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CP 2024-06-18 (special)City Council City of Coppell, Texas Meeting Agenda 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers6:00 PMTuesday, June 18, 2024 Special Called Meeting WES MAYS KEVIN NEVELS Mayor Mayor Pro Tem JIM WALKER RAMESH PREMKUMAR Place 1 Place 5 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 hold a Special Called Meeting at 6:00 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: Regular Session 1.Call to Order Page 1 City of Coppell, Texas Printed on 6/14/2024 June 18, 2024City Council Meeting Agenda 2.Citizens’ Appearance 3.Consider authorizing the City Manager to enter into the appropriate contract with Crowder Gulf and Living Earth for storm debris pickup, in a total amount not to exceed $400,000.00, using funds from the American Rescue Plan Act (ARPA). Memo.pdfAttachments: 4.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 14th day of June, 2024, 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 2 City of Coppell, Texas Printed on 6/14/2024 Master City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2023-7521 File ID: Type: Status: 2023-7521 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 06/14/2024File Created: Final Action: Debris PickupFile Name: Title: Consider authorizing the City Manager to enter into the appropriate contract with Crowder Gulf and Living Earth for storm debris pickup, in a total amount not to exceed $400,000.00, using funds from the American Rescue Plan Act (ARPA). Notes: Sponsors: Enactment Date: Memo.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 2023-7521 Title Consider authorizing the City Manager to enter into the appropriate contract with Crowder Gulf and Living Earth for storm debris pickup, in a total amount not to exceed $400,000.00, using funds from the American Rescue Plan Act (ARPA). Summary Fiscal Impact: The “not to exceed” amount for this emergency expenditure is $400,000.00. Staff Recommendation: This authorization will expedite the pickup of storm debris throughout the city. Strategic Pillar Icon: Sustainable Government Page 1City of Coppell, Texas Printed on 6/14/2024 1 MEMORANDUM To: Mayor and City Council From: Mike Land, City Manager Date: June 18, 2024 Reference: Consider authorizing the City Manager to enter into the appropriate contract with Crowder Gulf and Living Earth for storm debris pickup, in a total amount not to exceed $400,000.00, using funds from the American Rescue Plan Act (ARPA). 2040: Sustainable Government Introduction: The City entered into a contract with Crowder Gulf to expedite debris removal the first week following the event. This initial contract was based on a windshield damage assessment to estimate the volume of material to be collected. Based on this assessment two Crowder trucks began work on June 7th. The Crowder teams were working 11-hour days. Staff updated City Council on the pace of work and challenges faced during that first week of pickups. As a result of this experience, the City made several changes to the pickup strategy. First, the City extended and expanded the contract with Crowder to add a third truck to the pickup effort. The second change was to provide a staging area in Coppell to empty their trucks instead of them driving to Living Earth or the landfill in Lewisville. Round trip drive times were up to an hour and a half and were significantly impacting the amount of time the trucks had available to do pickup. Some homes had enough debris that filled half of the truck at a time, so pickup was moving slower than we had hoped. Wagon Wheel Park is now serving as the drop off location for the Crowder trucks only. This location is not for any private commercial or residential drop-off. Looking ahead, the timeline for action is as follows: • Today through June 24th: All 3 Crowder trucks will focus on residential pick-up and drop- off at Wagon Wheel. All effort so far has been organized to hit the areas south of Sandy Lake Road, which has most of the mature trees in the City. Once we conclude that area, Crowder will begin work for areas north of Sandy Lake. • June 24th to June 27th: One truck will begin dedicated work to haul debris away from Wagon Wheel and dropping it at Living Earth. The other two trucks will continue picking up. If these 2 trucks finish all of the area north of Sandy Lake, they will begin a second sweep of the areas south of Sandy Lake. 2 • June 27 to June 30: We anticipate that all areas will have received at least one pickup. At this time, all 3 trucks will shift their focus to haul away material. • July 1: Republic will begin their sweep of the City, picking up where Crowder ended. Republic will not be using Wagon Wheel for drop off. The cost breakdown is as follows for the scope of work outlined above: • Crowder Gulf: $236,600 • Living Earth: $50,000 • Contingency: $113,000 The contingency amount represents retaining the three Crowder trucks for an additional 10 days to complete the haul away (each truck is $3,600/day) or retaining Elite Tree to conduct remaining haul- off. Staff does not believe we will need all of that amount. The “not to exceed” amount for this emergency expenditure is $400,000. Benefit to the Community: This authorization will expedite the pickup of storm debris throughout the city. Financial Impact: The City has several options related to funding for this unique event. Staff is recommending re- allocating ARPA funds from the Veterans Memorial ($420,000) to this effort. Recall, that the City previously designated full funding for the Veterans Memorial, which still remains in place. The additional $420,000 in ARPA funds recently allocated by City Council was set aside for additional contingency. The Veterans Memorial project and its funding will not be impacted by the re- allocation of the $420,000. Legal Review: N/A Recommendation: Staff recommends the Coppell City Council authorize the City Manager to enter into the appropriate contract with Crowder Gulf and Living Earth for a total amount not to exceed $400,000.