11.12.2024 TC Agenda Packet
TOWN OF TROPHY CLUB
MEETING AGENDA
TOWN COUNCIL
1 Trophy Wood Drive
Trophy Club, Texas 76262
November 12, 2024 6:00 PM Council Chambers
CALL WORK SESSION TO ORDER AND ANNOUNCE A QUORUM
WORK SESSION ITEM
1. Discussion on the proposed Town Council Rules of Procedure Manual. (Brandon Wright,
Town Manager and Tammy Dixon, Town Secretary)
ADJOURN WORK SESSION
CALL REGULAR MEETING TO ORDER (immediately following Work Session or 7:00
p.m., whichever is later)
INVOCATION led by Chaplain David Impwi
PLEDGES led by Council Member
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 pursuant to Texas
Government Code 551.007. The Council is not permitted to discuss or take action on any
presentations made concerning matters that are not listed on the agenda. Presentations are
limited to matters over which the Council has authority. Speakers have up to three (3)
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
COMMUNITY SPOTLIGHT
2. The Leadoff Project, Inc.
3. Working for You... Trophy Club
a) Update from Town Council Members
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b) Update from Town Manager (Brandon Wright, Town Manager)
c) Quick Civic Tip (Dean Roggia, Town Attorney)
CONSENT AGENDA
This part of the agenda consists of non-controversial, or "housekeeping" items required by
law. Items may be removed from Consent by any council member by making such request
prior to a motion and vote.
4. Consider approval of the October 28, 2024, Town Council work session and regular
meeting minutes. (Tammy Dixon, Town Secretary)
5. Consider authorizing the Town Manager to negotiate and execute a purchase agreement
with Caldwell County Chevrolet for the purchase of a Chevrolet 3500 for the Street
Department in the amount of $68,901. (Matt Cox, Director of Community Development)
6. Consider authorizing the Town Manager to negotiate and execute a purchase agreement
with Associated Supply Co. Inc. for the purchase of a Husqvarna Concrete Saw in the
amount of $39,000. (Matt Cox, Director of Community Development)
7. Consider authorizing the Town Manager to negotiate and execute a purchase agreement
with North Texas Sales & Distribution LLC for the purchase of a Hotsy pressure washer in
the amount of $28,953. (Matt Cox, Director of Community Development)
8. Consider authorizing the Town Manager to negotiate and execute a professional services
agreement with Bureau Veritas North America, Inc. in an amount of not to exceed
$44,200 for on-call third party plan reviews, health inspections, and building inspections.
(Matt Cox, Director of Community Development)
9. Consider authorizing the Town Manager to negotiate and execute a professional service
agreement with Teague Nall & Perkins for the amount of $65,000 for professional
engineering services including inspections, plan review, drainage review, grading plan
review, civil drawings, and attendance at department meetings throughout the year. (Matt
Cox, Director of Community Development)
10. Consider authorizing the Town Manager to negotiate and execute a professional services
agreement with HE Planning+Design, LLC in an amount not to exceed $30,000 for on-call
professional planning and consulting services. (Matt Cox, Director of Community
Development)
11. Consider authorizing the Town Manager to negotiate and execute a purchase agreement
with SiteOne Landscape Supply in an amount not to exceed $40,000 for various irrigation
and landscaping supplies. (Chase Ellis, Director of Parks & Recreation)
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INDIVIDUAL ITEMS
12. Consider authorizing the Town Manager to negotiate and execute an interlocal agreement
between the Town of Trophy Club and the City of Roanoke for shared Emergency
Management services in the amount of $10,000 annually. (Jason Wise, Fire Chief).
ADJOURN
The Town Council may convene into executive session to discuss posted items as allowed
by Texas Government Code Sections 551.071 through 551.076 and Section 551.087.
CERTIFICATION
I do hereby certify that the Notice of Meeting was posted on the bulletin board at the Town Hall
for the Town of Trophy Club, Texas, in a place convenient and readily accessible to the general
public at all times on the following date and time: November 6, 2024, at 4:30 p.m., and said
Notice of Meeting was also posted concurrently on the Town’s website in accordance with
Texas Government Code Ch. 551 at least 72 hours prior to the scheduled time of said meeting.
/s/ Tammy Dixon
Tammy Dixon, Town Secretary
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.
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TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Brandon Wright, Town Manager
Tammy Dixon, Town Secretary
AGENDA ITEM: Discussion on the proposed Town Council Rules of Procedure Manual.
(Brandon Wright, Town Manager and Tammy Dixon, Town Secretary)
BACKGROUND/SUMMARY: The purpose of this workshop is to discuss and review the
proposed Town Council Rules of Procedure Manual allowing Council Members to provide input
to ensure that these rules reflect the needs and expectations of the Town Council. Section 3.11
of the Town of Trophy Club’s Home Rule Charter grants the Town Council authority to establish
its own procedural rules.
The establishment of a Rules of Procedure Manual was reviewed during two previous
workshops. During the June 10, 2024, workshop, it was noted that the existing rules are
inconsistently distributed across the Town’s Code of Ordinances and some are not formally
documented. To address this condition, staff developed a proposed consolidated Rules of
Procedures document. This document centralizes the Town Council's operational policies,
providing clarity, consistency, and transparency in key areas such as meeting protocols, public
participation, and decision-making processes. Modeled after similar guidelines from other
municipalities and customized for Trophy Club, this document intends to streamline Town
Council operations. The initial draft document was reviewed at the October 14, 2024,
workshop. Since then, staff has updated it to reflect Council comments and additional input
received. A copy of revisions and edits for current version is attached for reference.
Town staff will review four areas for additional input as well as discuss other topics introduced
by Council Members. Staff's discussion items include:
• Citizen Comments: Guidelines for public involvement during Council Meetings, including
processes for addressing the Town Council and submitting written comments.
• Public Hearings: Procedures for conducting public hearings, including staff
presentations, public participation, and Town Council deliberations.
• Appointment Committee: Guidelines for the selection and responsibilities of the
Appointment Committee.
• Board/Commission Member Background Check Requirements: Requirements for those
who are to be appointed to Trophy Club's Boards and Commissions.
Should the Town Council choose to proceed with adopting the Rules of Procedure, staff will
initiate the next steps in the process. These steps will involve amending the Town’s Code of
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Ordinances to eliminate any redundant procedures being transferred to the Rules of
Procedures Manual, ensure consistency across governing documents, and final drafting of the
Rules of Procedure Manual to be adopted by resolution.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: There is no financial impact associated with this agenda item.
LEGAL REVIEW: The final versions of the Town Council Rules of Procedure will be reviewed as
to form and legality by the Town Attorney.
ATTACHMENTS:
1. Proposed Town Council Rules of Regulation
ACTIONS/OPTIONS:
This workshop item is being presented for discussion and feedback purposes only. No action
will be taken by the Town Council during the workshop. Any recommendations will be
presented at future Town Council Meetings for consideration.
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TOWN COUNCIL
RULES OF ORDER AND PROCEDURE
Approved by Resolution 2024-XX
(date)
Updated 11/14/2024
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1. AUTHORITY
1.1 CHARTER
The Town of Trophy Club Charter, Article III; Section 3.11 provides that the Town Council
shall determine its own rules of order and procedures.
These Rules of Procedure shall be in effect upon adoption by the Town Council and until
such time as amended, suspended or new rules are adopted in the manner provided.
1.2 COUNCIL MEMBER ELECTION/APPOINTMENTS
a.Election of Mayor Pro Tem
Pursuant to Article III, Section 3.07 of the Town Charter, the Town Council shall elect one of
its members to serve as Mayor Pro Tem at its first meeting after election of council members.
Upon election, the Mayor Pro Tem shall perform all the duties of the Mayor in the absence or
disability of the Mayor.
Absence of Mayor and Mayor Pro Tem: When the Mayor and Mayor Pro Tem are absent
from any meeting of the Town Council, the members present shall choose another member to
act as presiding officer.
b.Council Committees
At the first Town Council meeting in June the Mayor may present recommendations for the
members of the following Council Subcommittees and open the floor for additional
nominations, all subject to the approval of the Town Council. Town Council Members may
propose changes or make their own nominations for the following committees as appointment
of members to all committees, inclusive of council subcommittees, is exclusively vested in
the Council. (Town Charter, Section 3.08)the Mayor shall recommend the members of the
following Council Subcommittees subject to the approval of the Town Council. Town
Council Members may recommend changes to those members recommended by the Mayor:
•Appointments Committee
•Budget Oversight Committee
•Appointed Official Review and Compensation Committee
•Municipal Utility District No. 1 Coordination Committee
1.3 MAYOR TO ACT AS COUNCIL CEREMONIAL REPRESENTATIVE
Pursuant to the Town Charter Article III; Section 3.06, the Mayor has been delegated the
responsibility to act as the Town’s Council's representative for all ceremonial purposes. In the Mayor's
absence, the Mayor Pro Tem assumes this responsibility. In both the Mayor's and Mayor Pro Tem's absence,
the Mayor will request another Council Member to assume this responsibility.
1.4 COUNCIL MEMBER PARTICIPATION IN COMMUNITY ACTIVITIES
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From time to time, the Mayor or Council Members may choose to participate in community
activities, committees, events and task forces. When the Mayor or a Council Member participates in these
types of activities, the Council Memberhe/she is acting as an interested/private party rather than acting on
behalf of the Town Council. Acting or participating on behalf of the Town Council is limited to those
instances when the Town Council has formally designated the Mayor or Council Member as its
representative for the matter. As specified in Section 1.3 the Mayor is delegated to serve as the Town
Council’s representative for ceremonial purposes.
2. COUNCIL MEETINGS
2.1 REGULAR MEETINGS
Consistent with Charter Section 3.09, regular meetings of the Council shall hold at least two (2)
regular meetings a month for at least seven (7) months and a minimum of one meeting during each of the
other five (5) months at a time to be fixed by Council for such regular meetings. Council may hold as many
other meetings as may be necessary for the transaction of the business of the Town.
All regular meetings shall be held at the Municipal Building Town Hall or at such other places
within town limits as will permit the attendance of the general public. All meetings will be held in
accordance with open meeting laws of the State of Texas.
2.2 SPECIAL MEETINGS AND EMERGENCY MEETINGS
Consistent with Charter Section 3.10, special meetings may be called at any time by the Mayor or
by three members of the Town Council. The Town Secretary shall post notice thereof as provided by State
law.
In case of emergency or urgent public necessity which shall be expressed in the notice of the
meeting, an emergency meeting may be called by the Mayor or by two members of the Town Council, and
it shall be sufficient if the notice is posted one hour before the meeting is convened, or as may be required
by the Texas Open Meetings Act. Diligent effort to notify all Council Members shall be made prior to the
emergency meeting. (Texas Government Code, Section 551.045)
2.3 EXECUTIVE SESSIONS
The Town Council may meet in Executive Session during any workshop, regular, or special
meeting, or anytime otherwise authorized by State law, to consider or hear any matter which is authorized
by State law to be heard or considered in Executive Session.
a. The specific Texas Government Code Section authorized for the executive session and the
subject matter for consideration shall be announced by the Mayor or the pPresiding oOfficer in
an open meeting before such session is held.
b. Council Members may not reveal the nature of discussion from a closed session unless required
by State law. Disclosure of the discussion from a closed session is a violation of the Code of
Conduct. (Code of Ordnances, Section 1.05.004 (3))
2.4 NOTICE OF MEETINGS
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Notice of meetings and the agenda for all Town Council meetings shall be posted by the Town
Secretary on the Town’s official bulletin board and website pursuant to the requirements of the Texas Open
Meetings Act. (Texas Government Code, Section 551)
2.5 QUORUM
Charter Section 3.12 states a majority of the Council shall constitute a quorum to do business. Four
members of Council shall constitute a quorum for the purpose of transaction of business and no action of
the Council shall be valid or binding unless adopted by the affirmative vote of four or more members of the
Council, or as required by State law or the Town’s Charter.
2.6 PRESIDING OFFICER
a. Designation
Consistent with Charter Section 3.06, the Mayor shall preside at all meetings of the Council.
The Mayor may participate in the discussion of all matters coming before the Council and shall
have a vote on all matters before the Council. In the absence of the Mayor, the Mayor Pro-
Tem shall preside. In the absence of both the Mayor and the Mayor Pro-Tem, the Town Council
shall elect a presiding officer.
b. Call to Order
The meetings of the Town Council shall be called to order by the MayorPresiding Officer. In
the absence of both the Mayor and the Mayor Pro-Tem, the meeting shall be called to order by
the Town Secretary.
c. Preservation of Order
The MayorPresiding Officer shall have the authority to preserve order at all Town Council
meetings, to enforce the rules of the Town Council and to determine the order of business under
the rules of the Council.
2.7 ATTENDANCE BY THE PUBLIC
All meetings of the Town Council shall be open and public in accordance with the terms of
provisions of the Texas Open Meetings Act except the Executive Session or closed meetings allowed by
State law.
Citizens and other visitors attending Town Council meetings shall observe the same rules of
propriety, decorum, and good conduct applicable to members of the Town Council.
2.8 MINUTES/RECORDINGS
At a minimum, the minutes shall include the members present, state the subject of each deliberation,
and indicate each vote order, decision, or other action taken. The minutes shall also indicate how each
member voted on each matter. (Texas Government Code, Section 551)
a. Town Council Approval of Minutes
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Minutes of meetings are generally submitted to the Town Council within two weeks for
approval. The Mayor and Council Members present shall be required to vote on the approval
of the minutes, even if absent at the meeting for which the minutes pertain.
b. Recording of Meetings
Video or digital recordings of proceedings are maintained by the Town Secretary for six months
after approval by the Town Council or for such other period as may be required by law.
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2.9 ESTABLISHING THE TOWN COUNCIL MEETING AGENDA
The Town Manager shall establish a preliminary Town Council meeting agenda based on the policy
direction of the Mayor and Town Council and specific items of business that require action by the Town
Council. The Town Manager shall review the preliminary agenda with the Mayor prior to finalizing the
final meeting agenda.
Any item requested by two (2) Council Members, or the Mayor, or by the Town Manager shall be
placed on the agenda by the Town Secretary. (Town Charter, Section 3.11 (b))
The Town Manager may discuss with the requesting Council Member the delay of the
agenda item. In consultation with the Town Manager and/or Mayor the request will be placed on
an agenda as soon as possible.A Council Members' item requested should, at minimum, be placed
on a Work Session agenda for discussion within the next four (4) meetings following the request
unless otherwise determined by the Mayor and Town Manager. Such a determination will be
communicated to the requesting Council Member.
3. ORDER OF BUSINESS
3.1 GENERAL ORDER
Town Council meetings will be generally conducted in the following order, unless otherwise
specified or removed.. An Executive Session may be held at any time during a work session, regular, or
special called meeting consistent with applicable State law.
WORK SESSION AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM
WORK SESSION ITEMS
ADJOURN
REGULAR MEETING AGENDA
CALL TO ORDER AND ANNOUNCE A QUORUM
INVOCATION
PLEDGE OF ALLEGIANCE
PUBLIC COMMENTS
COMMUNITY SPOTLIGHT
CONSENT AGENDA
PUBLIC HEARINGS
INDIVIDUAL ITEMS (includes Public Hearings, if any)
EXECUTIVE SESSION (AS NEEDED)
ADJOURNMENT
3.2 NUMBERING AND INDEXING OF AGENDA ITEMS
All items of any nature shall be numbered consecutively for purposes of consideration on the
agenda. Upon passage, the Town Secretary shall separately index all ordinances and resolutions.
3.3 PUBLIC RECOGNITION/COMMUNITY SPOTLIGHT
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All special presentations and announcements will be calendared and coordinated through
the Town Secretary. A period of time, typically not to exceed five minutes, will be provided for
each recognition.
3.4 ITEMS OF COMMUNITY INTEREST / COUNCIL COMMUNICATIONS
Members of the Town Council have the opportunity to briefly comment and notify others of
items of community interests pursuant to Section 551.0415 of the Government Code which
includesincluding; expressions of thanks, congratulations or condolences; holiday schedule
information; an honorary or salutary recognition of a public official, public employee, or other
citizen; information about a Town-organized or sponsored event or other social, ceremonial, or
community event; announcements involving an imminent threat to the public health and safety of
the citizens that has arisen after the posting of the agenda.
3.5 CONSENT AGENDA
The Consent Agenda shall contain routine, non-controversial items that require Town
Council action but need little or no further Town Council deliberation.
Agenda items may be removed from the Consent Agenda at the request of the Mayor, a
Council Member, or Town Manager and will be considered after approval of the entire Consent
Agenda. The requested item removed from the consent agenda will then be considered for a separate
vote of the Town Council.
4. RULES OF CONDUCT
4.1 GENERAL PROCEDURE
These rules, consistent with the Town Charter and any applicable Town ordinance, statute
or other legal requirement, shall govern the proceedings of the Town Council.
4.2 PARLIAMENTARY PROCEDURES
Robert’s Rules of Order Newly Revised, as amended by the Council, shall govern generally
guide the proceedings of the Town Council.
4.3 DAIS SEATING
The Mayor shall be seated at the center of the dais, with the Mayor Pro Tem seated
immediately to the Mayor’s right. The remaining Council Members will be seated by Place
number, one through six from left to right, as viewed from the audience.
4.4 AUTHORITY OF THE PRESIDING OFFICER
Subject to appeal to the full Town Council, the MayorPresiding Officer shall have the
authority to prevent the misuse of motions, the abuse of any privilege, or the obstruction of the
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business of the Town Council by ruling any such matter out of order. In so ruling, the
MayorPresiding Officer shall be courteous and fair and should presume that the moving party is
acting in good faith.
Any member of the Town Council may move to require enforcement of the rules, and the
affirmative vote of a majority of the Town Council shall require the presiding officer to act.
4.5 MAYORPRESIDING OFFICER TO FACILITATE COUNCIL MEETINGS
In the role of facilitator, the Mayor/Presiding Officer will assist the Town Council in
focusing agenda discussions and deliberations.
4.6 COUNCIL DELIBERATION AND ORDER OF SPEAKERS
The Mayor Presiding Officer has been delegated the responsibility to control the debate
and the order of speakers. Speakers will generally be called upon in the order of the request to
speak. With the concurrence of the MayorPresiding Officer, a Council Member holding the floor
may address a question to another Council Member and that Council Member may respond while
the floor is still held by the Council Member asking the question. A Council Member may opt
not to answer a question while another Council Member has the floor.
4.7 LIMIT DELIBERATIONS TO ITEM AT HAND
Council Members will limit their comments to the subject matter, time or motion being
currently considered by the Town Council.
4.8 LENGTH OF COUNCIL COMMENTS
Council Members will govern themselves as to the length of their comments or
presentation. As a courtesy, the Mayor will advise a Council Member who has been speaking for
over five minutes. This procedure is not meant to limit debate or to cut comments short, but rather
to assist Council Members in their efforts to communicate concisely.
4.94.8 OBTAINING THE FLOOR
Any member of the Town Council wishing to speak must first obtain the floor by being
recognized by the MayorPresiding Officer. The MayorPresiding Officer must recognize any
Council Member who seeks the floor when appropriately entitled to do so.
4.104.9MOTIONS
Motions may be made by any member of the Town Council, including the MayorPresiding
Officer or the then presiding officer, provided that before the Mayor or the then pPresiding
oOfficer offers a motion, the opportunity for making a motion should be offered to other members
of the Town Council. Any member of the Town Council, other than the person offering the
motion, may second a motion.
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4.114.10 PROCEDURES FOR AGENDA ITEM DISCUSSIONS/MOTIONS
The following is the general procedure for agenda item discussions and making motions:
a. Before a motion can be considered or debated it must be seconded.
b. A Council Member who wishes to make a motion should do so through a verbal
request to the Mayor.
c. A Council Member who wishes to second a motion should do so through a verbal
request to the Mayor.
d. Once the motion has been properly made and seconded, the Mayor shall open the
matter for discussion offering the first opportunity to the moving party and,
thereafter, to any Council Member properly recognized by the Mayor.
a. The Presiding Officer or, if requested, the Town Secretary reads the agenda item.
b. Staff presents its report.
c. The applicant, if applicable, can give a presentation and answer questions from the
Town Council.
d. Members of the public are provided with the opportunity to ask questions or make
comments relative to the agenda item.
e. Town staff, the Presiding Officer, Council Members may respond to any questions
or issued raised by members of the public.
f. The Town Council deliberates on the issue, which may include asking questions of
staff and if applicable, the applicant.
e.g. Once the matter has been fully discussed and the MayorPresiding Officer calls for a
vote, no further discussion will be allowed, provided, however, Council Members
may be allowed to explain their vote.
f.h. The following motions are as examples of possible motions. Council Members may
word motions in any common manner provided such motions and intended action
are clear. The Mayor or then pPresiding oOfficer may confirm that each of the
Council Members understand the motion prior to calling for a vote on the motion.
g.i. When a motion is on the floor and an amendment is offered, the amendment should
be acted upon prior to acting on the main motion. No motion of a subject different
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from that under consideration shall be admitted as an amendment. A motion to amend
an amendment shall be in order, but one to amend an amendment to an amendment
shall not be in order. Action shall be taken on the amended amendment prior to any
other action to further amend the original motion.
MOTION TO APPROVE OR DENY
A motion to approve or deny is a proposal to take a specific action. The maker of the
motion may state “I make a motion to approve/deny Agenda Item #” or may state the
recommended motion (under state law, certain motions require specific language in which case
staff will provide the specific motion in the packet that the specific language must be used), or
such person may state the agenda caption although it is not necessary.
MOTION TO APPROVE WITH AMENDMENTS
A motion to approve a specific action may include amendments recommended by a board,
Town Attorney, another Council Member, or staff. The maker of the motion may state “I make
a motion to approve Agenda Item # with the following amendment(s)…” or state recommended
motion or the agenda caption with the amendment included.
MOTION FOR RECONSIDERATION
A motion for reconsideration indicates a Council Member wants the Town Council to
reconsider a prior action of the Town Council and if successful, for the Town Council to consider
taking different action. A motion to reconsider may be made at the same meeting or at the next
succeeding meeting following the relevant Town Council action, provided the reconsideration
request complies with the requirements of the Texas Open Meetings Act and applicable law. If the
motion to reconsider a prior action is not made at the same meeting, such motion and the related
agenda item must be posted on the agenda for the meeting at which the motion is to be reconsidered.
The maker of the motion may state: “I make a motion to reconsider Agenda Item #” or may state
the full agenda caption. If that motion fails, then the matter is not finally concluded. If the motion
to reconsider passes, then a motion is then made for the different action.
A motion for reconsideration may only be made by a Council Member who voted with the
majority of the Town Council on the action proposed to be reconsidered by the Town Council.
Any member of the Town Council may second a motion for reconsideration.
MOTION TO ADJOURN
If the Town Council has reached the end of the agenda, no motion is required. The presiding
officer can declare the meeting adjourned. A motion to adjourn may also be made during the
meeting. The maker of the motion may state, “I make a motion to adjourn the meeting.” The motion
requires a second and is not debatable. If the motion passes by majority vote, the meeting is
adjourned.
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WITHDRAWAL OF MOTION
A withdrawal of motion indicates a motion may be withdrawn or modified by the Council
Member who originally made the motion at any time prior to its passage. If a motion is withdrawn
the Council Member who originally made the motion, or another Council Member may then make
motion to be seconded by another Council Member.
MOTION TO CONTINUE A PUBLIC HEARING
The Town Council may continue a public hearing to a date time certain unless state law
provides otherwise. The maker of the motion may state “I make a motion to continue the public
hearing to xxx date at xxx time”. This motion will avoid the Town of paying the cost of having to
re-advertise or publish notice of the public hearing in the newspaper.
MOTION TO REFER OR POSTPONE
The Town Council may desire to continue discussion of an agenda item at a future meeting,
may require the Town staff to provide further information, or require the matter to be reconsidered
by the Planning and Zoning Commission or other applicable board. In such event the Town
Council may postpone consideration of the agenda item to a date time certain or subsequent
Council Meeting (or for example until such time as Town staff can provide the requested
information) or refer the matter back to the Planning and Zoning Commission or other applicable
board to reconsider the agenda item.
4.124.11 VOTING
Abstention
a. Pursuant to Section 3.20 of the Town Charter, if a Council Member abstains
because of a legal conflict of interest, such member is not counted as present for
quorum purposes and is not deemed to be “voting” for purposes of determining
whether there has been a “majority vote of those voting and present.”
b. When the Mayor or a Council Member abstains because of a legal conflict of
interest, the Mayor or such Council Member must file an affidavit with the Town
Secretary stating the nature and extent of the conflict before the agenda item is
announced by the Mayor. The Mayor or Town Secretary shall briefly state, on the
record, the nature of the conflict of the Council Member. State law requires the
inclusion of this information in the public record. A Council Member with a legal
conflict of interest shall excuse themselves from the dais for that portion of the
Council meeting and may return once the Council has completed action on the
agenda item.
Tie Votes
A tie vote results in a lost motion. In such an instance, any member of the Town Council
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may offer a motion for further action. If there is not an affirmative vote, the result is no action. If
the matter involves an appeal and an affirmative vote does not occur, the decision appealed stands
as decided by the decision-making person or body from which the appeal was taken.
Charter or Statute Voting Requirements
Some actions taken by the Town Council require more than a simple majority vote of
the Council Members present for approval as may be required by either the Charter or State
statutes. Items listed herein are not intended to be an exhaustive list of actions that require more
than a simple majority vote; the Town Attorney shall provide notice to the Town Council when
the Council is taking action on such an item.
a. Charter Amendment – Two-thirds Vote
An Ordinance submitting a proposed Charter amendment must be adopted by a two-
thirds vote of the entire Town Council.
[Texas Local Government Code, Article XI, Section 5, Texas Constitution, Section 9.002(a)]
b. Protested Changes in Zoning Ordinance – Three-fourths Vote
If a proposed change to a zoning regulation or boundary is protested by owners of
twenty percent or more of the area of the lots or land included in such proposed
change, or of the area of the lots or land immediately adjoining the area covered by
the proposed change and extending 200 feet there from in accordance with Chapter
211 of the Texas Local Government Code, as amended, the affirmative vote of at
least three-fourths of the entire Town Council is required for the proposed change to
take effect. (Texas Local Government Code, Section 211.006(d))
An affirmative vote of at least three-fourths of the entire Town Council is required
to overrule a recommendation of the Planning and Zoning Commission that a
proposed amendment, supplement, or change to a zoning be denied. Town Ordinance,
Section 14.02.403 (b)(3))
If a Council Member has abstained because of a legal conflict of interest and, filed
the required affidavit, the number of the members of full Town Council is reduced by
the number of such conflicted Council Members.
4.134.12 NON-OBSERVANCE OF RULE
Rules adopted to expedite and facilitate the transaction of the business of the Town
Council in an orderly fashion shall be deemed to be procedural only, and the failure to strictly
observe any such rules shall not affect the jurisdiction of, or invalidate any action taken by, the
Town Council.
5. PUBLIC HEARINGS
5.1 GENERAL PROCEDURE
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A public hearing will be conducted separately from Town Council consideration of related
ordinances, resolutions or other motions. The public hearing will allow for staff
presentations, applicant input, and public comments. The meeting will then move to the
next agenda item to consider the subject of the public hearing, when applicable, following
the procedures outlined under Section 4.10. The following are general guidelines to
conduct the public hearing, with The Town Council procedure for the conduct of Public
Hearings is generally as follows:
a. The Mayor or pPresiding oOfficer opens the Public Hearing.
b. Staff presents its report.
c. The applicant or appellant then has the opportunity to present comments,
testimony, or arguments. In the case of an appeal when the appellant is different
from the applicant, the appellant should be called upon first to provide comments
or testimony. The applicant or appellant shall have a total of fifteen minutes for a
presentation when recognized by the Mayor or pPresiding oOfficer. The initial
comments or presentation shall be limited to ten minutes and the rebuttal or
concluding comments shall be limited to five minutes.
d. Members of the public are provided with the opportunity to ask questions or make
comments relevant to the matter being heard. All individuals addressing the
Council shall are requested to state their name and address for the record.
e. The MayorPresiding Officer closes the Public Hearing. The meeting will then
move to the next agenda item to consider the subject of the public hearing, following the
procedures outlined under Section 4.10.
f. The Town Council deliberates on the issue, which may include asking questions of
staff, the applicant, and/or the appellant.
g. If the Town Council raises new issues through deliberation and seeks to take
additional public testimony, the Public Hearing must be reopened. At the
conclusion of the public testimony, the Public Hearing is again closed.
h. The Town Council deliberates and takes action.
i. The Mayor calls for a motion related to the topic, if appropriate.
5.2 CONTINUANCE OF HEARINGS
Any Public Hearing being held by the Town Council may by motion, be continued to a
subsequent meeting date and time certain.
5.3 PUBLIC DISCUSSION AT HEARINGS
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When a matter for Public Hearing comes before the Town Council, the MayorPresiding
Officer will open the Public Hearing. Upon opening the Public Hearing and before any motion is
adopted related to the merits of the issue to be heard, the MayorPresiding Officer shall inquire if
there is anyone present who desires to speak on the matter which is to be heard or to present
evidence regarding the matter. A Public Hearing, no matter what the subject matter, is not a
question-and-answer period. Speakers must address their comments to the Town Council. Council
Members should not address members of the public during a Public Hearing. After all members
of the public who requested to speak have spoken and the Public Hearing has been closed, the
Town staff, Mayor or Council Members may respond to any questions or issued raised by
members of the public.
a. Public Member Request to Speak
Any person wishing to speak at a Public Hearing scheduled on the agenda shall is
requested to complete a Public Meeting Appearance Card prior to the matter being
reached and present it to the Town Secretary. Upon being recognized by the
MayorPresiding Officer, the person may speak or present evidence relevant to the
matter being heard. No person may speak without first being recognized by the
MayorPresiding Officer. All persons wishing to speak on the matter shall be
limited to three minutes. each and there shall be a cumulative limit of sixty minutes
for all those speaking in favor of an item and a like limit for those speaking in
opposition. The time limit may be extended by the MayorPresiding Officer or by
a majority vote of the Town Council.
b. Time Limits
The MayorPresiding Officer, with the concurrence of the Town Council, may
extend or limit any of the enumerated time allocations based on the complexity of
the item and the number of persons wishing to speak on the item.
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c. Materials for Public Record
All persons interested in the matter being heard by the Town Council shall be
entitled to submit written evidence or remarks, as well as other graphic evidence,
in person at the meeting. All such evidence presented will be retained by the Town
Secretary’s Office as part of the record of the hearing, in accordance with the
requirements of State law.
For electronic delivery, aAny person(s) submitting written evidence or remarks,
as well as other graphic evidence, electronically shall send the information to
townsec@trophyclub.org and shall clearly identify the Town Council meeting
date and agenda item for which the material is submitted. Electronic Mmaterials
for public record must be submitted at least 24 hours prior to the scheduled start
time of the Town Council meeting.
d. Germane Comments
During the Public Hearing, no person will be permitted to speak about matters or
present evidence which is not germane to the matter being considered. A
determination of relevance shall be made by the Mayor but may be appealed to
the Town Council.
5.4 COMMUNICATIONS AND PETITIONS
Written communications and petitions, appropriately submitted as described herein,
concerning the subject matter of the hearing will be noted, read aloud, or summarized by the
MayorPresiding Officer or Town Secretary. A reading in full shall take place if requested by any
member of the Town Council.
6. ADDRESSING THE TOWN COUNCIL
6.1 STAFF PRESENTATIONS
Staff presentations will be concise and will provide factual background information on
the item as well as a recommendation for the Town Council.
6.2 ORAL PRESENTATIONS BY MEMBERS OF THE PUBLIC
The following procedures will guide oral presentations by members of the public at Town
Council meetings:
a. Prior to the meeting or during the meeting prior to a matter being reached, persons
wishing to address the Town Council should complete a Public Meeting
Appearance Card and present it to the Town Secretary.
b. When called upon, the person should come to the podium state such person’s name
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and address for the record, and, if speaking for an organization or other group,
identify the group represented.
c. All remarks should be addressed to the Town Council as a whole, not to individual
members.
d.c. Questions, if any, should be directed to the presiding officer who will determine
whether, or in what manner, an answer will be provided.
6.3 CITIZENS’ COMMENTS AND RIGHT TO SPEAK
Citizens Comments. This portion of the Town Council meeting is set aside for members
of the public to address the Town Council on any item of business that is not formally scheduled
on the agenda, listed on the Consent Agenda, or scheduled as a Public Hearing. Members of the
public should complete a Public Meeting Appearance Card prior to the commencement of the
meeting and present it to the Town Secretary.
a. Timing
Citizens’ Comments are generally permitted at the beginning of the regular Town
Council meeting, as specified on the agenda. Presentations shall be limited to three
minutes each., Citizens’ Comments shall be limited to a cumulative total not to
exceed twenty minutes for all speakers. A person may not “give their time” to
another person making comments.
b. Town Business
Presentations under Citizens’ Comments are limited to items within the subject
matter jurisdiction of the Town.
c. No Council Deliberations
In compliance with the Texas Open Meetings Act, the Town Council may not
deliberate or vote on any matter raised in Citizens’ Comments, except for the purpose
of determining whether such matter should be placed on a future Town Council
agenda. The MayorPresiding Officer, however, may request the Town Manager to
provide additional information on a matter of general interest to the full Town
Council, the public at large and to the citizen making the comment.
Right to Speak. Texas Government Code Section 551.007 requires the Town Council to
allow a citizen to address the Town Council prior to the Town Council taking action on an
item listed on the meeting agenda for action. The Town Charter provides that citizens of the
Town shall have reasonable opportunity to be heard at any meeting. A person who wants to speak
and address the Town Council regarding an item listed on the agenda for action shall complete a
Public Meeting Appearance Card prior to the commencement of the meeting and present it to the
Town Secretary. The citizen may either speak during the Citizen Comments portion of the
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meeting or when the item is reached on the agenda after being recognized by the Mayor or
pPresiding oOfficer.
6.4 PUBLIC MEETING APPEARANCE CARDS
Public Meeting Appearance Cards may be used by members of the public who do not wish
to or cannot verbally address the Town Council during a meeting. A person may indicate such
person’s comments and support or opposition for an agenda item on a Public Meeting Appearance
Card. During the Public Hearing regarding the item or prior to taking action on an item on the
agenda, the MayorPresiding Officer will indicate that the Town Council has received written
comments from (name of persons) in support of the project or issue and from (name of persons) in
opposition. The minutes will reflect the Town Council’s receipt of written comments in support
or opposition of the project or issue.
6.5 REPETITIOUS COMMENTS PROHIBITED
a. A speaker shall not present the same or substantially the same items or arguments
to the Council repeatedly or be repetitious in presenting their oral comments.
Nothing in the foregoing precludes submission of comments to the Town Council in
writing, for such action or non-action as the Council, in its discretion, may deem
appropriate.
b. In order to expedite matters and to avoid repetitious presentations, the designation
of a spokesperson is encouraged. Whenever any group of individuals wishes to
address the Council on the same subject matter, those individuals are encouraged
to designate a spokesperson to address the Town Council.
6.6 WAIVER OF RULES
Any of the foregoing rules may be waived or suspended by a majority vote of the Council
Members present when it is deemed that there is good cause to do so, based upon the particular facts
and circumstances involved.
6.7 NON-EXCLUSIVE RULES
The rules set forth are not exclusive and do not limit the inherent power and general legal
authority of the Town Council, or of its presiding officer, to govern the conduct of Town Council
meetings as may be considered appropriate from time to time, or in particular circumstances, for
purposes of orderly and effective conduct of the affairs of the Town.
7. COUNCIL MEMBER TRAINING AND PROFESIONAL DEVELOPMENT
7.1 TOWN COUNCIL ORIENTATION
The Town Manager will, in a timely manner, provide appropriate orientation services for
new Council Members. Such services shall include, but not be limited to, the following:
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• Availability of Texas Municipal League conferences and seminars
• An individual meeting with new Members informing them about Town facilities
and procedures
• Printed documents and resource materials necessary to the performance of the
office of Council Member.
7.2 TOWN COUNCIL TRAVEL, TRAINING, MEMBERSHIPS, AND CLOTHING
ALLOCATION POLICY
The annual allocation to the Mayor and Town Council Members (herein referred to
collectively as “Town Council”) for travel, training, memberships, and clothing will be established
in the approved budget. That budget will be allocated fourteen and three-tenths percent (14.3%)
for each member of the Town Council to utilize as necessary for Town-related purposes for the
purchase of travel, training, memberships, and clothing (herein referred to collectively as “Eligible
Expenses”). All Eligible Expenses will be reimbursed or paid from this allocation up to each
members’ individual budget allocations. Unused allocation will not roll forward to a future budget
year.
All Town financial policies related to training, travel, and purchases shall apply to the
Town Council. The use of Eligible Expense allocations for the Town Council will be maintained,
monitored, and tracked by the Town Secretary. A member may contribute from their allocation to
another member by submitting an allocation transfer request to the Town Secretary who will
update the available allocations for each member accordingly.
Town funds may only be used for Town-related purposes. For training and/or travel,
members are required to submit a justification, which shall be reviewed and approved by the Town
Manager. If a training/travel request is denied by the Town Manager, the member may appeal the
decision to the Mayor. The Mayor’s decision shall be final. If the Mayor’s training/travel request
is denied by the Town Manager, the appeal shall be made to the Mayor Pro Tem.
Training opportunities include conferences hosted locally or in other cities/states and
online educational seminars where the topic is applicable to the functions of Town government.
Travel and training funds will not be used for credit classes at a college, university, or other
institution designed to provide post-secondary degrees or training. The Town Council is
encouraged to select training events from the following providers:
• Texas Municipal League
• National League of Cities
• North Central Texas Council of Governments
Additional travel expenditures for members chosen to represent the Town Council related
to attending a special event or otherwise representing the Town shall be made only after having
been placed on the agenda of a Town Council Meeting and acted upon by a favorable majority
vote.
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8. TOWN COUNCIL STAFF RELATIONS AND ADMINISTRATIVE SUPPORT
8.1 COMMUNICATION WITH STAFF
The Town Council should contact Town employees through the Town Manager. Council
Members should refrain from giving orders or direction to any subordinate of the Town Manager,
either publicly or privately. Work assignments and policy direction should come from the elected
body as a whole and not from individual members.
Nothing herein shall be construed to limit the power of the Town Council to directly
communicate (in writing or verbally), with those officers and employees directly appointed by the
Town Council (Town Manager, Town Secretary, Town Attorney, and Municipal Court Judge).
8.2 AGENDA QUESTIONS
a. Questions arising from Council Members after receiving the agenda should be
presented to the Town Manager for staff consideration prior to the Town Council
meeting. The additional information will be distributed to all Council Members.
b. Any request for additional information shall be provided to the entire Town Council
as expeditiously as possible prior to any meeting to ensure appropriate review.
c. The Town Manager shall designate appropriate staff to address each agenda item
and shall see that it is adequately prepared and presented to the Town Council.
8.3 PROBLEM RESOLTION
If the Town Manager or staff time is being dominated or misdirected by a Council Member
or in any conflict arising between staff and Town Council, the Town Manager shall:
a. Visit with the Council Member and discuss the problem and/or impact on Town
Manager or staff time;
b. If unresolved, ask the Mayor to arbitrate a resolution to the issue;
c. If still unresolved, ask the Mayor to present the concerns to the Town Council.
d. If the unresolved issue is with the Mayor, ask the Mayor Pro Tem to arbitrate a
resolution to the issue.
e. If still unresolved issue involves the Mayor, ask the Mayor Pro Tem to present the
concerns to the Town Council.
8.4 STAFF CONDUCT
The Town Manager is responsible for the professional and ethical behavior of the Town
Staff. All staff members shall show each other, Town Council, and the public respect and courtesy at all
times.
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8.5 MAIL
All general mail will be opened and date stamped and distributed to individual Council
Members.
a. Letters Addressed to the Mayor and Town Council
All letters addressed to the Mayor and Town Council requiring a response from staff
will be copied to all Council Members with a note as to which staff person will be
preparing a response for the Mayor’s signature. A copy of the response, along with
the original letter, will be provided to each Council Member.
Letters addressed to the Mayor and Town Council that do not require a response but
provide information on Town Council agenda items or like matters are copied to
the full Town Council.
b. Letters Addressed to Individual Council Members
All letters addressed to individual Council Members requiring a response from staff
are copied to all Council Members with a note as to which staff person will be
preparing a response for the addressee’s signature. Copies of the responses, along
with the original letters, are provided to the full Town Council.
Letters addressed to individual Council Members that do not require a response
from staff but provide information on Town Council matters are copied to the full
Town Council.
Cards and other Council Member mail marked “personal” will not be opened and
will not be copied to the full Town Council.
8.6 TOWN COUNCIL CORRESPONDENCE
All Council Member correspondence prepared with Town resources (letterhead, typing,
staff support, postage, etc.) will reflect the position of the full Town Council, not individual
Council Member’s positions.
Personal Correspondence:
Town Council Members will be provided individual stationery and envelopes to use for
official communications reflecting their individual position as a Council Member.
8.7 CLERICAL SUPPORT
The Town Secretary’s Office will coordinate the typing of Town related correspondence
requested by individual Council Members. All correspondence typed for Council Members will
be on Town letterhead and will reflect the position of the full Town Council and will be copied to
the full Town Council.
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8.8 TOWN COUNCIL EVENT COORDINATION
a. Event Coordination
The Town Secretary’s Office will be responsible for coordinating Town Council
attendance at public events, functions, and meetings. This includes:
• Receiving notifications from Council Members regarding their attendance
at upcoming events or functions.
• Collecting event details such as location, time, and purpose, as well as
tracking potential Council attendance.
b. Council Member Notifications
Council Members are encouraged to notify the Town Secretary’s Office as soon as
possible if they plan to attend any public event or function. This notification will
allow the Town Secretary’s Office to assess whether a quorum may be present and
ensure that Council attendance at public events/meetings complies with all legal
requirements.
8.9 REQUESTS FOR RESEARCH OR INFORMATION
The Mayor and Council Members may request information or research from the Town staff
on a given topic through the Town Manager who will make all members of Council aware of the
special request, as it may be of interest to them as well. Accordingly, the Town Manager will
provide the results of the request to all members of Council. In the event the Town Manager
believes he cannot respond in a timely manner or that the request will require extensive staff time
and resources, the Town Manager may present the request to the full Town Council prior to
proceeding. If approved, he and the members of Council will coordinate a reasonable and
responsible timeframe in which to expect the results without unduly interfering with other
activities of higher priority.
8.10 TOWN COUNCIL NOTIFICATION OF SIGNIFICANT INCIDENTS
In conjunction with the Town’s public safety departments and the Public and Media
Relations Director, the Town Manager’s Office will coordinate the notification to the Town Council
of major crime, fire or other disasters or incidents.
9. BOARDS AND COMMISSIONS
9.1 BOARD AND COMMISSION APPOINTMENTS/REMOVALS
The Town Council Appointments Committee is established to interview applicants and
make recommendations to the full Council regarding appointments to all Boards during the annual
appointment process and during the year in the event of mid-year vacancies. The Committee will
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also review and make recommendations for any removals from the Town’s Boards and
Commissions as deemed necessary.
a. Recruitment
The annual recruitment period for Board positions with expiring terms and known
vacancies will begin in June, and applications will be accepted through July, or as
otherwise directed by the Town Council.
In June of each year, the Town Secretary will:
• Advertise that the Town is accepting applications for individuals to be
considered for appointment to Boards. The notice will specify the vacancies
for all Boards and provide details regarding the application procedure and
the deadline for receipt of applications. Advertisements will be posted on
the Town’s website, marquees, weekly newsletter, through all Town-
managed social media platforms, and on posters placed in the lobby of
Town Hall.
• Notify incumbent Board members with expiring terms that their term is
approaching. If the member is eligible and wishes to seek another term, they
must reapply in the same manner as other applicants.
b. Applicant Requirements
• Applicants for Boards, Commissions, or Corporations must meet
the following criteria prior to their appointment:
• Be United States Citizens.
• Be registered voters.
• Be residents of the Town for at least six (6) months.
• The Council may waive the voter registration and/or length of residency
requirement for an applicant upon good cause shown, except where
restricted by State law. Town elected officials and persons appointed to fill
vacancies on any elected Town governmental body may not serve on a
Town Board, Commission, or Corporation in accordance with the Town
Charter.
• Consent to a background check
• Have no felony convictions or pending felony indictments
• Have no Class A or B misdemeanor convictions within the last 10 years or
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pending Class A or B misdemeanor charges
• Have not been removed from a previous board or commission
•
• The technical expertise of applicants will be considered during the
appointment process.
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c. Application Review/Appointments
The Appointments Committee interviews applicants and makes recommendations
to the full Council regarding appointments to all Boards and Commissions.
Interviews are typically conducted in July and August, with appointments made in
September and terms beginning on October 1. The Committee also considers
applicants during the year in the event of mid-year vacancies.
If the number of qualified applicants exceeds the number of open Board seats, it is
the goal of the Town Council to first appoint those qualified applicants not already
serving before taking action to appoint an applicant who is already serving on a
Board. Town Council may act to replace a current member who is serving on more
than one Board prior to the end the member’s term, provided there is an adequate
number of qualified applicants.
At the conclusion of the interview process, the Committee shall prepare a report
with its recommended slate of nominees for each Board appointment. The report
shall be submitted to the Town Council for discussion and consideration, preferably
in September, but not later than the first meeting in October.
d. Removal
At the request of the Town Manager, Town Secretary, Board/Commission Chair, or
any two members of the Town Council, the Committee will review any
circumstances such as misconduct, absenteeism, or ineligibility of a board member.
The Committee will thoroughly investigate the situation considering all facts and
viewpoints. If after careful deliberation, a majority of the Committee votes in favor,
a formal written report recommending removal will be submitted to the Town
Council, with a copy of the report sent to the board member and the Board chair.
The Town Council will review and consider the recommendation in a scheduled
meeting, allowing the board member to respond, and then vote on the final decision
9.2 BOARD, AND, COMMITTEE, AND COMMISSION TRAINING
a. Members of any Town board, committee, or commission shall complete Town
sponsored open government training within 90 days of their appointment. Such
training may be completed either by attending a live training session offered by the
Town, or by watching a video provided by the Town.
b. The training required by this section is in addition to any training a member of a
board or commission may be required to complete pursuant to Government Code
chs. 551 or 552.
c. Failure of a board, committee, or commission member to complete the training
required by this section, within the time frame prescribed by this section, shall be
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considered grounds for removal for "cause."
9.3 CREATION OF AD HOC COMMITTEE/TASK FORCE
a. The Town Council may create an Ad Hoc Committee/Task Force to assist the Town
Council in its business
b. The Ad Hoc Committee/Task Force shall be established by a Town Council
resolution or ordinance for a specific purpose that expires upon the completion of
its assigned task(s) or according to a specified deadline.
c. In the absence of other termination language, the Ad Hoc Committee/Task Force
will expire at the end of the appointing Council's term.
d.c. Any existing ad-hoc committee or any other subgroup not created or required by
resolution or ordinance shall cease to exist upon adoption of this policy.
10. PROCEDURES ADMINISTRATION
10.1 BIENNIAL REVIEW OF TOWN COUNCIL PROCEDURES
The Town Council will review and revise the Town Council Rules of Order and Procedure
as needed, and at a minimum, every two years.
10.2 ADHERENCE TO PROCEDURES
During Town Council discussions, deliberations and proceedings, the MayorPresiding
Officer has been delegated the primary responsibility to ensure that the Town Council, staff and
members of the public adhere to the Council’s adopted procedures.
10.3 TOWN ATTORNEY AS PROCEDURE ADVISOR
The Town Attorney assists the Mayor and Town Council as a resource and as an advisor
for interpreting the Town Council’s adopted rules and procedures.
10.4 APPLICABILITY OF PROCEDURES
The Town Council Rules of Order and Procedures shall also apply to the Town Council when
sitting as other entities or agencies. The role of Mayor and Mayor Pro Tem shall be interchangeable
with the Chair and Vice Chair, or President and Vice President when sitting as another entity.
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TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Tammy Dixon, Town Secretary
AGENDA ITEM: Consider approval of the October 28, 2024, Town Council work session and
regular meeting minutes. (Tammy Dixon, Town Secretary)
BACKGROUND/SUMMARY: The Town Council held a work session and regular meeting on
October 28, 2024.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: N/A
LEGAL REVIEW: N/A
ATTACHMENTS:
1. Draft Minutes 10.28.2024
ACTIONS/OPTIONS:
Move to approve the October 28, 2024, Town Council work session and regular meeting
minutes.
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Town of Trophy Club Town Council Meeting Minutes
October 28, 2024, 6:00 p.m., Work Session Regular Meeting
1 Trophy Wood Drive, Trophy Club, Texas 76262
CALL WORK SESSION TO ORDER
Mayor Tiffany called the work session to order at 6:00 p.m.
COUNCIL MEMBERS PRESENT
Jeannette Tiffany, Mayor
Steve Flynn, Mayor Pro Tem
Stacey Bauer, Council Member Place 1
Jeff Beach, Council Member Place 2 (arrived at 7:00 p.m.)
Dennis Sheridan, Council Member Place 3
Rhylan Rowe, Council Member Place 4
LuAnne Oldham, Council Member Place 5
STAFF MEMBERS PRESENT
Brandon Wright, Town Manager
Tammy Dixon, Town Secretary
Dean Roggia, Town Attorney
Jason Wise, Fire Chief
Patrick Arata, Chief of Police
April Duvall, Director of Finance
Matt Cox, Director of Community Development
Chase Ellis, Director of Parks and Recreation
Jill Lind, Director of Communications and Marketing
Tamara Smith, Assistant to the Town Manager
WORK SESSION ITEM
1. Presentation and discussion regarding the overnight parking restriction ordinance.
(Brandon Wright, Town Manager)
Town Manager Wright gave a presentation on the overnight parking ordinance,
which has been in place since 1986, which prioritizes aesthetic appeal, emergency
vehicle access, and resident safety. The ordinance restricts parking from 3:00 AM to 5:00
AM, with specific conditions for temporary or annual permits.
The presentation included data on permit usage, enforcement patterns, and
resident feedback, noting a rise in warnings during summer and winter due to visiting
students. Some residents suggested more flexibility for temporary permits during peak
periods and more lenient last-minute parking allowances.
Town Secretary Dixon reported the Town received 17 emails with 14 opposing
changes and three supporting any modifications to the ordinance.
Mayor Tiffany opened the floor for public comment.
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Town Council Meeting Minutes – October 28, 2024 Page 2
Marc Bartels, 122 Carnoustie, spoke against any changes to the current ordinance.
The Council discussed three options: maintaining the ordinance, expanding
temporary permits, or reconsidering annual permits. The consensus was to leave the
ordinance as-is, with an option to revisit small adjustments in the temporary permits in the
future if needed.
ADJOURN WORK SESSION
Mayor Tiffany adjourned the work session at 6:36 p.m.
CALL REGULAR MEETING TO ORDER
Mayor Tiffany called the regular meeting to order at 7:00 p.m.
INVOCATION
Pastor Barry Clingan, The Church at Trophy Lakes, delivered the invocation.
PLEDGES
Mayor Pro Tem Flynn led the Pledge of Allegiance to the American and Texas
Flags.
PUBLIC COMMENTS
Celeste Fraga, 551 Timber Ridge, voiced concerns regarding the enforcement of
nuisance codes related to high grass and weeds.
Kathryn Carlisle, 1 Cypress Court, expressed concerns about potential changes to
the overnight parking ordinance, short-term rentals, and code enforcement.
Shauna Reckmeyer, 5 Timberline Court, raised issues with proposed changes to
the overnight parking ordinance and the enforcement of nuisance codes.
Joey Truit, 1031 Sunset Drive, expressed concerns about fences around his
property and the enforcement of upkeep codes for fences.
COMMUNITY SPOTLIGHT
2. Proclamation to designate November 1, 2024, as Arbor Day
Council Member Sheridan read the proclamation aloud, and Mayor Tiffany
presented it to Chase Ellis, Director of Parks and Recreation.
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Town Council Meeting Minutes – October 28, 2024 Page 3
3. Trophy Club Activity Center
Madison Seil, Recreation Superintendent, addressed the Town Council regarding
the new Trophy Club Activity Center, noting its origin through a lease agreement with the
Municipal Utility District No. 1 for their annex building. She highlighted how the center
served as a crucial space for the summer adventure camp and has now become a
community gathering place with programs for both active adults and youth with the
assistance of Trophy Club residents and introduced Marian Hawker,
Marian Hawker introduced Connie White, Carol Tombari, Sara Miniatas, and
Marsha Pyeatt, all of whom participated in a two-year effort to create a community space
for active adults. The center, which opened on October 1, offers programs for all ages,
with a particular focus on activities for seniors, including popular games and educational
sessions. Ms. Hawker expressed gratitude for the support from town leadership and
partnerships with the MUD, emphasizing the center’s role in fostering community
connection and engagement.
4. Working for You . . . Trophy Club
a) Update from Town Council Members
Council Member Sheridan announced the annual Veterans Day ceremony is
scheduled for November 11, at 11:00 a.m. at Trophy Club Veterans Park, located across
from the swimming pool on Parkview Drive. He encouraged community members to
attend in honor of veterans.
Mayor Pro Tem Flynn recognized the Trophy Club Rotary Club for hosting a well -
attended First Responder Appreciation Event on Saturday, honoring first responders from
both Trophy Club and Roanoke. He expressed gratitude to the attending chiefs and their
teams for their service.
Mayor Tiffany highlighted two key sources of information for Trophy Club residents:
the Town’s weekly newsletter, released every Friday afternoon, and the Trophy Club
Neighbors magazine.
b) Update from Town Manager
Town Manager Wright announced the finance department received the
Government Finance Officers Association (GFOA) Certificate of Excellence for their
annual comprehensive financial report for the fiscal year ending September 30, 202 3,
acknowledging the departments dedication to creating accessible and well-organized
financial reports.
Town Manager Wright provided the upcoming events and meetings:
• Movie Night: Coco: November 1, at 7:00 PM
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Town Council Meeting Minutes – October 28, 2024 Page 4
• Trophy Club Fire Department Open House: November 2, 10:00 a.m. – 2:00
p.m.
• Veterans Day Celebration: November 11, at 11:00 AM
• Upcoming Town Meetings
o Ethics Review Commission, October 29, 6:00 p.m.
o Town Council Meeting, November 12, 2024.
He also reminded everyone to stay safe while trick-or-treating on October 31.
c) Quick Civic Tip (Dean Roggia, Town Attorney)
Town Attorney Roggia explained "Cooperative Purchasing Programs" under
Texas Local Government Code, which allows the town to participate in cooperative
purchasing with other governments to avoid duplicating competitive bidding processes.
This exception satisfies state bidding requirements.
CONSENT AGENDA
5. Consider approval of the October 14, 2024, Town Council work session and
regular meeting minutes. (Tammy Dixon, Town Secretary)
6. Consider authorizing the Town Manager to negotiate and execute a professional
services agreement with BrightWatch for the installation and maintenance of a
Town-wide security camera system in the amount of $194,644.09. (Patrick Arata,
Chief of Police)
7. Consider authorizing the Town Manager to negotiate and execute a purchase and
installation contract with Glass Doctor of Carrollton, TX for the purchase of ballistic
safety glass at the Town Hall and the Police Department in the amount of
$46,195.95. (Patrick Arata, Chief of Police)
8. Consider a resolution directing the Town Manager to utilize an additional $90,000
dedicated to Town Hall Building Improvements to provide security enhancements
for Town Facilities. (April Duvall, Director of Finance) The caption of the resolution
reads as follows:
RESOLUTION NO. 2024-22
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB,
TEXAS, DIRECTING THE TOWN MANAGER TO UTILIZE AN ADDITIONAL $90,000
DEDICATED TO TOWN HALL BUILDING IMPROVEMENTS TO PROVIDE SECURITY
ENHANCEMENTS TO TOWN FACILITIES.
9. Consider authorizing the Town Manager to negotiate and execute a purchase
agreement with Reliable Chevrolet for a 2024 Chevy Silverado 1500 in the amount
of $52,901.55. (Jason Wise, Fire Chief).
10. Consider authorizing the Town Manager to negotiate and execute a short -term
lease agreement with Flex Financial, a division of Stryker Sales, LLC, for a 61 -
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month lease agreement in a total amount of $534,401.70 requiring six annual lease
payments of $89,066.95. (Jason Wise, Fire Chief)
11. Consider a reimbursement resolution providing for the Town's intent to reimburse
itself with future debt proceeds for capital expenditures to be incurred. (April Duvall,
Director of Finance) Removed from Consent.
12. Consider a resolution adopting the Boards and Commissions Manual and
repealing Resolution 2018-08. (Tammy Dixon, Town Secretary) Removed from
Consent.
Council Member Sheridan requested items 11 and 12 be removed from Consent.
Mayor Pro Tem Flynn moved to approve Consent Items 5-10. Council Member
Oldham seconded the motion.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Sheridan, Tiffany, Rowe, Oldham
NAYES: None
VOTE: 7-0
INDIVIDUAL ITEMS
11. Consider a reimbursement resolution providing for the Town's intent to reimburse
itself with future debt proceeds for capital expenditures to be incurred. (April Duvall,
Director of Finance) Removed from Consent.
Council Member Sheridan expressed opposition to spending funds before bond
issuance, scheduled for next year, and noted concerns about not knowing what the bond
election ballot wording may be, which may influence his decision to vote against the bond.
Council Member Rowe expressed respect for Sheridan’s cautious approach but
explained his decision to support spending prior to bond issuance to ensure continuity in
essential infrastructure projects which are part of long-term capital improvement plans.
Mayor Pro Tem Flynn moved to approve Resolution 2024-23 providing for the
Town's intent to reimburse itself with future debt proceeds for capital expenditures to be
incurred. Council Member Bauer seconded the motion. The caption of the resolution
reads as follows:
RESOLUTION NO. 2024-23
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB,
TEXAS, PROVIDING FOR REIMBURSEMENT AND EXPRESSING INTENT TO
FINANCE EXPENDITURES TO BE INCURRED; AND PROVIDING AN EFFECTIVE
DATE.
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VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Rowe, Oldham
NAYES: Sheridan
VOTE: 6-1
12. Consider a resolution adopting the Boards and Commissions Manual and
repealing Resolution 2018-08. (Tammy Dixon, Town Secretary) Removed from
Consent.
Council Member Sheridan thanked staff for addressing his feedback on the Boards
and Commissions Manual and requested an additional change to remove the second
paragraph in the Appointment Process under #3 on page 7.
Council Member Rowe moved to approve Resolution 2024-24 adopting the Boards
and Commissions Manual with the recommended change and repealing Resolution 2018-
08. Council Member Bauer seconded the motion. The caption of the resolution reads as
follows:
RESOLUTION NO. 2024-24
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB,
TEXAS, ADOPTING THE TOWN OF TROPHY CLUB BOARDS AND COMMISSIONS
MANUAL AND REPEALING RESOLUTION NO. 2018-08; AND PROVIDING AN
EFFECTIVE DATE.
VOTE ON MOTION
AYES: Bauer, Beach, Tiffany, Sheridan, Rowe, Oldham
NAYES: Flynn
VOTE: 6-1
13. Consider an ordinance of the Town of Trophy Club, Texas amending Chapter 1
"General Provisions", Article 1.04 "Boards, Commissions, and Committees", of the
Code of Ordinances to establish the Trophy Club Council for Arts and Culture.
(Tamara Smith, Assistant to the Town Manager)
Ms. Smith introduced the presentation from the Arts and Culture Ad Hoc
Committee and thanked the committee members and facilitator, Margie Reese, for their
work.
Committee Chair Candace Dillard highlighted the committee’s goals of fostering
community connection and cultural understanding through the arts and shared a video
showcasing their vision.
Margie Reese emphasized the committee's strategic focus on future public
engagement, community involvement, and the potential economic and educational
benefits of the arts.
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Vice Chair Melissa Eason expressed gratitude for the council’s support and
proposed that the committee be formally recognized as the Trophy Club Council for Arts
and Culture.
Council Member Sheridan expressed support for the arts committee and their
efforts. He recommended instead of an ordinance, the group be adopted by a resolution
until all of the boards and commissions are consolidated into Article 1.04 of the Code of
Ordinances, which is currently empty. He also recommended the group be called a
"board" instead of "council" to align with the town’s structure.
Council Member Beach inquired about funding, to which Ms. Smith and Mr. Wright
responded that HOT funds are a potential source, though no specific budget exists at this
time.
Council Member Rowe clarified that the group would not have an independent
operating budget but would present program -related recommendations for council
consideration, similar to the Parks Board.
Mayor Tiffany highlighted additional funding opportunities, including state and
national grants, and encouraged leveraging regional resources to support arts initiatives.
Council Member Sheridan made a motion to approve the agenda item as a
resolution and to change the term “council” to “board.” The motion failed due to a lack of
a second.
Mayor Pro Tem Flynn moved to approve Ordinance 2024-28, amending Chapter
1 "General Provisions", Article 1.04 "Boards, Commissions, and Committees", of the
Code of Ordinances to establish the Trophy Club Council for Arts and Culture. Council
Member Rowe seconded the motion. The caption of the ordinance reads as follows:
ORDINANCE NO. 2024-28
AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, AMENDING CHAPTER
1 “GENERAL PROVISIONS”; ARTICLE 1.04 “BOARDS, COMMISSIONS AND
COMMITTEES (RESERVED)”; OF THE CODE OF ORDINANCES OF THE TOWN OF
TROPHY CLUB, TEXAS, BY ADDING A NEW DIVISION 1 “TROPHY CLUB COUNCIL
FOR ARTS AND CULTURE”; ESTABLISHING THE COUNCIL; PROVIDING FOR THE
APPOINTMENT OF MEMBERS; PROVIDING FOR THE TERMS; PROVIDING FOR
THE DUTIES; PROVIDING THIS ORDINANCE IS CUMULATIVE OF ALL
ORDINANCES; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS
CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
VOTE ON MOTION
AYES: Bauer, Flynn, Tiffany, Sheridan, Rowe, Oldham
NAYES: Beach
VOTE: 6-1
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Town Council Meeting Minutes – October 28, 2024 Page 8
14. Consider a resolution of the Town Council of the Town of Trophy Club, Texas,
approving the Trophy Club Council for the Arts and Culture Operating Procedures.
(Tamara Smith, Assistant to the Town Manager)
Council Member Oldham moved to approve Resolution 2024-25 approving the
Trophy Club Council for the Arts and Culture Operating Procedures. Mayor Pro Tem
Flynn seconded the motion.
VOTE ON MOTION
AYES: Bauer, Flynn, Tiffany, Sheridan, Rowe, Oldham
NAYES: Beach
VOTE: 6-1
15. Consider authorizing the Town Manager to negotiate and execute a professional
service agreement with Parkhill in the amount of $244,065 with an additional
$5,000 allowance for reimbursable expenses for the engagement, development,
and implementation of the Town of Trophy Club Comprehensive Parks and
Recreation Master Plan. (Chase Ellis, Director of Parks & Recreation)
Director Ellis provided a summary of the comprehensive master plan, noting that
the town received eight bids from national firms. The recommended firm, Parkhill, was
selected after in-person interviews were conducted by a committee of park board
members and town staff. He highlighted the department's intent to collaborate with this
qualified team to achieve a long-term vision for the next 10 years.
Chad Davis, Project Principal, presented an overview of Parkhill’s approach to
creating a resilient, visionary master plan for Trophy Club's Parks and Recreation
Department, emphasizing community engagement and sustainability. Parkhill, along with
its consultants, will use innovative outreach methods to ensure a comprehensive,
community-driven plan. Davis expressed enthusiasm for the project and commitment to
delivering long-term benefits to residents.
Mayor Pro Tem Flynn moved to authorize the Town Manager to negotiate and
execute a professional service agreement with Parkhill in the amount of $244,065 with an
additional $5,000 allowance for reimbursable expenses for the engagement,
development, and implementation of the Town of Trophy Club Comprehensive Parks and
Recreation Master Plan. Council Member Oldham seconded the motion.
VOTE ON MOTION
AYES: Bauer, Beach, Flynn, Tiffany, Sheridan, Rowe, Oldham
NAYES: None
VOTE: 7-0
ADJOUNMENT
Mayor Tiffany adjourned the Town Council meeting at 8:34 p.m.
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Town Council Meeting Minutes – October 28, 2024 Page 9
____________________________
Jeannette Tiffany, Mayor
Attest:
_______________________________
Tammy Dixon, Town Secretary
Page 42 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a purchase
agreement with Caldwell County Chevrolet for the purchase of a Chevrolet
3500 for the Street Department in the amount of $68,901. (Matt Cox, Director
of Community Development)
BACKGROUND/SUMMARY: In FY 2025, the Trophy Club Street Department will replace one
street maintenance vehicle. The vehicle being replaced is ten years old, has 100,873 miles, and
experiences higher maintenance issues that impact the use of the vehicle for street
maintenance purposes. The Street Department will purchase a Chevrolet 3500. This vehicle is
critical to maintaining the department's fleet, ensuring staff can perform their duties effectively
and safely. Replacing this vehicle ensures fleet reliability, reduces maintenance costs, and
enhances operational readiness.
The purchase of the Chevrolet 3500 from Caldwell County Chevrolet will be made through the
BuyBoard cooperative purchasing group.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: The purchase of a replacement vehicle for the Street Department is budgeted
for in the FY 2025 Budget in the Community Development Equipment Replacement Fund.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Purchase Quote
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a purchase agreement with Caldwell County Chevrolet for the purchase of a
Chevrolet 3500 for the Street Department in the amount of $68,901.
Page 43 of 275
Page 44 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a purchase
agreement with Associated Supply Co. Inc. for the purchase of a Husqvarna
Concrete Saw in the amount of $39,000. (Matt Cox, Director of Community
Development)
BACKGROUND/SUMMARY: In FY 2025, the Trophy Club Street Department will replace its
existing Husqvarna concrete saw, which has been in service for over ten years and now
requires frequent maintenance that impacts its reliability for street maintenance tasks. This
equipment is essential for enabling staff to perform their duties effectively, efficiently, and
safely. Replacing it will reduce maintenance costs and enhance operational readiness.
The new Husqvarna concrete saw will be purchased through the BuyBoard cooperative
purchasing group, ensuring a streamlined and cost-effective procurement process.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: The purchase price for the Husqvarna concrete saw is $39,000, which is
budgeted for in the FY 2025 Budget in the Community Development Equipment Replacement
Fund.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Purchase Quote
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a purchase agreement with Associated Supply Co. Inc. for the purchase of a
Husqvarna Concrete Saw in the amount of $39,000.
Page 45 of 275
Page 46 of 275
Page 47 of 275
Page 48 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a purchase
agreement with North Texas Sales & Distribution LLC for the purchase of a
Hotsy pressure washer in the amount of $28,953. (Matt Cox, Director of
Community Development)
BACKGROUND/SUMMARY: In FY 2025, the Trophy Club Street Department will replace the
current Hotsy pressure washer. The equipment being replaced is 12 years old and experiences
higher maintenance issues that impact the use of the equipment for street maintenance
purposes. This piece of equipment ensures staff can perform their duties effectively, efficiently,
and safely. Replacing this equipment reduces maintenance costs and enhances operational
readiness.
The purchase of Hotsy pressure washer equipment will be made through the BuyBoard
cooperative purchasing group.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: The purchase price for the Hotsy Pressure Washer is $28,953, which is
budgeted for in the FY 2025 Budget in the Community Development Equipment Replacement
Fund.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Hotsy Purchase Quote
2. Hotsy Carlson Buyboard Contract
3. Hotsy Carlson Buyboard Contract Renewal
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a purchase agreement with North Texas Sales & Distribution LLC for the purchase
of a Hotsy pressure washer in the amount of $28,953.
Page 49 of 275
Town Of Trophy Club - Hotsy Hss-503069e
TOWN OF TROPHY CLUB
100 Municipal Dr
Trophy Club, TX 76262
United States
Kevin O’dell
kodell@trophyclub.org
6822373936
Reference: 20240621-085328358
Quote created: June 21, 2024
Quote expires: November 3, 2024
Quote created by: David Bihm
dbihm@nortexss.com
+12148023603
Comments from David Bihm
Products & Services
Item & Description Quantity Unit Price Total
1 $31,920.00 $31,920.00
1 $225.00 $225.00
One-time subtotal $32,145.00
Buy Board Vendor ID#672-22 Discount ($3,192.00)
Total $28,953.00
HSS-503069E
MODEL: HSS-503069 PART NO: 1.110-604 GPM:5 PSI: 3000
ENGINE MODEL: Kubota Z602-E4B CCs: 599 BURNER: 12V DC
BTU/HR:465000 PUMP MODEL: HX5843R.2 HOSE: 50'-3/8"
DIMENSIONS (LxWxH): 73"x37"x64" SHIP WT (LBS): 1305
Battery and Machine Prep
12v DC Battery and Machine Prep
Page 50 of 275
Purchase terms
Questions? Contact me
David Bihm
dbihm@nortexss.com
+12148023603
North Texas Sales and Distribution DBA: Hotsy Equipment Co. Visit us at Nortexss.com
10205 N. Walton Walker Blvd.
Dallas, TX 75220
United States
Page 51 of 275
v.02.01.2021
4/27/2022
Sent Via Email:wayne@hotsycarlson.com
Wayne Beardsley
Hotsy Carlson Equipment Company (RS Equipment Co LLC)
4714 Nuckols Crossing Rd
Austin, TX 78744
Welcome to BuyBoard!
Re: Notice of The Local Government Purchasing Cooperative Contract Award; Proposal Invitation No. 672-
22, Water and Wastewater Pumps and Motors
Congratulations, The Local Government Purchasing Cooperative (Cooperative) has awarded your company
a BuyBoard® contract based on the above-referenced Proposal Invitation. The contract is effective for an
initial one-year term of July 1, 2022 through June 30, 2023, and may be subject to two possible one-year
renewals. Please refer to the Proposal Invitation for the contract documents, including the General Terms
and Conditions of the Contract.
To review the items your company has been awarded, please review Proposal Tabulation No. 672-22 at:
www.buyboard.com/vendor. Only items marked as awarded to your company are included in this contract
award, and only those awarded items may be sold through the BuyBoard contract. All sales must comply
with the contract terms and must be at or below the awarded pricing as set forth in the General Terms and
Conditions.
The contract will be posted on the BuyBoard website as an online electronic catalog(s). You are reminded
that, in accordance with the General Terms and Conditions, all purchase orders must be
processed through the BuyBoard. Except as expressly authorized in writing by the Cooperative’s
administrator, you are not authorized to process a purchase order received directly from a Cooperative
member that has not been processed through the BuyBoard or provided to the Cooperative. If you receive
a purchase order directly from a Cooperative member that you have reason to believe has not been received
by the Cooperative or processed through the BuyBoard, you must promptly forward a copy of the purchase
order by email to info@buyboard.com.
A list of Cooperative members is available on the buyboard.com website. The BuyBoard vendor relations
staff will be contacting you to assist with the resources available and to provide any support you may need
as an awarded BuyBoard vendor.
On behalf of the Cooperative, we appreciate your interest in the Cooperative and we are looking forward
to your participation in the program. If you have any questions, please contact Cooperative
Procurement Staff at 800-695-2919 (select option “2”).
Sincerely,
Arturo Salinas
Asst. Division Director, Cooperative Purchasing
Texas Association of School Boards, Inc.,
Administrator for The Local Government Purchasing Cooperative
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Proposal Forms COMM/SVCS v.08.11.2021
P ROPOSER’S A CCEPTANCE AND A GREEMENT
Proposal Invitation Name: Water and
Wastewater Pumps and Motors
Proposal Due Date/Opening Date and Time:
January 20, 2022, at 4:00 PM
Proposal Invitation Number: 672-22
Location of Proposal Opening:
Texas Association of School Boards, Inc.
BuyBoard Department
12007 Research Blvd.
Austin, TX 78759
Anticipated Cooperative Board Meeting Date:
Contract Term: July 1, 2022, through June 30,
2023, with two possible one-year renewals.
April 2022
By signature below, the undersigned acknowledges and agrees that you are authorized to submit this
Proposal, including making all acknowledgements, consents, and certifications herein, on behalf of Proposer
and, to the best of your knowledge, the information provided is true, accurate, and complete.
Name of Proposing Company Date
_________________________________
Street Address Signature of Authorized Company Official
City, State, Zip Printed Name of Authorized Company Official
Telephone Number of Authorized Company Official Position or Title of Authorized Company Official
_________________________________________
Fax Number of Authorized Company Official Federal ID Number
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Proposal Forms COMM/SVCS v.08.11.2021
PROPOSAL FORMS PART 1: COMPLIANCE FORMS
INSTRUCTIONS:
Proposer must review and complete all forms in this Proposal Forms Part 1:
Proposal Acknowledgements
Felony Conviction Disclosure
Resident/Nonresident Certification
Debarment Certification
Vendor Employment Certification
No Boycott Verification
No Excluded Nation or Foreign Terrorist Organization Certification
Historically Underutilized Business Certification
Acknowledgement of BuyBoard Technical Requirements
Construction-Related Goods and Services Affirmation
Deviation and Compliance
Vendor Consent for Name Brand Use
Confidential/Proprietary Information
EDGAR Vendor Certification
Compliance Forms Signature Page
An authorized representative of Proposer must initial in the bottom right corner of each page where indicated
and complete and sign the Compliance Forms Signature Page. Proposer’s failure to fully complete, initial, and
sign forms as required may result in your Proposal being rejected as non-responsive.
PROPOSAL ACKNOWLEDGEMENTS
The proposing company (“you” or “your”) hereby acknowledges and agrees as follows:
1.You have carefully examined and understand all information and documentation associated with this Proposal Invitation,
including the Instructions to Proposers, General Information, General Terms and Conditions, attachments/forms,
appendices, item specifications, and line items (collectively “Requirements”);
2.By your response (“Proposal”) to this Proposal Invitation, you propose to supply the products or services submitted at
the pricing quoted in your Proposal and in strict compliance with the Requirements, unless specific deviations or
exceptions are noted in the Proposal;
3.By your Proposal, you acknowledge and certify all items set forth in the General Terms and Conditions, Section B.12
(Certifications), including all non-collusion certifications and certifications regarding legal, ethical, and other matters set
forth therein.
4.Any and all deviations and exceptions to the Requirements have been noted in your Proposal on the required form and
no others will be claimed;
Initial: _____
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Proposal Forms COMM/SVCS v.08.11.2021
5.If the Cooperative accepts any part of your Proposal and awards you a Contract, you will furnish all awarded products or
services at the pricing quoted and in strict compliance with the Requirements (unless specific deviations or exceptions
are noted on the required form and accepted by the Cooperative), including without limitation the Requirements related
to:
a.conducting business with Cooperative members, including offering pricing to members that is the best you offer
compared to similarly situated customers in similar circumstances;
b.payment of a service fee in the amount specified and as provided for in this Proposal Invitation;
c.the possible award of a piggy-back contract by the National Purchasing Cooperative or nonprofit entity, in which
event you will offer the awarded products and services in accordance with the Requirements; and
d.submitting price sheets or catalogs in the proper format as required by the Cooperative as a prerequisite to activation
of your Contract;
6.You have clearly identified on the included form any information in your Proposal that you believe to be confidential or
proprietary or that you do not consider to be public information subject to public disclosure under the Texas Public
Information Act or similar public information law;
7.The individual submitting this Proposal is duly authorized to enter into the contractual relationship represented by this
Proposal Invitation on your behalf and bind you to the Requirements, and such individual (and any individual signing a
form or Proposal document) is authorized and has the requisite knowledge to provide the information and make the
representations and certifications required in the Requirements;
8.You have carefully reviewed your Proposal, and certify that all information provided is true, complete, and accurate to
the best of your knowledge, and you authorize the Cooperative to take such action as it deems appropriate to verify such
information; and
9.Any misstatement, falsification, or omission in your Proposal, whenever or however discovered, will be grounds for
disqualifying you from consideration for a contract award under this Proposal Invitation, termination of a contract award,
or any other remedy or action provided for in the General Terms and Conditions or by law.
FELONY CONVICTION DISCLOSURE
Subsection (a) of Section 44.034 of the Texas Education Code (Notification of Criminal History of Contractor)
states: “A person or business entity that enters into a contract with a school district must give advance notice to the district
if the person or an owner or operator has been convicted of a felony. The notice must include a general description of the
conduct resulting in the conviction of a felony.”
Section 44.034 further states in Subsection (b): “A school district may terminate a contract with a person or business
entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or
misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for
services performed before the termination of the contract.”
Please check (√) one of the following:
My company is a publicly-held corporation. (Advance notice requirement does not apply to publicly-held corporation.)
My company is not owned or operated by anyone who has been convicted of a felony.
My company is owned/operated by the following individual(s) who has/have been convicted of a felony:
Name of Felon(s): _____________________________________________________________________________________
Details of Conviction(s):________________________________________________________________________________
____________________________________________________________________________________________________
Initial: _____
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Proposal Forms COMM/SVCS v.08.11.2021
RESIDENT/NONRESIDENT CERTIFICATION
Chapter 2252, Subchapter A, of the Texas Government Code establishes certain requirements applicable to proposers who
are not Texas residents. Under the statute, a “resident” proposer is a person whose principal place of business is in Texas,
including a contractor whose ultimate parent company or majority owner has its principal place of business in Texas. A
“nonresident” proposer is a person who is not a Texas resident. Please indicate the status of your company as a “resident”
proposer or a “nonresident” proposer under these definitions.
Please check (√) one of the following:
I certify that my company is a Resident Proposer.
I certify that my company is a Nonresident Proposer.
If your company is a Nonresident Proposer, you must provide the following information for your resident state (the state in
which your company’s principal place of business is located):
______________________________________________ _______________________________________________
Company Name Address
______________________________________________ _____________ ___________________________
City State Zip Code
A.Does your resident state require a proposer whose principal place of business is in Texas to under-price proposers
whose resident state is the same as yours by a prescribed amount or percentage to receive a comparable contract?
Yes No
B.What is the prescribed amount or percentage? $_______________ or ______________%
DEBARMENT CERTIFICATION
By signature on the Compliance Forms Signature Page, I certify that neither my company nor an owner or principal of my
company has been debarred, suspended or otherwise made ineligible for participation in Federal Assistance programs under
Executive Order 12549, “Debarment and Suspension,” as described in the Federal Register and Rules and Regulations.
Neither my company nor an owner or principal of my company is currently listed on the government-wide exclusions in SAM,
debarred, suspended, or otherwise excluded by agencies or declared ineligible under any statutory or regulatory authority.
My company agrees to immediately notify the Cooperative and all Cooperative members with pending purchases or seeking
to purchase from my company if my company or an owner or principal is later listed on the government-wide exclusions in
SAM, or is debarred, suspended, or otherwise excluded by agencies or declared ineligible under any statutory or regulatory
authority.
VENDOR EMPLOYMENT CERTIFICATION
Section 44.031(b) of the Texas Education Code establishes certain criteria that a school district must consider when
determining to whom to award a contract. Among the criteria for certain contracts is whether the vendor or the vendor’s
ultimate parent or majority owner (i) has its principal place of business in Texas; or (ii) employs at least 500 people in Texas.
If neither your company nor the ultimate parent company or majority owner has its principal place of business in Texas, does
your company, ultimate parent company, or majority owner employ at least 500 people in Texas?
Please check (√) one of the following:
Yes No Initial: ______
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Proposal Forms COMM/SVCS v.08.11.2021
NO BOYCOTT VERIFICATION
A Texas governmental entity may not enter into a contract with a value of $100,000 or more that is to be paid wholly or
partly from public funds with a company (excluding a sole proprietorship) that has 10 or more full-time employees for goods
or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel and will
not boycott Israel during the term of the contract (TEX. GOV’T CODE Ch. 2271), (2) does not boycott energy companies and
will not boycott energy companies during the term of the contract (TEX. GOV’T CODE Ch. 2274 effective September 1, 2021),
and (3) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association and will not discriminate during the term of the contract against a firearm entity or firearm trade association (TEX.
GOV’T CODE Ch. 2274 effective September 1, 2021). Accordingly, this certification form is included to the extent required by
law.
“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. TEX. GOV’T CODE §808.001(1).
“Boycott energy company” means, without an ordinary business purpose, 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 with
a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or
manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable
federal and state law; or (B) does business with a company described by Paragraph (A). TEX. GOV’T CODE §809.001(1)
(effective September 1, 2021).
“Discriminate against a firearm entity or firearm trade association” means, (A) with respect to the entity or association, to:
(i) refuse to engage in the trade of any goods or services with the entity or association based solely on its status as a firearm
entity or firearm trade association; (ii) refrain from continuing an existing business relationship with the entity or association
based solely on its status as a firearm entity or firearm trade association; or (iii) terminate an existing business relationship
with the entity or association based solely on its status as a firearm entity or firearm trade association; and (B) does not
include: (i) the established policies of a merchant, retail seller, or platform that restrict or prohibit the listing or selling of
ammunition, firearms, or firearm accessories; and (ii) a company’s refusal to engage in the trade of any goods or services,
decision to refrain from continuing an existing business relationship, or decision to terminate an existing business relationship:
(aa) to comply with federal, state, or local law, policy, or regulations or a directive by a regulatory agency; or (bb) for any
traditional business reason that is specific to the customer or potential customer and not based solely on an entity’s or
association’s status as a firearm entity or firearm trade association. TEX. GOV’T CODE §2274.001(3) (effective September 1,
2021).
By signature on the Compliance Forms Signature Page, to the extent applicable, I certify and verify that Vendor does not
boycott Israel, boycott energy companies, or discriminate against a firearm entity or firearm trade association and will not
do so during the term of any contract awarded under this Proposal Invitation, that this certification is true, complete and
accurate, and that I am authorized by my company to make this certification.
Initial: _____
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NO EXCLUDED NATION OR FOREIGN TERRORIST ORGANIZATION CERTIFICATION
Chapter 2252 of the Texas Government Code provides that a Texas governmental entity may not enter into a contract with
a company engaged in active business operations with Sudan, Iran, or a foreign terrorist organization – specifically, any
company identified on a list prepared and maintained by the Texas Comptroller under Texas Government Code §§806.051,
807.051, or 2252.153. (A company that the U.S. Government affirmatively declares to be excluded from its federal sanctions
regime relating to Sudan, Iran, or any federal sanctions regime relating to a foreign terrorist organization is not subject to
the contract prohibition.)
By signature on the Compliance Forms Signature Page, I certify and verify that Vendor is not on the Texas Comptroller’s list
identified above; that this certification is true, complete and accurate; and that I am authorized by my company to make this
certification.
H ISTORICALLY U NDERUTILIZED B USINESS C ERTIFICATION
A Proposer that has been certified as a Historically Underutilized Business (also known as a Minority/Women Business
Enterprise or “MWBE” and all referred to in this form as a “HUB”) is encouraged to indicate its HUB certification status when
responding to this Proposal Invitation. The BuyBoard website will indicate HUB certifications for awarded Vendors that
properly indicate and document their HUB certification on this form. Please check (√) all that apply:
I certify that my company has been certified as a HUB in the following categories:
Minority Owned Business Women Owned Business
Service-Disabled Veteran Owned Business (veteran defined by 38 U.S.C. §101(2), who has a
service-connected disability as defined by 38 U.S.C. § 101(16), and who has a disability rating
of 20% or more as determined by the U. S. Department of Veterans Affairs or Department of
Defense)
Certification Number: ____________________________________________________
Name of Certifying Agency: _______________________________________________
My company has NOT been certified as a HUB.
ACKNOWLEDGEMENT OF BUYBOARD TECHNICAL REQUIREMENTS
Vendor shall review the BuyBoard Technical Requirements included in this Proposal Invitation. By signature on the Compliance
Forms Signature Page, the undersigned affirms that Proposer has obtained a copy of the BuyBoard Technical Requirements,
has read and understands the requirements, and certifies that Vendor is able to meet and will comply with those requirements
except as follows: [List and explain BuyBoard Technical Requirements, if any, to which your company cannot or will not
comply.]
Note: In accordance with the General Terms and Conditions of the Contract, to the extent Vendor is awarded a Contract
under this Proposal Invitation but is unable or unwilling to meet the applicable BuyBoard Technical Requirements, the
information available on the BuyBoard for Vendor’s awarded products or services may be limited, potentially placing Vendor
at a disadvantage and impacting the ability of Cooperative members to search, find, review, and purchase Vendor’s awarded
products and services on the BuyBoard website. Further, to the extent Vendor has acknowledged ability to meet and comply
with the BuyBoard Technical Requirements, any subsequent failure or refusal by Vendor to promptly provide information
upon request to the Cooperative administrator in accordance with those technical requirements may be deemed an event of
default under the Contract. Initial: _____
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CONSTRUCTION-RELATED GOODS AND SERVICES AFFIRMATION
The Cooperative issued the BuyBoard Procurement and Construction-Related Goods and Services Advisory for Texas Members
(“Advisory”), which provides information specifically relevant to the procurement of construction-related goods and services
by Texas Cooperative members. The Advisory, available at buyboard.com/Vendor/Resources.aspx, provides an overview of
certain legal requirements that are potentially relevant to a Cooperative member’s procurement of construction or
construction-related goods and services, including those for projects that may involve or require architecture, engineering or
independent testing services. A copy of the Advisory can also be provided upon request. Because many BuyBoard contracts
include goods or installation services that might be considered construction-related, Proposer must make this Construction
Related-Goods and Services Affirmation regardless of type of goods or services associated with this Proposal Invitation.
A contract awarded under this Proposal Invitation covers only the specific goods and/or services awarded by the Cooperative.
As explained in the Advisory (“Advisory”), Texas law prohibits the procurement of architecture or engineering
services through a purchasing cooperative. This Proposal Invitation and any Contract awarded thereunder
does not include such services. Architecture or engineering services must be procured by a Cooperative
member separately, in accordance with the Professional Services Procurement Act (Chapter 2254 of the Texas
Government Code) and other applicable law and local policy.
By signature on the Compliance Forms Signature Page, Proposer affirms that Proposer has obtained a copy of the Advisory,
has read and understands the Advisory, and is authorized by Proposer to make this affirmation. If Proposer sells construction-
related goods or services to a Cooperative member under a Contract awarded under this Proposal Invitation, Proposer will
comply with the Advisory and applicable legal requirements, make a good faith effort to make its Cooperative member
customers or potential Cooperative member customers aware of such requirements, and provide a Cooperative member with
a copy of the Advisory before accepting the member’s Purchase Order or other agreement for construction-related goods or
services.
Initial: ______
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D EVIATION AND C OMPLIANCE
If your company intends to deviate from the General Terms and Conditions, Proposal Specifications or other requirements
associated with this Proposal Invitation, you MUST list all such deviations on this form, and provide complete and detailed
information regarding the deviations on this form or an attachment to this form. Prior to completing this form, Vendor
shall review the General Terms and Conditions section B.4 (Deviations from Item Specifications and General
Terms and Conditions). Please note that, as provided in section B.4, certain provisions of the General Terms
and Conditions are NOT subject to deviation, and certain deviations will be deemed rejected without further
action by the Cooperative. Any attempted deviation, whether directly or indirectly, to provisions identified in
this Proposal Invitation as not subject to deviation shall be deemed rejected by the Cooperative and, unless
otherwise withdrawn by Vendor, may result in Vendor’s Proposal being rejected in its entirety.
The Cooperative will consider any deviations in its contract award decision and reserves the right to accept or reject a proposal
based upon any submitted deviation.
In the absence of any deviation identified and described in accordance with the above, your company must fully comply with
the General Terms and Conditions, Proposal Specifications and all other requirements associated with this Proposal Invitation
if awarded a Contract under this Proposal Invitation. A deviation will not be effective unless accepted by the Cooperative.
The Cooperative, by and through the Cooperative administrator, may, in its sole discretion, seek clarification from and/or
communicate with Proposer(s) regarding any submitted deviation, consistent with general procurement principles of fair
competition. The Cooperative reserves the right to accept or reject a Proposal based upon any submitted deviation.
Please check (√) one of the following:
No; Deviations
Yes; Deviations
List and fully explain any deviations you are submitting:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
Initial: _____
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VENDOR CONSENT FOR NAME BRAND USE
BuyBoard members seeking to make purchases using a Contract awarded under this Proposal Invitation may view information
regarding awarded Vendors, including but not limited to product catalogs, pricelists, pricing, and Proposals, through the
BuyBoard website. To improve and enhance the experience of BuyBoard members seeking to procure goods and services
under the Contract utilizing the BuyBoard website, any Vendor logo, product images, and similar brand and trademark
information provided by Vendor for purposes of the Contract (“Vendor Information”) may be posted on the BuyBoard website.
You acknowledge that, by submitting your Proposal, unless you specifically opt out below, you consent to use
of your company’s Vendor Information on the BuyBoard website if awarded a Contract. You further acknowledge
that whether, where, and when to include the Vendor Information on the BuyBoard website shall be at the sole discretion of
the BuyBoard Administrator. Vendor retains, however, the right of general quality control over the BuyBoard Administrator’s
authorized display of proprietary Vendor Information. Neither the BuyBoard nor its administrator will be responsible for the
use or distribution of Vendor Information by BuyBoard members or any other third party using the BuyBoard website. This
Vendor Consent shall be effective for the full term of the Contract, including renewals, unless Vendor provides a signed,
written notice revoking consent to contractadmin@buyboard.com. BuyBoard shall have up to thirty days from the date of
receipt of a termination or revocation of a Vendor Consent to remove Vendor information from the BuyBoard website.
This Vendor Consent is subject to the Terms and Conditions of the Contract, including, but not limited to, those terms
pertaining to Disclaimer of Warranty and Limitation of Liability, Indemnification, and Intellectual Property Infringement.
Vendor logo files must be submitted in one of the formats set forth in the BuyBoard Technical Requirements. Proposers are
requested to submit this information with Vendor’s Proposal. (This consent shall not authorize use of your company’s Vendor
Information by BuyBoard if your company is not awarded a Contract.)
OPT OUT:
If your company wishes to opt out of the Vendor Consent for Name Brand Use, you must check the opt out box below. DO
NOT select this box unless your company is opting out of this Vendor Consent for Name Brand Use.
□By checking this box, Vendor hereby declines to provide consent for use of Vendor Information (as defined herein) on
the BuyBoard website. By opting out, Vendor acknowledges and agrees that, if Vendor is awarded a Contract
under this Proposal Invitation, information available on the BuyBoard for Vendor’s awarded products or
services may be limited, potentially placing Vendor at a disadvantage and impacting the ability of
Cooperative members to search, find, review, and purchase Vendor’s awarded products and services on the
BuyBoard website.
Initial: _____
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CONFIDENTIAL/PROPRIETARY INFORMATION
A.Public Disclosure Laws
All Proposals, forms, documentation, catalogs, pricelists, or other materials submitted by Vendor to the Cooperative in
response to this Proposal Invitation, may be subject to the disclosure requirements of the Texas Public Information Act (Texas
Government Code chapter 552.001, et. seq.) or similar disclosure law. Proposer must clearly identify on this form any
information in its Proposal (including forms, documentation, or other materials submitted with the Proposal) that Proposer
considers proprietary or confidential. If Proposer fails to properly identify the information, the Cooperative shall have no
obligation to notify Vendor or seek protection of such information from public disclosure should a member of the public or
other third party request access to the information under the Texas Public Information Act or similar disclosure law. When
required by the Texas Public Information Act or other disclosure law, Proposer may be notified of any third-party request for
information in a Proposal that Proposer has identified in this form as proprietary or confidential.
Does your Proposal (including forms, documentation, catalogs, pricelists, or other materials submitted with the Proposal)
contain information which Vendor considers proprietary or confidential?
Please check (√) one of the following:
NO, I certify that none of the information included with this Proposal is considered confidential or proprietary.
YES, I certify that this Proposal contains information considered confidential or proprietary and all such information is
specifically identified on this form.
If you responded “YES”, you must clearly identify below the specific information you consider confidential or proprietary. List
each page number, form number, or other information sufficient to make the information readily identifiable. The Cooperative
and Cooperative administrator shall not be responsible for a Proposer’s failure to clearly identify information considered
confidential or proprietary. Further, by submitting a Proposal, Proposer acknowledges that the Cooperative and Cooperative
administrator will disclose information when required by law, even if such information has been identified herein as
information Vendor considers confidential or proprietary.
Confidential / Proprietary Information:
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
(Attach additional sheets if needed.)
Initial: _____
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B.Copyright Information
Does your Proposal (including forms, documentation, pricelists, catalogs, or other materials submitted with the Proposal)
contain copyright information?
Please check (√) one of the following:
NO, Proposal (including forms, documentation, pricelists, catalogs, or other materials submitted with the Proposal) does not
contain copyright information.
YES, Proposal (including forms, documentation, pricelists, catalogs, or other materials submitted with the Proposal) does
contain copyright information.
If you responded “YES”, clearly identify below the specific documents or pages containing copyright information.
Copyright Information: _________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
(Attach additional sheets if needed.)
C.Consent to Release Confidential/Proprietary/Copyright Information to BuyBoard Members
BuyBoard members (Cooperative and nonprofit members) seeking to make purchases through the BuyBoard may wish to
view information included in the Proposals of awarded Vendors. If you identified information on this form as confidential,
proprietary, or subject to copyright, and you are awarded a BuyBoard contract, your acceptance of the BuyBoard contract
award constitutes your consent to the disclosure of such information to BuyBoard members, including posting of such
information on the secure BuyBoard website for members. Note: Neither the Cooperative nor Cooperative administrator will
be responsible for the use or distribution of information by BuyBoard members or any other party.
D.Consent to Release Proposal Tabulation
Notwithstanding anything in this Confidential/Proprietary Information form to the contrary, by submitting a Proposal, Vendor
consents and agrees that, upon Contract award, the Cooperative may publicly release, including posting on the public
BuyBoard website, a copy of the proposal tabulation and award information for the Contract including Vendor name; proposed
catalog/pricelist name(s); proposed percentage discount(s), hourly labor rate(s), or other specified pricing; and Vendor award
or non-award information.
Initial: ______
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EDGAR VENDOR CERTIFICATION
(2 CFR Part 200 and Appendix II)
When a Cooperative member seeks to procure goods and services using funds under a federal grant or contract, specific
federal laws, regulations, and requirements may apply in addition to those under state law. This includes, but is not limited
to, the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for
Federal Awards, 2 CFR 200 (sometimes referred to as the “Uniform Guidance” or new “EDGAR”). All Vendors submitting a
Proposal must complete this EDGAR Certification Form regarding Vendor’s willingness and ability to comply with certain
requirements which may be applicable to specific Cooperative member purchases using federal grant funds. Completed
forms will be made available to Cooperative members for their use while considering their purchasing options when using
federal grant funds. Cooperative members may also require Vendors to enter into ancillary agreements, in addition to the
terms and conditions of the BuyBoard contract, to address the member’s specific contractual needs, including contract
requirements for a procurement using federal grants or contracts.
For each of the items below, Vendor should certify Vendor’s agreement and ability to comply, where
applicable, by having Vendor’s authorized representative check the applicable boxes, initial each page, and
sign the Compliance Forms Signature Page. If you fail to complete any item in this form, the Cooperative will
consider and may list the Vendor’s response on the BuyBoard as “NO,” the Vendor is unable or unwilling to
comply. A “NO” response to any of the items may, if applicable, impact the ability of a Cooperative member to purchase
from the Vendor using federal funds.
1.Vendor Violation or Breach of Contract Terms:
Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian
Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 USC 1908, must
address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and
provide for such sanctions and penalties as appropriate.
Provisions regarding Vendor default are included in the BuyBoard General Terms and Conditions, including Section E.18,
Remedies for Default and Termination of Contract. Any Contract award will be subject to such BuyBoard General Terms and
Conditions, as well as any additional terms and conditions in any Purchase Order or Cooperative member ancillary contract
agreed upon by Vendor and the Cooperative member which must be consistent with and protect the Cooperative member at
least to the same extent as the BuyBoard Terms and Conditions. The remedies under the Contract are in addition to any
other remedies that may be available under law or in equity. By submitting a Proposal, you agree to these Vendor violation
and breach of contract terms.
□YES, I agree.□NO, I do not agree.
2.Termination for Cause or Convenience:
For any Cooperative member purchase or contract in excess of $10,000 made using federal funds, you agree that the following
term and condition shall apply:
The Cooperative member may terminate or cancel any Purchase Order under this Contract at any time, with or without cause,
by providing seven (7) business days advance written notice to the Vendor. If this Agreement is terminated in accordance
with this Paragraph, the Cooperative member shall only be required to pay Vendor for goods or services delivered to the
Cooperative member prior to the termination and not otherwise returned in accordance with Vendor’s return policy. If the
Cooperative member has paid Vendor for goods or services not yet provided as of the date of termination, Vendor shall
immediately refund such payment(s).
If an alternate provision for termination of a Cooperative member purchase for cause and convenience, including the manner
by which it will be effected and the basis for settlement, is included in the Cooperative member’s Purchase Order or ancillary
agreement agreed to by the Vendor, the Cooperative member’s provision shall control.
□YES, I agree.□NO, I do not agree. Initial: _____
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3.Equal Employment Opportunity:
Except as otherwise provided under 41 CFR Part 60, all Cooperative member purchases or contracts that meet the definition
of “federally assisted construction contract” in 41 CFR Part 60-1.3 shall be deemed to include the equal opportunity clause
provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246
Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR Part 60, “Office of Federal Contract
Compliance Programs, Equal Employment Opportunity, Department of Labor.”
The equal opportunity clause provided under 41 CFR 60-1.4(b) is hereby incorporated by reference. Vendor agrees that such
provision applies to any Cooperative member purchase or contract that meets the definition of “federally assisted construction
contract” in 41 CFR Part 60-1.3 and Vendor agrees that it shall comply with such provision.
□YES, I agree.□NO, I do not agree.
4.Davis-Bacon Act:
When required by Federal program legislation, Vendor agrees that, for all Cooperative member prime construction
contracts/purchases in excess of $2,000, Vendor shall comply with the Davis-Bacon Act (40 USC 3141-3144, and 3146-3148)
as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts
Covering Federally Financed and Assisted Construction”). In accordance with the statute, Vendor is required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage determinate made by the Secretary
of Labor. In addition, Vendor shall pay wages not less than once a week.
Current prevailing wage determinations issued by the Department of Labor are available at beta.sam.gov. Vendor agrees
that, for any purchase to which this requirement applies, the award of the purchase to the Vendor is conditioned upon
Vendor’s acceptance of the wage determination.
Vendor further agrees that it shall also comply with the Copeland “Anti-Kickback” Act (40 USC 3145), as supplemented by
Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed
in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must
be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work,
to give up any part of the compensation to which he or she is otherwise entitled.
□YES, I agree.□NO, I do not agree.
5.Contract Work Hours and Safety Standards Act:
Where applicable, for all Cooperative member contracts or purchases in excess of $100,000 that involve the employment of
mechanics or laborers, Vendor agrees to comply with 40 USC 3702 and 3704, as supplemented by Department of Labor
regulations (29 CFR Part 5). Under 40 USC 3702 of the Act, Vendor is required to compute the wages of every mechanic and
laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided
that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in
excess of 40 hours in the work week.
The requirements of 40 USC 3704 are applicable to construction work and provide that no laborer or mechanic must be
required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These
requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or
contracts for transportation or transmission of intelligence.
□YES, I agree.□NO, I do not agree.
Initial: _____
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6.Right to Inventions Made Under a Contract or Agreement:
If the Cooperative member’s Federal award meets the definition of “funding agreement” under 37 CFR 401.2(a) and the
recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the
substitution of parties, assignment or performance or experimental, developmental, or research work under that “funding
agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made
by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,”
and any implementing regulations issued by the awarding agency.
Vendor agrees to comply with the above requirements when applicable.
□YES, I agree.□NO, I do not agree.
7.Clean Air Act and Federal Water Pollution Control Act:
Clean Air Act (42 USC 7401-7671q.) and the Federal Water Pollution Control Act (33 USC 1251-1387), as amended – Contracts
and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to
comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act (42 USC 7401-7671q.) and
the Federal Water Pollution Control Act, as amended (33 USC 1251-1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
When required, Vendor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Clean
Air Act and the Federal Water Pollution Control Act.
□YES, I agree.□NO, I do not agree.
8.Debarment and Suspension:
Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award (see 2 CFR 180.220) must not be made
to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the
OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1966 Comp. p. 189) and 12689 (3 CFR
Part 1989 Comp. p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended,
or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than
Executive Order 12549.
Vendor certifies that Vendor is not currently listed on the government-wide exclusions in SAM, is not debarred, suspended,
or otherwise excluded by agencies or declared ineligible under statutory or regulatory authority other than Executive Order
12549. Vendor further agrees to immediately notify the Cooperative and all Cooperative members with pending purchases or
seeking to purchase from Vendor if Vendor is later listed on the government-wide exclusions in SAM, or is debarred,
suspended, or otherwise excluded by agencies or declared ineligible under statutory or regulatory authority other than
Executive Order 12549.
□YES, I agree.□NO, I do not agree.
9.Byrd Anti-Lobbying Amendment:
Byrd Anti-Lobbying Amendment (31 USC 1352) - Vendors that apply or bid for an award exceeding $100,000 must file the
required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay
any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award covered by 31 USC 1352. Each tier must also disclose any lobbying with non-Federal funds
that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the
non-Federal award. As applicable, Vendor agrees to file all certifications and disclosures required by, and otherwise comply
with, the Byrd Anti-Lobbying Amendment (31 USC 1352).
□YES, I agree.□NO, I do not agree.
Initial: _____
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10.Procurement of Recovered Materials:
For Cooperative member purchases utilizing Federal funds, Vendor agrees to comply with Section 6002 of the Solid Waste
Disposal Act, as amended by the Resource Conservation and Recovery Act where applicable and provide such information
and certifications as a Cooperative member may require to confirm estimates and otherwise comply. The requirements of
Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR
Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory
level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the
preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and
resource recovery, and establishing an affirmative procurement program for procurement of recovered materials identified in
the EPA guidelines.
□YES, I agree.□NO, I do not agree.
11.Domestic Preferences for Procurements:
Where appropriate and consistent with law, 2 CFR §200.322 contains certain considerations for domestic preferences for
procurements which may be applicable to Cooperative members using federal funds. When required by a Cooperative
member, Vendor agrees to provide such information or certification as may reasonably be requested by the Cooperative
member regarding Vendor’s products, including whether goods, products, or materials are produced in the United States.
□YES, I agree.□NO, I do not agree.
12.Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment
2 CFR §200.216 prohibits expending federal loan or grant funds to procure or obtain certain telecommunications and video
surveillance services or equipment. To the extent applicable and when required by a Cooperative member, Vendor agrees to
provide such information or certification as may reasonably be requested by the Cooperative member to confirm whether
any telecommunications or video surveillance services or equipment provided by Vendor is covered equipment or covered
services under 2 CFR §200.216.
□YES, I agree.□NO, I do not agree.
13.Profit as a Separate Element of Price:
For purchases using federal funds in excess of the Simplified Acquisition Threshold, a Cooperative member may be required
to negotiate profit as a separate element of the price. See, 2 CFR 200.324(b). When required by a Cooperative member,
Vendor agrees to provide information and negotiate with the Cooperative member regarding profit as a separate element of
the price for a particular purchase. However, Vendor agrees that the total price, including profit, charged by Vendor to the
Cooperative member shall not exceed the awarded pricing, including any applicable discount, under Vendor’s Cooperative
Contract.
□YES, I agree.□NO, I do not agree.
14.General Compliance and Cooperation with Cooperative Members:
In addition to the foregoing specific requirements, Vendor agrees, in accepting any Purchase Order from a Cooperative
member, it shall make a good faith effort to work with Cooperative members to provide such information and to satisfy such
requirements as may apply to a particular Cooperative member purchase or purchases including, but not limited to, applicable
recordkeeping and record retention requirements.
□YES, I agree.□NO, I do not agree.
Initial: _____
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COMPLIANCE FORMS SIGNATURE PAGE
By initialing pages and by signature below, I certify that I have reviewed the following forms; that the information provided
therein is true, complete, and accurate; and that I am authorized by my company to make all certifications, consents,
acknowledgements, and agreements contained herein:
Proposal Acknowledgements
Felony Conviction Disclosure
Debarment Certification
Resident/Nonresident Certification
Vendor Employment Certification
No Boycott Verification
No Excluded Nation or Foreign Terrorist Organization Certification
Historically Underutilized Business Certification
Construction-Related Goods and Services Affirmation
Acknowledgement of BuyBoard Technical Requirements
Deviation and Compliance
Vendor Consent for Name Brand Use
Confidential/Proprietary Information
EDGAR Vendor Certification
__________________________________________
Company Name
__________________________________________
Signature of Authorized Company Official
__________________________________________
Printed Name and Title
__________________________________________
Date
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PROPOSAL FORMS PART 2: VENDOR INFORMATION FORMS
INSTRUCTIONS:
Proposer must completely and accurately provide all information requested in the following Vendor Information Forms or
your Proposal may be rejected as non-responsive:
Vendor Business Name
Vendor Contact Information
Federal and State/Purchasing Cooperative
Experience
Governmental References
Company Profile
Texas Regional Service Designation
State Service Designation
National Purchasing Cooperative Vendor Award
Agreement (Vendors serving outside Texas only)
Local/Authorized Seller Listings
Manufacturer Dealer Designation
Proposal Invitation Questionnaire
Vendor Request to Self-Report BuyBoard
Purchases (Optional)
To the extent any information requested is not applicable to your company, you must so indicate on the form.
V ENDOR B USINESS N AME
By submitting a Proposal, Vendor is seeking to enter into a legal contract with the Cooperative. As such, Vendor must be an
individual or legal business entity capable of entering into a binding contract.
Name of Proposing Company: ____________________________________________________________
(List the legal name of the company seeking to contract with the Cooperative. Do NOT list an assumed name, dba, aka, etc. here. Such information may
be provided below. If you are submitting a joint proposal with another entity to provide the same proposed goods or services, each submitting entity should
complete a separate vendor information form. Separately operating legal business entities, even if affiliated entities, which propose to provide goods or
services separately must submit their own Proposals.)
Please check (√) one of the following:
Type of Business: □ Individual/Sole Proprietor □ Corporation □ Limited Liability Company □ Partnership
□Other (Specify: ________________________)
State of Incorporation (if applicable): ___________________________
Federal Employer Identification Number: ___________________________
(Vendor must include a completed IRS W-9 form with their Proposal)
Name by which Vendor, if awarded, wishes to be identified on the BuyBoard: (Note: If different than the Name of Proposing
Company listed above, only valid trade names (dba, aka, etc.) of the Proposing Company may be used and a copy of your Assumed Name Certificate(s), if
applicable, must be attached.)
_____________________________________________________________________________________________________
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VENDOR CONTACT INFORMATION
Vendor shall provide the requested V endor Contact I nformation in the electronic proposal submission system
including contract, purchase order, RFQ, and invoice contacts (or, if submitting a hard copy Proposal, timel y
request and complete the Vendor Contact Information form in accordance with the Instructions to Proposers).
FEDERAL AND STATE/PURCHASING COOPERATIVE EXPERIENCE
The Cooperative strives to provide Cooperative members with the best services and products at the best prices available from
Vendors with the technical resources and ability to serve Cooperative members. Please respond to the following questions.
1. Provide the dollar value of sales to or through purchasing cooperatives at or based on an established catalog or market
price during the previous 12-month period or the last fiscal year: $______________. (The period of the 12-month
period is _________/_________). In the event that a dollar value is not an appropriate measure of the sales, provide
and describe your own measure of the sales of the item(s).
2. By submitting a proposal, you agree that, based on your written discounting policies, the discounts you offer the
Cooperative are equal to or better than the best price you offer other purchasing cooperatives for the same items under
equivalent circumstances.
3. Provide the information requested below for other purchasing cooperatives for which Proposer currently serves, or in
the past has served, as an awarded vendor. Rows should be added to accommodate as many purchasing cooperatives
as required.
PURCHASING
GROUP
CURRENT
VENDOR?
(Y/N)
FORMER VENDOR (Y/N)? –
IF YES, LIST YEARS
AS VENDOR
AWARDED
COMMODITY
CATEGORY(IES)
1. Federal General Services Administration
2. T-PASS (State of Texas)
3. OMNIA Partners
4. Sourcewell (NJPA)
5. E&I Cooperative
6. Houston-Galveston Area Council (HGAC)
7. Choice Partners
8. The Interlocal Purchasing System (TIPS)
9. Other
MY COMPANY DOES NOT CURRENTLY HAVE ANY OF THE ABOVE OR SIMILAR TYPE CONTRACTS.
CURRENT BUYBOARD VENDORS
If you are a current BuyBoard vendor in the same contract category as proposed in this Proposal Invitation, indicate the
discount for your current BuyBoard contract and the proposed discount in this Proposal. Explain any difference between your
current and proposed discounts.
Current Discount (%): _________________________ Proposed Discount (%): ________________________
Explanation: _________________________________________________________________________________________
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G OVERNMENTAL R EFERENCES
For your Proposal to be considered, you must supply a minimum of five (5) individual governmental entity references. The
Cooperative may contact any and all references provided as part of the Proposal evaluation. Provide the information requested
below, including the existing pricing/discounts you offer each customer. The Cooperative may determine whether
pricing/discounts are fair and reasonable by comparing pricing/discounts stated in your Proposal with the pricing/discounts
you offer other governmental customers. Attach additional pages if necessary.
Quantity/
Entity Name Contact Phone# Email Address Discount Volume_____
1.__________________________________________________________________________________________________
2.__________________________________________________________________________________________________
3.__________________________________________________________________________________________________
4.__________________________________________________________________________________________________
5.__________________________________________________________________________________________________
Do you ever modify your written policies or standard governmental sales practices as identified in the above chart to give
better discounts (lower pricing) than indicated? YES NO If YES, please explain:
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
_______________________________________________________________________________________________________________
C OMPANY PROFILE
Information on awarded Cooperative Contracts is available to Cooperative Members on the BuyBoard website. If your
company is awarded a Contract under this Proposal Invitation, please provide a brief company description that you would
like to have included with your company profile on the BuyBoard website. Submit your company profile in a separate
file, in Word format, with your Proposal. (Note: Vendor is solely responsible for any content provided for inclusion on
the BuyBoard website. The Cooperative reserves the right to exclude or remove any content in its sole discretion, with or
without prior notice, including but not limited to any content deemed by the Cooperative to be inappropriate, irrelevant to
the Contract, inaccurate, or misleading.)
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We call Texas home.
When it comes to cleaning, you need a name you can trust. That
name in Central Texas is Hotsy Carlson. Why? Because we carry
Hotsy pressure washers and parts washers and Water Maze wash
water treatment equipment – two brands considered to be best in
class – and so many more solutions to tackle any cleaning job.
We're proud to call Texas home and provide unparalleled service and
equipment to our Texas compadres. Here's 4 good reasons to work
with Hotsy: 4
Hotsy Carlson has been serving the cleaning needs of
businesses in Central and South Texas and the Hill Country
since 1974
• Like you, we know the value of Service, Safety and Cleanliness.
• We want to establish a long-term relationship with our
customers, and we are willing to customize our services around
your business needs.
• We offer a library of films and books about the industry that you
may check out for five days.
• We have a full line of rental units to serve any short- or long-term
cleaning need.
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At Hotsy Carlson, We Know CLEAN and we know what you need
from your pressure washing equipment
• Our unique solutions to CLEAN help you be more productive,
more effective and more safe during your cleaning operations.
• We know what you want – good inspections, quick and effective
maintenance, and more uptime. CLEAN helps you achieve
each of those goals and much more.
• Starting with our CLEAN Accountability Plan, we can assess and
evaluate your needs and help put together a comprehensive
program to keep your machinery and equipment running
efficiently, effectively and safely at all times.
The right training can avoid costly repairs or avoid unnecessary
damages to your equipment
• Each customer receives complete on-site safety, operational and
maintenance training.
• Training for users is provided by our cleaning consultant, who
offers comprehensive knowledge and years of experience with
pressure washers and other cleaning machinery and
equipment.
We manufacture our own line of detergents
• Our cleaning detergents are some of the the strongest
concentrates and most cost-effective products on the market.
• Bulk programs are available at huge discounts
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T EXAS R EGIONAL S ERVICE D ESIGNATION
This form must be completed in the electronic proposal submission system (or, if submitting a hard copy
Proposal, timel y request and complete the form in accordance with the Instructions to Proposers).
The Cooperative (referred to as “Texas Cooperative” in this form and in the State Service Designation form) offers vendors
the opportunity to service its members throughout the entire State of Texas. In the electronic proposal submission system,
you must indicate if you will service Texas Cooperative members statewide or, if you do not plan to service all Texas
Cooperative members statewide, you must indicate the specific regions you will service. If you propose to serve different
regions for different products or services included in your Proposal, you must complete and submit a separate Texas Regional
Service Designation form for each group of products and clearly indicate the products or services to which the designation
applies. (Additional forms can be obtained by contacting bids@buyboard.com at least five (5) business days prior to
the Proposal Due Date.) By designating a region or regions, you are certifying that you are authorized and willing
to provide the proposed products and services in those regions. Designating regions in which you are either
unable or unwilling to provide the specified products and services shall be grounds for either rejection of your
P roposal or, if awarded, termination of your Contract. Additionally, if you do not plan to service Texas Cooperative
members (i.e., if you will service only states other than Texas), you must so indicate on the form in the electronic proposal
submission system.
Region and Headquarters
1 Edinburg
2 Corpus Christi
3 Victoria
4 Houston
5 Beaumont
6 Huntsville
7 Kilgore
8 Mount Pleasant
9 Wichita Falls
10 Richardson
11 Fort Worth
12 Waco
13 Austin
14 Abilene
15 San Angelo
16 Amarillo
17 Lubbock
18 Midland
19 El Paso
20 San Antonio
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S TATE S ERVICE D ESIGNATION
This form must be completed in the electronic proposal submission system (or, if submitting a hard copy
Proposal, timel y request and complete the in accordance with the Instructions to Proposers).
As set forth in the Proposal Invitation, it is the Cooperative’s intent that other governmental entities in the United States have
the opportunity to purchase goods or services awarded under the Contract, subject to applicable state law, through a piggy-
back award or similar agreement through the National Purchasing Cooperative BuyBoard. If you plan to service the entire
United States or only specific states, you must complete the State Service Designation information in the electronic proposal
submission system. (Note: If you plan to service Texas Cooperative members, be sure that you complete the Texas Regional
Service Designation form.) In addition to this form , to be considered for a piggy-back award by the National
Purchasing Cooperative, you must have an authorized representative sign the National Purchasing
Cooperative Vendor Award Agreement that follows this page.
If you serve different states for different products or services included in your Proposal, you must complete and submit a
separate State Service Designation form for each group of products and clearly indicate the products or services to which the
designation applies. (Additional forms can be obtained by contacting bids@buyboard.com at least five (5) business
days prior to the Proposal Due Date.) By designating a state or states, you are certifying that you are authorized
and willing to provide the proposed products and services in those states. Designating states in which you are
either unable or unwilling to provide the specified products and services shall be grounds for either rejection
of your P roposal or, if awarded, termination of your Contract.
I will service all states in the United States.
I will not service all states in the United States.
Alabama
Alaska Nebraska
Arizona Nevada
Arkansas New Hampshire
California (Public Contract Code 20118 & 20652) New Jersey
Colorado New Mexico
Connecticut New York
Delaware North Carolina
District of Columbia North Dakota
Florida Ohio
Georgia Oklahoma
Hawaii Oregon
Idaho Pennsylvania
Illinois Rhode Island
Indiana South Carolina
Iowa South Dakota
Kansas Tennessee
Kentucky Texas
Louisiana Utah
Maine Vermont
Maryland Virginia
Massachusetts Washington
Michigan West Virginia
Minnesota Wisconsin
Mississippi Wyoming
Missouri
Montana
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NATIONAL PURCHASING COOPERATIVE VENDOR AWARD AGREEMENT
In accordance with the Terms and Conditions associated with this Proposal Invitation, a contract awarded under this Proposal
Invitation may be “piggy-backed” by another governmental entity. The National Purchasing Cooperative is an
intergovernmental purchasing cooperative formed by certain school districts outside of Texas to serve its members throughout
the United States. If you agree to be considered for a piggy-back award by the National Purchasing Cooperative, you agree
to the following terms and agree to serve National Purchasing Cooperative members in the states you have indicated on the
State Service Designation form, in your Proposal.
By signing this form, Proposer (referred to in this Agreement as “Vendor”) agrees as follows:
1. Vendor acknowledges that if The Local Government Purchasing Cooperative (“Texas Cooperative”) awards Vendor a
contract under this Proposal Invitation (“Underlying Award”), the National Purchasing Cooperative (“National Cooperative”)
may - but is not required to - “piggy-back” on or re-award all or a portion of that Underlying Award (“Piggy-Back Award”).
By signing this National Cooperative Vendor Award Agreement (“Agreement”), Vendor accepts and agrees to be bound by
any such Piggy-Back Award as provided for herein.
2. In the event National Cooperative awards Vendor a Piggy-Back Award, the National Cooperative Administrator (“BuyBoard
Administrator”) will notify Vendor in writing of such Piggy-Back Award, which award shall commence on the effective date
stated in the Notice and end on the expiration date of the Underlying Award, subject to annual renewals as authorized in
writing by the BuyBoard Administrator. Vendor agrees that no further signature or other action is required of Vendor in order
for the Piggy-Back Award and this Agreement to be binding upon Vendor. Vendor further agrees that no interlineations or
changes to this Agreement by Vendor will be binding on National Cooperative, unless such changes are agreed to by its
BuyBoard Administrator in writing.
3. Vendor agrees that it shall offer its goods and services to National Cooperative members at the same unit pricing and
same general terms and conditions, subject to applicable state laws in the state of purchase, as required by the Underlying
Award. However, nothing in this Agreement prevents Vendor from offering National Cooperative members better (i.e., lower)
competitive pricing and more favorable terms and conditions than those in the Underlying Award.
4. Vendor hereby agrees and confirms that it will serve those states it has designated on the State Service Designation Form
of this Proposal Invitation. Any changes to the states designated on the State Service Designation Form must be approved
in writing by the BuyBoard Administrator.
5. Vendor agrees to pay National Cooperative the service fee provided for in the Underlying Award based on the amount of
purchases generated from National Cooperative members through the Piggy-Back Award. Vendor shall remit payment to
National Cooperative on such schedule as it specifies (which shall not be more often than monthly). Further, upon request,
Vendor shall provide National Cooperative with copies of all purchase orders generated from National Cooperative members,
vendor invoices, and/or such other documentation regarding those purchase orders as the Cooperative’s administrators may
require in their reasonable discretion for purposes of reviewing and verifying purchase activity. Vendor further agrees that
National Cooperative shall have the right, upon reasonable written notice, to review Vendor’s records pertaining to purchases
made by National Cooperative members in order to verify the accuracy of service fees.
6. Vendor agrees that the Underlying Award, including its General Terms and Conditions, are adopted by reference to the
fullest extent such provisions can reasonably apply to the post-proposal/contract award phase. The rights and responsibilities
that would ordinarily inure to the Texas Cooperative pursuant to the Underlying Award shall inure to National Cooperative;
and, conversely, the rights and responsibilities that would ordinarily inure to Vendor in the Underlying Award shall inure to
Vendor in this Agreement. Vendor recognizes and agrees that Vendor and National Cooperative are the only parties to this
Agreement, and that nothing in this Agreement has application to other third parties, including the Texas Cooperative. In the
event of conflict between this Agreement and the terms of the Underlying Award, the terms of this Agreement shall control,
and then only to the extent necessary to reconcile the conflict.
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7.This Agreement shall be governed and construed in accordance with the laws of the State of Rhode Island and venue for
any dispute shall lie in the federal district court of Alexandria, Virginia.
8.Vendor acknowledges and agrees that the award of a Piggy-Back Award is within the sole discretion of National
Cooperative, and that this Agreement does not take effect unless and until National Cooperative awards Vendor a Piggy-Back
Award and the BuyBoard Administrator notifies Vendor in writing of such Piggy-Back Award as provided for herein.
WHEREFORE, by signing below Vendor agrees to the foregoing and warrants that it has the authority to enter into this
Agreement.
_______________________________________ ___________________________________________
Name of Vendor Proposal Invitation Number
_______________________________________ ___________________________________________
Signature of Authorized Company Official Printed Name of Authorized Company Official
__________________________________
Date
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L OCATION/AUTHORIZED S ELLER L ISTINGS
If you have more than one location/authorized seller that will service a Contract awarded under this Proposal Invitation,
please list each location/authorized seller below. If additional sheets are required, please duplicate this form as necessary.
NOTE: Awarded Vendors shall remain responsible for all aspects of the Contract, including processing of Purchase Orders,
and shall be responsible for the performance of all locations and authorized sellers under and in accordance with the Contract.
If you are a product manufacturer and wish to designate Designated Dealers as defined in the General Terms
and Conditions to receive Cooperative member Purchase Orders on your behalf, you must complete the
Manufacturer Designated Dealer form.
Location/Authorized
Seller Name
Contact Person
Contact Information
(Mailing Address, Phone, Fax, Email)
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M ANUFACTURER D EALER D ESIGNATION
If Vendor is a manufacturer that sells products through a dealer network and wishes to designate a dealer or multiple dealers
(“Designated Dealers”) to receive Cooperative member Purchase Orders on Vendor’s behalf, you must complete this form for
each dealer you wish to designate.
Regardless of any Designated Dealers submitted by Vendor, Vendor specifically agrees and acknowledges that any such
designations are for Vendor’s convenience only and shall not, if Vendor is awarded a Contract, relieve Vendor of any
obligations under the Contract, including payment of Cooperative service fees on all Purchase Orders submitted to Vendor or
any Designated Dealer. In accordance with the General Terms and Conditions, an awarded Vendor shall remain responsible
and liable for all of its obligations under the Contract and the performance of both Vendor and any of Vendor’s Designated
Dealers under and in accordance with the Contract and remain subject to all remedies for default thereunder, including, but
not limited to suspension and termination of Vendor’s Contract for nonpayment of service fees.
If awarded, Vendor authorizes the Cooperative, in its sole discretion, to list any Vendor Designated Dealers in the BuyBoard
system and to receive Purchase Orders directly from Cooperative members on behalf of Vendor. To the extent a Vendor with
Designated Dealers receives a Purchase Order directly, it shall be the responsibility of Vendor to appropriately process such
Purchase Order in accordance with the Contract, including but not limited to timely forwarding such Purchase Order to a
Designated Dealer for processing.
The Cooperative reserves the right, in its sole discretion, to refuse addition of, or request removal of, any Designated Dealer,
and Vendor agrees to immediately require such Designated Dealer to cease accepting Purchase Orders or otherwise acting
on Vendor’s behalf under the Contract. Further, the Cooperative administrator shall be authorized to remove or suspend any
or all Designated Dealers from the BuyBoard at any time in its sole discretion.
If you wish to designate a dealer to service a contract awarded under this Proposal Invitation, please list the Designated
Dealer below. If you wish to designate multiple dealers, please duplicate this form as necessary.
____________________________________________________________________________________________________
Designated Dealer Name Designated Dealer Contact Person
____________________________________________________________________________________________________
Designated Dealer Address
_____________________________________ _________________________ _________________
City State Zip
_________________________________________ _______________________________________
Phone Number Fax Number
_________________________________________ _____________________________________________________
Email address Designated Dealer Tax ID Number* (*attach W-9)
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PROPOSAL INVITATION QUESTIONNAIRE
The Cooperative will use your responses to the questions below in evaluating your Proposal and technical and financial
resources to provide the goods and perform the services (“Work”) under the BuyBoard contract contemplated by this Proposal
Invitation (“Contract”). Proposers must fully answer each question, numbering your responses to correspond to the
questions/numbers below. Proposers must complete below or attach your responses to this questionnaire and submit in one
document with your Proposal. You must submit the questionnaire and responses with your Proposal or the
Proposal will not be considered.
1. List the number of years Proposer has been in business and former business names (if applicable). Note whether your
company is currently for sale or involved in any transaction that would significantly alter its business or result in acquisition
by another entity.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
2. Describe the resources Proposer has to manage staff and successfully perform the Work contemplated under this
Contract. State the number and summarize the experience of company personnel who may be utilized for the Work,
including those who will be available to Cooperative members for assistance with project development, technical issues,
and product selection for Work associated with this Contract.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
3. Marketing Strategy: For your Proposal to be considered, you must submit the Marketing Strategy you will use if the
Cooperative accepts all or part of your Proposal. (Example: Explain how your company will initially inform Cooperative
members of your BuyBoard Contract, and how you will continue to support the BuyBoard for the duration of the Contract
term.) Attach additional pages if necessary.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
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4. Describe Proposer’s financial capability to perform the Contract. State or describe the firm’s financial strength and rating,
bonding capacity, and insurance coverage limits. State whether the firm, or any of the firm’s past or present owners,
principal shareholders or stockholders, or officers, have been a debtor party to a bankruptcy, receivership, or insolvency
proceeding in the last 7 years, and identify any such debtor party by name and relationship to or position with your firm.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
5. Does your company have any outstanding financial judgments and/or is it currently in default on any loan or financing
agreement? If so, provide detailed information on the nature of such items and prospects for resolution.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
6. List all contracts, if any, in the last 10 years on which Proposer has defaulted, failed to complete or deliver the work, or
that have been terminated for any reason. For each such contract, provide the project name, scope, value and date and
the name of the procuring entity. Fully explain the circumstances of the default, failure to complete or deliver the work,
or termination.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
7. List all litigation or other legal proceedings (including arbitration proceedings), if any, in the last 10 years brought against
your firm, or any of the firm’s past or present owners, principal shareholders or stockholders, officers, agents or
employees, that relate to or arise from a contract similar to this Contract or the Work contemplated under this Contract.
Provide the style of the lawsuit or proceeding (name of parties and court or tribunal in which filed), nature of the claim,
and resolution or current status.
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
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R EQUIRED F ORMS C HECKLIST
(Please check (√) the following)
Reviewed/Completed: Proposer’s Acceptance and Agreement
PROPOSAL FORMS PART 1: COMPLIANCE FORMS
Reviewed/Completed: Proposal Acknowledgements
Reviewed/Completed: Felony Conviction Disclosure
Reviewed/Completed: Resident/Nonresident Certification
Reviewed/Completed: Debarment Certification
Reviewed/Completed: Vendor Employment Certification
Reviewed/Completed: No Boycott Verification
Reviewed/Completed: No Excluded Nation or Foreign Terrorist Organization Certification
Reviewed/Completed: Historically Underutilized Business Certification
Reviewed/Completed: Acknowledgement of BuyBoard Technical Requirements
Reviewed/Completed: Construction-Related Goods and Services Affirmation
Reviewed/Completed: Deviation and Compliance
Reviewed/Completed: Vendor Consent for Name Brand Use
Reviewed/Completed: Confidential/Proprietary Information
Reviewed/Completed: EDGAR Vendor Certification
Reviewed/Completed: Compliance Forms Signature Page
PROPOSAL FORMS PART 2: VENDOR INFORMATION FORMS
Reviewed/Completed: Vendor Business Name
Reviewed/Completed: Vendor Contact Information (complete in electronic proposal submission system)
Reviewed/Completed: Federal and State/Purchasing Cooperative Experience
Reviewed/Completed: Governmental References
Reviewed/Completed: Company Profile
Reviewed/Completed: Texas Regional Service Designation (complete in electronic proposal submission system)
Reviewed/Completed: State Service Designation (complete in electronic proposal submission system)
Reviewed/Completed: National Purchasing Cooperative Vendor Award Agreement (Vendors serving outside Texas only)
Reviewed/Completed: Local/Authorized Seller Listings
Reviewed/Completed: Manufacturer Dealer Designation
Reviewed/Completed: Proposal Invitation Questionnaire
Reviewed/Completed: Vendor Request to Self-Report BuyBoard Purchases (Optional)
Reviewed/Completed: Proposal Specifications Discount (%) off Catalog/Pricelist and/or other required pricing
information including Catalogs/Pricelists (or no bid response) must be submitted with the Proposal or the Proposal will not
be considered.
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PROPOSAL SPECIFICATION SUMMARY
The categories and items specified for this Proposal Invitation are summarized below. For full Proposal
Specifications, you must review and complete the Proposal Specification information in the electronic proposal
submission system in accordance with the Instructions to Proposers (or, if submitting a hard copy Proposal, timely
request and complete the Proposal Specification Form in accordance with the Instructions to Proposers).
_________________________________________________________________________________________________________
PROPOSAL NOTE: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the Proposal will not be
considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a readily available and readable electronic format,
with Excel or searchable PDF preferred. No paper catalogs or manufacturer/vendor websites will be accepted.
Section I: Equipment, Products, and Supplies
1.Discount (%) off catalog/pricelist for Water and Wastewater Pumps - Wholesale Product Line.
2.Discount (%) off catalog/pricelist for Water and Wastewater Pumps - Engineered Product Line (For this line-
item vendor shall propose base model engineered water pumps. Engineered product options, see line #3 below, will be
selected by the Cooperative member at the time of order).
3.Discount (%) off catalog/pricelist for Water and Wastewater Pumps - Optional Equipment and Parts for
Engineered Product Line (Options will be selected by the Cooperative member at the time of order. A COMPLETE
LIST OF ALL OPTIONAL EQUIPMENT AND PARTS MUST BE SUBMITTED WITH PROPOSAL FOR PROPOSAL TO BE
CONSIDERED.)
4.Discount (%) off catalog/pricelist for Water and Wastewater Pumps - Utility Services Sewer Lift Station.
5.Discount (%) off catalog/pricelist for Parts for Water and Wastewater Pumps and Motors.
6.Discount (%) off catalog/pricelist for Package Residential and Commercial Waste Grinder Station.
7.Discount (%) off catalog/pricelist for All Other Water and Wastewater Pumps and Motor Related Products.
Section II: Compliance Services - Water and Wastewater System Operators
8.Discount (%) off catalog/pricelist for Compliance Services for Water and Wastewater System Operators -
(evaluation and testing for compliance of water and wastewater, development/review of emergency response plans,
training/continuing education for risk management plan compliance, development/review of client process plans for
regulatory compliance with the Environmental Protection Agency (EPA) or other regulatory agency audit requirements
and related services).
Section III: Installation and Repair Service
9.Hourly Labor Rate for Installation/Repair Service of Water and Wastewater Pumps, Motors, and Related
Items -- Not to Exceed hourly labor rate for Installation/Repair Service of Equipment and Products.
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672-22
Hotsy Carlson Equipment Company
RS Equipment Co LLC
Supplier Response
Event Information
Number:672-22
Title:Water and Wastewater Pumps and Motors
Type:Request for Proposal
Issue Date:11/10/2021
Deadline:1/20/2022 04:00 PM (CT)
Notes:
The Local Government Purchasing Cooperative (BuyBoard)
Proposal Invitation No. 672-22
Water and Wastewater Pumps and Motors
Proposal Due Date and Time: January 20, 2022, at 4:00 PM
Responding to this and future proposals online is easy with
our online submission system.
1. View and download the forms.
DO NOT log in to view and download the documents.
Visit vendor.buyboard.com and click on the “Current Proposal
Invitations” button
shown below to view and download the forms for this
proposal.
2. To submit completed proposal.
Page 1 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 85 of 275
Visit vendor.buyboard.com and click "Register/Login/Submit
Proposal" button shown
below to submit your proposal online.
For additional assistance click this link è View our Proposal
Submission Instructions.
New Vendor? Visit vendor.buyboard.com and click
“Register/Login/Submit Proposal.”
Click Register now as a new supplier/vendor, so you don’t miss future
proposal opportunities.
Any Addenda issued with this proposal will also be placed on the
website, and it will be the
vendor’s responsibility to obtain the information.
Page 2 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 86 of 275
Hotsy Carlson Equipment Company Information
Contact:Wayne Beardsley
Address:4714 Nuckols Crossing Road
Austin, TX 78744
Phone:(512) 442-2267
Fax:(512) 442-3190
Toll Free:(800) 776-8310
Email:wayne@hotsycarlson.com
Web Address:www.hotsycarlson.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Harold Wayne Beardsley IV wayne@hotsycarlson.com
Signature Email
Submitted at 1/19/2022 1:47:50 PM
Requested Attachments
BuyBoard Proposal Invitation No. 672-22 Water and Wastewater Pumps and
Motors
Hotsy Carlson Catalog.pdf
REQUIRED-In PDF format, upload all proposal invitation documents available for download at vendor.buyboard.com
including any additional pages, as necessary. (Please DO NOT password protect uploaded files.)
Catalog/Pricelist Hotsy Carlson Catalog.pdf
REQUIRED-In Excel or PDF format, upload catalog(s)/pricelist(s) in accordance with proposal invitation instructions.
Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or Proposal will not be considered. No paper
catalogs or manufacturer/vendor websites will be accepted. File size must not exceed 100MB. (Please DO NOT
password protect uploaded files.)
Exceptions and/or Detailed Information Related to Discount % and/or Hourly Labor Rate
Proposed
No response
In PDF format and if necessary, vendor shall attach detailed information regarding exceptions to pricing and/or
discount percentage and define the services that are proposed to be provided. NOTE: IF DETAILED INFORMATION IS
NOT SUBMITTED, PROPOSAL MAY NOT BE CONSIDERED. (Please DO NOT password protect uploaded files.)
Company Profile We call Texas home.pdf
REQUIRED-Information on awarded Cooperative Contracts is available to Cooperative Members on the BuyBoard
website. If your company is awarded a Contract under this Proposal Invitation, please provide a brief company
description that you would like to have included with your company profile on the BuyBoard website. Submit your
company profile in a separate file, in Word format, with your Proposal. (Note: Vendor is solely responsible for any
content provided for inclusion on the BuyBoard website. The Cooperative reserves the right to exclude or remove any
content in its sole discretion, with or without prior notice, including but not limited to any content deemed by the
Cooperative to be inappropriate, irrelevant to the Contract, inaccurate, or misleading.)
IRS Form W-9 Request for Taxpayer
Identification Number and
Certification
W9 - Texas Enterprises, Inc. dba Hotsy Carlson Equipment - 12.30.2021.pdf
REQUIRED-In PDF format, upload W-9 form. (Please DO NOT password protect uploaded files.)
Page 3 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 87 of 275
Bid Attributes
1 Federal Identification Number
Federal Identification Number
74-1858874
2 HUB/No Israel Boycott Certification/No Excluded Nation or Foreign Terrorist Certification
HUB/No Israel Boycott Certification/No Excluded Nation or Foreign Terrorist Certification
3 No Israel Boycott Certification
A Texas governmental entity may not enter into a contract with a value of $100,000 or more that is to be paid wholly
or partly from public funds with a company (excluding a sole proprietorship) that has 10 or more full-time employees
for goods or services unless the contract contains a written verification from the company that it: (1) does not
boycott Israel; and (2) will not boycott Israel during the term of the contract. (TEX. GOV’T CODE Ch. 2270).
Accordingly, this certification form is included to the extent required by law.
“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. TEX. GOV’T CODE §808.001(1).
By signature on the Compliance Forms Signature Page, to the extent applicable, I certify and verify that Vendor
does not boycott Israel and will not boycott Israel during the term of any contract awarded under this Proposal
Invitation, that this certification is true, complete and accurate, and that I am authorized by my company to make this
certification.
Yes
4 No Excluded Nation or Foreign Terrorist Organization Certification
Chapter 2252 of the Texas Government Code provides that a Texas governmental entity may not enter into a
contract with a company engaged in active business operations with Sudan, Iran, or a foreign terrorist organization
– specifically, any company identified on a list prepared and maintained by the Texas Comptroller under Texas
Government Code §§806.051, 807.051, or 2252.153. (A company that the U.S. Government affirmatively declares
to be excluded from its federal sanctions regime relating to Sudan, Iran, or any federal sanctions regime relating to
a foreign terrorist organization is not subject to the contract prohibition.)
By signature on the Compliance Forms Signature Page, I certify and verify that Vendor is not on the Texas
Comptroller’s list identified above; that this certification is true, complete and accurate; and that I am authorized by
my company to make this certification.
Yes
5 MWBE/HUB Status Certification
A Proposer that has been certified as a Historically Underutilized Business (also known as a Minority/Women
Business Enterprise or “MWBE” and all referred to in this form as a “HUB”) is encouraged to indicate its HUB
certification status when responding to this Proposal Invitation. The BuyBoard website will indicate HUB certifications
for awarded Vendors that properly indicate and document their HUB certification on this form.
I certify that my company has been certified as a MWBE/HUB in the following categories: (Please check all that
apply)
6 Minority Owned Business
Minority Owned Business
Minority Owned Business (Yes)
Page 4 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 88 of 275
7 Women Owned Business
Women Owned Business
Women Owned Business (Yes)
8 Service-Disabled Veteran Owned Business
Service-Disabled Veteran Owned Business (veteran defined by 38 U.S.C. §101(2), who has a service-connected
disability as defined by 38 U.S.C. § 101(16), and who has a disability rating of 20% or more as determined by the U.
S. Department of Veterans Affairs or Department of Defense)
Service-Disabled Veteran Owned Business (Yes)
9 Certification Number
Certification Number
No response
1
0
Name of Certifying Agency
Certifying Agency
No response
1
1
Non-MWBE/HUB
My company has NOT been certified as a MWBE/HUB
Non-HUB (Yes)
1
2
Vendor General Contact Information
Proposal/Contract General Contact Information
1
3
Vendor Proposal/Contract Contact Name
Vendor Proposal/Contract Contact Name
Wayne Beardsley
1
4
Vendor Proposal/Contract Contact E-mail Address
Vendor Proposal/Contract Contact E-mail Address
wayne@hotsycarlson.com
1
5
Vendor Proposal/Contract Mailing Address
Vendor Proposal/Contract Mailing Address
4714 Nuckols Crossing Rd
1
6
Vendor Proposal/Contact Mailing Address - City
Vendor Proposal/Contact Mailing Address - City
Austin
1
7
Vendor Proposal/Contact Mailing Address - State
Vendor Proposal/Contact Mailing Address - State (Abbreviate State Name)
TX
1
8
Vendor Proposal/Contact Mailing Address - Zip Code
Vendor Proposal/Contact Mailing Address - Zip Code
78744
Page 5 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 89 of 275
1
9
Vendor Proposal/Contact Phone Number
Vendor Proposal/Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
2
0
Vendor Proposal/Contact Extension Number
Vendor Proposal/Contact Extension Number
304
2
1
Company Website
Company Website (www.XXXXX.com)
https://www.hotsycarlson.com
2
2
Purchase Orders Contact Information
All Purchase Orders from Cooperative members will be available through the Internet. Vendors need Internet
access and at least one e-mail address so that notification of new orders can be sent to the Internet contact when a
new purchase order arrives. An information guide will be provided to Vendors to assist them with retrieving their
orders.
Please select options below for receipt of Purchase Orders and provide the requested information:
I will use the internet to receive Purchase Orders at the following address
Yes
2
3
Purchase Order E-mail Address
Purchase Order E-mail Address
wayne@hotsycarlson.com
2
4
Purchase Order Contact Name
Purchase Order Contact Name
Wayne Beardsley
2
5
Purchase Order Contact Phone Number
Purchase Order Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
2
6
Purchase Order Contact Extension Number
Purchase Order Contact Extension Number
304
2
7
Alternate Purchase Order E-mail Address
Alternate Purchase Order E-mail Address
info@hotsycarlson.com
2
8
Alternate Purchase Order Contact Name
Alternate Purchase Order Contact Name
LB Schultz
Page 6 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 90 of 275
2
9
Alternate Purchase Order Contact Phone Number
Alternate Purchase Order Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
3
0
Alternate Purchase Order Contact Extension Number
Alternate Purchase Order Contact Extension Number
315
3
1
Purchase Orders Contact Information
All Purchase Orders from Cooperative members will be available through the Internet. Vendors need Internet
access and at least one e-mail address so that notification of new orders can be sent to the Internet contact when a
new purchase order arrives. An information guide will be provided to Vendors to assist them with retrieving their
orders.
Please select options below for receipt of Purchase Orders and provide the requested information:
Purchase Orders may be received by the Designated Dealer(s) identified on my company’s Dealer
Designation form as provided to the Cooperative administrator. I understand that my company shall remain
responsible for the Contract and the performance of all Designated Dealers under and in accordance with
the Contract.
No
3
2
Request for Quotes (“RFQâ€)
Cooperative members will send RFQs to you by e-mail. Please provide e-mail addresses for the receipt of RFQs:
3
3
Request for Quote (RFQ) E-mail Address
Request for Quote (RFQ) E-mail Address
wayne@hotsycarlson.com
3
4
Request for Quote (RFQ) Contact Name
Request for Quote (RFQ) Contact Name
Wayne Beardsley
3
5
Request for Quote (RFQ) Contact Phone Number
Request for Quote (RFQ) Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
3
6
Request for Quote (RFQ) Contact Extension Number
Request for Quote (RFQ) Contact Extension Number
304
3
7
Alternate Request for Quote (RFQ) E-mail Address
Alternate Request for Quote (RFQ) E-mail Address
LB@hotsycarlson.com
3
8
Alternate Request for Quote (RFQ) Contact Name
Alternate Request for Quote (RFQ) Contact Name
LB Schultz
Page 7 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 91 of 275
3
9
Alternate Request for Quote (RFQ) Contact Phone Number
Alternate Request for Quote (RFQ) Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
4
0
Alternate Request for Quote (RFQ) Contact Extension Number
Alternate Request for Quote (RFQ) Contact Extension Number
315
4
1
Invoices
Your company will be billed monthly for the service fee due under a Contract awarded under this Proposal
Invitation. All invoices are available on the BuyBoard website and e-mail notifications will be sent when
they are ready to be retrieved.
4
2
Invoices
Please choose only one (1) of the following options for receipt of invoices and provide the requested
information:
(a) Service fee invoices and related communications should be provided directly to my company at:
or
(b) In lieu of my company, I request and authorize all service fee invoices to be provided directly to the following
billing agent:
If Vendor authorizes a billing agent to receive and process service fee invoices, in accordance with the General Terms and Conditions of the Contract,
Vendor specifically acknowledges and agrees that nothing in that designation shall relieve Vendor of its responsibilities and obligations under the
Contract including, but not limited to, payment of all service fees under any Contract awarded Vendor.
Service fee invoices and notices direct to company
4
3
Invoice Company Name
Invoice Company Name
Hotsy Carlson Equipment
4
4
Invoice Company Department Name
Invoice Company Department Name
Hotsy Carlson Equipment Accounting
4
5
Invoice Contact Name
Invoice Contact Name
Imelda Acosta
4
6
Invoice Mailing Address
Invoice Mailing Address (P.O. Box or Street Address)
4714 Nuckols Crossing Rd
4
7
Invoice Mailing Address - City
Invoice Mailing Address - City
Austin
Page 8 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 92 of 275
4
8
Invoice Mailing Address - State
Invoice Mailing Address - State (Abbreviate State Name)
Texas
4
9
Invoice Mailing Address - Zip Code
Invoice Mailing Address (Zip Code)
78744
5
0
Invoice Contact Phone Number
Invoice Contact Phone Number (xxx-xxx-xxxx)
512-442-2267
5
1
Invoice Contact Extension Number
Invoice Contact Extension Number
314
5
2
Invoice Contact Fax Number
Invoice Contact Fax Number (xxx-xxx-xxxx)
512-442-3190
5
3
Invoice Contact E-mail Address
Invoice Contact E-mail
imelda@hotsycarlson.com
5
4
Invoice Contact Alternate E-mail Address
Invoice Contact Alternate E-mail Address
steve@hotsycarlson.com
5
5
Billing Agent Company Name
Billing Agent Company Name
N/A
5
6
Billing Agent Department Name
Billing Agent Department Name
N/A
5
7
Billing Agent Contact Name
Billing Agent Contact Name
N/A
5
8
Billing Agent Mailing Address
Billing Agent Mailing Address (P.O. Box or Street Address)
N/A
5
9
Billing Agent Mailing Address - City
Billing Agent Mailing Address - City
N/A
Page 9 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 93 of 275
6
0
Billing Agent Mailing Address - State
Billing Agent Mailing Address - State (Abbreviate State Name)
N/A
6
1
Billing Agent Mailing Address - Zip Code
Billing Agent Mailing Address - Zip Code
N/A
6
2
Billing Agent Contact Phone Number
Billing Agent Contact Phone Number (xxx-xxx-xxxx)
N/A
6
3
Billing Agent Contact Extension Number
Billing Agent Contact Extension Number
N/A
6
4
Billing Agent Fax Number
Billing Agent Fax Number
N/A
6
5
Billing Agent Contact E-mail Address
Billing Agent Contact E-mail Address
N/A
6
6
Billing Agent Alternative E-mail Address
Billing Agent Alternative E-mail Address
N/A
6
7
Shipping Via
Common Carrier, Company Truck, Prepaid and Add to Invoice, or Other
Prepaid and Add to Invoice
6
8
Payment Terms
Note: Vendor payment terms must comply with the BuyBoard General Terms and Conditions and the Texas Prompt
Payment Act (Texas Government Code Ch. 2251).
Net 30
6
9
Vendor's Internal/Assigned Reference/Quote Number
Vendor's Internal/Assigned Reference/Quote Number
No response
7
0
State or Attach Return Policy
Note: Only return requirements and processes will be deemed part of Vendor’s return policy. Any unrelated contract
terms, terms of sale, or other information not specifically related to return requirements and processes included in
Vendor’s return policy shall not apply to any awarded Contract unless specifically included as a deviation in the
Deviation and Compliance Form and accepted by the Cooperative.
25% restocking Fee within 30 days
Page 10 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 94 of 275
7
1
Electronic Payments
Are electronic payments acceptable to your company?
Yes
7
2
Credit Card Payments
Are credit card payments acceptable to your company?
Yes
7
3
Texas Regional Service Designation
Texas Regional Service Designation - Refer to Form in Proposal Invitation
The Cooperative (referred to as “Texas Cooperative” in this form and in the State Service Designation form) offers
vendors the opportunity to service its members throughout the entire State of Texas. If you do not plan to service all
Texas Cooperative members statewide, you must indicate the specific regions you will service on this form. If you
propose to serve different regions for different products or services included in your Proposal, you must complete
and submit a separate Texas Regional Service Designation form for each group of products and clearly indicate the
products or services to which the designation applies. By designating a region or regions, you are certifying that
you are authorized and willing to provide the proposed products and services in those regions. Designating
regions in which you are either unable or unwilling to provide the specified products and services shall be
grounds for either rejection of your Proposal or, if awarded, termination of your Contract. Additionally, if you
do not plan to service Texas Cooperative members (i.e., if you will service only states other than Texas), you must
so indicate on this form.
7
4
Company Name
Company Name
Hotsy Carlson Equipment Co
7
5
Texas Regional Service Designation
Select only one of the following options. If you select "I will NOT serve all Regions of Texas", you must then
check the individual Regions you wish to serve.
All Regions
7
6
Region 1
Region 1 - Edinburg
Region 1 (1)
7
7
Region 2
Region 2 - Corpus Christi
Region 2 (2)
7
8
Region 3
Region 3 - Victoria
Region 3 (3)
7
9
Region 4
Region 4 - Houston
Region 4 (4)
8
0
Region 5
Region 5 - Beaumont
Region 5 (5)
Page 11 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 95 of 275
8
1
Region 6
Region 6 - Huntsville
Region 6 (6)
8
2
Region 7
Region 7 - Kilgore
Region 7 (7)
8
3
Region 8
Region 8 - Mount Pleasant
Region 8 (8)
8
4
Region 9
Region 9 - Wichita Falls
Region 9 (9)
8
5
Region 10
Region 10 - Richardson
Region 10 (10)
8
6
Region 11
Region 11 - Fort Worth
Region 11 (11)
8
7
Region 12
Region 12 - Waco
Region 12 (12)
8
8
Region 13
Region 13 - Austin
Region 13 (13)
8
9
Region 14
Region 14 - Abilene
Region 14 (14)
9
0
Region 15
Region 15 - San Angelo
Region 15 (15)
9
1
Region 16
Region 16 - Amarillo
Region 16 (16)
9
2
Region 17
Region 17 - Lubbock
Region 17 (17)
Page 12 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 96 of 275
9
3
Region 18
Region 18 - Midland
Region 18 (18)
9
4
Region 19
Region 19 - El Paso
Region 19 (19)
9
5
Region 20
Region 20 - San Antonio
Region 20 (20)
9
6
State Service Designation
State Service Designation - Refer to Form in Proposal Invitation.
As set forth in the Proposal Invitation, it is the Cooperative’s intent that other governmental entities in the United
States have the opportunity to purchase goods or services awarded under the Contract, subject to applicable state
law, through a piggy-back award or similar agreement through the National Purchasing Cooperative BuyBoard. If
you plan to service the entire United States or only specific states, you must complete this form accordingly. (Note:
If you plan to service Texas Cooperative members, be sure that you complete the Texas Regional Service
Designation form.) In addition to this form, to be considered for a piggy-back award by the National
Purchasing Cooperative, you must have an authorized representative sign the National Purchasing
Cooperative Vendor Award Agreement that follows this form.
If you serve different states for different products or services included in your Proposal, you must complete and
submit a separate State Service Designation form for each group of products and clearly indicate the products or
services to which the designation applies. By designating a state or states, you are certifying that you are
authorized and willing to provide the proposed products and services in those states. Designating states in which
you are either unable or unwilling to provide the specified products and services shall be grounds for either
rejection of your Proposal or, if awarded, termination of your Contract.
9
7
Company Name
Company Name
Hotsy Carlson Equipment Co.
9
8
State Service Designation
Select only one of the following options. If you select "I will NOT serve all States", you must then check
the individual States you wish to serve.
I will not serve all states in the United States
9
9
Alabama
Alabama
Alabama (AL)
1
0
0
Alaska
Alaska
Alaska (AK)
1
0
1
Arizona
Arizona
Arizona (AZ)
Page 13 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 97 of 275
1
0
2
Arkansas
Arkansas
Arkansas (AR)
1
0
3
California
California (Public Contract Code 20118 & 20652)
California (CA)
1
0
4
Colorado
Colorado
Colorado (CO)
1
0
5
Connecticut
Connecticut
Connecticut (CT)
1
0
6
Delaware
Delaware
Delaware (DE)
1
0
7
District of Columbia
District of Columbia
District of Columbia (DC)
1
0
8
Florida
Florida
Florida (FL)
1
0
9
Georgia
Georgia
Georgia (GA)
1
1
0
Hawaii
Hawaii
Hawaii (HI)
1
1
1
Idaho
Idaho
Idaho (ID)
1
1
2
Illinois
Illinois
Illinois (IL)
1
1
3
Indiana
Indiana
Indiana (IN)
Page 14 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 98 of 275
1
1
4
Iowa
Iowa
Iowa (IA)
1
1
5
Kansas
Kansas
Kansas (KS)
1
1
6
Kentucky
Kentucky
Kentucky (KY)
1
1
7
Louisiana
Louisiana
Louisiana (LA)
1
1
8
Maine
Maine
Maine (ME)
1
1
9
Maryland
Maryland
Maryland (ME)
1
2
0
Massachusetts
Massachusetts
Massachusetts (MA)
1
2
1
Michigan
Michigan
Michigan (MI)
1
2
2
Minnesota
Minnesota
Minnesota (MN)
1
2
3
Mississippi
Mississippi
Mississippi (MS)
1
2
4
Missouri
Missouri
Missouri (MO)
1
2
5
Montana
Montana
Montana (MT)
Page 15 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 99 of 275
1
2
6
Nebraska
Nebraska
Nebraska (NE)
1
2
7
Nevada
Nevada
Nevada (NV)
1
2
8
New Hampshire
New Hampshire
New Hampshire (NH)
1
2
9
New Jersey
New Jersey
New Jersey (NJ)
1
3
0
New Mexico
New Mexico
New Mexico (NM)
1
3
1
New York
New York
New York (NY)
1
3
2
North Carolina
North Carolina
North Carolina (NC)
1
3
3
North Dakota
North Dakota
North Dakota (ND)
1
3
4
Ohio
Ohio
Ohio (OH)
1
3
5
Oklahoma
Oklahoma
Oklahoma (OK)
1
3
6
Oregon
Oregon
Oregon (OR)
1
3
7
Pennsylvania
Pennsylvania
Pennsylvania (PA)
Page 16 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 100 of 275
1
3
8
Rhode Island
Rhode Island
Rhode Island (RI)
1
3
9
South Carolina
South Carolina
South Carolina (SC)
1
4
0
South Dakota
South Dakota
South Dakota (SD)
1
4
1
Tennessee
Tennessee
Tennessee (TN)
1
4
2
Texas
Texas
Texas (TX)
1
4
3
Utah
Utah
Utah (UT)
1
4
4
Vermont
Vermont
Vermont (VT)
1
4
5
Virginia
Virginia
Virginia (VA)
1
4
6
Washington
Washington
Washington (WA)
1
4
7
West Virginia
West Virginia
West Virginia (WV)
1
4
8
Wisconsin
Wisconsin
Wisconsin (WI)
1
4
9
Wyoming
Wyoming
Wyoming (WY)
Bid Lines
Page 17 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 101 of 275
1 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Water and Wastewater
Pumps - Wholesale Product Line. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
2 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Water and Wastewater
Pumps - Engineered Product Line (For this line-item vendor shall propose base model engineered water
pumps. Engineered product options, see line #3 below, will be selected by the Cooperative member at the time
of order). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
Page 18 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 102 of 275
3 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Water and Wastewater
Pumps - Optional Equipment and Parts for Engineered Product Line (Options will be selected by the
Cooperative member at the time of order. A COMPLETE LIST OF ALL OPTIONAL EQUIPMENT AND PARTS
MUST BE SUBMITTED WITH PROPOSAL FOR PROPOSAL TO BE CONSIDERED.) Catalog/Pricelist MUST
be included or proposal will not be considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
4 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Water and Wastewater
Pumps - Utility Services Sewer Lift Station. Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
Page 19 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 103 of 275
5 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Parts for Water and
Wastewater Pumps and Motors. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
6 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for Package Residential
and Commercial Waste Grinder Station. Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
Page 20 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 104 of 275
7 Section I: Equipment, Products, and Supplies - Discount (%) off catalog/pricelist for All Other Water and
Wastewater Pumps and Motor Related Products. Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
8 Section II: Compliance Services - Water and Wastewater System Operators - Discount (%) off
catalog/pricelist for Compliance Services for Water and Wastewater System Operators - (evaluation and
testing for compliance of water and wastewater, development/review of emergency response plans,
training/continuing education for risk management plan compliance, development/review of client process plans
for regulatory compliance with the Environmental Protection Agency (EPA) or other regulatory agency audit
requirements and related services). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
Hotsy Carlson Catalog
9 Section II: Installation and Repair Service - Hourly Labor Rate for Installation/Repair Service of Water
and Wastewater Pumps, Motors, and Related Items -- Not to Exceed hourly labor rate for Installation/Repair
Service of Equipment and Products.
Quantity:1 UOM:Hourly Labor Rate Price:$110.00 Total:$110.00
Page 21 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 105 of 275
Response Total: $110.00
Page 22 of 22 pages Vendor: Hotsy Carlson Equipment Company 672-22
Page 106 of 275
Sent via email to: garrett@hotsycarlson.com
May 18, 2024
Garrett Fleitas
Hotsy Carlson Equipment Company
4714 Nuckols Crossing Rd
Austin, TX 78744
Re: Water and Wastewater Pumps and Motors
BuyBoard Contract 672-22
The Local Government Purchasing Cooperative (BuyBoard) awarded your company a contract under Water and
Wastewater Pumps and Motors, Contract 672-22, for which the current term is set to expire June 30, 2024. At this
time, the BuyBoard is renewing your contract through June 30, 2025. This will be the final renewal of this contract.
All discounts, terms, and conditions of your contract will remain the same. If you agree to this renewal, there is
nothing you need to do. However, if you do not agree to this renewal, you must notify me via email at
contractadmin@buyboard.com prior to the start of the renewal term.
If you have questions or comments concerning this renewal, please contact me as soon as possible at
contractadmin@buyboard.com. We appreciate your interest in The Local Government Purchasing Cooperative.
Sincerely,
Jim Tulberg
Contract Administrator
final renewal v.02.13.2020
Page 107 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a
professional services agreement with Bureau Veritas North America, Inc. in an
amount of not to exceed $44,200 for on-call third party plan reviews, health
inspections, and building inspections. (Matt Cox, Director of Community
Development)
BACKGROUND/SUMMARY: The Community Development Department utilizes professional
services provided by Bureau Veritas North America, Inc (BVNA) to assist staff with commercial
and residential building inspections, and commercial and residential plan review. BVNA also
assists staff with enforcement of Title 25 Texas Administrative Code Chapter 228, regarding the
regulation of Trophy Club food establishments, known as the Texas Food Establishment Rules
(TFER). The Community Development Department uses BVNA on an on-call as-needed basis
throughout the year to provide staff support as a lower cost alternative to retaining specialized
staff for these purposes.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: The professional services agreement with Bureau Veritas North America, Inc.
in the not-to-exceed amount of $44,200 is budgeted for in the FY 2025 Community
Development General Fund Budget.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Service Agreement
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a professional services agreement with Bureau Veritas North America, Inc. in an
amount of not to exceed $44,200 for on-call third party plan reviews, health inspections, and
building inspections.
Page 108 of 275
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Page 1 of 32
BUREAU VERITAS NORTH AMERICA, INC.
STANDARD PROFESSIONAL SERVICES AGREEMENT
This STANDARD PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into
this____ day of __________, 2024, by and between Bureau Veritas North America, Inc., (“BVNA”), and
the Town of Trophy Club, Texas, (“Client”).
These Terms and Conditions govern the work to be performed by Bureau Veritas North America, Inc.
(“BVNA”), as specified in the proposal prepared by BVNA of which these Terms and Conditions are a
part thereof.
WHEREAS, the Client desires that BVNA provide independent professional services for Client under the
terms of a Standard Professional Services Agreement;
WHEREAS, BVNA represents that it is a professional independent consulting firm and is willing and able
to perform such services upon terms and conditions hereinafter set forth;
WHEREAS, all services will be conducted in accordance with these terms and conditions and the agreed
upon Scope of Services and Fee Schedule the forms of which are attached as Attachments “A” and “B”
respectively.
NOW, THEREFORE, in consideration of the foregoing and of the benefits to each of the parties accruing,
the parties hereto do mutually agree as follows:
AGREEMENT
1.Initiation of Services: During the term of this Agreement, Client may call upon BVNA to perform
specific work from the scope to be defined per project in accordance with the agreed upon fees. Individual
projects may be delineated via a specific proposal in accordance with the terms and conditions set forth
in this Agreement. BVNA agrees to furnish services in conformity with the terms hereof and the following
documents which are incorporated by reference and made a part hereof. No subsequent amendment to
this Agreement shall be binding on either BVNA or Client unless reduced to writing and signed by an
authorized Representative of BVNA and Client. Any pre-printed forms including, but not limited to:
purchase orders, shipping instructions, or sales acknowledgment forms of either party containing terms
or conditions at variance with or in addition to those set forth herein shall not in any event be deemed to
modify or vary the terms of this Agreement.
2.Scope of Services: BVNA shall provide its services at the time, place, and in the manner specified in
the proposal.
3.Term. This Agreement shall remain in effect from the effective date of the Agreement unless terminated
by written notice to the other party at least thirty (30) days prior to termination. Fees may be adjusted
annually.
4.Time of Performance: The services of BVNA are to commence upon execution of this Agreement and
shall continue until all authorized work is completed. BVNA shall use commercially reasonable best efforts
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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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Page 3 of 32
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 the Client. 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. BVNA may, however retain
one archival copy of all reports delivered to Client and of all working papers necessary to support BVNA’s
analysis, conclusions or recommendations.
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, its employees, officers, and agents 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. To the extent allowed by law, 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. City shall not be obligated to defend BVNA until there
is an actual finding of negligence or if the parties agree otherwise.
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BUREAU VERITAS NORTH AMERICA, INC.
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Page 4 of 32
13.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.
14.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.
15.Cause of Action: The prevailing party in any actions brought to enforce the terms of this Agreement
shall be entitled to the recovery of reasonable attorney’s fees.
16.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.
17.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
those disputes which arise out of or are related to collection matters or fees alone under this Agreement,
(collectively “Disputes”) shall be submitted to mediation before and as a condition precedent to pursuing
any other remedy. Upon written request by either party to this Agreement for mediation of any dispute,
Client and BVNA shall select a neutral mediator by mutual agreement. Such selection shall be made
within ten (10) calendar days of the date of receipt by the other party of the written request for mediation.
In the event of failure to reach such agreement or in any instance when the selected mediator is unable
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or unwilling to serve and a replacement mediator cannot be agreed upon by Client and BVNA within ten
(10)calendar days, a mediator shall be chosen as specified in the Mediation Rules of the American
Arbitration Association then in effect, or any other appropriate rules upon which the parties may agree.
Should either party to this Agreement commence any legal action against the other party arising out of
this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses,
including court costs, expert witness fees, discovery expenses, and attorney’s fees.
18.Governing Law: This Agreement shall be governed by and construed in accordance with the laws
of the state of Texas. Venue shall lie in Denton County, Texas.
19.Releases: All lien releases will be limited to payment issues; no additional terms and conditions may
be added to a release of lien.
20.Waiver of Jury Trial: Each party waives its right to a jury trial in any court action arising between
the parties, whether under this Agreement or otherwise related to the work being performed under this
Agreement.
21.Third Party Beneficiary: It is expressly understood and agreed that the enforcement of these terms
and conditions shall be reserved to the Client and BVNA. Nothing contained in the Agreement shall give
or allow any claim or right of action whatsoever by any third person. It is the express intent of the Client
and BVNA that any such person or entity, other than Client or BVNA, receiving services or benefits under
this Agreement shall be deemed an incidental beneficiary.
22.Written Notification: Any notice, demand, request, consent, approval or communication that either
party desires or is required to give to the other party shall be in writing and either served personally or sent
prepaid, first class mail. Any such notice, demand, etc., shall be addressed to the other party at the address
set forth in the proposal. Either party may change its address by notifying the other party of the change of
address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as
provided in this section.
If to Client: Town of Trophy Club
Attn: Matt Cox
1 Trophy Wood Dr.
Trophy Club, TX 76262
If to BVNA: Bureau Veritas North America, Inc.
Attn: Contract Processing
1000 Jupiter Road, Suite 900
Plano, TX 75074
With cc to: Bureau Veritas North America, Inc.
Attention: Legal Department
1601 Sawgrass Corporate Parkway, Suite 400
Fort Lauderdale, FL 33323
23.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
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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 or to the extent
that Client’s City Attorney or the Texas Attorney General determines that such disclosure is required by
the Texas Public Information Act or other applicable law. 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.
24.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.
25.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.
26.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
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.
27.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.
28.Amendments: This Agreement may be modified or amended only by a written document executed by
both BVNA and Client.
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29.Entire Agreement: This Agreement, the Attachment A- Scope of Services, and Attachment B- Fee
Schedule constitute the complete and exclusive Agreement between the Client and BVNA. All prior written
and oral communications, including correspondence, drafts, memoranda, and representations, are
superseded in total by these documents.
30.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.
31.Force Majeure. A delay in, or failure of, performance of either party hereto shall not constitute a default
hereunder or give rise to any claim for damage if and to the extent such delay or failure is caused by (an)
occurrence(s) beyond the reasonable control of the party affected, including, but not limited to, act(s) of God,
or the public enemy, expropriation or confiscation of facilities or compliance with any order or request of
governmental authority or person(s) purporting to act therefore affecting to a degree not presently existing
the supply, availability, or use of engineering personnel or equipment, act(s) of war, public disorder(s),
insurrection(s), rebellion(s), or sabotage, flood(s), riot(s), strike(s), or any cause(s), whether or not of the
class or kind of those specifically named above, not within the reasonable control of the party affected, and
which, by the exercise of reasonable diligence, said party is unable to prevent. A party who is prevented
from performing for any reason shall immediately notify the other party in writing of the cause of such non-
performance and the anticipated extent of the delay.
32.Audit. Client shall have the right during the course of the Work and until one (1) year after acceptance
of the Services to audit BVNA's books and records relating to the costs to be reimbursed pursuant to Article
3.BVNA shall, during the progress of the Services, provide Client with evidence of payment for and records
of receipt of materials, supplies and equipment as they become available and are presented for payment,
together with such other data as Client may reasonably request.
33.Interpretation of Agreement: This Agreement shall be interpreted as though prepared by all parties
and shall not be construed unfavorably against either party.
34.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 affected and shall remain in full force and effect.
[signatures on following page]
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IN WITNESS WHEREOF, the parties hereby execute this agreement upon the terms and conditions
stated above and the Attachments following the signatures below.
BUREAU VERITAS NORTH AMERICA, INC. CLIENT
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
Address: Address:
Telephone: Telephone:
Email: Email:
DTQR
Date
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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, Chapter 265, Subchapter L 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.
d) BV shall coordinate with community leaders and draw some conclusions as a result of
the inventory and analysis required above; and,
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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. PLAN
• 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.
• 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
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• 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;
d) Traffic control data;
e) Parking restrictions;
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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
Water 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:
3A: 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 $200.00
Fire Code Plan Inspection $250.00
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 $150.00
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 $250.00
Fire Code Plan Inspection $250.00
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
$150.00
Temporary Event Inspection - Per each permit $100.00
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 Plan Review Only 1.0% of the cost of construction
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
6 Subdivision Ordinance
(fixed fee)
$6,500 43
7 Streets Condition Study $700 23
8 Water Study Distribution and Supply $1,000 33
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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
Page 139 of 275
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.
Page 140 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a
professional service agreement with Teague Nall & Perkins for the amount of
$65,000 for professional engineering services including inspections, plan
review, drainage review, grading plan review, civil drawings, and attendance
at department meetings throughout the year. (Matt Cox, Director of
Community Development)
BACKGROUND/SUMMARY: The Community Development Department utilizes a professional
engineering services contract with Teague Nall & Perkins (TnP) on an as-needed basis in lieu of
hiring a full-time Town engineer. TnP assists Town staff with reviewing residential and
commercial plans and projects, approving grading and drainage plans, conducting civil
construction inspections, and overseeing Trophy Club's storm water and flooding construction
projects. Utilizing a third-party contract with TnP allows the Town to offer professional level
engineering services to Trophy Club residents at a lower cost than employing a position in
house.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: Funding for the not-to-exceed $65,000 professional services agreement with
Teague Nall & Perkins is provided for in the FY 2025 Budget in the Community Development
General Fund professional outside services account.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Service Agreement
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a professional service agreement with Teague Nall & Perkins for the amount of
$65,000 for professional engineering services including inspections, plan review, drainage
review, grading plan review, civil drawings, and attendance at department meetings
throughout the year.
Page 141 of 275
www.tnpinc.com
engineers
surveyors
landscape architects
TEXAS
FORT WORTH
DENTON
ALLEN
HEATH
KATY
STATE OF TEXAS §
COUNTY OF DENTON §
AGREEMENT FOR ENGINEERING SERVICES
This Agreement for Engineering Services (the “Agreement”) made, entered into and executed 7th
day of October 2024, by and between the TOWN OF TROPHY CLUB, a Texas home rule municipality
(hereinafter referred to as “TOWN” or “Town”), and TNP, Inc., Consulting Engineers, (hereinafter referred
to as “ENGINEER” or “Engineer”), with principal offices at 5237 Riverside Drive Suite 100, Fort Worth,
Texas. TOWN and ENGINEER will be referred to individually as “Party,” and collectively, as the
“Parties.”
WITNESSETH, that whereas the TOWN desires engineering design or consultation on various issues
and requires engineering services on various public work improvements, and the TOWN has determined
that the ENGINEER is the most highly qualified provider of professional services in accordance with Texas
Gov’t Code Ch. 2254.
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 below.
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 Town Council and various Town 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.
TNP Firm Registrations
Texas Board of Professional Engineers and Land Surveyors | Engineering Firm No. F-230 | Surveying Firm No. 10011600 | 10194381 | 10011601
Texas Board of Architectural Examiners Firm No. BR 2673
Page 142 of 275
Page 2
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
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.
F.Standard of Care: The ENGINEER agrees to furnish the professional services in accordance with
the terms and conditions of this Agreement: (1) with the professional skill and care ordinarily
provided by competent engineers practicing under the same or similar circumstances and
professional license; and (2) as expeditiously as is prudent considering the ordinary professional
skill and care of a competent engineer.
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 costs shall be paid by the ENGINEER, and 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 shall be based on the Standard Rate Schedule provided
in Attachment “A”. Salary costs shall be paid by the ENGINEER, and 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 under this Agreement.
Page 143 of 275
Page 3
D. Work by Others: For work done by others, at the actual cost to the ENGINEER of such services,
plus 10%.
E. Independent Contractor: ENGINEER shall perform its obligations under this Agreement as an
independent contractor and shall not be considered an agent, representative, or employee of the Town
for any purpose whatsoever, including, but not limited to, entitlement to Town employee benefits.
ENGINEER hereby expressly waives any claim or entitlement to such benefits. Furthermore, the Agreement
is not intended to create, nor should it be construed as creating, a partnership, association, joint venture,
or trust. Nothing contained in the Agreement shall create a contractual relationship with, or any rights in
favor of, any third-party.
F. 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.
SECTION VI. OWNERSHIP AND USE OF DOCUMENTS
All documents, including original drawings, estimates, specifications, field notes, and data are
instruments of service provided for the TOWN and paid for with public funds that may be subject to the
Texas Public Information Act, and shall become and remain the property of the TOWN as instruments of
service for public use and reproduction, except that any use or reproduction of the aforementioned
instruments of service by the TOWN outside of the scope of this Agreement shall be without use of
ENGINEER’s name or registration seal and without any liability to the ENGINEER, its agents, employees,
subcontractors, and consultants.
ENGINEER further agrees that during the course and scope of this Agreement, except with TOWN’s
knowledge and consent, ENGINEER shall not represent any third-party against the TOWN in any claim,
litigation, or other matter, or be retained to act as an expert witness for any third party in any claim,
litigation, or any other matter that is, or may be, adversarial to the TOWN, as determined by the TOWN.
Acceptance by the TOWN of the ENGINEER’s work shall not constitute nor be deemed a release of
the responsibility and liability of ENGINEERs, its employees, subcontractors, agents, or consultants for the
accuracy and competency of ENGINEER’s work; nor shall such acceptance be deemed to be an
assumption of such responsibility by the TOWN for any defect, error, or omission in the ENGINEER’s work,
its employees, subcontractors, agents, and consultants. ENGINEER, shall without additional costs or fee to
the TOWN, correct or revise any errors or deficiencies in the ENGINEER’s performance.
SECTION VII. INDEMNITY
THE ENGINEER SHALL HOLD HARMLESS, DEFEND, AND INDEMNIFY THE TOWN FROM ALL
CLAIMS AND LIABILITY FOR DAMAGE ARISING OUT OF OR IN CONNECTION WITH THIS
AGREEMENT TO THE EXTENT THAT THE DAMAGE IS CAUSED BY OR RESULTS FROM AN ERROR,
OMISSION, ACT OF NEGLIGENCE, INTENTIONAL TORT, INTELLECTUAL PROPERTY
INFRINGEMENT, OR FAILURE TO PAY A SUBCONTRACTOR OR SUPPLIER COMMITTED BY THE
ENGINEER OR THE ENGINEER’S AGENT, CONSULTANT UNDER CONTRACT, OR ANOTHER ENTITY
OVER WHICH THE ENGINEER EXERCISES CONTROL. THE ENGINEER SHALL ALSO REIMBURSE THE
TOWN FOR ANY AND ALL LEGAL COSTS AND EXPENSES, INCLUDING REASONABLE ATTORNEY
FEES WHICH MIGHT BE INCURRED BY THE TOWN IN LITIGATION OR OTHERWISE RESISTING SAID
CLAIM OR LIABILITIES, WHICH MIGHT BE INCURRED BY, CHARGED AGAINST, OR IMPOSED ON
THE TOWN AS THE RESULT OF SUCH NEGLIGENT ACTS OR OMISSIONS BY THE ENGINEER IN
PROPORTION TO THE ENGINEER’S LIABILITY. THIS PROVISION SHALL BE CONSTRUED TO THE
GREATEST EXTENT POSSIBLE IN COMPLIANCE WITH THE INDEMNITY LIMITATIONS OF TEXAS
Page 144 of 275
Page 4
LOCAL GOV’T CODE SEC. 271.904
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. The ENGINEER shall provide to the TOWN a copy of the certificate of insurance under
such policy naming the TOWN as additional insured.
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 thirty (30)
days’ notice in writing. Upon delivery of such notice by the TOWN to the ENGINEER, and upon expiration
of the thirty (30) day notice period, the ENGINEER shall discontinue all services in connection with the
performance of this 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 a 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 at no
additional cost to the TOWN when and if this Agreement is terminated.
SECTION XI. SUCCESSORS AND ASSIGNMENTS
The TOWN and the ENGINEER each binds themselves and their successors, executors, administrators, and
assigns to the other Party of this Agreement and to the successors, executors, administrators, and assigns
of such other Party in respect to all covenants of this Agreement; except as provided above, neither the
TOWN nor the ENGINEER shall assign, sublet, or transfer its 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 that may be a Party hereto.
SECTION XII. GENERAL TERMS
A.Additional Verifications. To the extent required by Texas law, the ENGINEER verifies that: (1) It
does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association, as defined in Texas Government Code § 2274.001, and that it will not during
the term of the Agreement discriminate against a firearm entity or firearm trade association; (2) It does
not “boycott Israel” as that term is defined in Texas Government Code § 808.001 and 2271.001, and it
will not boycott Israel during the term of the Agreement; (3) It does not “boycott energy companies,” as
Page 145 of 275
Page 5
those terms are defined in Texas Government Code §§ 809.001 and 2276.001, and it will not boycott
energy companies during the term of the Agreement; (4) It does not engage in scrutinized business
operations with Sudan, Iran, or designated foreign terrorist organization as defined in Texas Government
Code, Chapter 2270; and (5) It is not owned by or the majority of its stock or other ownership interest is
held or controlled by i) individuals who are citizens of China, Iran, North Korea, Russia, or a designated
country as defined by Texas Government Code § 2275.0101; or ii) a company or other entity, including
a governmental entity, that is owned or controlled by citizens of or is directly controlled by the
government of China, Iran, North Korea, Russia, or a designated country; nor is it headquartered in China,
Iran, North Korea, Russia, or a designated country.
B. Public Funding. This Agreement is subject to the appropriation of public funds by the Town in its
budget adopted for any fiscal year for the specific purpose of making payments pursuant to this
Agreement for that fiscal year. The obligation of the Town pursuant to this Agreement in any fiscal year
for which this Agreement is in effect shall constitute a current expense of the Town for that fiscal year
only, and shall not constitute an indebtedness of the Town of any monies other than those lawfully
appropriated in any fiscal year. In the event of non-appropriation of funds in any fiscal year to make
payments pursuant to this Agreement, this Agreement may be terminated without any liability to either
party.
C. Ethics Disclosure. To the extent required by law, the ENGINEER represents that it has completed a
Texas Ethics Commission (the “TEC”) form 1295 (“Form 1295”) generated by the TEC’s electronic filing
application in accordance with the provisions of Texas Gov’t Code Ch. 2252.908 and the rules
promulgated by the TEC. The parties agree that, with the exception of the information identifying the
Town and the contract identification number, the Town is not responsible for the information contained in
the Form 1295.
D. Non-collusion. ENGINEER represents and warrants that ENGINEER has not given, made, promised
or paid, nor offered to give, make, promise or pay any gift, bonus, commission, money or other
consideration prohibited by law to any person as an inducement to obtain the services to be provided to
the TOWN under this Agreement.
E. Non-Discrimination. To the extent required by law, the ENGINEER and the ENGINEER’S
Subcontractors shall not discriminate against any employee or applicant for employment because of race,
religion, color, sex, or national origin. The ENGINEER shall take affirmative action to ensure that applicants
are employed, and that employees are treated during employment without regard to their race, religion,
color, sex, or national origin. The ENGINEER agrees to post in conspicuous places, available to employees
and applicants, notices setting forth the nondiscrimination policies as required by law.
F. Governing Law and Venue. The Agreement shall be governed by and construed in accordance with
the laws and court decisions of the State of Texas, without regard to conflict of law or choice of law
principles of Texas or of any other state or country. The obligations of the Parties to the Agreement shall
be performable in Denton County, Texas, and if legal action is necessary in connection with or to enforce
rights under the Agreement, exclusive venue shall lie in Denton County, Texas.
G. Completeness of Contract. This Agreement and the documents incorporated herein by specific
reference contain all the terms and conditions agreed upon by the Parties hereto, and no other
agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall
have any validity or bind any of the Parties hereto. If there is any conflict between the terms of this
Agreement and the documents attached hereto, the terms of this Agreement shall control. This Agreement
may not be subsequently modified except by a writing signed by both Parties.
H. Governmental Functions and Immunity. The parties hereby acknowledge and agree that the Town
is entering into this Agreement pursuant to its governmental functions and that nothing contained in the
Page 146 of 275
Page 6
Agreement shall be construed as constituting a waiver of the Town’s governmental immunity from suit or
liability, which is expressly reserved to the extent allowed by law. Notwithstanding anything to the
contrary herein, the parties hereby acknowledge and agree that to the extent this Agreement is subject
to the provisions of Subchapter I of Chapter 271, TEXAS LOCAL GOVERNMENT CODE, as amended, the
Town’s immunity from suit is waived only as set forth in Subchapter I of Chapter 271, TEXAS LOCAL
GOVERNMENT CODE. Further, the parties agree that this Agreement is made subject to all applicable
provisions of the Texas Civil Practice and Remedies Code (“CPRC”), including but not limited to all
defenses, limitations, and exceptions to the limited waiver of immunity from liability provided in CPRC
Chapter 101 and Chapter 75.
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)
Brandon Wright, Town Manager Michael S. Wilson, P.E.
Director of Engineering Services/Principal
ATTEST: ATTEST:
Tammy Dixon, Town Secretary
Page 147 of 275
Page 7
ATTACHMENT “A”
STANDARD RATE SCHEDULE
Effective January 1, 2024 *
Hourly
Engineering/Landscape Architecture/ROW Billing Rate
Principal or Director $310.00
Team Leader $285.00
Senior Project Manager $280.00
Project Manager $240.00
Senior Engineer $290.00
Project Engineer $190.00
Senior Structural Engineer $295.00
Structural Engineer $210.00
Engineer III/IV $170.00
Engineer I/II $145.00
Senior Landscape Architect/Planner $290.00
Landscape Architect / Planner $210.00
Landscape Designer $150.00
Senior Designer $195.00
Designer $170.00
Senior CAD Technician $165.00
CAD Technician $130.00
IT Technician $190.00
Clerical $90.00
ROW Manager $265.00
Senior ROW Agent $195.00
ROW Agent $155.00
Relocation Agent $195.00
ROW Tech $110.00
Intern $90.00
Hourly
Surveying Billing Rate
Survey Manager $310.00
Registered Professional Land Surveyor (RPLS)$265.00
Field Coordinator $160.00
S.I.T. or Senior Survey Technician $155.00
Survey Technician $140.00
1-Person Field Crew w/Equipment**$170.00
2-Person Field Crew w/Equipment**$200.00
3-Person Field Crew w/Equipment**$225.00
4-Person Field Crew w/Equipment**$245.00
Flagger $65.00
Abstractor (Property Deed Research)$105.00
Small Unmanned Aerial Systems (sUAS) Equipment & Crew $475.00
Terrestrial Scanning Equipment & Crew $290.00
Page 148 of 275
Page 8
Hourly
Utility Management, Utility Coordination, and SUE Billing Rate
Senior Utility Coordinator $190.00
Utility Coordinator $170.00
SUE Field Manager $190.00
Sr. Utility Location Specialist $180.00
Utility Location Specialist $135.00
1-Person Designator Crew w/Equipment*** $165.00
2-Person Designator Crew w/Equipment*** $220.00
2-Person Vac Excavator Crew w/Equip (Exposing Utility Only – 4 hour minimum) $335.00
Core Drill (equipment only – per day) $830.00
SUE QL-A Test Hole (0 < 8 ft; cost per each)*** $2,400.00
SUE QL-A Test Hole (> 8 < 15 ft; cost per each)*** $2,900.00
Hourly
Construction Management, Construction Engineering and Inspection (CEI) Billing Rate
Construction Inspector I/II $120.00
Construction Inspector III $140.00
Senior Construction Inspector $160.00
Construction Manager $235.00
Senior Construction Manager $280.00
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 TOWN
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
multiplier of 1.10.
* Rates shown are for 2024 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.
Page 149 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Matt Cox, Director of Community Development
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a
professional services agreement with HE Planning+Design, LLC in an amount
not to exceed $30,000 for on-call professional planning and consulting
services. (Matt Cox, Director of Community Development)
BACKGROUND/SUMMARY: The Community Development Department utilizes professional
planning services provided by HE Planning+Design, LLC on an as-needed basis in lieu of a hiring
a full-time Town planner. Under the proposed contract, HE Planning provides at least one staff
person on an on-call basis to review and make recommendations on development applications,
assist with reports and memos, draft Town ordinances for the Town Attorney's review, and
advise Town staff on any other development-related matters. This contract is a cost-effective
method for ensuring quality service delivery to Trophy Club residents. On-call planning services
provided by HE Planning+Design is budgeted for an amount not exceed $30,000.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: Funding for the not-to-exceed $30,000 professional services agreement with
HE Planning+Design is provided for in the FY 2025 Budget in the Community Development
General Fund professional outside services account.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Service Agreement
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a professional services agreement with HE Planning+Design, LLC in an amount not
to exceed $30,000 for on-call professional planning and consulting services.
Page 150 of 275
heleneve@HEPlanningDesign.com
(469)360-6618
8458 HOWELL DRIVE FRISCO, TEXAS 75034
PHONE: (469)360-6618 heleneve@HEPlanningDesign.com
October 8, 2024
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 (HEP+D) for professional on-call planning
services for the Town of Trophy Club for the fiscal year of October 2024 through September 2025.
I have outlined the services I propose to complete below.
SCOPE OF SERVICES
Planning Tasks
HEP+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
HEP+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;
Page 151 of 275
heleneve@HEPlanningDesign.com
(469)360-6618
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; and
4.Will prepare the yearly submission application calendar and provide updates
as indicated and directed by you and the Town Secretary throughout the year.
Review Turnaround
HEP+D will provide the review comments within ten (10) 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. HEP+D will provide the ownership database for mailing label production.
Agendas will be sent no later than 24 hours prior to a posting deadline.
Publications required to appear in Trophy Club’s official newspaper will be sent
via email to the Community Development Department 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
HEP+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
HEP+D will perform the services described above based on the Town of Trophy Club
General Planning Services for the hourly rates below.
Intern $60.00
Planner I $90.00
GIS Analyst $100.00
Planner Project Manager $120.00
Principal Planner $175.00
Invoice Fee/each $50.00
Administrative Assistant $40.00
Direct expenses such as blueprinting, copying (full size and reductions included), scanning,
color copies, mileage, deliveries, will be invoiced at 1.15 times cost.
Page 152 of 275
heleneve@HEPlanningDesign.com
(469)360-6618
8458 HOWELL DRIVE FRISCO, TEXAS 75034
PHONE: (469)360-6618 heleneve@HEPlanningDesign.com
On-call Planning Services Hourly, not to exceed $30,000.00*
*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.
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 continuing working with you and
the Town of Trophy Club.
Sincerely,
Helen-Eve L. Beadle, AICP
AGREED and accepted this day of , 202.
Brandon Wright, Town Manager
Town of Trophy Club
Page 153 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Chase Ellis, Director of Parks & Recreation
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute a purchase
agreement with SiteOne Landscape Supply in an amount not to exceed
$40,000 for various irrigation and landscaping supplies. (Chase Ellis, Director
of Parks & Recreation)
BACKGROUND/SUMMARY: The Parks & Recreation Department regularly purchases essential
irrigation and landscaping supplies from SiteOne Landscape Supply. SiteOne offers a
comprehensive selection of products that support the department's ongoing maintenance and
enhancement of park landscapes and facilities. This vendor provides high-quality, durable
products including irrigation components, fertilizers, herbicides, and other landscape materials
that help ensure efficient water management and healthy, visually appealing green spaces for
the community. By maintaining an active purchase order with SiteOne Landscape Supply, the
Parks Department secures reliable access to these necessary materials, supporting continuous
park upkeep and promoting the quality of life in Trophy Club.
Site One Landscape is a participant in the BuyBoard Purchasing Cooperative:
Materials BuyBoard Purchasing
Cooperative Contract
Field and turf irrigation products, landscaping
products, and specialty conditioners/soils Contract 705-23
Grounds maintenance equipment, parts, and supplies Contract 706-23
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: Funding for the on-demand blanket purchase agreement up to $40,000 is
provided for in the FY 2025 Budget in the General Fund Parks Department property
maintenance account.
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. SiteOne Landscape Supply BuyBoard Information
Page 154 of 275
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute a purchase agreement with SiteOne Landscape Supply in an amount not to exceed
$40,000 for various irrigation and landscaping supplies.
Page 155 of 275
v.02.01.2021
April 17, 2023
Sent Via Email: kmcginty@siteone.com
Keith McGinty
SiteOne Landscape Supply
1385 East 36th St.
Cleveland, OH 44114
Welcome to BuyBoard!
Re: Notice of The Local Government Purchasing Cooperative Contract Award; Proposal Invitation No. 705-
23, Field and Turf Irrigation Products, Landscaping Products, and Specialty Conditioners/Soils
Congratulations, The Local Government Purchasing Cooperative (Cooperative) has awarded your company
a BuyBoard® contract based on the above-referenced Proposal Invitation. The contract is effective for an
initial one-year term of June 1, 2023 through May 31, 2024, and may be subject to two possible one-year
renewals. Please refer to the Proposal Invitation for the contract documents, including the General Terms
and Conditions of the Contract.
To review the items your company has been awarded, please review Proposal Tabulation No. 705-23 at:
www.buyboard.com/vendor. Only items marked as awarded to your company are included in this contract
award, and only those awarded items may be sold through the BuyBoard contract. All sales must comply
with the contract terms and must be at or below the awarded pricing as set forth in the General Terms and
Conditions.
The contract will be posted on the BuyBoard website as an online electronic catalog(s). You are reminded
that, in accordance with the General Terms and Conditions, all purchase orders must be
processed through the BuyBoard. Except as expressly authorized in writing by the Cooperative’s
administrator, you are not authorized to process a purchase order received directly from a Cooperative
member that has not been processed through the BuyBoard or provided to the Cooperative. If you receive
a purchase order directly from a Cooperative member that you have reason to believe has not been received
by the Cooperative or processed through the BuyBoard, you must promptly forward a copy of the purchase
order by email to info@buyboard.com.
A list of Cooperative members is available on the buyboard.com website. Once the contract is active, the
BuyBoard vendor relations staff will be contacting you to assist with the resources available and to provide
any support you may need as an awarded BuyBoard vendor.
On behalf of the Cooperative, we appreciate your interest in the Cooperative and we are looking forward
to your participation in the program. If you have any questions, feel free contact me at 800-695-2919.
Sincerely,
Leigh Clover, Bid Analyst
Texas Association of School Boards, Inc.,
Administrator for The Local Government Purchasing Cooperative
Page 156 of 275
April 17, 2023
Sent Via Email: kmcginty@siteone.com
Keith McGinty
SiteOne Landscape Supply
1385 East 36th St.
Cleveland, OH 44114
Welcome to BuyBoard!
Re: Notice of National Purchasing Cooperative Award; Proposal Invitation No. 705-23, Field and Turf Irrigation Products,
Landscaping Products, and Specialty Conditioners/Soils
Congratulations, The National Purchasing Cooperative (National Cooperative) has awarded your company a BuyBoard®
contract based on the above-referenced Proposal Invitation. The contract is effective for an initial one-year term of June 1,
2023 through May 31, 2024, and may be subject to two possible one-year renewals. Please refer to the Proposal Invitation
for the contract documents, including the National Purchasing Cooperative Vendor Award Agreement and General Terms and
Conditions of the Contract.
To review the items your company has been awarded, please review Proposal Tabulation No. 705-23 at
www.buyboard.com/vendor. Only items marked as awarded to your company are included in this contract award, and only
those awarded items may be sold through the BuyBoard contract. All sales must comply with the contract terms and must
be at or below the awarded pricing as set forth in the General Terms and Conditions.
The contract will be posted on the BuyBoard website as an online electronic catalog(s). You are reminded that, in
accordance with the General Terms and Conditions, all purchase orders from National Cooperative members
must be processed through the BuyBoard. Except as expressly authorized in writing by the Cooperative’s administrator,
you are not authorized to process a purchase order received directly from a National Cooperative member that has not been
processed through the BuyBoard or provided to the Cooperative. If you receive a purchase order directly from a National
Cooperative member that you have reason to believe has not been received by the National Cooperative or processed through
the BuyBoard, you must promptly forward a copy of the purchase order by e-mail to info@buyboard.com
A list of National Cooperative members is available on the buyboard.com website. Once the contract is active, the BuyBoard
vendor relations staff will be contacting you to assist with resources available and provide any support you may need as an
awarded BuyBoard vendor.
On behalf of the National Cooperative, we are looking forward to your participation in the program. If you have any questions,
feel free to contact me at 800-695-2919.
Sincerely,
Leigh Clover, Bid Analyst
Texas Association of School Boards, Inc.,
Procurement Administrator for the National Purchasing Cooperative
v.02.01.2021
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SiteOne Landscape Supply Information
Contact:Bids Department
Address:1385 E. 36th St.
Cleveland, OH 44114
Phone:(216) 706-9250 x2550
Fax:(248) 581-1433
Toll Free:(800) 321-5325
Email:bids@siteone.com
Web Address:www.johndeerelandscapes.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Keith O. McGinty kmcginty@siteone.com
Signature Email
Submitted at 2/2/2023 09:15:16 AM (CT)
Requested Attachments
BuyBoard Proposal Invitation No. 705-
23 Field and Turf Irrigation Products,
Landscaping Products, and Specialty
Conditioners/Soils
Buyboard TX - FieldandTurfIrrigationProducts 70523 2-2-2023 Final.pdf
REQUIRED-In PDF format, upload all proposal invitation documents available for download at vendor.buyboard.com
including any additional pages, as necessary. NOTICE: DO NOT complete proposal forms in internet browser. No data
will be stored. Download file to computer and complete proposal forms prior to submitting. (Please DO NOT password
protect uploaded files.)
Catalog/Pricelist 1 ArborJet.xls
REQUIRED-In Excel or PDF format, upload catalog(s)/pricelist(s) in accordance with proposal invitation instructions.
Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or Proposal will not be considered. No paper
catalogs or manufacturer/vendor websites will be accepted. File size must not exceed 250MB. (Please DO NOT
password protect uploaded files.)
Manufacturer Authorization Letter(s)Aquamaster AD Letter 01-25-2023.pdf
REQUIRED - Upload Manufacturer Authorization Letter(s) in PDF format. Manufacturers responding to this proposal
invitation, in lieu of an authorization letter, must submit a response on company letterhead explaining that the
company is a manufacturer of products proposed. Dealers responding to this Proposal Invitation should submit an
approval letter from each manufacturer or a response on company letterhead explaining that the company is not
required to submit an authorization letter.
Exceptions and/or Detailed Information Related to Discount % and/or Hourly Labor Rate
Proposed
No response
In PDF format and if necessary, vendor shall attach detailed information regarding exceptions to pricing and/or
discount percentage and define the services that are proposed to be provided. NOTE: IF DETAILED INFORMATION IS
NOT SUBMITTED, PROPOSAL MAY NOT BE CONSIDERED. (Please DO NOT password protect uploaded files.)
Company Profile Profile .docx
REQUIRED-Information on awarded Cooperative Contracts is available to Cooperative Members on the BuyBoard
website. If your company is awarded a Contract under this Proposal Invitation, please provide a brief company
description that you would like to have included with your company profile on the BuyBoard website. Submit your
company profile in a separate file, in Word format, with your Proposal. (Note: Vendor is solely responsible for any
content provided for inclusion on the BuyBoard website. The Cooperative reserves the right to exclude or remove any
content in its sole discretion, with or without prior notice, including but not limited to any content deemed by the
Cooperative to be inappropriate, irrelevant to the Contract, inaccurate, or misleading.)
Vendor: SiteOne Landscape Supply 705-23Page 3 of 52 pages
Page 196 of 275
IRS Form W-9 Request for Taxpayer Identification Number and Certification W-9 Keith signature 2023.pdf
REQUIRED-In PDF format, upload W-9 form. (Please DO NOT password protect uploaded files.)
Response Attachments
SiteOne_4c_LS_Tag-384x200 (002).png
SiteOne Logo
1 SiteOne Agronomic Price List.xls
1 SiteOne Agronomic Price List
2 SiteOne Nursery.pdf
2 SiteOne Nursery Price List
3 SiteOne Specialty Soils.xls
3 SiteOne Specialty Soils Price List
4 SiteOne Accent Products.pdf
4 SiteOne Accent Products Pricing
5 SiteOne Agronomic Price List.xls
5 SiteOne Agronomic Price List
6 Hunter Controllers.xls
6 Hunter Controllers Price List
6 HydroPoint WeatherTrak.xls
6 HydroPoint WeatherTrak Price List
6 Irritrol Controllers.xls
6 Irrigation Controllers Price List
6 Rain Bird Controllers.xls
6 Rain Bird Controllers Price List
6 Toro Controllers.xls
6 Toro Controllers Price List
6 Weathermatic Controllers.xls
6 Weathermatic Controllers Price List
7 Carson Valve Boxes.xls
7 Carson Valve Box Price List
7 Hunter Valves.xls
7 Hunter Valves Price List
7 Irritrol Valves.xls
7 Irritrol Valves Price List
7 Rain Bird Valves.xls
7 Rain Bird Price List
7 Toro Valves.xls
7 Toro Valves Price List
7 Weathermatic Valves.xls
7 Weathermatic Valves Price List
8 Hunter Sprinkler Heads.xls
8 Hunter Sprinkler Heads Price List
Vendor: SiteOne Landscape Supply 705-23Page 4 of 52 pages
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8 Irritrol Sprinkler Heads.xls
8 Irritrol Sprinkler Heads Price List
8 Rain Bird Sprinkler Heads.xls
8 Rain Bird Sprinkler Heads Price List
8 Toro Sprinkler Heads.xls
8 Toro Sprinkler Heads Price List
8 Weathermatic Sprinkler Heads.xls
8 Weathermatic Sprinkler Heads Price List
9 Baseline Lg Central Control.xls
9 Baseline Lg Central Control Price List
9 Calsense Lg Central Control.xls
9 Calsense Lg Central Control Price List
9 Hunter Large Central Control.xls
9 Hunter Large Central Control Price List
9 Irritrol Lg Central Control.xls
9 Irritrol Lg Central Control Price List
9 Rain Bird Lg Central Control.xls
9 Rain Bird Lg Central Control Price List
9 Rain Master Large Central Control.xls
9 Rain Master Large Central Control
9 Toro Large Central Control.xls
9 Toro Large Central Control Price List
9 Tucor Large Central Control.xls
9 Tucor Large Central Control
9 Weathermatic Large Commercial.xls
9 Weathermatic Large Commercial
10 Green Tech.xls
10 Green Tech Price List
10 Hunter Two Wire.xls
10 Hunter Two Wire Price List
10 Rain Bird Two Wire.xls
10 Rain Bird Two Wire Price List
10 Rain Master.xls
10 Rain Master Price List
10 Toro Two Wire.xls
10 Toro Two Wire Price List
10 Tucor.xls
10 Tucor Price List
10 Weathermatic.xls
10 Weathermatic Price List
11 Hunter Large Sprinkler.xls
11 Hunter Large Sprinkler Price List
Vendor: SiteOne Landscape Supply 705-23Page 5 of 52 pages
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11 Irritrol Large Sprinkler.xls
11 Irritrol Large Sprinkler Price List
11 Rain Bird Large Sprinkler.xls
11 Rain Bird Large Sprinkler Price List
11 Toro Large Sprinkler.xls
11 Toro Large Sprinkler
12 Hunter Drip.xls
12 Hunter Drip Price List
12 Netafim Drip.xls
12 Neafim Drip Price List
12 Rain Bird Drip.xls
12 Rain Bird Drip Price List
13 Aquamaster Fountain.xls
13 Aquamaster Fountain Price List
16 Aquamaster Parts.xls
16 Aquamaster Parts Price List
16 FEBCO Parts.xls
16 FEBCO Parts Price List
16 FEBCO Parts Misc.xls
16 FEBCO Parts Misc Price List
16 Irritrol Parts.xls
16 Irritrol Parts Price List
16 King Products.xls
16 King Products Price List
16 MATCO Parts.xls
16 MATCO Parts Price List
16 MATCO Parts Misc.xls
16 MATCO Parts Misc Price List
16 NDS.xls
16 NDS Price List
16 Netafim Parts.xls
16 Netafim Parts Price List
16 Pro-Trade Parts.xls
16 Pro-Trade Parts Price List
16 PVCP.xls
16 PVCP Price List
16 Rain Bird Parts.xls
16 Rain Bird Parts Price List
16 Spears Parts.xls
16 Spears Parts Price List
16 T Christy Parts.xls
16 T Christy Parts Price List
Vendor: SiteOne Landscape Supply 705-23Page 6 of 52 pages
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16 Toro Parts.xls
16 Toro Parts Price List
16 Wilkins Parts.xls
16 Wilkins Parts Price List
16 Crestline Pipe.xls
16 Crestline Price List
Calsense Authorized Distributor (Calsense)_Dec 19 2022.pdf
Calsense AD Letter
Cresline EV PVC AD Letter.pdf
Cresline AD Letter
ECM Industries King Innovation Letter.pdf
ECM Industries King Innovation AD Letter
Febco Authorized Distributor Letter - December 2022.pdf
Febco AD Letter
Hunter 2022-08-16 15.11.05_1.pdf
Hunter AD Letter
HydroPoint Baseline Authorized Letter 121922.pdf
HydroPoint Baseline AD Letter
Irritrol ResCom (12-2022).pdf
Irritrol AD Letter
KASCO dist letter.pdf
KASCO AD Letter
Matco AD Letter.pdf
Matco AD Letter
NDS Authorized Distributor Letter 19dec22.pdf
NDS AD Letter
Netafim SiteOne authorized dist. letter.pdf
Netafim AD Letter
Pro-Trade Product ADL 2023 - KB Edits.pdf
Pro-Trade AD Letter
Rain Master Central Control (12-2022).pdf
Rain Master Central Control AD Letter
RB Authorized Distributor Letter - 12-19-22.pdf
Rain Bird AD Letter
Spears Authorized Dist 12-22.pdf
Spears AD Letter
Toro and Irritrol ResCom (12-2022).pdf
Toro and Irritrol AD Letter
Tucor Distributor Letters_Tucor Inc.pdf
Tucor AD Letter
Weathermatic SOL_WM BuyBoard Notice 2023.pdf
Weathermatic AD Letter
Vendor: SiteOne Landscape Supply 705-23Page 7 of 52 pages
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Wilkins Zurn AD 2023-01.pdf
Wilkins Zurn AD Letter
Carson-Oldcastle Authorized Dist.docx
Carson Oldcastle AD Letter
Bid Attributes
1 Federal Identification Number
Federal Identification Number
36-4485550
2 HUB/No Israel Boycott Certification/No Excluded Nation or Foreign Terrorist Certification
HUB/No Israel Boycott Certification/No Excluded Nation or Foreign Terrorist Certification
3 No Israel Boycott Certification
A Texas governmental entity may not enter into a contract with a value of $100,000 or more that is to be paid wholly
or partly from public funds with a company (excluding a sole proprietorship) that has 10 or more full-time employees
for goods or services unless the contract contains a written verification from the company that it: (1) does not
boycott Israel; and (2) will not boycott Israel during the term of the contract. (TEX. GOV’T CODE Ch. 2270).
Accordingly, this certification form is included to the extent required by law.
“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. TEX. GOV’T CODE §808.001(1).
By signature on the Compliance Forms Signature Page, to the extent applicable, I certify and verify that Vendor
does not boycott Israel and will not boycott Israel during the term of any contract awarded under this Proposal
Invitation, that this certification is true, complete and accurate, and that I am authorized by my company to make this
certification.
Yes
4 No Excluded Nation or Foreign Terrorist Organization Certification
Chapter 2252 of the Texas Government Code provides that a Texas governmental entity may not enter into a
contract with a company engaged in active business operations with Sudan, Iran, or a foreign terrorist organization
– specifically, any company identified on a list prepared and maintained by the Texas Comptroller under Texas
Government Code §§806.051, 807.051, or 2252.153. (A company that the U.S. Government affirmatively declares
to be excluded from its federal sanctions regime relating to Sudan, Iran, or any federal sanctions regime relating to
a foreign terrorist organization is not subject to the contract prohibition.)
By signature on the Compliance Forms Signature Page, I certify and verify that Vendor is not on the Texas
Comptroller’s list identified above; that this certification is true, complete and accurate; and that I am authorized by
my company to make this certification.
Yes
5 MWBE/HUB Status Certification
A Proposer that has been certified as a Historically Underutilized Business (also known as a Minority/Women
Business Enterprise or “MWBE” and all referred to in this form as a “HUB”) is encouraged to indicate its HUB
certification status when responding to this Proposal Invitation. The BuyBoard website will indicate HUB certifications
for awarded Vendors that properly indicate and document their HUB certification on this form.
I certify that my company has been certified as a MWBE/HUB in the following categories: (Please check all that
apply)
Vendor: SiteOne Landscape Supply 705-23Page 8 of 52 pages
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6 Minority Owned Business
Minority Owned Business
Minority Owned Business (Yes)
7 Women Owned Business
Women Owned Business
Women Owned Business (Yes)
8 Service-Disabled Veteran Owned Business
Service-Disabled Veteran Owned Business (veteran defined by 38 U.S.C. §101(2), who has a service-connected
disability as defined by 38 U.S.C. § 101(16), and who has a disability rating of 20% or more as determined by the U.
S. Department of Veterans Affairs or Department of Defense)
Service-Disabled Veteran Owned Business (Yes)
9 Certification Number
Certification Number
No response
1
0
Name of Certifying Agency
Certifying Agency
No response
1
1
Non-MWBE/HUB
My company has NOT been certified as a MWBE/HUB
Non-HUB (Yes)
1
2
Vendor General Contact Information
Proposal/Contract General Contact Information
1
3
Vendor Proposal/Contract Contact Name
Vendor Proposal/Contract Contact Name
Keith McGinty
1
4
Vendor Proposal/Contract Contact E-mail Address
Vendor Proposal/Contract Contact E-mail Address
kmcginty@siteone.com
1
5
Vendor Proposal/Contract Mailing Address
Vendor Proposal/Contract Mailing Address
1385 East 36th St
1
6
Vendor Proposal/Contact Mailing Address - City
Vendor Proposal/Contact Mailing Address - City
Cleveland
1
7
Vendor Proposal/Contact Mailing Address - State
Vendor Proposal/Contact Mailing Address - State (Abbreviate State Name)
OH
Vendor: SiteOne Landscape Supply 705-23Page 9 of 52 pages
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1
8
Vendor Proposal/Contact Mailing Address - Zip Code
Vendor Proposal/Contact Mailing Address - Zip Code
44114
1
9
Vendor Proposal/Contact Phone Number
Vendor Proposal/Contact Phone Number (xxx-xxx-xxxx)
2164044738
2
0
Vendor Proposal/Contact Extension Number
Vendor Proposal/Contact Extension Number
No response
2
1
Company Website
Company Website (www.XXXXX.com)
www.siteone.com
2
2
Purchase Orders Contact Information
All Purchase Orders from Cooperative members will be available through the Internet. Vendors need Internet
access and at least one e-mail address so that notification of new orders can be sent to the Internet contact when a
new purchase order arrives. An information guide will be provided to Vendors to assist them with retrieving their
orders.
Please select options below for receipt of Purchase Orders and provide the requested information:
I will use the internet to receive Purchase Orders at the following address
Yes
2
3
Purchase Order E-mail Address
Purchase Order E-mail Address
bids@siteone.com
2
4
Purchase Order Contact Name
Purchase Order Contact Name
Monique Potts
2
5
Purchase Order Contact Phone Number
Purchase Order Contact Phone Number (xxx-xxx-xxxx)
2164044749
2
6
Purchase Order Contact Extension Number
Purchase Order Contact Extension Number
No response
2
7
Alternate Purchase Order E-mail Address
Alternate Purchase Order E-mail Address
No response
Vendor: SiteOne Landscape Supply 705-23Page 10 of 52 pages
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2
8
Alternate Purchase Order Contact Name
Alternate Purchase Order Contact Name
No response
2
9
Alternate Purchase Order Contact Phone Number
Alternate Purchase Order Contact Phone Number (xxx-xxx-xxxx)
No response
3
0
Alternate Purchase Order Contact Extension Number
Alternate Purchase Order Contact Extension Number
No response
3
1
Purchase Orders Contact Information
All Purchase Orders from Cooperative members will be available through the Internet. Vendors need Internet
access and at least one e-mail address so that notification of new orders can be sent to the Internet contact when a
new purchase order arrives. An information guide will be provided to Vendors to assist them with retrieving their
orders.
Please select options below for receipt of Purchase Orders and provide the requested information:
Purchase Orders may be received by the Designated Dealer(s) identified on my company’s Dealer
Designation form as provided to the Cooperative administrator. I understand that my company shall remain
responsible for the Contract and the performance of all Designated Dealers under and in accordance with
the Contract.
No
3
2
Request for Quotes (RFQ)
Cooperative members will send RFQs to you by e-mail. Please provide e-mail addresses for the receipt of RFQs:
3
3
Request for Quote (RFQ) E-mail Address
Request for Quote (RFQ) E-mail Address
kmcginty@siteone.com
3
4
Request for Quote (RFQ) Contact Name
Request for Quote (RFQ) Contact Name
Keith McGinty
3
5
Request for Quote (RFQ) Contact Phone Number
Request for Quote (RFQ) Contact Phone Number (xxx-xxx-xxxx)
2164044738
3
6
Request for Quote (RFQ) Contact Extension Number
Request for Quote (RFQ) Contact Extension Number
No response
3
7
Alternate Request for Quote (RFQ) E-mail Address
Alternate Request for Quote (RFQ) E-mail Address
bids@siteone.com
Vendor: SiteOne Landscape Supply 705-23Page 11 of 52 pages
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3
8
Alternate Request for Quote (RFQ) Contact Name
Alternate Request for Quote (RFQ) Contact Name
No response
3
9
Alternate Request for Quote (RFQ) Contact Phone Number
Alternate Request for Quote (RFQ) Contact Phone Number (xxx-xxx-xxxx)
2167069250
4
0
Alternate Request for Quote (RFQ) Contact Extension Number
Alternate Request for Quote (RFQ) Contact Extension Number
No response
4
1
Invoices
Your company will be billed monthly for the service fee due under a Contract awarded under this Proposal
Invitation. All invoices are available on the BuyBoard website and e-mail notifications will be sent when
they are ready to be retrieved.
4
2
Invoices
Please choose only one (1) of the following options for receipt of invoices and provide the requested
information:
(a) Service fee invoices and related communications should be provided directly to my company at:
or
(b) In lieu of my company, I request and authorize all service fee invoices to be provided directly to the following
billing agent:
If Vendor authorizes a billing agent to receive and process service fee invoices, in accordance with the General Terms and Conditions of the Contract,
Vendor specifically acknowledges and agrees that nothing in that designation shall relieve Vendor of its responsibilities and obligations under the
Contract including, but not limited to, payment of all service fees under any Contract awarded Vendor.
Service fee invoices and notices direct to company
4
3
Invoice Company Name
Invoice Company Name
SiteOne Landscape Supply
4
4
Invoice Company Department Name
Invoice Company Department Name
Bid Department
4
5
Invoice Contact Name
Invoice Contact Name
Grace Brownlee
4
6
Invoice Mailing Address
Invoice Mailing Address (P.O. Box or Street Address)
1385 East 36th St
Vendor: SiteOne Landscape Supply 705-23Page 12 of 52 pages
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4
7
Invoice Mailing Address - City
Invoice Mailing Address - City
Cleveland
4
8
Invoice Mailing Address - State
Invoice Mailing Address - State (Abbreviate State Name)
OH
4
9
Invoice Mailing Address - Zip Code
Invoice Mailing Address (Zip Code)
44114
5
0
Invoice Contact Phone Number
Invoice Contact Phone Number (xxx-xxx-xxxx)
2164044715
5
1
Invoice Contact Extension Number
Invoice Contact Extension Number
No response
5
2
Invoice Contact Fax Number
Invoice Contact Fax Number (xxx-xxx-xxxx)
2485811433
5
3
Invoice Contact E-mail Address
Invoice Contact E-mail
gbrownlee@siteone.com
5
4
Invoice Contact Alternate E-mail Address
Invoice Contact Alternate E-mail Address
bids@siteone.com
5
5
Billing Agent Company Name
Billing Agent Company Name
No response
5
6
Billing Agent Department Name
Billing Agent Department Name
No response
5
7
Billing Agent Contact Name
Billing Agent Contact Name
No response
5
8
Billing Agent Mailing Address
Billing Agent Mailing Address (P.O. Box or Street Address)
No response
Vendor: SiteOne Landscape Supply 705-23Page 13 of 52 pages
Page 206 of 275
5
9
Billing Agent Mailing Address - City
Billing Agent Mailing Address - City
No response
6
0
Billing Agent Mailing Address - State
Billing Agent Mailing Address - State (Abbreviate State Name)
No response
6
1
Billing Agent Mailing Address - Zip Code
Billing Agent Mailing Address - Zip Code
No response
6
2
Billing Agent Contact Phone Number
Billing Agent Contact Phone Number (xxx-xxx-xxxx)
No response
6
3
Billing Agent Contact Extension Number
Billing Agent Contact Extension Number
No response
6
4
Billing Agent Fax Number
Billing Agent Fax Number
No response
6
5
Billing Agent Contact E-mail Address
Billing Agent Contact E-mail Address
No response
6
6
Billing Agent Alternative E-mail Address
Billing Agent Alternative E-mail Address
No response
6
7
Shipping Via
Common Carrier, Company Truck, Prepaid and Add to Invoice, or Other
Company Truck
6
8
Payment Terms
Note: Vendor payment terms must comply with the BuyBoard General Terms and Conditions and the Texas Prompt
Payment Act (Texas Government Code Ch. 2251).
Net 30 Days
6
9
Vendor's Internal/Assigned Reference/Quote Number
Vendor's Internal/Assigned Reference/Quote Number
No response
Vendor: SiteOne Landscape Supply 705-23Page 14 of 52 pages
Page 207 of 275
7
0
State or Attach Return Policy
Note: Only return requirements and processes will be deemed part of Vendor’s return policy. Any unrelated contract
terms, terms of sale, or other information not specifically related to return requirements and processes included in
Vendor’s return policy shall not apply to any awarded Contract unless specifically included as a deviation in the
Deviation and Compliance Form and accepted by the Cooperative.
No response
7
1
Electronic Payments
Are electronic payments acceptable to your company?
Yes
7
2
Credit Card Payments
Are credit card payments acceptable to your company?
Yes
7
3
Texas Regional Service Designation
Texas Regional Service Designation - Refer to Form in Proposal Invitation
The Cooperative (referred to as “Texas Cooperative” in this form and in the State Service Designation form) offers
vendors the opportunity to service its members throughout the entire State of Texas. If you do not plan to service all
Texas Cooperative members statewide, you must indicate the specific regions you will service on this form. If you
propose to serve different regions for different products or services included in your Proposal, you must complete
and submit a separate Texas Regional Service Designation form for each group of products and clearly indicate the
products or services to which the designation applies. By designating a region or regions, you are certifying that
you are authorized and willing to provide the proposed products and services in those regions. Designating
regions in which you are either unable or unwilling to provide the specified products and services shall be
grounds for either rejection of your Proposal or, if awarded, termination of your Contract. Additionally, if you
do not plan to service Texas Cooperative members (i.e., if you will service only states other than Texas), you must
so indicate on this form.
7
4
Company Name
Company Name
SiteOne Landscape Supply
7
5
Texas Regional Service Designation
Select only one of the following options. If you select "I will NOT serve all Regions of Texas", you must then
check the individual Regions you wish to serve.
All Regions
7
6
Region 1
Region 1 - Edinburg
Region 1 (1)
7
7
Region 2
Region 2 - Corpus Christi
Region 2 (2)
7
8
Region 3
Region 3 - Victoria
Region 3 (3)
Vendor: SiteOne Landscape Supply 705-23Page 15 of 52 pages
Page 208 of 275
7
9
Region 4
Region 4 - Houston
Region 4 (4)
8
0
Region 5
Region 5 - Beaumont
Region 5 (5)
8
1
Region 6
Region 6 - Huntsville
Region 6 (6)
8
2
Region 7
Region 7 - Kilgore
Region 7 (7)
8
3
Region 8
Region 8 - Mount Pleasant
Region 8 (8)
8
4
Region 9
Region 9 - Wichita Falls
Region 9 (9)
8
5
Region 10
Region 10 - Richardson
Region 10 (10)
8
6
Region 11
Region 11 - Fort Worth
Region 11 (11)
8
7
Region 12
Region 12 - Waco
Region 12 (12)
8
8
Region 13
Region 13 - Austin
Region 13 (13)
8
9
Region 14
Region 14 - Abilene
Region 14 (14)
9
0
Region 15
Region 15 - San Angelo
Region 15 (15)
Vendor: SiteOne Landscape Supply 705-23Page 16 of 52 pages
Page 209 of 275
9
1
Region 16
Region 16 - Amarillo
Region 16 (16)
9
2
Region 17
Region 17 - Lubbock
Region 17 (17)
9
3
Region 18
Region 18 - Midland
Region 18 (18)
9
4
Region 19
Region 19 - El Paso
Region 19 (19)
9
5
Region 20
Region 20 - San Antonio
Region 20 (20)
9
6
State Service Designation
State Service Designation - Refer to Form in Proposal Invitation.
As set forth in the Proposal Invitation, it is the Cooperative’s intent that other governmental entities in the United
States have the opportunity to purchase goods or services awarded under the Contract, subject to applicable state
law, through a piggy-back award or similar agreement through the National Purchasing Cooperative BuyBoard. If
you plan to service the entire United States or only specific states, you must complete this form accordingly. (Note:
If you plan to service Texas Cooperative members, be sure that you complete the Texas Regional Service
Designation form.) In addition to this form, to be considered for a piggy-back award by the National
Purchasing Cooperative, you must have an authorized representative sign the National Purchasing
Cooperative Vendor Award Agreement that follows this form.
If you serve different states for different products or services included in your Proposal, you must complete and
submit a separate State Service Designation form for each group of products and clearly indicate the products or
services to which the designation applies. By designating a state or states, you are certifying that you are
authorized and willing to provide the proposed products and services in those states. Designating states in which
you are either unable or unwilling to provide the specified products and services shall be grounds for either
rejection of your Proposal or, if awarded, termination of your Contract.
9
7
Company Name
Company Name
SiteOne Landscape Supply
9
8
State Service Designation
Select only one of the following options. If you select "I will NOT serve all States", you must then check
the individual States you wish to serve.
All States
9
9
Alabama
Alabama
Alabama (AL)
Vendor: SiteOne Landscape Supply 705-23Page 17 of 52 pages
Page 210 of 275
1
0
0
Alaska
Alaska
Alaska (AK)
1
0
1
Arizona
Arizona
Arizona (AZ)
1
0
2
Arkansas
Arkansas
Arkansas (AR)
1
0
3
California
California (Public Contract Code 20118 & 20652)
California (CA)
1
0
4
Colorado
Colorado
Colorado (CO)
1
0
5
Connecticut
Connecticut
Connecticut (CT)
1
0
6
Delaware
Delaware
Delaware (DE)
1
0
7
District of Columbia
District of Columbia
District of Columbia (DC)
1
0
8
Florida
Florida
Florida (FL)
1
0
9
Georgia
Georgia
Georgia (GA)
1
1
0
Hawaii
Hawaii
Hawaii (HI)
1
1
1
Idaho
Idaho
Idaho (ID)
Vendor: SiteOne Landscape Supply 705-23Page 18 of 52 pages
Page 211 of 275
1
1
2
Illinois
Illinois
Illinois (IL)
1
1
3
Indiana
Indiana
Indiana (IN)
1
1
4
Iowa
Iowa
Iowa (IA)
1
1
5
Kansas
Kansas
Kansas (KS)
1
1
6
Kentucky
Kentucky
Kentucky (KY)
1
1
7
Louisiana
Louisiana
Louisiana (LA)
1
1
8
Maine
Maine
Maine (ME)
1
1
9
Maryland
Maryland
Maryland (MD)
1
2
0
Massachusetts
Massachusetts
Massachusetts (MA)
1
2
1
Michigan
Michigan
Michigan (MI)
1
2
2
Minnesota
Minnesota
Minnesota (MN)
1
2
3
Mississippi
Mississippi
Mississippi (MS)
Vendor: SiteOne Landscape Supply 705-23Page 19 of 52 pages
Page 212 of 275
1
2
4
Missouri
Missouri
Missouri (MO)
1
2
5
Montana
Montana
Montana (MT)
1
2
6
Nebraska
Nebraska
Nebraska (NE)
1
2
7
Nevada
Nevada
Nevada (NV)
1
2
8
New Hampshire
New Hampshire
New Hampshire (NH)
1
2
9
New Jersey
New Jersey
New Jersey (NJ)
1
3
0
New Mexico
New Mexico
New Mexico (NM)
1
3
1
New York
New York
New York (NY)
1
3
2
North Carolina
North Carolina
North Carolina (NC)
1
3
3
North Dakota
North Dakota
North Dakota (ND)
1
3
4
Ohio
Ohio
Ohio (OH)
1
3
5
Oklahoma
Oklahoma
Oklahoma (OK)
Vendor: SiteOne Landscape Supply 705-23Page 20 of 52 pages
Page 213 of 275
1
3
6
Oregon
Oregon
Oregon (OR)
1
3
7
Pennsylvania
Pennsylvania
Pennsylvania (PA)
1
3
8
Rhode Island
Rhode Island
Rhode Island (RI)
1
3
9
South Carolina
South Carolina
South Carolina (SC)
1
4
0
South Dakota
South Dakota
South Dakota (SD)
1
4
1
Tennessee
Tennessee
Tennessee (TN)
1
4
2
Texas
Texas
Texas (TX)
1
4
3
Utah
Utah
Utah (UT)
1
4
4
Vermont
Vermont
Vermont (VT)
1
4
5
Virginia
Virginia
Virginia (VA)
1
4
6
Washington
Washington
Washington (WA)
1
4
7
West Virginia
West Virginia
West Virginia (WV)
Vendor: SiteOne Landscape Supply 705-23Page 21 of 52 pages
Page 214 of 275
1
4
8
Wisconsin
Wisconsin
Wisconsin (WI)
1
4
9
Wyoming
Wyoming
Wyoming (WY)
Bid Lines
1 Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for Field and Turf Fertilizer, Conditioners, Dressings and
Chemicals. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:0%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
1 ArborJet
Alternate 1
Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for Field and Turf Fertilizer, Conditioners, Dressings and
Chemicals. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Vendor: SiteOne Landscape Supply 705-23Page 22 of 52 pages
Page 215 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
1 SiteOne Agronomic Price List
2 Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for Nursery Products (all types of trees, shrubs, and other related
items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:0%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
2 SiteOne Nursery
Vendor: SiteOne Landscape Supply 705-23Page 23 of 52 pages
Page 216 of 275
3 Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for Specialty Soils for Athletic Fields, Play Surfaces, or Park
Surfaces. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
3 SiteOne Specialty Soils
Vendor: SiteOne Landscape Supply 705-23Page 24 of 52 pages
Page 217 of 275
4 Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for All Types of Landscape Accent Products (metal, plastic, steel, wood, and
other related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
4 SiteOne Accent Products
Vendor: SiteOne Landscape Supply 705-23Page 25 of 52 pages
Page 218 of 275
5 Section I: Fertilizers, Nursery Products and Soils for Field/Turf Grounds
Discount (%) off catalog/pricelist for All Other Types of Fertilizer, Grounds, and Nursery Products and
Supplies. Catalog/Pricelist MUST be included or proposal will not be considered.
Total:10%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
5 SiteOne Agronomic Price List
Vendor: SiteOne Landscape Supply 705-23Page 26 of 52 pages
Page 219 of 275
6 Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light
commercial application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:52%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 Hunter Controllers
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light commercial
application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or proposal will not
be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 HydroPoint Weather Trak
Vendor: SiteOne Landscape Supply 705-23Page 27 of 52 pages
Page 220 of 275
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light commercial
application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or proposal will not
be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 Irritrol Controllers
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light commercial
application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or proposal will not
be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 Rain Bird Controllers
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light commercial
application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or proposal will not
be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 Toro Controllers
Alternate 5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Controllers (solid state, light commercial
application, 12 to 60 station capability, and related items). Catalog/Pricelist MUST be included or proposal will not
be considered.
Total:40%
Vendor: SiteOne Landscape Supply 705-23Page 28 of 52 pages
Page 221 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
6 Weathermatic Controllers
7 Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size;
glass filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control
capability, and related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:45%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Carson Valve Boxes
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size; glass
filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control capability, and
related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:52%
Vendor: SiteOne Landscape Supply 705-23Page 29 of 52 pages
Page 222 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Hunter Valves
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size; glass
filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control capability, and
related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Irritrol Valves
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size; glass
filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control capability, and
related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:51%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Rain Bird Valves
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size; glass
filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control capability, and
related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:43%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Toro Valves
Vendor: SiteOne Landscape Supply 705-23Page 30 of 52 pages
Page 223 of 275
Alternate 5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Control Valves (1" to 4" pipe size; glass
filled nylon, polyvinyl chloride (PVC) and/or brass construction; electrically controlled; flow control capability, and
related items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:43%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
7 Weathermatic Valves
8 Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Sprinkler Heads (fixed spray pattern,
gear drive rotor 1/2" to 1" inlet, various fixed arcs, plastic construction, and related items). Catalog/Pricelist
MUST be included or proposal will not be considered.
Total:54%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
8 Hunter Sprinkler Heads
Vendor: SiteOne Landscape Supply 705-23Page 31 of 52 pages
Page 224 of 275
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Sprinkler Heads (fixed spray pattern, gear
drive rotor 1/2" to 1" inlet, various fixed arcs, plastic construction, and related items). Catalog/Pricelist MUST be
included or proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
8 Irritrol Sprinkler Heads
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Sprinkler Heads (fixed spray pattern, gear
drive rotor 1/2" to 1" inlet, various fixed arcs, plastic construction, and related items). Catalog/Pricelist MUST be
included or proposal will not be considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
8 Rain Bird Sprinkler Heads
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Sprinkler Heads (fixed spray pattern, gear
drive rotor 1/2" to 1" inlet, various fixed arcs, plastic construction, and related items). Catalog/Pricelist MUST be
included or proposal will not be considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
8 Toro Sprinkler Heads
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Sprinkler Heads (fixed spray pattern, gear
drive rotor 1/2" to 1" inlet, various fixed arcs, plastic construction, and related items). Catalog/Pricelist MUST be
included or proposal will not be considered.
Total:40%
Vendor: SiteOne Landscape Supply 705-23Page 32 of 52 pages
Page 225 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
8 Weathermatic Sprinkler Heads
9 Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Baseline Lg Central Control
Vendor: SiteOne Landscape Supply 705-23Page 33 of 52 pages
Page 226 of 275
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Calsense Lg Central Control
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Hunter Large Central Control
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Irritrol Lg Central Control
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:50%
Vendor: SiteOne Landscape Supply 705-23Page 34 of 52 pages
Page 227 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Rain Bird Lg Central Cont
Alternate 5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:0%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Rain Master Lg Central Contr
Alternate 6
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Toro Large Central Control
Alternate 7
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Tucor Large Central Control
Vendor: SiteOne Landscape Supply 705-23Page 35 of 52 pages
Page 228 of 275
Alternate 8
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial/Central Controllers (solid state or digital, computer
driven, software to manage water distribution, central location to command field satellites, hard wired, or wireless
signal commands to field satellites and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
9 Weathermatic Large Central
1
0
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:0%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Vendor: SiteOne Landscape Supply 705-23Page 36 of 52 pages
Page 229 of 275
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Green Tech
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Hunter Two Wire10 Hunter Two Wire
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:44%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Rain Bird Two Wire
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:35%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Rain Master
Vendor: SiteOne Landscape Supply 705-23Page 37 of 52 pages
Page 230 of 275
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:5%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Toro Two Wire
Alternate 5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Tucor
Alternate 6
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Field Satellites (controls water distribution (sprinkler
heads); stand alone and/or controlled by a central computer/controller; solid state; receives command signals
either hard wire and/or radio link and related items). Catalog/Pricelist MUST be included or proposal will not be
considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
10 Weathermatic
Vendor: SiteOne Landscape Supply 705-23Page 38 of 52 pages
Page 231 of 275
1
1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Turf Sprinkler Heads (water distribution (sprinklers)
for large turf areas; 31' minimum radius; minimum 12 GPM; minimum 1" inlet; plastic construction and related
items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:50%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
11 Hunter Large Sprinkler
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Turf Sprinkler Heads (water distribution (sprinklers) for
large turf areas; 31' minimum radius; minimum 12 GPM; minimum 1" inlet; plastic construction and related
items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
11 Irritrol Large Sprinkler
Vendor: SiteOne Landscape Supply 705-23Page 39 of 52 pages
Page 232 of 275
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Turf Sprinkler Heads (water distribution (sprinklers) for
large turf areas; 31' minimum radius; minimum 12 GPM; minimum 1" inlet; plastic construction and related
items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:35%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
11 Rain Bird Large Sprinkler
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Large Commercial Turf Sprinkler Heads (water distribution (sprinklers) for
large turf areas; 31' minimum radius; minimum 12 GPM; minimum 1" inlet; plastic construction and related
items). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
11 Toro Large Sprinkler
Vendor: SiteOne Landscape Supply 705-23Page 40 of 52 pages
Page 233 of 275
1
2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for All Types of Drip Irrigation Products (residential, commercial, and
industrial). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:50%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
12 Hunter Drip
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for All Types of Drip Irrigation Products (residential, commercial, and
industrial). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
12 Netafim Drip
Vendor: SiteOne Landscape Supply 705-23Page 41 of 52 pages
Page 234 of 275
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for All Types of Drip Irrigation Products (residential, commercial, and
industrial). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
12 Rain Bird Drip
1
3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for All Types of Aerating Fountain Products, Equipment and Lighting
(residential, commercial, and industrial). Catalog/Pricelist MUST be included or proposal will not be considered.
Total:15%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
13 Aquamaster Fountain
Vendor: SiteOne Landscape Supply 705-23Page 42 of 52 pages
Page 235 of 275
1
4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for All Types of Irrigation Bunker Pumps, Equipment and
Supplies. Catalog/Pricelist MUST be included or proposal will not be considered.
No Bid
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
No response
Vendor: SiteOne Landscape Supply 705-23Page 43 of 52 pages
Page 236 of 275
1
5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Water Chemicals and Dyes, Supplies, and
Accessories. Catalog/Pricelist MUST be included or proposal will not be considered.
No Bid
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
No response
Vendor: SiteOne Landscape Supply 705-23Page 44 of 52 pages
Page 237 of 275
1
6
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:0%
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Aquamaster Parts
Alternate 1
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:45%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Febco Parts
Vendor: SiteOne Landscape Supply 705-23Page 45 of 52 pages
Page 238 of 275
Alternate 2
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Febco Parts Misc
Alternate 3
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Irritrol Parts
Alternate 4
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:25%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 King Products
Alternate 5
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Matco Parts
Vendor: SiteOne Landscape Supply 705-23Page 46 of 52 pages
Page 239 of 275
Alternate 6
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Matco Parts Misc
Alternate 7
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 NDS
Alternate 8
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:20%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Netafim Parts
Alternate 9
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:0%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Pro-Trade Parts
Vendor: SiteOne Landscape Supply 705-23Page 47 of 52 pages
Page 240 of 275
Alternate 10
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 PVCP
Alternate 11
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Rain Bird Parts
Alternate 12
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:60%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Spears
Alternate 13
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 T Christy Parts
Vendor: SiteOne Landscape Supply 705-23Page 48 of 52 pages
Page 241 of 275
Alternate 14
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:30%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Toro Parts
Alternate 15
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:50%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Wilkins Parts
Alternate 16
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Repair Parts. Catalog/Pricelist MUST be included or
proposal will not be considered.
Total:40%
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
16 Crestline
Vendor: SiteOne Landscape Supply 705-23Page 49 of 52 pages
Page 242 of 275
1
7
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Irrigation Equipment Maintenance Service Agreements (monthly,
quarterly,
and yearly). Catalog/Pricelist MUST be included or proposal will not be considered.
No Bid
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
No response
Vendor: SiteOne Landscape Supply 705-23Page 50 of 52 pages
Page 243 of 275
1
8
Section II: Irrigation Supplies, Parts, and Accessories
Discount (%) off catalog/pricelist for Residential/Commercial Irrigation Equipment and Central Controllers
Service Agreements (automatic software updates and technical support). Catalog/Pricelist MUST be included
or proposal will not be considered.
No Bid
Item Notes:PROPOSAL NOTE 1: Vendors shall submit catalog(s)/pricelist(s) with their Proposal response or the
Proposal will not be considered. Vendors shall submit catalog(s)/pricelist(s) with the Proposal in a
readily available and readable electronic format, with Excel or searchable PDF preferred. No paper
catalogs or manufacturer/vendor websites will be accepted.
PROPOSAL NOTE 2: Vendors proposing on Section II: Irrigation Supplies, Parts, and Accessories
must be approved by the manufacturer to sell, install, and service the brand of equipment submitted.
Proposers responding to this Proposal Invitation should submit an approval letter from each
manufacturer. Manufacturer authorization letters must include the regions in which equipment may be
sold. Manufacturers responding directly to this proposal invitation, in lieu of an authorization letter, must
submit a letter explaining that the company is the manufacturer of the products proposed.
Vendors proposing multiple manufacturer product lines and/or catalog/pricelist per line item must submit
the information as follows or proposal may not be considered:
Select "Add Alternate" for each additional manufacturer product line and/or catalog/pricelist
proposed
Vendor’s must list one specific percentage discount for each manufacturer and/or
catalog/pricelist listed
Item Attributes
1.State Name of Catalog/Pricelist Proposed with Discount Percentage
NOTE: Do not include SKU, Reference Numbers, Websites, and/or "See Attached/Enclosed".
No response
1
9
Section III: Installation and Repair Service
Hourly Labor Rate for Application of Fertilizers, Chemicals, Specialty Soils, Play Surfaces, and Other
Related Items - Not to Exceed hourly labor rate for Application of Fertilizers, Chemicals, Specialty Soils, Play
Surfaces, and Other Related Items.
Quantity:1 UOM:Hourly Labor Rate No Bid
2
0
Section III: Installation and Repair Service
Hourly Labor Rate for Field and Turf Preparation Work - Not to Exceed hourly labor rate for Field and Turf
Preparation Work.
Quantity:1 UOM:Hourly Labor Rate No Bid
Vendor: SiteOne Landscape Supply 705-23Page 51 of 52 pages
Page 244 of 275
2
1
Section III: Installation and Repair Service
Hourly Labor Rate for Installation/Transplanting of All Types of Trees, Shrubs and Landscaping
Services - Not to Exceed hourly labor rate for Installation/Transplanting of All Types of Trees, Shrubs and
Landscaping Services.
Quantity:1 UOM:Hourly Labor Rate No Bid
2
2
Section III: Installation and Repair Service
Hourly Labor Rate for Tree and Shrub Service and Stump Grinding - Not to Exceed hourly labor rate for
Tree and Shrub Service and Stump Grinding.
Quantity:1 UOM:Hourly Labor Rate No Bid
2
3
Section III: Installation and Repair Service
Hourly Labor Rate for Installation/Repair Service of Irrigation Equipment and Related Products - Not to
Exceed hourly labor rate for Installation/Repair Service of Irrigation Equipment and Related Products.
Quantity:1 UOM:Hourly Labor Rate No Bid
Response Total: $0.00
Vendor: SiteOne Landscape Supply 705-23Page 52 of 52 pages
Page 245 of 275
January 25, 2023
Re: SiteOne Landscape Supply Authorized Distributor
To Whom It May Concern,
This letter serves as certification that SiteOne Landscape Supply is an Authorized Distributor of all
products manufactured by AquaMaster Fountains and Aerators.
Your Distributorship is active and in good standing.
Please contact me with any questions or comments.
Sincerely,
Rudi Huber
Vice President of Sales
AquaMaster Fountains & Aerators
Page 246 of 275
Leigh,
As a follow up to our conversation today Green Tech is SiteOne Green Tech which is a division of
SiteOne Landscape Supply. SiteOne Landscape Supply is the exclusive distributor of SiteOne
Green Tech products.
Keith O. McGinty
Page 247 of 275
2075 Corte del Nogal, Suite P, Carlsbad, CA 92011 | (760) 438-0525 | www.calsense.com
December 19, 2022
To Whom it May Concern:
SiteOne Landscape Supply is an authorized distributor for Calsense, which sells its products throughout
the United States. SiteOne is authorized to sell all products on the Calsense price list. Any questions
regarding SiteOne’s status can be directed to me. Thank you!
Sincerely,
Mike Haldane
Director of Commercial Operations
mikeh@calsense.com
(760) 891-6907
Page 248 of 275
To Whom It May Concern:
SiteOne Landscape Supply is currently an authorized national distributor of products
manufactured and supplied by Oldcastle Infrastructure. Please contact me at 336-314-7956 if
you have any question.
Rick Miller Director of Sales-Distribution
Oldcastle Infrastructure 3415 Sandy Ridge Road Colfax, NC 27235
C 336-314-7956
E richard.miller@oldcastle.com
oldcastleinfrastructure.com
7000 Central Park, Suite 800
Atlanta, GA 30328
oldcastleinfrastructure.com
Page 249 of 275
Page 250 of 275
16250 W. Woods Edge Rd • New Berlin, WI 53151
________________________________________________________________________________________________________________________________
December 20, 2022
To Whom it May Concern,
SiteOne Landscape Supply is an authorized distributor for products manufactured by ECM Industries for all US
and Canadian Provinces. Please contact me with any questions at 314-496-1072.
Best regards,
Nate Burns
National Sales Manager
636-519-5467 office | 314-496-1072 cell
nate.burns@ecmindustries.com | www.ecmindustries.com
42 N. Central Drive
O’Fallon, MO 63366
Page 251 of 275
December 20, 2022
The Local Government Purchasing Cooperative
12007 Research Blvd.
Austin, TX 78759
Attention: TASB Asst. Division Director, Cooperative Procurement
This letter is to confirm that SiteOne Landscape Supply is an authorized distributor of Watts
Water Technologies products in the US under the Watts and Febco brand of products.
Sincerely,
Rick Kelly
National Sales Manager – Fire, Waterworks & Irrigation
Page 252 of 275
Page 253 of 275
Date: December 19th, 2022
RE: SiteOne Landscape Supply – WeatherTRAK Preferred Distributor
This letter is to confirm that SiteOne Landscape Supply is an authorized distributor of
WeatherTRAK and Baseline irrigation products in the following Regions.
Regards,
Chris Manchuck
Sr. Vice President Sales
HydroPoint Data Systems
cmanchuck@hydropoint.com
Page 254 of 275
December 20, 2022
This letter is to certify that SiteOne Landscape Supply is an authorized dealer of Toro and
Irritrol Residential & Commercial Irrigation products for the United States and Canada.
Signed,
Orion Goe
Channel Marketing Manager, ResCom Irrigation & Lighting
orion.goe@toro.com
(951) 215-9913
5825 Jasmine Street, Riverside, California 92504-1183 Phone 951/688-9221
P.O. Box 489, Riverside, California 92502-0489
The Toro Company
Page 255 of 275
800 Deere Road Prescott, WI 54021
sales@kascomarine.com
715.262.4488
12/21/2022
To Whom it May Concern
SiteOne Landscape Supply is an authorized distributor of Kasco Marine, Inc. products for the USA and
Canada. If you have any questions or concerns, please contact us.
Sincerely
Joe Holz
Director of Sales
Kasco Marine, Inc.
Page 256 of 275
ROUTE 22 | P.O. BOX 27 | BREWSTER | NEW YORK 10509
TEL: (800) 431-2082 | (845) 278-7570 | FAX: (800) 640-2252 | (845) 278-9056 | matco-norca.com
April 29, 2020
To whom it may concern:
SiteOne Landscape Supply is an authorized distributor for all Matco-Norca products in all regions of the
United States and Canada.
Sincerely
Jim DiCola
National Irrigation Manager
1150 Silber Rd.
Houston, TX 77055
c-281-627-4687
o-281-657-6285
Page 257 of 275
December 19, 2022
To Whom It May Concern:
SiteOne Landscape Supply is currently an authorized national distributor of products manufactured and
supplied by NDS. Please contact me at 413-454-8231 if you have any questions.
Sincerely,
Jack Delaney
Vice President of Sales
21300 Victory Blvd.
Suite 215
Woodland Hills, CA 91367
413-454-8231 (mobile)
Jackdelaney@ndspro.com
Page 258 of 275
Page 259 of 275
January 27, 2023
To Whom It May Concern:
SiteOne Landscape Supply is the exclusive distributor for all Pro-Trade branded products nationwide and
is in good standing.
If you have questions, please feel free to call me at 770-714-3614.
Sincerely,
Kristoff Byrd
Director of Category Management – Pro-Trade
Page 260 of 275
December 20, 2022
This letter is to certify that SiteOne Landscape Supply is an authorized dealer of the Toro
DXi Central Control System and its accompanying Laguna software for the states of
California, Nevada, Arizona, New Mexico and Texas (with the exception of Lubbock, TX).
Further, SiteOne Landscape Supply is the authorized dealer of the Toro DXi Cen tral
Control System and its accompanying WMS software for the state of Hawaii.
Signed,
Orion Goe
Channel Marketing Manager, ResCom Irrigation & Lighting
orion.goe@toro.com
(951) 215-9913
5825 Jasmine Street, Riverside, California 92504-1183 Phone 951/688-9221
P.O. Box 489, Riverside, California 92502-0489
The Toro Company
Page 261 of 275
Rain Bird Corporation
6991 E. Southpoint Road, Tucson, AZ 85706 Phone (520) 741-6100 www.RainBird.com
December 19, 2022
To Whom It May Concern:
This letter is to confirm and validate that SiteOne Landscapes is a Distributor of Rain
Bird products. The products that SiteOne Landscapes is authorized to purchase from
Rain Bird Corporation include;
Turf Products published in the Rain Bird Landscape Irrigation Equipment Price
List
Specialized Central Control products in specific areas of Texas, Oklahoma and
Southern California
Excluded products from this agreement are products sold for;
Consumer products
For a list of all SiteOne Landscape locations, please visit:
https://www.rainbird.com/landscape/DistributorReferral.htm
To find out more about Rain Bird products please visit www.rainbird.com
Sincerely,
Jed Price
Director – Contractor Division
Rain Bird Corporation
6991 East Southpoint Dr.
Tucson, AZ 85756
Page 262 of 275
Page 263 of 275
December 20, 2022
This letter is to certify that SiteOne Landscape Supply is an authorized dealer of Toro and
Irritrol Residential & Commercial Irrigation products for the United States and Canada.
Signed,
Orion Goe
Channel Marketing Manager, ResCom Irrigation & Lighting
orion.goe@toro.com
(951) 215-9913
5825 Jasmine Street, Riverside, California 92504-1183 Phone 951/688-9221
P.O. Box 489, Riverside, California 92502-0489
The Toro Company
Page 264 of 275
Page 265 of 275
3301 W. Kingsley Road • Garland, TX 75041-2207 • Phone: 972-278-6131 • Fax: 972-271-5710 • www.weathermatic.com
To Whom It May Concern:
SiteOne Landscape Supply is an Authorized Distributor for products manufactured by Telsco
Industries DBA Weathermatic and it’s subsidiaries in North America. The Authorized Distributor
status is in effect from 1/1/2022 – 12/31/2023. If you have any questions, please contact me at
972-278-6131.
Regards,
Lex Mason
President
Telsco Industries, Inc. DBA Weathermatic
972-278-6131 (Office)
Lex.Mason@Weathermatic.com
Page 266 of 275
511 West Freshwater Way, Milwaukee, WI 53204 PHONE: 855.663.9876 FAX: 414.808.0281 www.zurn-elkay.com
01 January 2023
Subject: Zurn Industries, LLC. Authorized Distributor
To Whom It May Concern:
All business locations of SiteOne Landscape Supply and any of their acquisition
partners are authorized distributors of all products from Zurn Industries, LLC.
Regards,
Paul D. Wait
National Sales Manager Irrigation
Zurn Industries, LLC.
805-286-7966
paul.wait@zurnwilkins.com
Page 267 of 275
TOWN COUNCIL COMMUNICATION
MEETING DATE: November 12, 2024
FROM: Jason Wise, Fire Chief
AGENDA ITEM: Consider authorizing the Town Manager to negotiate and execute an
interlocal agreement between the Town of Trophy Club and the City of
Roanoke for shared Emergency Management services in the amount of
$10,000 annually. (Jason Wise, Fire Chief).
BACKGROUND/SUMMARY: For the Town of Trophy Club and City of City of Roanoke,
partnering to improve emergency management services enhances their capacity to prepare for,
respond to, and recover from disasters. The collaboration will lead to more efficient use of
resources, improved coordination, and a stronger, more resilient emergency response system
for both communities. The shared responsibility and collective effort can ensure that both
towns are better equipped to protect residents and mitigate the impact of future disasters.
Under the scope of services included in this interlocal agreement, Roanoke will be responsible
for providing staff support to assist Trophy Club in the development, review, and submission of
an emergency operations plan (EOP); coordinating grants and other emergency resources;
conducting training as needed; and serving as emergency management administrator during
disaster events. Roanoke has an emergency management administrator position that will serve
in this capacity for both municipalities.
The initial term of the agreement will end on September 30, 2025 and may renew
automatically for one-year terms unless terminated by either party. Trophy Club will pay the
City of Roanoke $10,000 annually for these services.
This item is included as one of the work plan items necessary to complete Goal #1 in the
Town's FY 2025 Business Plan. Goal #1 is to craft a comprehensive crisis communication
handbook and emergency management plan, define the Mayor's emergency communication
responsibilities, and formulate an emergency management strategy. Within that goal, the work
plan includes approving this interlocal agreement as a resource to create a new EOP and
enhance emergency response capabilities during disasters.
BOARD REVIEW/CITIZEN FEEDBACK: N/A
FISCAL IMPACT: The annual service fee of $10,000 is included in the approved FY2025 Budget
in the General Fund Fire Department emergency management account.
Page 268 of 275
LEGAL REVIEW: Town Attorney, Dean Roggia, has reviewed the contract as to form and
legality.
ATTACHMENTS:
1. Interlocal Agreement
ACTIONS/OPTIONS:
Staff recommends that the Town Council move to authorize the Town Manager to negotiate
and execute an interlocal agreement between the Town of Trophy Club and the City of
Roanoke for shared Emergency Management services in the amount of $10,000 annually.
Page 269 of 275
Page 1 of 6
INTERLOCAL AGREEMENT
FOR EMERGENCY OPERATIONS PLAN (EOP)
DEVELOPMENT AND ASSISTANCE
THE STATE OF TEXAS §
§ KNOW ALL PERSONS BY THESE PRESENTS:
COUNTY OF DENTON §
THIS INTERLOCAL AGREEMENT (the “Agreement”), is made and entered into by
the CITY OF ROANOKE, TEXAS, a Texas home-rule municipality (“Roanoke”) and the
TOWN OF TROPHY CLUB, TEXAS, a Texas home-rule municipality (“Trophy Club”).
Trophy Club and Roanoke may be collectively referred to as the “Parties” and individually as a
“Party” in this Agreement.
RECITALS
WHEREAS, pursuant to the authority granted under Chapter 791 of the Texas Local
Government Code (the “Act”); and
WHEREAS, Roanoke and Trophy Club recognize the joint benefits of providing mutual
aid and cooperation in public emergencies; and
WHEREAS, Roanoke has expertise in emergency management, including the
development, review, and submission of Emergency Operations Plans (“EOPs”) to the State of
Texas and the Federal Emergency Management Agency (“FEMA”); and
WHEREAS, Trophy Club seeks the assistance of Roanoke in the development, review,
and submission of Trophy Club’s EOP; and
WHEREAS, the Parties recognize the potential for the inclusion of Trophy Club within
Roanoke’s broader EOPs, including mutual coordination in various emergency situations; and
WHEREAS, in accordance with Section 791.011(d)(3) of the Act, each Party is paying for
the performance of the governmental functions and services in this Agreement from current
revenues available to the paying Party; and
WHEREAS, Roanoke and Trophy Club have concluded that this Agreement fairly
compensates the performing Party for the governmental functions and services being provided
hereunder; and
WHEREAS, Roanoke and Trophy Club find and determine that this Agreement is made
in the best interests of the public health, safety, and welfare of the citizens of Roanoke and Trophy
Club and the State of Texas; and
NOW, THEREFORE, in consideration of the recitals above and the mutual covenants,
promises, and representations herein contained, the Parties agree as follows:
Page 270 of 275
Page 2 of 6
1. Recitals. The foregoing recitals are hereby incorporated into the body of this Agreement and
shall be considered part of the mutual covenants, consideration, and promises that bind the Parties.
2. Term.
a.This Agreement is effective on November 12, 2024 (the “Effective Date”) and shall continue
thereafter until September 30, 2025 (the “Initial Term”), unless terminated sooner under the
provisions in this Agreement.
b.Upon the expiration of the Initial Term, this Agreement shall automatically renew for
additional one-year term(s) (each a “Renewal Term”) unless written notice is provided by
either Party prior to the expiration the applicable Renewal Term.
3. Scope of Services. Roanoke will assist Trophy Club in the development, review, and submission
of an EOP to the State of Texas and FEMA, which will be tailored to the needs of Trophy Club.
This assistance may include, but is not limited to:
a. Developing new sections of the existing EOP;
b. Reviewing existing elements of the EOP for completeness and compliance with federal, state,
and local guidelines;
c. Coordinating the submission process of the EOP, grants, and other resources to the appropriate
authorities, including the State of Texas and FEMA;
d. Where appropriate, incorporating Trophy Club’s EOP into the existing EOP for Roanoke to
ensure seamless and mutual coordination in the event of a disaster or emergency;
e. Conduct training as requested and necessary to assist Trophy Club; and
f. Serve as Emergency Management Administrator for the Town of Trophy Club in the event of
a disaster as determined by the Fire Chief.
4. Compensation. Trophy Club agrees to pay Roanoke the sum of TEN THOUSAND
DOLLARS ($10,000.00) annually as full compensation for the services rendered under this
Agreement. Payment shall be due upon execution of this Agreement and no later than October 31,
of renewed terms; and may be made via check or electronic funds transfer to a bank account
designated by Roanoke.
5. Timeline. The Parties agree that Roanoke will complete the development, review, and
submission of Trophy Club’s EOP within two-hundred (200) business days of the Effective Date
of this Agreement, unless extended by mutual written consent.
6. Responsibilities of the Parties.
a. Roanoke.
Page 271 of 275
Page 3 of 6
A qualified person shall be retained, hired, and employed to serve under the direction and
supervision of Roanoke’s Fire Chief to serve as the Emergency Management Administrator
(“EMA”) for both cities. Roanoke’s Fire Chief shall have the authority to hire, supervise, direct,
evaluate, discipline, discharge, and terminate the EMA. As such, Roanoke agrees to provide the
necessary staff, resources, and expertise to assist in the development of the EOP for Trophy Club
as described above.
b. Trophy Club.
Trophy Club agrees to provide all necessary information, access to relevant personnel, and
other necessary support to facilitate the completion of the EOP for Trophy Club. This may include,
but is not limited to, providing copies of existing emergency management documents, historical
data, and participation in meetings as requested by Roanoke.
7. Incorporation of Trophy Club into Roanoke’s Emergency Plans. As part of the development
process, the Parties agree that Trophy Club will be incorporated into Roanoke’s broader
emergency management plans, where appropriate. This may include collaboration during
exercises, response activities, and other relevant scenarios.
8. Termination. Either Party may terminate this Agreement by providing thirty (30) days prior
written notice to the other Party. In the event of termination, Trophy Club shall pay for all services
rendered by Roanoke up to the date of termination and Roanoke shall reimburse Trophy Club a
prorated rate relevant to the amount of work remaining to be done.
9. Miscellaneous.
a.Amendments. This Agreement constitutes the entire understanding and agreement of the
Parties as to the matters set forth in this Agreement. No alteration of or amendment to this
Agreement shall be effective unless given in writing and signed by the Party or Parties sought
to be charged or bound by the alteration or amendment.
b.Applicable Law and Venue. This Agreement shall be governed by and construed in
accordance with the laws of the State of Texas, and all obligations of the Parties created
hereunder are performable in Denton County, Texas. Venue for any action arising under this
Agreement shall lie in the state district courts of Denton County, Texas.
c.Assignment. This Agreement shall not be assigned without the express written consent of both
Parties.
d.Binding Obligation. This Agreement shall become a binding obligation on the signatories
upon execution by all signatories hereto. Roanoke warrants and represents that the individual
executing this Agreement on behalf of Roanoke has full authority to execute this Agreement
and bind Roanoke to the same. Trophy Club warrants and represents that the individual
executing this Agreement on behalf of Trophy Club has full authority to execute this
Agreement and bind it to the same.
Page 272 of 275
Page 4 of 6
e.Caption Headings. Caption headings in this Agreement are for convenience purposes only
and are not to be used to interpret or define the provisions of this Agreement.
f.Counterparts. This Agreement may be executed in one or more counterparts, each of which
shall be deemed an original and all of which shall constitute one and the same document.
g.Independent Contractor. All Parties mutually agree that Roanoke is an independent
contractor, and shall have exclusive control of performance hereunder, and that employees of
Roanoke in no way are to be considered employees of Trophy Club, and employees of Trophy
Club in no way are to be considered employees of Roanoke. The employment rights of either
Party assigned under this Agreement will not be abridged.
h.No Third-Party Beneficiaries. The terms and provisions of this Agreement are for the benefit
of the Parties hereto and not for the benefit of any third party. It is the express intention of
Roanoke and Trophy Club that any entity other than Roanoke or Trophy Club receiving
services or benefits under this Agreement shall be deemed an incidental beneficiary only. This
Agreement is intended only to set forth the contractual right and responsibilities of the parties
to this Agreement.
i.No Waiver of Immunity. Nothing in this Agreement shall give any claim or cause of action
to any person or party not a party to this Agreement, nor create any claim or cause of action
against Trophy Club or Roanoke which would not exist in the absence of this Agreement.
Nothing in this Agreement shall add to or change the liability limits or immunities otherwise
available to each Party to this Agreement, and nothing in this Agreement shall be deemed or
construed to waive any defense, privilege, or immunity of any of the Parties to this Agreement
nor of any of their elected officials, officers, or employees, as to any claim or cause of action
brought by any person or entity. Pursuant to Section 791.006 of the Act, the assignment of
liability in this Agreement is intended to be different than liability otherwise assigned under
Subsection (a) of Section 791.006.
j.Notices. Any notice or other communication required or permitted by this Agreement
(hereinafter referred to as the “Notice”) is effective when in writing and (i) personally delivered
either by facsimile (with electronic information and a mailed copy to follow) or by hand or (ii)
three (3) days after notice is deposited with the U.S. Postal Service, postage prepaid, certified
with return receipt requested, and addressed as follows:
If to Roanoke: City of Roanoke, Texas
500 S. Oak Street
Roanoke, TX 76262
Attn: Cody Petree, City Manager
Phone Number: (817) 491-2411
If to Trophy Club: Town of Trophy Club, Texas
1 Trophy Wood Drive
Trophy Club, TX 76262
Attn: Brandon Wright, Town Manager
Phone Number: (682) 237-2900
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k.Severability. The provisions of this Agreement are severable. If any paragraph, section,
subdivision, sentence, clause, or phrase of this Agreement is for any reason held by a court of
competent jurisdiction to be contrary to law or contrary to any rule or regulation have the force
and effect of the law, the remaining portions of this Agreement shall be enforced as if the
invalid provision had never been included.
l.Time is of the Essence. Time is of the essence in the performance of this Agreement.
m.Waiver of Breach. No waiver by either Party of any default or breach of a term or condition
of this Agreement by the other Party may be treated as a waiver of any subsequent default or
breach of the same or any other term or condition of this Agreement.
n.Entire Agreement. This Agreement contains the entire understanding of the Parties and
supersedes all prior agreements or understandings, whether written or oral, relating to the
subject matter hereof.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective
Date above written.
ROANOKE:
CITY OF ROANOKE, TEXAS
A Texas home-rule municipality
By:_________________________
Carl E. “Scooter” Gierisch, Jr., Mayor
_______________________
Date Signed
ATTEST:
___________________________
April S. Hill, City Secretary
APPROVED AS TO FORM:
___________________________
Jeffery L. Moore, City Attorney
TROPHY CLUB:
TOWN OF TROPHY CLUB, TEXAS
A Texas home-rule municipality
By:_________________________
Brandon Wright, Town Manager
_______________________
Date Signed
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ATTEST:
___________________________
Tammy Dixon, Town Secretary
APPROVED AS TO FORM:
___________________________
Dean Roggia, Town Attorney
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