppell, TX 75019 972-304-3669 12. IMMUNITY 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 6 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 liability, or a waiver of any tort limitation, that City or County has by operation of law or otherwise. Nothing in this Agreement is intended to benefit any third party beneficiary. 13. COMPLIANCE WITH LAWS AND VENUE In providing services required by this Agreement, City and County must observe and comply with all licenses, legal certifications, or inspections required for the services, facilities, equipment, or materials, and all applicable federal, State, and local statutes, ordinances, rules, and regulations. Texas law shall govern this Agreement and exclusive venue shall lie in Dallas County, Texas. 14. AMENDMENTS AND CHANGES IN THE LAW 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. 7 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 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 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. 8 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2024 23. SEVERABILITY If any provision of this Agreement is construed to be illegal or invalid, this will not affect the legality or validity of any of the other provisions in this Agreement. The illegal or invalid provision will be deemed stricken and deleted, but all other provisions shall continue and be given effect as if the illegal or invalid provisions had never been incorporated. 24. SIGNATORY WARRANTY Each person signing and executing this Agreement does hereby warrant and represent that such person has been duly authorized to execute this Agreement on behalf of City or County, as the case may be. DALLAS COUNTY: CITY OF COPPELL: By: Clay Lewis Jenkins By: Wes Mays, Mayor Dallas County Judge DATE: DATE: Recommended: Attested: By: Dr. Philip Huang By: Ashley Owens, City Secretary Director, DCHHS Approved as to Form*: Approved as to Form: JOHN CREUZOT DISTRICT ATTORNEY By: Rebecca Lundberg By: Robert Hager Assistant District Attorney 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). EXHIBIT A FEE SCHEDULE SEXUAL HEALTH CLINIC INFECTIOUS DISEASES Office Visits $20/visit Non-Contagious Disease Certification Letter $20 each Blood Drawing $5 each Chemical Lesion Reduction $45 each Medical Records Copies $5 each Cryotherapy $15 each TUBERCULOSIS CLINIC TB Testing-Level I (Office Visit) $30/Visit Comprehensive TB Testing & $80 each TB Testing-Level II (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 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 HIV-1 Quant Viral Load $45 each Hepatitis C Virus Quant $45 each NURSING SERVICE Hepatitis A Havrix* $85/Injection Varivax* $180/Injection Hepatitis B Vaccine* $65/Injection Meningococcal (MCV4)* $165/Injection Twinrix $125/Injection Shingrix $205/Injection Rabies (PE) $415/Injection Gardasil (HPV)* $295/Injection IPV $55/Injection Hepatitis A (Pediatric) $45/Injection Pneumococcal* $135/Injection Hepatitis B (Pediatric) $35/Injection Adacel (Pertusis) (Tdap) $35/injection HIB $25/injection DTaP (Daptacel) $40/Injection Japanese Encephalitis $380/Injection DTap-HepB-IPV $85/Injection Typhoid (Polysaccharide) $100/Injection DTaP-IPV $70/Injection Typhoid (Oral) $105 box Rotavirus $150/Injection Yellow Fever Vaccine** $205/Injection PCV13 $250/Injection Boostrix Vaccine*(Tdap) $55/Injection MMR* $105/Injection Influenza Vaccine* $30/Injection Communicable Disease Program: Influenza (High Dose) $80/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 Septic Tank Inspection $310/Commercial/Business Day Care Center Inspections $2/per authorized child $260/Residential Temporary Food Permit $75/plus $10 per day Septic Tank Re-inspection $35/Residential Funeral Home Inspection $200 $85/Commercial FHA, VA, Conventional Loans $125/Licensed Food Establishment Inspection $210/yr./establishment $150/Unlicensed Half-Way Houses & Boarding $75/plus $25 for each Annual Group Home Inspection $50 Homes, Residential additional unit on site Food Handler Class $15/per person Mosquito Spraying for Non- Sub-division Plat Approval $200/Residential contracting cities $185/ per hour $150/Commercial Water Sample $50 Animal Control/Quarantine $7/per day Mosquito Testing $35 Animal Control/Vicious Animal $12/per day Food Mgr. Cert. Program $100/per person Food Manager Re-certification $50/Test Food Mgr. Cert. Retesting $50/per person W/Multiple Test Sites Note: 1) # Indicates $10 charge for State fee Updated on July/2023 Exhibit B Tuberculosis Sexually Transmitted Diseases Laboratory Communicable Diseases Municipality Addison 20 54 0 1,991 Balch Springs 218 180 0 46 Carrollton 224 203 0 112 Cedar Hill 126 243 0 96 Cockrell Hill 0 3 0 35 Coppell 128 21 0 28 Dallas 7,494 16,541 24,348 6,309 Desoto 121 433 0 172 Duncanville 148 242 0 91 Farmers Branch 101 86 0 44 Garland 1,446 1,743 0 116 Glenn Heights 30 97 0 10 Grand Prairie 398 552 0 303 Highland Park 0 1 0 0 Hutchins 0 69 0 23 Irving 1,100 954 0 419 Lancaster 112 516 0 64 Mesquite 488 800 0 173 Richardson 317 195 0 149 Rowlett 326 109 0 6 Sachse 72 15 0 5 Seagoville 131 98 0 22 Sunnyvale 2 9 0 40 University Park 0 0 0 3 Wilmer 7 83 0 12 Out of County 357 1,823 12,999 1,264 13,366 25,070 37,347 11,533 Dallas County Health and Human Services Annual Summary of Services January 1, 2022 thru December 31, 2022 Total Exhibit C Tuberculosis Sexually Transmitted Diseases Laboratory Communicable Diseases FY '23 Contract Total Municipality Addison 4,046$ 6,018$ -$ 176,363$ 2,500$ Balch Springs 44,106$ 20,060$ -$ 4,075$ 9,377$ Carrollton 45,319$ 22,623$ -$ 9,921$ 23,823$ Cedar Hill 25,492$ 27,080$ -$ 8,504$ 2,498$ Cockrell Hill -$ 334$ -$ 3,100$ 1,011$ Coppell 25,897$ 2,340$ -$ 2,480$ 3,131$ Dallas 1,516,179$ 1,843,365$ 2,376,474$ 558,851$ 1,754,252$ Desoto 24,481$ 48,254$ -$ 15,236$ 17,620$ Duncanville 29,943$ 26,969$ -$ 8,061$ 11,273$ Farmers Branch 20,434$ 9,584$ -$ 3,898$ 6,856$ Garland 292,553$ 194,244$ -$ 10,275$ 80,156$ Glenn Heights 6,070$ 10,810$ -$ 886$ 574$ Grand Prairie 80,523$ 61,516$ -$ 26,840$ 38,854$ Highland Park -$ 111$ -$ -$ 132$ Hutchins -$ 7,690$ -$ 2,037$ 3,149$ Irving 222,551$ 106,316$ -$ 37,115$ 81,906$ Lancaster 22,660$ 57,504$ -$ 5,669$ 12,106$ Mesquite 98,732$ 89,154$ -$ 15,324$ 31,608$ Richardson 64,135$ 21,731$ -$ 13,198$ 23,756$ Rowlett 65,956$ 12,147$ -$ 531$ 4,925$ Sachse 14,567$ 1,672$ -$ 443$ 362$ Seagoville 26,504$ 10,921$ -$ 1,949$ 6,440$ Sunnyvale 405$ 1,003$ -$ 3,543$ 99$ University Park -$ -$ -$ 266$ 48$ Wilmer 1,416$ 9,250$ -$ 1,063$ 2,597$ Out of County 72,228$ 203,159$ 1,268,761$ 111,965$ 77,142$ 2,704,197$ 2,793,856$ 3,645,235$ 1,021,593$ 2,196,195$ Total Dallas County Health and Human Services FY2024 Contract Cost by Category Exhibit D Municipality Addison 2,500$ Balch Springs 9,377$ Carrollton 23,823$ Cedar Hill 2,498$ Cockrell Hill 1,011$ Coppell 3,131$ * Dallas 1,754,252$ * Desoto 17,620$ * Duncanville 11,273$ Farmers Branch 6,856$ * Garland 80,156$ Glenn Heights 574$ Grand Prairie 38,854$ Highland Park 132$ Hutchins 3,149$ Irving 81,906$ Lancaster 12,106$ * Mesquite 31,608$ * Richardson 23,756$ * Rowlett 4,925$ * Sachse 362$ * Seagoville 6,440$ Sunnyvale 99$ University Park 48$ Wilmer 2,597$ * Out of County 77,142$ 2,196,195$ *Non-contracting Dallas County Health and Human Services Total Contract Costs FY2024 Total Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7108 File ID: Type: Status: 2023-7108 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/15/2023File Created: Final Action: Mosquito Spraying Contract Renewal FY23-24File Name: Title: Consider approval of the renewal of an Interlocal Agreement with Dallas County Health and Human Services for mosquito spraying; in an amount not to exceed $60,000.00; as budgeted; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Memo.pdf, Interlocal Agreement.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7108 Title Consider approval of the renewal of an Interlocal Agreement with Dallas County Health and Human Services for mosquito spraying; in an amount not to exceed $60,000.00; as budgeted; 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. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7108 Page 1City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 26, 2023 Reference: Consider approval of the renewal of an Interlocal Agreement with Dallas County Health and Human Services for mosquito spraying; in an amount not to exceed $60,000.00; as budgeted; and authorizing the Mayor to sign. 2040: Sustainable Government Introduction: The item is presented to consider approval of the renewal of an Interlocal Agreement for mosquito adulticiding and larvaciding between the City of Coppell and Dallas County Health and Human Services. Background: The City of Coppell Environmental Health Division has an Integrated Mosquito Management Program. The purpose of the program is to mitigate vector control diseases using effective and environmentally sensitive methods and to reduce the risk of vector-borne diseases such as West Nile Virus. The City is divided into six different mosquito management areas. Our staff traps mosquitoes in each of these areas on Thursdays and collects mosquito samples on Fridays. Samples are sent to Dallas County Public Health laboratory for testing. 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. Benefit to the Community: This program protects public health by controlling mosquitoes and other vectors that spread disease. 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: This item does not require legal review. 2 Fiscal Impact: The fiscal impact of this agenda item is an amount not to exceed $60,000.00, as budgeted. Recommendation: The Community Development Department recommends approval of this item. MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 1 of 6 STATE OF TEXAS §MOSQUITO GROUND CONTROL AGREEMENT §BETWEEN DALLAS COUNTY, TEXAS ON BEHALF §OF DALLAS COUNTY HEALTH AND HUMAN §SERVICES DEPARTMENT, AND THE CITY OF COUNTY OF DALLAS §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 mosquitoes 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, 2023, through September 30, 2024, 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 MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 2 of 6 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 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 MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 3 of 6 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 may be specified by written notice delivered by the methods described above in this subsection: TO DALLAS COUNTY: Dallas County Department of Health and Human Services Dr. Philip Huang, Director, DCHHS 2377 N. Stemmons Freeway Dallas, Texas 75207 Tel. (214) 819-2101 With a copy to: Dallas County District Attorney’s Office Chief, Civil Division 500 Elm Street, Suite 6300 Dallas, Texas 75202 TO CITY OF COPPELL, TEXAS: Attention: Ashley Owens 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 MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 4 of 6 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 righ t 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. 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 MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 5 of 6 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. 18.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. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] [SIGNATURES ON FOLLOWING PAGE] MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & CITY OF COPPELL, TEXAS 2023—2024 Page 6 of 6 DALLAS COUNTY: . BY: Clay Lewis Jenkins County Judge DATE SIGNED: ______________________ CITY OF COPPELL, TEXAS: . BY: Wes Mays Mayor City of Coppell, Texas DATE SIGNED: . Recommended: ____________________________________ BY: Philip Huang Director, DCHHS APPROVED AS TO FORM*: DALLAS COUNTY JOHN CREUZOT DISTRICT ATTORNEY BARBARA NICHOLAS CHIEF, CIVIL DIVISION . BY: Tina R. Patel Assistant District Attorney Civil Division Approved as to Form: CITY OF COPPELL, TEXAS . BY: Robert E. Hager 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 f rom the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other pa rties should not rely on this approval, and should seek review and approval by their own respective attorney(s). Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7109 File ID: Type: Status: 2023-7109 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/15/2023File Created: Final Action: Trinity River Authority Contract Renewal FY23-24File Name: Title: Consider approval to renew a Regulatory Services Agreement with Trinity River Authority, for services related to monitoring Industrial uses of the City Sanitary Sewer System, in the amount of $9,500.00; as budgeted; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Memo.pdf, Agreement.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7109 Title Consider approval to renew a Regulatory Services Agreement with Trinity River Authority, for services related to monitoring Industrial uses of the City Sanitary Sewer System, in the amount of $9,500.00; as budgeted; 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. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7109) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 26, 2023 Reference: Consider approval of renewal of a Regulatory Services Agreement with Trinity River Authority, for services related to monitoring industrial uses of the City Sanitary Sewer System, in the amount of $9,500.00; as budgeted; and authorizing the Mayor to sign. 2040: Community Wellness & Enrichment Introduction: This item is presented to consider approval of renewal of a Regulatory Services Agreement with Trinity River Authority, for services related to monitoring industrial uses of the City Sanitary Sewer System, in the amount of $9,500.00, as budgeted, and authorizing the Mayor to sign. Background: The City of Coppell contracts with Trinity River Authority for industrial inspection services, industrial sampling services, and analytical services. This contract enables the City to comply with all applicable state and federal laws, including the Clean Water Act and the General Pretreatment Regulations. Under this contract, Trinity River Authority performs all industrial user survey activities, notifies industrial users required to complete the Industrial User Survey Form, permits industrial users, and inspects permitted facilities as needed. Trinity River Authority also performs sampling services and classifies and documents the required discharge practices of industrial users. The contract amount is $9,500.00, which is the same dollar amount as last fiscal year. All expenses incurred by the Environmental Health Division for inspections and sampling are charged back to the industry. Benefit to the Community: This contract protects the City of Coppell’s wastewater collection system and that all industrial uses of the system are properly monitored. 2 Legal Review: This item does not require legal review. Fiscal Impact: The fiscal impact of this item is in an amount not to exceed $9,500.00, as budgeted. Recommendation: The Community Development Department recommends approval. EXHIBIT A TRINITY RIVER AUTHORITY OF TEXAS REGULA TORY SERVICES AGREEMENT STATE OF TEXAS COUNTY OF TARRANT § § § This Regulatory Services Agreement (Agreement) is made and entered into as of July 13, 2023, by and between the Trinity River Authority of Texas, with its principal office at 5300 South Collins Street, Arlington, Tarrant County, Texas 76018 (Authority) and The City of Coppell, with its principal office at 255 Parkway Blvd (Customer); singularly and collectively referred to as "Party" and "Parties," respectively. WITNESS ETH: WHEREAS, the Texas Legislature has authorized the execution of lnterlocal Cooperation Agreements between and among governmental entities pursuant to the lnterlocal Cooperation Act, Texas Government Code Ch,apter 791; and WHEREAS, the Authority owns and operates a Regulatory Services and Compliance Laboratory certified by the Texas Commission on Environmental Quality to analyze environmental samples under National Environmental Laboratory Accreditation Conference standards (NELAC); and WHEREAS, water and wastewater testing are critical to the maintenance of public health and such testing is therefore, a governmental function and service; and WHEREAS, the governing bodies of the Authority and Customer believe that this Agreement is necessary for the benefit of the public and that each Party has the legal authority to provide governmental function as described in this Agreement. NOW THEREFORE, in consideration of the foregoing premises and the agreements and covenants contained herein, the Authority and Customer agree as follows: ARTICLE I SERVICES TO BE PERFORMED To discharge the responsibilities associated with the enforcement of federal, state and municipal regulations, Customer requires services of a laboratory qualified to perform water and wastewater analysis, and of personnel to conduct industrial inspection and sampling services as described below. A NON-SIGNIFICANT INDUSTRIAL USER INSPECTION AND CLASSIFICATION SERVICES Customer employs the Authority and the Authority agrees to perform industrial user survey services and inspections for non-significant industrial users within the parameters listed on the schedule sheet, attached hereto as Attachment A, and in accordance with the Customer's industrial waste and sewer ordinances. 1 The Authority shall perform all industria l user survey activities including organ ization of users to be surveyed utilizing the Texas Manuf acturi ng Guide, notification to industria l users that require completion of the Customer's Industrial User Survey Form , necessary industrial user inspections, and proper classification and documentation of industrial users' discharge practices. Authority will provide, on behalf of Customer, updates to the Texas Commission on Environmental Quality (TCEQ) when required . Industrial user survey procedures are established by the Authority to meet industrial discharge notification requirements found in the Texas Pollutant Discharge Elimination System Permits issued to the Authority and in accordance with 40 CFR § 403.8. Documentation associated with the industrial user survey shall be maintained as required by the Environmental Protection Agency's (EPA) general pretreatment regulations, 40 CFR § 403.12. 8. SIGNI F ICANT INDUSTRIAL USER PERMIT AND INSPECTION SERVICES Customer employs the Authority and the Authority agrees to perform permitti ng and industrial inspection services for significant industrial users with in the parameters listed on Attachment A. The Authority shall perform all industrial pretreatment inspections, review permit applications and prepare for submittal Permits to Discharge Industri al Wastes to the San itary Sewer in acco rdance with the procedures established by the Authority in accordance w ith 40 CFR § 403.8. Industrial pretreatment inspecti ons, application review and perm it preparation and submittals shall comp ly with the Customer's industrial waste and sewer ordinances and the EPA's general pretreatment regulations for existing and new Sources. Records of inspections, applications and permits shall be maintained as required by the EPA under 40 C F R § 403.12. C. INDUST RIAL USER SAMPLI NG SERVICES Customer employs the Authority and the Authority ag rees to perform industrial user sampling services wi t hin the parameters listed on Attachment A and in accordance with the Customer's industria l waste and sewer ord inances. The Authority shall perform all sample collection and preservation , and maintain cha in-of-custody records in accordance w ith the approved procedures set forth in EPA Manual SW-846, EPA Manual EPA-600/4-79-020 , and EPA Manual EPA-600/4-82-029. Samples shall be properly collected , preserved and delivered by the Authority to the Authority's laboratory located at 6500 West Singleton Boulevard, Dallas , Texas 75212. When feas ible , the Authority will conduct flow or time composite sampling. When composite sampling is not feas ible , grab sampling will be performed. D. ANALYTICAL SERVICES Customer employs the Authority and the Authority agrees to perform analytical services within the parameters listed on Attachment A. Customer shall collect and deliver samples to the Authority's laboratory for analysis. Samples shall be properly collected and preserved in accordance with applicable sections of the Federal Water Pollution Control Administration 's "A Practical Guide to Water Quality Studies of Streams", EPA manual "Methods for Chemical Analysis for Water and Wastes" and the latest edition of "Standard Methods for the Examination of Water and Wastewater". Additionally, requirements set by NELAC shall be followed as mandated by the TCEQ for state accreditation . A chai n-of-custody procedure shall be maintained in both the field and laboratory in accordance 2 with procedures established by the Customer. Customer shall furnish all applicable chains-of-custody to the Authority. The Authority will perform all analyses according to the approved procedures set forth in the current edition of "Standard Methods for the Examination of Water and Wastewater" or the latest edition of the EPA Manual's "Methods for Chemical Analysis of Water and Wastes". Additionally, requirements set by NELAC shall be followed as mandated by the TCEQ for state accreditation. Samples shall be analyzed by these methods on the production basis, to include appropriate analytical quality assurance procedures. Records will be kept of the Authority's quality assurance program and made available to Customer upon request Unusual interferences and problems shall be reported to Customer at its authorized address noted above. Research into specific techniques to overcome these difficulties will be undertaken by mutual agreement when practical. The chain-of-custody sheet submitted with each sample shall designate the particular analysis or analyses to be made of each submitted sample. The Authority shall operate the laboratory in such a manner as to ensure the legal sufficiency of the sample handling; analytical and reporting procedures; and to remedy defects in procedures should such be discovered. Laboratory personnel shall be directed, upon 72 hours advanced written notice from the Customer, to appear and testify in enforcement actions . In such event, travel and per diem expenses for such employees shall be paid by Customer. Travel and per diem expenses for court appearances hereunder shall be in accordance with Texas law. Customer may deliver to the Authority samples for analyses separate and apart from those samples collected by the Authority. When Customer delivers samples to the Authority for analyses , Customer shall indicate the nature and extent of the analysis it desires to be conducted. Authority shall not be responsible for the manner of collection or chain-of-custody in matters entirely outside Authority's control . Authority shall receive, log and perform such sample analyses in accordance with the chain-of-custody procedures identified under "Transfer of Custody and Storage" in Attachment B , attached hereto. Samples analyzed to maintain the Authority's laboratory normal quality assurance program will be charged to Customer at the same rate as submitted samples. ARTICLE II CALCULATION OF REIMBURSABLE COSTS The basis for calculating reimbursable costs shall be as stated in the Regulatory Services Fee Schedule, attached hereto as Attachment A. which may be revised and updated annually by the Authority. Any revisions shall be incorporated by reference herein. A cost analysis shall be prepared and approved each year by the Authority prior to the effective date of said revision . Expenditures by the Authority of funds paid to it under this Agreement shall be subject to required state and federal audit procedures and state and federal auditor accepted practices . The Authority shall be responsible for maintaining books of account that clearly, accurately and currently reflect financial transactions. Financial records must include all applicable documents substantiating cost that support the entries in the account records. The Authority must keep these records readily available for examination for a period of three years after the close of the last expenditure. 3 ARTICLE Ill COMPENSATION The total amount charged by the Authority to Customer shall not exceed $ 9,500.00 per annum during the Agreement Term, unless mutually agreed to by the Parties. ARTICLE IV PAYMENT FOR SERVICES The Authority shall bill Customer monthly for services performed . Charges for these services shall be based on the Regulatory Services Fee Schedule, attached hereto as Attachment A. Customer shall pay monthly invoices within 30 days of receipt. ARTICLEV ENTIRE AGREEMENT This Agreement contains all the terms, commitments and covenants of the Parties pursuant to this Agreement. Any verbal or written commitment not contained in this Agreement or expressly referred to in this Agreement and incorporated by reference shall have no force or effect. No amendment, modification or alteration of the terms hereof shall be binding unless the same is in writing, dated subsequent to the date hereof and duly executed by the Parties. ARTICLE VI TERMINATION Either Party may terminate this Agreement by giving the other Party 30 days' written notice to their authorized address as noted above. Upon delivery of such notice by either Party to the other and before expiration of the 30-day period , the Authority will proceed to cancel all existing orders, contracts and obligations chargeable to this Agreement. After notice of termination is given, the Authority shall furnish Customer an invoice for all work performed under this Agreement. Customer shall pay the Authority for all work performed less any prior payments. Copies of all completed or partially completed reports, documents and studies prepared under this Agreement shall be delivered by the Authority to Customer in the event th is Agreement is terminated prior to completion of the prescribed work. ARTICLE VII AGREEMENT TERM This Agreement shall become effective on October 1, 2023 and terminate on September 30, 2024. IN WITNESS WHEREOF , the Parties acting under authority of their respective govern ing bodies have caused this Agreement to be duly executed in several counterparts, each of which is deemed to be an original, as of the date first written above. 4 CITY OF COPPELL (Customer) NAME: Title: ATTEST: NAME: (SEAL) APPROVED AS TO FORM AND LEGALITY: NAME: Title: 5 TRINITY RIVER AUTHORITY OF TEXAS (Authority) J. KEVIN WARD, General Manager ATTEST: HOWARD S. SLOBODIN, Secretary Board of Directors APPROVED AS TO FORM AND LEGALITY: HOWARDS. SLOBODIN General Counsel (SEAL) ATTACHMENT A REGULATORY SERVICES AND COMPLIANCE FEE SCHEDULE FOR LABORATORY ANALYSES, INDUSTRIAL INSPECTIONS AND INDUSTRIAL SAMPLING FISCAL YEAR 2024 December 1, 2023 through November 30, 2024 NELAP CERTIFICATE T104704287-10-TX CHEMICAL ANALYSES Parameter A lkalinitv, Total r·l (""') Ammonia as N (*) A mmonia as N -Distilled c•) BOD 5-Dav l *l CBOD 5-Dav (·) BOD 5-Day Filtered BOD 7-Dav Chlorides (•)(H) Chlorophyll A / Pheophytin COD(*) COD, Readily Biodegradable (RBCOD) COD Treated COD Dissolved Coliform -Fecal -MF (*) Coliform -Fecal -MPN (***) Coliform -Fecal Strep. -MF(*) Coliform, Total lColilert) ( .. ) Coliform -TC/EC MPN Quanti- Tray(*) Conductivity -Soe cific (*)(**) Cvan ide Amenable (*) Cvanide, Total (*) Dissolved Organic Carbon (DOC) Dissolved Oxvoen (") Fluorides (*)(*") Glvco l Grease and Oil (*) Hardness (*)(**) Hetero lrophic Pl ate Count NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids FY2023 $ 13.00 $ 20.00 $ 30.00 $ 25.00 $ 30.00 $ 54.00 $ 50.00 $ 17.80 $ 35.80 $ 20.00 $ 0.00 $ 0.00 $ 0.00 $ 20.00 $ 73.50 $ 20 .60 $ 20.00 $ 21.20 $ 11 .50 $ 56.00 $ 45.00 $ 23.00 $ 0.00 $ 17.80 $ 23.00 $ 75.00 $ 28.00 $ 22.00 FY2024 $ 13.40 $ 15.38 $ 22.18 $ 19.83 $ 23.20 $ 42.55 $ 39.41 $ 19.21 $ 23.42 $ 12.32 $ 35.33 $ 24.41 $ 25.53 $ 19.01 $ 56.15 $ 19.78 $ 18.20 $ 19.86 $ 12.57 $ 48.51 $ 40.28 $ 20.90 $ 11 .62 $ 19 .21 $ 20.83 $ 78.28 $ 24 .51 $ 19.90 Parameter FY2023 FY2024 Kieldahl Nitroaen, Total I*) $ 29.25 $ 25.99 Nitrate (*)(**) $ 17.80 $ 19.21 Nitrite (*)(**) $ 17.80 $ 19.21 Paint Filter Liauid Test I*) $ 0.00 $ 25.43 PCBs (EPA 608.3} (*) $ 216.50 $166.27 PCBs & Pesticides Full List $ 332.00 $ 262.24 (EPA 608.3} C*l Percent Total Solids $ 20.25 $ 11.70 Percent Volatile Solids $ 20.25 $ 10.94 Pesticides Chlorinated $ 216.50 $166.27 (EPA 608.3) (*) pH r> $ 13.50 $ 14.37 pH -Solids (***) $ 22.00 $ 20.83 Phosphorous -Ortho (*) $ 15.25 $ 15.25 Phosohorous, Total C*) $ 20.00 $ 16.92 Semi-volatiles (w/ extraction) $ 205.00 $ 158.47 BNA (*) Sulfates (*)(**) $ 17.80 $ 19.21 Taste & Odor (Geosmin/MIB) $ 97.00 $ 90.11 Total Dissolved Solids (*) $ 32.00 $ 26.34 Total Organic Carbon (*)(**) $ 14.50 $ 14.63 Total Solids $ 16.85 $ 15.55 Total Susoended Solids (*) $ 25.20 $ 21.75 Transmittance(%) $ 0.00 $ 24.70 Turbidity (*) (**) $ 11.50 $ 12.54 UV254 $ 18.00 $ 16.57 voe 3-Day (wl BTEX) $125.00 $ 86.79 (EPA 624.1) (*) Volatile Fattv Acids CVFA) $ 0 .00 s 17.96 Volatile Solids $ 0 .00 $ 10 .95 Volatile Suspended Solids (*) s 8.50 $ 9.77 CHEMICAL ANALYSES CONTINUED Parameter FY 2023 Metal Testing $15.00 (EPA 200.8) (*)(-): ea Aluminum A nlimonv Arsenic Barium Beryllium Boron Cadmium Chromium Cobalt Coooer Iron Lead Manaanese Molvbdenum Nickel Selenium Silver Thallium Tin Vanadium Zinc Mercury (EPA 245.1) (*)(-) $20.00 BY QUOTE Ammonia (Solids) Chemical OxvQen Demand (So lids ) Chromium Hexavalent Kieldahl NilroQen, Total (Solids) NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids FY2024 Parameter FY2023 FY2024 $17.73 Metal Testing (EPA 200.7) f•): $15.00 $17.49 ea ea ea Aluminum Arsenic Cadmium Calcium Chromium Coooer Iron Lead Maanesium Molvbdenum Nickel Potassium Selenium Silver Sodium Zinc $19.73 Mercurv (Solids) TCLP Metals Oil and Grease (Solids) TCLP On::ianic Compounds Organophosphate Pesticide Total Petroleum Hydrocarbons (LiQUid & Solid) Phenols ENVIRONMENTAL SERVICES SAMPLING FY 2023 FY2024 Composite Sample $ 250.00 $ 274.79 Additional Comoosite Samole $ 124.00 $ 141.18 Grab Sample $ 98.00 $ 106.17 Additional Grab Sample $ 28.00 $ 29.38 pH only $ 98.00 $ 107.38 Field oH $ 30.00 $ 35.06 Field Measurement $ 52.00 $ 60.76 SamplinQ Event Cost for a Failed Sample $ 130.00 $ 140.09 lndustrv Split Sample $ 31.00 $ 33.12 Boat Fee $ 120.00 $ 200.11 QA/QC Fee $ 25.00 $ 26.98 ENVIRONMENTAL SERVICES ASSISTANCE Field Surveillance Event $ 850.00 $ 945.67 lnsoeclion (oermitted users) $ 90.00 $ 76.39 lnsoection (unoennitted users) $ 2.190.00 $ 2,231.42 Permit Preparation (4vr permit) $ 4.50 $ 4.51 Industrial User Survev Fee (Sort Fee) $ 19.50 $ 18.75 Industrial User Survev Fee (IU Feel) $ 250,00 $ 274.79 Industrial User Survey Fee Formula : (No. of Survey Entities 1 X $4.51) +(No.of identified industrial users2 X $18.75) Formula Footnotes: 1 Users from the Texas Manufactures Guide List for Contracting Party's jurisdiction. 2 Users that require further manufacturing process and discharge classification ENVIRONMENTAL 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 Pennit 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, 2023. All prices listed are per sample and subject to review. 2. All a nalyses are perfo rme d in accordance with ·s tandard Methods for the Exa mi nati on of Water and Wastewater," 20lh Ed ition , 1998 or most recently approved and/or E PA "Manual of Methods fo r C hem ical Analysis of Water and Wastes," 1983 and the "3rd Edition of Solid Waste Manual SW 846." 3 . Prices include charges required to maintain the normal quality assurance program. 4. Standard tum-around time is considered 15 business days for most testing. Priority is half of the standard time. Customer requiring PRIORITY tum-around time will be billed at one and one-half (1 ½) times the routine rate . A customer requiring RUSH tum-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 lime of submission for estimated tum-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 voe 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 Services hours are Monday through Friday 7:00 a .m. to 4:30 p.m. To contact the lab about emergency samples, use the contact number(s) below. 11. Environmental Services office hours are Monday through Friday, 7 :00 a.m . to 4:00 p .m. For after-hour emergencies, leave a message with computer operator or use the contact numbers below. 12. Environmental Services are requested to be scheduled a minimum of72 hours in advance . 13 . Laboratory Certificate NumberT104704287-10-2. FOR MORE INFORMATION, CONTACT: METRO: (972) 263-2251 FAX: (972) 975-4414 JOSEPH K. FIELDING Manager, Regulatory Services and Compliance 214-499-8930 JENNIFER WHITAKER Manager, Laboratory Services 972-975-4333 NATALIE TAYLOR Manager, Environmental Services 972-975-4322 JENNIFER I. MOORE enior Manager, Operations and Compliance NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids ATTACHMENT B CHAIN-OF-CUSTODY PROCEDURES Sample Collection and Shipment 1. All samples should be handled by the minimum possible number of persons. 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 of collection. Sample containers must be appropriate for requested testing with legible labels and appropriate preservation. 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 pen with water proof ink should be used at all times. 4. During shipment, samples should be appropriately cooled. The Authority laboratory technician receiving the sample will check the temperature. Transfer of Custody and Storage 1. All samples should be handled by the minimum possible number of persons. 2. All incoming samples shall be received by the laboratory technician, or their alternate, and logged into a database. Information to be entered into the database shall include the client sample number, date received, source, times sampled, dates sampled, analyses requested and chain-of-custody comments. 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 laboratory. 4. Samples shall be kept in the sample storage security area at all times when not actively 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 retained as a permanent record of the laboratory. The original chain-of-custody and a sample evaluation/variance record shall be furnished by the laboratory to the appropriate Customer control point as part of the final data report. EXHIBIT A TRINITY RIVER AUTHORITY OF TEXAS REGULATORY SERVICES AGREEMENT STATE OF TEXAS COUNTY OF TARRANT § § § This Regulatory Services Agreement (Agreement) is made and entered into as of July 13, 2023, by and between the Trinity River Authority of Texas, with its principal office at 5300 South Collins Street, Arlington, Tarrant County, Texas 76018 {Authority) and The City of Coppell, with its principal office at 255 Parkway Blvd (Customer); singularly and collectively referred to as "Party• and "Parties," respectively. WITNESSETH: WHEREAS, the Texas Legislature has authorized the execution of lnterlocal Cooperation Agreements between and among governmental entities pursuant to the lnterlocal Cooperation Act, Texas Government Code Chapter 791; and WHEREAS, the Authority owns and operates a Regulatory Services and Compliance Laboratory certified by the Texas Commission on Environmental Quality to analyze environmental samples under National Environmental Laboratory Accreditation Conference standards (NELAC); and WHEREAS, water and wastewater testing are critical to the maintenance of public health and such testing is therefore, a governmental function and service; and WHEREAS, the governing bodies of the Authority and Customer believe that this Agreement is necessary for the benefit of the public and that each Party has the legal authority to provide governmental function as described in this Agreement. NOW THEREFORE, in consideration of the foregoing premises and the agreements and covenants contained herein, the Authority and Customer agree as follows: ARTICLE I SERVICES TO BE PERFORMED To discharge the responsibilities associated with the enforcement of federal, state and municipal regulations, Customer requires services of a laboratory qualified to perform water and wastewater analysis, and of personnel to conduct industrial inspection and sampling services as described below. A. NON-SIGNIFICANT INDUSTRIAL USER INSPECTION AND CLASSIFICATION SERVICES Customer employs the Authority and the Authority agrees to perform industrial user survey services and inspections for non-significant industrial users within the parameters listed on the schedule sheet, attached hereto as Attachment A, and in accordance with the Customer's industrial waste and sewer ordinances. 1 The Authority 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 Customer's Industrial User Survey Form, necessary industrial user inspections, and proper classification and documentation of industrial users' discharge practices. Authority will provide, on behalf of Customer, updates to the Texas Commission on Environmental Quality (TCEQ) when required. Industrial user survey procedures are established by the Authority to meet industrial discharge notification requirements found in the Texas Pollutant Discharge Elimination System Permits issued to the Authority and in accordance with 40 CFR § 403.8. Documentation associated with the industrial user survey shall be maintained as required by the Environmental Protection Agency's (EPA) general pretreatment regulations, 40 CFR § 403.12. 8. SIGNIFICANT INDUSTRIAL USER PERMIT AND INSPECTION SERVICES Customer employs the Authority and the Authority agrees to perform permitting and industrial inspection services for significant industrial users within the parameters listed on Attachment A. The Authority 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 the procedures established by the Authority in accordance with 40 CFR § 403.8. Industrial pretreatment inspections, application review and permit preparation and submittals shall comply with the Customer's industrial waste and sewer ordinances and the EPA's general pretreatment regulations for existing and new Sources. Records of inspections, applications and permits shall be maintained as required by the EPA under 40 CFR § 403.12. C. INDUSTRIAL USER SAMPLING SERVICES Customer employs the Authority and the Authority agrees to perform industrial user sampling services within the parameters listed on Attachment A and in accordance with the Customer's industrial waste and sewer ordinances. The Authority shall perform all sample collection and preservation, and maintain chain-of-custody records in accordance with the approved procedures set forth in EPA Manual SW-846, EPA Manual EPA-600/4-79-020, and EPA Manual EPA-600/4-82-029. Samples shall be properly collected, preserved and delivered by the Authority to the Authority's laboratory located at 6500 West Singleton Boulevard, Dallas, Texas 75212. When feasible, the Authority will conduct flow or time composite sampling. When composite sampling is not feasible, grab sampling will be performed. D. ANALYTICAL SERVICES Customer employs the Authority and the Authority agrees to perform analytical services within the parameters listed on Att.achment A. Customer shall collect and deliver samples to the Authority's laboratory for analysis. Samples shall be properly collected and preserved in accordance with applicable sections of the Federal Water Pollution Control Administration's "A Practical Guide to Water Quality Studies of Streams", EPA manual "Methods for Chemical Analysis for Water and Wastes" and the latest edition of "Standard Methods for the Examination of Water and Wastewater''. Additionally, requirements set by NELAC shall be followed as mandated by the TCEQ for state accreditation. A chain-of-custody procedure shall be maintained in both the field and laboratory in accordance 2 with procedures established by the Customer. Customer shall furnish all applicable chains-of-custody to the Authority. The Authority will perform all analyses according to the approved procedures set forth in the current edition of "Standard Methods for the Examination of Water and Wastewater" or the latest edition of the EPA Manual's "Methods for Chemical Analysis of Water and Wastes". Additionally, requirements set by NELAC shall be followed as mandated by the TCEQ for state accreditation. Samples shall be analyzed by these methods on the production basis, to include appropriate analytical quality assurance procedures. Records will be kept of the Authority's quality assurance program and made available to Customer upon request. Unusual interferences and problems shall be reported to Customer at its authorized address noted above. Research into specific techniques to overcome these difficulties will be undertaken by mutual agreement when practical. The chain-of-custody sheet submitted with each sample shall designate the particular analysis or analyses to be made of each submitted sample. The Authority shall operate the laboratory in such a manner as to ensure the legal sufficiency of the sample handling; analytical and reporting procedures; and to remedy defects in procedures should such be discovered. Laboratory personnel shall be directed, upon 72 hours advanced written notice from the Customer, to appear and testify in enforcement actions. In such event, travel and per diem expenses for such employees shall be paid by Customer. Travel and per diem expenses for court appearances hereunder shall be in accordance with Texas law. Customer may deliver to the Authority samples for analyses separate and apart from those samples collected by the Authority. When Customer delivers samples to the Authority for analyses, Customer shall indicate the nature and extent of the analysis it desires to be conducted. Authority shall not be responsible for the manner of collection or chain-of-custody in matters entirely outside Authority's control. Authority shall receive, log and perform such sample analyses in accordance with the chain-of-custody procedures identified under "Transfer of Custody and Storage" in Attach ment B, attached hereto. Samples analyzed to maintain the Authority's laboratory normal quality assurance program will be charged to Customer at the same rate as submitted samples. ARTICLE II CALCULATION OF REIMBURSABLE COSTS The basis for calculating reimbursable costs shall be as stated in the Regulatory Services Fee Schedule, attached hereto as Attachm ent A. which may be revised and updated annually by the Authority. Any revisions shall be incorporated by reference herein. A cost analysis shall be prepared and approved each year by the Authority prior to the effective date of said revision . Expenditures by the Authority of funds paid to it under this Agreement shall be subject to required state and federal audit procedures and state and federal auditor accepted practices. The Authority shall be responsible for maintaining books of account that clearly, accurately and currently reflect financial transactions. Financial records must include all applicable documents substantiating cost that support the entries in the account records . The Authority must keep these records readily available for examination for a period of three years after the close of the last expenditure. 3 ARTICLE Ill COMPENSATION The total amount charged by the Authority to Customer shall not exceed $ 9 ,500.00 per annum during the Agreement Term, unless mutually agreed to by the Parties. ARTICLE IV PAYMENT FOR SERVICES The Authority shall bill Customer monthly for services performed. Charges for these services shall be based on the Regulatory Services Fee Schedule, attached hereto as Attachment A. Customer shall pay monthly invoices within 30 days of receipt. ARTICLEV ENTIRE AGREEMENT This Agreement contains all the terms, commitments and covenants of the Parties pursuant to this Agreement. Any verbal or written commitment not contained in this Agreement or expressly referred to in this Agreement and incorporated by reference shall have no force or effect. No amendment, modification or alteration of the terms hereof shall be binding unless the same is in writing, dated subsequent to the date hereof and duly executed by the Parties. ARTICLE VI TERMINATION Either Party may terminate this Agreement by giving the other Party 30 days' written notice to their authorized address as noted above. Upon delivery of such notice by either Party to the other and before expiration of the 30-day period, the Authority will proceed to cancel all existing orders, contracts and obligations chargeable to this Agreement. After notice of termination is given, the Authority shall furnish Customer an invoice for all work performed under this Agreement. Customer shall pay the Authority for all work performed less any prior payments. Copies of all completed or partially completed reports, documents and studies prepared under this Agreement shall be delivered by the Authority to Customer in the event this Agreement is terminated prior to completion of the prescribed work. ARTICLE VII AGREEMENT TERM This Agreement shall become effective on October 1, 2023 and terminate on Sept ember 30 , 2024. IN WITNESS WHEREOF, the Parties acting under authority of their respective governing bodies have caused this Agreement to be duly executed in several counterparts, each of which is deemed to be an original, as of the date first written above . 4 CITY OF COPPELL (Customer) NAME: Title: ATTEST: NAME: (SEAL) APPROVED AS TO FORM AND LEGALITY: NAME: Title: 5 TRINITY RIVER AUTHORITY OF TEXAS (Authority) J. KEVIN WARD, General Manager ATTEST: HOWARD S. SLOBODIN, Secretary Board of Directors APPROVED AS TO FORM AND LEGALITY: HOWARD S. SLOBODIN General Counsel (SEAL) ATTACHMENT A REGULATORY SERVICES AND COMPLIANCE FEE SCHEDULE FOR LABORATORY ANALYSES, INDUSTRIAL INSPECTIONS AND INDUSTRIAL SAMPLING FISCAL YEAR 2024 December 1, 2023 through November 30, 2024 NELAP CERTIFICATE 1104704287-10-TX CHEMICAL ANALYSES Parameter Alkalinity, Total (*)(**) Ammonia as N (*) Ammonia as N -Distilled (*) BOD 5-Dav (*) CBOD 5-Dav (*) BOD 5-Day F iltered BOD 7-Dav C h lori des (")( .. ) Chlorophyll A / Pheophytin COD(*) COD, Readily Biodegradable (RBCOD) COD Treated COD Dissolved Coliform -Fecal -MF (*) Coliform -Fecal -MPN (*"") Col ifo rm -F eca l Streo. -MF(*) Coliform , Total (Colilert) ('"'l Coliform -TC/EC MPN Quanti- Trav (*) Conductivitv -Soecific (*l(**l Cyanide Amenable (*l Cyanide, Total (*) Dissolved Organic Carbon {DOC) Dissolved Oxvaen (*) Fluorides (*)(**) Glycol Grease and Oil (*) Hardness (*)(**) Heterotroohic Pla te Count NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids FY2023 FY2024 $ 13.00 $ 13.40 $ 20.00 $ 15.38 $ 30.00 $ 22.18 $ 25.00 $ 19.83 $ 30.00 $ 23.20 $ 54.00 $ 42.55 $ 50.00 $ 39.41 $ 17.80 $ 19.21 $ 35.80 $ 23.42 $ 20.00 $ 12.32 $ 0.00 $ 35.33 $ 0.00 $ 24 .41 $ 0.00 $ 25.53 $ 20.00 $ 19.01 $ 73.50 $ 56.15 $ 20.60 $ 19.78 $ 20.00 $ 18.20 $ 21.20 $ 19.86 $ 11.50 $ 12.57 $ 56.00 $ 48.51 $ 45.00 $ 40.28 $ 23.00 $ 20.90 $ 0.00 $ 11.62 $ 17.80 $ 19.21 $ 23.00 $ 20.83 $ 75.00 $ 76.28 $ 28.00 $ 24.51 $ 22.00 $ 19.90 Parameter FY 2023 FY2024 Kieldahl Nitrogen Total (*) $ 29.25 $ 25.99 Nitrate (*)(**) $ 17.80 $ 19.21 Nitrite (*)(**) $ 17.80 $ 19.21 Paint Filter Liauid Test(*) $ 0.00 $ 25.43 PCBs (EPA 608.3) (*) $ 216.50 $ 166.27 PCBs & Pesticides Full List $ 332.00 $ 262.24 (EPA 608.3) (*) Percent Total Solids $ 20.25 $ 11.70 Percent Volatile Solids $ 20.25 $ 10.94 Pesticides Chlorinated $ 216.50 $166.27 (EPA 608.3) (*\ pH(*) $ 13 .50 $ 14.37 pH -Solids (***) $ 22.00 $ 20.83 Phosohorous -Ortho (*) $ 15.25 $ 15.25 Phosphorous. Total (*) $ 20.00 $ 16.92 Semi-volatiles (w/ extraction) $ 205.00 $ 158.47 BNA (*) Sulfates (*)(**) $ 17.80 $ 19.21 Taste & Odor (Geosmin/MIB) $ 97.00 $ 90.11 Total Dissolved Solids (*) $ 32.00 $ 26.34 Total Organic Carbon(*)(**) $ 14.50 $ 14.63 Total Solids $ 16.85 $ 15.55 Total Suspended Solids(*) $ 25.20 $ 21.75 Transmittance(%) $ 0.00 $ 24.70 Turbidity (*) (**) $ 11.50 $ 12.54 UV254 $ 18.00 $ 16.57 voe 3-Day (w/ BTEX) $125.00 $ 86.79 (EPA 624.1) (*) Volatile Fatty Acids (VFA) $ 0.00 $ 17.96 Volatile Solids $ 0.00 $ 10.95 Volatile Suspended Solids (*) $ 8.50 $ 9.77 CHEMICAL ANALYSES CONTINUED Parameter FY2023 Metal Testing $15.00 (EPA 200.8) (")(-): ea Aluminum Antimonv Arsenic Barium Beryllium Boron Cadmium Chromium Cobalt Coooer Iron Lead Manaanese Molybdenum Nickel Selenium Silver Thallium lin Vanadium Zinc Mercury (EPA 245.1) (*)(**) $20.00 BY QUOTE Ammonia (Solids) Chemical Oxvaen Demand (Solids) Chromium Hexavalent Kieldahl Nitroaen, Total (Solids) NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids FY 2024 Parameter FY2023 FY2024 $17.73 Metal Testing (EPA 200.7) (*): $15.00 $17.49 ea ea ea Aluminum Arsenic Cadmium Calcium Chromium Coooer Iron Lead Maanesium Molybdenum Nickel Potassium Selenium Silver Sodium Zinc $19.73 Mercurv (Solids) TCLP Metals Oil and Grease (Solids) TCLP Oraanic Comoounds Organophosphate Pesticide Total Petroleum Hydrocarbons CLiauid & Solid) Phenols ENVIRONMENTAL SERVICES SAMPLING FY2023 FY2024 Composite Sample $ 250.00 $ 274.79 Additional Comoosite Sample $ 124.00 $ 141.18 Grab Sample $ 98.00 $ 106.17 Additional Grab Sample $ 28.00 $ 29.38 pH onlv $ 98.00 $ 107.38 Field DH $ 30.00 $ 35.06 Field Measurement $ 52.00 $ 60.76 Samplin!'.l Event Cost for a Failed Sample $ 130.00 $ 140.09 Industry Solit Sample $ 31.00 $ 33.12 Boat Fee $ 120.00 $ 200.11 QNQC Fee $ 25.00 $ 26.98 ENVIRONMENTAL SERVICES ASSISTANCE Field Surveillance Event $ 850.00 $ 945.67 lnsoection (permitted users) $ 90.00 $ 76.39 Inspection (unoermitted users) $ 2,190.00 $ 2,231.42 Permit Preparation (4vr permit) $ 4.50 $ 4.51 Industrial User Survey Fee (Sort Fee) $ 19.50 $ 18.75 Industrial User Survev Fee llU Fee)) $ 250.00 $ 274.79 Ind ustri al User Survey Fee Formu la: (No. of Survey Entities 1 X $4.51) +(No.of identified industrial users 2 X $18.75) Formula Footnotes: 1 Users from the Texas Manufactures Guide List for Contracting Party's jurisdiction. 2 Users that require further manufacturing process and discharge classification ENVIRONMENTAL 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, 2023. 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 recently approved and/or EPA "Manual of Methods for Chemical Analysis of Water and Wastes," 1983 and the "3 rd Edition of Solid Waste Manual SW 846 ." 3. Prices include charges required 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 lime. Customer requiring PRIORITY tum-around time will be billed at one and one-half (1 ½) times the routine rate. A customer requiring RUSH tum-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 tum-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 Services hours are Monday through Friday 7:00 a.m. to 4:30 p.m . To contact the lab about emergency samples, use the contact number(s) below. 11. Environmental Services office hours are Monday through Friday, 7:00 a.m. to 4:00 p.m. For after-hour emergencies, leave a message with computer operator or use the contact numbers below. 12. Environmental Services are requested to be scheduled a minimum of 72 hours in advance. 13. Laboratory Certificate Number T104 704287-10-2. FOR MORE INFORMATION, CONTACT: METRO: (972) 263-2251 FAX: (972) 975-4414 JOSEPH K. FIELDING Manager, Regulatory Services and Compliance 214-499-8930 JENNIFER WHITAKER Manager, Laboratory Services 972-975-4333 NATALIE TAYLOR Manager, Environmental Services 972-975-4322 JENNIFER I. MOORE enior Manager, Operations and Compliance NELAP Accreditation *Non-Potable Water **Drinking Water *** Solids ATTACHMENT B CHAIN-OF-CUSTODY PROCEDURES Sample Collection and Shipment 1. All samples should be handled by the minimum possible number of persons. 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 of collection. Sample containers must be appropriate for requested testing with legible labels and appropriate preservation. 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 pen with water proof ink should be used at all times. 4. During shipment, samples should be appropriately cooled. The Authority laboratory technician receiving the sample will check the temperature. Transfer of Custody and Storage 1. All samples should be handled by the minimum possible number of persons. 2. All incoming samples shall be received by the laboratory technician, or their alternate, and logged into a database. Information to be entered into the database shall include the client sample number, date received, source, times sampled, dates sampled, analyses requested and chain-of-custody comments. 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 laboratory. 4. Samples shall be kept in the sample storage security area at all times when not actively 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 retained as a permanent record of the laboratory. The original chain-of-custody and a sample evaluation/variance record shall be furnished by the laboratory to the appropriate Customer control point as part of the final data report. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7110 File ID: Type: Status: 2023-7110 Agenda Item Consent Agenda 1Version: Reference: In Control: Engineering 09/15/2023File Created: Final Action: FS 5 - Gallagher ContractFile Name: Title: Consider approval of an Amendment to the Master Agreement with Gallagher Construction Services; for the construction management of Fire Station 5; in the amount of $306,000.00, funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Amendment.pdf, Fee Structure.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7110 Title Consider approval of an Amendment to the Master Agreement with Gallagher Construction Services; for the construction management of Fire Station 5; in the amount of $306,000.00, funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this Agenda Item is $306,000.00 funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022. Staff Recommendation: Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7110) The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Jamie Brierton, Capital Programs Administrator Kevin Richardson, Fire Chief Date: September 26, 2023 Reference: Consider approval of an Amendment to the Master Agreement with Gallagher Construction Services; for the construction management of Fire Station 5; in the amount of $306,000.00, funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022; and authorizing the City Manager to sign any necessary documents. 2040: Enhance the Unique 'Community Oasis' Experience Introduction:   This agenda item is to consider approval of an Amendment to the Master Agreement with Gallagher Construction Services, for the construction management of Fire Station 5 in the amount of $306,000.00. Background:   Gallagher Construction Services has a Master Agreement with the City of Coppell. Each new construction project requires a separate contract amendment to be executed. The Fire Station 5 project is in the design stage moving toward Schematic Design with PGAL Architects. At this stage of the design, it is advantageous for the project to include program management and owner’s representation. Gallagher has provided these services on previous projects, including Fire Station 4. Gallager will assist the city through the selection of the Construction Manager at Risk, value engineering, budgeting and review of final drawings leading into the construction phase. They will also provide construction- phase management assistance that will include field visits, field inspection, budget management, reporting and oversight. Benefit to the Community:     The construction of Fire Station 5 will increase the safety of the community and approval of this contract will help ensure successful completion of Fire Station 5. 2 Legal Review:     This is an amendment to a Master Services Agreement, that was previously reviewed by the City Attorney      Fiscal Impact:     The fiscal impact of this Agenda Item is $306,000.00, funded from undesignated fund balance of the General Fund, then reimbursed in accordance with the reimbursement resolution approved on April 12, 2022. Recommendation:     The Public Works Department and Fire Department recommend approval of this item. THIRD AMENDMENT TO MASTER AGREEMENT FOR PROGRAM MANAGEMENT SERVICES, PAGE 1 THIRD AMENDMENT TO MASTER AGREEMENT FOR PROGRAM MANAGEMENT SERVICES BETWEEN CITY OF COPPELL AND GALLAGHER CONSTRUCTION COMPANY, LP Date: September 6, 2023 Project: City of Coppell Fire Station #5 Owner: City of Coppell 255 Parkway Blvd. Coppell, TX 75019 Program Manager: Gallagher Construction Company, LP 3501 Token Dr., Suite 100 Richardson, TX 75082 Architect: PGAL 14135 Midway Road, Suite G-200 Addison, Texas 75001 This Third Amendment to Master Agreement for Program Management Services is made and entered into as of the date first entered above by and between City of Coppell (hereinafter referred to as “Owner”) and Gallagher Construction Company, LP (hereinafter referred to as “Program Manger”), and amends that agreement between Owner and Program Manger entered into for the above referenced Project. WHEREAS, Owner and Program Manager entered into that certain agreement for services related to the above referenced Project (“Agreement”), said Agreement consisting of Master Agreement and WHEREAS, the parties desire to amend the Agreement as set forth herein; NOW, THEREFORE, FOR AND IN CONSIDERATION of the terms hereinafter established, Owner and Program Manager hereby agree to the following amendments to the Contract: Add Exhibit A3 Fee Schedule – Fire Station #5 Refer to Attachment Fire Station #5 Budget - $9,000,000 Design Phase – 6 months Bid Phase – 2 months Construction Phase – 14 months Program Management Fee: $306,000 (Preconstruction $30,600, Construction $275,400) THIRD AMENDMENT TO MASTER AGREEMENT FOR PROGRAM MANAGEMENT SERVICES, PAGE 2 OWNER: CITY OF COPPELL IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates indicated below. EXECUTED this _________ day of ____________________, 2023. CITY OF COPPELL, TEXAS By: __________________________________ Program Manager: GALLAGHER CONSTRUCTION COMPANY, LP EXECUTED this __________ day of ________________, 2023. GALLAGHER CONSTRUCTION COMPANY, LP By: ___________________________________ Jeff Fisher, President Exhibit A-3City of CoppellFee ScheduleProgram Management2023-2025Fire Station #59/6/2023ProjectFeeSep-23Oct-23Nov-23Dec-23Jan-24Feb-24Mar-24Apr-24May-24Jun-24Jul-24Aug-24Sep-24Oct-24Nov-24Dec-24Jan-25Feb-25Mar-25Apr-25Fire Station $5306,000$ 5,100$ 5,100$ 5,100$ 5,100$ 5,100$ 5,100$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,671$ 19,677$ 2025202320241 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7086 File ID: Type: Status: 2023-7086 Agenda Item Consent Agenda 1Version: Reference: In Control: Engineering 09/01/2023File Created: Final Action: Purchase & Install - Wayfinding SignsFile Name: Title: Consider approval of awarding Bid #Q-0823-01 Wayfinding Signs to National Sign Plazas; for the purchase and installation of wayfinding signs; in the amount of $91,246.00; as provided for in the General Fund, Assigned Fund Balance; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Bid.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7086 Title Consider approval of awarding Bid #Q-0823-01 Wayfinding Signs to National Sign Plazas; for the purchase and installation of wayfinding signs; in the amount of $91,246.00; as provided for in the General Fund, Assigned Fund Balance; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this Agenda Item is $91,246.00 as provided for in the General Fund, Assigned Fund Balance. Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7086) Enhance the Unique 'Community Oasis' Experience Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Mike Garza, P.E., Director of Public Works Date: September 26, 2023 Reference: Consider approval of awarding Bid #Q-0823-01 Wayfinding Signs to National Sign Plazas; for the purchase and installation of wayfinding signs; in the amount of $91,246.00; as provided for in the General Fund, Assigned Fund Balance; and authorizing the City Manager to sign any necessary documents. 2040: Enhance the Unique 'Community Oasis' Experience ` Introduction:    This memo is provided to consider approval to award a contract with National Sign Plazas, for the purchase and installation of wayfinding signs in the amount of $91,246.00, as provided for in the General Fund, Assigned Fund balance. Background:   In 2008, the City initially purchased 60 wayfinding signs to be installed across the city. Subsequently, in 2015, many of these signs required replacement due to fading. At that time the City moved to a more robust enamel sign panel designed to reduce facing over time. However, these replacement sign panels could not be modified by staff due to the enamel face, leading to difficulties in installation. In addition, these sign panels were much heavier, leading to issues with weight distribution and support. The current project aims to address these issues by replacing all signs with engineering grade UV reflective sheeting. To minimize costs, the existing poles, frames, and foundations will be reused where they are in good shape, not leaning, etc. However, in certain locations, new foundations, poles, frames, and signs will be necessary. The scope of the project is described below: • Total locations: 60 • New poles and signs: 18 locations • New foundations, poles, frames, and signs: 8 locations In August 2023, four (4) bids were received from contractors to complete this work, ranging from $91,246.00 to $211,000.00. The lowest bid was from National Sign Plazas, and they have done similar projects for other municipalities in the metroplex. 2 Benefit to the Community:      This project will improve the wayfinding for residents and businesses throughout Coppell.     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 agenda item is $91,246.00 as provided for in the General Fund, Assigned Fund Balance.       Recommendation:      The Public Works Department recommends approval of this contract.   Company Information Company Name: Remit To Address: Physical Address: Phone Number: Fax Number: Contact Person: E-mail Address: National Sign Plazas 2202 West Huntington Drive Tempe, AZ 85282 903 N Bowser Rd Suite 202 Richardson TX 75081 214-924-0943 Justin Arellano jarellano@nspag.net CITY OF COPPELL • PURCHASING DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 BID #Q-0823-01 WAYFINDING SIGNS COOPERATIVE PURCHASING As permitted under Government Code, Title 7, Chapter 791.025, other governmental entities may wish to cooperatively purchase under the same terms and conditions contained in this contract (piggyback). Each entity wishing to piggyback must have prior authorization from the City of Coppell and Contractor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. 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 UTILIZE THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS? YES NOX CITY OF COPPELL • PURCHASING DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 BID #Q-0823-01 WAYFINDING SIGNS City of Coppell, TX Procurement Services HOUSE BILL 89 VERIFICATION I, (Person name), the undersigned representative of Company or Business name) hereafter referred to as company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named-above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270: 1.Does not boycott Israel currently; and 2.Will not boycott Israel during the term of the contract the above-named Company, business or individual with the City of Coppell acting by and through City of Coppell. Pursuant to Section 2270.001, Texas Government Code: 1.“Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and 2.“Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit. DATE SIGNATURE OF COMPANY REPRESENTATIVE Justin Arellano National Sign Plazas 08/23/23 Bid Form: Item Location Width in) Height in) Graphics Quantity Unit Cost Total 1 A 4,24 60 77.5 Logo 2 1 B 4,24 60 77.5 Text 2 2 A 8,9,10,11 60 69.5 Logo 4 2 B 8,9,10,11 60 69.5 Text 4 3 A 3,5,26,37,40 60 59.5 Logo 5 3 B 3,5,26,37,40 60 59.5 Text 5 4 A 35 60 57.5 Logo 1 4 B 35 60 57.5 Text 1 5 A 30,41,46 60 51.5 Logo 3 5 B 30,41,46 60 51.5 Text 3 6 A 21,22,33,36,38 60 49.5 Logo 5 6 B 21,22,33,36,38 60 49.5 Text 5 7 A 23,31,42,44,45 60 43.5 Logo 5 7 B 23,31,42,44,45 60 43.5 Text 5 8 A 27,47 60 35.5 Logo 2 8 B 12,27,47 60 35.5 Text 3 9 A 34,39 60 25.5 Logo 2 9 B 13,34,39 60 25.5 Text 3 Footing- A 11,40 NA NA NA 2 Footing- B 36,38,42 NA NA NA 3 480 480 450 450 388 388 367 367 328 328 313 313 277 277 224 224 162 162 350 420 960 960 1800 1800 1940 1940 367 367 984 984 1565 1565 1385 1385 448 448 324 324 700 1260 Item Location Width in) Height in) Graphics Quantity Unity Cost Total Footing- C 27,34,39 NA NA NA 3 Set Pole 8,9,10,11,24,27,30,34,35,36,37, 38,39,40,42,45,46,47 NA NA NA 18 Contingency for any unknows NA NA NA 1 50,000.00 Bid Summary: Total - $ Note: Bidder is required to provide a bid for every pay item. The City of Coppell will award based on all the pay items. 250 350 2100 17640 50000 91,246 Wayfinding Sign Design Section One NSP COMPANY HISTORY Incorporated in 1997, National Sign Plazas, Inc. (NSP) was founded with the intent to help Cities and Counties manage signage within their right-of-way and jurisdictional boundaries. Originally, our focus was in residential development and we created a wayfinding system that allowed growing municipalities to eliminate weekend and off-site directional signage. Historically, pro-growth communities had only two options to manage this type of signage; outlaw every sign or allow every sign. Homebuilders depend on directional signage to bring potential homebuyers to their sales office and many pro-growth communities were eager to pursue options that could alleviate the sign clutter without harming the ability to attract potential buyers to their area. NSP developed a wayfinding program that provided a method where they were now able to manage the problem of unsightly homebuilder signage with a viable and necessary solution. NSP staff designed the signage, often utilizing three or four sign types, planned the system, fabricated and installed all signage, and worked as an intermediary between our clients (Cities & Counties) and our customers (homebuilders & developers) ensuring that neither was negatively affected by the sign program. Like other wayfinding programs, this sign program was installed in the right-of-way, had to conform to MUTCD and TXDOT requirements, and needed to be considerate of the existing community dynamics. As the homebuilder economy flourished, we quickly discovered that this type of wayfinding program was in high demand and we operated almost exclusively in this space for our first 10 years providing our unique service to government agencies all over the Nation. Being the first company to develop this idea, we also spawned several “copycat” competitors that were drawn to the idea of erecting signage within the public right-of-way. Their efforts were widely unsuccessful as they were focused on replicating our finished product (sign building) and not the developmental process of establishing a wayfinding system. It is our unique approach to developing these sign systems that made it logical for us to apply our techniques to civic, tourist-oriented and other basic wayfinding programs. In 2007 we were in discussions with the City of Georgetown, TX, a Main Street community north of the City of Austin, to design and develop our homebuilder directional program within their City. Concurrently, they were struggling to develop a method to draw vehicular traffic in to their City and motivate those motorists to become pedestrians within their historic downtown…one thing led to another and we developed a comprehensive wayfinding program for the City that included vehicular and pedestrian directionals, gateway signage, hike/bike identifiers and homebuilder directionals all within one seamless design. The finely tuned skillset that we had developed over the preceding 10 years provided us the knowledge to easily handle this project and the entire system was deployed ahead of schedule and under budget. Over the next 6 years we discovered many wayfinding opportunities with our Clients and have created unique wayfinding programs throughout the Nation. Wayfinding Sign Design Section One CONSULTANT INFORMATION The following is a list of our national office locations. Portions of our executive staff operate from several offices; however the majority of our design, planning and consultative efforts are run from our Houston and Austin offices. Firm Name: National Sign Plazas, Inc. (NSP) Mailing Address: Corporate Office Tampa Office 3611-B E. 10th Ave Tampa, FL 33605 813)241-0466 Austin Office 715 Discovery Blvd, Ste 309 Cedar Park, TX 78613 512) 670-3717 Chicago Office 16700 Advantage Drive, Suite F Crest Hill, IL 60435 815)725-6230 Phoenix Office 16411 N 90th Street, Suite 107 Scottsdale, AZ 85260 480) 968-2978 Website: Organization Type: “C” Corporation Primary Contact: Where Organized: California Principals: Eleanor Hayzlett, CEO Grant Hayzlett, President 2422 S. Trenton Way, Unit H Denver, CO 80321 720) 482-9293 Atlanta Office 2030 Powers Ferry Rd SE Ste 450 Atlanta, GA 30339 678) 947-4400 Houston Office 20302 Park Row Dr, Ste 900 Katy TX 77449 713)673-2590 www.nsp.biz Nashville Office 11074 Courier Pl, Ste 401 Smyra, TN 33605 615) 768-5800 Dallas Office 903 Bowser Ste #202 Richardson, TX 75081 972) 918-0603 Wayfinding Sign Design Section One KEY PERSONNEL Since NSP is built as a Design, Planning and Construction firm, our staff positions and titles are quite different from a traditional design firm. The following is a short summary of our executive staff and the skills/experiences that we bring to bear on our design and planning projects. NSP currently employs 30 full time employees throughout our division offices ranging from graphic design to production to government relations. Eleanor Hayzlett OWNER/CEO As CEO of NSP Eleanor is responsible for the long range strategic planning of our business and the development of the efforts that govern new market penetration, Client acquisitions and the overall culture at NSP. Eleanor graduated from the University of Colorado and has been managing the company since 2001. Eleanor has been active in promoting wayfinding education and the adoption of this type of program throughout the Nation and works with many State level DOT offices to create a platform that will allow for wayfinding within the State right-of-way. When she is not drudging through the political maze she spends her time “setting the tone” at NSP and her fingerprints can be seen in our every action. Grant Hayzlett OWNER/PRESIDENT In addition to managing the company’s day-to-day activities Grant is the lead designer and planner for all of our wayfinding projects throughout the Nation. Grant is the driving force behind our precedent setting Design/Plan/Build platform and he has a keen eye for building efficiencies within a wayfinding system. Grant is a graduate of the University of Colorado and has been acting President for NSP since 2004. He is a member of the Society for Environmental Design (SEGD) and the Entrepreneur’s Organization (EO). Grant has travelled extensively throughout his life and has the benefit of understanding how our communication changes from country to country, but our needs do not. He has been able to glean information from other areas and cultures and he applies that knowledge to the design and development of our wayfinding sign programs. Grant is a unique, but efficient designer with a constant awareness of the real-world application of the finished product(s) that he is working on. Wayfinding Sign Design Section One Patrick Fuller VICE PRESIDENT As the acting Vice President, Patrick plays a key role in the strategic planning of our wayfinding systems throughout the Nation. Patrick has been with NSP for over 18 years. Patrick is located in our Austin office and he is our direct point of contact for TXDOT issues that affect current projects and he works directly with the local engineer to create and submit the necessary information for TXDOT review/approval of projects that are placed within state road-right-of-way. Pat has been working for NSP almost as long as NSP has been around and he is well versed in all of the details that make NSP a great company. In the past, he has worked at the division level, deploying our finished wayfinding systems from the ground up and now, he is an integral part of our planning process. His experiential knowledge is priceless and he brings more than a decade of wayfinding expertise to bear when developing the planning strategy for a new wayfinding system. JUSTIN ARELLANO OPERATIONS MANAGER Justin is the junior member of the Texas staff, but brings a wealth of sign knowledge to the team. Justin is high-energy, enthusiastic and organized. In the relative short time that Justin has been a part of the NSP team, he has shown his ability to manage multiple projects simultaneously. In just under a year, Justin has been the main point of contact for completion and ongoing maintenance way-finding projects Justin's involvement in operations includes project scheduling, client interaction and personnel management. Justin will be actively involved in all aspects of the project. Field Analysis TXDOT coordination Vendor relationships Right-of-way acquisition End-User Interviews Thematic Design Project Narrative Component Design and Planning Project Scope/Management Presentations Grant Hayzlett President Senior Project Manager Patrick Fuller Vice - President Justin Arellano Operations Manager Wayfinding Sign Design Section One STATEMENT OF AVAILABILITY As a provider of every service that surrounds the development and delivery of a finished wayfinding system, careful planning and staff availability is the key to our success. However, with such a broad footprint across the Nation, our evolution within this field has required us to create a very stable and efficient system. The staff listed in the preceding section is just a snapshot of the “key personnel” that will be involved in the Cedar Park project and we employ many great resources to ensure that each of our projects is handled as if it was our only project. NSP begins every project with a vision of complete installation in mind, not just a complete design. This allows us to predict and avoid certain pitfalls that other design firms cannot foresee. Further, we have the ability to accelerate a production timeline while the final actions of the planning phase are being addressed; rather than waiting for the planning phase to conclude and then locating a sign fabricator to pick up where the designer quit. Wayfinding Sign Design Section Four CLIENT LIST With six national offices and a government relations staff that develops outreach to every State in the Nation, NSP is capable of providing our Design/Plan/Build service to any City, County, Village or Township. The stars on the map identify the major metropolitan areas that we currently have projects running and the following is a list of our Clients by State. Since June of 1997, NSP has contracted with more than 50 clients in 7 different and challenging States; those Clients shown in bold have contracted with NSP within the last 5 years: COLORADO Town of Castle Rock City of Johnstown City of Firestone FLORIDA City of Fort Lauderdale City of Winter Springs ILLINOIS Village of Plainfield Village of Shorewood City of Lockport Village of Minooka CALIFORNIA San Benito County City of Hollister SOUTH CAROLINA Spartanburg County City of Lexington INDIANA City of Lake StationVillageofMonee GEORGIA City of South Fulton Cherokee County Walton County City of Woodstock City of Powder Springs City of Statham City of Holly Springs Douglas County City of Villa Rica Dawson County ARIZONA Town of Paradise Valley Town of Queen Creek Town of Youngtown City of Surprise TEXAS City of College Station City of Bryan City of Goliad City of Kerrville City of Nacogdoches City of Deer Park City of Boerne City or Bellaire City of Dickinson City of Waxahachie City of League City City of Round Rock City of Pflugerville City of Georgetown City of Kennedale City of Little Elm City of Kyle City of Pearland City of Rosenberg City of Conroe City of Texas City City of Richmond City of Wylie City of Seabrook City of Sachse City of Murphy City of Cibolo City of La Marque City of Selma City of Brownwood Royse City City of Anna City of Hutto City of Leander Wayfinding Sign Design Section Four REFERENCES & CONTACT INFORMATION The following is a short list of contacts for reference. NSP has developed wayfinding projects with these Cities/Counties and we are providing them as references because we feel that they have some commonalities to the Brenham project. City of Waxahachie www.waxahachie.com Micahael Scott, Ctiy Manager (469) 309-4002 shelly.hargrove@georgetwon.org This is a multi-level system that addresses the needs of vehicular traffic, pedestrian traffic and the downtown area. Pedestrian signage includes downtown map sign directing foot traffic to local businesses, hike and bike trail signage and functional signage. This project was coordinated with the City and the Main Street office. Cities of Bryan & College Station www.bcscvb.org Kindra Fry, CEO Bryan-College Station CVB (979) 260-9898 kindra@experiencebcs.com The City of College Station is home to Texas A&M University and the project was planned to incorporate the existing on campus directional signage. This is a multi-city, multi-level, multi-phase wayfinding project. The project was completely funded using Hotel Occupancy Tax funds and was developed as a direct connection to the tourism efforts of the CVB. Ninety percent (90%) of sign placement was within the TXDOT right-of-way and the CVB is preparing to develop the second phase in 2014. City of Kerrville, TX www.kerrvilletx.gov Ashlea Boyle, Main Street & Special Projects Manager (830) 258-1153 ashlea.boyle@kerrvilletx.gov This is a multi-level system that incorporates external vehicular wayfinding, pedestrian directional signage and transition points for public parking facilities. More than 50% of the total sign placement was developed within TXDOT right-of-way and NSP staff handled the comprehensive assembly of the TXDOT submittals. There are four different sign types in total including pedestrian directional signage within the City’s civic center. Developing Your Wayfinding Program Portfolio (Kerrville, TX) The City of Kerrville is located in the Texas hill country, about one hour North of San Antonio. They are one of the largest Cities in the area and are rich in Texas History. As part of their downtown redevelopment plan, the City invested in a new Civic Center, public parking garages and a unique wayfinding signage system. Kerrville contracted with NSP to design and plan all aspects of the wayfinding system as well as fabricate and install every component. The City required (5) different signage applications with 3) focusing on vehicular needs and (2) focused on pedestrian needs. In total, the finished plan included (56) complete locations with (35) of them falling within TXDOT right-of-way. NSP not only developed the total planning initiative for the project, but we developed, submitted and coordinated all of the DOT requirements for the approval of the project. The Kerrville wayfinding project is scheduled for completion in late 2013. Deliverables Materials to be used for each element Thematic Drawings TXDOT submittals Final designs for each system element Site location details Installation guidelines Shop Drawings Construction documents Final message schedules Presentation to City staff Analysis of end-user needs Time to completion This project began in late 2013 and will be completed in approximately (9) months. NSP staff coordinated every aspect of the Kerrville wayfinding project “in-house” and was able to beat scheduling and budgeting goals. This project is scheduled to have a second phase begin in early 2014 focusing on greater development of pedestrian signage. VEHICULAR DIRECTIONAL (TXDOT) PEDESTRIAN DIRECTIONAL DOWNTOWN DIRECTIONAL Developing Your Wayfinding Program Deliverables Materials to be used for each element Final designs for each system element Shop Drawings Final message schedules Analysis of end-user needs ect phase took 2 months from start to finish. PEDESTRIAN DIRECTIONAL VEHICULAR DIRECTIONAL Portfolio (City of Waxahachie) The City of Waxahachie is a unique and historic city with much to offer their ci zens and tourist. NSP first contracted with the City of Waxahachie in 2009 to assist the City with the rapid growth it was experiencing. Through the implementa on of the NSP unified Homebuilder Program, NSP assisted the City with growth management. Through the rela onship established, the City once again contracted with NSP in 2014 to implement a wayfinding system to help residents and tourist experience all the City has to offer. NSP worked closely with the local Texas Department of Transporta on (TXDOT) Engineer to create a design that was both visually engaging and adhered to the safety standards that are required by TXDOT. The Waxahachie project was a Design / Build project, ensuring that the efforts put forth in the design phase were implemented in the real world. The project consisted of over forty sign locations, with many of them located within TXDOT right-of-way. 6 4 3 PARKING IDENTIFIER Developing Your Wayfinding Program Portfolio (Bryan & College Station, TX) Deliverables Design specs for each sign type Phasing schedules for I and II Construction materials Staff and Client Presentations TXDOT assessment, submittal & approval Site location details Installation guidelines Creation of all maps and routes Construction documents Final message schedules Value-Added Engineering for each Element RFP Drafting In April of 2012 the Cities of Bryan and College Station contracted with NSP to give their wayfinding system life. Three years prior they had contracted with a different firm to draft an initial design and plan for a complex, multi-city system that incorporated historic downtowns, tourist destinations and Texas A&M university. Due to a multitude of reasons, the project was left in the design phase and the Cities were not able to realize construction of the project. The project was led by the Convention and Visitor’s Bureau and they knew that in order to achieve installation, they would require a team that could update and revise the existing designs, phase the project, manage their budgets and work with TXDOT for program approval. They elected to work with NSP because of our expertise in wayfinding and our track record of success. The project required NSP staff to assess an existing design family and developed value-added engineering (VAE) for each of the 6 sign types. Further, we had to recreate the entire sign location plan and reprogram each individual sign to meet their current goals. The first program phase included 141 individual locations (122 of which fall in State road right-of-way) and was completed 6 months after RFP award; phase 2 is currently being drafted and will further develop the pedestrian and parking features. Currently, the entire program spans across Bryan, College Station and Texas A&M university. Time to completion Phase one of this program spanned a total of 6 months from RFP award to final installation. In that time NSP staff redesigned 6 different sign types, created a new placement and mapping plan, created a phasing schedule, and built and installed 141 individual signs. Our efforts through the VAE process were focused on reducing fabrication costs and enhancing the ability to retrofit/alter existing signage as future needs changed. LARGE VEHICULAR DIRECTIONAL SMALL VEHICULAR DIRECTIONAL Developing Your Wayfinding Program Portfolio (Georgetown, TX) In 2007 the City of Georgetown contracted with NSP to build a wayfinding system that was to be incorporated in to every detail of the City’s downtown development. Entry signage, vehicular directionals, pedestrian maps, parking, public rest rooms and general civic identifiers were all planned for and coordinated throughout the City including their Downtown Main Street. The planning strategy included the use of TXDOT right-of-way as well private property that was owned by local businesses. These locations required NSP to create submittal documents for DOT approval and negotiate land use permits with local citizens. Success in this area was key to the coordinated placement of signage and our staff was able to gain access to all but one area. We were able to work with TXDOT, our steel supplier and other vendors to determine the complete scope of the breakaway standards, the right material to fabricate the sign and several design changes to accommodate the review committee. When the project was complete the system totalled (54) individual locations covering large and small vehicular directionals, pedestrian directionals, parking identifiers and hike/bike trail markers. Deliverables Materials to be used for each element Thematic Drawings TXDOT submittals Final designs for each system element Site location details Installation guidelines Shop Drawings Construction documents Final message schedules Presentation to City staff Analysis of end-user needs Time to completion From the time of the award the design, construction and installation of the City’s program took less than 5 months. The initial planning and design efforts were developed concurrently; lasting 3 months and 2 months respectively. Fabrication and installation of the firstproj- ect phase took 2 months from start to finish. PEDESTRIAN DIRECTIONAL HIKE AND BIKE VEHICULAR DIRECTIONAL Developing Your Wayfinding Program Portfolio (Conroe, TX) North of the City of Houston, the City of Conroe is a gateway City that boasts more than 10 public parks and open spaces. In 2009 they finished construction on their flagship public recreation area, the Carl Barton, Jr. Memorial Park. As construction was being finalized the City approached NSP to design and develop signage in and around the park that would include 15 baseball fields, 10 soccer fields, a fishing pond, picnic areas and hiking trails. Additionally, they asked for the design and development of monument stone entry signs, exterior wayfinding signage leading motorists in to the park and park facilities signage such as rules, parking, etc. Being that the project was run through a budget that was dedicated to the park’s program and not through the City’s general fund they were very cautious about spending and asked us to be considerate in our design and creative in our project phasing. The focus of this project was primarily pedestrian and the need for clean, multi-lingual designs was paramount. Additionally, NSP developed public art and landscaping features that further enhanced the pedestrian expereince within the space. Deliverables Materials to be used for each element Thematic Drawings Master design plan outling each feature of the system Final designs for each system element Site location details Installation guidelines Shop Drawings Time to completion The installation of this project was governed by the park opening. From the first design compositions to the final installation this project took 12 weeks to complete. Construction documents Final message schedules Street signage and exterior wayfinding Bronze statues and landscaping STATUE IN PLANTER MONUMENT ENTRY PARK RULES & CONDITIONS The City of Georgetown, TX is a unique community north of the City of Austin. In 2007 we contracted with National Sign Plazas to develop a wayfinding sign program throughout our City, including our historic downtown. The sign program consists of several sign types that service vehicular traffic on large arterial streets, small community roads and pedestrian traffic without out downtown. National Sign Plazas’ quality of work and attention to the overall continuity of the signage has truly made our sign program a success. Several proposed sign locations fell within TXDOT jurisdiction and NSP worked with our local traffic engineers to ensure proper permitting and placement of the signage. National Sign Plazas is a reliable and capable vendor and has the endorsement of the City of Georgetown. Please contact me directly if you have any questions about our sign program or NSP’s involvement in our City program. Sincerely, Wayfinding Sign Design Section Four Scope of WorkTXDOTConsultation / Approval To have a successful Wayfinding signs program inTexas, approval from the Texas Department of Transportation is a requirement for any signs that will be in TXDOT right-of-way. National Sign Plazas (NSP) has a proven track record with TXDOT and has gained approval for all wayfinding projects TXDOT submittals. NSP will supply TXDOT with a manual the details every aspect of each sign location, including sign design with, site plan, sign elevation, construction documentation, sign materials. 25,000 Design Development Wayfinding systems are more than just a cluster of signs and directional arrows. They are orientation devices that enable the end user to extract needed and timely information. Most frequently, people think about vehicular directional signs when they think about wayfinding; however, the best designs will create a platform for additional features to be seamlessly added as the City continues to grow and develop. Exterior furniture, public art and interactive pedestrian features help to create an environ- ment that is not only helpful to users, but one that makes people comfortable and more likely to return. A successful wayfinding design is as much a tool for economic development as it is a tool for navigating. The development of a downtown pedestrian wayfinding system requires different design features to engage people and, when done so successfully, will help to communicate valuable information to them. The NSP team has a proven track record of successfully developing interactive and motivational pedestrian systems that lead to more foot traffic in commercial areas, more visits tothose “hard to find” destinations and a complete civic environment. Finally, a successful design will become a vehicle to promote and facilitate the City’s brand. Brand management does not happen accidentally, and the development of that brand through an interactive wayfinding system will lead to agreater sense of community within the City of La Grange. 25,000 Wayfinding Sign Design Section Four Scope of WorkBudgetPreperation | Bid Forms | Bidding Process Budget Preparation NSP will work with the city to create a Wayfinding Plan that accommodates the annual budget. NSP can also generate a phasing schedule so that the implementa- tion of the wayfinding plan is achieved over several budget periods, without losing the integrity of the system. Bid Support To assist the city with its selected fabricator NSP will prepare design intent for each sign type, which will include the required materials to be used. NSP will submit a short list of possible fabricators, hold pre-bid meeting or conference call to discuss design intent and assist the client with evaluation of the bids. 25,000 Total: $75,000 NSP Headquarters 7076 South Alton Way Bldg. E2 Centennial, Colorado 80112 Phone: 720.482.9293 Toll Free: 888.982.1234 Fax: 303.790.0924 NSP Austin 6448 East Highway 290, B-106 Austin, Texas 78723 Phone: 512.670.3717 Toll Free: 888.982.1234 Fax: 512.670.3719 NSP Houston 2502 Central Parkway, C-13 Houston, Texas 77092 Phone: 713.673.2590 Toll Free: 888.982.1234 Fax: 713.673.2585 NSP Atlanta 6850 Shiloh Road East, Suite D Alpharetta, Georgia 30005 Phone: 678.947.4400 Fax: 678.947.4404 NSP Phoenix 16411 North 90th Street, #107 Scottsdale, Arizona 85260 Phone: 480.968.2978 Toll Free: 888.982.1234 Fax: 480.968.2988 NSP Chicago 16700 Advantage Drive, Suite F Crest Hill, Illinois 60435 Phone: 815.725.6230 Toll Free: 888.982.1234 Fax: 815.725.6201 Toll Free: 888.982.1234 PlanningandDesign ProgramManagementOpenSpaceDevelopmentEnvironmentalGraphicDesign 2 3 National Sign Plazas is a 40-year-old, family owned company that began as a single location in San Jose, California, providing way-finding services to the home builder community. We have established a National presence with 11 divisions, focused on way-finding services for both builders and cities. National Sign Plazas has helped over 60 cities and counties just like Big Spring to achieve civic goals by working together to develop a smart and strategic way-finding system. Our consultative and operative design/plan/build approach doesn’t just fabricate another beautiful sign; they engage your target audience. Our systems directly enhance the visitor experience and drive civic engagement by strengthening the way your city communicates its strategic brand messaging. With National Sign Plazas, your community and your visitors will develop a relationship that encourages them to open a dialogue, leading to increased daily spending and accelerated economic growth. With National Sign Plazas, you’ll achieve a way-finding program that purposefully guides your community through an interactive experience focused on supporting the economic, social and developmental strategies that Big Spring aims to achieve. In 2006 the City of Georgetown contracted with NSP to design, strategically plan, construct and install a branded civic way-finding system that was to be incorporated in to every detail of the City’s environment, including their historic downtown. The strategically planned pedestrian system included the identification of walking and bike paths, directional signage, maps, and civic identifiers that were all focused on managing pedestrian needs during downtown events and economic development for the local businesses. Since the inception of the project the City has recognized greater attendance local events, increased frequency of events and greater participation by local businesses. For the past 15 years the City of Georgetown has been recognized as a premier destination within the Austin MSA. Georgetown has continued to work with NSP to manage the system and ongoing development ensuring proper upkeep, planning for branding and community development. Downtown Georgetown during the City’s Christmas Stroll Event. We are a strategy company that has developed products and services to connect traffic to a predetermined customer experience.” CONTACT PERSON: Shelly Hargrove, Main Street Director CURRENT PHONE NUMBER: 512.930.2549 THE CITY OF GEORGETOWN, TX 4 5 Part of the City’s Main street branding concept – Live, Work, Play. Part of the City’s Main street branding concept – Live, Work, Play. NSP is a capable and reliable vendor and they have the endorsement of the City of Georgetown.’ TOM YANTIS, ASST. CITY MANAGER CITY OF GEORGETOWN, TX City of Kerrville (Design/Build Downtown Way-finding) National Sign Plazas is a 40-year-old, family owned company that began as a single location in San Jose, California, providing way-finding services to the home builder community. We have established a National presence with 11 divisions, focused on way-finding services for both builders and cities. National Sign Plazas has helped over 60 cities and counties just like Big Spring to achieve civic goals by working together to develop a smart and strategic way-finding system. Our consultative and operative design/plan/ build approach doesn’t just fabricate another beautiful sign; they engage your target audience. Our systems directly enhance the visitor experience and drive civic engagement by strengthening the way your city communicates its strategic brand messaging. With National Sign Plazas, your community and your visitors will develop a relationship that encourages them to open a dialogue, leading to increased daily spending and accelerated economic growth. With National Sign Plazas, you will achieve a way-finding program that purposefully guides your community through an interactive experience focused on supporting the economic, social and developmental strategies that Big Spring aims to achieve. CONTACT PERSON: Ashlea Boyle, Main Street Director CURRENT PHONE NUMBER: 830.258.1153 THE CITY OF KERRVILLE, TX 6 7 Dual-purpose low-speed Vehicular and Pedestrian directional (left photo) Vehicular directional sign in the City right-of-way (right photo) The design component of our way-finding system matches the rich and historic heritage of Kerrville.’ ASHLEA BOYLE, MAIN STREET DIRECTOR The City of Kerrville built a new civic center and parking facility as a means to invig- orate their historic downtown and further economic development. The way-finding system was developed around the goal of transitioning vehicular traffic into pedestrian traffic and then getting pedestrians and tourists to the local businesses. National Sign Plazas handled the original designs and the strategic plan using the parking facility and downtown as a destination, worked with TXDOT to have the system approved for use in the State road right-of-way, and then built and installed the entire system as a single phase. 8 9 The Town of Paradise Valley recruited NSP to developed brand standards for all of the sig- nage within the Town. During the project, the Town approached NSP to collaborate on the redevelopment of their main traffic corridors. These “Visually Iconic Corridors” were being transformed from dedicated vehicular passage, to routes that create space for walking, cycling and golf cart passage. Each corridor included three different nodes that were designed as dec- orative enhancements to the routes. NSP staff developed a concept for the nodes that included planned, educational space for passersby to learn about the nature and history of Paradise Valley. As a central tourist destina- tion for the Phoenix area, these corridors will serve as a staging platform for pedestrians and cyclists to explore all of the activities Paradise Valley has to offer. The first Visually Iconic Corri- dor is currently under construction with plans for future corridors commencing after completion. THE TOWN OF PARADISE VALLEY Placemaking & Pedestrian Pathways Completed shade structure and signage (primary node) CONTACT PERSON: Dembow, Vice Mayor CURRENT PHONE NUMBER: 480.348.3690 Approved street-scape for the 56th Street Visually Iconic Corridor (Primary Node Views) We enjoyed working with NSP throughout all of our projects and look forward to working with them on future projects.’ PAUL DEMBOW, VICE MAYOR TOWN OF PARADISE VALLEY Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7111 File ID: Type: Status: 2023-7111 Agenda Item Consent Agenda 1Version: Reference: In Control: Engineering 09/15/2023File Created: Final Action: CORE Parking Lot RepairFile Name: Title: Consider approval of awarding contract to TIPS vendor, C & J Designs; for the repair of the east parking lot at The CORE; in the amount of $207,243.32; as provided for in Infrastructure Maintenance Fund (IMF); and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Quote.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7111 Title Consider approval of awarding contract to TIPS vendor, C & J Designs; for the repair of the east parking lot at The CORE; in the amount of $207,243.32; as provided for in Infrastructure Maintenance Fund (IMF); and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of repairs to facility is $207,243.32, as provided for in IMF. Staff Recommendation: The Public Works Department recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7111) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Steve Shore, Facility Manager Michael Garza, P.E., Director of Public Works Date: September 26, 2023 Reference: Consider approval of awarding contract to TIPS vendor, C & J Designs; for the repair of the east parking lot at The CORE; in the amount of $207,243.32; as provided for in Infrastructure Maintenance Fund (IMF); and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This agenda item is being presented to consider approval of awarding a contract to C & J Designs; for the repair of the east parking lot at The CORE; in the amount of $207,243.32; as provided for in Infrastructure Maintenance Fund (IMF). Background: The driving lane in the first row from the main entrance to the parking lot has numerous damaged areas along its entire length from over 20 years of vehicles of all types using this route to gain access to the site. The damage has become such that it is becoming a safety hazard for users of the facility. Benefit to the Community: Making these repairs will give users of the facility easier and safer access to the facility, will enhance the aesthetics of the park, and help prevent the damage from spreading. Legal Review: The Procurement Division has reviewed the documents and determined that this is an appropriate method of contracting with this vendor as C & J Designs and Solution is under a city-wide contract and a member of TIPS. Fiscal Impact: The fiscal impact of this item is $207,243.32, as provided for in IMF. 2 Recommendation: The Public Works Department recommends the approval of this contract. Tips Contract CONTRACTOR: C & J's Designs and Solutions of East Texas, LLC Contract No. DPR #: Coppell Signature Sign Date: Sent Date: Work Location:234 Parkway Blvd Core Parking Lot Concrete Repairs Job/Phase: Not to Exceed $207,243.32 Item #Unit Qty C & J's Price $C & J's 1 REMOVE 6" TO 8" THICK REINFORCED CONCRETE SY 1244 49.50$ 61,578.00$ 10 8" (4200 P.S.I.) CONCRETE SY 1244 87.00$ 108,228.00$ 30 6" INTEGRAL CURB CONCRETE LF 427 17.36$ 7,412.72$ 34 REMOVE CURB AND GUTTER LF 40 13.37$ 534.60$ 35 24" CURB AND GUTTER TO INCLUDE 6" CURB 0 LF 40 38.40$ 1,536.00$ 39 SDHPT (GRADE 2) TYPE A FLEX BASE PROVIDE TON 201 57.00$ 11,457.00$ 51 SAW CUT FULL DEPTH CONCRETE LF 780 2.10$ 1,638.00$ 55 SOD ALL DISTURBING SIDES CONSTRUCTION SY 40 40.80$ 1,632.00$ 56 UNCLASSIFIED EXCAVATION CY 100 42.00$ 4,200.00$ 64 IRRIGATION REPAIR LF 60 7.20$ 432.00$ 65 SPRINKLER HEAD REPAIR EA 12 60.00$ 720.00$ 82 NEW CONCRETE CRACK AND JOINT SEALING LF 1250 4.50$ 5,625.00$ 83 MOB IN AND MOB OUT EA 1 2,250.00$ 2,250.00$ Totals:207,243.32$ Name of Company C & J's Designs and Solutions of East Texas, LLC Print Name Christopher Mertes Sign Date 9/7/2023 9/7/2023 City of Coppell Streets / Alleys / Sidewalks / ADA C & J's Designs and Solutions of East Texas, LLC 1012 W Main St Como, Tx 75431 - 430-252-9452 22010701 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7126 File ID: Type: Status: 2023-7126 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/18/2023File Created: Final Action: FY 24 work planFile Name: Title: Consider approval and adoption of the FY 2023-24 City Council Goals and Staff Work Plan. Notes: Sponsors: Enactment Date: Memo.pdf, FY24WorkPlan.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7126 Title Consider approval and adoption of the FY 2023-24 City Council Goals and Staff Work Plan. Summary Fiscal Impact: Variable depending on work plan item. Staff Recommendation: Staff recommends approval of the FY24 Work Plan. Strategic Pillar Icon: Perpetuate a Learning Environment Foster an Inclusive Community Fabric Enhance the Unique 'Community Oasis' Experience Future Oriented Approach to Residential Development Create Business and Innovation Nodes Implement Innovative Transportation Networks Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7126) Apply 'Smart City' Approach to Resource Management Sustainable Government Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Traci Leach, Deputy City Manager Date: September 26, 2023 Reference: Consider approval and adoption of the FY 2023-24 City Council Goals and Staff Work Plan. Introduction: This agenda item is for City Council consideration and approval of the proposed FY 2023-24 City Council Goals and Staff Work Plan. Background: The proposed FY 2024 City Council Goals and Staff Work Plan was developed in response to the work and direction provided by the City Council during the January 2023 Council Retreat, with some additional input around the Vision 2040 Plan. City Council’s direction was incorporated into the development of the proposed 2023-24 Budget and Goals for the coming fiscal year. Analysis: The document is formatted, as in the past, to reflect the Vision 2040 Pillars and Goals. The first column identifies the 2040 Pillar. The second column identifies the 2040 Goals as prioritized by City Council during the January retreat and in support of the specific pillar. The third column identifies the work plan objectives in support of the City Council adopted pillars and goals. Work on these items will begin after October 1, 2023, with the start of the new fiscal year. Legal Review: N/A Fiscal Impact: Variable depending on work plan item. Recommendation: Staff recommends approval of the FY24 Work Plan. Icon Goal FY 24 Work Plan Objective Responsibility Diversify learning and enrichment opportunities available in Coppell Explore citizen-led classes/programs at various facilities CE In coordination with EX and Allies, explore the development of yearly proclamation schedule to promote inclusivity CSO Explore opportunities for allyship initiatives EX Provide educational resources that support allyship EX Explore Coppell-style Story Corps COMM Develop a "sense of neighborhood" at an appropriate scale Explore dog park/neighborhood park clean-up projects and events CE Work with community partners to survey neighborhoods to identify character defining elements of each neighborhood CD Explore an incentive program for refurbishing older homes CD Explore first-time homebuyer program CD Implement Village Concept CD Explore creation of a new multi-family district category in Zoning Ordinance for active adult living CD Explore refit and refurbishment of older housing stock Explore new options for 55 plus (or aging in place) that maintain high standard of living while reducing footprint 2040 Strategy Pillar One: Perpetuate a Learning Environment Pillar Two: Foster an Inclusive Community Fabric Pillar Four: Future-Oriented Approach to Residential Housing Purposefully break barriers to inclusion Pillar Three: Enhance the Unique "Community Oasis" Experience Icon Goal FY 24 Work Plan Objective Responsibility 2040 Strategy Move Kaleidoscope to OT and partner with Arts Center on cultural performances CE Host voter registration drives/booths and election education at OT events and Farmers Market CSO Study Old Town Coppell to determine the appropriate measures for activation of the Square.CD Explore temporary use of the pad site next to Twisted Root CD Proposed ordinance changes to incoporate items discussed during FY23 Roundtable on future retail trends CD Explore developer agreements, façade grants, and other economic development tools to encourage the rehab and re-purposing of commercial areas CD Explore a business incubator/commercial kitchen incubator CD Explore pop-up business support CD Encourage redevelopment of "hot spots" along commercia/retail corridors as major creativity zones Study trends in other communities related to creativity zones CD Study trends in commercial/warehouse districts in other parts of the country to prepare for future ordinance changes CD Propose ordinance changes to incoporate items discussed during FY23 Roundtable CD Begin study of autonomous vehicle connection to Cypress Waters Station PW/CMO/CD Begin operational strategies for DART System impacts PD Explore connection to Hyperbolic Dr with the City of Dallas to provide opportunity for development in Sanders Loop area PW Complete Royal reconstruction PW Build Coppell’s transportation system to connect with regional systems Pillar Five: Create Business and Innovation Nodes Explore future trends in retail and re-purposing commercial areas Work with the commercial/ warehouse district on future Version 2.0 and encourage redevelopment of ‘hot spots’ along commercial/retail corridors as major creativity zones Support the Old Town area and concept Pillar Six: Implement Innovative Transportation Networks Icon Goal FY 24 Work Plan Objective Responsibility 2040 Strategy Implement Fiber Masterplan ES/PW Explore Branding Strategy for Coppell as a Smart City COMM Explore Autonomous Vehicle Program Define sustainable building standards for existing City facilities ES/PW Explore other payment methods for customers to use SFE As a fiduciary, the City will ensure that there are adequate financial resources to support City services.Explore non-traditional ways to monetize city assets, services, and facilities SFE Conduct city-wide communications survey and evaluate communications strategy COMM Develop strategy to determine progress of Vision 2040 Strategic Plan CMO Complete Community Experiences Master Plan Update CE Complete Woodhurst reconstruction PW Complete water system redundancy project PW Rehab Village Parkway ground storage tanks PW Complete Magnolia Park Trail connection CE Complete Duck Pond Park improvements CE Complete Moore Road Boardwalk CE Complete Dog Park reconstruction CE Complete Veterans Memorial CE Continue Service Center design and construction PW Complete design for Fire Station 5 FD The City will maintain a quality work force to serve the community.Complete belonging education for all employees EX City Services will be provided in a manner that ensures high levels of customer satisfaction City Infrastructure will be wellmaintained and consistent with the Council's value proposition. Build backbone of Smart Operating Systems for all resource management Pillar 7: Apply Smart City Approach to Resource Management Foundation: Sustainable Government Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7128 File ID: Type: Status: 2023-7128 Agenda Item Consent Agenda 2Version: Reference: In Control: Human Resources 09/20/2023File Created: Final Action: Tokio MarineFile Name: Title: Consider approval of renewal for fully insured organ transplant coverage with Tokio Marine HCC in the amount of $73,732.00; as budgeted in FY 2023-2024, and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Renewal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7128 Title Consider approval of renewal for fully insured organ transplant coverage with Tokio Marine HCC in the amount of $73,732.00; as budgeted in FY 2023-2024, and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this Agenda Item is $72,732, funded through the Self-Funded Health Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7128) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Matia Messemer, Director of Employee Experience Date: September 26, 2023 Reference: Consider approval of renewal for fully insured organ transplant coverage with Tokio Marine HCC in the amount of $73,732.00; as budgeted in FY 2023-2024, and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This item is presented to consider a proposal for Organ transplant coverage from Tokio Marine – HCC in the amount of $73,732.00. This proposal is for a fully insured policy to cover claims for organ transplants. Background: 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. There is no change in rates from the previous fiscal year. 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, and the fund would be at great risk of potentially one or more catastrophic claims. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda Item is $72,732, funded through the Self-Funded Health Fund. Recommendation: City staff recommends approval of this item. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7132 File ID: Type: Status: 2023-7132 Agenda Item Consent Agenda 1Version: Reference: In Control: Human Resources 09/20/2023File Created: Final Action: Mutual of OmahaFile Name: 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 $263,838.00 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Renewal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7132 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 $263,838.00 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this agenda item is $263,838, funded in the fiscal year 2023-2024 budget. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7132) Sustainable Government Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Matia Messemer, Director of Employee Experience Date: September 26, 2023 Reference: 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 $263,838.00 as budgeted in FY 23-24; and authorizing the City Manager to sign all necessary documents. 2040: Sustainable Government Introduction: This item is presented for approval of the 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 $263,838.00. Background: 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 post- COVID decreases in life expectancy and an overall trend the industry is experiencing, while the increases on the LTD and STD coverages are a result of loss ratios near 100%, which is well above the 75% actuarial target loss ratio. Legal Review: N/A Fiscal Impact: The fiscal impact of this agenda item is $263,838, as budgeted. Recommendation: City staff recommends approval of this item. ________________________________________________ Renewal Information and Exhibits Prepared For: City of Coppell Group ID: G000BLBT Renewal Effective Date: October 1, 2023 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 Mike Masse' Renewal Executive Dallas Group Office mike.masse@mutualofomaha.com CITY OF COPPELL LIFE AND AD&D Rate Guarantee Period - October 1, 2023 to October 1, 2024 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 $4,129.45 $5,014.33 $884.88 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 373 $58,992,100 $0.070 $0.085 AD&D Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $1,120.85 $1,120.85 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 373 $58,992,100 $0.019 $0.019 CITY OF COPPELL VOLUNTARY LIFE AND AD&D Rate Guarantee Period - October 1, 2023 to October 1, 2024 Voluntary Life Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $12,295.07 $12,295.07 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Age of Employee Lives Volume Current Rate Renewal Rate Less than 24 4 $320,000 $0.073 $0.073 25-29 33 $3,280,000 $0.087 $0.087 30-34 33 $3,450,000 $0.093 $0.093 35-39 37 $5,320,000 $0.116 $0.116 40-44 44 $8,760,000 $0.153 $0.153 45-49 39 $7,630,000 $0.229 $0.229 50-54 37 $7,950,000 $0.373 $0.373 55-59 20 $2,860,000 $0.633 $0.633 60-64 12 $960,000 $1.002 $1.002 65-69 7 $539,500 $1.659 $1.659 70-74 5 $50,000 $2.881 $2.881 75-79 0 $0 $4.795 $4.795 80-84 0 $0 $7.845 $7.845 85-89 0 $0 $7.845 $7.845 90-100 0 $0 $7.845 $7.845 Spouse Rate Basis - per $1,000 Age of Employee Lives Volume Current Rate Renewal Rate Less than 24 0 $0 $0.073 $0.073 25-29 8 $160,000 $0.087 $0.087 30-34 4 $350,000 $0.093 $0.093 35-39 17 $445,000 $0.116 $0.116 40-44 23 $1,050,000 $0.153 $0.153 45-49 19 $1,030,000 $0.229 $0.229 50-54 13 $425,000 $0.373 $0.373 55-59 11 $320,000 $0.633 $0.633 60-64 5 $115,000 $1.002 $1.002 65-69 3 $94,500 $1.659 $1.659 70-74 1 $5,000 $2.881 $2.881 75-79 0 $0 $4.795 $4.795 80-84 0 $0 $7.845 $7.845 85-89 0 $0 $7.845 $7.845 90-100 0 $0 $7.845 $7.845 Child(ren) Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 63 $552,500 $0.076 $0.076 Voluntary AD&D Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $1,115.24 $1,115.24 $0.00 Class Description All Eligible Employees Employee Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 271 $45,913,500 $0.018 $0.018 Spouse Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 104 $14,145,000 $0.02 $0.02 Child(ren) Rate Basis - per $1,000 Lives Volume Current Rate Renewal Rate 63 $590,000 $0.010 $0.010 CITY OF COPPELL SHORT -TERM DISABILITY Rate Guarantee Period - October 1, 2023 to October 1, 2024 STD Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $5,864.95 $8,624.93 $2,759.98 Class Description All Eligible Employees Employee Rate Basis - per $10 of Total Weekly Benefit Lives Volume Current Rate Renewal Rate 373 $344,997 $0.17 $0.25 CITY OF COPPELL LONG-TERM DISABILITY Rate Guarantee Period - October 1, 2023 to October 1, 2024 LTD Current Monthly Premium Renewal Monthly Premium Renewal Monthly Premium Change $6,229.68 $7,226.43 $996.75 Class Description All Eligible Employees Employee Rate Basis - per $100 of Monthly Covered Payroll Lives Volume Current Rate Renewal Rate 373 $2,491,871 $0.25 $0.29 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7134 File ID: Type: Status: 2023-7134 Agenda Item Consent Agenda 1Version: Reference: In Control: Human Resources 09/20/2023File Created: Final Action: UMRFile Name: Title: Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $197,932.20 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Renewal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7134 Title Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $197,932.20 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this agenda item is an estimated $197,932.20 as budgeted in the Self-funded Health fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7134) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Matia Messemer, Director of Employee Experience Date: September 26, 2023 Reference: Consider approval of contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $197,932.20 as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This item is presented for approval of a contract addendum for the renewal for third party claims administration services with UMR, Inc. in the amount of $197,932.20. Background: This renewal of the existing contract with United Medical Resources (UMR) for third party administrative services will be the 17th year for the City of Coppell to retain UMR to administer our Medical and Prescription Drug (Rx) plan. The City has been served well by the discounts in claims costs afforded by our relationship with UMR and access to their Preferred Provider Organization (PPO) network. The renewal will be completed by amending the existing Administrative Services Agreement. The estimated annual administrative fees for this contract year with UMR are $45.19 per employee per month based on 365 covered employees which equals a 0% 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. Benefit to the Community: Approval of this item will ensure that the employees who serve the residents and businesses continue to receive health insurance coverage. 2 Legal Review: This renewal proposal will be an addendum to the main agreement. Fiscal Impact: The fiscal impact of this agenda item is $45.19 per employee per month based on 365 covered employees, which is an estimated $197,932.20 for the 2023-2024 fiscal year, funded through the Self- funded Health fund. Recommendation: City staff recommends City Council approve the UMR renewal proposal as outlined above. A renewal presentation for City Of Coppell Tebben, Mark 0 April 2023 Presented to Holmes Murphy by Jenny McWherter Subtotal 33 365 45.274 45.27$ 0 0 All fees shown as per employee per month (PEPM) unless otherwise noted. Administration and access fees Subscribers Current Fees Renewal Fees 10/1/2023 Medical claims 365 $20.97 $20.97 Medical client advisor commission Net Net Required stop loss interface fee 365 Included Included Stop loss interface - If a non-preferred vendor is selected, this surcharge fee will also apply 365 $2.63 $2.63 UnitedHealthcare Choice Plus ® network - access fee 365 $16.87 $16.87 COBRA administration 365 $1.08 $1.08 Utilization Management (UM)365 $1.65 $1.65 Complex Condition CARE 365 $1.55 $1.55 NurseLine (NL)365 $0.44 $0.44 Optum Benefits Analytic Manager (BAM)365 Included Included Incentive Solutions: Rewards - Health Incentive Account (HIA) Deposits (PPPM)365 Included Included Health reimbursement account - per participating employee per month 365 Included Included Retiree billing - ACH debit 7 $4.38 $4.38 Medical Insured Carve Out Coordination Fee 365 Included Included Advanced Claim Review - specialized review of high-cost targeted claims and medical records - % of savings 365 30%30% CRS Benchmark Program – Multiplan’s Complementary Network, Fee Negotiation and Data iSight - % of savings 365 22% with $50,000 cap per claim 22% with $50,000 cap per claim External PBM Vendors are subject to prior approval and may require additional fees. For groups with less than 100 subscribers, OptumRx is required. Customer Name : City Of Coppell Plan Renewal Date : 10/1/2023 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. UnitedHealthcare 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. Renewal Services All renewal fees are good for one year and are shown as per employee per month (PEPM) unless otherwise noted Plan Administration Current Fees Renewal Fees 10/1/2023 Actuarial Services (Certified Reserving & Custom Pricing)Pricing available upon request Pricing available upon request Customized ID cards $150.00 per hour $150.00 per hour ID card mailing charge - employee residence Included with medical administration Included with medical administration Mail special packets to homes Billed at cost for postage only Billed at cost for postage only Service Fee to Remit to Outside Vendors waived for current waived for current New York surcharge filing and administration - annual fee Included with medical administration Included with medical administration Claim reprocessing - per claim $25.00 $25.00 Subrogation - percent of recoveries 33%33% Federal external review for appeals - for non-grandfathered plans for adverse benefit determinations that involve medical judgment or a rescission of coverage. Up to 5 included, then $500.00 per review Up to 5 included, then $500.00 per review 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) Included with medical administration Included with medical administration Translation of SBC into non-English text Cost of translation Cost of translation Print and ship SBCs to employer at open enrollment (approval required)Cost plus postage Cost plus postage Inclusion of outside vendor data in SBC in the TPA standard format, e.g. carved out benefits (approval required)$1,000 per SBC per benefit plan $1,000 per SBC per benefit plan Two or more SBC requests per year $500.00 per SBC per benefit plan $500.00 per SBC per benefit plan COBRA COBRA outside vendor - $0.10 $0.10 Reporting Ad hoc reports and analysis - per hour (2 hours included with medical administration)$100.00 $100.00 Banking Customer-maintained banking - positive pay agreement annual fee - supported file $1,000 $1,000 Customer Name : City Of Coppell Plan Effective Date : 10/1/2023 Additional Services Proposed Optional Services Services Comments/Fees Implementation and maintenance of account Representatives available for one enrollment meeting(s) annually This assumes local business travel and normal hours. Standard initial enrollment packets Additional cost applies for home mailing of enrollment packets. Standard ID card production and issuance mailed to employee's home address. Additional option is to mail bulk to group or locations. Standard ID card templates available for card design.Additional fees: Pricing available upon request for new template. Standard is one card issued for employee only coverage, two cards issued for employee plus spouse, employee plus partner, employee plus children; and family coverage. Additional fees: $1.00 per ID card charged for additional ID cards above the standard. Example: Group chooses to issue one card for each member. City Of Coppell logo on ID card TPA generated numeric alternative member ID (not based on SSN) Ongoing account management Prepare and deliver an electronic copy of one ERISA summary plan description (SPD), amendments, and one plan document for each plan, in English City Of Coppell is responsible for the legal sufficiency of these booklets. Printing and mailing of plan document, SPDs, and amendments is an additional fee of cost plus postage. Eligibility processing: Electronic enrollment processing: Yes Yes Yes Yes Account Services Included In Medical Fee Yes Yes Yes Yes Customer Name : City Of Coppell Plan Effective Date : 10/1/2023 Subscribers : 365 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. Yes Yes Yes Proposed Optional Services · 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) Standard accounting structure: · Accommodates separate claims reporting for different benefit plans · Accommodates separate claims data for different locations and groups Maintenance of all separate benefit plans Online invoicing which provides capabilities to: · 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)Additional fee to bill insured policies other than stop loss or transplant (if applicable) 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 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 Additional charge: cost of translation Print and ship SBC to employer at open enrollment Additional charge: cost plus postage (approval required) Inclusion of outside vendor data in SBC in the TPA standard format (e.g. carved out benefits) Additional charge: $1,000 per SBC per benefit plan (approval required) Any SBC created in excess of the initial SBC plus one revision to the initial SBC that is included with medical administration. Additional charge: $500 per SBC per benefit plan Service Fee to Remit to Outside Vendors Additional charge: $0.50 PEPM External Pharmacy Benefit Manager (PBM) Interface Fee · 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. Additional charge: $3.00 PEPM Enrollment file sent to external vendor in the TPA file format Additional charge: fees available upon request Annual re-issuance of ID cards to all employees if changes in benefits do not occur Additional charge: fees vary based on scope of request Services Comments/Fees Standard management reports Included in Medical Fee Yes No No No No No Online Customer Reporting Yes Yes Yes No No No Yes Yes Yes New York, Massachusetts, and Vermont surcharge reporting (medical claims) Annual government filings of 1099 reports to the IRS regarding payments made to physicians and other health care professionals Provide required data necessary to enable City Of Coppell to file Form 5500 Non-Certified Reserve estimates Non-standard or ad hoc reports, or standard reports at a non- standard frequency. Up to two hours included. Additional hours charged at $100 per hour The TPA optional summary analytic reporting application - expanded online customer reporting system. Up to three customer access-licenses are included. Services Comments/Fees Customer establishes and maintains bank account at bank of their choice and determines funding method. The TPA issues benefit payments from this account. Assumes one bank account per customer Internet reporting - cash disbursement reporting and monthly financial reporting Positive pay check fraud control services 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 locations or bank accounts Additional charge: $450 one-time setup fee per each additional source code Bank account change after initial setup Additional charge: $500 one-time setup fee The TPA opens a bank account at an established TPA relationship bank (requires an initial deposit of one or two weeks 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 Services Comments/Fees Basic claim projections using book of business assumptions for reserves and trend Basic benefit design changes & financial impact Basic premium-equivalent rate calculations Not medically underwritten. Included in Medical Fee Yes Yes Yes No Custodial Banking Services (Optional) No Additional charge: $250 monthly fee. Assumes one bank account. Financial Support Services Included in Medical Fee Customer-Maintained Banking Services Yes Yes No No Yes Yes Yes Yes Yes Banking Services Online access to InfoPortSM, internet-based employer reporting tool Yes Yes 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 $400 per hour Please review the product guide or email UMR_Actuarial@umr.com for more information. Actuarial Services performed by Optum Actuarial Dependent upon complexity of request Services Comments/Fees Plan implementation of City Of Coppell's employee benefits plans, setup of benefit design, eligibility data and a testing of sample claims Claim history load from prior administrator using an electronic 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. One standard accumulator load Claim adjudication services Print and distribute standard explanation of benefit (EOB) forms Toll-free telephone number Additional charge: dedicated toll-free telephone number $1,000 one-time setup fee Claim service representatives are available Monday through Friday, 24 hours a day. (Hours are specific to the time zone of the customer's headquarters). Additional fees may apply Standard claim forms Additional charge: non-standard forms (when applicable) Internal medical claim review of specific health care claims to 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 plans for adverse benefit determinations that involve medical judgment or a rescission of coverage Additional reviews will be charged at $500 per review. Online notification of all checks issued. 80% - 95% is available without prior approval; customers typically select 85% First-level appeal (mandatory) 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. Reasonable and customary guidelines for out-of-network surgical, medical, lab and X-ray claims using OptumInsightTM data No Yes Yes Yes Yes Yes Yes Yes Claim Services Included in Medical Fee Yes Yes Yes Yes No No Second-level appeal (when elected by the employer; may be voluntary or mandatory) Completed by claim appeal auditor, not involved in first- 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 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 · 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 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 its affiliate’s board certified, same-specialty physicians will review claims and records of high-cost procedures. Reviews may also be conducted using detection analytics. Claims for which billing and/or coding errors are identified will be adjusted to reflect the appropriate payment amount. City Of Coppell may opt into enrolling its participants in the Advanced Claim Review Program. City Of Coppell will be billed 30% of the savings monthly. CRS Enhanced Inadvertent Services – defined by the No Surprises Act of the 2021 Consolidated Appropriations Act, a going out rate based on a qualified payment amount is applied. Provider disputes are settled through negotiations or Independent Dispute Resolutions according to this federal regulation. All other claims will leverage a market rate-based reimbursement with comprehensive member advocacy. Additional charge: 20% of savings w/ a $50,000 per claim savings cap Application of the TPA’s OON programs provides additional savings on select facility and physician claims not eligible for standard network discounts (i.e., non-participating providers). Facility and physician savings programs apply to all medical products offering an out-of-network component on select out-of- network claims of network based plans. Our shared savings programs are designed to meet the needs of our customers and may include, but is not limited to, facility and physician fee schedules, facility and physician fee negotiation, physician and facility U&C and MNRP. Our lead solution is our CRS Enhanced Program. Other solutions include CRS Benchmark, NPC² and CRS Reference. Inadvertent Services – defined by the No Surprises Act of the 2021 Consolidated Appropriations Act, a going out rate based on a qualified payment amount is applied. Provider disputes are settled through negotiations or Independent Dispute Resolutions according to this federal regulation. Participants will automatically participate in one of our Shared Savings Programs. 22% of savings and $50,000 per claim savings cap will be billed for CRS Benchmark Program $4.00 PEPM and 22% of savings w/ a $50,000 per claim savings cap will be billed for NPC² 25% of savings with a $50,000 per claim savings cap will be billed for CRS Reference Non-Par Cost Containment Program (NPC2) - Additional charge:$10.00 PEPM No No Yes No No Yes Yes This solution will apply our MNRP program in which 110% or 140% of Medicare, gap methodology or default pricing will be utilized for all out of network claims with the exception of surprise bills, as defined by the No Surprises Act of the 2021 Consolidated Appropriations Act, a going out rate based on a qualified payment amount is applied. Provider disputes are settled through negotiations or Independent Dispute Resolutions according to this federal regulation. Claim reprocessing (due to situations such as retroactive benefit or eligibility changes made by customer) Additional charge: $25.00 per claim Non-standard EOBs, and/or copies of EOBs sent to the employer Inclusion of plan logo is permissible. Additional charge: $150 per hour for any other changes requiring system reconfiguration. Claims fiduciary Run-out claims following the termination of our contract - The TPA's standard is to process claims incurred prior to termination for a 6 or 12 month period following termination. For this service, the customer will pay the TPA a fee equal to two (2) months or three (3) months respectively 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). Fee available upon termination. Application of subrogation services Additional charge: 33% of the subrogation recoveries on a monthly basis. Administration of plans requiring integrated medical and pharmacy deductible and out of pocket with integrated PBM or other integrated service provider (list available upon request) Additional charge: $0.50 PPPM (per participating employee per month) Service Comments/Fees Additional charge: 20% of recoveries on a monthly basis. 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 - The TPA shall make an attempt to recover overpayments over $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. Service Comments/Fees GenerationYou (GenYou): No Fees are contingent upon additional recovery process requested. Consumer Advocacy Renewal Services tab No Additional charge: $9.05 PEPM No Optional Claim Services Included in Medical Fee Credit balance recoveries (AIM ledger initiated audit)No No No Yes No No 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. Services Comments/Fees Utilization Management (UM): Generally, the UMR Utilization Management program is comprised of the following: · Concurrent review (including level of care) for inpatient, behavioral health, skilled nursing facility, acute rehabilitation and home health care · Identification/referral of targeted cases to CARE case management programs · For services requiring prior authorization: · Peer to peer reviews · Pre and post service appeals · Independent medical review · Discharge planning · Dynamic, clinical and value-based recommended prior authorization service list selections, including targeted specialty medications/injectables · Dedicated expert inpatient, durable medical equipment, specialty medication/injectable, and other key specialized services management · CARE Consultant expertise for design and cost control · UHN managed care network product protocol alignment, when applicable · Savings and utilization based standard reporting Utilization Management (UM): · Concurrent review for inpatient, behavioral health, skilled nursing facility, acute rehabilitation and home health care · Identification/referral to Complex Condition CARE · Independent medical review CARE Services - per employee per month (PEPM) Renewal Services tab Yes Yes · Discharge planning · Durable medical equipment · Inpatient Services (The TPA's specified list) · Consultations · Standard reports · Certain specialty injectables Complex Condition CARE: · 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 Emerging CARE:Additional charge: $0.50 PEPM · Identify members recently discharged with specific conditions Note: Must also purchase Complex Condition CARE · Preadmission counseling · Frequent ER use · Readmission prevention · Support CARE App · Standard reports Complex Condition CARE +:Additional charge: $5.00 PEPM · Support and care coordination with members and their family going through complex treatment plan · Specialized transplant, oncology, behavioral health and high- risk newborns · More outreach to members · Behavioral health and substance use disorder · High cost claim management · CARE App with remote patient monitoring · Nurse Practitioner weekly rounds · Standard reports Readmission Prevention for GPS · Identify members recently discharged with specific conditions · 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 NurseLineSM (NL): · 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 Ongoing Condition CARE: · Identification and stratification · Member recruitment Yes No Additional charge: $3.85 PEPM No No Additional charge: $0.30 PEPM Note: Must also purchase Complex Condition CARE No Yes · Management of Respiratory Disorders, Cardiovascular 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 · Online Internet resources · Standard reports · HealtheNotes · AI predictive modeling Ongoing Condition CARE - Diabetes Only: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) Only: Additional charge: $0.40 PEPM · 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: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 Disease (COPD) Only 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 Ongoing Condition CARE - Heart Failure (HF) Only 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 No No No No No Maternity CARE: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 · Virtual pregnancy education classes and virtual breastfeeding education classes and support group · Incentive reward for first or second trimester enrollees · High-risk referral for Complex Condition CARE · Standard reports Wellness CARE Comprehensive Program: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 · Actions plans (online behavioral-based educational modules) · Standard reports Online Events and Challenges: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: · Targeted mailings to members and providers · Identification of chronic condition gaps in care · Provide information on preventing long-term issues and avoiding health care costs · Identify opportunities/gaps in care through medical and/or pharmacy claim data HealtheNote Reminders: · 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 Emergency Room Support Program:No Additional charge: $0.25 PEPM N t M t l h C l C diti CARE No Additional charge: $0.13 PEPM No No No If Ongoing Condition CARE is purchased, HealtheNotes is included. HealtheNotes can be purchased as a standalone product at $0.35 PEPM. No Provides outreach and clinical support to individuals who have 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 Persistent Back and Neck Pain CARE: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 quality of life. · Includes access to the CARE App · Referrals into other CARE programs · Standard reports External Vendor Specialty Injectables / Medications Coordination Fee Additional charge: $0.35 PEPM · This is required for carving out specialty drug(s) which also includes carveouts to vendors(s) including PBM, alternate funding vendor and other external vendors. This applies to one or multiple drugs being carved out from medical plan. Specialty Injectables / Medications Link / Drug List Management Additional charge: $0.20 PEPM Comments/Fees Wellness CARE transactional: Lifestyle Coaching: • Identification and stratification via clinical health risk 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 Additional charge: $ 430.00 per case NOTE: Must also purchase CHRAs CHRA Review: • One telephonic session with a CARE coach to review clinical health risk assessment (CHRA) results - CHRAs sold separately. Includes biometrics screening review (if applicable). • Educational materials • Standard report Additional charge: $ 130.00 per review NOTE: Must also purchase CHRAs Biometrics Only without Wellness CARE Integration Fee: • Allows members to submit their biometrics without having to complete a CHRA. Additional charge: $6.50 per submission UMR Physicians Lab Form & Biometrics Only without Wellness CARE Integration Fee Bundle : • Allows members to submit their physician lab form without having to complete a CHRA. Additional charge: $15.00 per submission Tobacco and Nicotine Cessation Program: Additional charge: $ 430.00 per case No No CARE - Additional Services Included in Fee Provided No No No No No No Note: Must also purchase Complex Condition CARE • 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 Nicotine Replacement Therapy (NRT) (requires purchase of Comprehensive H&W Program, Lifestyle Coaching and/or Tobacco and Nicotine Cessation Program) 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 results packet to member Additional charge: $6.50 per CHRA Paper-based CHRA with mailed results packet to member Additional charge: $13.00 per CHRA Biometrics (NOTE: Special requests or late changes may incur additional fees. Contact your TPA representative for further information.) Onsite Fingerstick Lipid Panel (30 minimum per event)Additional charge: $52.50/screening Onsite Venipuncture Basic (Lipid Glucose) Panel Additional charge: $52.50/screening (20+); $62.00/screening (16-19); $90.50/screening (11-15); $143.00/screening (7-10); $170.00/screening (1) Onsite Venipuncture Comprehensive Panel Additional charge: $80.00/screening (20+); $92.00/screening (16-19); $135.50/screening (11-15); $179.00/screening (7-10); $195.00/screening (1) Basic Venipuncture Panel at Remote Lab Additional charge: $66.50/screening Comprehensive Venipuncture Panel at Remote Lab Additional charge: $83.00/screening Additional fingerstick screenings available with on-site event (15 minimum per event per test) Additional charge: • Prostate specific antigen - $20.00/screening • Hemoglobin A1C - $18.50/screening • Cotinine - $18.50/screening (Fingerstick) or $35.50/screening (Saliva Swab) Additional venipuncture screenings available with on-site event or remote lab Additional charge: • Prostate specific antigen - $14.00/screening • Hemoglobin A1C - $9.50/screening • Cotinine - $15.00/screening • EGRF - $4.15/screening • EGRF + A1C - $7.00/screening On-site Stand Alone Cotinine Saliva Swab (30 minimum per event) Additional charge: $45.00/screening On-site Stand Alone Cotinine Venipuncture (20 minimum per event) Additional charge: $46.00/screening Stand Alone Cotinine Venipuncture at Remote Lab (No Minimum) Additional charge: $38.50/screening Home Kits: Lipid with Glucose or A1C; Cotinine Only Additional charge: • Mailing fee: $22.00 per kit mailed • Processing Fee: $44.50 per kit processed • Add on Cotinine: $12.00 per kit processed Home Kit: Colorectal Cancer Screening Additional charge: • Mailing fee: $15.00 per kit mailed • Processing Fee: $30.00 per kit processed Additional screener Additional charge: $89.00 per hour with 4 hour minimum Registration Clerk: Vendor provides 1 registration clerk at no additional cost for Events with 50 or more Projected Participants. Additional Staff dedicated solely to registration clerk responsibilities are at the noted rate. Additional charge: $45.00 per hour No No No No No No No No No No No No No No No No No Bilingual Screeners Additional charge: $89.00 per hour with 4 hour minimum MyGuide Addon 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, CVS and Walmart; minimums may vary see CARE representative) Pricing Good until 04/30/2023: Walgreens Pharmacy Flu Voucher: $46.50/voucher Walmart Pharmacy Flu Voucher: $46.50/voucher CVS Pharmacy Flu Voucher: $50.50/voucher PDHI Physician Lab Forms: available with or without biometrics Additional charge: $8.80/ form On-site flu shots (require a minimum of 30 participants)Pricing Good until 04/30/2023: $40.50/vaccine Privacy Screens: 6' x 6' privacy curtain (Fees are per screen per Event) Additional charge: $37.00/screen Real Appeal - Year-long weight loss program:Session costs paid through medical claims (Contact your TPA representative for further information.) • Promotional/communication assistance and materials • 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 AbleTo Digital+ 8 week mental health coaching program for depression, social anxiety and general anxiety Additional charge: $ 310.00 per case CARE App Bluetooth Devices: • Connected Bluetooth device capability that will let members track critical biometric data points for a range of devices and add them to their care plan, providing additional insight to their dedicated nurse. Additional charge: Scale (Welch Allyn) - $95 each Glucose Meter (Ascensia) - $95 each Blood Pressure Cuff (Welch Allyn) - $85 each Pulse Oximeter (Nonin) - $225 each *pricing subject to change Services Comments/Fees Transplant Resource Services (TRS)Access to Optum's Transplant Centers of Excellence Fee per transplant type Transplant Network Access TAP 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 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 Resource Services with description and fee Extra Contractual Services (ECS) 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. No No No No Centers of Excellence (COEs) Included in Fee No No No No No No No No No Specialized Physician Review (SPR) Option under Transplant Resource Services with description and fee Specialized Physician Review (SPR) Second opinion/look by a Optum expert physician as to the proposed treatment. Additional fees will apply Orthopedic Health Support (OHS):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):Additional charge: $0.97 PEPM · Access to Optum's Centers of Excellence for select bariatric surgeries. Cancer Resource Services (CRS):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 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.18% of savings with a $4,500 maximum per case per calendar month Congenital Heart Disease Resource Services (CHDRS):Additional charge: $0.07 PEPM · Access to the Optum's CHD Centers of Excellence. Fertility Solutions:Additional charge: $2.94 PEPM · Access to leading fertility Centers of Excellence providers · Access to specialized fertility nurse case managers Services Comments/Fees Managed by network(s): · Excludes direct contract arrangements held by Plan Sponsor · Not applicable to Medicare primary claims · Network access par and non-par administration and repricing do not apply to Medicare primary claims Additional charge: cost plus postage. On-line directories available at no charge. No additional charge, Plan Advisor is recommended. High Performance Network Fee: Applies on selection of a high performance network (NexusACO and Core) Additional charge: $2.00 PEPM Services Comments/Fees Discount Card program enabling individuals to access pre- negotiated savings on out-of-pocket health care purchases. The program includes savings for: Available for products not currently being quoted by the TPA Health care discount card - vision only Additional charge: $0.75 PEPM Health care discount card - dental only Additional charge: $1.50 PEPM Health care discount card - vision and dental only Additional charge: $1.85 PEPM Health care discount card - vision, dental and hearing Additional charge: $1.95 PEPM No No Flexible Spending Account (FSA) Services Fee Shown on No Discount Card Program Included in Fee Provided No No Printing of provider directories No Premium Designation Network Yes No No Network Services Included in Fee Provided Network access, management and administrative activities including physician (and other health care professional) relations, clinical profiling, contracting (including Value Based Contracting) and credentialing, network analysis and system development and verification of provider participating status and re-pricing to established contractual allowances Yes No No No No No No Services Comments/Fees Standard FSA services including: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 effective member communications campaigns Additional charge: $3.75 PEPAPM - dependent care 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 · Standard reports Non-approved vendor file adjudication Additional charge: fees available upon request Check reimbursement with no minimum Additional charge: $0.50 PEPAPM Debit Card, which offers direct payment for FSA and/or Parking and Transportation out-of-pocket expenses (not available with HSA) Additional charge: $1.40 Per Card Per Month (with Medical) $1.90 Per Card Per Month (standalone) Auto-reimbursement not selected Additional charge: $0.50 PEPAPM FSA run-in claims – set-up Additional charge: $2,000 one-time setup cost Printing of plan booklet with mailing to customer Additional charge: cost plus postage. Transportation and parking Additional charge: $4.75 PEPAPM Nondiscrimination testing, to ensure that contribution elections remain within the guidelines established by the IRS Additional charge: actual vendor cost Health Reimbursement Account (HRA) Services Comments/Fees Standard administration services: · 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 No Fee Shown on Renewal Yes No No No No No No No No No Renewal No No · 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 Additional charge: $1.17 PEPM Fee is in addition to the underlying/base HRA administration fee, as well as up to 12 deposits per year, processed monthly. Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced or Motion as well as have an underlying Health Reimbursement Account (HRA) to elect this reward type. · Debit Card (if the HRA is to cover pharmacy, a debit card can be purchased to coordinate these pharmacy expenses applying to the HRA) Additional charge: $1.40 Per Card Per Month (with Medical) $1.90 Per Card Per Month (standalone) Service Comments/Fees Standard administration services: · QHDHP plan design(s) meet the IRS requirements · Coordinate implementation with multiple preferred financial 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 Service Comments/Fees COBRA Services: · Collect and process monthly premium payments · Review disability status for COBRA extensions · Send termination and conversion rights letters · Notification letters by mail · Initial (DOL) letters for new hires · Two additional TPA lines of coverage · Dedicated COBRA Administrator assigned as day-to-day contact · Dedicated call team available to answer questions Monday – Friday between 7 AM – 7 PM CST · Online COBRA member portal available 24 hours a day 7 days a week · Customer reporting COBRA – billing for outside vendors Additional charge: $0.05 PEPM for each additional vendor COBRA – additional TPA lines of coverage Additional charge: $0.05 PEPM for each additional line Fee Shown on Renewal Yes No No No Qualified High-Deductible Health Plan (QHDHP) Included in Fee Provided No Additional charge: $0.50 per participating employee per month (PEPM) expenses to coordinate with the pharmacy benefit manager. COBRA Administration · Incentive contribution(s) to a Health Reimbursement Account + Incentives$ (HRA +) Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced, CareSearch Reward$, Health & Fitness Reward$ or Motion as well as have an underlying Health Reimbursement Account (HRA) to elect this reward type. No Service Comments/Fees Dental claims administration services Additional charge: $3.00 PEPM, excludes run-in Dental utilization management – in-house consultant No additional charge Dental utilization management – American Dental Examiners (ADE) Additional charge: $28.00 per review Service Comments/Fees Vision claims administration - indemnity vision benefit included with the medical plan document Additional charge: $1.00 PEPM Vision claims administration - indemnity vision benefit independent of the medical plan document Additional charge: $1.75 PEPM Spectera Vision - self-funded Additional charge: $1.50 PEPM Service Comments/Fees STD claim administration services Additional charge: $2.75 PEPM excludes run-in. STD clinical consultation STD check processing Additional charge: $0.10 PEPM Service Comments/Fees Interface with the TPA's preferred third party stop loss vendors. 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 - additional surcharge Additional charge: $5.00 PEPM 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. Service Comments/Fees Administration of plans requiring integrated deductible and out of pocket with non-integrated service providers (pharmacy benefits manager (PBM), dental, vision, etc.) Not available unless prior approval from the TPA and subject to additional fees. Case management and claims services coordination with insured medical carve out carriers, including transplant carve outs Customized communication materials Additional fees would apply. Custom member satisfaction survey Pricing will vary depending on survey variance and methodology. Bill life, short-term disability (STD), and long-term disability (LTD) premiums (if applicable) Fee available upon request Non-standard contracts that would include customized style sheets, foreign language translations, and engagement of the TPA attorneys for negotiation of the agreements Additional fees would apply Plan Advisor: Plan Advisor member advocacy service - a personal guide for all things health care Additional charge: $2.95 PEPMNo No No No No No Other Additional Services Fee Shown on Renewal No Yes No No No Stop Loss Services (SL) Fee Shown on Renewal Yes Fee Shown on Renewal No No No Short-term Disability Services (STD) Fee Shown on Renewal Dental Administration Services Fee Shown on Renewal No No No Vision Administration Services · 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 OON 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. Plan Advisor + Provider (Designed for provider/hospital customers): Plan Advisor member advocacy and provider service - Designed for hospital customers with domestic network arrangements Additional charge: $3.50 PEPM · 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 OON 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 Additional charge: $0.80 PEPM · 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. Surgical Management Solutions · Connects employees and their family members to specialty surgeons in their communities who help them choose the appropriate settings for their procedures. Surgeons in the SMS alliance regularly use high-quality ambulatory surgery centers (ASCs), providing options for outpatient surgeries, which could present significant savings opportunities for employers and their members. · Utilization reporting · Communication materials Kaia Virtual Physical Therapy $615 per active user for 12 months of use · Digital therapy application · Personalized exercise program, coaching, wellness education, whole-person mind-body training · Targeted and full population communications · Quarterly reporting Service Comments/Fees Telemedicine (Teladoc) services: · 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) Included in Fee Provided No Additional charge: $1.25 PEPM No Additional charge: fees available upon request No Telemedicine/Expert Medical Services No No Teladoc Dermatology: · 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: · 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 · 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 Virtual Primary Care Provider (PCP) – Doctor on Demand · 24/7 access to everyday and urgent care · Integrated behavioral health services · Wellness and preventive care · Unlimited care team support Additional charge: $3.04 PEPM External Telemedicine Claim Processing Fee · Allows external telemedicine vendor to read member benefits and deductible/out of pocket accumulators through UMR's existing real-time eligibility response · Adjudication of claims submitted through an 837 file Service Comments/Fees 2nd.MD Second Opinion Solution · Access to medical advice, education and information about treatment options and personalized second opinions, by video or phone or text · Quarterly utilization reporting · Communication materials 2nd.MD Second Opinion Solution (Case Rate) · Access to medical advice, education and information about treatment options and personalized second opinions, by video or phone or text · Quarterly utilization reporting · Communication materials Service Comments/Fees Incentive Solutions: Live Well Reward$ Solution 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. Additional charge: $0.90 PEPM Customers have the choice to buy-up the following reward options: Health Reimbursement Account + Incentive$ (HRA +) Contributions, Health Savings Account (HSA) Incentive Contributions, Reloadable Reward Cards or Online Rewards. Incentive Solutions Included in Fee Provided No No Additional charge: $2.68 PEPM No Additional charge: $2136.00 invoiced by 2nd.MD. Start-up Fee – The group will prepay for 1 case per 2,500 members, which is then available for use in year 1. Additional cases will be charged monthly as they occur. No No Additional charge: $0.36 PEPM for standard set-up Second Opinion Services Included in Fee Provided No Additional charge: $0.30 PEPM No Additional charge: $2.45 PEPM No May be added at no additional charge. Incentive Solutions: Online Rewards Customers can choose to have their members, who have earned points within an incentive program, redeem them for gift cards, debit cards or merchandise. Customer must have Wellness Activity Center for members to access the Online Rewards program. Customer must purchase Live Well Reward$, Custom: Basic, or Custom: Advanced to elect this reward type. Additional charge: $0.20 PEPM Incentive Solutions: Online Rewards Customized Catalog Fee Customers that choose Online Rewards and want to customize a version of the Online Rewards catalog will incur a fee. Customer must have Wellness Activity Center for members to access the Online Rewards program. Catalog customization fee may range between $500 to $1000 depending upon complexity. Incentive Solutions: Custom-Basic Includes: Tracking and managing qualifying activity and determining reward-eligibility for members, per the requirements of the program. If files are sent to the TPA in order for the TPA to fulfill rewards, must use standard file layout, or subject to additional fee. No additional charge. Customers must elect one of the following reward types to pair with the Custom-Basic program: Prepaid Reward Cards – Single Use, Prepaid Reward Cards – Reloadable, Care Targeted Benefits, Health Reimbursement Account + Incentive$ (HRA +) Contributions, Health Savings Account (HSA) Incentive Contributions or Online Rewards. Incentive Solutions: Custom-Advanced Includes: Non-standard operation/reporting support. Tracking and managing all qualifying activities and determining reward eligibility for members, per the requirements of the custom designed program. Additional Charge (annual fee): $2,500.00 less than 10 hours $5,000.00 10-25 hours $10,000.00 26-50 hours $15,000.00 51-75 hours * Ability to provide custom pricing if support goes above 75 hours of annualized work. Incentive Solutions: Rewards - Health Savings Account (HSA) Deposits Must have QHDHP and Optum Bank as the financial institution. Employer-determined amount of dollars can be deposited into a member's Health Savings Account when held at Optum Bank. Fee includes up to 12 deposits per year, processed monthly. Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced, Care Search Reward$, Health & Fitness Rewards$ or Motion to elect this reward type. Additional charge: $0.45 PPPM. Additional charge: $1.17 PEPM Fee is in addition to the underlying/base HRA administration fee, as well as up to 12 deposits per year, processed monthly. Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced or Motion as well as have an underlying Health Reimbursement Account (HRA) to elect this reward type. No No · Incentive contribution(s) to a Health Reimbursement Account + Incentives$ (HRA +) Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced, CareSearch Reward$, Health & Fitness Reward$ or Motion as well as have an underlying Health Reimbursement Account (HRA) to elect this reward type. No No No No Incentive Solutions: Rewards - Prepaid Reward Card - Single Use Customer must purchase Live Well Reward$, Custom: Basic, Custom: Advanced, CareSearch Reward$, or Health & Fitness Reward$ to elect this reward type. Additional charge: $4.60 Per Card. Incentive Solutions: Rewards - Prepaid Reward Card - Reloadable Includes: Non-standard operation/reporting support. Tracking and managing all qualifying activities and determining reward eligibility for members, per the requirements of the custom designed program. Additional charge: $6.80 Per Card Per Year. Incentive Solutions: Rewards - Deductible Modification Customers must purchase Custom-Basic or Custom- Advanced to elect this reward type. Additional charge: $0.88 PEPM Incentive Solutions: Rewards - Member Incentive Flyer Mailing Customers must purchase Custom-Basic or Custom- Advanced to elect this member communication piece. 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 A colored mailing a Custom Incentive Solution customer can choose to have UMR send to their participants informing them about their status in the program. A Custom-Basic or Custom-Advanced customer can choose to have the TPA send a colored mailing to their participants informing them about their status in the program. Additional charge: $1.25 per flyer for medical participants; $1.50 per flyer for non-medical participants Incentive Solutions: Wellness Activity Center I01 Customers are able to create an online portal environment through the Wellness Activity Center on umr.com to support member engagement,track member activity completion and support incentive administration. *Customer must have Complex Condition CARE, Ongoing Condition CARE or Tobacco Coaching Cessation Only. Customers have the choice to buy-up to Custom-Basic, Custom-Advanced or Live Well Reward$ and elect the following reward options: Prepaid Reward Cards – Single Use, Prepaid Reward Cards – Reloadable, Health Reimbursement Account + Incentive$ (HRA +) Contributions, Health Savings Account (HSA) Incentive Contributions, or Online Rewards. Additional charge: $0.60 PEPM. No No No No No No Incentive Solutions: Wellness Activity Center I02 Customers are able to create an online portal environment through the Wellness Activity Center on umr.com to support member engagement, track member activity completion and support incentive administration. Includes online events and challenges. Customer must have Complex Condition CARE, Ongoing Condition CARE or Tobacco Coaching Cessation Only. Customers have the choice to buy-up to Custom-Basic, Custom-Advanced or Live Well Reward$ and elect the following reward options: Prepaid Reward Cards – Single Use, Prepaid Reward Cards – Reloadable, Health Reimbursement Account + Incentive$ (HRA +) Contributions, Health Savings Account (HSA) Incentive Contributions or Online Rewards. Additional charge: $0.80 PEPM. Incentive Solutions: Motion Includes: Tracking and managing member activity and determining reward-eligibility for members, per the requirements of the Motion program. Includes member communications and employer reporting. Customers have the choice to buy-up the following reward options: Health Reimbursement Account + Incentive$ (HRA +) Contributions, Health Savings Account (HSA) Incentive Contributions or Prepaid Reloadable Reward Cards. (Must purchase Motion device cost.) Additional charge: $1.35 per eligible member per month Incentive Solutions: Motion Device Cost Includes: Resources to help members offset the cost of a motion compatible activity tracking device. (Must purchase Motion.) Customers must offer the following to eligible members: $55 registration credit, $55 renewal credit (available every two years) and allow member's FIT earnings to be applied to device purchase. Service Comments/Fees Incentive Solutions: CareSearch Reward$ Includes: A cost transparency-based program that 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. The program includes member ROI analysis, member communication material and customer reporting. Customers may elect one of the following reward types to pair with the CareSearch Reward$ program: Prepaid Reward Cards – Single Use, Health Reimbursement Account + Incentive$ (HRA +) Contributions, or Health Savings Account (HSA) Incentive Contributions. Additional charge: $1.45 PEPM No No No Member Decision Support Tools Suite Included in Fee Provided No Benefit Plans Comparison Tool (BPCT) is a decision support tool that helps members select the right benefit plan for them. It is available during Open Enrolment or for new hires/changes throughout the year. The tool has a basic and advanced version. The advanced version pre-populates member census data, whereas basic doesn't. Both versions pre-load benefit plans into the tool. The fee includes implementation support, usage reporting, promotional marketing materials and a dedicated product specialist for ongoing support/demos/questions. Additional charge: both basic and advanced versions are available for a PEPY fee. Basic is $4.95 PEPY Advanced is $7.05 PEPY plus a $2,775 one-time implementation fee for census integration. **Fees are calculated based on member count during implementation/go live of the tool and billed up front for the 12 month period. Health Education Library in English and Spanish is available to members No Yes 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 & Yes Customer Name : City Of Coppell Plan Effective Date : 10/1/2023 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. 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. Conditions 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. The administrative fees set forth herein do not include fees related to the requirements set forth in the Consolidated Appropriations Act, 2021, including the No Surprises Act. Additional fees for these new regulatory requirements will be provided at a future date once regulatory guidance is received and final compliance requirements are determined. Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7131 File ID: Type: Status: 2023-7131 Agenda Item Consent Agenda 1Version: Reference: In Control: Human Resources 09/20/2023File Created: Final Action: Holmes MurphyFile Name: 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 as budgeted and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Addendum.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7131 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 as budgeted and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this agenda item is $105,000, funded through the Self-Funded Health Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7131) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Matia Messemer, Director of Employee Experience Date: September 26, 2023 Reference: 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; and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This item is presented to consider approval of a consulting contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00. Background: Holmes Murphy provides benefit consulting services to the City for all of its Health and 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: N/A Fiscal Impact: The fiscal impact of this agenda item is $105,000.00, funded through the Self-Funded Health Fund. Recommendation: The Employee Experiences Department recommends approval of this item. Holmes Murphy 1 The information on this page is proprietary. Please do not copy or distribute to others. November 1, 2023 to October 31, 2024 V. Scope of Services – Contract Addendum Our goal is to become City of Coppell’s most trusted outside advisor. 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 integrat ed 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 clien t 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, 2 data is transformed into information that enables our teams to develop cost projections, utilization analysis and benchmarking with pee rs 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. 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 p icked 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 p roductivity. 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. 3 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: RFP Action Plan Step 1 Information Gathering: This phase will include obtaining any missing or outdated information, acquiring historical claims and employee census data, and reviewing current Summary Plan Des criptions. Step 2 Develop RFP Specifications: This phase will include drafting of the actual RFP document and defining desired vendor service, network and pricing criteria. We will 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. Step 3 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 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. Step 4 Implementation & Execution: Holmes Murphy will work with the benefits team and 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. Step 5 Ongoing Management: After the effective date we will continue to monitor the plan 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 4 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 to develop a strategy for clinical wellness and dis ease 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 interventi on 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. 5 Industry Trends and Emerging 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 emer ging 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 hav e 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 6 additional level of administration assistance. Clients who u tilize 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 Management – 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 ens ure 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 gua rantees during the renewal/RFP process, and improve vendor performance. Benchmarking – 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 Artemis which include granular benchmarking information at detailed levels. In addition, we have the largest Texas Municipal Benchmark service (over 130 plans) that we sponsor annually for our clients. We will also support the City 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 Projections - 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 7 assumptions, legislative impacts and overall trend factors are all variables within the model. 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 Reporting 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 Monthly Financial Summary Report (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 monthly basis 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 bring life to vendor data, integrating benchmarking and industry studies, 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 integrated vendor data, 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 the clinical utilization reports 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 specifi c program strategies. Through the Cost Driver, our goal is to identify the plan strategies that 8 will add the greatest value to your benefit program and to your employees. 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 desi gn performance and to benchmark your efficiency rate compared to the industry. On an on-going basis, we will expand our Plan Efficiency Analysis program to monitor vendor performance and to model specific program strategies, such as vendor modifications or plan design changes. The end result of the analytical process will not only offer observations of what is happening, but will also include recommendations and solutions that could be implemented to influence future outcomes. Employee Contributions and Plan Design Modeling – assisting with establishing employee contributions to meet firm objectives. We utilize a proprietary, interactive budget modeling tool referenced 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 measure complete budget impact 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 i n 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 Requirements – 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 requ ire 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. 9 Project 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. VI. Communication Support 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 obta in 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. 10 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 of it) can make or break the return on investment for these programs. One of our chall enges 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. 11 VII. Health Care Reform and Compliance Support 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 me mbers represented from our Compliance, Actuarial, Communications, and Clinical support groups. 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 cont inue to expand and be updated. 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 docum ents. 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 l egislative councils. 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. 12 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 Benefits Alert one 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 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. We disseminate this information by e-mailing regular, timely, compliance updates 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 a ddressing 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 • Tips to Help You Choose • Preparing for 2020 13 IX. Compensation 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 14 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 $1.50 to $2.50 Per Employee Per Month (varies by vendor) Wondr Health Typically $500 to $600 Per Participant Alight $5.00 Per Employee Per Month Please let us know if you have any questions. Sincerely, David Gibson, CEBS Vice President Cc: Sean Sendelbach Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7133 File ID: Type: Status: 2023-7133 Agenda Item Consent Agenda 1Version: Reference: In Control: Human Resources 09/20/2023File Created: Final Action: Stop LossFile Name: Title: Consider approval of a contract for Medical Stop Loss Insurance to Liberty Mutual Insurance Company through SA Benefit Services, in the amount of $428,173.20, as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Renewal.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7133 Title Consider approval of a contract for Medical Stop Loss Insurance to Liberty Mutual Insurance Company through SA Benefit Services, in the amount of $428,173.20, as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this agenda item is approximately $428,173.20, funded through the Self-funded Health Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 Master Continued (2023-7133) Page 2City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Matia Messemer, Director of Employee Experience Date: September 26, 2023 Reference: Consider approval of a contract for Medical Stop Loss Insurance to Liberty Mutual Insurance Company through SA Benefit Services, in the amount of $428,173.20, as budgeted in FY 23-24; and authorizing the City Manager to sign any necessary documents. 2040: Sustainable Government Introduction: This item is presented to consider approval of a contract for Medical Stop Loss Insurance to Liberty Mutual Insurance Company through SA Benefit Services, in the amount of $428,173.20. Background: The City’s current health plan expenses performed fairly 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 and 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 renewal for medical stop loss insurance is 6.83% above current fixed fees, and 12.52% above current maximum liability, which is below the market average increase of 15% to 20%. The expected annual premium for this coverage is $428,173.20 based on current headcount. The City opted to pursue renewal at the same stop loss insurance levels as the current year. The incremental premium savings of changing the level would not be worth the additional claims cost risk. The renewal does include one laser in the amount of $400,000 for the plan year 2023-2024. The City’s medical plan is a 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 2 benefits, fully insured taxes, and experience improved cash flow which saves the plan in costs vs. being fully insured. Benefit to the Community: Approval of this item minimizes the risk of catastrophic claim costs to the Medical Self-Insured Fund. Legal Review: N/A Fiscal Impact: The fiscal impact of this agenda item is approximately $428,173.20, funded through the Self-funded Health Fund. Recommendation: The Employee Experiences Department recommends approval of this item. Prepared By: Stephanie Chtata Phone: 210-996-2190 Ext. 1088 Email: schtata@sabenefitservices.com www.sabenefitservices.com Stop Loss Terms Current Renewal - Option 1 Option 2 Option 3 MGU (If MGU not identified then a direct carrier) Stop Loss Carrier Liberty Insurance Liberty Insurance Liberty Insurance Liberty Insurance Network UHC Choice Plus UHC Choice Plus UHC Choice Plus UHC Choice Plus Months in Contract 12 12 12 12 Specific Terms Specific Deductible $150,000 $150,000 $175,000 $200,000 Aggregating Specific Deductible $50,000 $50,000 $50,000 $50,000 Maximum Coverage Limit Unlimited Unlimited Unlimited Unlimited Contract 24/12 24/12 24/12 24/12 Coverages Med, Rx Med, Rx Med, Rx Med, Rx Run-In / Run-Out Limit N/A N/A N/A N/A Terminal Liability Provision No No No No Renewal Rate Cap (No New Laser)No No No No Plan Mirroring Coordination approved Yes Yes Yes Yes Advance Funding Yes Yes Yes Yes Transplants Carved Out Yes Yes Yes Yes Aggregate Terms Annual Maximum $1,000,000 $1,000,000 $1,000,000 $1,000,000 Deductible Corridor 125%125%125%125% Contract 24/12 24/12 24/12 24/12 Coverages Med, Rx Med, Rx Med, Rx Med, Rx Aggregate Accomodation Quoted No No No No Terminal Liability Provision Quoted No No No No Run-In / Run-Out Limit N/A N/A N/A N/A Stop Loss Premium (Fixed) Specific Employee 175 $48.20 $52.95 $43.84 $38.32 Specific Family-2 tier 178 $128.63 $136.40 $112.22 $97.56 Annual Specific Premium $375,974 $402,545 $331,766 $288,860 Aggregate Premium 353 $5.86 $6.05 $6.80 $7.42 $24,823 $25,628 $28,805 $31,431 Total Annual Premium $400,797 $428,173 $360,571 $320,291 % Increase 6.83%-10.04%-20.09% Annual Fixed Cost $400,797 428,173.20$ 360,570.72$ 320,291.28$ Aggregate Claim Liability Aggregate Employee 175 $543.45 $613.86 $626.31 $627.78 Family-2 tier 178 $1,615.45 $1,815.42 $1,852.25 $1,856.60 Maximum Claim Liability $4,591,846 $5,166,843 $5,271,657 $5,284,036 % Increase 12.52%14.80%15.07% Fixed Cost and Maximum Claim Liability $4,992,643 $5,595,016 $5,632,228 $5,604,327 % Increase 12.07%12.81%12.25% Laser Contingencies N/A N/A N/A N/A N/A N/A N/A N/A N/A 15/12 Contract 15/12 Contract 15/12 Contract N/A N/A N/A N/A N/A N/A N/A N/A N/A $400K Laser: Subject to Treatment for Melanoma $400K Laser: Subject to Treatment for Melanoma $400K Laser: Subject to Treatment for Melanoma Quote Status N/A FIRM FIRM FIRM Firm Thru N/A September 8, 2023 September 8, 2023 September 8, 2023 Service Fee / Broker Commission (included in the rates) Service Fee - Paid to SA Benefit Services 5%5%5%5% Broker Commission - Paid to N/A 0%0%0%0% Qualifications and Contingencies *Please review actual proposal contingencies regarding each stop loss carrier option. Plan Sponsor: City of Coppell Effective: 10/01/2023 Annual Aggregate Premium Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7129 File ID: Type: Status: 2023-7129 Agenda Item Consent Agenda 1Version: Reference: In Control: City Council 09/20/2023File Created: Final Action: Red River NexxusFile Name: Title: Consider approval to contract with Red River via DIR contract # DIR TSO-4167, for the purchase of switch gear, in the amount of $58,122.20 as budgeted; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Memo.pdf, Quote.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7129 Title Consider approval to contract with Red River via DIR contract # DIR TSO-4167, for the purchase of switch gear, in the amount of $58,122.20 as budgeted; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: The fiscal impact of this Agenda item is $58,122.20 as budgeted in the General Fund. Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Apply 'Smart City' Approach to Resource Management Page 1City of Coppell, Texas Printed on 9/22/2023 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7129 Page 1City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Jerod Anderson, Director of Enterprise Solutions Date: September 26, 2023 Reference: Consider approval to contract with Red River via DIR contract #DIR TSO-4167, for the purchase of switch gear, in the amount of $58,122.20 as budgeted; and authorizing the City Manager to sign any necessary documents. 2040: Apply “Smart City” Approach to Resource Management Introduction: Consider approval to contract with Red River to purchase switch gear in the amount of $58,122.20. Background: The City of Coppell refreshes network switch gear on a rotational basis to keep the technology current and accommodate future City needs. With the current inventory of switch gear coming up on the end-of-life, and end-of-support we must refresh to maintain reliability and security. This item is to replace current switch gear to be purchased from Red River from contract number DIR-TSO-4167. The City of Coppell has a contract with Red River to maintain network equipment and provide support services as its managed service provider. The City of Coppell refreshes its network switches and hardware when they are determined to be out of support from the vendor. This keeps the current infrastructure under a current support structure to receive the latest patches and security updates to ensure network reliability and security. This agenda item is to replace the current data center fabric switches for $58,122.20. Benefit to the Community: Keeping the Coppell network secure and safe and protecting the City’s data and assets are crucial in today’s landscape. Staying up to date on the latest security patches is vital to protecting the City of Coppell network. Legal Review: The Procurement Division has reviewed the documents and determined that this is an appropriate method of contracting with the vendor. 2 Fiscal Impact: The fiscal impact of this agenda item is $58,122.20, as budgeted in the General Fund. Recommendation: The Enterprise Solutions Department recommends approval. 3 NXK-AF-PI CISCO 4 $0.00 $0.00 TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 2 CON-SNTP-N9K-C931 4 $1,848.43 $7,393.72CISCO SMARTNET 12 MONTHS POP CISCO SYSTEMS : SNTC-24X7X4 LIMITED TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 1 N9K-C93180YC-FX-24 CISCO 4 $4,876.87 $19,507.48 NEXUS 9300-FX W/24P 1/10/25G & 6P 40/100G Lead times are based on the most current information available and are subject to change as situations impacting our Secure Supply Chain evolve. LINE #ITEM #DESCRIPTION QTY PRICE EXT. PRICE TEXAS DIR - CISCO - TEXAS DIR CISCO Contract #DIR-TSO-4167 ========================================= ========================================= Brad Bense LEAD TIME SHIP VIA F.O.B.TERMS brad.bense@redriver.com 90 DAYS ARO GRD SHIP FOB Destination UPON RECPT janders@coppelltx.gov TEXAS DIR CISCO Contract #DIR-TSO-4167 Quote Name:OP-0098834 - Option 2 THANK YOU FOR YOUR INTEREST.YOUR ACCOUNT TEAM We are pleased to provide you with the following quote per your request. If you need additional services for ongoing product support, please contact us. Curtis Joachim curtis.joachim@redriver.com 703-674-3213 QUOTE NUMBER OP-0098834-2 Quote Date: RFQ: City of Coppell 8/10/2023 Jerod Anderson Contract:TEXAS DIR - CISCO RED RIVER | 21 WATER STREET, SUITE 500, CLAREMONT, NH 03743 | P: 603-448-8880 | F: 603-448-8844 | REDRIVER.COM DNA ESSENTIALS LICENSING 36 MONTH TERM CISCO SMARTNET 12 MONTH TERM TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 10 C1E1TN9300XF-3Y CISCO ONE ESSENTIALS POP 36 MONTHS 4 $7,805.25 $31,221.00 TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 9 CAB-9K12A-NA CISCO 8 $0.00 $0.00 PWR CORD 125VAC 13A NEMA 5-15 PLUG NORTH AMERICA TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 8 NXA-PAC-500W-PI CISCO 8 $0.00 $0.00 NEXUS NEBS AC 500W PSU - PORT SIDE INTAKE TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 7 NXA-FAN-30CFM-B CISCO 16 $0.00 $0.00 NEXUS 2K/3K SINGLE FAN REVERSE AIRFLOW (PORT SIDEINTAKE) TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 6 NXK-ACC-KIT-1RU CISCO 4 $0.00 $0.00 NEXUS 3K/9K FIXED ACCESSORY KIT, 1RU FRONT AND TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 5 NXOS-10.1.1 CISCO 4 $0.00 $0.00 NEXUS 9500, 9300, 3000 BASE NX-OS SOFTWARE REL10.1.1(32-BIT) TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 4 MODE-NXOS CISCO 4 $0.00 $0.00 DUMMY PID FOR MODE SELECTION DUMMY PID FOR AIRFLOW SELECTION PORT- SIDE INTAKE RED RIVER | 21 WATER STREET, SUITE 500, CLAREMONT, NH 03743 | P: 603-448-8880 | F: 603-448-8844 | REDRIVER.COM Terms and Conditions For OEM Terms/EULA please visit: CISCO TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 TOTAL $58,122.20 WE WELCOME YOUR FEEDBACK. Please complete our customer survey at redriver.com/customer-survey.REMIT TO: *Attention Contracting* Domestic Orders placed against this quote may be subject to state sales tax (if applicable) unless your organization's tax exemption certificate for the appropriate state(s) is included in your order. This quote is provided in accordance with FAR Part 13, 14, or 15. This quote is valid for 30 days unless otherwise noted within this quote. For terms and conditions please visit: Red River Technology LLC PO Box 780924 Philadelphia, PA 19178-0924 TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167 11 SVS-B-N9K-ESS-XF CISCO 4 $0.00 $0.00 EMBEDDED SWSS FOR NEXUS 9K CISCO ONE ESSENTIALS TERM N9300 XF, 3Y RED RIVER | 21 WATER STREET, SUITE 500, CLAREMONT, NH 03743 | P: 603-448-8880 | F: 603-448-8844 | REDRIVER.COM Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7130 File ID: Type: Status: 2023-7130 Agenda Item Consent Agenda 1Version: Reference: In Control: Police 09/20/2023File Created: Final Action: PD ILAFile Name: Title: Consider approval of an Interlocal Agreement between the Denton County District Attorney’s Office and the City of Coppell Police Department, governing asset forfeiture distribution; and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Memo.pdf, Interlocal Agreement.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: Text of Legislative File 2023-7130 Title Consider approval of an Interlocal Agreement between the Denton County District Attorney’s Office and the City of Coppell Police Department, governing asset forfeiture distribution; and authorizing the Mayor to sign. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 9/22/2023 1 MEMORANDUM To: Mayor and City Council From: Danny Barton, Chief of Police Date: September 26, 2023 Reference: Consider approval of an Interlocal Agreement between the Denton County District Attorney’s Office and the City of Coppell Police Department, governing asset forfeiture distribution; and authorizing the Mayor to sign. 2040: Sustainable Government Introduction: This Interlocal Agreement governs how assets and/or personal property seized and forfeited under Chapter 59 of the Texas Code of Criminal Procedure and Article 18.18 of the Texas Code of Criminal Procedure will be disbursed between the Denton County District Attorney’s Office and the Coppell Police Department. The Coppell Police Department may seize certain assets and/or personal property that is used or obtained in the commission of certain crime(s) that were investigated by the Coppell Police Department in Denton County. Background: Chapter 59 of the Texas Code of Criminal Procedure requires an Interlocal Agreement between the District Attorney’s Office and the Police Department to allow seized and forfeited assets and/or personal property to be shared. The proposed Interlocal Agreement does not change the disbursement shares for seized assets, but clarifies how certain assets, including stocks, bonds, jewelry, cryptocurrency, etc., will be disbursed. The proceeds from seizures are kept in a separate fund that can only be used by the Coppell Police Department for expenses that include training, equipment, investigative costs, and crime prevention. Benefit to the Community: The use of these funds for the allowable activities leads to a safer community. Legal Review: The Interlocal Agreement has been reviewed by the City Attorney. Fiscal Impact: None 2 Recommendation: The Coppell Police Department recommends approval of this Interlocal Agreement.