Agenda Packet 10/25/2022Town of Trophy Club
Meeting Agenda
Town Council
1 Trophy Wood Drive
Trophy Club, Texas 76262
October 25, 2022 7:00 PM Council Chambers
CALL TO ORDER AND ANNOUNCE A QUORUM Mayor Fleury
INVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes
PLEDGES led by Council Member Oldham
Pledge of Allegiance to the American Flag.
Pledge of Allegiance to the Texas Flag.
PUBLIC COMMENT(S)
This is an opportunity for citizens to address the Council on any matter. The Council
is not permitted to discuss or take action on any presentations made. Presentations
are limited to matters over which the Council has authority. Speakers have up to four
(4) minutes or the time limit determined by the Presiding Officer. Each speaker must
have submitted their request to speak by completing the Speaker’s Form or may
email mayorandcouncil@trophyclub.org
ANNOUNCEMENTS AND REPORTS
1.Badge pinning for new Police Officers and Fire personnel (W. Carroll).
2.Update from One Source on fiber optics project (W. Carroll).
3.Fire Department Open House, November 5, 2022 (J. Wise).
4.Issuance of Proclamation 202225 proclaiming Veterans Day in Trophy Club (Mayor
Fleury).
5.Veterans Day Event Update (W. Carroll)
6.Parks and Recreation Board update (T. Jaramillo).
7.Community Cleanup reminder (M. Cox)
CONSENT AGENDA
8.Take appropriate action to approve the Regular Town Council Meeting Minutes of
October 11, 2022 (A. Otterson).
9.Consider and take appropriate action regarding (18) eighteen purchase orders for
FY23 (W. Carroll).
INDIVIDUAL ITEMS
10.Take appropriate action adopting Ordinance 202232 regarding the Municipal Utility
District No. 1’s amendment to decrease fees for customers within the boundaries of
the Public Improvement District No. 1 (The Highlands) (W. Carroll).
11.Future Agenda Items List (W. Carroll).
EXECUTIVE SESSION
12.Pursuant to the following designated section of the Texas Governmental Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess
into executive session to discuss the following:
a) Section 551.071 AttorneyClient Privilege – Deliberate a possible Interlocal
Agreement with multiple governmental entities to provide services to Trophy Club
citizens.
RECONVENE INTO REGULAR SESSION
ADJOURN
One or more members of the Town Council may participate remotely using video
conferencing pursuant to Chapter 551 of the Texas Government Code.
One or more members of the Town Council may participate remotely using video
conferencing pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on Friday, October 21, 2022 by 5:00 p.m. in
accordance with Chapter 551, Texas Government Code.
__________________________________
Debra Emond
Records Analyst
If you plan to attend this public meeting and have a disability that requires special needs,
please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
Town Council Tuesday, October 25, 2022
Town of Trophy ClubMeeting AgendaTown Council 1 Trophy Wood DriveTrophy Club, Texas 76262October 25, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor FleuryINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Council Member OldhamPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made. Presentationsare limited to matters over which the Council has authority. Speakers have up to four(4) minutes or the time limit determined by the Presiding Officer. Each speaker musthave submitted their request to speak by completing the Speaker’s Form or mayemail mayorandcouncil@trophyclub.orgANNOUNCEMENTS AND REPORTS1.Badge pinning for new Police Officers and Fire personnel (W. Carroll).2.Update from One Source on fiber optics project (W. Carroll).3.Fire Department Open House, November 5, 2022 (J. Wise).
4.Issuance of Proclamation 202225 proclaiming Veterans Day in Trophy Club (Mayor
Fleury).
5.Veterans Day Event Update (W. Carroll)
6.Parks and Recreation Board update (T. Jaramillo).
7.Community Cleanup reminder (M. Cox)
CONSENT AGENDA
8.Take appropriate action to approve the Regular Town Council Meeting Minutes of
October 11, 2022 (A. Otterson).
9.Consider and take appropriate action regarding (18) eighteen purchase orders for
FY23 (W. Carroll).
INDIVIDUAL ITEMS
10.Take appropriate action adopting Ordinance 202232 regarding the Municipal Utility
District No. 1’s amendment to decrease fees for customers within the boundaries of
the Public Improvement District No. 1 (The Highlands) (W. Carroll).
11.Future Agenda Items List (W. Carroll).
EXECUTIVE SESSION
12.Pursuant to the following designated section of the Texas Governmental Code,
Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recess
into executive session to discuss the following:
a) Section 551.071 AttorneyClient Privilege – Deliberate a possible Interlocal
Agreement with multiple governmental entities to provide services to Trophy Club
citizens.
RECONVENE INTO REGULAR SESSION
ADJOURN
One or more members of the Town Council may participate remotely using video
conferencing pursuant to Chapter 551 of the Texas Government Code.
One or more members of the Town Council may participate remotely using video
conferencing pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on Friday, October 21, 2022 by 5:00 p.m. in
accordance with Chapter 551, Texas Government Code.
__________________________________
Debra Emond
Records Analyst
If you plan to attend this public meeting and have a disability that requires special needs,
please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
Town Council Tuesday, October 25, 2022
Town of Trophy ClubMeeting AgendaTown Council 1 Trophy Wood DriveTrophy Club, Texas 76262October 25, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUM Mayor FleuryINVOCATION led by Pastor Barry Clingan, The Church at Trophy Lakes PLEDGES led by Council Member OldhamPledge of Allegiance to the American Flag.Pledge of Allegiance to the Texas Flag.PUBLIC COMMENT(S)This is an opportunity for citizens to address the Council on any matter. The Councilis not permitted to discuss or take action on any presentations made. Presentationsare limited to matters over which the Council has authority. Speakers have up to four(4) minutes or the time limit determined by the Presiding Officer. Each speaker musthave submitted their request to speak by completing the Speaker’s Form or mayemail mayorandcouncil@trophyclub.orgANNOUNCEMENTS AND REPORTS1.Badge pinning for new Police Officers and Fire personnel (W. Carroll).2.Update from One Source on fiber optics project (W. Carroll).3.Fire Department Open House, November 5, 2022 (J. Wise).4.Issuance of Proclamation 202225 proclaiming Veterans Day in Trophy Club (MayorFleury).5.Veterans Day Event Update (W. Carroll)6.Parks and Recreation Board update (T. Jaramillo).7.Community Cleanup reminder (M. Cox)CONSENT AGENDA8.Take appropriate action to approve the Regular Town Council Meeting Minutes ofOctober 11, 2022 (A. Otterson).9.Consider and take appropriate action regarding (18) eighteen purchase orders forFY23 (W. Carroll).INDIVIDUAL ITEMS10.Take appropriate action adopting Ordinance 202232 regarding the Municipal UtilityDistrict No. 1’s amendment to decrease fees for customers within the boundaries ofthe Public Improvement District No. 1 (The Highlands) (W. Carroll).11.Future Agenda Items List (W. Carroll).EXECUTIVE SESSION12.Pursuant to the following designated section of the Texas Governmental Code,Annotated, Chapter 551 (Texas Open Meetings Act), the Town Council will recessinto executive session to discuss the following: a) Section 551.071 AttorneyClient Privilege – Deliberate a possible InterlocalAgreement with multiple governmental entities to provide services to Trophy Clubcitizens.RECONVENE INTO REGULAR SESSIONADJOURNOne or more members of the Town Council may participate remotely using videoconferencing pursuant to Chapter 551 of the Texas Government Code.One or more members of the Town Council may participate remotely using videoconferencing pursuant to Chapter 551 of the Texas Government Code.
The Town Council may convene into executive session to discuss posted items as allowed by
the Texas Open Meeting Act, LGC.551.071
CERTIFICATION
I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1
Trophy Wood Drive, Trophy Club, Texas, on Friday, October 21, 2022 by 5:00 p.m. in
accordance with Chapter 551, Texas Government Code.
__________________________________
Debra Emond
Records Analyst
If you plan to attend this public meeting and have a disability that requires special needs,
please contact the Town Secretary’s Office at 6822372900, 48 hours in advance, and
reasonable accommodations will be made to assist you.
Town Council Tuesday, October 25, 2022
Proclamation 2022-25
Town of Trophy Club, Texas
A PROCLAMATION OF THE TROPHY CLUB TOWN COUNCIL SUPPORTING
NOVEMBER 11, 2022 AS VETERANS DAY IN TROPHY CLUB; AND PROVIDING
AN EFFECTIVE DATE.
WHEREAS, it became our custom to commemorate November 11, the anniversary of the ending of
World War I, by paying tribute to the heroes of that tragic struggle and by rededicating ourselves to the
cause of peace; and
WHEREAS, in the intervening years the United States has been involved in many great military conflicts,
which have added millions of veterans, living and dead to the honor rolls of this Nation; and
WHEREAS, the Congress passed a concurrent resolution on June 4, 1928, calling for the observance
of November 11 with appropriate ceremonies, and later provided in an act approved May 13, 1938, that
the eleventh of November should be a legal holiday and should be known as Armistice Day; and
WHEREAS, in order to expand the significance of that commemoration and in order that a grateful
nation might pay appropriate homage to the veterans of all its wars who have contributed so much to
the preservation of this Nation, the Congress, by an act approved June 1, 1954, and signed by President
Dwight D. Eisenhower, changed the name of the holiday to Veterans Day; and
WHEREAS, eight percent of the population of the Town of Trophy Club are veterans of military service
ranging from World War II to the Global War on Terror; and
WHEREAS, veterans serve our community through leadership positions on Town Council, Town Staff,
and are employed by the Veterans Administration Healthcare System and volunteer with the Metroport
Veterans Association, Trophy Club Women’s Club, Trophy Club Rotary, and GallentFew to continue to
recognize patriotic observances.
NOW, THEREFORE, I, MAYOR ALICIA L. FLEURY, IN CONJUNCTION WITH THE TROPHY CLUB
TOWN COUNCIL, DO HEREBY PROCLAIM:
NOVEMBER 11, 2022 AS VETERANS DAY
On this day let us solemnly remember the sacrifices of all those who fought so valiantly, on the seas, in
the air, and on foreign shores, to preserve our heritage of freedom, and let us reconsecrate ourselves
to the task of promoting and enduring peace so that their efforts shall not have been in vain.
PASSED AND APPROVED by the Trophy Club Town Council this 25th day of October 2022.
____________________________ _______________________________
Anita Otterson, Town Secretary Alicia L. Fleury, Mayor
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Town of Trophy Club
Town Council Regular Session Minutes
Tuesday, October 11, 2022; 7PM
The Trophy Club Town Council met in a Regular Meeting on Tuesday, October 11, 2022. The meeting was held at
Town Hall, 1 Trophy Wood Drive in the Council Chambers.
TOWN COUNCIL MEMBERS PRESENT:
Alicia L. Fleury Mayor
Greg Lamont Mayor Pro Tem, Place 1
Jeff Beach Council Member, Place 2
Dennis Sheridan Council Member, Place 3
Karl Monger Council Member, Place 4
LuAnne Oldham Council Member, Place 5
Steve Flynn Council Member, Place 6
STAFF PRESENT:
Wade Carroll Town Manager
David Dodd Town Attorney
Jason Wise Fire Chief
Patrick Arata Police Chief
Tony Jaramillo Director of Parks and Recreation
Anita Otterson Town Secretary
Matt Cox Community Development Director
CALL TO ORDER AND ANNOUNCE A QUORUM
Mayor Fleury called the meeting to order at 7:00 PM and noted a quorum with all Council Members present.
INVOCATION led by Pastor Joel Quile from Bara Church
PLEDGES led by Council Member Flynn
Pledge of Allegiance to the American Flag.
Pledge of Allegiance to the Texas Flag.
PROCLAMATIONS
2.Issuance of Proclamation 2022-20 proclaiming October as Pregnancy and Infant Loss Awareness Month
in Trophy Club. (Mayor Fleury).
Mayor Fleury motioned to approve the proclamation as read. The motion was seconded by Council
Member Beach. The motion passed unanimously 7-0.
3. Issuance of Proclamation 2022-21 proclaiming National Bullying Prevention Month (Mayor Fleury).
Mayor Fleury motioned to approve the proclamation as read. The motion was seconded by Council
Member Monger. The motion passed unanimously 7-0.
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4. Issuance of Proclamation 2022-22 proclaiming National Domestic Violence Awareness Month (Mayor
Fleury).
Mayor Fleury motioned to approve the proclamation as read. The motion was seconded by Council
Member Beach. The motion passed unanimously 7-0.
5. Issuance of Proclamation 2022-23 proclaiming Fire Prevention Month (Mayor Fleury).
Mayor Fleury motioned to approve the proclamation as read. The motion was seconded by Council
Member Flynn. The motion passed unanimously 7-0.
6. Issuance of Proclamation 2022-24 proclaiming First Responders’ Day (Mayor Fleury).
Mayor Fleury motioned to approve the proclamation as read. The motion was seconded by Council
Member Monger. The motion passed unanimously 7-0.
7. Rotary Club First Responders event (J. Wise)
PUBLIC COMMENTS
Jennifer Olson, 340 Inverness Drive – Ms. Olson stated that she sent Mayor and Council an email prior to the meeting
and she feels that it is important for them to read it. She is asking that before Council goes to Consent Agenda Item
#13, they read the email and do not approve everything under the 17 Purchase Orders that are listed.
ANNOUNCEMENTS AND REPORTS
8. TCWC Garage Sale October 15 (W. Carroll).
Teryl Flynn stated that proceeds from the Spring and Fall Garage Sale go towards scholarships for Trophy
Club’s high school seniors. In the past they have been able to raise $11,000-$15,000 for scholarships.
1. Business Spotlight – YogaSix, Mark Hrubant (Mayor Fleury).
Mr. Hrubant stated that they will have hot and warm yoga classes and they have a body weight suspension
system. They will offer classes throughout the day and also hold workshops.
9. Community Clean-Up October 29, 2022 (M. Cox).
Mr. Cox stated that the event will be held again at BNHS, and last year they had about 300 cars drop off
items.
10. Update on early voting and election day (A. Otterson).
Ms. Otterson stated that early voting will run from October 24th through November 4th with voting at the MUD Bldg
for Denton County residents and Southlake Town Hall for Tarrant County residents. Election Day will be on
November 8th. Denton County residents must vote at their assigned precinct location – either the MUD Building or
Byron Nelson High School and Tarrant County residents can vote at Trophy Club Town Hall.
11. Announcement of Fright Lights Contest (T. Jaramillo).
Mr. Jaramillo stated that the Fright Lights contest will run through October 18th with judging on October
19th.
CONSENT AGENDA
12. Take appropriate action to approve the Regular Town Council Meeting minutes for September 27, 2022
(A. Otterson).
13. Consider and take appropriate action on 17 purchase orders for FY23 (W. Carroll).
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Mayor Fleury stated that on Monday Town Manager Carroll informed Council that he would pull item #13 from the
Consent Agenda so item #12 was the only item to be approved.
Mayor Pro Tem Lamont made a motion to approve Item #12 on the consent Agenda. The motion was seconded by
Council Member Flynn. The motion passed unanimously 7-0.
INDIVIDUAL ITEMS
14. Future Agenda Items List (W. Carroll).
Mr. Carroll introduced new HR Director Denise Deprato. Mr. Carroll gave an update on the entryway
monumentation project. Town Attorney Dodd gave an update on the MUD confirmation of property vs. services.
Mr. Dodd stated that he was asked to look into when elections are held at the MUD building how does that effect
campaigning and signs at the fire station site. Both lots are owned by the MUD. Research of Town Ordinances on
electioneering and signs shows that it requires authority from the owner of the property. Even though we have an
ILA with the MUD to provide fire services at the fire station, we are not the owner.
EXECUTIVE SESSION
15. Pursuant to the following designated section of the Texas Government Code, Annotated, Chapter 551
(Texas Open Meetings Act), the Town Council will recess into executive session to discuss the following:
a. Section 551.087 – Deliberate Economic Development Negotiations regarding prospective commercial
projects within the Town of Trophy Club.
b. Section 551.071 Attorney -Client Privilege – Deliberate a possible interlocal Agreement with multiple
governmental entities to provide services to Trophy Club citizens.
Mayor Fleury announced that Council was going into executive session at 7:49 PM.
RECONVENE INTO REGULAR SESSION
Mayor Fleury announced Council was reconvening into Regular Session at 8:46 PM
There was no further business.
ADJOURN
Mayor Fleury adjourned the meeting at 8:46 pm.
Attest:
__________________________ __________________________
Anita Otterson, Town Secretary Alicia L. Fleury, Mayor
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To:
From:
CC:
Re:
Mayor and Town Council
Wade L. Carroll, Town Manager
Anita Otterson, Town Secretary
Approval of FY23 Purchase Orders (18)
Town Council Meeting, October 25, 2022
Agenda Item:
Consider and take appropriate action regarding approving eighteen (18) purchase orders for FY23
(W. Carroll).
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
Staff has gathered initial FY23 purchase orders over $25,000 for Council approval. The thought
is to bring forward all purchase orders over $25,000 that staff is aware of at the first of the year
for approval. Two reasons for handling this way, one to let Council see the purchases as a group
and two to streamline operations. The individual purchase orders are attached on a spreadsheet.
Administration
Community Development
Teague Nall & Perkins - Purchase order for engineering services in FY23. This purchase order
allows staff to use the Engineering Firm going forward on drainage and public works projects. As
expected, any plans arising from the services will be brought forward to Council prior to moving
forward - $ 42,000.00. This amount is based on average amounts billed from previous years.
HE Planning & Design, LLC - Purchase order for Professional Outside Services in FY23 for Planning
and Zoning related matters, in lieu of a full-time Planner. Council has approved $42,000 for
Professional Outside Services for FY23.
8Page 1 of 4
Page 2 of 4
Bureau Veritas North America, Inc. – Purchase order for various 3rd party building and health
inspections throughout the year - $ 36,000.00.
LaTour Tree Service – Purchase Order for monthly inspections at $1,000 each ($12,000) and
debris removal from creeks and tree removal. Debris removal is estimated at $28,000 based on
previous years’ costs, for a total PO amount of $ 40,000.00.
Caldwell Chevrolet – 2023 Chevrolet 1500 4WD Crew Cab BuyBoard# 601-19 - $ 40,232.00.
Kanelee Landscapes (TLC Landscapes) – Mowing Byron Nelson Creek and Lakeview Creek -
$33,000.00.
Finance
American Integration (VersaTrust) – 3rd party IT services provided by VersaTrust - $ 174,000.00.
This is year 3 of a 3-year contract.
Tyler Technologies - Financial, Court and Permitting software - $51,790.00. Tyler’s contracted
amount is $48,602 and $3188 was added for our Brazos ticket writer software package. This
amount was approved in the FY23 budget.
BKD, LLP – Annual Auditing Services $ 50,000.00. Second year of a 5-year contract. This amount
was approved in the FY23 budget.
Parks
North Texas Trailers LLC - A total of four (4) trailers for the Parks Department BuyBoard# 599-
19 - $ 30,352.00.
o 2022 MAXXD 83”x18’ Tandem Axle 10K utility trailer - $ 5863.75
o 2022 MAXXD 7’x18’ 10K utility trailer - $ 5,688.00
o 2022 MAXXD 83”x20’ 10K dovetail trailer - $ 5868.50
o 2023 Pace 8.5’x20’ Enclosed Trailer - $ 12,931.75
Cunningham Recreation – Procurement of Shade Structure at Harmony Park BuyBoard# 592-19
- $25,810.49.
Silsbee Ford – Purchase Order for the purchase of a 2023 Ford F250 Crew Cab 4x4 BuyBoard#
22-228F000 - $ 59,272.75.
Bobcat of North Texas – Lewisville - T76 T4 Bobcat Compact Track Loader BuyBoard# 597-19 -
$50,392.00.
SiteOne Landscape Supply – A blanket PO to cover various landscape and irrigation products needed
throughout the year.
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Page 3 of 4
Sunbelt Pools – A blanket PO to cover various larger-scale services and products not performed or
provided by staff. The amount is not to exceed $27,500.
Pyrotex, Inc. – A Purchase Order for the fire works display on July 4th.
Police
Denton County Auditor – Denton County ILA for Dispatch Services related to Police and Fire -
$50,606.00.
Stolz Telecom – Purchase order for the purchase and installation of emergency equipment for a
new Ford police vehicle. The services are provided as part of BuyBoard Contract# 603-20. This
request is part of the council approved CCPD 2022-2023 budget $ 53,511.83.
Financial Considerations:
Funding is available for these purchase orders in the FY23 Approved Budget and
proper purchasing protocols were followed.
Legal Review:
Board/Commission/ or Committee Recommendation:
None applicable.
Staff Recommendation:
Staff recommends approval of the eighteen (18) purchase orders as presented.
Attachments:
Listing of purchase orders.
Town Council Approval:
____________________________
Mayor Alicia L. Fleury or designee
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Department Vendor Description Amount Co-op Quotes Professional Sole Source
Existing
Contract HUB Vendor
Community Dev Teague Nall & Perkins Engineering Services 42,000.00$ X
Community Dev HE Planning & Design LLC Engineering Services 42,000.00$ X
Community Dev Bureau Veritas North America, Inc.3rd Party Building/Health Inspections 36,000.00$ X
Community Dev LaTour Tree Service Inc.
Creek Maint. Sediment and Tree
Removal 40,000.00$ X
Community Dev Caldwell Chevrolet 2023 Chevrolet 1500 4WD Crew Cab 40,232.00$ BuyBoard# 601-19
Community Dev Kanelee Landscapes (TLC)
Mowing Byron Nelson Creek and
Lakeview Creek 33,000.00$ X
Finance American Integration 3rd Party IT Services 174,000.00$ X
Finance Tyler Technologies Annual Software Licenses 51,790.00$ X X
Finance BKD Auditing Services 50,000.00$ X
Parks North Texas Trailers LLC Four Trailers 30,352.00$ BuyBoard# 599-19
Parks Cunningham Recreation Harmony Park Shade Fabric 25,810.49$ BuyBoard# 592-19
Parks Silsbee Ford 2023 Ford F250 Crew Cab 4x4 59,272.75$ BuyBoard# 22-228F000
Parks Bobcat of North Texas - Lewisville T76 T4 Bobcat Compact Track Loader 50,392.00$ BuyBoard# 597-19
Parks SiteOne Landscape Supply Irrigation Supplies 38,500.00$ BuyBoard# 611-20
Parks Sunbelt Pools Chemicals & Pool Maintenance 27,500.00$ BuyBoard# 631-20
Parks Pyrotex Inc.Fireworks Display 26,000.00$ X
Police Denton County Auditor Denton County Dispatch Services 50,606.00$ ILA X
Police Stolz Telecom
Emergency Equipment for Ford police
vehicle 53,511.83$ BuyBoard No. 603-20
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Teague Nall & Perkins Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Teague Nall & Perkins – Engineering Services - $42,000.00.
Purchase order for engineering services in FY23. This purchase order allows staff to continue
using TN&P for all grading, drainage, and civil reviews for the Community Development
Department. The PO of $42,000 is based on the average amounts billed from previous years and
will leaving an unencumbered amount of $0 in account #01-522-60500 for Engineering Services.
TNP will bill the Town on an hourly basis. Council has approved $42,000 for Engineering Services
for FY2023.
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Agenda Item 9-1
TNP
TNP Firm Registrations
Texas Board of Professional Engineers and Land Surveyors |Engineering Firm No. F-230 |Surveying Firm No. 10011600 |10194381 |10011601
Georgia Board of Professional Engineers Firm No. PEF007431 | Texas Board of Architectural Examiners Firm No. BR 2673
engineers
surveyors
landscape architects
www.tnpinc.com
STATE OF TEXAS §
COUNTY OF DENTON §
AGREEMENT FOR ENGINEERING SERVICES
This agreement made, entered into and executed this day of , 2022, by
and between the TOWN OF TROPHY CLUB (hereinafter referred to as "TOWN"), and TNP, Inc.,
Consulting Engineers, (hereinafter referred to as "ENGINEER"), with principal offices at 5237 Riverside
Drive Suite 100, Fort Worth, Texas.
WITNESSETH, that whereas the TOWN desires engineering design or consultation on various
issues and requires engineering services on various public work improvements.
NOW, THEREFORE, the TOWN and the ENGINEER, in consideration of the mutual covenants
and agreements herein contained, do mutually agree as follows:
SECTION I. EMPLOYMENT OF ENGINEER
The TOWN agrees to employ the ENGINEER as and when needed for various projects and the
ENGINEER agrees to perform professional engineering services in connection with such projects as
stated in Section II below, and having rendered such services, the TOWN agrees to pay to the
ENGINEER compensation as stated in Section V to follow.
SECTION II. CHARACTER AND EXTENT OF SERVICES
The ENGINEER shall, at the TOWN's request, render the following professional services for the
TOWN.
A. Meetings: At the specific request of the TOWN, the ENGINEER will attend meetings and
hearings of the City Council and various City boards and committees.
B. Review of Development Proposals: At the request of the TOWN, the ENGINEER will review
plats, site plans, and public improvement plans for various public and private projects proposed
in the TOWN. This review will include comment on drainage systems; traffic; conformance with
codes and policies; flood plain management; construction and maintenance of streets;
discrepancies in easement's acknowledgments, or certifications; and other potential problems
noted in the proposed development during the engineering review. The ENGINEER will provide
the TOWN with its findings in a letter report in a timely manner. At the request of the TOWN,
the ENGINEER may be requested to present and support his findings at various public meetings.
C. Flood Plain Management: At the request of the TOWN, the ENGINEER will provide technical
assistance in review of flood hazard boundary determinations by the Federal Emergency
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Agenda Item 9-1
TNP
Page 2
Management Agency; review development permit applications within floodways and floodway
fringes; and assist in conferences with federal, state and local officials.
D. Capital Improvements Planning: At the request of the TOWN, the ENGINEER will provide
technical assistance in reviewing capital needs for the TOWN and estimating probable costs of
such facilities.
E. TOWN Specifications and Requirements: At the request of the TOWN, the ENGINEER will
provide technical assistance and consultation on various requirements and standard
specifications used by the TOWN.
SECTION III. ADDITIONAL SERVICES
The TOWN may choose to initiate exclusive negotiations with the ENGINEER for any or all
design services on any public works project initiated by the TOWN during the term of this Agreement.
The TOWN reserves the right to terminate negotiations under this Section and seek employment of
another engineer if, in the opinion of the TOWN, the fees proposed by the ENGINEER are
unacceptable, or adequate staff is not available from the ENGINEER to complete the project in a timely
manner, or the services requested require special expertise for which another engineer is considered
more qualified.
SECTION IV. PERIOD OF SERVICE
This Agreement shall become effective upon execution by the TOWN and the ENGINEER and shall
remain in force until terminated under the provisions of Section X below
SECTION V. COMPENSATION
A.Engineering Services: The ENGINEER shall be compensated based on the Standard Rate
Schedule provided in Attachment ‘A’. Salary cost includes the employer's share of Social Security,
holiday, vacation, sick leave, Workmen's Compensation Insurance, and federal and state unemployment
insurance.
B. Surveying Services: Surveying services based on the Standard Rate Schedule provided in
Attachment ‘A’. Salary cost includes the employer's share of Social Security, holiday, vacation, sick
leave, Workmen's Compensation Insurance, and federal and state unemployment insurance. The Rate
Schedule will be based on various crew sizes, office staff and equipment used.
C: Other Expenses: Actual out-of-pocket expenses that are incurred during the progress of the
work at ENGINEER's cost plus 10%. The actual out-of-pocket expenses include: air fare, automobile
rental if required, mileage charges, parking, tolls, taxi, meals, lodging, printing and reproduction costs
for work outsourced, and other miscellaneous costs incurred specifically for this project.
D. Work by Others: For work done by others, at the actual cost to the ENGINEER of such services
plus 10%.
The ENGINEER may submit invoices for services rendered no more frequently than monthly,
accompanied by an explanation of the services provided and any necessary supporting documentation.
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Page 3
SECTION VI. OWNERSHIP OF DOCUMENTS
All documents, including original drawings, estimates, specifications, field notes and data are and
remain the property of the ENGINEER as instruments of services. The TOWN may at its expense retain
reproducible copies of drawings and copies of other documents, in consideration of which it is mutually
agreed that the TOWN will use them solely in connection with the project.
SECTION VII. INDEMNITY
ENGINEER shall indemnify and save harmless the TOWN and its officers, agents, and employees from
the liability of the TOWN on account of any injuries or damages received or sustained by any person
or persons or property, including court costs and reasonable attorney fees incurred by the TOWN,
proximately caused by the negligent acts or omissions of the ENGINEER or its officer, agents, or
employees in the execution, operation, or performance of this Agreement.
SECTION VIII. INSURANCE
The ENGINEER shall effect and maintain insurance to protect itself from claims under workmen's
compensation act's claims for damages because of bodily injury including personal injury; sickness or
disease; or death of any of its employees; and from claims for damages because of injury to or
destruction of tangible property including loss of use resulting therefrom; and from claims arising out of
the performance of professional services caused by any errors, omissions or negligent acts for which it is
legally liable.
SECTION IX. ARBITRATION
No arbitration arising out of, or relating to, the Agreement involving one party to this Agreement may
include the other party to this Agreement without their approval.
SECTION X. TERMINATION
Either party to this Agreement may terminate the Agreement by giving the other at least seven (7) days
notice in writing. Upon delivery of such notice by the TOWN to the ENGINEER, and upon expiration of
the seven-day period, the ENGINEER shall discontinue all services in connection with the performance of
the Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such
orders or contracts are chargeable to this Agreement. As soon as practical after receipt of notice of
termination, the ENGINEER shall submit a statement, showing in detail the services performed under this
Agreement to the date of termination. The TOWN shall then pay the ENGINEER for those services
actually performed under this Agreement prior to the receipt of termination notice, less such payments
on account of the charges as have been previously made; provided, however, that the TOWN shall not
then be required to pay for those services of the ENGINEER for which the TOWN terminated this
Agreement and which are therefore in dispute. Copies of all completed or partially completed designs,
plans, and specifications prepared under this Agreement shall be delivered to the TOWN when and if
this Agreement is terminated.
17
Page 4
SECTION XI. SUCCESSORS AND ASSIGNMENTS
The TOWN and the ENGINEER each binds themselves and their successors, executor, administrators and
assigns to the other party of this Agreement and to the successor, executor, administrators and assigns
of such other party in respect to all covenants of this Agreement; except as above, neither the TOWN
nor the ENGINEER shall assign, sublet or transfer his interest in this Agreement without the written
consent of the other. Nothing herein shall be constructed as creating any personal liability on the part
of any officer or agent of any public body which may be a party hereto.
This agreement is executed in two counterparts.
IN TESTIMONY WHEREOF, the parties hereto have executed this agreement the day and year first
above written.
TOWN OF TROPHY CLUB TNP, Inc.
(TOWN) (ENGINEER)
_______________________________ _____________________________________
Tom Rutledge
Executive Vice President
ATTEST: ATTEST:
_______________________________ ____________________________________
TNPNNN, Inc.
(ENGINEER)
__________________________________________________________________________________________________________________________
Tom Rutttltttttttttedge
Executive Vice President
18
Page 5
ATTACHMENT ‘A’
Teague Nall and Perkins, Inc.
2022 Standard Hourly Rates
Effective January 1, 2022 to December 31, 2022
Hourly
Engineering/Landscape Architecture/ROW Billing Rate
Principal or Director 270.00
Team Leader 260.00
Senior Project Manager 250.00
Project Manager 200.00
Senior Engineer 260.00
Project Engineer 170.00
Engineer III/IV 140.00
Engineer I/II 130.00
Senior Landscape Architect/Planner 200.00
Landscape Architect / Planner 180.00
Landscape Designer 125.00
Senior Designer 165.00
Designer 150.00
Senior CAD Technician 135.00
CAD Technician 120.00
IT Technician 180.00
Clerical 85.00
ROW Manager 220.00
Senior ROW Agent 175.00
ROW Agent 135.00
Relocation Agent 170.00
ROW Admin 90.00
Intern 80.00
Hourly
Surveying Billing Rate
Survey Manager 245.00
Registered Professional Land Surveyor (RPLS) 210.00
Field Coordinator 145.00
S.I.T. or Senior Survey Technician 145.00
Survey Technician 120.00
1-Person Field Crew w/Equipment**155.00
2-Person Field Crew w/Equipment**185.00
3-Person Field Crew w/Equipment**210.00
4-Person Field Crew w/Equipment**230.00
Flagger 55.00
Abstractor (Property Deed Research)95.00
Small Unmanned Aerial Systems (sUAS) Equipment & Crew 420.00
Terrestrial Scanning Equipment & Crew 265.00
Survey Manager 245.00
Registered Professional Land Surveyor (RPLS)210.00
Field Coordinator 145.00
S.I.T. or Senior Survey Technician 145.00
Survey Technician 120.00
1-Person Field Crew w/Equipment**155.00
2-Person Field Crew w/Equipment**185.00
3-Person Field Crew w/Equipment**210.00
4-Person Field Crew w/Equipment**230.00
19
Page 6
ATTACHMENT ‘A’
Teague Nall and Perkins, Inc.
2022 Standard Hourly Rates
Effective January 1, 2022 to December 31, 2022
Hourly
Surveying Billing Rate
Flagger 55.00
Abstractor (Property Deed Research) 95.00
Small Unmanned Aerial Systems (sUAS) Equipment & Crew 420.00
Terrestrial Scanning Equipment & Crew 265.00
Hourly
Utility Management, Utility Coordination, and SUE Billing Rate
Senior Utility Coordinator 175.00
Utility Coordinator 160.00
Sr. Utility Location Specialist 165.00
Utility Location Specialist 100.00
1-Person Designator Crew w/Equipment***155.00
2-Person Designator Crew w/Equipment***180.00
2-Person Vac Excavator Crew w/Equip (Exposing Utility Only)300.00
Core Drill (equipment only)790.00
SUE QL-A Test Hole (0 < 8 ft)****2,200.00
SUE QL-A Test Hole (> 8 < 15 ft)****2,700.00
Hourly
Construction Management, Construction Engineering and Inspection (CEI) Billing Rate
Construction Inspector I/II 110.00
Construction Inspector III 120.00
Senior Construction Inspector 140.00
Construction Superintendent 185.00
Senior Project Manager 250.00
Construction Manager 200.00
Senior Construction Manager 250.00
Construction Records Keeper 120.00
Direct Cost Reimbursables
A fee equal to 3% of labor billings shall be included on each monthly invoice for prints, plots,
photocopies, plans or documents on CD, DVD or memory devices, and mileage. No individual or
separate accounting of these items will be performed by TNP.
Any permit fees, filing fees, or other fees related to the project and paid on behalf of the client
by TNP to other entities shall be invoiced at 1.10 times actual cost.
Notes:
All subcontracted and outsourced services shall be billed at rates comparable to TNP’s billing rates above or cost times a mu ltiplier of 1.10.
* Rates shown are for 2022 and are subject to change in subsequent years.
** Survey equipment may include truck, ATV, Robotic Total Station, GPS Units and Digital Level.
*** Includes crew labor, vehicle costs, and field supplies.
****Does not include Level B Designating effort.
20
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of HE Planning+Design Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
HE Planning+Design – Professional Outside Services - $42,000.00.
Purchase order of professional outside services for an on-call, as-needed Town Planner. These
services will be utilized for Town of Trophy Club Planning and Zoning related matters throughout
the year, in lieu of a full-time planner. HE Planning will bill the Town on an hourly basis of $150.
The PO of $42,000.00 leaves an unencumbered amount of $0 in account #01-522-60100 for
Professional Outside Services. Council has approved $42,000 for Professional Outside Services
for FY2023.
21
HE Planning+Design, LLC
8458 HOWELL DRIVE FRISCO, TEXAS 75034
PHONE: (469)360-6618 heleneve@HEPlanningDesign.com
October 1, 2022
Mr. Matthew Cox
Director of Community Development
Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, Texas 76262
RE: Professional Services Agreement for Planning Services for the Town of Trophy Club,
Denton and Tarrant County, Texas.
Dear Matthew:
Thank you for considering HE Planning+Design, LLC (HE P+D) for professional on-call planning
services for the Town of Trophy Club. I have outlined the services I propose to complete below.
SCOPE OF SERVICES
Planning Tasks
HE P+D will provide technical review of the following applications:
1. Zoning Applications, including Straight Zoning, Specific Use Permits,
Conditional Use Permits, and Planned Development Districts;
2. Board of Adjustment Applications;
3. Site Plan Applications;
4. Plat Applications;
5. Landscape and Screening Applications;
6. Sign Applications;
7. Variance and Waiver Applications;
8. Draft Agendas and Case Reports for posting;
9. Drafting PD, SUP, and CUP ordinances for city attorney review;
10. Minor ordinance and Comprehensive Plan amendments necessary to
process a zoning application; and
11. Respond to zoning and development inquiries from city staff and
others (as authorized by staff) and provide direction based on
ordinance regulations in effect at the time of the inquiry.
Method
HE P+D will:
1. Review the applications and identify compliance with the adopted zoning
ordinance, subdivision regulations, comprehensive plan, and other adopted
plans;
2. Provide the reviews in written and graphic format (PDF review) for clear
understanding of the comments;
22
Agenda Item 9-2
HE Planning + Design
HE Planning+Design, LLC
8458 HOWELL DRIVE FRISCO, TEXAS 75034
PHONE: (469)360-6618 heleneve@HEPlanningDesign.com
3. Coordinate review comments for consensus with staff, city engineer, city
attorney, Trophy Club Municipal Utility District, TXDOT, and other required
entities as authorized by you;
4. Will prepare the yearly submission application calendar and provide updates as
indicated and directed by you and the Town Secretary throughout the year; and
5. Will update application forms as requested/needed.
Review Turnaround
HE P+D will provide the review comments within seven (7) business days of
receipt of the application.
Agendas, publications in the official newspaper, and public hearing notices will be
sent to you and the Town Secretary for posting in the Town’s official agenda
location and on the Town of Trophy Club website. Notifications that are required
to be mailed will be provided to you and the Town Secretary for mailing from the
Town. HE P+D will provide the ownership database for mailing label production.
Agendas will be sent no later than 96 hours prior to a posting deadline. Publications
required to appear in Trophy Club’s official newspaper will be sent via email to the
publication office 24 hours prior to the publication’s deadlines unless directed to
submit notifications to the Town Secretary for submission.
Please note, applicants that do not resubmit according to the deadline date on the
adopted development calendar will be processed on an amended schedule and will
not be placed on the originally anticipated agenda date for consideration.
Meetings
HE P+D, Helen-Eve L. Beadle, AICP will attend meetings with applicants,
consultants, and town staff in person or via internet session, as directed by you.
FEE AND BILLING
HE P+D will accomplish the services described above based on an hourly rate of $150.00,
in effect at the time the services are provided. Direct expenses such as blueprinting,
copying (full size and reductions included), scanning, color copies, mileage, deliveries,
will be invoiced at 1.15 times cost.
On-call Planning Services Hourly, not to exceed $42,000.00*
*The fee quoted above is based on review of past agendas available and general
understanding of the number of cases per year. Should the scope of services change from
the contents in this agreement, I will notify you of the need to reconsider the scope.
Invoices will be submitted monthly based on services performed. Billing will be due and
payable to HE Planning+Design, LLC, 8458 Howell Drive, Frisco, Texas 75034 within 25
days of receipt.
23
HE Planning+Design, LLC
8458 HOWELL DRIVE FRISCO, TEXAS 75034
PHONE: (469)360-6618 heleneve@HEPlanningDesign.com
ADDITIONAL SERVICES
Any items requested by you that are not outlined in the above scope would be considered
additional services and would be provided as requested and authorized by you. In the event
you need these services for such items I can provide you with a letter agreement for them.
This scope does not include:
1. Preconstruction meeting attendance, Public Improvement Developer’s Agreements,
Financial Assurance, Bonds, Construction Contracts, Inspections, Impact Fee updates,
and Right-of-Way Permits as those tasks are under the responsibility of an engineer.
2. Comprehensive Plan updates, zoning ordinance, subdivision ordinance, and ordinance
rewrites/updates.
3. GIS Geographic Information System services including mapping updates.
CLOSURE
Your signature and return of one copy of this professional services agreement shall serve
as direction to proceed.
I appreciate the opportunity to submit this agreement for on-call professional planning services.
Please contact me if you have any questions. I look forward to working with you and the Town of
Trophy Club.
Sincerely,
Helen-Eve L. Beadle, AICP
AGREED and accepted this 1st day of October 2022.
____________________________________________
Matthew Cox
Director of Community Development
Town of Trophy Club
24
25
Agenda Item 9-2
HE Planning + Design
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Bureau Veritas North America Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
BVNA – Health/Building/Plan Review Services - $36,000.00.
Purchase order for on-call plan review, building inspections and health inspections as-needed
throughout the year, in lieu of a full time Health and Building Inspector. The PO will include the
following: Plan Review account #01-522-60600 in the amount of $4,000, Health Inspections
account #01-522-62300 in the amount of $14,000 and Building Inspections account #01-522-
62350 in the amount of $18,000, a total of $36,000. Leaving an unencumbered amount of $0 in
each account. BVNA will bill the Town, $76.25 per stop for residential inspections, and $125 per
stop for commercial inspections. BVNA will bill the Town, $125 per commercial pools and $150
per food inspection per year. This contract was approved by Council on September 13, 2022.
26
27
Agenda Item 9-3
Bureau Veritas (BVNA)
28
Agenda Item 9-3
Bureau Veritas (BVNA)
BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
Page 2 of 32
in performing services under these Terms and Conditions, and the Companion Documents
(“Agreement”). Companion Documents shall mean any documents accompanying BVNA’s Proposal,
including but not limited to the Scope of Work, Fee Schedules or any other Exhibits specific to the project.
BVNA shall not be responsible for failure to perform its services if i) there is a failure or delay by Client or
its contractors in providing BVNA with the necessary access to properties, documentation, information,
or materials; ii) Client or its contractors fail to approve or disapprove BVNA’s work; or iii) if Client causes
delays in any way whatsoever. In any of these events, BVNA’s time for completion of its service shall be
extended accordingly. BVNA shall not be responsible for failure to perform if such failure is due to any
act of God, labor trouble, fire, inclement weather, act of governmental authority, failure of transportation,
accident, power failure or interruption, or any other cause reasonably beyond BVNA’s control. In any of
these events, BVNA’s time for completion of its services shall be extended accordingly.
5.Compensation: Compensation to be paid to BVNA shall be in accordance with the Schedule of Fees
set forth in accordance with the agreed upon fee schedule per project.
6.Method of Payment: BVNA shall submit monthly billings to Client describing the work performed during
the preceding month. Client shall pay BVNA no later than thirty (30) days after receipt of the monthly invoice
by Client’s staff. If the invoice is not paid within such period, Client shall be liable to BVNA for a late
charge accruing from the date of such invoice to the date of payment at the lower of eighteen (18) percent
per annum or the maximum rate allowed by law. Further, if the invoice is not paid within such period,
BVNA may, at any time, and without waiving any other rights or claims against Client and without thereby
incurring any liability to Client, elect to terminate performance of services immediately following written
notice from BVNA to Client. Notwithstanding any such termination of services, Client shall pay BVNA for
all services rendered by BVNA up to the date of termination of services plus all interest, termination costs
and expenses incurred by BVNA. Client shall reimburse BVNA for all costs and expenses of collection,
including reasonable attorney’s fees. For work requiring a construction permit to be issued, the total fee
will be billed when the permit is issued by the Jurisdiction.
7.Construction Monitoring: If BVNA is engaged by Client to provide a site representative for the
purpose of monitoring specific portions of any construction work, as set forth in the proposal, then this
Section 7 shall apply. If BVNA’s engagement does not include such construction monitoring, then this
Section shall be null and void. In connection with construction monitoring, BVNA will report observations
and professional opinions to Client. BVNA shall report to Client any observed work which, in BVNA’s
opinion, does not conform to plans and specifications. BVNA shall have no authority to reject or terminate
the work of any agent or contractor of Client. No action, statements, or communications of BVNA, or
BVNA’s site representative, can be construed as modifying any agreement between Client and others.
BVNA’s presence on the Project site in no way guarantees the completion or quality of the performance
of the work of any party retained by Client to provide construction related services. Neither the
professional activities of BVNA, nor the presence of BVNA or its employees, representatives, or
subcontractors on the Project Site, shall be construed to impose upon BVNA any responsibility for
methods of work performance, superintendence, sequencing of construction, or safety conditions at the
Project site. Client acknowledges that Client or its general contractor is solely responsible for job site
safety, and warrants and agrees that such responsibility shall be made evident in any Project owner’s
agreement with the general contractor. Client also agrees to make BVNA an additional insured under
any general contractor’s General Liability insurance policy. Prior to the commencement of the Work, Client
shall provide BVNA with a certificate of insurance evidencing the required insurance. Such certificates shall
be issued by an insurance carrier(s) acceptable to BVNA and shall be endorsed to include: (1) BVNA as
additional insured; (2) thirty (30) days prior written notice of cancellation or material change in any of the
coverages; and (3) a waiver of subrogation as to BVNA. Each policy of insurance required shall be written
by an insurance company with a minimum rating by A.M. Bests & Company of A-VI. This insurance shall
be primary to any insurance available to BVNA. In the event BVNA expressly assumes any health and
safety responsibilities for hazardous materials or other items specified in this Agreement, the acceptance
of such responsibility does not and shall not be deemed an acceptance of responsibility for any other
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BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
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health and safety requirements, such as, but not limited to, those relating to excavation, trenching, drilling
or backfilling.
8.Ownership of Documents: All plans, studies, documents and other writings prepared by BVNA, its
officers, employees and agents and subcontractors in the course of implementing this Agreement shall
remain the property of BVNA. The Client acknowledges that all intellectual property rights related to the
performance of the Agreement, including but not limited to the names, service marks, trademarks,
inventions, logos and copyrights of BVNA and its affiliates, (collectively, the “Rights”) are and shall
remain the sole property of BVNA or its affiliates and shall not be used by the Client, except solely to the
extent that the Client obtains the prior written approval of BVNA and then only in the manner prescribed
by BVNA. If BVNA terminates the Agreement in accordance with the provisions of Article 29 below, any
such license granted by BVNA to the Client shall automatically terminate.
9.Use of Data or Services: BVNA shall not be responsible for any loss, liability, damage, expense or
cost arising from any use of BVNA’s analyses, reports, certifications, advice or reliance upon BVNA’s
services, which is contrary to, or inconsistent with, or beyond the provisions and purposes set forth therein
or included in these Terms and Conditions, or in the Companion Documents. Client understands and
agrees that BVNA’s analyses, reports, certifications and services shall be used solely by the Client, and
only Client is allowed to rely on such work product. If a third party relies on the services, analyses, reports
or certifications without BVNA’s written permission, then Client agrees to defend and indemnify BVNA
from any claims or actions that are brought as a result of such reliance.
10.Independent Contractor: It is understood that BVNA, in the performance of the work and services
agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or
employee of the Client. BVNA shall obtain no rights to retirement benefits or other benefits which accrue to
Client’s employees, and BVNA hereby expressly waives any claim it may have to any such rights.
11.Standard of Care: BVNA REPRESENTS THAT THE SERVICES, FINDINGS,
RECOMMENDATIONS AND/OR ADVICE PROVIDED TO CLIENT WILL BE PREPARED,
PERFORMED, AND RENDERED IN ACCORDANCE WITH PROCEDURES, PROTOCOLS AND
PRACTICES ORDINARILY EXERCISED BY PROFESSIONALS IN BVNA’S PROFESSION FOR USE
IN SIMILAR ASSIGNMENTS AND PREPARED UNDER SIMILAR CONDITIONS AT THE SAME TIME
AND LOCALITY. CLIENT ACKNOWLEDGES AND AGREES THAT BVNA HAS MADE NO OTHER
IMPLIED OR EXPRESSED REPRESENTATION, WARRANTY OR CONDITION WITH RESPECT TO
THE SERVICES, FINDINGS, RECOMMENDATIONS OR ADVICE TO BE PROVIDED BY BVNA
PURSUANT TO THIS AGREEMENT.
12.Indemnity: Subject to the Limitation of Liability included in this Agreement, BVNA shall indemnify
and hold harmless Client from and against losses, liabilities, and reasonable costs and expenses (for
property damage and bodily injury, including reasonable attorney’s fees), to the extent directly and
proximately caused by BVNA’s negligent performance of services or breach of warranty under this
Agreement.
BVNA shall not be obligated to defend the Client until there is an actual finding of negligence or if the
parties agree otherwise. Client shall defend, indemnify and hold harmless BVNA, its employees,
directors, officers, and agents, from and against claims, losses, liabilities, and reasonable costs and
expenses (including reasonable attorney’s fees) that are: i) related to, or caused by the negligence or
willful misconduct of Client, its employees, or agents; ii) related to this Agreement or the work to be
performed by BVNA for which BVNA is not expressly responsible; or iii) the expressed responsibility of
the Client under this Agreement.
13.Limitation of Liability: To the fullest extent permitted by law and notwithstanding anything else in
this Agreement to the contrary, the total aggregate liability of BVNA, its affiliates, employees, officers,
directors and agents (Collectively referred to in this paragraph as “BVNA”) for all claims for negligent
30
BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
Page 4 of 32
professional acts, errors or omissions arising out of this Agreement is limited to $50,000 or the amount
of the total fees hereunder, whichever is greater.
14.Insurance: BVNA, at BVNA’s own cost and expense, shall procure and maintain, for the duration of the
contract, the following insurance policies with insurers possessing a Best’s rating of no less than A:VII:
a.Workers’ Compensation Coverage: BVNA shall maintain Workers’ Compensation and
Employer’s Liability Insurance for its employees in accordance with the laws of the state
where the services are being performed. Any notice of cancellation or non-renewal of all
Workers’ Compensation policies will be sent to the Client in accordance with the policy
provisions.
b.General Liability Coverage: BVNA shall maintain Commercial General Liability insurance
in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury,
personal injury and property damage.
c.Automobile Liability Coverage: BVNA shall maintain Automobile Liability insurance
covering bodily injury and property damage for activities of BVNA employee arising out of or
in connection with the work to be performed under this Agreement, including coverage for
owned, hired and non-owned vehicles, in an amount not less than one million dollars
($1,000,000) combined single limit for each occurrence.
d.Professional Liability Coverage: BVNA shall maintain Professional Errors and Omissions
Liability for protection against claims alleging negligent acts, errors or omissions which may
arise from BVNA’s services under this Agreement. The amount of this insurance shall not
be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis.
BVNA shall name Client as additional insured and other parties that it deems appropriate to be
additionally insured under BVNA’s Commercial General Liability policy and Automobile Liability policy, if
requested to do so by Client. The Client, on its own behalf and on the behalf of any others that are
named as additionally insured at Client’s request, agrees that providing such insurance or the additional
insured endorsement shall in no way be construed as an assumption by BVNA of any liability for the
negligence or willful misconduct or any wrongful behavior on the part of Client or others that are named
additionally insured.
15.Consequential and Punitive Damages: Neither BVNA nor Client shall be liable under any
circumstances for loss of profits, loss of product, consequential damages of any kind, indirect damages
of any kind or special damages of any kind to the other party, or to any third party. No punitive or
exemplary damages of any kind shall be recoverable against either party under any circumstances.
16.Cause of Action: If Client makes a claim against BVNA, for any alleged error, omission, or other act
arising out of the performance of its professional services and to the extent the Client fails to prove such
claim, then the Client shall pay all costs including attorney’s fees incurred by BVNA in defending the
claim. Any cause of action brought against BVNA shall be brought within one (1) year of the work or
services performed under this Agreement.
17.Compliance with Laws: BVNA shall use the standard of care in its profession to comply with all
applicable federal, state and local laws, codes, ordinance and regulations in effect as of the date services
are provided.
18.Resolution of Disputes: All claims, disputes, controversies or matters in question arising out of, or
relating to, this Agreement or any breach thereof, including but not limited to disputes arising out of
alleged design defects, breaches of contract, errors, omissions, or acts of professional negligence, except
31
32
BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
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24.Confidential Information: Neither party shall disclose information identified as confidential to
anyone except those individuals who need such information to perform the Services; nor should either
party use such confidential information, except in connection with the Work, the performance of the
Services or as authorized by the other party in writing. Regardless of the term of this Agreement, each
party shall be bound by this obligation until such time as the confidential information shall become part
of the public domain. Confidential information shall not include information which is either: (i) known to
the public; (ii) was known to the receiving party prior to its disclosure; or (iii) received in good faith from
a third party. If either party is required to produce information by valid subpoena or Court order, parties
agree to first provide prompt notice to other party in order to allow the party to seek a protective order or
other appropriate remedy. This shall not prevent either party from disclosing information to the extent
reasonably necessary to substantiate a claim or defense in any adjudicatory proceeding. Client agrees
that BVNA shall be permitted to use Client's name and logos in BVNA’s marketing materials unless
advised or prohibited against it by the Client in writing. The technical and pricing information contained
in any proposal or other documents submitted to the Client by BVNA shall be considered confidential and
proprietary and shall not be released or disclosed to a third party without BVNA’s written consent.
25.Assignment: Neither party may assign this Agreement or any right or obligation hereunder without
the prior written consent of the other party, which shall not be unreasonably withheld or delayed; provided,
however, that no consent shall be necessary in the event of an assignment to a successor entity resulting
from a merger, acquisition or consolidation by either party or an assignment to an Affiliate of either party
if such successor or Affiliate assumes all obligations under this Agreement. Any attempted assignment,
which requires consent hereunder, shall be void and shall constitute a material breach of this Agreement
if such consent is not obtained.
26.Non-Solicitation/Hiring of Employees:
(a)To promote an optimum working relationship, the Client agrees in good faith that for the
term of this Agreement and one year after the completion or termination of the Agreement not to directly
or indirectly employ or otherwise engage any current employee of BVNA or any former employee of
BVNA who left the employ of BVNA within the six (6) months prior to and including the date of the
execution of the Agreement. The loss of any such employee would involve considerable financial loss of
an amount that could not be readily established by BVNA. Therefore, in the event that Client should
breach this provision and without limiting any other remedy that may be available to BVNA, the Client
shall pay to BVNA a sum equal to the employee’s current annual salary plus twelve (12) additional months
of the employee’s current annual salary for training of a new employee as liquidated damages.
(b)BVNA’s employees shall not be retained as expert witnesses except by separate written
agreement. Client agrees to pay BVNA’s legal expenses, administrative costs and fees pursuant to
BVNA’s then current fee schedule for BVNA to respond to any subpoena.
27.Prevailing Wage: This Agreement and any proposals hereunder specifically exclude compliance with
any project labor agreement or other union or apprenticeship requirements. In addition, unless explicitly
agreed to in the body of the proposal, this Agreement and any proposals hereunder specifically exclude
compliance with any State or Federal prevailing wage law or associated requirements, including the Davis
Bacon Act. Due to the professional nature of its services BVNA is generally exempt from the Davis Bacon
Act and other prevailing wage schemes. It is agreed that no applicable prevailing wage classification or
wage rate has been provided to BVNA, and that all wages and cost estimates contained herein are based
solely upon standard, no-prevailing wage rates. Should it later be determined by the Client or any applicable
agency that in fact prevailing wage applies, then it is agreed that the contract value of this agreement shall
be equitably adjusted to account for such changed circumstance. These exclusions shall survive the
completion of the project and shall be merged into any subsequently executed documents between the
parties, regardless of the terms of such agreement. Client will reimburse, defend, indemnify and hold
33
BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
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harmless BVNA from any liability resulting from a subsequent determination that prevailing wage regulations
cover the Projects, including all costs, fines and reasonable attorney’s fees.
28.Waiver: No failure on the part of either party to exercise any right or remedy hereunder shall operate
as a waiver of any other right or remedy that party may have hereunder.
29.Amendments: This Agreement may be modified or amended only by a written document executed by
both BVNA and Client.
30.Entire Agreement: This Agreement constitutes the complete and exclusive statement of Agreement
between the Client and BVNA. All prior written and oral communications, including correspondence, drafts,
memoranda, and representations, are superseded in total by this Agreement.
31.Termination: This Agreement may be terminated immediately for cause or by either party without cause
upon fifteen (15) days written notice of termination. Upon termination, BVNA shall be entitled to
compensation for services performed up to the effective date of termination.
(a)Termination by Client: If the Client terminates this agreement without cause, the Client
shall have two options concerning work and assignments that are in-progress. The Client shall select
from: (1) Allowing BVNA the opportunity to complete all work and assignments in-progress that may be
completed by another provider after the effective date of BVNA’s termination; or (2) Providing BVNA with
a complete and unconditional release from any and all liability and indemnification requirements
regarding all work and assignments that remain in-progress upon BVNA’s termination effective date. In
the event that Client is silent on termination or does not make an affirmative selection, option (2) providing
BVNA with a complete and unconditional release from any and all liability and indemnification
requirements will be the default and active selection.
(b)Termination by BVNA: If BVNA terminates without cause, BVNA will provide client with a
thirty (30) day transition period from the notice of termination to allow Client sufficient time to secure a
new Service Provider. During this transition period, BVNA and Client’s responsibilities under this
agreement will remain in full force and effect. At the end of the thirty (30) day transition period BVNA will
cease all activities. In the event Client shall request BVNA to continue to provide any Services beyond
the expiration of the transition period, including any extensions, then BVNA and Client may negotiate in
good faith terms of any such extension, including the pricing of Services.
32.Interpretation of Agreement: This Agreement shall be interpreted as though prepared by all parties
and shall not be construed unfavorably against either party.
33.Severability of Agreement: If any provision or provisions of this Agreement shall be held to be
invalid, illegal, unenforceable or in conflict with the laws of any jurisdiction, the validity, legality and
enforceability of the remaining provisions shall not in any way be effected and shall remain in full force
and effect.
[signatures on following page]
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ATTACHMENT A
SCOPE OF SERVICES
CONSTRUCTION CODE SERVICES
BVNA and the representatives of BVNA are charged with the enforcement of the provisions of the
Jurisdiction’s Building Code, Residential Code, Mechanical Code, Electrical Code, Plumbing Code,
Fuel Gas Code and Energy Code, acting in good faith and without malice in the discharge of the duties
required by these codes or other pertinent law or ordinance shall not thereby be rendered personally
liable for damages that may accrue to persons or property as a result of an act or by reason of an act or
omission in the discharge of such duties.
Plan Review
Non-Structural Plan Review services shall be conducted as required by the Jurisdiction’s Building
Code, Residential Code, Mechanical Code, Electrical Code, Plumbing Code, Fuel Gas Code and
Energy Code, and other provided code related documents, as approved by the Jurisdiction. Applicants
will be notified of Plan Review Comments and are responsible for addressing comments to the
satisfaction of the Jurisdiction. The Jurisdiction has final interpretive authority over all plans and
specifications. Permits are issued by the Jurisdiction.
Inspections
Inspection services shall be conducted as required by the Jurisdiction’s Building Code, Residential
Code, Mechanical Code, Electrical Code, Plumbing Code, Fuel Gas Code and Energy Code. Special
inspections as specified in chapter 17 and non-prescriptive structural inspections of the adopted
International Building Code are not included and may be required as specified in the International
Building Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to approval
by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the
Jurisdiction is the final interpretive authority and the Certificate of Occupancy will be issued at the
discretion of the Jurisdiction.
FIRE SERVICES
Fire Services Plan Review
Commercial, Multi-Family and Single Family Fire Sprinkler System Plan Review, Commercial Fire
Alarm Plan Review, Commercial Underground Fire Sprinkler System Plan Review, Commercial
Alternative Fire Extinguishing Systems (includes Kitchen Fire Suppression System, Clean Agent
Systems, and CO2 Systems) Plan Review and Commercial Above and Below Ground Fuel Storage
Tank Plan Review shall be conducted as required by the Jurisdiction’s Fire Code, and other provided
code related documents, as approved by the Jurisdiction. Applicants will be notified of Plan Review
Comments and are responsible for addressing comments to the satisfaction of the Jurisdiction. The
Jurisdiction has final interpretive authority over all plans and specifications. Permits are issued by the
Jurisdiction. (The State of Texas requires the design and installation of Underground Fire Sprinkler
Supply Line plans to be performed by a Licensed Underground Fire Sprinkler Contractor.)
Fire Services Inspections
Commercial, Multi-Family and Single Family Fire Sprinkler System Inspection, Commercial Fire Alarm
Inspection, Commercial Underground Fire Sprinkler System Inspection, Commercial Alternative Fire
Extinguishing Systems (includes Kitchen Fire Suppression System, Clean Agent Systems, and CO2
Systems) Inspection, Commercial Above and Below Ground Fuel Storage Tank Inspection and
Commercial Fire Certificate of Occupancy Inspection services shall be conducted as required by the
Jurisdiction’s Fire Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to
approval by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the
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Jurisdiction is the final interpretive authority. (The State of Texas requires the design and installation of
Underground Fire Sprinkler Supply Line plans to be performed by a Licensed Underground Fire
Sprinkler Contractor.)
Annual Fire Safety Inspections
Annual Fire Safety Inspections will be conducted in accordance with the Jurisdiction’s Fire Code for
commercial establishments and public buildings subject to an annual operation permit.
Fire Code Plan Review Services and Inspection Services
Site and building Plan Review and Inspection services shall be conducted as required by the
Jurisdiction’s Fire Code. Any violations of the Jurisdiction’s codes or concealment of any work prior to
approval by BVNA will be reported to the Building Official of the Jurisdiction. The Building Official of the
Jurisdiction is the final interpretive authority.
HEALTH SERVICES
BVNA will have an exclusive agreement with Client to ensure compliance with the provisions of the
Jurisdiction’s Adopted Food Establishment Ordinance. In absence of said ordinance, the provisions of
Title 25 Texas Administrative Code Chapter 228, regarding the regulation of food establishments,
known as the Texas Food Establishment Rules (TFER), will be enforced. The Texas Administrative
Code (TAC), Standards for Public Pools and Spas, Section 265.181 - 265.200 will be enforced for
public swimming pools and spas.
BVNA services include the following per permitted installation:
•Review plans for compliance with the applicable laws and rules required.
•Perform inspections to determine compliance with the applicable laws and rules required.
•Inspections will be performed by a Texas Registered Sanitarian
•Update or create the required Health forms.
•Web-based project tracking of Health permits.
•Provide written report of any deficiencies.
•Investigation of complaints on permitted facilities.
The Client will have final interpretive authority over all plans, specifications and inspections and is
charged with the issuance of all permits and certificates of occupancy.
PUBLIC WORKS SERVICES
Upon receipt of written Notice to Proceed from Client, BVNA will provide Inspection services relative to
Public Works Services as outlined below to verify conformance with approved plans, specifications and
local ordinances provided by Client.
Inspections
Inspection services include, but are not limited to: making site observations, writing correction notices
and field reports, attending meetings and answering inquiries in person or by telephone.
Plan Review
Plan Review services include, but are not limited to: verification of plan compliance with adopted public
works standards, attendance at pre-plan design meetings and follow up on design issues.
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Technical Support
BVNA will be available for pre-construction or field site meetings and will provide field staff for
observation purposes as needed.
PLANNING AND MAPPING SERVICES
Comprehensive Planning and Mapping services shall be provided as outlined below.
Base Mapping
•BV shall prepare a corporate area base map, which shall show at least the features (a)
through (k) below:
a)Highway and street rights-of-way;
b)Highway designations and street names;
c)All major drainage ways;
d)Major bodies of water;
e)Block and lot lines for all platted subdivisions as available;
f)Property lines within unplatted subdivisions as available;
g)The width of all major utility easements;
h)Railroad rights-of-way;
i)All subdivisions and their names;
j)Corporate limits;
k)Other major facilities or features to include but not necessarily limited to:
1.Major park and recreation areas and facilities;
2.Water Treatment plants;
3.Sewage Treatment plants;
4.Extraterritorial jurisdiction line, as appropriate; and
5.Other significant features.
Housing Inventory, Analysis and Plan
•BV shall prepare a housing conditions inventory, analysis and plan.
•BV shall develop criteria to be used in the classification of building conditions and formulate
definitions for each classification. As a minimum, the four following classifications shall be
utilized within the study:
a) Standard,
b)Minor Deteriorating,
c)Major Deteriorating, and
d) Dilapidated.
•BV shall perform an assessment of the exterior of all residential buildings within the city to
determine the physical condition of each building or structure. BV will record vacant and
abandoned residential units as the assessment is being made.
•BV shall use the base map to create a Housing Conditions Map depicting all housing
conditions as inventoried and showing all housing and its classification as defined by the
developed criteria.
•BV shall conduct an analysis of housing data to determine problems and housing needs of
the current and prospective population.
•BV shall prepare a goal(s) statement and annual housing related objectives. To the extent
possible, objectives shall be stated in quantifiable terms and target dates set for their
achievement.
•BV shall identify future implementation actions and probable costs, both public and private, to
be taken annually over the next three to five years. These activities shall result in the
preparation of an overall program design for housing related activities.
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Population
•BV shall compare census data of the locality from 1960 to present. BV will provide number of
persons in each of the sex, race and Hispanic origin categories.
•BV shall determine existing population estimates of the locality by occupied dwelling units. A
realistic assessment of the locality's existing population shall be made by reliable methods.
•BV shall estimate the locality's future population by five-year increments for the next fifteen to
twenty years based on existing trends.
•BV will use the base map for illustrative purposes a Population Distribution Map showing the
existing and projected population distribution for the planning period.
Land Use Inventory, Analysis and Plan
•BV shall assess and inspect each plot, tract and parcel of land within the project area to
determine its use. The project area should include the city's extraterritorial jurisdiction (ETJ).
•BV shall use categories in classifying land uses shall include, as a minimum, the following:
a)Vacant (vacant developed or vacant undeveloped);
b)Agriculture (cultivated and range land - five or more acres);
c)Residential (single family, two family, multi-family, manufactured and mobile homes);
d)Commercial; (retail and services);
e)Industrial; (light and heavy);
f)Public and Semi-Public (schools, parks and public buildings); and
g)Other such additional or subcategories as may be deemed necessary to accurately
reflect the existing pattern of land areas.
•BV shall prepare a color-coded Existing Land Use Map of the corporate and ETJ area using
the base map. Colors should conform to standard code.
•BV shall make a tabulation of the existing land uses to show:
a)Total acreage by use;
b)Percentage of acreage in each land use;
c)Acres per 100 persons, or other standard for comparison purposes; and
d)Developed and undeveloped land as a percent of the total land.
•BV will make an analysis of the community regarding past and potential developments and
will report on factors affecting the development of land, such as those below:
a)Occupied dwelling units;
b)Existing land use;
c)Thoroughfares
d)Existing and anticipated population;
e)Soil characteristics as related to developments;
f)Adequacy of public utilities;
g)Adequacy of public facilities;
h)Storm drainage problem areas;
i)Natural and man-made constraints.
•BV shall prepare a goal(s) statement and annual land use related objectives and, using the
base map at, BV shall prepare a color-coded Future Land Use Map to illustrate the future
physical development of the locality during the planning period.
B.Economic Development
1.Historic Development And General Characteristics
•Studies and plans being prepared under this contract should be coordinated with previously
developed studies and plans, including any available with the appropriate state office, the
regional planning council, etc.
•BV shall make a review and analysis of the factors which have contributed to the present
development of the planning area to include the following:
•Development of the economy;
•Physical growth of the community;
•The relationship of the community to the region.
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2.Economic Base, “Barrier Analysis"
•BV will prepare an inventory of the social, economic, governmental, and industrial elements of
the area's development and potential. The inventory shall, to the extent possible, examine
the number of people employed in the retail trade, manufacturing, construction and
government, the dollar volume of various local employers, and employee income levels. The
inventory shall, as a minimum, include, but need not be limited to, the following, as available
and appropriate:
a)Retail facilities;
b)Wholesale facilities;
c)Service facilities;
d)Financial facilities;
e)Manufacturing facilities;
f)The physical facilities and rates for the following utilities and communication services:
1.Electric;
2.Water;
3.Natural gas;
4.Sewage and garbage disposal;
g)Transportation;
h)Quantity, quality and availability of raw materials;
i)Labor supply by sex, industry, and skills;
j)Available industrial sites and buildings to include:
1. Location;
2.Utility connections;
3. Transportation;
4.Availability.
•BV will determine to the extent possible the relationship of the elements inventoried to
economic development potential.
•A "barrier analysis" shall be prepared which rates the following cost factors and operating
condition factors, as appropriate. The ratings shall be assigned based on a comparison with
regional, state, and/or national standards.
a)Cost Factors:
1.Wage levels (g) Land/site costs
2.Electricity costs (h) Local property taxes
3.Fuel costs (i) Financing costs
4.Water costs (j) State costs
5.Sewer costs (k) Other(s), as appropriate
6.Building costs
b)Operating Condition Factors:
1.Unskilled labor supply (k) Availability of air service
2.Skilled labor (l) Vocational education facilities
3.Productivity (m) Site availability
4.Unionization (n) School facilities
5. Labor-management relations (o) Medical services
6.Electric power availability (p) Natural features, resources, geography, etc.
7.Water and sewer availability (q) Others, such as, telecommunications,
8.Gas availability aesthetics, community receptivity, laws,
9.Common motor carrier service community organizations, debt, etc.
10.Rail/freight service
c)BV shall determine whether the city should use other standards and analysis tools in
addition to those above to derive an alternative comparison.
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d)BV shall coordinate with community leaders and draw some conclusions as a result of
the inventory and analysis required above; and,
e)Determine whether the pattern of economic growth should be altered.
f)BV shall suggest what type of policies and/or codes should be implemented to
improve conditions for the encouragement of economic opportunities and local
business expansion and attraction.
3.P LAN
•BV shall develop an economic development plan with goals and objectives. To the extent
possible, objectives shall be stated in quantifiable terms and target dates set for their
achievement.
•The implementation strategy should focus on private and public investment and resources.
•The plan shall include graphics, if appropriate, and shall suggest a response to the inventory
and analysis above and provide appropriate or possible:
a)Public/private sector projects and their costs;
b)Financing sources and incentives; and
c)Changes to policies, codes and ordinances that could improve the economic climate.
C.Central Business District
1.Commercial Area Inventory
•BV shall make an assessment of the Central Business District (CBD) that should include its
area of immediately adjacent influence to include but not necessarily limited to the following:
a)The existing land use of the Central Business District;
b)Street rights-of-way and pavement widths, where applicable;
c)Locations and condition of sidewalks, curbs and gutters;
d)On and off-street parking;
e)Condition of buildings;
f)Location of traffic controls by types; and
g)Traffic volumes and turning movements for major streets, where available;
h)Physical geographic features of the community that could have a positive or negative
effect on the integrity of the CBD.
•BV shall show the above inventory on a symbol-coded map.
•BV shall prepare a drawing to show the relationship of the CBD to other supportive and
competitive development within the community.
2.Analysis
•BV shall analyze the findings above and should determine:
a)The Central Business District and its relationship to community development to
determine if improvements or rearrangement of commercial facilities are needed;
b)A ratio of existing and projected commercial acreage;
c)A ratio of used and vacant commercial floor area in the central business district; and
d)Other significant details and their impact on the vitality of the central business district
as they become evident during the course of the study.
3.Central Business District Plan
•BV shall prepare a goal(s) statement and annual Central Business District related objectives.
•To the extent possible, objectives shall be stated in quantifiable terms and target dates set for
their achievement.
•In relation to recognized problems, goals and objectives, BV shall prepare recommendations
that could improve the aesthetic values and physical integrity of the Central Business District
considering possible:
a)Improvement to facades and alleyways;
b)Pedestrian walkways;
c)Landscape treatment of street medians, pedestrian ways and rest areas; and/or
d)Removal of obsolete buildings and overhead utility lines.
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•BV shall prepare a Central Business District Plan to graphically illustrate the redevelopment of
the area in relation to the formulated goals and objectives. The Central Business District
•Plan map(s) shall, as a minimum include but not necessarily be limited to:
a)Any necessary rearrangement of land uses to improve compatibility;
b)Any necessary building relocation or reorientation in order to improve their usefulness;
and
c)On and off-street parking areas.
•BV shall present phased improvements, estimated costs and sources of funding.
D.Street System
1.Street Study
•BV shall make an inventory of the physical characteristics of the street system to record, but
not necessarily be limited to the following:
a)Rights-of-way widths, as available;
b)Paving widths, types and condition of pavement;
c)Curb and gutter and/or borrow (roadside) ditches;
d)Other information concerning configuration, traffic flow, and street conditions, including
possible impediments to traffic flow, particularly in an emergency situation, as
appropriate and/or available.
•Data and information from the Texas Department of Transportation shall be used to the
maximum extent feasible.
•Using the base map for illustrative purposes, BV shall prepare a Street Conditions Map
showing the existing street system inventory.
2.Street System Analysis
•BV shall make an analysis of the street system and list and rank problems and should present
possible alternative actions and costs in providing solutions.
•BV shall determine the adequacy of the system to meet existing and forecasted needs,
including during emergency situations, and make recommendations for any needed
improvements concerning configuration, traffic flow, and street conditions. Recommendation
should prepare for contingencies, including planning evacuation routes.
3.Street Plan
•BV shall prepare a goal(s) statement and street-related objectives for the planning period and
should include construction-related and policy–related recommendations regarding streets’
improvements. To the extent possible, objectives shall be stated in quantifiable terms and
target dates set for their achievement. General improvements to meet standards and disaster
resiliency needs for at least the first five to ten years shall be stated and include:
a)Priorities;
b)Estimated costs; and
c)Sources of possible funding.
•Using the base map BV shall prepare a Future Street Conditions Map.
•The plan shall provide for the elimination of deficiencies and recommended improvements to
meet forecasted needs. Improvements shall be in accordance with accepted municipal
standards and shall be shown by phases.
E. Thoroughfare System
1. Inventory Of Major And Collector Streets
•BV shall prepare standards or criteria to determine the definition for major and collector
streets and shall include the information in the narrative section of the study.
•BV shall conduct a study of major and collector streets to determine the present condition of
these streets within the planning area. The study should include but not necessarily be
limited to:
a)Peak hour and average daily traffic counts, where available;
b)Right-of-way widths;
c)Paving widths, types and condition of pavement;
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d)Traffic control data;
e)Parking restrictions;
f)Curb and gutter;
g)Origin and destination information, where available;
h)Land use and traffic generator information;
i)Truck routes; and,
j)Emergency routes.
•Information from prior studies, the county, Texas Department of Transportation and other
available sources shall be used to the maximum extent feasible.
•Using the base map for illustrative purposes, BV shall prepare a Thoroughfare Conditions
Map to show b. (1) through (9), above, as applicable.
2.Thoroughfare Analysis
•BV shall list and rank problems related to the thoroughfares system.
•To determine the size and quality of streets needed in the project area, an analysis shall be
made for all major and collector streets, their locations, adequacy or inadequacy for existing
and forecasted population, land uses, etc. As a minimum, the following should be
considered, where appropriate:
a)Texas Department of Transportation traffic counts, local traffic habits, and other
factors;
b)Circulation studies prepared previously; and
c)Street standards approved by the locality and State.
3.Thoroughfare Plan
•BV shall prepare a goal(s) statement and thoroughfare system-related objectives for the
planning period and should include construction-related and policy–related recommendations
regarding thoroughfare system improvements. To the extent possible, objectives shall be
stated in quantifiable terms and target dates set for their achievement. General
improvements to meet standards and disaster resiliency needs for at least the first five to ten
years shall be stated and include:
a)Priorities;
b)Estimated costs; and
c)Sources of possible funding.
•In relation to the analysis of existing and anticipated land use, school and park locations,
travel habits, employment centers, traffic generators, traffic volumes; and in coordination with
plans of the Texas Department of Transportation, and other available studies, BV shall
prepare a plan for a system of thoroughfares, major and collector streets to meet the future
circulation needs of the planning area.
•Using the base map at its contracted scale for illustrative purposes, BV shall show phased
improvements on a Future Thoroughfares Map.
•BV will prepare sketch plans for improved channeling of traffic at intersections where
problems exist or are anticipated during if needed.
F.Water System
1.Water System Inventory
•BV shall make a review of all prior studies and other available data on the existing water
system.
•BV shall make an inventory of the physical characteristics of the system to include, but not
necessarily be limited to the following:
a)Location of lines, valves, fire hydrants, and line sizes;
b)location and capacity of ground and elevated storage facilities;
c)Location and capacity of wells and pumps;
d)Location and capacity of water treatment facilities, as appropriate;
e)Location and capacity of generators;
f)Condition of system elements and other system data, as available.
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•Using the base map for illustrative purposes, BV shall prepare a Water System Map showing
existing facilities as specified in the inventory required above. Mapping shall show all facilities
and illustrate the entire area that the facilities serve.
•BV shall report appropriate standards and criteria used to determine the water system needs
and include them in the narrative section of the report, including the name of publications
where standards can be found. Reference shall be made to the existing and required
Drought Contingency and Water Conservation Plan.
2.Water System Analysis
•BV shall make an analysis of the water system and list and rank problems and should present
possible alternative actions and costs in providing solutions, while particularly considering the
water system’s ability to provide reliable service, including fire protection within state
standards during drought conditions. As a minimum, the following should be considered in
determining problems connected with the water system:
a)Water quality;
b)Storage facilities;
c)Availability of water; future needs;
d)Water pressure;
e)Water costs to city;
f)Water cost to customers and review of current and
g)Operation procedures.
•Distribution lines;
•Ability to function under disaster situations, such as, flood, fire, tornado, power outages, etc.
•BV shall determine the adequacy of the system to meet existing and forecasted needs.
•BV shall evaluate the local system’s capability to provide water under drought and other
disaster-related conditions and in regard to its drought contingency and water conservation
plan and accepted conservation practices.
•BV shall evaluate the local system’s capability to provide water, including during drought and
other disaster-related conditions, and coordinate with the Regional Water Plan and the State
W ater Plan, where applicable.
3. Water System Plan
•BV shall prepare a goal(s) statement and water system-related objectives for the planning
period and should include construction-related and policy–related recommendations
regarding water system improvements. To the extent possible, objectives shall be stated in
quantifiable terms and target dates set for their achievement. General improvements to meet
standards and disaster resiliency needs for at least the first five to ten years shall be stated
and include:
a)Priorities;
b)Estimated costs; and
c)Sources of possible funding.
•The studies and plans developed shall be in strict accord with criteria established by the
Texas Commission on Environmental Quality (TCEQ), Texas Water Development Board
(TWDB), and the Texas Department of Insurance.
•As much as is applicable, appropriate and possible during the contract period and in
coordination with TCEQ, which requires drought management plans, BV shall include drought
and conservation plans in its overall water system plan. The plans should also include
consideration of water provision during other disaster situations, such as flood, fire, tornado,
power outages, etc.
•Using the base map for illustrative purposes, BV shall illustrate the existing and proposed
water system and findings on a Future Water System Map. Recommended improvements
shall be shown by phases.
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G.Wastewater System
1. Wastewater System Inventory
•BV shall make a review of all information regarding the existing wastewater system.
•BV shall make an inventory of the physical characteristics of the system to include, but not
necessarily limited to the following:
a)Location, condition, and size of lines as available;
b)Location of manholes and cleanouts;
c)Location and capacities of lift stations;
d)Location and capacity of generators;
e)Treatment facility and operation arrangement.
•Using the base map for illustrative purposes, BV shall prepare a Wastewater System Map
showing the existing facilities in relation to topographic features.
•BV shall report standards or criteria used to determine wastewater system needs and include
the criteria in the narrative section of the report with the name of the publication(s) where
standards can be found.
2.Wastewater System Analysis
•BV shall list and rank problems related to the wastewater system and should present possible
alternative actions and costs in providing solutions. As a minimum, the following should be
considered in determining problems of the wastewater system:
a)Infiltration;
b)Industrial waste and special treatment facilities;
c)Operational procedures;
d)Unserved areas;
e)Characteristics of the soil and terrain affecting collection treatment;
f)Ability to function under disaster situations, (flood, fire, tornado, power outages, etc.).
3.Wastewater System Plan
•BV shall prepare a goal(s) statement and wastewater system-related objectives for the
planning period and should include construction-related and policy–related recommendations
regarding wastewater system improvements. To the extent possible, objectives shall be
stated in quantifiable terms and target dates set for their achievement. General
improvements to meet standards and disaster resiliency needs for at least the first five to ten
years shall be stated and include:
a)Priorities;
b)Estimated costs; and
c)Sources of possible funding.
•Using the base map for illustrative purposes, BV shall prepare a Future Wastewater System
Map illustrating phased improvements to the wastewater system in relation to the existing
system and topographic features.
•Such prepared plan shall be done in accordance with criteria and standards established by
the Texas Commission on Environmental Quality (TCEQ).
H.Storm Drainage System
1.Storm Drainage Inventory
•BV shall conduct an assessment of the project area for any existing storm drainage facilities
and all natural drainage courses to include as a minimum:
a)Location and condition of drainage ways;
b)Location and condition of curb and gutter, borrow (roadside) ditches, culverts, and
storm sewers;
c)Location of 100 years flood hazard areas; and
d)Identification of areas within the community where local flooding has occurred.
•Using the base map for illustrative purposes, BV shall prepare a Storm Drainage Map
showing the existing facilities in relation to topographic features.
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2.Storm Drainage Analysis
•BV shall list and rank problems related to storm drainage and should present possible
alternative actions and costs in providing solutions.
•BV shall prepare an analysis of the existing drainage system for both natural and man-made
facilities. Major and minor drainage areas and areas that have experienced flooding shall be
delineated.
•Drainage characteristics of the areas shall be briefly described and analysis shall be made to
determine methods of eliminating local flooding and eroding of local streets. Data, as
available through the National Flood Insurance Program of the Federal Emergency
Management Agency, shall be utilized to the fullest extent possible.
3.Storm Drainage Plan
•BV shall prepare a goal(s) statement and storm drainage-related objectives for the planning
period and should include construction-related and policy–related recommendations
regarding storm drainage improvements. To the extent possible, objectives shall be stated in
quantifiable terms and target dates set for their achievement. General improvements to meet
standards and disaster resiliency needs for at least the first five to ten years shall be stated
and include:
a)Priorities;
b)Estimated costs; and
c)Sources of possible funding.
•Using the base map for illustrative purposes, BV shall prepare a Future Storm Drainage Map
illustrating phased improvements related to storm drainage in relation to the existing
conditions and topographic features.
I.Recreation And Open Space
1.Recreation And Open Space Inventory
•BV shall take an inventory of the community's existing parks, recreation facilities and open
spaces to include but not necessarily be limited to the following:
a) Location, type and use of public parks;
b)Location and type of public recreation facilities, including public school facilities;
c)Open spaces of all types including boulevards, parkways, floodplains, conservation
areas, etc.
•BV shall identify the service area of the parks and recreational opportunities it provides.
•Review and report on recreational facilities and open spaces serving the community's
population, but outside the municipality's jurisdiction.
•Review and report on major recreational facilities serving the community's population that are
privately or semi-publicly owned and operated.
2.Recreation And Open Space Analysis
•In coordination with city officials, BV shall establish level of service standards and criteria for
determining adequacy of existing parks, recreational facilities and open space and future
requirements.
•BV shall utilize workshops, hearings and/or canvasses to maximize opportunities to solicit
public input on needs and document the dates of the methods used.
•BV shall describe the legitimate method for assessing needs. Explain how public input was
used to assess needs.
•In consonance with the recommended standards, BV shall make a study and analysis to
determine the adequacy of the existing parks and recreational facilities to meet the needs of
the present and forecasted population, considering population growth, and change in
composition.
•BV shall prepare a listing and priority ranking of problems relating to recreation facilities and
open spaces. Explain how priorities were determined.
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3.Recreation Facilities And Open Space Plan
•In cooperation with municipal agencies, BV shall determine specific goals relating to
recreation and open space requirements and prepare short and long-range (five and ten
years’) objectives to accomplish the stated goals.
•In relation of existing facilities, recognized problems, and in consonance with goals and
objectives, BV shall prepare a parks and open space plan. The plan shall contain appropriate
text and mapping and shall, as a minimum, include:
a) Recommendations for improvements and expansion to existing facilities;
b)Recommendations for the general location of new facilities;
c)Recommendations for the development and protection of open space areas to include
conservation areas and other areas endorsed with natural beauty; and
d)Recommendations toward coordinating municipal programs and facilities with other
overlapping services within the community, such as school facilities, etc.
e)Population projections for the period of the plan and demographics on ethnicity, age,
and income.
f)The existing and proposed parks (and facilities, as appropriate), greenbelts and open
spaces illustrated on the base map at its contracted scale.
•Recommended community improvements for the first five years shall be programmed and
shall, as a minimum, include the following:
a)Phasing of clear and measurable priorities;
b)Timeline for completion;
c)Estimated cost by project; and
d)Possible sources of funding.
J.Capital Improvements Program
1.Financial Analysis
•BV shall make a financial analysis of the municipality to the extent possible to determine the
municipality's approximate ability to finance present and future capital improvements. The
study should include, but not be limited to the following:
a)Past, present, and anticipated sources and amounts of income;
b)Annual budgets;
c)Operating costs;
d)Direct and overlapping public debt;
e)Outstanding municipal bonds and their schedule of retirement;
f)Public improvements financing practices; and
g)Recommended standards concerning debt limitations.
2.Capital Needs List
•Based on the previous studies, and all capital needs, BV shall prepare a capital needs list of
projects by category with general priorities for improvements to be accomplished during the
planning period through workshop meetings with local officials. BV shall classify the type of
capital improvements according to guidelines, such as:
a)Mandatory: Those which protect life or health.
b)Necessary: Those which are important public services.
c)Desirable: Those which replace obsolete facilities.
d)Acceptable: Those which reduce operating costs.
3.Capital Improvements Program
•In consonance with the capital needs list and in coordination with the city’s budget, BV shall
prepare a schedule of projects recommended for the municipality for the first five (5) to six (6)
years of the planning period. The schedule shall list projects by category together with
estimated cost, sources of funds and year of construction.
•A map shall be prepared to show the projects by type and year of construction.
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K. Subdivision Ordinance
1.Ordinance Development
•BV shall prepare technical material necessary for the drafting and/or updating of a subdivision
ordinance that will best be adapted to direct the platting of land consistent with proposals of
the previously prepared Land Use Plan.
•The technical material prepared shall be based on sound platting and planning principles and
not be inconsistent with all applicable laws.
2.Ordinance Review
•Following development of the technical material and prior to adoption, BV shall seek counsel
and advice from the city's attorney regarding the legal aspects and implications of subdivision
controls.
•BV shall prepare the technical material for the subdivision ordinance in a form suitable for its
adoption and submit it in report form to the Department as provided herein.
L. Zoning Ordinance
1.Ordinance Development
•BV shall prepare technical material necessary for the drafting of zoning ordinance that will
best be adapted to direct the use of land consistent with proposals of the city's previously
prepared Land Use Plan.
•Technical material on zoning shall be based on sound zoning principles and not be
inconsistent with all applicable laws,
•Based on the Land Use Plan and other plans related to physical development of the
municipality, BV shall have prepared a Zoning District Map using the base map.
2.Ordinance Review
•Following development of the technical material and prior to adoption, BV shall seek counsel
and advice from the city's attorney regarding the legal aspects and implications of zoning.
•The technical material on zoning and the recommended zoning district map shall be prepared
in report form suitable for adoption.
Current Planning Activities
Zoning Application and request reviews and analysis
•Property owner information within 200 feet of site application can be mapped and
mailing labels provided.
•Public notice can be submitted to the newspaper of record for publication and
necessary documentation for agenda item posting can be provided.
•Letters of notification with map can be mailed and site signage (By City) can be placed
on the property 15 days prior to the Commission meeting date.
•Zoning Ordinance based upon owner request will be prepared. (Recommended
ordinance wording can be provided).
•An analysis/staff report can be prepared for city from a planning perspective.
•Presentations for the Planning and Zoning Commission can be prepared and
presented.
•Presentations for the City Council can be prepared and presented.
•Adjustments to the Comprehensive Plan and zoning map can be made if approved.
Site Plan Applications and request reviews and analysis*
•Review of application for general completeness for accepting site plan for review.*
•Review for compliance with appropriate general zoning district or planned
development. A copy of the document to be reviewed will be red lined and a written
report provided itemizing each deficiency noted and returned to city. If the city desires
a direct line of communication with applicant can be facilitated.
•Review for compliance with landscape requirements.
•Review of circulation/fire lanes.
•An analysis/staff report can be prepared for city from a planning design perspective.
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•Presentations for the Planning and Zoning Commission can be prepared and
presented.
•Presentations for the City Council can be prepared and presented.
Preliminary Plat Applications and reviews
•Review of application for general completeness for accepting for review. ** Rejection
letter if necessary to stop 30-day clock for automatic approval.
•Review for compliance with appropriate general zoning district or planned
development guidelines. A copy of the document to be reviewed will be red lined and
a written report provided itemizing each deficiency noted and returned to city. If the
city desires a direct line of communication with applicant can be facilitated.
•An analysis/staff report can be prepared for city approval/denial recommendation.
•Presentations for the Planning and Zoning Commission can be prepared and
presented.
•Presentations for the City Council can be prepared and presented.
Final Plat Applications and reviews
•Review of application for general completeness for accepting for review. ** Rejection
letter if necessary to stop 30-day clock for automatic approval.
•Review of conformance to preliminary plat.
•Review for compliance with appropriate general zoning district or planned
development guidelines. A copy of the document to be reviewed will be red lined and
a written report provided itemizing each deficiency noted and returned to city. If the
city desires a direct line of communication between applicant and BV can be
facilitated.
•An analysis/staff report can be prepared for city approval/denial recommendation.
•Presentations for the Planning and Zoning Commission can be prepared and
presented.
•Presentations for the City Council can be prepared and presented.
Base Map/Zoning Map Updating:
•Preparation of new digital base map.
•Updating existing base map.
•Updating or preparing zoning maps.
911 Addressing
•Development of a 911 addressing system (Digital base map to be provided by city or
prepared by BV).
•Address all new developments
*Preliminary consultations can be provided to an applicant upon request to assist and guide them in
the plan preparation process.
**If not available BV will develop checklists for each type of development to be used to check for
minimum submittal requirements of an application.
ADA SERVICES
PHASE 1 ADA Services
Phase 1A: ADA Coordinator and Department Liaison Selection and Training
•Scope: Assist City with identifying an ADA Coordinator if not already done so. Work with
appointed ADA Coordinator to identify ADA Liaisons, at a minimum, for all public facing
departments (i.e. Permitting, Water Utility, Library, Parks & Rec., Police, Fire, etc…). Help ADA
Coordinator develop training material for distribution to all ADA Liaisons. Also assist ADA
Coordinator to develop a master schedule for quarterly, bi-annual or annual meetings between
ADA Coordinator and ADA Liaisons (ADA Task Force).
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Phase 1B: ADA Notice Development and Distribution
•Scope: Assist appointed ADA Coordinator with development of ADA Notice specific to the City
represented. Ensure that all ADA notices are displayed at public facing and internal facing
areas. Ensure that ADA notice is also placed on city website.
Phase 1C: ADA Grievance Procedure Development and Distribution
•Scope: Assist appointed ADA Coordinator with development of ADA Grievance Procedure.
Develop complaint form and make complaint form accessible. Ensure that procedure includes
ability for complainants to access and file complaints easily. Ensure that grievance procedure is
available on city website and accessible.
Phase 1D: ADA Training at Staff Level Public Facing Departments
•Scope: Once ADA Coordinator and ADA Liaisons are identified, develop a training schedule to
allow public facing department staff to attend ADA training. Assist ADA Coordinator with one
training session. Assist with development of training materials.
PHASE 2 ADA Services
IMPORTANT: Sample of Tasks & Costs Only – Client Specific Tasks & Costs TBD
Phase 2A: ADA Self-Evaluation
•Scope:
o Task 1 – Project Management: Bureau Veritas (BV) will maintain project records, budgets,
and communication during the project duration. BV will provide weekly project update calls
to assigned City staff (ADA Coordinator) to keep schedule current.
o Task 2 – Project Kickoff: Meet with City staff to introduce the proposed project tasks,
schedule, and method of prioritizing barrier removals. Coordinate with City staff to identify
and collect necessary documents to support Self-evaluation process and facilities survey.
o Task 3 – Initiate Self-evaluation:
3 A: Meet with major public facing departments ADA Liaisons (Parks & Rec., Police,
Fire, Codes & Permitting, Public Works, Library, Health) to begin review ordinances,
policies, and procedures of programs, services, and activities.
3B: Provide instructions and handouts to ADA Liaisons and describe how they can
perform reviews of item 3A and by what scheduled date the reviews are due back to BV
for compiling.
3C: Work with ADA Liaisons to ensure they understand their responsibilities to update
the final ADA Transition Plan in future years.
o Task 4 – Facilities Survey:
4A: Public buildings – Survey three (3) City buildings (City Hall, Court House, and
Library) to determine compliance and non-compliance with ADA regulations.
4B: Public parking lots – Survey three (3) public parking lots (City Hall, Court House,
and Library) to determine compliance and non-compliance with ADA regulations.
4C: City parks – Survey up to three (3) city parks to review shelters, restrooms, sport
courts, fields, pools, concession stands, playground equipment, pedestrian and bicycle
trails.
4D: Signalized intersections – Survey up to fifteen (15) city owned and maintained
signalized intersections. BV will evaluate curb ramps and sidewalks leading to each
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intersection. Signage at each intersection will also be reviewed. Which intersections to
survey depends on City staff input, traffic volumes, and adjacent land uses.
4E: Sidewalks – Survey up to four (4) miles of City sidewalks, curb ramps, and path of
travel along arterial roadways. Which City sidewalks, curb ramps, and path of travel to
survey depends on City staff input, traffic volumes, pedestrian use, and adjacent land
uses.
o Task 5 – Survey Data Reporting:
5A: BV will create a survey and cost reporting for each facility noted in Task 4. Each
survey report will note compliance status with ADA and State standards and include the
following:
•Listing of facilities in compliance.
•Listing of facilities not in compliance.
•Recommended actions to resolve non-compliance elements.
•Prioritize list of recommended actions based on agreed upon methodologies
between BV and City staff.
•Assign conceptual costs and budget based on prioritized list of recommended
actions.
•Provide photo log of each facility surveyed.
•Provide listing of sidewalks, curb ramps, and signalized intersections data for
compiling into City GIS system.
5B: Review City Boards and Commissions policies and procedures for compliance with
ADA regulations.
Phase 2B: ADA Transition Plan
•Scope:
o Task 1 – Coordinate with ADA Coordinator on strategy for developing Transition Plan
including review of City ordinances, design standards relating to sidewalks, curb ramps,
Identify policies and procedures for compliance with ADA regulations.
o Task 2 – Develop survey process to assist ADA Coordinator with evaluating accessibility
improvements identified in Phase 2A: ADA Self-evaluation. Utilize prioritization
methodology developed within Phase 2A for recommended improvements.
o Task 3 – Assist ADA Coordinator in creating an implementation schedule for accessibility
improvements. Prioritize improvements by facility type, severity, and cost estimates.
o Task 4 – Review and recommend exceptions and exemptions that may apply under ADA
regulations such as historic significance, alteration affecting fundamental nature of
programs, services, and activities, structural feasibility, and programs affected by financial
and administrative burden.
o Task 5 – Assist ADA Coordinator with defining on-going budget needed to implement the
Transition Plan and bring non-compliance elements into compliance. Help identify possible
external funding sources if applicable.
Phase 2C: Public Participation, Outreach, and City Staff Training
•Scope: The Department of Justice requires public entities to engage with the public during the
ADA Transition Plan development including appropriate consultation with individuals with
disabilities.
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o Task 1 – BV will facilitate one (1) public workshop for the City to review draft ADA Self-
evaluation and ADA Transition Plan.
o Task 2 – BV will prepare outreach materials and prepare brief summary of the workshop
and highlight actions items.
o Task 3 – Conduct ADA Coordinator and Liaisons training relating to disabilities etiquette,
technologies, and procedures that can assist City staff in providing services to people with
disabilities.
Phase 2D: Meetings, Presentation to Council, and Documentation
•Scope:
o Task 1 – Progress Meetings: BV will conduct up to three (3) on-site meetings during the
project period. Other meetings can be conducted by conference calls with ADA Coordinator
and Liaisons.
o Task 2 – City Council Meeting: BV will conduct one (1) meeting to introduce the project to
Council and present the final ADA Self-evaluation and ADA Transition Plan.
o Task 3 – Summary Documents: Provide meeting minutes after on-site meetings or
conference calls to help guide ADA Coordinator and Liaisons.
o Task 4 – Draft ADA Self-evaluation and ADA Transition Plan: Based on the ADA Self-
evaluation process as detailed on Phase 2A, the documents will include the following:
4A: Executive summary describing the project purpose, process, and significant
findings.
4B: Review of policies, procedures, and recommendations for improvement as noted in
Phase 2A.
4C: A schedule that is developed in phases with cost estimates for the removal of
accessibility barriers that cannot be resolved through changes to program or services by
relocating, using auxiliary aides, or providing equivalent facilitation.
4D: BV will provide reproducible hard copies of the ADA Self-evaluation and ADA
Transition Plan and electronic PDF format to the City ADA Coordinator for use and
distribution.
o Task 5 – Final ADA Self-evaluation and ADA Transition Plan: Following the review of
the draft plans as noted in Task 5, BV will incorporate comments and prepare final plans for
ADA Coordinator use and distribution.
o Task 6 – Final Deliverables:
6A: Two (2) paper copies each of Draft ADA Self-evaluation and ADA Transition Plan.
6B: Two (2) paper copies of Final ADA Transition Plan and one (1) PDF copy including
any appendices.
6C: One (1) electronic GIS copy of all field data compatible with City GIS system.
HYGIENE SAFETY EXCELLENCE
BVNA has launched a certification label based on health measures to accompany the resumption of
activity in various industries, both private and public. The Hygiene Safety Excellence Certification
program assists with reopening facilities and services. Our partnership with the Cleveland Clinic
provides clear guidance and ensures confidence for both internal employees and the public as
programs and services resume. This certification program includes the following five phases. All
phases may be selected or individual phases may be selected to match the needs requiring assistance
and BVNA will assist accordingly.
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I.CONSULTING: Build a detailed Hygiene Safety Excellence (Guide) for prevention and safety.
II.TRAINING AND COMMUNICATION: Create and administer communication/training kits for
good hygiene practices for all employees (optional collaboration initiatives between Client
marketing and BV marketing to promote hygiene safety).
III.INITIAL AUDIT: Complete initial audit and reporting of hygiene protocols and operational
requirements (optional surface testing if requested).
IV.HYGIENE SAFETY EXCELLENCE LABEL: Apply for Hygiene Safety Excellence Certification
(and install Certification label).
V.SURVEILLANCE: Continue ongoing auditing and testing in order to comply with the Hygiene
Safety Excellence (Guide).
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ATTACHMENT B
FEE SCHEDULE
CONSTRUCTION CODE SERVICES
Fee Table 1 - Commercial and Multi-Family construction plan review
Valuation Fee
$1.00 to $10,000.00 $50.00
$10,001.00 to $25,000.00 $70.69 for the first $10,000.00 plus $5.46 for each
additional $1000.00
$25,001.00 to $50,000.00 $152.59 for the first $25,000.00 plus $3.94 for
each additional $1000.00
$50,001.00 to $100,000.00 $251.09 for the first $50,000.00 plus $2.73 for
each additional $1000.00
$100,001.00 to $500,000.00 $387.59 for the first $100,000.00 plus $2.19 for
each additional $1000.00
$500,001.00 to $1,000,000.00 $1,263.59 for the first $500,000.00 plus $1.85 for
each additional $1000.00
$1,000,001.00 and up $2,188.59 for the first $1,000,000.00 plus $1.23
for each additional $1000.00
Fee Table 2 - Commercial and Multi-Family construction inspection
Valuation Fee
$1.00 to $10,000.00 $76.92
$10,001.00 to $25,000.00 $108.75 for the first $10,000.00 plus $8.40 for
each additional $1000.00
$25,001.00 to $50,000.00 $234.75 for the first $25,000.00 plus $6.06 for
each additional $1000.00
$50,001.00 to $100,000.00 $386.25 for the first $50,000.00 plus $4.20 for
each additional $1000.00
$100,001.00 to $500,000.00 $596.25 for the first $100,000.00 plus $3.36 for
each additional $1000.00
$500,001.00 to $1,000,000.00 $1,940.25 for the first $500,000.00 plus $2.85 for
each additional $1000.00
$1,000,001.00 and up $3,365.25 for the first $1,000,000.00 plus $1.89
for each additional $1000.00
Fee Table 3 - Construction or Improvement of a Residential Dwelling
New Residential Construction
Plan Review and Inspection Fee
Square Footage (S.F.) Fee
0 - 1,500 S.F. $785.00
1,501 - 10,000 S.F. $785.00 for the first 1,500 S.F. plus $0.35 for each
additional S.F. to and including 10,000 S.F.
Over 10,000 S.F. $3,760.00 for the first 10,000 S.F. plus $0.15 for
each additional S.F. over 10,000 S.F.
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Plan Review Only
Plan Review Fee Only
Per Dwelling Unit, a new plan for previously
reviewed plan or Master Plan
$200.00 per Plan or per Address
Plan review fee when a permit has been issued
for the dwelling and the construction plans are
altered such that an additional plan review is
required (excludes new plan)
$150.00 per Plan or per Address
Alterations / Additions / Improvements for Residential Construction
Trade Permits Fee
Building, Mechanical, Electrical, Plumbing, Fuel
Gas and similar $100.00 per trade
Other project types not listed above $160.00 per trade
Miscellaneous residential projects such as, but
not limited to, Accessory Structures, Fences,
Pools, etc.
See Fee Table 2
All fees billed upon issuance of the permit by the jurisdiction
Back-up inspections
Backup inspections will be performed during times of inspector absence due to illness, vacation
or training at the listed rates. All other project activity will utilize the tables above.
Single Family Residential
Commercial and non-Single Family Residential
$76.92 per address/building
$125.00 per address/building/unit
FIRE SERVICES
Single Family Residential Fire Services
Fire Code Plan Review Services $175.00
Fire Code Inspection Services $400.00
Fire Code Plan Review Services - Commercial and Multi-Family construction
(Fire Alarm System & Fire Sprinkler System)
Valuation Fee, Each System
Less than $6,250 $200.00
$6,250 to $250,000 $300.00
$251,000 to $500,000 $425.00
$501,000 to $1,000,000 $550.00
$1,001,000 to $3,000,000 $800.00
$3,001,000 to $6,000,000 $1,200.00
$6,000,000 and up $1,200.00 plus $0.38 for each additional $1,000.00
Fire Code Inspection Services - Commercial and Multi-Family construction
(Fire Alarm System & Fire Sprinkler System)
Valuation Fee, Each System
Less than $6,250 $300.00
$6,250 to $250,000 $425.00
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$251,000 to $500,000 $525.00
$501,000 to $1,000,000 $675.00
$1,001,000 to $3,000,000 $950.00
$3,001,000 to $6,000,000 $1,425.00
$6,000,000 and up $1,425.00 plus $0.38 for each additional $1,000.00
Valuation is based on construction valuation for project
Fire Underground
Fire Code Plan Review (1 hour minimum) $100.00 per hour
Fire Code Plan Inspection (1 hour minimum) $250.00 per hour
Fire Extinguisher Suppression System
Per permit, one Inspection $450.00
Each re-inspection $100.00
Fire Certificate of Occupancy Inspections
Fire Certificate of Occupancy inspections
Minimum one hour per inspection
$150.00 per hour
Annual Fire Safety Inspections
Day Care, Foster Home, Commercial Business
(each inspection and re-inspection per location)
$100.00
Nursing Home / Assisted Living / School
(each inspection and re-inspection per location)
$250.00
Underground / Aboveground Fuel Storage Tanks
Fire Code Plan Review $350.00
Fire Code Inspection $450.00
Site Plan
Fire Code Plan Review (2 hour minimum) $250.00 per hour
Fire Code Plan Inspection (2 hour minimum) $250.00 per hour
The construction valuation is determined by the greater of the declared valuation of the project or the
valuation calculated using the International Code Council Building Valuation Data table, first update of
each calendar year.
Example:
Square Foot Construction Costs
Group
(2018 International
Building Code) IA IB IIA IIB IIIA IIIB IV VA VB
B Business 200.26 192.96 186.54 177.38 161.90 155.84 170.40 142.43 136.08
The Square Foot Construction Cost does not include the price of the land on which the building is built.
The Square Foot Construction Cost takes into account everything from foundation work to the roof
structure and coverings but does not include the price of the land. The cost of the land does not affect
the cost of related code enforcement activities and is not included in the Square Foot Construction Cost.
New Building
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Group B occupancy
Type VB construction
10,000 square feet total building area
Declared construction valuation $1,200,000.
Calculated construction valuation - 10,000 square feet X $136.08 per square foot = $1,360,800.
The calculated construction valuation is greater than the declared construction valuation so $1,360,800
is used to calculate the Bureau Veritas fee for the project.
* Note: BVNA fees do not include any taxes, licensing or other fees imposed by governmental or outside
agencies.
HEALTH SERVICES
PER INSPECTION ONLY:
Food Service Inspections - Per each inspection
•Permanent Food Establishment Inspection
•Mobile Food Vendor (Hot and Cold Truck) Inspection
•Seasonal Vendor Inspection
•Public Swimming Pool Inspection
1 - 150 per year -
$150.00
Each after 150 -
$125.00
Temporary Event Inspection - Per each vendor permit (up to 5 permits per
event)
$100.00
(6 or more permits per event) $150.00 per hour
Minimum two hours
Complaint Investigation - Per each complaint $150.00
Consultation outside of the aforementioned scope of services: Health Plan
review, Health Final and CO inspections and/or for each re-inspection.
Minimum one hour
$150.00 per hour
PUBLIC WORKS SERVICES
Public Works Inspection Only 2.5% of the cost of construction
Public Works Plan Review & Inspection 3.0% of the cost of construction
Temporary Back Up Inspection $150/hour, minimum 4 hours.
PLANNING AND MAPPING SERVICES
Fixed Fees (Based on estimated population in $/1,000 people, minimum 5,000 people)
Comprehensive Planning and Mapping
Item Elements
Cost / 100
people Min. Hours
1
Base Planning
a.Base Map*
b.Land Use
c.Population
d.Housing+D45 $2,000 67
2 Parks & Recreation $750 25
3 Thoroughfare Plan $750 25
4 Central Business District Planning $1,250 42
5 Zoning Ordinance
(fixed fee)
$6,500 43
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6 Subdivision Ordinance
(fixed fee)
$6,500 43
7 Streets Condition Study $700 23
8 Water Study Distribution and Supply $1,000 33
9 Wastewater Collection and Treatment $1,000 33
10 Capital Improvement Plan $300 10
11 Digital Map preparation* $1,000 33
12 Citizen Participation $1,250 42
As a minimum Item 1 and 12 must be included in any study except Item 11 which is a standalone
element
*Assume easy access to documents - additional research listed under additional services
Hourly Fees
Available Planning Services
Element Cost
Site Plan Review $150 per hour (1 hour minimum)
Site Plan Preparation $150 per hour (1 hour minimum)
Zoning Application Review $150 per hour (1 hour minimum)
SUP Application Review $150 per hour (1 hour minimum)
Zoning Board of Adjustment Application Review $150 per hour (1 hour minimum)
Sign Application Review $150 per hour (1 hour minimum)
Zoning Case Ordinance Preparation $150 per hour (1 hour minimum)
Plat Review - Planning Perspective $150 per hour (1 hour minimum)
Public Hearing Notice map and ownership list (City Mails) $150 per hour (1 hour minimum)
Zoning Map Updates $150 per hour (1 hour minimum)
911 Address mapping (First Time)
$1,000 per
person Min. 33 hours
911 Address mapping updates $150 per hour (1 hour minimum)
City Council/Planning and Zoning Meeting $225 per hour (1 hour minimum)
Contract Planning Director $175 per hour (1 hour minimum)
Contract Planner $150 per hour (1 hour minimum)
Contract work for Developer interests $150 per hour (1 hour minimum)
Easement Acquisition Negotiator $150 per hour (1 hour minimum)
Additional Services $150 per hour (1 hour minimum)
*Assume easy access to documents - additional research listed under additional services
Reimbursable Expenses ($150 per hour)
Reimbursable expenses shall include, but not be limited to, the following:
Mileage (Per current IRS rate)
Domestic Travel Per Diem (Per current GSA rate plus lodging)
Other Direct Project Expenses (at cost plus 15%) including:
• Printing, graphics, photography and reproduction
• Special shipping
58
BUREAU VERITAS NORTH AMERICA, INC.
Standard Professional Services Agreement (Facilities) - Rev. (3) 04-14-2021
Page 32 of 32
ADA SERVICES
Grand Total for Phase 1 Scope of Work
Phase 2 Details Number of
Hours
Rate per
Hour
Sub-total
1A – ADA Coordinator & Liaisons Selection & Training 40 $150.00 $6,000.00
1B – ADA Notice Development & Distribution 40 $150.00 $6,000.00
1C – ADA Grievance Procedure Development &
Distribution
40 $150.00 $6,000.00
1D – ADA Training of City Staff of Public Facing Depts. 56 $150.00 $8,400.00
Grand Total: 176 (1.5 wks) $26,400.00
Grand Total for Phase 2 Scope of Work
Phase 2 Details Number of
Hours
Rate per
Hour
Sub-total
2A – ADA Self-evaluation 576 $150.00 $86,400.00
2B – ADA Transition Plan 96 $150.00 $14,400.00
2C – Public Participation, Outreach, and City Staff
Training
40 $150.00 $6,000.00
2D – Meetings, Presentation to Council, and
Documentation
168 $150.00 $25,200.00
Grand Total: 880 (5.5
mos.)
$132,000.00
Note that any additional services above and beyond the scope of work noted above will incur additional
fees which BV can review and provide cost estimates to accommodate the City.
HYGIENE SAFETY EXCELLENCE
Service(s) Related
Protocol(s)
Fee(s)
Consulting – Hygiene Safety
Excellence Protocol (Guide)
Client Specific
(One-time fee)
$1,250 per man day
eLearning platform and sector
specific modules
Client Specific $15 per user, plus
•One-time setup cost $500
•Optional custom portal per unique module /
department function ($2,000)
Physical Audit Client Specific $1,450 estimate per Facility*
Surface Testing (optional)** Client Specific Pricing available for review
Certification Client Specific $195 estimate per Facility
*The fee for a larger-sized building may be a higher fee than the estimated Fee shown in the Table.
BVNA will propose a fee per facility.
**BVNA recommends 10 surface tests per property of random surfaces of service counters, etc.
59
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade L Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of LaTour Tree Service Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
LaTour Tree Service – Debris/Tree Removal Services - $40,000.00.
Purchase order for Trophy Club creek inspections of $1,000 per month ($12,000/annually). Debris
and tree removal from creeks is not included in the monthly inspection and is bid separately on
a case-by-case basis. Debris and tree removal is estimated at $28,000 based on previous years’
costs, for a total PO amount of $40,000.00. Council has approved a budget of $125,000 for
account 11-365-67000. A PO for Kanelee Landscapes for $33,000 and a PO for LaTour Tree Service
for $40,000 from the same account will leave an unencumbered balance in the Independent
Labor account of $52,000 for FY23.
60
61
Agenda Item 9-4
LaTour Tree Service
Page 1 of 4
SERVICE CONTRACT
I.The Parties. This Service Contract (“Agreement”) made _______________, 20____,
is by and between:
Service Provider: _______________, with a mailing address of
______________________________ (“Service Provider”), and
Client: _______________, with a mailing address of
______________________________ (“Client”).
Service Provider and Client are each referred to herein as a “Party” and, collectively, as
the "Parties."
NOW, THEREFORE, FOR AND IN CONSIDERATION of the mutual promises and
agreements contained herein, the Client hires the Service Provider to work under the
terms and conditions hereby agreed upon by the Parties:
II.Term. The term of this Agreement shall commence on _______________, 20____,
and terminate: (check one)
☐- At-Will. Written notice of at least ____ days’ notice.
☐- End Date. On _______________, 20____.
☐- Other. ______________________________.
III.The Service. The Service Provider agrees to provide the following:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Hereinafter known as the “Service”.
The Service Provider shall provide, while performing the Service, that he/she/they shall
comply with the policies, standards, and regulations of the Client, including local, State,
and Federal laws and to the best of their abilities.
IV.Payment Amount. The Client agrees to pay the Service Provider the following
compensation for the Service performed under this Agreement: (check one)
☐- $______ / Hour
☐- $______ / per Job. A “Job” is ______________________________.
☐- Other: ______________________________.
Hereinafter known as the “Payment Amount”.
October 1st 22
LaTour Tree Service
2410 Lakeside Dr Arlington Tx 76013
City of Trophy Club
Trophy Club Tx
October 1st 22
October 1st 23
option for 1 year extensions, with 5% increase in pricing for 3 years following the above End Date
Monthly Creek Inspection for all creeks maintained by the City of Trophy Club
1000 Monthly inspection for all Town of Trophy Club creeks
62
Agenda Item 9-4
LaTour Tree Service
Page 2 of 4
V. Payment Method. The Client shall pay the Payment Amount: (check one)
☐ - When Invoiced
☐ - Daily
☐ - Weekly
☐ - Bi-Weekly
☐ - Monthly
☐ - Other: ______________________________.
Hereinafter known as the “Payment Method”. The Payment Amount and Payment
Method collectively shall be referred to as “Compensation”.
VI. Retainer. This Agreement requires: (check one)
☐ - A Retainer. Client agrees to pay a retainer in the amount of $______ to the
Service Provider as an advance on future Services to be provided. (check one)
☐ - Retainer is refundable.
☐ - Retainer is non-refundable.
☐ - No Retainer. The Client is not required to pay a retainer before the Service
Provider is able to commence work.
VII. Inspection of Services. Any Compensation shall be subject to the Client inspecting
the completed Services of the Service Provider. If any of the Services performed by the
Service Provider pursuant to this Agreement are defective or incomplete, the Client
shall have the right to notify the Service Provider, at which time the Service Provider
shall promptly correct such work within a reasonable time.
VIII. Return of Property. Upon the termination of this Agreement, all property provided
by the Client, including, but not limited to, cleaning supplies, uniforms, equipment, and
any other items must be returned by the Service Provider. Failure to do so may result in
a delay in any final payment made by the Client.
IX. Time is of the Essence. Service Provider acknowledges that time is of the essence
in regard to the performance of all Services.
X. Confidentiality. Service Provider acknowledges and agrees that all financial and
accounting records, lists of property owned by Client, including amounts paid, therefore,
client and customer lists, and any other data and information related to the Client’s
business is confidential (“Confidential Information”). Therefore, except for disclosures
required to be made to advance the business of the Client and information which is a
matter of public record, Service Provider shall not, during the term of this Agreement or
after its termination, disclose any Confidential Information for the benefit of the Service
Provider or any other person, except with the prior wri tten consent of the Client.
63
Page 3 of 4
a.) Return of Documents. Service Provider acknowledges and agrees that all
originals and copies of records, reports, documents, lists, plans, memoranda,
notes, and other documentation related to the business of the Client containing
Confidential Information shall be the sole and exclusive property of the Client and
shall be returned to the Client upon termination of this Agreement or upon written
request of the Client.
b.) Injunction. Client agrees that it would be difficult to measure damage to the
Client's business from any breach by the Service Provider under this Section;
therefore, any monetary damages would be an inadequate remedy for such
breach. Accordingly, the Service Provider agrees that if he/she/they should
breach this Section, the Client shall be entitled to, in addition to all other
remedies it may have at law or equity, to an injunction or other appropriate orders
to restrain any such breach, without showing or proving actual damages
sustained by the Client
c.) No Release. Service Provider agrees that the termination of this Agreement shall
not release him/her/they from the obligations in this Section.
XI. Taxes. Service Provider shall pay and be solely responsible for all withholdings,
including, but not limited to, Social Security, State unemployment, State and Federal
income taxes, and any other obligations. In addition, Service Provider shall pay all
applicable sales or use taxes on the labor provided and materials furnished or otherwise
required by law in connection with the Services performed.
XII. Independent Contractor Status. Service Provider acknowledges that he/she/they
are an independent contractor and not an agent, partner, joint venture, nor an employee
of the Client. Service Provider shall have no authority to bind or otherwise obligate the
Client in any manner, nor shall the Service Provider represent to anyone that it has a
right to do so. Service Provider further agrees that in the event the Client suffers any
loss or damage as a result of a violation of this provision , the Service Provider shall
indemnify and hold harmless the Client from any such loss or damage.
XIII. Safety. Service Provider shall, at his/her/their own expense, be solely responsible
for protecting its employees, sub-Service Providers, material suppliers, and all other
persons from risk of death, injury or bodily harm arising from or in any way related to the
Services or the site where it is being performed (“Work Site”). In addition, Service
Provider agrees to act in accordance with the rules and regulations administered by
federal law and OSHA. Service Provider shall be solely responsible and liable for any
penalties, fines, or fees incurred.
XIV. Alcohol and Drugs. Service Provider agrees that the presence of alcohol and
drugs are prohibited on the Work Site and while performing their Services. If the Service
Provider or any of their agents, employees, or subcontractors are determined to be
present or with alcohol or drugs in their possession, this Agreement shall terminate
immediately.
64
Page 4 of 4
XV. Successors and Assigns. The provisions of this Agreement shall be binding upon
and inured to the benefit of heirs, personal representatives, successors, and assigns of
the Parties. Any provision hereof which imposes upon the Service Provider or Client an
obligation after termination or expiration of this Agreement shall survive termination or
expiration hereof and be binding upon the Service Provider or Client.
XVI. Default. In the event of default under this Agreement, the defaulted Party shall
reimburse the non-defaulting Party or Parties for all costs and expenses reasonably
incurred by the non-defaulting Party or Parties in connection with the default, including ,
without limitation, attorney’s fees. Additionally, in the event a suit or action is filed to
enforce this Agreement or with respect to this Agreement, the prevailing Party or Parties
shall be reimbursed by the other Party for all costs and expenses incurred in connection
with the suit or action, including, without limitation, reasonable attorney’s fees at the trial
level and on appeal.
XVII. No Waiver. No waiver of any provision of this Agreement shall be deemed or shall
constitute a continuing waiver, and no waiver shall be binding unless executed in writing
by the Party making the waiver.
XVIII. Governing Law. This Agreement shall be governed by and shall be construed in
accordance with the laws in the State of ___________________.
XIX. Severability. If any term, covenant, condition, or provision of this Agreement is
held by a court of competent jurisdiction to be invalid, void, or unenforceable, the
remainder of the provisions shall remain in full force and effect and shall in no way be
affected, impaired, or invalidated.
XX. Additional Terms & Conditions. _______________________________________
______________________________________________________________________
______________________________________________________________________
XXI. Entire Agreement. This Agreement constitutes the entire agreement between the
Parties to its subject matter and supersedes all prior contemporaneous agreements,
representations, and understandings of the Parties. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing by all Parties.
IN WITNESS WHEREOF, the Parties hereto agree to the above terms and have caused
this Agreement to be executed in their names by their duly authorized officers.
Client’s Signature _______________________ Date ____________
Print Name _______________________
Service Provider’s Signature _______________________ Date ____________
Print Name _______________________
Texas
10-1-2022
Jeff LaTour
65
Honorific
City Of Trophy Club
Kevin O'Dell
100 Municipal Dr
Trophy Club, Tx 76262
817-714-3306
Salesperson
Jeff LaTour
Work Site
Jeff@latourtree.com
100 Municipal Dr
Trophy Club, Tx 76262
P .O Box 14135, Arlington,TX 76094
817-228-1012
Proposal
Friday, September 30, 2022
Billing Address:
Proposed Scheduled Work Date:
CostQtyDescriptionItem#Unit Cost
1 Service Creek Maintenance Plan $1,000.000
This proposal is a monthly cost for Trophy Club creek Inspections with a
3 year term.(September 2022-September 2025)
The proposal will cover all creeks previously inspected by LaTour Tree
Service, which trophy club is responsible for.
All monthly inspections will include a report, pictures of findings, and
proposed solutions upon request.
$1,000.00
Signature Date Total:$1,000.00
Subtotal:$1,000.00
Tax:$0.00
We are not responsible for damage to any underground installations such as
pipes, cables, wires, and irrigation systems that are not clearly marked.
(Additional fee will be applied if we have to make a repair.)
Please allow up to 24 hours for brush pickup.
Referrals are greatly appreciated!
66
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Caldwell Chevrolet Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Caldwell Chevrolet – Vehicle Replacement Purchase - $40,232.00.
Purchase order for a 2023 Chevrolet 1500 4WD Crew Cab Buy Board Bid #601-19 in the amount
of $40,232 in account #07-522-83700 to replace Unit #117, 2013 Ford F150. Unit #117 has been
used for a variety of inspections and code enforcement services. Replacement for this vehicle
exceeds the evaluation and criteria levels. This unit will be placed for auction by the Town.
Council has approved this purchase for FY2023.
67
Town of Trophy Club
Fleet Replacement Policy
General Policy
It is the policy of the Town of Trophy Club to provide staff with the tools needed
to do the job in a professional, competent, and safe manner. Among the biggest “tools” in
accomplishing the task are motor vehicles. In addition, these items are a very substantial
financial investment and need to be handled in the most economic manner to the Town,
both in their operation and in maximizing their disposal value.
Each vehicle has a number of “lives”. Vehicles have a service life, which is the
amount of time a vehicle is capable of rendering service. Vehicles have a technological
life, which is the amount of time a vehicle is capable of rendering service. Vehicles have
a technological life, which represents the relative productivity decline of the unit as
compared to newer models. Most important, a vehicle has an economic life, which is the
length of time the average total vehicles cost is at a minimum. The unit expenses and
costs should be considered in determining fleet replacement recommendations; the
following is a list of those expenses/costs:
1. Fuel Costs
2. Operation Costs
3.Maintenance Costs, to include parts availability
4.Downtime
5.Technological Obsolescence
6. Condition
7.Safety
The realities of the budget process, monetary restrictions, and administrative
policies will limit the replacement that can be made each year, and that priorities must be
set to determine which vehicles to replace with available funds. The purpose of this
policy is to set forth an outline for user departments, in cooperation with the Finance
Department to establish these priorities for recommendation to management.
Equipment Replacement Evaluation and Criteria
Vehicles will be evaluated by four criteria: age, mileage, operation &
maintenance cost, condition of body, and mechanical components. A baseline is set for
each criterion and points are assigned, depending on how the item’s data compares to the
base standard. The ratings are low, base (equal to the standard), high and extreme. Points
are assigned as follows: 1-low, 2-base, 3-high, and 4-extreme.
Any point total equaling or exceeding eleven (11) indicates that the vehicle should
be recommended for replacement. The point total is used to rank its replacement priority,
and the larger the number the higher the replacement priority will be. A priority ranking
68
Agenda Item 9-5
TC Fleet Replacement Policy
will be developed for the entire fleet by class of vehicle regardless of departmental
assignment.
Priority ranking is intended to serve as a guide and should be considered along with
manager recommendation. Special circumstances might present themselves such that a
vehicle may not meet the criteria for recommendation to replace, but due to
circumstances not captured in the policy a department head may recommend to replace
early. Or on the contrary, a vehicle may meet the criteria for replacement but the manager
might recommend delaying replacement because they feel the vehicle can still be of use
with little maintenance costs.
The following is a brief explanation of the rating criteria:
Age: based on the experience in the class of equipment and industry standards as
recommended by the Government Services Administration, State standards, other cities,
etc., and intended to reflect the least cost and highest resale value to the Town.
Mileage/Hours: based on the experience in the class of equipment and industry standards
as recommended by the Government Services Administration, State standards, other
cities, etc., and intended to reflect the least cost and highest resale value to the Town.
Maintenance Cost: The base cost will be a total of maintenance and repair costs as a
percentage of the original purchase price. Accident and warranty repairs are not to be
included in this total.
Condition: a physical evaluation made for each vehicle that meets or exceeds the base
standards for age, mileage, and maintenance costs. The criteria would be an assignment
of a repair cost as a percentage of the book value of the vehicle. Vehicle history, such as
accidents would also be considered at this point.
Comments and Other Considerations: This is where the Department Manager can
comment on vehicle history, costs, technological changes, safety items, ect. that should
be considered in the evaluation
69
Replacement Parameters
Age
Condition Points
Below base replacement age 0
< 1 year over base 1
1-2 years over base 2
3-4 years over base 3
4+ years over base 4
Mileage
Condition Points
Below base replacement mileage 0
Base + < 10,000 miles (600 hours) 1
Base + 10,000-20,000 miles (600-1,200 hours) 2
Base + 20,000 miles (+1,200 hours) 3
Maintenance Cost
Condition Points
< 5% of the purchase cost 1
5% to 12% of purchase cost 2
13% to 25% of purchase cost 3
> then 25% of purchase cost 4
Condition Evaluation
Condition Points
Repair cost <6% of the book value 2
Repair cost 6% to 18% of book value 3
Repair cost >18% of replacement 4
70
Equipment Replacement Base Criteria
Item Age Mileage/Hours
Truck (non-diesel) 5 80,000
Truck (diesel) 7 90,000
Ambulance 7 75,000/7,500
Police Vehicle 3 60,000
Police Admin Vehicle 5 80,000
71
Vehicle/Equipment Evaluation Summary Report
Item #:__________________________ Evaluation/Report Date:________________
Department Assignment: _________________________________________________
Year:________________ Make:_____________________ Model:________________
Description/Use:_______________________________________________________
Summary Values
Age ________________ Base Age from Policy _________________ Points: ________
Mileage_____________ Base Mileage________________________ Points: ________
Purchase Cost: _______________ Total M&R: _________________ Points: ________
Book Value: ______________ Est Repair Cost:_________________ Points: _________
Total Points
Comments and other considerations: __________________________________________
Community Development
Ford F150
Used for inspections and code enforcement services.
4
117 10/18/2022
2013
$14,000
$8,000.00 $3,000.00 4
0
$4,500.00 4
75,000
11
80,000
This unit has a total of 12 points, which
exceeds the levels of crieria for replacement.
6 yrs
72
73
Agenda Item 9-5
Caldwell Chevrolet
End User:Caldwell Rep:
Contact:Phone:
Phone/email:Date:
Product Description: email:billy@caldwellcountry.com
A. Bid Series:31 39,682.00$
B. Published Options [Itemize each below]
Code Bid Price Code Bid Price
CK10543 INCL INCL
INCL INCL
INCL INCL
1WT INCL INCL
AMF INCL INCL
VK3 INCL INCL
INCL
-$
C.
Bid Price Bid Price
COLOR
COLOR
-$
D. Registration, Inspection, Paperwork, Postage cost, Courthouse time, & Runner time:150.00$
E. UPFITTERS:-$
F. Manufacturer Destination/Delivery:
G. Floor Plan Interest (for in-stock and/or equipped vehicles):-$
H Lot Insurance (for in-stock and/or equipped vehicles):-$
I. Contract Price Adjustment:-$
J. Additional Delivery Charge:0 miles INCLUDED -$
K. Subtotal:39,832.00$
L. Quantity Ordered 1 x K =39,832.00$
M. Trade in:
N.400.00$
O. TOTAL PURCHASE PRICE WITH BUYBOARD FEE 40,232.00$
Total of C. Unpublished Options:
BUYBOARD FEE PER PURCHASE ORDER
after a PO is issued.**
*due to semiconductor supply shortages, feature
availability will change throughout the model year.
**Prices/Quotes are valid for 30 days due to GAZ- SUMMITE WHITE
supply chain constraints. Reverify pricing prior to H2G - JET BLACK
issuing a PO. Commodity surcharges may apply
Total of B. Published Options:
Options Options
LED LIGHTS CARGO AREA
WORK TRUCK PREFERRED GROUP AC & HEAT
REMOTE KEYLESS ENTRY BLUETOOTH/APPLE CAR PLAY
FRONT LICENSE PLATE KIT THEFT DETERRENT SYSTEM
1500 CREW 4WD HD REAR VISION CAMERA
5.3L ECOTEC3 V8 POWER WINDOWS & LOCKS
10 SPEED AUTO TRANS CRUISE CONTROL
MCOX@TROPHYCLUB.ORG Tuesday, May 24, 2022
2023 1500 CREW CAB 4WD
A. Base Price:
Options Options
CALDWELL COUNTRY CHEVROLET
800 HWY. 21 E. CALDWELL, TEXAS 77836
BUYBOARD BID 601-19
TROPHY CLUB BILLY HUGHES QUOTE #BH220491
MATT COX 682-237-2915
74
Agenda Item 9-5
Caldwell Chevrolet
Page 1 of 1
To: Mayor and Town Council
From: Matt Cox, Director of Community Development
CC: Wade L Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Kanelee Landscapes (TLC Landscapes) Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Kanelee Landscapes (TLC Landscapes) – Mowing/Trimming Services - $33,000.00.
Purchase order for Trophy Club creek maintenance for mowing and trimming banks of the creeks
at Byron Nelson Creek and Lakeview Creek from account #11-365-67000 in the amount of
$33,000.00. Council has approved a budget of $125,000 for account 11-365-67000. A PO for
Kanelee Landscapes for $33,000 and a PO for LaTour Tree Service for $40,000 from the same
account will leave an unencumbered balance in the Independent Labor account of $52,000 for
FY23.
75
Estimate
Date
9/23/2022
Estimate #
4210
Name / Address
Town of Trophy Club
Attn: Kevin Odell
1 Trophy Wood Dr
Trophy Club, TX 76262
TLC Landscapes
PO Box 443
Roanoke, TX 76262
Project
Phone # 8175657650 tlclandscapestx@gmail.com
Total
Subtotal
Sales Tax (8.25%)
Description Qty Rate Total
Byron Nelson HS - Ditch:0.00 0.00
October and November 2022 - Mow/Weedeat 1x Monthly 2 1,950.00 3,900.00
April and May 2023 - Mow/Weedeat 2x Monthly 4 1,950.00 7,800.00
June - September 2023 - Mow/Weedeat 1x Monthly 4 1,950.00 7,800.00
Lakeshore - Ditch:0.00 0.00
October and November 2022 - Mow/Weedeat 1x Monthly 2 1,350.00 2,700.00
April and May 2023 - Mow/Weedeat 2x Monthly 4 1,350.00 5,400.00
June - September 2023 - Mow/Weedeat 1x Monthly 4 1,350.00 5,400.00
$33,000.00
$33,000.00
$0.00
76
Agenda Item 9-6
Kanelee (TLC) Landscape
77Agenda Item 9-6
Kanelee (TLC) Landscape
78
Agenda Item 9-6
El Gato Estimate
Honorific
City Of Trophy Club
Kevin O'Dell
100 Municipal Dr
Trophy Club, Tx 76262
817-714-3306
Salesperson
Jeff LaTour
Work Site
Jeff@latourtree.com
100 Municipal Dr
Trophy Club, Tx 76262
P .O Box 14135, Arlington,TX 76094
817-228-1012
Proposal
Friday, September 30, 2022
Billing Address:
Proposed Scheduled Work Date:
CostQtyDescriptionItem#Unit Cost
1 Service Creek Maintenance Plan $2,600.000
This proposal is for the Mowing/Weed Eating of the Bobcat Creek and
Village Trail Creek, not to include the cat tails in the center of the creek
bed.
The proposal will be pricing for both creek areas at the same time and a
"Not to Exceed" pricing structure
This is a per visit pricing, so , the $2600 is for each time we will show up
to do both creeks at one time.
This Proposal is for the 2022-2023 Trophy Club fiscal year to include
the following months-
October 2022
November 2022
April 2023
May 2023
June 2023
July 2023
August 2023
September 2023
$2,600.00
Signature Date Total:$2,600.00
Subtotal:$2,600.00
Tax:$0.00
We are not responsible for damage to any underground installations such as
pipes, cables, wires, and irrigation systems that are not clearly marked.
(Additional fee will be applied if we have to make a repair.)
Please allow up to 24 hours for brush pickup.
Referrals are greatly appreciated!
79
Agenda Item 9-6
LaTour Estimate
Page 1 of 2
To: Mayor and Town Council
From: Wade L Carroll, Town Manager
CC: Anita Otterson, Town Secretary
Re: Explanation of American Integration (VersaTrust) Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
American Integration (VersaTrust)– IT Services - $ 174,000.00
American Integration is the 3rd party provider for all IT services related to operations for the
Town, this is part of a contract that was initiated 8/25/2020 and is a 36-month contract with
annual auto-renewals after that period unless terminated. The scope of service provided by
VersaTrust is the following:
•Virtual CIO Business Technology and Cybersecurity Planning
•Vendor Liaison
•24x7 Proactive Maintenance, Monitoring and Remediation Tools
•Full CJIS IT Compliance Representation
•Asset and Inventory Management with System Documentation
•Security Focused Configuration
•Backup, Disaster Recovery and System Business Continuity Management via VersaSafe if
applicable)
•Security focused Managed IT - Risk and Threat Reduction
o Firewall and gateway security management
o VersaTrust management agent
o Automatic Windows and third-party security patching
o User and access management to ensure that users have appropriate permissions and
data shares are only accessible on a need-to-know basis
o Advanced Endpoint Protection with 24x7 Security Operations Center
o Cloud- based DNS and content protection
o Real-time Unified Threat Management (STEM, network and host intrusion detection)
o Dark web identity theft detection
o Advanced, cloud-based SPAM protection
o Internal asset/ inventory
•Issue Tracking and Escalation 80
Page 2 of 2
•Remote and Onsite Support
PC installation, migration and projects billed hourly as approved.
81
82Agenda Item 9-7American Integration (VersaTrust)
83Agenda 9-7American Integration (VersaTrust)
84
85
86
87
88
89
90
91
92
93
Page 1 of 1
To: Mayor and Town Council
From: April Duvall, Chief Financial Analyst
CC: Wade L Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Tyler Technologies Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Tyler Technologies - Financial, Court and Permitting software - $51,790.00.
Tyler Technologies is the Town’s primary ERP for Finance, Court and Permitting. Tyler
Technologies functions under a few different names and are all billed under this PO request. This
software is use for Accounts Payable, Accounts Receivable, Payroll, Time Keeping, Budgeting,
Permitting, Municipal Court, Purchase Orders, Human Resources. Some of the names the Town
utilizes under the Tyler Technologies umbrella are Incode VX, ESS (Employee Self Service) and
MyGov (Permitting). There was a small increase of about $ 4,000 over last year due to the
addition of the Brazos ticket writers for the Police Department and implementing that
configuration with our Municipal Court software. This addition will be recurring every year.
94
Requisition NumberDate :10/1/2022DepartmentDelivery Address Project#1 Trophy Wood DriveTrophy Club, TX 76262Account NumberQuantity Unit Amount Total Amount01-640-6080051,790.00 51,790.00$ -$ -$ -$ -$ -$ -$ -$ -$ Co-op info:-$ Total 51,790.00$ Yes or NoDepartment Requestor:Department Approval:Finance:Town Manager:The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.DescriptionAnnual Software License - Finance, Court, PermittingBudgeted? (Must Circle One) Explanation (if not budgeted:) _________________________________________________________________________________________________________PURCHASE REQUISITION FORMVendor (Name & Address)Tyler TechnologiesComments: _____________________________________________________________________________________________________________________________________________________________________10/5/2022Depapapapapapapapapaapapapapapapapapapapapaapapapappppppppprtment Requestor:Comments: ________________________Depaaaaaartrtrtrtrtrtrtrtrtrtrtrtrtrtrttrtrtrtrtrtrtrttrtrtrrrrrrrment Approval:______________________________________________________________________________________________________________________________95Agenda Item 9-8Tyler Technologies
Page 1 of 1
To: Mayor and Town Council
From: April Duvall, Chief Financial Analyst
CC: Wade L. Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of BKD, LLC Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
BKD, LLP – Annual Auditing Services $ 50,000.00.
BKD, LLP is the Town’s auditing firm. They are responsible for the annual audit of all aspects of
the Town and our financial processes and procedures. This is the 2nd year of a 5-year contract
with BKD, LLP. There is no increase in the request for this year’s annual audit, the amount is the
same as FY21-22. The amount of $50,000 was approved in the FY23 budget.
96
97Agenda Item 9-9BKD (Forvis)
August 1, 2022
Honorable Alicia Fleury, Mayor
Members of Town Council
Wade Carroll, Town Manager
Town of Trophy Club, Texas
1 Trophy Wood Drive
Trophy Club, Texas 76262
We appreciate your selection of FORVIS, LLP as your service provider and are pleased to confirm the
arrangements of our engagement in this contract. Within the requirements of our professional standards
and any duties owed to the public, regulatory, or other authorities, our goal is to provide you an Unmatched
Client Experience.
In addition to the terms set forth in this contract, including the detailed Scope of Services, our engagement
is governed by the following, incorporated fully by this reference:
x HIPAA Business Associate Agreement
x Terms and Conditions Addendum
Summary Scope of Services
As described in the attached Scope of Services, our services will include the following:
Town of Trophy Club, Texas
x Audit Services for the year ended September 30, 2022
You agree to assume full responsibility for the substantive outcomes of the contracted services and for any
other services we may provide, including any findings that may result.
You also acknowledge these services are adequate for your purposes, and you will establish and monitor
the performance of these services to ensure they meet management’s objectives. All decisions involving
management responsibilities related to these services will be made by you, and you accept full responsibility
for such decisions.
We understand you have designated a management-level individual(s) to be responsible and accountable
for overseeing the performance of nonattest services, and you have determined this individual is qualified
to conduct such oversight.
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Agenda Item 9-9
BKD (Forvis)
Town of Trophy Club, Texas
August 1, 2022
Page 2
As required by Chapter 2271, Texas Government Code, we represent that we do not boycott Israel and
will not boycott Israel through the term of this engagement. For purposes of this representation, “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.
Engagement Fees
The fee for our services will be $47,200, which includes an administrative fee of five (5) percent to cover
certain technology and administrative costs associated with our services.
In addition, we have estimated the time, skill and resources required for assistance with the new standard
discussed below to range between $6,000 and $12,000.
Our pricing for this engagement and our fee structure are based upon the expectation that our invoices will
be paid promptly. Payment of our invoices is due upon receipt.
Our timely completion of services and the fees thereon depends on the assistance you provide us in
accumulating information and responding to our inquiries. Inaccuracies or delays in providing this
information or the responses may result in additional billings, untimely filings or inability to meet other
deadlines. Our fees do not contemplate the following transactions or activities during the period of this
engagement:
x Change in accounting principles other than GASB 87, Leases
x Violation of covenants in debt arrangements
x Indications of fraudulent financial reporting or misappropriation of assets
x Quantitative impairment analysis of long-lived assets
x More than 1 major federal awards programs
If there are changes in circumstances where these or other conditions become known and significant
additional time is necessary or additional services are requested, we reserve the right to revise our fees.
Assistance with New Standards
Assistance and additional time as a result of the adoption of the following new standards are not included
within our standard engagement fees. These fees will be based on time expended and will vary based on
the level of assistance and procedures required.
Governmental Accounting Standards Board Statement No. 87, Leases, is effective for the Town’s fiscal
year 2022.
Statement No. 87 establishes a single model for lease accounting based on the foundational principle that
leases are financings of the right to use an underlying asset. Under this Statement, a lessee is required to
recognize a lease liability and an intangible right-to-use lease asset, and a lessor is required to recognize
a lease receivable and a deferred inflow of resources. We can assist you with the adoption by providing
services which may include, but are not limited to:
x Assessing your readiness by assisting with the evaluation of your:
o Current controls and policies
o Current internal resources and system capabilities
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x Assisting with changes required to adopt Statement No. 87, including:
o Assisting with information gathering to develop an inventory of all lease agreements,
service contracts, and other arrangements that may contain right-to-use lease assets
o Recommending enhancements to existing controls and policies or suggesting new controls
and policies to address Statement No. 87
o Documenting any changes from your previous lease recognition and reporting methods
o Drafting the required disclosures
The time it will take to perform the above assistance and our additional audit procedures relating to the
adoption of the Statement, and any time to assist you with the adoption, may be minimized to the extent
your personnel will be available to provide timely and accurate documentation and information as requested
by us.
Contract Agreement
Please sign and return this contract to indicate your acknowledgment of, and agreement with, the
arrangements for our services including our respective responsibilities.
FORVIS, LLP
Acknowledged and agreed to as it relates to the entire contract, including the Scope of Services, HIPAA
Business Associate Agreement, and Terms and Conditions Addendum, on behalf of the Town of
Trophy Club, Texas.
BY
Wade Carroll, Town Manager
DATE 9/22/2022
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Page 4
Scope of Services – Audit Services
We will audit the governmental activities, the business-type activities, the discretely presented component
unit, each major fund, and the aggregate remaining fund information and related disclosures, which
collectively comprise the basic financial statements for the following entity:
Town of Trophy Club, Texas as of and for the year ended September 30, 2022
The audit has the following broad objectives:
x Obtaining reasonable assurance about whether the financial statements as a whole are free from
material misstatement, whether due to fraud or error
x Expressing an opinion on the financial statements
x Issuing a report on your internal control over financial reporting and compliance and other matters
based on the audit of your financial statements in accordance with Government Auditing Standards
x Expressing an opinion on your compliance with the types of compliance requirements described in
the OMB Compliance Supplement that could have a direct and material effect to each of your major
federal award programs in accordance with the audit requirements of Title 2 U.S. Code of Federal
Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards (Uniform Guidance)
x Issuing a report on your internal control over compliance in accordance with the Uniform Guidance
x Issuing a report on your schedule of expenditures of federal awards
You have informed us that the audited financial statements are expected to be presented along with
management’s annual comprehensive financial report. Management is responsible for the other information
included in the annual comprehensive financial report. The other information comprises the annual
comprehensive financial report but does not include the financial statements and our auditor’s report thereon.
Our opinion on the financial statements will not cover the other information, and we will not express an opinion
or any form of assurance thereon. In connection with our audit of the financial statements, our responsibility
is to read the other information and consider whether a material inconsistency exists between the other
information and the financial statements, or whether the other information otherwise appears to be
materially misstated. If, based on the work performed, we conclude that an uncorrected material
misstatement of the other information exists, we are required to describe it in our report.
We will also express an opinion on whether the combining and individual fund financial statements, budget
and actual schedules, financial statements of the discretely presented component units, and, if applicable,
the schedule of expenditures of federal awards (“supplementary information”) is fairly stated, in all material
respects, in relation to the financial statements as a whole.
If necessary, we will complete the auditee portion of the Form SF-SAC (Data Collection Form) through the
Federal Audit Clearinghouse. We will not make the submission on your behalf. You will review a draft(s)
of the submission prior to transmission and agree that you are solely responsible for approving the final
draft for transmission as well as for the auditee submission and certification.
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We will also provide you with the following nonattest services:
x Preparing a draft of the financial statements and related notes
x Proposing for your review and approval the adjusting entries to convert your modified accrual
statements to full accrual-basis statements. Management is responsible for the propriety of the
accrual adjustments
x Proposing for your review and approval the year-end entries related to Governmental Accounting
Standards Board Statements 68, 75, and 87. Management is responsible for the propriety of the
entries
x Preparing a draft of the supplementary information, including the schedule of expenditures of
federal awards
You agree to assume all management responsibilities and to oversee the non-attest services we will provide
by designating an individual possessing suitable skill, knowledge and/or experience. You acknowledge that
non-attest services are not covered under Government Auditing Standards. You are responsible for:
x Making all management decisions and performing all management functions;
x Evaluating the adequacy and results of the services performed;
x Accepting responsibility for the results of such services; and
x Designing, implementing, and maintaining internal controls, including monitoring ongoing activities.
Kevin Kemp, Partner, is responsible for supervising the engagement and authorizing the signing of the
report or reports.
We will issue written reports upon completion of our audits, addressed to the following parties:
Entity Name Party Name
Town of Trophy Club, Texas The Honorable Mayor and Members of the Town
Council
You are responsible to distribute our reports to other officials who have legal oversight authority or those
responsible for acting on audit findings and recommendations, and to others authorized to receive such
reports.
The following apply for the audit services described above:
Our
Responsibilities
We will conduct our audit in accordance with auditing standards generally
accepted in the United States of America (GAAS), the standards applicable to
financial audits contained in Government Auditing Standards issued by the
Comptroller General of the United States and the Uniform Guidance. Those
standards require that we plan and perform:
x The audit of the financial statements to obtain reasonable rather than
absolute assurance about whether the financial statements are free of
material misstatement, whether caused by fraud or error
x The audit of compliance to obtain reasonable rather than absolute assurance
about whether the entity complied with the types of compliance requirements
described in the OMB Compliance Supplement that could have a direct and
material effect on each major federal award program
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We will exercise professional judgment and maintain professional skepticism
throughout the audit.
We will identify and assess the risks of material misstatement of the financial
statements, whether due to fraud or error, design and perform audit procedures
responsive to those risks, and obtain audit evidence that is sufficient and
appropriate to provide a basis for our opinion.
We will obtain an understanding of internal control relevant to the audit in order
to design audit procedures that are appropriate in the circumstances.
We will evaluate the appropriateness of accounting policies used and the
reasonableness of significant accounting estimates made by management, as
well as evaluate the overall presentation of the financial statements, including the
disclosures, and whether the financial statements represent the underlying
transactions and events in a manner that achieves fair presentation.
We will also conclude, based on audit evidence obtained, whether there are
conditions or events, considered in the aggregate, that raise substantial doubt
about the entity’s ability to continue as a going concern for a reasonable period
of time.
We will identify and assess the risks of material noncompliance, whether due to
fraud or error, and design and perform audit procedures responsive to those
risks. Such procedures include examining, on a test basis, evidence regarding
the entity's compliance with compliance requirements subject to audit and
performing such other procedures as the auditor considers necessary in the
circumstances.
We will obtain an understanding of the entity's internal control over compliance
relevant to the audit in order to design audit procedures that are appropriate in
the circumstances and to test and report on internal control over compliance in
accordance with the Uniform Guidance but not for the purpose of expressing an
opinion on the effectiveness of the entity's internal control over compliance.
Accordingly, no such opinion is expressed.
We are required to communicate with those charged with governance, regarding,
among other matters, the planed scope and timing of the audit and any significant
deficiencies and material weaknesses in internal control over compliance that the
auditor identified during the audit.
Limitations &
Fraud
Reasonable assurance is a high level of assurance but is not absolute assurance
and therefore is not a guarantee that an audit that is planned and conducted in
accordance with GAAS will always detect a material misstatement or material
noncompliance with federal award programs when it exists. Misstatements,
including omissions, can arise from fraud or error and are considered material if,
there is a substantial likelihood that, individually or in the aggregate, they could
reasonably be expected to influence the economic decisions of users made on
the basis of these financial statements. Our responsibility as auditors is limited to
the period covered by our audit and does not extend to any later periods for which
we are not engaged as auditors.
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The risk of not detecting a material misstatement or material noncompliance
resulting from fraud is higher than for one resulting from error, as fraud may
involve collusion, forgery, intentional omissions, misrepresentations, or the
override of internal control. Noncompliance with compliance requirements is
considered material if there is a substantial likelihood that, individually or in the
aggregate, it would influence the judgment made by a reasonable user of the
report on compliance about the entity's compliance with the requirements of the
federal programs as a whole.
Our understanding of internal control is not for the purpose of expressing an
opinion on the effectiveness of your internal control. However, we will
communicate to you in writing any significant deficiencies or material weaknesses
in internal control relevant to the audit of the financial statements that we identify
during the audit.
We are available to perform additional procedures with regard to fraud detection
and prevention at your request, subject to completion of our normal engagement
acceptance procedures. The actual terms and fees of such an engagement
would be documented in a separate contract to be signed by you and FORVIS,
LLP.
Opinion Circumstances may arise in which our report may differ from its expected form
and content based on the results of our audit. Depending on the nature of these
circumstances, it may be necessary for us to modify our opinion, add an
emphasis-of-matter paragraph or other-matter paragraph(s) to our auditor’s
report, or if necessary, decline to express an opinion or withdraw from the
engagement.
If we discover conditions that may prohibit us from issuing a standard report, we
will notify you. In such circumstances, further arrangements may be necessary
to continue our engagement.
Your
Responsibilities
Management and, if applicable, those charged with governance acknowledge
and understand their responsibility for the accuracy and completeness of all
information provided and for the following:
x Audit Support - to provide us with:
o Unrestricted access to persons within the entity or within components of
the entity (including management, those charged with governance and
component auditors) from whom we determine it necessary to obtain
audit evidence
o Information of which you are aware that is relevant to the preparation and
fair presentation of the financial statements, including access to
information relevant to disclosures
o Information about events occurring or facts discovered subsequent to the
date of the financial statements, of which management may become
aware, that may affect the financial statements
o Information about any known or suspected fraud affecting the entity
involving management, employees with significant role in internal control
and others where fraud could have a material effect on the financials
o Identification and provision of report copies of previous audits, attestation
engagements, or other studies that directly relate to the objectives of the
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audit, including whether related recommendations have been
implemented
o Additional information that we may request for the purpose of the audit
x Internal Control and Compliance – for the:
o Design, implementation, and maintenance of internal control relevant to
compliance with laws and regulations and the preparation and fair
presentation of financial statements that are free from material
misstatement, whether due to fraud or error,
o Alignment of internal control to ensure that appropriate goals and
objectives are met, that management and financial information is reliable
and properly reported and that compliance with and identification of the
laws, regulations, contracts, grants or agreements (including any federal
award programs) applicable to the entity’s activities is achieved
o Remedy, through timely and appropriate steps, of fraud and
noncompliance with provisions of laws, regulations, contracts or other
agreements reported by the auditor
o Establishment and maintenance of processes to track the status and
address findings and recommendations of auditors
x Accounting and Reporting – for the:
o Maintenance of adequate records, selection and application of
accounting principles, and the safeguard of assets
o Adjustment of the financial statements to correct material misstatements
and confirmation to us in the representation letter that the effects of any
uncorrected misstatements aggregated by us are immaterial, both
individually and in the aggregate, to the financial statements taken as a
whole
o Preparation and fair presentation of the financial statements in
accordance with accounting principles generally accepted in the United
States of America
o Inclusion of the auditors' report in any document containing financial
statements that indicates that such financial statements have been
audited by us
o Distribution of audit reports to any necessary parties
The results of our tests of compliance and internal control over financial reporting
performed in connection with our audit of the financial statements may not fully
meet the reasonable needs of report users. Management is responsible for
obtaining audits, examinations, agreed-upon procedures, or other engagements
that satisfy relevant legal, regulatory, or contractual requirements or fully meet
other reasonable user needs.
Required
Supplementary
Information
Accounting principles generally accepted in the United States of America provide
for certain required supplementary information ("RSI") to accompany the basic
financial statements. We understand the following RSI will accompany the basic
financial statements:
1.Management's Discussion and Analysis ("MD&A")
2.Budgetary comparison
3.Pension and Other Postemployment Benefit information
Such information is the responsibility of management and, although not a part of
the basic financial statements, is required by the Governmental Accounting
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Standards Board who considers it to be an essential part of financial reporting for
placing the basic financial statements in an appropriate operational, economic,
or historical context.
Management is responsible for the fair presentation of the RSI. As part of our
engagement, we will apply certain limited procedures to the RSI in GAAS. These
limited procedures will consist of inquiries of management regarding the methods
of preparing the information and comparing the information for consistency with
management’s responses to our inquiries, the basic financial statements, and
other knowledge we obtained during our audit of the basic financial statements.
We will not express an opinion or provide any assurance on the information
because the limited procedures do not provide us with sufficient evidence to
express an opinion or provide any assurance.
Supplementary
Information
With regard to any supplementary information that we are engaged to report on:
x Management is responsible for its preparation in accordance with applicable
criteria
x Management will provide certain written representations regarding the
supplementary information at the conclusion of our engagement
x Management will include our report on this supplementary information in any
document that contains this supplementary information and indicates we
have reported on the supplementary information
x Management will make the supplementary information readily available to
intended users if it is not presented with the audited financial statements
Such information is:
x Presented for the purpose of additional analysis of the financial statements
x Not a required part of the financial statements
x The responsibility of management
x Subjected to the auditing procedures applied in the audit of the financial
statements and certain additional procedures, including comparing and
reconciling such information directly to the accounting and other records
used to prepare the financial statements or to the financial statements
themselves, and other additional procedures in accordance with GAAS
Written
Confirmations
Required
As part of our audit process, we will request from management and, if applicable,
those charged with governance written confirmation acknowledging certain
responsibilities outlined in this contract and confirming:
x The availability of this information
x Certain representations made during the audit for all periods presented
x The effects of any uncorrected misstatements, if any, resulting from errors or
fraud aggregated by us during the current engagement and pertaining to the
latest period presented are immaterial, both individually and in the aggregate,
to the financial statements taken as a whole
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Peer Review
Report
Government Auditing Standards require that we provide you with a copy of our
most recent external peer review report and any letter of comment, and any
subsequent peer review reports and letters of comment received during the
period of the contract, upon request. If you would like a copy, please request
from your engagement executive.
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HIPAA Business Associate Agreement
This Business Associate Agreement (“BAA”) is entered into by and
between FORVIS, LLP (hereinafter referred to as “Business
Associate”) and the Town of Trophy Club, Texas (hereinafter
referred to as “Covered Entity”).
RECITALS
Business Associate provides services to Covered Entity under this
contract (the “Contract”), and Covered Entity wishes to disclose
certain information to Business Associate pursuant to the terms of
such Contract, some of which may constitute Protected Health
Information (“PHI”).
The purpose of this BAA is to comply with all applicable federal and
state laws governing the privacy of PHI. As used herein, the Privacy
Rule and the Security Rule are each deemed to include the
amendments thereto, collectively referred to as “HIPAA/HITECH
Final Omnibus Rule,” that are included in the:
x Modifications to the Health Insurance Portability and
Accountability Act of 1996 (“HIPAA”) Privacy, Security,
Enforcement, and Breach Notification Rules Under the
Health Information Technology for Economic and Clinical
Health Act (the “HITECH Act”) and the Genetic Information
Nondiscrimination Act
x Other Modifications to the HIPAA Rules
x Final Rule (the “Omnibus Rule”), 78 Fed. Reg. 5565
Notwithstanding the terms of this or any other agreement between
Covered Entity and Business Associate, Business Associate shall
comply with all of its statutory and regulatory obligations stated
under the HIPAA/HITECH Final Omnibus Rule. The terms stated
herein shall have the same definitions as provided in HIPAA.
In consideration of the mutual promises below and the exchange of
information pursuant to this BAA, the parties agree as follows:
1.Permitted Uses and Disclosures. Except as described in the
enumerated subparagraphs below, Business Associate shall
not use or disclose PHI received from Covered Entity or created
on behalf of Covered Entity. Exceptions:
1.1. As reasonably necessary to provide the services in the
Contract;
1.2. As otherwise permitted or required by this BAA;
1.3. As required by law; and
1.4. For the proper management and administration of
Business Associate’s business and to disclose PHI in
connection with such management and administration,
and to carry out the legal responsibilities of the Business
Associate, provided Business Associate obtains
reasonable assurances from the recipient that the PHI
shall be held confidentially and used or further disclosed
only as required by law or for the purpose for which it was
disclosed to the recipient, and Business Associate
requires the recipient to notify it of any instances of which
it is aware in which the confidentiality of the PHI has been
breached.
2.Safeguards. Business Associate shall not use or disclose PHI
other than as permitted or required by the BAA or as required
by law.
2.1. Business Associate shall establish and maintain
appropriate safeguards and shall comply with the Security
Rule with respect to electronic PHI (“ePHI”) to prevent the
use or disclosure of such ePHI other than as provided for
by the Contract including this BAA.
2.2. To the extent the Business Associate is to carry out one
or more of Covered Entity’s obligation(s) under Subpart E
of 45 CFR Part 164, comply with the requirements of
Subpart E that apply to the Covered Entity in the
performance of such obligation(s).
3.Subcontracts. In accordance with the requirements of the
Privacy Rule and the Security Rule, Business Associate shall
ensure any subcontractors that create, receive, maintain, or
transmit PHI on behalf of Business Associate agree to the same
restrictions, conditions, and requirements that apply to the
Business Associate with respect to such information.
4.Obligations of Covered Entity. Covered Entity shall obtain
any consent or authorization that may be required by HIPAA,
or applicable state law, prior to furnishing Business Associate
with PHI, including ePHI. Covered Entity shall notify Business
Associate of:
4.1. Any limitation(s) in the Covered Entity’s notice of privacy
practices under 45 CFR 164.520, to the extent that such
limitation may affect Business Associate’s use or
disclosure of PHI;
4.2. Any changes in, or revocation of, the permission by an
individual to use or disclose his or her PHI, to the extent
that such changes may affect Business Associate’s use
or disclosure of PHI; and
4.3. Any restriction on the use or disclosure of PHI that
Covered Entity has agreed to or is required to abide by
under 45 CFR 164.522, to the extent that such restriction
may affect Business Associate’s use or disclosure of PHI.
Covered Entity shall not request Business Associate to use or
disclose PHI in any manner that would not be permissible under
Subpart E of 45 CFR Part 164 if done by Covered Entity.
Covered Entity shall provide to Business Associate only the
minimum PHI necessary to perform the services set forth in a
Contract.
5. Reporting, Notification, and Mitigation.
5.1. Reporting. Business Associate shall notify Covered Entity
of any use or disclosure of PHI not provided for by the
BAA of which it becomes aware, including breaches of
unsecured PHI as required at 45 CFR 164.410, and any
security incident of which it becomes aware, provided that
with respect to Unsuccessful Security Incidents (as
defined below), Business Associate shall report to
Covered Entity any such Unsuccessful Security Incidents
that are material to the protection of Covered Entity’s PHI.
For purposes of this Business Associate Agreement, the
term “Unsuccessful Security Incident” shall mean any
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security incident that does not result in any unauthorized
access, use, disclosure, modification, or destruction of
ePHI or any interference with system operations in
Business Associate’s information system.
5.2. Notification. To assist Covered Entity in fulfilling its
responsibility to notify individuals and others of a breach
involving Unsecured PHI as required by HIPAA and
applicable state law, the notification shall include, to the
greatest extent reasonably possible:
i. Each individual whose unsecured PHI was subject
to the breach; and
ii. Any other available information Covered Entity is
required to include in its legally required notification
to individual(s) or others.
5.3. Mitigation. Business Associate shall mitigate, to the extent
practicable, any harmful effect that is known to Business
Associate of a use or disclosure of PHI by Business
Associate in violation of the requirements of this BAA.
6. Term and Termination.
6.1. Term. The Term of this BAA shall be effective as of the
last date signed and shall terminate without any further
action of the parties upon the expiration or termination of
the Contract or on the date Covered Entity terminates for
cause as authorized in paragraph 6.2 of this section,
whichever is sooner.
6.2. Termination for Cause. Covered Entity may terminate this
BAA if Business Associate has violated a material term of
the BAA and Business Associate has not cured the
breach or ended the violation within the time specified by
Covered Entity.
6.3. Obligations of Business Associate Upon Termination.
Upon termination of this BAA for any reason, Business
Associate, with respect to PHI received from Covered
Entity, or created, maintained, or received by Business
Associate on behalf of Covered Entity, shall:
i. Retain only that PHI which is necessary for Business
Associate to continue its proper management and
administration or to carry out its legal responsibilities;
ii. Return to Covered Entity or destroy the remaining
PHI that the Business Associate still maintains in
any form;
iii.Continue to use appropriate safeguards and comply
with Subpart C of 45 CFR Part 164 with respect to
ePHI to prevent use or disclosure of the PHI, other
than as provided for in this section, for as long as
Business Associate retains the PHI;
iv. Not use or disclose the PHI retained by Business
Associate other than for the purposes for which such
PHI was retained and subject to the same conditions
set forth in this BAA which applied prior to
termination; and
v. Return to Covered Entity or destroy the PHI retained
by Business Associate when it is no longer needed
by Business Associate for its proper management
and administration or to carry out its legal
responsibilities.
6.4. Survival. The obligations of Business Associate under this
section shall survive the termination of this BAA.
7.Designated Record Set. To the extent Business Associate
maintains PHI in a Designated Record Set, Business Associate
shall:
7.1. Make available PHI in a Designated Record Set to the
Covered Entity as necessary to satisfy Covered Entity’s
obligations under 45 CFR 164.524; and
7.2. Incorporate any amendments or corrections to PHI at the
request of Covered Entity in accordance with 45 CFR
164.526, or take other measures as necessary to satisfy
Covered Entity’s obligations under 45 CFR 164.526.
8.Accounting of Disclosures. Business Associate shall
maintain and make available the information required to
provide an accounting of disclosures to the Covered Entity as
necessary to satisfy Covered Entity’s obligations under 45 CFR
164.528.
9.Access to Records. Business Associate shall make its internal
practices, books, and records available to the Secretary of
Health and Human Services for purposes of determining
compliance with the HIPAA Rules.
10.Insurance. Business Associate shall maintain insurance
coverage in form and amount necessary to cover data loss
and/or damage or the unauthorized disclosure and/or
fraudulent use of data. Upon request, Business Associate shall
provide Covered Entity with a certificate of insurance
evidencing the coverage.
11.Privilege. No statutory or common law privilege, including
privileges established or recognized by the attorney-client,
accountant-client, or other legal privilege, shall be deemed to
have been waived by virtue of this BAA.
12.No Third-Party Beneficiaries. Nothing herein, express or
implied, is intended to or shall confer upon any other person or
entity any legal or equitable right, benefit, or remedy of any
nature whatsoever under or by reason of this BAA.
13.Integration. Any reference in this Agreement to a section of the
HIPAA/HITECH Final Omnibus Rule, and applicable
regulations, means the section as in effect as amended and for
which compliance is required.
14.General. This BAA is governed by, and shall be construed in
accordance with, the laws of the State of Texas. If any part of a
provision of this BAA is found illegal or unenforceable, it shall be
enforced to the maximum extent permissible, and the legality
and enforceability of the remainder of that provision and all other
provisions of this BAA shall not be affected. This BAA may be
modified, or any rights under it waived, only by a written
document executed by the authorized representatives of both
parties.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY
LEFT BLANK 109
Town of Trophy Club, Texas
August 1, 2022
Page 13
GENERAL
FORVIS, LLP Terms and Conditions Addendum
4. Termination. Either party may terminate these services in
good faith at any time for any reason, including Your failure to
1.Overview. This addendum describes FORVIS LLP’s standard
terms and conditions (“Terms and Conditions”) applicable to
Our provision of services to the Client (“You”). The Terms and
Conditions are a part of the contract between You and FORVIS,
LLP. For the purposes of the Terms and Conditions, any
reference to “Firm,” “We,” “Us,” or “Our” is a reference to
FORVIS, LLP (“FORVIS”), and any reference to “You” or “Your”
is a reference to the party or parties that have engaged Us to
provide services and the party or parties ultimately responsible
for payment of Our fees and costs.
BILLING, PAYMENT, & TERMINATION
2.Billing and Payment Terms. We will bill You for Our
professional fees and costs as outlined in Our contract. Unless
otherwise provided in Our contract, payment is due upon
receipt of Our billing statement. Interest will be charged on any
unpaid balance after 30 days at the rate of 10 percent per
annum, or as allowed by law at the earliest date thereafter, and
highest applicable rate if less than 10 percent. All fees, charges,
and other amounts payable to FORVIS hereunder do not
include any sales, use, excise, value-added, or other applicable
taxes, tariffs, or duties, payment of which shall be Your sole
responsibility, and do not include any applicable taxes based
on FORVIS’ net income or taxes arising from the employment
or independent contractor relationship between FORVIS and
FORVIS’ personnel.
We reserve the right to suspend or terminate Our work for this
engagement or any other engagement for nonpayment of fees.
If Our work is suspended or terminated, You agree that We will
not be responsible for Your failure to meet governmental and
other deadlines, for any penalties or interest that may be
assessed against You resulting from Your failure to meet such
deadlines, and for any other damages (including but not limited
to consequential, indirect, lost profits, or punitive damages)
incurred as a result of the suspension or termination of Our
services.
Our fees may increase if Our duties or responsibilities are
increased by rulemaking of any regulatory body or any
additional new accounting or auditing standards. Our
engagement fees do not include any time for post-engagement
consultation with Your personnel or third parties, consent letters
and related procedures for the use of Our reports in offering
documents, inquiries from regulators, or testimony or
deposition regarding any subpoena. Charges for such services
will be billed separately.
3.Billing Records. If these services are determined to be within
the scope and authority of Section 1861(v)(1)(I) of the Social
Security Act, We agree to make available to the Secretary of
Health and Human Services, or to the U.S. Comptroller
General, or any of their duly authorized representatives, such
of Our books, documents, and records that are necessary to
certify the nature and extent of Our services, until the expiration
of four (4) years after the furnishing of these services. This
contract allows access to contracts of a similar nature between
subcontractors and related organizations of the subcontractor,
and to their books, documents, and records.
comply with the terms of Our contract or as We determine
professional standards require. Both parties must agree, in
writing, to any future modifications or extensions. If services are
terminated, You agree to pay FORVIS for time expended to
date. In addition, You will be billed costs and fees for services
from other professionals, if any, as well as an administrative fee
of five (5) percent to cover certain technology and
administrative costs associated with Our services. Unless
terminated sooner in accordance with its terms, this
engagement shall terminate upon the completion of FORVIS’
services hereunder.
DISPUTES & DISCLAIMERS
5.Mediation. Any dispute arising out of or related to this
engagement will, prior to resorting to litigation, be submitted for
nonbinding mediation upon written request by either party. Both
parties agree to try in good faith to settle the dispute in
mediation. The mediator will be selected by agreement of the
parties. The mediation proceeding shall be confidential. Each
party will bear its own costs in the mediation, but the fees and
expenses of the mediator will be shared equally.
6.Indemnification. Unless disallowed by law or applicable
professional standards, You agree to hold FORVIS harmless
from any and all claims which arise from knowing
misrepresentations to FORVIS, or the intentional withholding or
concealment of information from FORVIS by Your management
or any partner, principal, shareholder, officer, director, member,
employee, agent, or assign of Yours. You also agree to
indemnify FORVIS for any claims made against FORVIS by
third parties, which arise from any wrongful actions of Your
management or any partner, principal, shareholder, officer,
director, member, employee, agent, or assign of Yours. The
provisions of this paragraph shall apply regardless of the nature
of the claim.
7.Statute of Limitations. You agree that any claim or legal
action arising out of or related to this contract and the services
provided hereunder shall be commenced no more than one (1)
year from the date of delivery of the work product to You or the
termination of the services described herein (whichever is
earlier), regardless of any statute of limitations prescribing a
longer period of time for commencing such a claim under law.
This time limitation shall apply regardless of whether FORVIS
performs other or subsequent services for You. A claim is
understood to be a demand for money or services, demand for
mediation, or the service of suit based on a breach of this
contract or the acts or omissions of FORVIS in performing the
services provided herein. This provision shall not apply if
enforcement is disallowed by applicable law or professional
standards.
8.Limitation of Liability. You agree that FORVIS’ liability, if any,
arising out of or related to this contract and the services
provided hereunder, shall be limited to the amount of the fees
paid by You for services rendered under this contract. This
limitation shall not apply to the extent it is finally, judicially
determined that the liability resulted from the intentional or110
Town of Trophy Club, Texas
August 1, 2022
Page 14
willful misconduct of FORVIS or if enforcement of this provision
is disallowed by applicable law or professional standards.
9.Waiver of Certain Damages. In no event shall FORVIS be
liable to You or a third party for any indirect, special,
consequential, punitive, or exemplary damages, including but
not limited to lost profits, loss of revenue, interruption, loss of
use, damage to goodwill or reputation, regardless of whether
You were advised of the possibility of such damages,
regardless of whether such damages were reasonably
foreseeable, and regardless of whether such damages arise
under a theory of contract, tort, strict liability, or otherwise.
10.Choice of Law. You acknowledge and agree that any dispute
arising out of or related to this contract shall be governed by the
laws of the State of Texas, without regard to its conflict of laws
principles.
11.WAIVER OF JURY TRIAL. THE PARTIES HEREBY AGREE
NOT TO ELECT A TRIAL BY JURY OF ANY ISSUE TRIABLE
OF RIGHT BY JURY, AND WAIVE ANY RIGHT TO TRIAL BY
JURY FULLY TO THE EXTENT THAT ANY SUCH RIGHT
SHALL NOW OR HEREAFTER EXIST WITH REGARD TO
THIS AGREEMENT, OR ANY CLAIM, COUNTERCLAIM, OR
OTHER ACTION ARISING IN CONNECTION THEREWITH.
THIS WAIVER OF RIGHT TO TRIAL BY JURY IS GIVEN
KNOWINGLY AND VOLUNTARILY BY THE PARTIES, AND
IS INTENDED TO ENCOMPASS INDIVIDUALLY EACH
INSTANCE AND EACH ISSUE AS TO WHICH THE RIGHT
TO A TRIAL BY JURY WOULD OTHERWISE ACCRUE.
12.Severability. In the event that any term or provision of this
agreement shall be held to be invalid, void, or unenforceable,
then the remainder of this agreement shall not be affected, and
each such term and provision of this agreement shall be valid
and enforceable to the fullest extent permitted by law.
13.Assignment. You acknowledge and agree that the terms and
conditions of this contract shall be binding upon and inure to
the parties’ successors and assigns, subject to applicable laws
and regulations.
14.Disclaimer of Legal or Investment Advice. Our services do
not constitute legal or investment advice.
RECORDS, WORKPAPERS, DELIVERABLES, &
PROPRIETARY INFORMATION
15.Maintenance of Records. You agree to assume full
responsibility for maintaining Your original data and records
and that FORVIS has no responsibility to maintain this
information. You agree You will not rely on FORVIS to provide
hosting, electronic security, or backup services, e.g., business
continuity or disaster recovery services, to You unless
separately engaged to do so. You understand that Your access
to data, records, and information from FORVIS’ servers, i.e.,
FORVIS portals used to exchange information, can be
terminated at any time and You will not rely on using this to host
Your data and records.
16.FORVIS Workpapers. Our workpapers and documentation
retained in any form of media for this engagement are the
property of FORVIS. We can be compelled to provide
information under legal process. In addition, We may be
requested by regulatory or enforcement bodies (including any
State Board) to make certain workpapers available to them
pursuant to authority granted by law or regulation. Unless We
are prohibited from doing so by law or regulation, FORVIS will
inform You of any such legal process or request. You agree We
have no legal responsibility to You in the event We determine
We are obligated to provide such documents or information.
17.Subpoenas or Other Legal Process. In the event FORVIS is
required to respond to any such subpoena, court order, or any
government regulatory inquiry or other legal process relating to
You or Your management for the production of documents
and/or testimony relative to information We obtained or
prepared incident to this or any other engagement in a matter
in which FORVIS is not a party, You shall compensate FORVIS
for all time We expend in connection with such response at
normal and customary hourly rates and to reimburse Us for all
out-of-pocket expenses incurred in regard to such response.
18.Use of Deliverables and Drafts. You agree You will not modify
any deliverables or drafts prepared by Us for internal use or for
distribution to third parties. You also understand that We may
on occasion send You documents marked as draft and
understand that those are for Your review purpose only, should
not be distributed in any way, and should be destroyed as soon
as possible.
Our report on any financial statements must be associated only
with the financial statements that were the subject of Our
engagement. You may make copies of Our report, but only if
the entire financial statements (exactly as attached to Our
report, including related footnotes) and any supplementary
information, as appropriate, are reproduced and distributed
with Our report. You agree not to reproduce or associate Our
report with any other financial statements, or portions thereof,
that are not the subject of Our engagement.
19.Proprietary Information. You acknowledge that proprietary
information, documents, materials, management techniques,
and other intellectual property are a material source of the
services We perform and were developed prior to Our
association with You. Any new forms, software, documents, or
intellectual property We develop during this engagement for
Your use shall belong to Us, and You shall have the limited right
to use them solely within Your business. All reports, templates,
manuals, forms, checklists, questionnaires, letters,
agreements, and other documents which We make available to
You are confidential and proprietary to Us. Neither You, nor any
of Your agents, will copy, electronically store, reproduce, or
make any such documents available to anyone other than Your
personnel. This provision will apply to all materials whether in
digital, “hard copy” format, or other medium.
REGULATORY
20.U.S. Securities and Exchange Commission (“SEC”) and
other Regulatory Bodies. Where We are providing services
either for (a) an entity that is registered with the SEC, (b) an
affiliate of such registrant, or (c) an entity or affiliate that is
subject to rules, regulations, or standards beyond those of the
American Institute of Certified Public Accountants (“AICPA”),
any term of this contract that would be prohibited by or impair
Our independence under applicable law or regulation shall not
apply to the extent necessary only to avoid such prohibition or
impairment.111
Town of Trophy Club, Texas
August 1, 2022
Page 15
21.Offering Document. You may wish to include Our report(s) on
financial statements in an exempt offering document. You
agree that any report, including any auditor’s report, or
reference to Our firm, will not be included in any such offering
document without notifying Us. Any agreement to perform work
in connection with an exempt offering document, including
providing agreement for the use of the auditor’s report in the
exempt offering document, will be a separate engagement.
Any exempt offering document issued by You with which We
are not involved will clearly indicate that We are not involved by
including a disclosure such as, “FORVIS, LLP, our independent
auditor, has not been engaged to perform and has not
performed, since the date of its report included herein, any
procedures on the financial statements addressed in that
report. FORVIS, LLP also has not performed any procedures
relating to this offering document.”
22.FORVIS Not a Municipal Advisor. FORVIS is not acting as
Your municipal advisor under Section 15B of the Securities
Exchange Act of 1934, as amended. As such, FORVIS is not
recommending any action to You and does not owe You a
fiduciary duty with respect to any information or
communications regarding municipal financial products or the
issuance of municipal securities. You should discuss such
matters with internal or external advisors and experts You
deem appropriate before acting on any such information or
material provided by FORVIS.
23.FORVIS Not a Fiduciary. In providing Our attest services, We
are required by law and our professional standards to maintain
our independence from You. We take this mandate very
seriously and thus guard against impermissible relationships
which may impair the very independence which You and the
users of Our report require. As such, You should not place upon
Us special confidence that in the performance of Our attest
services We will act solely in Your interest. Therefore, You
acknowledge and agree We are not in a fiduciary relationship
with You and We have no fiduciary responsibilities to You in the
performance of Our services described herein.
TECHNOLOGY
24.Electronic Sites. You agree to notify Us if You desire to place
Our report(s), including any reports on Your financial
statements, along with other information, such as a report by
management or those charged with governance on operations,
financial summaries or highlights, financial ratios, etc., on an
electronic site. You recognize that We have no responsibility to
review information contained in electronic sites.
25.Electronic Signatures and Counterparts. This contract and
other documents to be delivered pursuant to this contract may
be executed in one or more counterparts, each of which will be
deemed to be an original copy and all of which, when taken
together, will be deemed to constitute one and the same
agreement or document, and will be effective when
counterparts have been signed by each of the parties and
delivered to the other parties. Each party agrees that the
electronic signatures, whether digital or encrypted, of the
parties included in this contract are intended to authenticate this
writing and to have the same force and effect as manual
signatures. Delivery of a copy of this contract or any other
document contemplated hereby, bearing an original manual or
electronic signature by facsimile transmission (including a
facsimile delivered via the internet), by electronic mail in
“portable document format” (“.pdf”) or similar format intended to
preserve the original graphic and pictorial appearance of a
document, or through the use of electronic signature software,
will have the same effect as physical delivery of the paper
document bearing an original signature.
26.Electronic Data Communication and Storage. In the interest
of facilitating Our services to You, We may send data over the
internet, temporarily store electronic data via computer
software applications hosted remotely on the internet, or utilize
cloud-based storage. Your confidential electronic data may be
transmitted or stored using these methods. In using these data
communication and storage methods, We employ measures
designed to maintain data security. We use reasonable efforts
to keep such communications and electronic data secure in
accordance with Our obligations under applicable laws,
regulations, and professional standards.
You recognize and accept that We have no control over the
unauthorized interception or breach of any communications or
electronic data once it has been transmitted or if it has been
subject to unauthorized access while stored, notwithstanding
all reasonable security measures employed by Us. You consent
to Our use of these electronic devices and applications during
this engagement.
OTHER MATTERS
27.Cooperation. You agree to cooperate with FORVIS in the
performance of FORVIS’ services to You, including the
provision to FORVIS of reasonable facilities and timely access
to Your data, information, and personnel. You shall be
responsible for the performance of Your employees and agents.
28.Third-Party Service Providers. FORVIS may from time to
time utilize third-party service providers, including but not
limited to domestic software processors or legal counsel, or
disclose confidential information about You to third-party
service providers in serving Your account. FORVIS maintains,
however, internal policies, procedures, and safeguards to
protect the confidentiality and security of Your information. In
addition, FORVIS will secure confidentiality agreements with all
service providers to maintain the confidentiality of Your
information. If We are unable to secure an appropriate
confidentiality agreement, You will be asked to consent prior to
FORVIS sharing Your confidential information with the third-
party service provider.
29.Independent Contractor. When providing services to You, We
will be functioning as an independent contractor; and in no
event will We or any of Our employees be an officer of You, nor
will Our relationship be that of joint venturers, partners,
employer and employee, principal and agent, or any similar
relationship giving rise to a fiduciary duty to You. Decisions
regarding management of Your business remain the
responsibility of Your personnel at all times. Neither You nor
FORVIS shall act or represent itself, directly or by implication,
as an agent of the other or in any manner assume or create any
obligation on behalf of, or in the name of, the other.
112
Town of Trophy Club, Texas
August 1, 2022
Page 16
30.Use of FORVIS Name. Any time You intend to reference
FORVIS’ firm name in any manner in any published materials,
including on an electronic site, You agree to provide Us with
draft materials for review and approval before publishing or
posting such information.
31.Praxity. FORVIS is an independent accounting firm allowed to
use the name “Praxity” in relation to its practice. FORVIS is not
connected, however, by ownership with any other firm using the
name “Praxity.” FORVIS will be solely responsible for all work
carried out on Your behalf. In deciding to engage FORVIS, You
acknowledge that We have not represented to You that any
other firm using the name “Praxity” will in any way be
responsible for Our work.
32.Entire Agreement. The contract, including this Terms and
Conditions Addendum and any other attachments or addenda,
encompasses the entire agreement between You and FORVIS
and supersedes all previous understandings and agreements
between the parties, whether oral or written. Any modification
to the terms of this contract must be made in writing and signed
by both You and FORVIS.
33.Force Majeure. We shall not be held responsible for any failure
to fulfill Our obligations if such failure was caused by
circumstances beyond Our control, including, without limitation,
fire or other casualty, act of God, act of terrorism, strike or labor
dispute, war or other violence, explosion, flood or other natural
catastrophe, epidemic or pandemic, or any law, order, or
requirement of any governmental agency or authority affecting
either party, including without limitation orders incident to any
such epidemic or pandemic, lockdown orders, stay-at-home
orders, and curfews.
113
8550 United Plaza Blvd., Ste. 1001 – Baton Rouge, LA 70809
225-922-4600 Phone – 225-922-4611 Fax – pncpa.com
Postlethwaite & Netterville and Associates, L.L.C.
Report on the Firm’s System of Quality Control
To the Partners of BKD, LLP
and the National Peer Review Committee
We have reviewed the system of quality control for the accounting and auditing practice of BKD, LLP (the firm)
applicable to engagements not subject to PCAOB permanent inspection in effect for the year ended May 31, 2020.
Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews
established by the Peer Review Board of the American Institute of Certified Public Accountants (Standards).
A summary of the nature, objectives, scope, limitations of, and the procedures performed in a System Review as
described in the Standards may be found at www.aicpa.org/prsummary. The summary also includes an explanation
of how engagements identified as not performed or reported in conformity with applicable professional standards, if
any, are evaluated by a peer reviewer to determine a peer review rating.
Firm’s Responsibility
The firm is responsible for designing a system of quality control and complying with it to provide the firm with
reasonable assurance of performing and reporting in conformity with applicable professional standards in all material
respects. The firm is also responsible for evaluating actions to promptly remediate engagements deemed as not
performed or reported in conformity with professional standards, when appropriate, and for remediating weaknesses
in its system of quality control, if any.
Peer Reviewer’s Responsibility
Our responsibility is to express an opinion on the design of the system of quality control and the firm’s compliance
therewith based on our review.
Required Selections and Considerations
Engagements selected for review included engagements performed under Government Auditing Standards, including
compliance audits under the Single Audit Act; audits of employee benefit plans, audits performed under FDICIA, an
audit of a broker-dealer, and examinations of service organizations [SOC 1 and SOC 2 engagements].
As part of our peer review, we considered reviews by regulatory entities as communicated to the firm, if applicable,
in determining the nature and extent of our procedures.
Opinion
In our opinion, the system of quality control for the accounting and auditing practice of BKD, LLP applicable to
engagements not subject to PCAOB permanent inspection in effect for the year ended May 31, 2020, has been suitably
designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity
with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with
deficiency(ies) or fail. BKD, LLP has received a peer review rating of pass.
Baton Rouge, Louisiana
November 2, 2020 114
Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of three utility trailers and one enclosed trailer
Town Council Meeting, October 25, 2022
Background and Explanation:
Staff is requesting the authorization for the purchase of one enclosed trailer and replacements
of three utility trailers. The enclosed trailer will be utilized as storage for our community events
supplies and transporting supplies to each event, this productive method will reduce our Parks
Team labor and time before and after each event. The three utility trailers are utilized to
transport landscape materials and equipment and debris haul off. They are in need
of replacement as they are approximately 18 years old and also in need of repair as the axles
are worn and the floorboards need to be replaced; all three trailers will be scheduled for
auction once the new trailers are purchased.
The total cost for the trailers is $30,352 and budgeted within the FY2022 – 2023 Parks Capital
Replacement line item 07-400-83700. North Texas Trailers is part of the Buyboard purchasing
cooperative program and meets all bidding requirements.
115
PO Number
Date :9/27/2022 Department Parks and Rec.
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
1 5,863.75 5,863.75$
1 5,688.00 5,688.00$
1 5,868.50 5,868.50$
1 12,931.75 12,931.75$
-$
-$
-$
-$
-$
Co-op info:
Total 30,352.00$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Description
2022 MAXXD 83"x18' Tandem 10k Utility Trailer - solid side walls
2022 MAXXD 7'x18' 10k Utility Trailer
2022 MAXXD 83"x20' 10k Dovetail Trailer
Vendor Packet Active? - Yes
Attachments - North Texas Trailers Estimate Ref#23604, #23605, #23606 and #23607
Budget Information - Budgeted for FY 22 - 23
Buy Board #599-19
PURCHASE REQUISITION FORM
Vendor (Name & Address)
North Texas Trailers LLC
3901 E. Loop 820 South
Fort Worth, TX 76119
2023 Pace 8.5"x20' - Enclosed Trailer
07-400-83700
07-400-83700
07-400-83700
07-400-83700
116
Agenda Item 9-10North TX Trailers
3901 E. Loop 820 South
North Texas Trailers LLC
Quote Only
Sales Person Email: ftwsales3@ntxtrailers.com(817) 496-3800
Ft. Worth, TX 76119
Ref # 23604
Date: 09/27/2022
Sales Person: James M Gorrell
(817) 496-3814Fax:
Town Of Trophy Club
County: DENTON
100 Municipal Drive
Customer:
Address:
Email: tjaramillo@trophyclub.orgTrophy Club, TX 76262
(817) 538-1489Home:
Balance or Amount Financed
Total Amount Due
Net Selling Price
Sales Price
Selling Price Summary
Odometer:
$0.00
Date
Monthly Payment
$0.00Trade Allowance(s)
$0.00
0.00%
New 2023 PACE PSABC8.5X20TE3FF 8.5X20 7' INT SPARE TIRE
Discount
Rebate
Prep Fee
Road & Bridge Fee
$15,495.00
$2,736.50
$0.00
$12,758.50
$100.00
$0.00
Optional Equipment & Accessories
Buyer Signature
Manager Signature
Buyer Signature
Motor Vehicle Tax
e-Tag Fee
Trade Payoff(s)
$0.00
$5.00
$0.00
Term:
APR:
0 months
VIN Mileage Weight
5JWPC2022PX013007 4000
Program Fee $0.00
Less Down Payment
$12,931.75
Trade 1 Vin:
Trade:
$0.00 $0.00
$12,931.75
*** BuyBoard Contract# 599-19 ***
*** NET 30 ***
PSABC8.5X20TE3FF - In-Stock MSRP -- 15495.00
In-stock Dealer Discount -- (-2065.00)
Prep/TempTag/Insp -- 173.25
Additional BuyBoard Discount -- (-671.50)
**Currently In-Stock with Limited Availability
Title Certificate $0.00
License Fee $0.00
**Requires Signed Invoice and PO to Secure Unit
Document Fee $50.00
Dealer Inventory Tax $0.00
Inspection Fee $18.25
Finance Company:
Address:
Less Deposit $0.00
Date
Date
Ext Color #Int Color.
White
Optional Equipment & Accessories $0.00
Loan Information
N/A
N/A
Description of Purchase
GVW
10000
Length
20
Width
8.5
Allowance:Payoff:
Stock Number:PA13007
Quote OnlyPrinted: Sep 27, 2022 Page 1 of 2 Init. ______EL-BO-ACC
117
Agenda Item 9-10
North TX Trailers
POTENTIAL PRICE INCREASE(S) POLICY
I acknowledge that I am custom ordering a trailer from North Texas Trailers and the price reflected in this quote is an ESTIMATE only. Final price
could be effected by future price increase(s) imposed by our manufacture which are out of North Texas Trailers control.
IN THE EVENT THAT THE MANUFACTURES IMPOSES PRICE INCREASE(S) YOU WILL BE PROVIDED WITH A COPY OF THE PRICE
INCREASE(S) AT TIME OF FINAL PAYMENT AND YOUR FINAL PRICE WILL INCREASE BY AN AMOUNT EQUAL TO THE MANUFACTURE
PRICE INCREASE(S) PLUS ADDITIONAL TAXES.
I FURTHER ACKNOWLEDGE THAT I AM PLACING A 25% Non-refund able PARTIAL PAYMENT ON THIS ORDER. THIS PARTIAL PAYMENT
HAS BEEN APPLIED TO MY TOTAL BALANCE DUE. IF I CHOOSE TO NOT TAKE POSSESSION OF THE UNIT I AGREE TO FORFEIT THE
PARTIAL PAYMENT.
MY INITIALS HERE INDICATE MY UNDERSTANDING AND APPROVAL OF THE POLICY DETAILED ABOVE:
CUSTOMER INITIALS: _______________________________
Terms & Conditions
Quote OnlyPrinted: Sep 27, 2022 Page 2 of 2 Init. ______EL-BO-ACC
118
3901 E. Loop 820 South
North Texas Trailers LLC
Quote Only
Sales Person Email: ftwsales3@ntxtrailers.com(817) 496-3800
Ft. Worth, TX 76119
Ref # 23605
Date: 09/27/2022
Sales Person: James M Gorrell
(817) 496-3814Fax:
Town Of Trophy Club
County: DENTON
100 Municipal Drive
Customer:
Address:
Email: tjaramillo@trophyclub.orgTrophy Club, TX 76262
(817) 538-1489Home:
Balance or Amount Financed
Total Amount Due
Net Selling Price
Sales Price
Selling Price Summary
Odometer:
$0.00
Date
Monthly Payment
$0.00Trade Allowance(s)
$0.00
0.00%
New 2022 MAXXD U4X8318 7X18 TANDEM 10K UTILITY
Discount
Rebate
Prep Fee
Road & Bridge Fee
$6,355.00
$664.50
$0.00
$5,690.50
$100.00
$0.00
Optional Equipment & Accessories
Buyer Signature
Manager Signature
Buyer Signature
Motor Vehicle Tax
e-Tag Fee
Trade Payoff(s)
$0.00
$5.00
$0.00
Term:
APR:
0 months
VIN Mileage Weight
5R8BU182XNM092770 2400
Program Fee $0.00
Less Down Payment
$5,863.75
Trade 1 Vin:
Trade:
$0.00 $0.00
$5,863.75
*** BuyBoard Contract# 599-19 ***
*** NET 30 ***
U4X8318 - In-Stock MSRP -- 6355.00
7x18 with 2" Toprail, Flat Floor and 2' Solid Sides
In-stock Dealer Discount -- (-365.00)
Prep/TempTag/Insp -- 173.25
Additional BuyBoard Discount -- (-299.50)
Title Certificate $0.00
License Fee $0.00
**Currently In-Stock with Limited Availability
Document Fee $50.00
Dealer Inventory Tax $0.00
Inspection Fee $18.25
**Requires Signed Invoice and PO to Secure Unit
Finance Company:
Address:
Less Deposit $0.00
Date
Date
Ext Color #Int Color.
Gray
Optional Equipment & Accessories $0.00
Loan Information
N/A
N/A
Description of Purchase
GVW
10000
Length
18
Width
83
Allowance:Payoff:
Stock Number:MX92770
Quote OnlyPrinted: Sep 27, 2022 Page 1 of 2 Init. ______EL-BO-ACC
119
Agenda Item 9-10
North TX Trailers
POTENTIAL PRICE INCREASE(S) POLICY
I acknowledge that I am custom ordering a trailer from North Texas Trailers and the price reflected in this quote is an ESTIMATE only. Final price
could be effected by future price increase(s) imposed by our manufacture which are out of North Texas Trailers control.
IN THE EVENT THAT THE MANUFACTURES IMPOSES PRICE INCREASE(S) YOU WILL BE PROVIDED WITH A COPY OF THE PRICE
INCREASE(S) AT TIME OF FINAL PAYMENT AND YOUR FINAL PRICE WILL INCREASE BY AN AMOUNT EQUAL TO THE MANUFACTURE
PRICE INCREASE(S) PLUS ADDITIONAL TAXES.
I FURTHER ACKNOWLEDGE THAT I AM PLACING A 25% Non-refund able PARTIAL PAYMENT ON THIS ORDER. THIS PARTIAL PAYMENT
HAS BEEN APPLIED TO MY TOTAL BALANCE DUE. IF I CHOOSE TO NOT TAKE POSSESSION OF THE UNIT I AGREE TO FORFEIT THE
PARTIAL PAYMENT.
MY INITIALS HERE INDICATE MY UNDERSTANDING AND APPROVAL OF THE POLICY DETAILED ABOVE:
CUSTOMER INITIALS: _______________________________
Terms & Conditions
Quote OnlyPrinted: Sep 27, 2022 Page 2 of 2 Init. ______EL-BO-ACC
120
3901 E. Loop 820 South
North Texas Trailers LLC
Quote Only
Sales Person Email: ftwsales3@ntxtrailers.com(817) 496-3800
Ft. Worth, TX 76119
Ref # 23606
Date: 09/27/2022
Sales Person: James M Gorrell
(817) 496-3814Fax:
Town Of Trophy Club
County: DENTON
100 Municipal Drive
Customer:
Address:
Email: tjaramillo@trophyclub.orgTrophy Club, TX 76262
(817) 538-1489Home:
Balance or Amount Financed
Total Amount Due
Net Selling Price
Sales Price
Selling Price Summary
Odometer:
$0.00
Date
Monthly Payment
$0.00Trade Allowance(s)
$0.00
0.00%
New 2022 MAXXD U4X8320 83X20 10K DOVETAIL
Discount
Rebate
Prep Fee
Road & Bridge Fee
$6,990.00
$1,294.75
$0.00
$5,695.25
$100.00
$0.00
Optional Equipment & Accessories
Buyer Signature
Manager Signature
Buyer Signature
Motor Vehicle Tax
e-Tag Fee
Trade Payoff(s)
$0.00
$5.00
$0.00
Term:
APR:
0 months
VIN Mileage Weight
5R8BU202XNM094763 2500
Program Fee $0.00
Less Down Payment
$5,868.50
Trade 1 Vin:
Trade:
$0.00 $0.00
$5,868.50
*** BuyBoard Contract# 599-19 ***
*** NET 30 ***
U4X8320 - In-Stock MSRP -- 6990.00
7x20 with 2" Toprail and 2' Dovetail
In-stock Dealer Discount -- (-995.00)
Prep/TempTag/Insp -- 173.25
Additional BuyBoard Discount -- (-299.75)
Title Certificate $0.00
License Fee $0.00
**Currently In-Stock with Limited Availability
Document Fee $50.00
Dealer Inventory Tax $0.00
Inspection Fee $18.25
**Requires Signed Invoice and PO to Secure Unit
Finance Company:
Address:
Less Deposit $0.00
Date
Date
Ext Color #Int Color.
Gray
Optional Equipment & Accessories $0.00
Loan Information
N/A
N/A
Description of Purchase
GVW
9990
Length
20
Width
83
Allowance:Payoff:
Stock Number:MX94763
Quote OnlyPrinted: Sep 27, 2022 Page 1 of 2 Init. ______EL-BO-ACC
121
Agenda Item 9-10
North TX Trailers
POTENTIAL PRICE INCREASE(S) POLICY
I acknowledge that I am custom ordering a trailer from North Texas Trailers and the price reflected in this quote is an ESTIMATE only. Final price
could be effected by future price increase(s) imposed by our manufacture which are out of North Texas Trailers control.
IN THE EVENT THAT THE MANUFACTURES IMPOSES PRICE INCREASE(S) YOU WILL BE PROVIDED WITH A COPY OF THE PRICE
INCREASE(S) AT TIME OF FINAL PAYMENT AND YOUR FINAL PRICE WILL INCREASE BY AN AMOUNT EQUAL TO THE MANUFACTURE
PRICE INCREASE(S) PLUS ADDITIONAL TAXES.
I FURTHER ACKNOWLEDGE THAT I AM PLACING A 25% Non-refund able PARTIAL PAYMENT ON THIS ORDER. THIS PARTIAL PAYMENT
HAS BEEN APPLIED TO MY TOTAL BALANCE DUE. IF I CHOOSE TO NOT TAKE POSSESSION OF THE UNIT I AGREE TO FORFEIT THE
PARTIAL PAYMENT.
MY INITIALS HERE INDICATE MY UNDERSTANDING AND APPROVAL OF THE POLICY DETAILED ABOVE:
CUSTOMER INITIALS: _______________________________
Terms & Conditions
Quote OnlyPrinted: Sep 27, 2022 Page 2 of 2 Init. ______EL-BO-ACC
122
3901 E. Loop 820 South
North Texas Trailers LLC
Quote Only
Sales Person Email: ftwsales3@ntxtrailers.com(817) 496-3800
Ft. Worth, TX 76119
Ref # 23607
Date: 09/27/2022
Sales Person: James M Gorrell
(817) 496-3814Fax:
Town Of Trophy Club
County: DENTON
100 Municipal Drive
Customer:
Address:
Email: tjaramillo@trophyclub.orgTrophy Club, TX 76262
(817) 538-1489Home:
Balance or Amount Financed
Total Amount Due
Net Selling Price
Sales Price
Selling Price Summary
Odometer:
$0.00
Date
Monthly Payment
$0.00Trade Allowance(s)
$0.00
0.00%
New 2022 MAXXD U4X8318 7X18 10K UTILITY
Discount
Rebate
Prep Fee
Road & Bridge Fee
$6,700.00
$1,185.25
$0.00
$5,514.75
$100.00
$0.00
Optional Equipment & Accessories
Buyer Signature
Manager Signature
Buyer Signature
Motor Vehicle Tax
e-Tag Fee
Trade Payoff(s)
$0.00
$5.00
$0.00
Term:
APR:
0 months
VIN Mileage Weight
5R8BU1820NM093345 2200
Program Fee $0.00
Less Down Payment
$5,688.00
Trade 1 Vin:
Trade:
$0.00 $0.00
$5,688.00
*** BuyBoard Contract# 599-19 ***
*** NET 30 ***
U4X8318 - In-Stock MSRP -- 6700.00
7x18 with 2" Toprail and Flat Floor
In-stock Dealer Discount -- (-895.00)
Prep/TempTag/Insp -- 173.25
Additional BuyBoard Discount -- (-290.25)
Title Certificate $0.00
License Fee $0.00
**Currently In-Stock with Limited Availability
Document Fee $50.00
Dealer Inventory Tax $0.00
Inspection Fee $18.25
**Requires Signed Invoice and PO to Secure Unit
Finance Company:
Address:
Less Deposit $0.00
Date
Date
Ext Color #Int Color.
Gray
Optional Equipment & Accessories $0.00
Loan Information
N/A
N/A
Description of Purchase
GVW
10000
Length
18
Width
7
Allowance:Payoff:
Stock Number:MX93345
Quote OnlyPrinted: Sep 27, 2022 Page 1 of 2 Init. ______EL-BO-ACC
123
Agenda Item 9-10
North TX Trailers
POTENTIAL PRICE INCREASE(S) POLICY
I acknowledge that I am custom ordering a trailer from North Texas Trailers and the price reflected in this quote is an ESTIMATE only. Final price
could be effected by future price increase(s) imposed by our manufacture which are out of North Texas Trailers control.
IN THE EVENT THAT THE MANUFACTURES IMPOSES PRICE INCREASE(S) YOU WILL BE PROVIDED WITH A COPY OF THE PRICE
INCREASE(S) AT TIME OF FINAL PAYMENT AND YOUR FINAL PRICE WILL INCREASE BY AN AMOUNT EQUAL TO THE MANUFACTURE
PRICE INCREASE(S) PLUS ADDITIONAL TAXES.
I FURTHER ACKNOWLEDGE THAT I AM PLACING A 25% Non-refund able PARTIAL PAYMENT ON THIS ORDER. THIS PARTIAL PAYMENT
HAS BEEN APPLIED TO MY TOTAL BALANCE DUE. IF I CHOOSE TO NOT TAKE POSSESSION OF THE UNIT I AGREE TO FORFEIT THE
PARTIAL PAYMENT.
MY INITIALS HERE INDICATE MY UNDERSTANDING AND APPROVAL OF THE POLICY DETAILED ABOVE:
CUSTOMER INITIALS: _______________________________
Terms & Conditions
Quote OnlyPrinted: Sep 27, 2022 Page 2 of 2 Init. ______EL-BO-ACC
124
Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of Shade Structure at Harmony Park
Town Council Meeting, October 25, 2022
Background and Explanation:
The large playground shade structure at Harmony Park was damaged during a storm on June 1,
2022. Staff contacted the vendor to inquire if the shade structure was still under any warranty
and found out it was not.
The total cost of the shade structure replacement is in the amount of $25,810.49 through
Cunningham Recreation. The damage was submitted as a claim to the town’s insurance for
repair reimbursement; the town received a compensation amount of $24,810.49 from the claim,
however a $1,000 deductible was required Cunningham Recreation is a part of the BuyBoard
cooperative program and meets all bidding requirements.
125
Town of Trophy Club
Attn: Tony Jaramillo
500 Parkview Drive
Trophy Club, TX 76262
Phone: 817-538-1489
Fax:817-490-0705
tjaramillo@trophyclub.org
Ship to Zip 75126
Quantity Part # Description Unit Price Amount
1 SS HIP
FABRIC
REPL
USA Shade - Replacement Fabric with Cables and Clamps for 50' x 65' Shade Structure $21,536.14 $21,536.14
1 INSTALL MISC - Installation of Above Shade Fabric and Cables Only-
No other site work, demoli on or concrete work included. Acquisi on of any and
all permits is the sole responsibility of the customer.
$3,641.98 $3,641.98
Contract: Buy Board Contract #592-19 Sub Total $25,178.12
Freight $632.37
Total $25,810.49
Comments
Freight Calculated to Installer Address
DUE TO FLUCTUATING FUEL COSTS, FREIGHT SHOWN IS ESTIMATED FREIGHT. ACTUAL FREIGHT WILL BE DETERMINED AT THE TIME
OF YOUR ORDER. PLEASE FEEL FREE TO CONTACT US TO VERIFY CURRENT FREIGHT CHARGES PRIOR TO PLACING YOUR ORDER.
TERMS & CONDITIONS:
PRICING: Due to volitile economic demand, pricing is valid for 30 days. Pricing is subject to change. Request updated pricing
when purchasing from quotes more than 30 days old.
PAYMENT TERMS: Net 30 days subject to approval by Credit Manager. A signed P.O. made out to Cunningham Recreation or this signed
quotation is required for all orders unless otherwise noted. Equipment shall be invoiced separately from other services and shall be payable
in advance of those services and project completion. Checks should be made payable to Cunningham Recreation unless otherwise
directed.
FINANCE CHARGE: A 1.5% monthly finance charge (or as permitted by law) will be added to invoices over 30 days past due.
TAXES: Taxes will be be shown as a separate line item when included. Any applicable taxes not shown will be added to final invoice. A copy
of your tax exemption certificate must be submitted at time of order or taxes will be added to your invoice.
SHIPMENT: Multiple shipments may be required based on point of origin. Above costs assume one shipment for each vendor quoted.
LEAD TIME: Standard orders ship 12-14 weeks after receipt of order and acceptance of your purchase order, color selections, approved
submittals (if required) unless otherwise noted. Custom equipment and shades may require a longer lead times. Surfacing lead time is
approximately 2 weeks after scheduling request.
DELIVERY: It is the responsibility of the owner to offload and inventory equipment, unless other arrangements have been made. Missing or
damaged equipment must be reported within 60 days of acceptance of delivery.
Cunningham Recreation
PO Box 240981
Charlotte, NC 28224
800.438.2780
704.525.7356 FAX
www.cunninghamrec.com
10/05/2022
Quote #
62255-02-02
Harmony Park - Shade Fabric Replacement - Rev 1
Page 1 of 3
Agenda Item 9-11
Cunningham Recreation
INSTALLATION CONDITIONS:
ACCESS: Site should be clear, level and allow for unrestricted access of trucks and machinery.
STORAGE: Customer is responsible for providing a secure location to off-load and store the equipment during the installation process.
Once equipment has delivered to the site, the owner is responsible should theft or vandalism occur unless other arrangements are made
and noted on the quotation.
FOOTER EXCAVATION: Installation pricing is based on footer excavation through earth/soil only. Customer shall be responsible for
unknown conditions such as buried utilities (public & private), tree stumps, rock, or any concealed materials or conditions that may result in
additional labor or materials cost.
UTILITIES: Installer will contact 811 to locate all public utilities prior to layout and excavation of any footer holes. Owner is responsible for
locating any private utilities.
ADDITIONAL COSTS: Pricing is based on a single mobilization for installation unless otherwise noted. Price includes ONLY what is stated
in this quotation. If additional site work or specialized equipment is required, pricing is subject to change.
ACCEPTANCE OF QUOTATION:
Acceptance of this proposal indicates your agreement to the terms and conditions stated herein.
Accepted By (printed): _________________________________ Title: ________________________________
Telephone: __________________________________________ Fax: ________________________________
P.O. Number:_________________________________________ Date: _______________________________
Purchase Amount: $25,810.49
SALES TAX EXEMPTION CERTIFICATE #:___________________________
(PLEASE PROVIDE A COPY OF CERTIFICATE)
_______________________________________________ ____________________________________________
Salesperson's Signature Customer Signature
Cunningham Recreation
PO Box 240981
Charlotte, NC 28224
800.438.2780
704.525.7356 FAX
www.cunninghamrec.com
10/05/2022
Quote #
62255-02-02
Harmony Park - Shade Fabric Replacement - Rev 1
Page 2 of 3
BILLING INFORMATION:
Bill to: ______________________________________________________
Contact: ____________________________________________________
Address: ____________________________________________________
Address: ____________________________________________________
City, State: __________________________________ Zip: _____________
Tel: __________________________ Fax: __________________________
E-mail: ______________________________________________________
SHIPPING INFORMATION:
Ship to: _____________________________________________________
Contact: ____________________________________________________
Address: ____________________________________________________
Address: ____________________________________________________
City, State: __________________________________ Zip: _____________
Tel: __________________________ Fax: __________________________
E-mail: ______________________________________________________
Cunningham Recreation
PO Box 240981
Charlotte, NC 28224
800.438.2780
704.525.7356 FAX
www.cunninghamrec.com
10/05/2022
Quote #
62255-02-02
Harmony Park - Shade Fabric Replacement - Rev 1
Page 3 of 3
PO Number
Date :10/17/2022 Department Parks and Rec.
Delivery Address Project#003
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
1 25,810.49 25,810.49$
-$
-$
-$
-$
-$
-$
-$
-$
Co-op info:
Total 25,810.49$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Charlotte, NC 28224
01-400-65100
Project 003
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Cunningham Recreation
PO Box 240981
Description
Harmony Park large shade fabric replacment
Vendor Packet Active? - Yes
Attachments - Harmony Park Shade Fabric Replacement estimate
Budget Information -
Agenda Item 9-11Cunningham Recreation
Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Replacement Procurement of a Ford F250 Crew Cab Work Vehicle
Town Council Meeting, October 25, 2022
Background and Explanation:
In accordance with the Town’s vehicle replacement policy, staff is requesting authorization for
the replacement of a 2011 Ford F250 Parks vehicle #4002 with a 2023 Ford F250. The Ford
F250 #4002 will be scheduled to be auctioned and is valued in its current condition at $9,995.
It has been scheduled for repairs within the last two years for a total of approximately $3,000
and currently has an oil leak.
The replacement purchase was approved as part of the Capital Replacement Plan within the
FY2022-2023 budget. The chosen vendor is a part of Goodbuy purchasing cooperative
program and therefore meets all bidding requirements.
130
PO Number
Date :9/16/2022 Department Parks and Rec.
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
1 29,272.00 29,272.00$
1 1,845.00 1,845.00$
1 27,322.00 27,322.00$
1 533.75 533.75$
1 300.00 300.00$
-$
-$
-$
-$
Co-op info:
Total 59,272.75$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Description
2023 F250 Crew Cab 4X4
Magnum Amber LED Lightbar with Traffic Advisor
Additional Factory Options
Vendor Packet Active? - Yes
Attachments - GoodBuy Estimate
Budget Information - Coded for FY 2022-23
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Silsbee Ford
1211 Hwy 96 N.
Silsbee, Texas 77656
Delivery Charge
Administration Fee
07-400-83700
07-400-83700
07-400-83700
07-400-83700
07-400-83700
131
Agenda Item 9-12
Silsbee Ford
Prepared by:
Phone:
Email:
Date:
A.7A24 29,272.00$
B.Factory Options
Code Bid Price Code Bid Price
W2B 15,395.00$ -$
Z1 -$ 96S 595.00$
AS -$
99T 10,495.00$
-$
90L 1,350.00$
525 235.00$
52B 300.00$
X3H 390.00$
-$
28,760.00$
(1,438.00)$
C.Additional Options [not to exceed 25%]$=3.2 %
Bid Price Bid Price
1,575.00$
270.00$
1,845.00$
D.Floor Plan Interest (for in-stock and/or equipped vehicles):-$
E.Lot Insurance (for in-stock and/or equipped vehicles):-$
F.Contract Price Adjustment:-$
G.Additional Delivery Charge:305 miles 533.75$
H.Subtotal:58,972.75$
I.Quantity Ordered 1 x K =58,972.75$
J.Trade in:-$
K.300.00$
L.TOTAL PURCHASE PRICE INCLUDING GOODBUY FEE 59,272.75$
September 16, 2022
TJARAMILLO@TROPHYCLUB.ORG
TRAFFIC ADVISOR
TONY JARAMILLO 682.831.4683
6.7L V8 DIESEL
Product Description:
Published Option Discount (5%)
Total of B. Published Options:
ELECTRONIC SHIFT ON THE FLY
GOODBUY 22-22 8F000 VEHICLES www.purchasing.esc2.net
VENDOR--Silsbee Ford, 1211 Hwy 96 N., Silsbee TX 77656
TOWN OF TROPHY CLUBEnd User:
Contact:
Email:rhyder.cowboyfleet@gmail.com
RICHARD HYDER
(409)300-1385
REAR VIEW CAMERA
PRODUCT PRICING SUMMARY
A. Base Price:
SPRAY IN BEDLINER
Options
Bid Item:
EXTERIOR WHITE
INTERIOR GRAY VINYL 40/20/40
INSTALLATION
FORD F250 CREW CAB PICKUP
SO MAGNUM AMBER LED LIGHTBAR WITH
POWER EQUPMENT GROUP
BLUETOOTH
Options
Options
2023 F250 CREW CAB 4X4 8'' BED
Options
Total of C. Unpublished Options:
GOODBUY Administrative Fee ($300 per purchase order)
3.31 ELECTRONIC LOCKING AXLE
TRAILER BRAKE CONTROLLER
CRUISE
132
Agenda Item 9-12Silsbee Ford
Town of Trophy Club
Fleet Replacement Policy
General Policy
It is the policy of the Town of Trophy Club to provide staff with the tools needed
to do the job in a professional, competent, and safe manner. Among the biggest “tools” in
accomplishing the task are motor vehicles. In addition, these items are a very substantial
financial investment and need to be handled in the most economic manner to the Town,
both in their operation and in maximizing their disposal value.
Each vehicle has a number of “lives”. Vehicles have a service life, which is the
amount of time a vehicle is capable of rendering service. Vehicles have a technological
life, which is the amount of time a vehicle is capable of rendering service. Vehicles have
a technological life, which represents the relative productivity decline of the unit as
compared to newer models. Most important, a vehicle has an economic life, which is the
length of time the average total vehicles cost is at a minimum. The unit expenses and
costs should be considered in determining fleet replacement recommendations; the
following is a list of those expenses/costs:
1.Fuel Costs
2.Operation Costs
3.Maintenance Costs, to include parts availability
4.Downtime
5.Technological Obsolescence
6.Condition
7.Safety
The realities of the budget process, monetary restrictions, and administrative
policies will limit the replacement that can be made each year, and that priorities must be
set to determine which vehicles to replace with available funds. The purpose of this
policy is to set forth an outline for user departments, in cooperation with the Finance
Department to establish these priorities for recommendation to management.
Equipment Replacement Evaluation and Criteria
Vehicles will be evaluated by four criteria: age, mileage, operation &
maintenance cost, condition of body, and mechanical components. A baseline is set for
each criterion and points are assigned, depending on how the item’s data compares to the
base standard. The ratings are low, base (equal to the standard), high and extreme. Points
are assigned as follows: 1-low, 2-base, 3-high, and 4-extreme.
Any point total equaling or exceeding eleven (11) indicates that the vehicle should
be recommended for replacement. The point total is used to rank its replacement priority,
and the larger the number the higher the replacement priority will be. A priority ranking
133
Agenda Item 9-12
TC Fleet Replacement Policy
will be developed for the entire fleet by class of vehicle regardless of departmental
assignment.
Priority ranking is intended to serve as a guide and should be considered along with
manager recommendation. Special circumstances might present themselves such that a
vehicle may not meet the criteria for recommendation to replace, but due to
circumstances not captured in the policy a department head may recommend to replace
early. Or on the contrary, a vehicle may meet the criteria for replacement but the manager
might recommend delaying replacement because they feel the vehicle can still be of use
with little maintenance costs.
The following is a brief explanation of the rating criteria:
Age: based on the experience in the class of equipment and industry standards as
recommended by the Government Services Administration, State standards, other cities,
etc., and intended to reflect the least cost and highest resale value to the Town.
Mileage/Hours: based on the experience in the class of equipment and industry standards
as recommended by the Government Services Administration, State standards, other
cities, etc., and intended to reflect the least cost and highest resale value to the Town.
Maintenance Cost: The base cost will be a total of maintenance and repair costs as a
percentage of the original purchase price. Accident and warranty repairs are not to be
included in this total.
Condition: a physical evaluation made for each vehicle that meets or exceeds the base
standards for age, mileage, and maintenance costs. The criteria would be an assignment
of a repair cost as a percentage of the book value of the vehicle. Vehicle history, such as
accidents would also be considered at this point.
Comments and Other Considerations: This is where the Department Manager can
comment on vehicle history, costs, technological changes, safety items, ect. that should
be considered in the evaluation
134
Replacement Parameters
Age
Condition Points
Below base replacement age 0
< 1 year over base 1
1-2 years over base 2
3-4 years over base 3
4+ years over base 4
Mileage
Condition Points
Below base replacement mileage 0
Base + < 10,000 miles (600 hours) 1
Base + 10,000-20,000 miles (600-1,200 hours) 2
Base + 20,000 miles (+1,200 hours) 3
Maintenance Cost
Condition Points
< 5% of the purchase cost 1
5% to 12% of purchase cost 2
13% to 25% of purchase cost 3
> then 25% of purchase cost 4
Condition Evaluation
Condition Points
Repair cost <6% of the book value 2
Repair cost 6% to 18% of book value 3
Repair cost >18% of replacement 4
135
Equipment Replacement Base Criteria
Item Age Mileage/Hours
Truck (non-diesel) 5 80,000
Truck (diesel) 7 90,000
Ambulance 7 75,000/7,500
Police Vehicle 3 60,000
Police Admin Vehicle 5 80,000
136
Vehicle/Equipment Evaluation Summary Report
Item #: 4002 Evaluation/Report Date: 10/17/2022
Department Assignment: Parks and Recreation Department
Year: 2011 Make: Ford Model: F-250
Description/Use: Used for maintenance of Town Parks
Base Age from Policy Points: 4
Base Mileage Points: 3
$27,897 Total M&R: Points:
Summary Values
Age 11 years old
Mileage 74,000
Purchase Cost:
Book Value: Est Repair Cost: Points:
Total Points
Comments and other considerations:
137
1
$10,000 $4,000 3
The truck currently is out of commission because of
an oil leak.
Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of a New Bobcat Skid Steer for Trophy Club Park from Bobcat of
North Texas
Town Council Meeting, October 25, 2022
Background and Explanation:
Staff is requesting authorization for the replacement of a 2015 Bobcat Track Loader with a 2022
new Bobcat Track Loader. Our Bobcat Track Loader currently has 800 hours and is in poor
condition; it has needed various repairs in the amount of $6,505.19 within the last two years
and currently is out of commission because of a hydraulic leak.
Staff received a quote from Bobcat of North Texas for a new Bobcat Track Loader in the amount
of $78,817, however, Bobcat of North Texas offered a trade-in value of $34,000 leaving the
Estimate balance of $50,392. The replacement purchase was approved as part of the Capital
Replacement Plan within the FY2023 budget. The chosen vendor is a part of the Buyboard
purchasing cooperative program and therefore meets all requirements for bidding. $60,000 was
budgeted for the replacement of the Bobcat within the FY2023 Capital Replacement Fund and
will be coded to 09-400-83700.
138
PO Number
Date :10/5/2022 Department Parks and Rec.
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
07-400-83700 1 78,817.00 78,817.00$
1 5,575.00 5,575.00$
1 (34,000.00) (34,000.00)$
-$
-$
-$
-$
-$
-$
Co-op info:
Total 50,392.00$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Lewisville, TX 75067
Other Charges
Trade in value for
Town owned Bobcat
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Bobcat of North Texas - Lewisville
1302 South Stemmons Freeway
Description
T76 T4 Bobcat Compact Track Loader
Material and Logistics (building materials and Shipping Cost)
2015 T650 Compact Track Loader ALJG12557
Vendor Packet Active? - Yes
Attachments - Bobcat NTX Quote Number: 33524D034181
Budget Information -
Buy Board #597-19
139
Agenda Item 9-13
Bobcat of North Texas
Ship to
TOWN OF TROPHY CLUB
Attn: DANIEL WILSON
1 TROPHY WOOD DR
TROPHY CLUB, TX 76262
Phone: (682) 237-2900
Product Quotation
Quotation Number: 33524D034 I 81 Date: 2022-10-04 14:35:35
Bobcat Dealer
Bobcat of North Texas -Lewisville,
Lewisville, TX
1302 SOUTH STEMMONS
FREEWAY
LEWISVILLE TX 75067
Phone: 469-586-0000
Fax: 972-221-3095
Contact: Todd Lewis
Phone: 817-654-2202
Fax: 817-457-9425
Cellular: 214-869-6161
E Mail: tlewis@bobcatofdallas.com
Bill To
TOWN OF TROPHY CLUB
Attn: DANIEL WILSON
1 TROPHY WOOD DR
TROPHY CLUB, TX 76262
Phone: (682) 237-2900
Description
T76 T4 Bobcat Compact Track Loader
P67 Performance Package
Part No M0371
M0371-P06-P67
Qty Price Ea.
I $78,817.00 Total $78,817.00
"Power Bob-Tach
7-Pin Attachment Control
C67 Comfort Package "Enclosed Cab with HV AC Sound Reduction
Touch Display with Radio & Bluetooth
17.7" C-Pattem Rubber Track 17.7" C-Pattem Rubber Track
80" Heavy Duty Bucket
Bolt-On Cutting Edge, 80"
Total ofitems Quoted
Other Charges: Material and Logistics
$0.00 Two-Speed, High Flow, Dual Direction Bucket
Positioning 11
M0371-P07-C67 $0.00 Heated Cloth Air Ride Suspension Seat Premium LED Lights"
M0371-R09-C02
7272681
6718008
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00
Discount TRADE IN: 2015 T650 COMPACT TRACK LOADER ALJGJ2557
$78,817.00
$5,575.00
($34,000.00)
Quote Total -US dollars $50,392.00
Notes: BUYBOARD 597-19
I All prices subject to change without prior notice or obligation. This price quote supersedes all preceding price quotes.
Customer Acceptance: Purchase Order: __________ _
Authorized Signature:
Print: ____________Sign: ____________ Date: ----
140
Agenda Item 9-13
Bobcat of North Texas
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of materials from SiteOne Landscape for Fiscal Year 22-23
Town Council Meeting, October 25, 2022
Background and Explanation:
SiteOne Landscapes offers a wide variety of landscape materials that are needed daily for staff
to be able to perform the maintenance necessary at our parks, medians and common areas
throughout town. Irrigation materials, mulch, decomposed granite, wood fibar (playground
surface), and other related landscape materials are available for purchase through SiteOne
Landscapes. Staff is requesting a not to exceed amount of $38,500 which is the budgeted
amount approved by Council for fiscal year 22 – 23. SiteOne Landscapes is part of the BuyBoard
cooperative program and meets all bidding requirements.
•Medians 01-400-65100 project 010 -$15,000
•Harmony Park 01-400-65100 project 020 - $8,000
•Independence Park 01-400-65100 project 003 - $8,000
•Freedom Dog Park 01-400-65100 project 004 $5,000
•Lakeview Park 01-400-65100 project 005 $2,500
Total - $38,500
141
PO Number
Date :10/11/2022 Department Parks and Rec.
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
1 15,000.00 15,000.00$
1 8,000.00 8,000.00$
1 8,000.00 8,000.00$
1 5,000.00 5,000.00$
1 2,500.00 2,500.00$
-$
-$
Co-op info:
Total 38,500.00$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Fort Worth, TX 76244-8108
Irrigation supplies and landscape materials
Irrigation supplies, landscape materials, and playground mulch
Irrigation supplies and landscape materials
01-400-65100 Proj. 010
01-400-65100 Proj. 002
01-400-65100 Proj. 003
01-400-65100 Proj. 004
01-400-65100 Proj. 005
PURCHASE REQUISITION FORM
Vendor (Name & Address)
SiteOne Landscape Supply
4733 Keller Haslet Road
Description
Irrigation supplies and landscape materials
Irrigation supplies, landscape materials, and playground mulch
Vendor Packet Active? - Yes
Attachments - No Attachments
Budget Information -
Budgeted in Parks Property Maintainence for FY23 at Lakeview Park, Harmony Park, Inndependence East & West,
Freedom Dog Park, and Medians
Buy Board #611-20
142
Agenda Item 9-14
SiteOne Landscape
143Agenda Item 9-14SiteOne Landscape
144
145
146
147
148
149
150
151
152
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Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of services through Sunbelt Pools for FY 22-23
Town Council Meeting, October 25, 2022
Background and Explanation:
Sunbelt Pools sells a wide variety of commercial pool chemicals and in addition provides
commercial pool maintenance services. Sunbelt Pools Technicians are scheduled to assist with
mechanical problems on a larger scale and are scheduled by staff on an as-needed basis only.
The amount requested for pool chemical purchase through Sunbelt Pools is $18,000 from the
Recreation line item 01-450-7230 project 102. The second amount requested for Sunbelts
maintenance services is for a not to exceed amount of $9,500 from the Recreation line item 01-
450-65100 project 102; for the total of a not to exceed amount of $27,500, which is budgeted
within FY2023. Sunbelt Pools is part of the Buyboard and meets all bidding requirements.
155
PO Number
Date :10/11/2022 Department Parks and Rec.
Delivery Address Project#
1 Trophy Wood Drive
Trophy Club, TX 76262
Account Number Quantity Unit Amount Total Amount
1 18,000.00 18,000.00$
1 9,500.00 9,500.00$
-$
-$
-$
-$
-$
-$
-$
Co-op info:
Total 27,500.00$
Requested by: Tony Jaramillo Approved by:
Finance Approved by:
The Town of Trophy Club must have a completed Vendor Packet on file before a requisition can be accepted by the Finance Department.
Dallas, TX 75238
01-450-72300 Proj. 102
01-450-65100 Proj. 102
PURCHASE REQUISITION FORM
Vendor (Name & Address)
Sunbelt Pools, Inc.
10555 Plano Road
Description
Chemicals for Pool (excluding Acid). Should not exceed.
Pump room maintainence and repairs. Should not exceed.
Vendor Packet Active? - Yes
Attachments - No Attachments
Budget Information - Budgeted for the Community Pool from Recreation Chemicals/Safety Equipment for FY23.
Buy Board #631-20
156
Agenda Item 9-15Sunbelt Pools
157Agenda Item 9-15Sunbelt Pools
158
159
Page 1 of 1
To: Mayor and Town Council
From: Tony Jaramillo, Director of Parks and Recreation
CC: Wade Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Procurement of a firework show for the 2023 Fourth of July Event Celebration
through Pyrotex, Town Council Meeting, October 25, 2022
Background and Explanation:
Requesting authorization for the purchase of a firework show for the annual 2023 Fourth of
July Event Celebration. We would like to use the same vendor that has provided fireworks for
the past two years. The amount of the show is $26,000 and it will be paid from 16-370-76700 –
HOT Funds. The amount budgeted is $25,000 and we will use $1,000 from savings in CIP. The
Town celebrates Independence Day each year by hosting three patriotic events throughout
July 4 each year. Staff proudly finalizes the day by providing an exquisite firework show located
at Independence Park West immediately following the evening celebration.
160
161
Agenda Item 9-16
Pyrotex Inc.
162
Agenda Item 9-16
HUB Search
163
164
Agenda Item 9-16
Pyro Shows of Tx Response
165
166
Agenda Item 9-16
Pyrotecnico Proposal
167
168
169
170
171
172
173
174
175
Agenda Item 9-16
Pyrotex Proposal
176
177
178
179
180
181
182
183
184
185
186
Page 1 of 1
To: Mayor and Town Council
From: Patrick Arata, Police Chief
Jason Wise, Fire Chief
CC: Wade L. Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Denton County Auditor Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Denton County Auditor – Denton County ILA for Dispatch Services related to Police and Fire - $
50,606.00
The Denton County Sheriff provides emergency telecommunications and dispatch
services for the Trophy Club Police and Fire/EMS departments. The provided service
includes:
•Twenty-four (24) hours a day, seven (7) days a week public safety answering point;
•Receiving emergency and routine calls for law enforcement, fire, and medical
services;
•Directing a response to said calls by dispatching the appropriate law enforcement,
fire, and medical services;
•Providing on-going communication support to the emergency personnel in the
field;
•And updating, maintaining, and managing the County owned radio
communications system, computer systems, support files, and resource materials
necessary to accomplish the above.
The breakdown of these costs are $ 10,122.00 for Fire/EMS and $ 40,484.00 for Police
191
PURCHASE REQUISITION FORM PO Number Date : 10/1/2022 Department PD/FD Vendor (Name & Address) Denton County - Vendor# 174298 Denton County Auditor 1 Courthouse Dr, Ste 2000 Denton, TX 76208 Delivery Address Project# 1Trophy Wood Drive Trophy Club, TX 76262 Comments Patrick ArataRequested by: Approved by: Finance Approved by: Account Number Description Quantity Unit Amount Total Amount 01-251-66500 Police and Fire Dispatch, Denton County Communication Agreement for FY 2022-2023. Police Dispatch Fund Code: 01-251-66500 1 40,484.00 $ 40,484.00 Fire Dispatch Fund Code: 01-255-66500/ 01-256-66500 1 10,122.00 $ 10,122.00 Approved Communication Agreement by Council on June 14, 2022 Total $ 50,606.00 192Agenda Item 9-17 Denton County ILA Auditor
193
Agenda Item 9-17
Denton County ILA Auditor
194
Agenda Item 9-17
Denton County ILA Auditor
195
196
197
198
199
200
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Page 1 of 1
To: Mayor and Town Council
From: Patrick Arata, Police Chief
CC: Wade L. Carroll, Town Manager
Anita Otterson, Town Secretary
Re: Explanation of Stolz Telecom Purchase Order Request
Town Council Meeting, October 25, 2022
Background and Explanation:
Stolz Telecom – $ 53,511.83
The Trophy Club Police Department requests the approval of this purchase order for installation of the
police equipment to make the 3 new vehicles operational. The vehicles will be equipped with red and
blue lights, cameras, prisoner compartments, lock boxes and radios along with other specialty
equipment. Two of the vehicles are for patrol and the third is for admin. A patrol vehicle and an
administrative vehicle are in the process of being removed from the fleet. The other vehicle is
maintained as the ghost car operated by TCEVA members.
202
203Agenda Item 9-18 Stolz Telecom
204
Agenda Item 9-18
Stolz Telecom
205
206
207
208
209
210
Agenda Item 9-18
Stolz Telecom
211
212
213
214
215
Agenda Item 9-18
Stolz Telecom
216
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Page 1 of 2
To: Mayor and Town Council
From: Wade L. Carroll, Town Manager
CC: Anita Otterson, Town Secretary
Re: PID Surcharge
Town Council Meeting, October 25, 2022
Agenda Item:
Consider and take appropriate action regarding an Ordinance amending subsection i, annual
capital improvement and maintenance charge, of Section A1.014, Water and wastewater fees for
Public Improvement District No. 1, within Appendix A, Fee Schedule, of the Trophy Club Code of
Ordinances, to adopt a monthly surcharge for PID residents; providing for severability; providing
a penalty; and providing an effective date, (W. Carroll).
Strategic Link:
Administrative & Financial Services – Exercise fiscal discipline in all Town operations.
Background and Explanation:
The Town has received the Trophy Club MUD’s annual PID surcharge calculation. The calendar
year 2023 PID resident’s fair share of MUD operating and maintenance and debt expenditures is
$145,029 or $114.64 per household, a decrease of approximately 12 percent. The calculated PID
monthly surcharge is $8.37 for calendar year 2023.
Financial Considerations:
This rate is a ($1.18) per month per household decrease.
Legal Review:
Not applicable
Board/Commission/ or Committee Recommendation:
Not applicable
Staff Recommendation:
Staff recommends approval of Ordinance No. 2022-32
221
Page 2 of 2
Attachments:
•Ordinance No. 2022-32
•CY23 PID Surcharge Analysis
•Letter to Town PID Surcharge CY 2023
Mayor Alicia Fleury or designee
222
ORD 2022-32 Page 1 of 4
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO. 2022-32
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS
AMENDING SUBSECTION I, “ANNUAL CAPITAL IMPROVEMENT AND
MAINTENANCE CHARGE,” OF SECTION A1.014, “WATER AND
WASTEWATER FEES FOR PUBLIC IMPROVEMENT DISTRICT NO. 1,”
WITHIN APPENDIX A, “FEE SCHEDULE,” OF THE CODE OF
ORDINANCES, TO ADOPT A MONTHLY SURCHARGE APPLICABLE
TO CONNECTIONS IN THE TROPHY CLUB PUBLIC IMPROVEMENT
DISTRICT NO. 1 IN ORDER TO PAY THE PID PORTION OF MUD1
OPERATIONS AND MAINTENANCE BUDGET AND DEBT FOR
CALENDAR YEAR 2023; PROVIDING FOR INCORPORATION OF
PREMISES; PROVIDING FOR AN AMENDMENT; PROVIDING A
SAVINGS AND REPEALER CLAUSE; PROVIDING A SEVERABILITY
CLAUSE; PROVIDING FOR ENGROSSMENT AND ENROLLMENT;
PROVIDING A PENALTY NOT TO EXCEED THE SUM OF FIVE
HUNDRED DOLLARS ($500.00) FOR EACH OFFENSE AND A
SEPARATE OFFENSE SHALL BE DEEMED COMMITTED EACH DAY
DURING OR ON WHICH A VIOLATION OCCURS OR CONTINUES;
PROVIDING FOR PUBLICATION; AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, Fees imposed by the Town are adopted via Ordinance and are
codified in Appendix A of the Town of Trophy Club Code of Ordinances; and
WHEREAS, Appendix A, Fee Schedule, Section A1.014 of the Code of
Ordinances contains fees for public works for the Trophy Club Public Improvement District
No. 1 (hereinafter “PID”), including fees for meters utilized within the PID; and
WHEREAS, the Town of Trophy Club (the “Town”) is the owner and/or operator of
a water and sewer system designed to serve present and future inhabitants of the Trophy
Club Public Improvement District No. 1 (the “Town System”); and
WHEREAS, under the Amended and Restated Contract for Wholesale Water
Supply and Wastewater Treatment Services and Water And Wastewater Operational
Services between the Town and Trophy Club Municipal Utility District No. 1 dated April
15, 2014 (the “Contract”), the Trophy Club Municipal Utility District No. 1 (the “MUD”) has
agreed to provide the Town with wholesale water and wastewater services and with
operations services related to the Town System within the boundaries of the PID Property,
as that term is defined in the Contract; and
WHEREAS, Section 7.1 of Article VII of the Contract requires the Town to a charge
a fee to the residents of the PID for the “Annual Capital Improvements and Maintenance
Charge” due to MUD1; and
223
ORD 2022-32 Page 2 of 4
WHEREAS, MUD1 has issued debt; therefore, pursuant to the Contract, the Town
has determined it appropriate to adopt the fee set forth below in accordance with the
provision of the Contract providing for an Annual Capital Improvements and Maintenance
Charge in order to impose the fee required to fund the PID’s percentage share of the
MUD1 Operations and Maintenance budget and debt for calendar year 2023; and
WHEREAS, the Town Council hereby finds that the amendment of Section A1.014
within Appendix A of the Code of Ordinances amending the Town’s Fee Schedule to
adopt the Annual Capital Improvement and Maintenance Charge in the form of a flat
monthly fee as further specified herein meets the Town’s contractual obligations pursuant
to the Contract and serves the best interests of the Town.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
INCORPORATION OF PREMISES
That the above and foregoing premises are true and correct and are incorporated
herein and made a part hereof for all purposes.
SECTION 2.
AMENDMENT
2.01 Subsection (i) entitled “Annual capital improvement and maintenance charge” of
Section A1.014, “Water and wastewater fees for Public Improvement District No. 1,” within
Appendix A, “Fee Schedule,” of the Town of Trophy Club Code of Ordinances is hereby
amended to read as follows and which shall be added to all other charges imposed under
Section A1.014, and all such other fees and provisions of Section A1.014 not specifically
amended hereby shall remain in full force and effect:
“Appendix A - FEE SCHEDULE
…
Section A1.014 – Water and wastewater fees for Public Improvement
District No. 1
…
(i)Annual capital improvement and maintenance charge: $8.37 (monthly fee
per connection)
…”
SECTION 3.
SAVINGS AND REPEALER
That this Ordinance shall be cumulative of all other Ordinances of the Town
affecting fees and shall not repeal any of the provisions of such Ordinances except in
those instances where provisions of those Ordinances are in direct conflict with the
224
ORD 2022-32 Page 3 of 4
provisions of this Ordinance; whether such Ordinances are codified or uncodified, and all
other provisions of the Ordinances of the Town of Trophy Club, codified or uncodified, not
in conflict with the provisions of this Ordinance, shall remain in full force and effect.
Notwithstanding the foregoing, any complaint, action, cause of action or claim which prior
to the effective date of this Ordinance has been initiated or has arisen under or pursuant
to such repealed Ordinance(s) shall continue to be governed by the provisions of that
Ordinance and for that purpose the Ordinance shall be deemed to remain and continue
in full force and effect.
SECTION 4.
SEVERABILITY
If any section, article, paragraph, sentence, clause, phrase or word in this
Ordinance, or application thereof to any person or circumstance, is held invalid or
unconstitutional by a Court of competent jurisdiction, such holding shall not affect the
validity of the remaining portions of the Ordinance, and the Town Council hereby declares
it would have passed such remaining portions of the Ordinance despite such invalidity,
which remaining portions shall remain in full force and effect.
SECTION 5.
ENGROSSMENT AND ENROLLMENT
The Town Secretary of the Town of Trophy Club is hereby directed to engross and
enroll this Ordinance in accordance with the Town Charter.
SECTION 6.
PENALTY
It shall be unlawful for any person to violate any provision of this Ordinance, and
any person violating or failing to comply with any provision of this Ordinance shall be
fined, upon conviction, not less than One Dollar ($1.00) nor more than Five Hundred
Dollars ($500.00), and a separate offense shall be deemed committed upon each day
during or on which a violation occurs or continues.
SECTION 7.
PUBLICATION
The Town Secretary of the Town of Trophy Club is hereby directed to publish, the
Caption, Penalty and Effective Date Clause of this Ordinance as required by Section
52.011 of the Texas Local Government Code.
SECTION 8.
EFFECTIVE DATE
This Ordinance shall take effect from and after its date of passage in accordance
with law, and it is so ordained.
225
ORD 2022-32 Page 4 of 4
PASSED AND APPROVED by the Town Council of the Town of Trophy Club,
Texas, this 25th day of October 2022.
Alicia Fleury, Mayor
Town of Trophy Club, Texas
[SEAL]
ATTEST:
Anita Otterson
Town Secretary
Town of Trophy Club, Texas
APPROVED TO AS FORM:
J. David Dodd III, Town Attorney
Town of Trophy Club, Texas
226
Description Standard
O&M Revenue from PID Surcharge 28,784.00 20% O&M proportion
I&S Revenue from PID Surcharge 116,245.00 80% I&S proportion
Total 145,029.00
Number of PID Residents 1,444.00
Standard rate for 12 months (per month)8.37$
Change in Rate from CY22 ($9.55)(1.18)$
Rate = ((Total/Number of Residents)/12 Months)
PID SURCHARGE
for Calendar Year 2023
227
Agenda Item 10
PID Surcharge 2023
October 14, 2022
Trophy Club Municipal Utility District No. 1
100 Municipal Drive, Trophy Club, Texas 76262
(682) 831-4600
tcmud.org
April Duvall
Chief Financial Analyst
Town of Trophy Club
1 Trophy Wood Drive
Trophy Club, TX 76262
PID Surcharge for Calendar Year 2023
In accordance with Section 7.2 of the Amended and Restated Contract for Wholesale Water Supply and
Wastewater Treatment Services and Water and Wastewater Operational Services dated April 12, 2014, the
District is providing notice of the Annual Capital Improvements and Maintenance Charge requirements for
calendar year 2023.
Total amount to be collected from Town retail water and wastewater customers is calculated below.
MUD TARRANT COUNTY: 590,349,578
MUD DENTON COUNTY: 1,645,315,777
DENTON CO. PID: 919,078,121
O&M TAX/SURCHARGE RATE TAX/SURCHARGE RATE = REQUIRED REVENUE/TOTAL VALS/100
REQUIRED REVENUE Vals/100 = 31,547,435
O&M FY 2022 Tax/Surcharge Rate = 0.00313
$116,740* Revenue from MUD Tax = $ 87,956
$98,800** Revenue from PID Surcharge = $ 28,784
*MUD (All of Dept. 39 Budget)
**PID (Legal and Auditor only Dept 39)Total: $ 116,740
I&S TAX/SURCHARGE RATE TAX/SURCHARGE RATE = REQUIRED REVENUE/TOTAL VALS/100
REQUIRED REVENUE Vals/100 = 31,547,435
TAX NEW DEBT (I&S) FY 2022 PID Surcharge Rate = 0.01265
Revenue from MUD Tax = $ 282,767
$399,013 Revenue from PID Surcharge = $ 116,245
Total: $ 399,013
Total Due to Trophy Club MUD No. 1
PID Surcharge Calendar 2023 $ 145,029
Emailed
Received By:____________________
Date:_________________________
228
Agenda Item 10
Letter to Town - PID Surcharge 2023
October 14, 2022
Trophy Club Municipal Utility District No. 1
100 Municipal Drive, Trophy Club, Texas 76262
(682) 831-4600
tcmud.org
The Town of Trophy Club is responsible for calculating the PID surcharge rate and must provide the new
rate to Trophy Club Municipal Utility District No. 1 with an approved Town Rate Ordinance. In order for the
January 2023 billing to reflect a new PID surcharge rate, the new Town Rate Ordinance must be received by the
District no later than December 31, 2022.
The current 2022 PID surcharge rate per connection per month is set at $9.55, and as of September 30th
the PID had 1,444 total water connections. In January, the District will reconcile the total funds collected from
the PID surcharge for the calendar year and will submit any overage to the Town or if there is a shortage an
invoice will be provided.
Thank you for your prompt attention to this matter, and please contact me if you have any questions.
Sincerely,
Steven Krolczyk
Finance Manager
Trophy Club Municipal Utility District No. 1
100 Municipal Drive
Trophy Club, TX 76262
Phone- 682-831-4692
229
Agenda Item 10
Letter to Town - PID Surcharge 2023
Future Agenda Items
October 25, 2022
Future Agenda Items will be divided into 3 Categories:
1)Current listing of all future agenda items requested by Council that have not been addressed.
2)Items that have been researched and are scheduled for a report to Council (first 2-4 weeks).
3)Items that Council has requested additional research/staff time on and will be brought back for public
discussion at a Council Meeting. Council will be provided updates on items that require significant time.
The Future Agenda Items list will be placed on the Council Meeting agenda to provide a status on all items. The
current list will be reviewed and as items are completed; said items will be removed. The Council may add items
as needed to the list.
1)Receive an update regarding Entryway Monumentation/Landscaping for the Town of Trophy Club.
Halff has completed 3 conceptual drawings for the entryway monuments. The
drawings have been distributed to the Art Subcommittee and once we receive
comments and determine if Halff is moving in the right direction, we will
schedule another meeting.
2)Develop a Strategic Plan for the Town addressing future goals with budgetary needs for each
department.
Due to decreased staffing, the strategic plan document has been put on hold due
to other pressing items during the budget process. Work will begin again in
September.
3)Modifying the Existing Veteran’s Memorial to include “Space Force”.
Ft. Worth Monument is estimating that the POW-MIA obelisk should be received
in the next 4-6 weeks. The Veteran’s Memorial Committee has confirmed the
inscriptions that will be engraved on the monument.
4)Promote local businesses through the use of EDC and HOT.
Emails have been sent to local restaurants to set up a meeting to discuss ideas
related to increasing business particularly during the lunch time period. Staff is
also setting up meetings with our local hotel ownership to discuss ideas to
increase hotel occupancy and how best to reach their customers. Lastly, I have
met with Jeff Ackerson at Charles Swab and TD Ameritrade and discussed a plan
to move forward. After I meet with the local businesses a plan will be developed
and brought before Council for approval.
5)MUD confirmation of property vs services
David Dodd has sent a letter to the MUD. Item will be removed from future
agenda items list.
6)Traffic Mitigation Plan –
TNP has been given permission to begin updating and expanding the 2018 Traffic
study to study the traffic volume and possible resolutions for the increased traffic
around Byron Nelson High School and Medlin Middle School.
7)Hogans Glen