HomeMy WebLinkAboutCity Packets - City Council - 07/07/2026 - RegularCITY OF THE COLONY
CITY COUNCIL AGENDA
TUESDAY, JULY 7, 2026
6:30 PM
1.0 ROUTINE ANNOUNCEMENTS, RECOGNITIONS and PROCLAMATIONS
1.1 Call to Order
1.2 Invocation
1.3 Pledge of Allegiance to the United States Flag
1.4 Salute to the Texas Flag
1.5 Receive a presentation from Dr. Andrew Oteo regarding The Colony Animal Services, the
expansion project fundraising, and honoring David Terre through naming the expansion in
recognition of his contributions and service to the community. (Dr. Oteo/Cooper)
1.6 Items of Community Interest
1.7 Receive presentation from Parks and Recreation regarding upcoming events and activities.
(McCallum)
2.0 CITIZEN INPUT
3.0 WORK SESSION
3.1 Council to provide direction to staff regarding future agenda items. (Council)
4.0 CONSENT AGENDA
4.1 Consider approving City Council Special Session Retreat meeting minutes from June 13, 2026,
Regular Session meeting minutes from June 16, 2026, and Special Session meeting minutes
from June 22, 2026. (Stewart)
TO ALL INTERESTED PERSONS
Notice is hereby given of a REGULAR SESSION of the CITY COUNCIL of the City of The Colony,
Texas to be held at 6:30 PM o n TUESDAY, JULY 7, 2026 at CITY HALL, 6053 MAIN STREET ,
at which time the following items will be addressed:
This portion of the meeting is to allow up to five (5) minutes per speaker with a maximum of
thirty (30) minutes for items not posted on the current agenda. The council may not discuss these
items, but may respond with factual data or policy information, or place the item on a future
agenda. Those wishing to speak shall submit a Request Form to the City Secretary.
The Work Session is for the purpose of exchanging information regarding public business or
policy. No action is taken on Work Session items. Citizen input will not be heard during this
portion of the agenda.
The Consent Agenda contains items which are routine in nature and will be acted upon in one
motion. Items may be removed from this agenda for separate discussion by a Council member.
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4.2 Consider approving a resolution authorizing the City Manager to execute Construction Services
Contract Amendment No. 2 in the amount of $178,484.09 with CGC General Contractors, Inc.
for the Bill Allen Memorial Park Stream Bank Erosion Stabilization and Repair Project.
(Hartline)
4.3 Consider approving a resolution authorizing the City Manager to execute a Communications
Facility License Agreement with New Cingular Wireless PCS, LLC (AT&T Mobility
Corporation). (Hartline)
4.4 Consider approving an ordinance budget amendment to supplement the approved Fiscal Year
2025-2026 General Fund Budget by $12,868.57 to reimburse the Police Department with funds
received from the Motor Vehicle Crime Prevention Authority Grant. (Foxall)
4.5 Consider approving a resolution authorizing the City Manager to submit an application for the
Texas Parks and Wildlife Department (TPWD) Local Park Grant Program for the Indoor
Recreation Center at 4431 Augusta St, The Colony, TX. (Lehmann)
4.6 Consider approving a resolution authorizing the City Manager to award a 1-year purchase
agreement to PVS Technologies for the purchase of Ferric Chloride used for wastewater
treatment in an amount not to exceed $150,000.00. (Whitt)
4.7 Consider approving a resolution adopting the 2024 Water Conservation Plan for the 2025 plan
year. (Whitt)
5.0 REGULAR AGENDA ITEMS
5.1 Discuss and consider approving a resolution authorizing the City Manager to execute a
construction services contract in the amount $453,619.24 with Structured Construction LLC for
the North Colony Blvd Storm Drainage Upgrade Project. (Hartline)
5.2 Discuss and consider approving a resolution authorizing the City Manager to approve an
amendment to the City's Finance Policy Number 100.07 - Purchasing. (Oerum)
5.3 Discuss and consider the appointment, evaluation, reassignment, or duties of board members
from various advisory boards. (Council)
6.0 EXECUTIVE SESSION
6.1 Council shall convene into a closed executive session pursuant to Section 551.071 of the Texas
Government Code to receive legal advice from its attorney regarding pending litigation: TOCA
Colony, LLC v. Blue Sky Sports Center, LP, and the City of The Colony, Texas.
6.2 Council shall convene into a closed executive session pursuant to Section 551.071 of the Texas
Government Code to seek legal advice from the city attorney regarding pending or contemplated
litigation or settlement offer: Lewisville ISD v. Deirdre A. Furtado, City of The Colony, Texas,
Cause No. 25-12207-467, 467th Judicial District Court, Denton County, Texas.
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6.3 A. Council shall convene into a closed executive session pursuant to Sections 551.072 and
551.087 of the Texas Government Code to deliberate regarding purchase, exchange, lease or
value of real property and commercial or financial information the city has received from a
business prospect(s), and to deliberate the offer of a financial or other incentive to a business
prospect(s).
7.0 EXECUTIVE SESSION ACTION
7.1 Any action as a result of executive session regarding pending litigation: TOCA Colony, LLC v.
Blue Sky Sports Center, LP, and the City of The Colony, Texas.
7.2 Any action as a result of executive session regarding pending litigation: Lewisville ISD v.
Deirdre A. Furtado, City of The Colony, Texas, Cause No. 25-12207-467, 467th Judicial District
Court, Denton County, Texas.
7.3 A. Any action as a result of executive session regarding purchase, exchange, lease or value of
real property and commercial or financial information the city has received from a business
prospect(s), and the offer of a financial or other incentive to a business prospect(s).
_________________________________________
Tina Stewart, TRMC, CMC, City Secretary
EXECUTIVE SESSION NOTICE
Pursuant to the Texas Open Meeting Act, Government Code Chapter 551 one or more of the
above items may be considered in executive session closed to the public, including but not
limited to consultation with attorney pursuant to Texas Government Code Section 551.071
arising out of the attorney's ethical duty to advise the city concerning legal issues arising from
an agenda item. Any decision held on such matter will be taken or conducted in open session
following the conclusion of the executive session.
ADJOURNMENT
If you wish to address the City Council in person, you can do so by attending the meeting at City
Hall. If you wish to have comments added to the council minutes about issues on the Agenda,
you may submit those comments to the City Secretary Office via email or on the city website.
Persons with disabilities who plan to attend this meeting who may need auxiliary aids such as
interpreters for persons who are deaf or hearing impaired, readers or, large print are requested
to contact the City Secretary's Office, at 972-624-3105 at least two (2) working days prior to the
meeting so that appropriate arrangements can be made.
CERTIFICATION
I hereby certify that above notice of meeting was posted outside the front door of City Hall by 5:00 p.m.
on the 30th day of June 2026.
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Agenda Item No: 1.5
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Animal Services
Item Type: Presentation
Agenda Section: routine announcements, recognitions and proclamations
Suggested Action:
Receive a presentation from Dr. Andrew Oteo regarding The Colony Animal Services, the expansion
project fundraising, and honoring David Terre through naming the expansion in recognition of his
contributions and service to the community. (Dr. Oteo/Cooper)
Background:
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Agenda Item No: 1.6
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Announcement
Agenda Section: routine announcements, recognitions and proclamations
Suggested Action:
Items of Community Interest
Background:
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Agenda Item No: 1.7
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Parks & Recreation
Item Type: Announcement
Agenda Section: routine announcements, recognitions and proclamations
Suggested Action:
Receive presentation from Parks and Recreation regarding upcoming events and activities. (McCallum)
Background:
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Agenda Item No: 3.1
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: work session
Suggested Action:
Council to provide direction to staff regarding future agenda items. (Council)
Background:
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Agenda Item No: 4.1
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Minutes
Agenda Section: consent agenda
Suggested Action:
Consider approving City Council Special Session Retreat meeting minutes from June 13, 2026, Regular
Session meeting minutes from June 16, 2026, and Special Session meeting minutes from June 22,
2026. (Stewart)
Background:
Attachments:
June 13, 2026 Special Session Retreat Minutes.doc
June 16, 2026 Minutes.docx
June 22, 2026 Special Session Board Interviews Minutes.doc
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MINUTES OF COUNCIL SPECIAL SESSION
RETREAT HELD ON
JUNE 13, 2026
The Special Session/Retreat of the City Council of the City of The Colony, Texas, was
called to order at 8:30 a.m. on the 13th day of June 2026 at City Hall, 6053 Main Street,
The Colony, Texas 75056, with the following roll call:
Richard Boyer Mayor Present
Judy Ensweiler Councilmember Present
Robyn Holtz Deputy Mayor Pro Tem Present
Brian R. Wade Councilmember Present
Dan Rainey Councilmember Present
Perry Schrag Councilmember Absent (Personal)
Joel Marks Mayor Pro Tem Present
City staff present:
Troy Powell, City Manager
Tim Miller, Assistant City Manager
Brant Shallenburger, Deputy City Manager
Joe Perez, Deputy City Manager
Tina Stewart, City Secretary
Guest:
Larry Gonzales, Desk 138, LLC, Legislative Consulting
And with six council members present a quorum was established and the following items
were addressed:
1. CALL TO ORDER - 8:30 a.m.
2. RECEIVE PRESENTATION FROM MANAGEMENT STAFF, AND DISCUSS THE
FOLLOWING:
City Manager, Troy Powell, Assistant City Manager, Tim Miller, Deputy City
Managers, Brant Shallenburger and Joe Perez and the City Council provided
discussions on the following items as follows:
DCAD Update
Credit Card Processing Fees
Facility Rental Rates
Non-profit Funding
EDC and CDC Funding
***City Council recessed at 10:00 a.m. and returned at 10:10 a.m.***
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Homestead Exemption
PARD Reductions
Waste Water Treatment Plant
Capital Projects
Crash Site Memorial Ordinance
423 West Land
Alleys and Streets Improvements
50th Year Anniversary Committee
Branding and City Council Email Signatures
Proposed Utility Sewer System Discussion
3. Strategic Coordination and Lobbying Strategy
Larry Gonzales, Desk 138, LLC, Legislative Consulting, provided an overview of the
item.
ADJOURNMENT
There being no further business to discuss, the meeting adjourned at 1:15 p.m.
APPROVED:
________________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
_______________________________
Tina Stewart, TRMC, CMC
City Secretary
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1 These items are strictly public service announcements. Expressions of thanks, congratulations or condolences; information
regarding holiday schedules; honorary recognition of city officials, employees or other citizens; reminders about upcoming
events sponsored by the City or other entity that are scheduled to be attended by a city official or city employee. No action
will be taken and no direction will be given regarding these items.
MINUTES OF CITY COUNCIL REGULAR SESSION
HELD ON
JUNE 16, 2026
The Regular Session of the City Council of the City of The Colony, Texas, was called to order
at 6:30 p.m. on the 16th day of June 2026, at City Hall, 6053 Main Street, The Colony, Texas,
with the following roll call:
Richard Boyer, Mayor
Judy Ensweiler, Councilmember
Robyn Holtz, Deputy Mayor Pro Tem
Brian Wade, Councilmember
Dan Rainey, Councilmember
Perry Schrag, Councilmember
Joel Marks, Mayor Pro Tem
Present
Present
Present
Present
Present
Present
Present
And with 7 council members present a quorum was established and the following items were
addressed:
1.0 ROUTINE ANNOUNCEMENTS, RECOGNITIONS and PROCLAMATIONS
1.1 Call to Order
Mayor Richard Boyer called the meeting to order at 6:30 p.m.
1.2 Invocation
Pastor James Jenkins with Friendship Baptist Church delivered the invocation.
1.3 Pledge of Allegiance to the United States Flag
The Pledge of Allegiance to the United States Flag was recited.
1.4 Salute to the Texas Flag
The Salute to the Texas Flag was recited.
1.5 Items of Community Interest
Councilmember Judy Ensweiler announced the food drive at Friendship Baptist Church
occurring this Saturday, June 20th at 10 a.m.
1.6 Receive presentation from the Library regarding upcoming events and activities.
Library Director Megan Charters provided upcoming events and activities to the council.
2.0 CITIZEN INPUT
None
3.0 WORK SESSION
3.1 Council to provide direction to staff regarding future agenda items.
None
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City Council – Regular Meeting Agenda
June 16, 2026
Page| 2
4.0 CONSENT AGENDA
Motion to approve all items from the Consent Agenda- Joel Marks, Mayor Pro Tem; second by
Brian Wade, Councilmember, motion carried with all ayes.
4.1 Consider approving City Council Regular Session meeting minutes from June 2, 2026 and
City Council Special Session meeting minutes from June 8, 2026.
4.2 Consider approving Council expenditures for April 2026.
4.3 Consider approving a resolution authorizing the City Manager to adopt the 2026
Wastewater Master Plan dated May 20, 2026, prepared by Freese and Nichols, Inc.
RESOLUTION NO. 2026-036
4.4 Consider approving a resolution authorizing the City Manager to adopt the Water Master
Plan Update dated May 21, 2026, prepared by Freese and Nichols, Inc.
RESOLUTION NO. 2026-037
4.5 Consider approving a resolution authorizing the adoption of the Guidelines for Filming in
The City of The Colony, Texas.
RESOLUTION NO. 2026-038
5.0 REGULAR AGENDA ITEMS
5.1 Discuss and consider approving a resolution authorizing the City Manager to award a
contract to Cummins for (1) Backup Power Generator and (1) Automatic Switch (ATS) for
Well #4, in the amount of $835,062.00 utilizing Sourcewell Contract #092222.
Water Production Manager Jimmy Arthur and Public Works Director James Whitt
presented the proposed resolution to council.
Council provided discussion on the item.
Motion to approve - Perry Schrag, Councilmember; second by Judy Ensweiler, Councilmember,
motion carried with all ayes.
RESOLUTION NO. 2026-039
5.2 Discuss and consider approving a resolution authorizing the City Manager to award a
contract to Zone Industries, LLC for the replacement of the Office Creek Pump #3 in the
amount of $102,241.07 utilizing BuyBoard Contract #770-25.
Water Production Manager Jimmy Arthur presented the proposed resolution to council.
Council provided discussion on the item.
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City Council – Regular Meeting Agenda
June 16, 2026
Page| 3
Motion to approve - Brian Wade, Councilmember; second by Perry Schrag, Councilmember,
motion carried with all ayes.
RESOLUTION NO. 2026-040
5.3 Discuss and consider approving a resolution authorizing the City Manager to award a
contract to Graybar for the replacement of the right-side Motor Control Center (MCC) at
Office Creek in the amount of $939,889.74 utilizing Omnia Contract # EV2370.
Water Production Manager Jimmy Arthur presented the proposed resolution to council.
Council provided discussion on the item.
Motion to approve - Perry Schrag, Councilmember; second by Brian Wade, Councilmember,
motion carried with all ayes.
RESOLUTION NO. 2026-041
5.4 Discuss and consider approving an ordinance amending Chapter 8 Section 8-15, entitled
"Homestead Exemption" by amending the current homestead exemption.
Mayor Richard Boyer provided an overview on the item to council.
Council provided discussion on the item.
No action was taken.
Executive Session was not conducted.
6.0 EXECUTIVE SESSION
6.1 Council shall convene into a closed executive session pursuant to Section 551.071 of the
Texas Government Code to receive legal advice from its attorney regarding pending
litigation: TOCA Colony, LLC v. Blue Sky Sports Center, LP, and the City of The Colony,
Texas.
6.2 Council shall convene into a closed executive session pursuant to Sections 551.072 and
551.087 of the Texas Government Code to deliberate regarding purchase, exchange, lease
or value of real property and commercial or financial information the city has received
from a business prospect(s), and to deliberate the offer of a financial or other incentive to
a business prospect(s).
7.0 EXECUTIVE SESSION ACTION
7.1 Any action as a result of executive session regarding pending litigation: TOCA Colony,
LLC v. Blue Sky Sports Center, LP, and the City of The Colony, Texas.
7.2 Any action as a result of executive session regarding purchase, exchange, lease or value of
real property and commercial or financial information the city has received from a business
prospect(s), and the offer of a financial or other incentive to a business prospect(s).
14
City Council – Regular Meeting Agenda
June 16, 2026
Page| 4
ADJOURNMENT
With there being no further business to discuss, the meeting adjourned at 7:15 p.m.
APPROVED:
________________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
______________________________________________
Tina Stewart, TRMC, CMC, City Secretary
15
MINUTES OF THE CITY COUNCIL SPECIAL SESSION
HELD ON
JUNE 22, 2026
The Special Session of the City Council of the City of The Colony, Texas, was called to order at
6:30 p.m. on the 22nd day of June 2026, at City Hall, 6053 Main Street, The Colony, Texas, with
the following roll call:
Richard Boyer Mayor Present
Judy Ensweiler Councilmember Present
Robyn Holtz Deputy Mayor Pro Tem Present
Brian Wade Councilmember Present
Dan Rainey Councilmember Present
Perry Schrag Councilmember Present
Joel Marks Mayor Pro Tem Present
In addition, with 7 council members present, a quorum was established and the following items were
addressed:
1. Call to Order – Mayor Boyer called the meeting to order at 6:30 p.m.
2. Discuss the appointment, evaluation, reassignment, or duties of the following
advisory boards:
Board of Adjustment, Community Development Corporation, Keep The Colony
Beautiful, Library, Planning & Zoning Commission and Technologies
Executive Session was convened at 6:30 p.m.
Executive Session:
3. The City Council shall convene into closed executive session pursuant to Section
551.074 of the Texas Government Code to conduct interviews and to deliberate the
appointment, evaluation, reassignment, or duties of the following advisory boards:
Board of Adjustment, Community Development Corporation, Keep The Colony
Beautiful, Library, Planning & Zoning Commission and Technologies
Deputy Mayor Pro Tem Robyn Holtz arrived at 6:34 p.m.
Regular Session was reconvened at 7:55 p.m.
Executive Session Action:
4. Any action regarding the appointment, evaluation, reassignment, or duties of
the following advisory boards:
Board of Adjustment, Community Development Corporation, Keep The Colony
Beautiful, Library, Planning & Zoning Commission and Technologies
16
Motion to reappoint Lubna Rizvi to Place 5, Cody Carpenter to Place 6, and Jenna Nowlin to
Place 7 on the Keep The Colony Beautiful Board – Marks; second Rainey; motion carried with all
ayes.
Motion to reappoint Sandi Gehrke to Place 1, Cynthia Worthen to Place 2, Maggie Heermans to
Place 3, and Maria Joseph to Place 7 on the Library Board – Ensweiler; second Wade; motion
carried with all ayes.
Motion to reappoint Dean Byers to Place 1, Georgiana Bustos to Place 2, and Christopher
Patterson to Alternate 1, and move Matthew Sanders to Place 5 and move Connie Yahwak to
Alternate 2 on the Board of Adjustment – Schrag; second Rainey; motion carried with all ayes.
Motion to reappoint Victor Williams to Place 5 and Dennis Killmer to Place 6 on the
Technologies Board – Schrag; second Rainey; motion carried with all ayes.
Motion to appoint Jennifer Ondreyka to Place 1 and reappoint Randy Dull to Place 2, Jim Owens
to Place 4, and Wes Bledsoe to Place 7 on the Community Development Corporation Board –
Holtz; second Schrag; motion carried with all ayes.
Motion to appoint Richard Senechal to Place 1 and reappoint Jeff Baran to Place 2 and Karen
Hames to Place 7 on the Planning and Zoning Commission – Wade; second Ensweiler; motion
carried with all ayes.
Adjourn
With no further business to discuss, the meeting was adjourned at 8:02 p.m.
APPROVED:
________________________________
Richard Boyer, Mayor
City of The Colony
ATTEST:
Ana Alvarado, Deputy City Secretary
17
Agenda Item No: 4.2
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Engineering
Item Type: Resolution
Agenda Section: consent agenda
Suggested Action:
Consider approving a resolution authorizing the City Manager to execute Construction Services Contract
Amendment No. 2 in the amount of $178,484.09 with CGC General Contractors, Inc. for the Bill Allen
Memorial Park Stream Bank Erosion Stabilization and Repair Project. (Hartline)
Background:
Background: The City Council allocated funding for this project within the 2024/2025 Capital
Improvement Plan (CIP) budget. The project design and construction costs will be split evenly between
CDC funds and Engineering CIP funds, with the Engineering Department managing the project. On
November 13, 2025, the Community Development Corporation (CDC) Board approved their portion of
the funding for the construction services contract with CGC General Contractors, Inc. for this project. The
original project was approved by City Council on December 2, 2025. This project is necessary to address
erosion along the north bank of Stewart Creek Tributary 1, located immediately southeast of the
amphitheater within Bill Allen Memorial Park. The channel slope is currently unstable and is at risk of
continued erosion, potentially migrating at a rate of up to 4 feet per year if left unprotected. The initial
work approved included mobilization, general site preparation, channel excavation, installation of a
modular block wall system, a wire mesh safety fence, a mow strip, rock riprap, storm water pollution
prevention plan and re-grading the slope above the modular block wall at a 4:1 ratio. The soil will also be
reinforced with a turf soil retention/reinforcement mat in the graded areas. During construction,
geotechnical boring analyses were performed and the required final sealed wall design plans were
submitted by CGC General Contractors, as required by the contract. Based on this approved design, two
(2) additional rows of modular block wall units are needed at the bottom of the wall based on anticipated
scour at the bottom of the wall and wall termination turn backs were also necessary to achieve the wall
geometry and service life to be consistent with the requirements of the original preliminary construction
plans. In addition, based on observed scour conditions, revised soil characteristics and changes in the
stream flowline depth since the original preliminary wall design recommendations were developed,
additional buried wall depth was needed to provide an acceptable and structurally sound wall design.
The work included in this Contract Amendment includes constructing the final Falkofske retaining wall
design pursuant to the final sealed wall design plans submitted from CGC General Contractors. (See
attached wall plans). The Parks Department (CDC Funding) and Engineering will split the cost of the
Contract Amendment #2. Half of the additional cost will be paid using Engineering Department CIP funds
($ 89,242.05) and half the cost will be paid by the Parks Department CDC funding ($ 89,242.04). CDC
previously approved Contract Amendment No. 2 for this project on June 18, 2026.
Attachments:
Bill Allen Park Erosion Photos.pdf
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Contract amendment 2 Bill Allen Memorial erosion repair.pdf
439.26 05-15-26 SP1-SP3 RR1-RR7.pdf
Financial summary Amendment 2 of Bill Allen Memorial Park Erosion Repair.docx
Res. 2026-xxx CGC General Contractors, Inc Construction Services Contract Amendment No. 2.doc
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Bill Allen Park Erosion
20
Bill Allen Park Erosion
21
22
23
24
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DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.SP1Falkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-8300JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - SITE PLANBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 7511904-29-2604-29-2604-29-26AMBVRAMB1UPDATED WALL ELEVATION05-15-26VR>>>>>>>EW EW
EW EWEW
EW E
W
E
W
EW
EW
EWEWEWEW
EW EW EWEW
E
W
EW
EWEW
EW 586586
587585
581
58
2
58
3
584 5865
8
0
5
7
8
575
576
574574
57357358
2
580
575
57
4
578
579
PROP. 12" DRY ROCK RIPRAP ON 6" THICK
GRAVEL BEDDING AND FILTER FABRIC.
CONTRACTOR SHALL ALIGN ROCK RIPRAP
TO DIRECT OVERLAND FLOW OVER THE
PROP. WALL. REFER TO SHT. 13 FOR
ADDITIONAL INFORMATION
5'
STEWA
R
T
C
R
E
E
K
TRIB #1
580 578581
582
583
584
585
58
6
581
576
1' WIDE, 4" THICK CONCRETE MOW
STRIP
EX. SIDEWALK/TRAIL
SOIL RETENTION BLANKET ON 4:1
SLOPE. REFER TO SHT. 13 FOR
ADDITIONAL INFORMATION
STA. 1+25.96
PRC
N:7087917.10
E:2471998.43
TW: 580.52
STA. 1+87.96
PCC
N:7087946.83
E:2472051.71
TW: 581.00OHWM=576'
OHWM=576'R20'R100'R120'R120'10'7' +/-
2
3
4
1
OP. 18" GROUTED ROCK
RIPRAP ON 6" THICK
GRAVEL BEDDING AND
FABRIC. REFER TO SHT.
DITIONAL INFORMATION 10'OHWM1'2.33'PROP. 6' TALL METAL
WIRE MESH FENCE
.5'
EX. 100-YR WSEL
PROP. 100-YR WSEL
0
+
7
5
1
+
0
0
2+00
EX. GRADE
PROP. TOP OF WALL
PROP. GRADING AT FACE OF WALL
STA 1+00.00BEGIN MODULARBLOCK WALLPCPVI STA 1+50.00PROP. TOP OF WALL
EXISTING GRADE
AT FACE OF WALL
STA 1+25.96PRCSTA 1+87.96PCCEXPOSED FACE OF
MODULAR BLOCK WALLPROP. GROUTED
ROCK RIPRAP >0
SCALE IN FEET
5 10 20
564
565
565
564
MATCHLINE STA 2+50MODULAR BLOCK WALL PROFILE
585
2+50EW
#
STA 0+00 STA0+8.583
STA 0+17
STA 0+88 STA1+17.25
STA 1+50
STA 1+00
STA 0+50
STA 0+26
NOTE FROM FALKOFSKE: This plan wasdeveloped directly from the Halff Associates, Inc.Modular Block Wall Plan & Profile Sheet 1 of 3dated August 27, 2025, sheet 5 of 13 This plan isfor the sole purpose of showing what retainingwall sections to use where and to comment onthe site as necessary with regards to theretaining walls. Contractor shall review final CivilPlans for other notes with regard to the site priorto constructing REDI-ROCK BLOCK WALLS.SEE RR1-RR3 FOR GENERAL NOTES ANDSTANDARD DETAILS.
WALL 1SEE RR4-RR6 FORWALL ELEVATION
STA1+23.17
NOTE FROM FALKOFSKE: Boring locations,elevations, and boring elevations are provided onthis plan. This information is provided forreference only and is from Geotex Engineering,LLC. Geotechnical Engineering Report #G25-2334dated February 17, 2026. FEI assumes no liabilityor responsibility for the accuracy of thisinformation.
BORING B-1GROUND ELEV = 588.50WEATHERED SHALE @ ELEV 586.50SHALE @ ELEV 566.50
SEE RR7 FORCROSS SECTION
05-15-26
26
DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.SP2Falkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-8300JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - SITE PLANBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 7511904-29-2604-29-2604-29-26AMBVRAMB1UPDATED WALL ELEVATION05-15-26VREX. GRADE
PROP. TOP OF WALL
PROP. GRADING AT FACE OF WALL
EX. GRADE
PROP. TOP OF WALL
PROP. GRADING AT FACE OF WALL
0.00%
PROP. TOP OF WALL EXISTING GRADE
AT FACE OF WALL STA 3+54.90PCCLEVELING PAD EMBEDDED FACE OF
MODULAR BLOCK WALL
EXPOSED FACE OF
MODULAR BLOCK WALL
APPROXIMATE BOTTOM
OF WALL
PROPOSED GRADING
AT FACE OF WALL>>>>>>>EW
EW
EW
EW EW
EW
EW
E
W
E
W
EW
EW
EW
EW
EW
EW
EW
EW
E
W
E
W
EW58
7
578
575
576
577588
5
9
0
58
9
591
592
590
590
591
592
574
576
576
STE
W
A
R
T
C
R
E
E
K
TRI
B
#
1
S
T
EW
A
R
T
C
R
E
E
K
T
R
I
B
#
1
592
591
590
589
58
8
58
7
58
6
585
5
8
3
5
8
1
5
8
2
5
7
6
585
586
581
582
583
584
587
5
8
9
5
8
8
5
8
7
5
8
6
5
8
4
5
8
5
PROP. 6' TALL METAL
WIRE MESH FENCE
SOIL RETENTION BLANKET ON 4:1
SLOPE. REFER TO SHT. 13 FOR
ADDITIONAL INFORMATION
STA. 3+54.90
PCC
N:7087873.54
E:2472186.92
TW: 581.00
STA. 4+14.57
PT
N:7087815.65
E:2472200.44
TW: 581.00
OHWM=576'R200'R120'R120'R200'1'2.33'OHWM
OHWM
1' WIDE, 4" THICK CONCRETE MOW
STRIP.5'EX. 100-YR WSEL
PROP. 100-YR WSEL
3+00
4
+
0
0 >0
SCALE IN FEET
5 10 20
564
565
565
564
MATCHLINE STA 4+00MODULAR BLOCK WALL PROFILE
575
570
580
585
575
570
580
585
ATCH LINE STA 4+00MATCHLINE
STA
2+50ATCH LINE STA 2+50EW
#
STA2+54.92
STA 2+00
STA 3+00
STA 2+50STA 1+50
WALL 1SEE RR4-RR6 FORWALL ELEVATION
NOTE FROM FALKOFSKE: This plan wasdeveloped directly from the Halff Associates, Inc.Modular Block Wall Plan & Profile Sheet 2 of 3dated August 27, 2025, sheet 6 of 13 This plan isfor the sole purpose of showing what retainingwall sections to use where and to comment onthe site as necessary with regards to theretaining walls. Contractor shall review final CivilPlans for other notes with regard to the site priorto constructing REDI-ROCK BLOCK WALLS.SEE RR1-RR3 FOR GENERAL NOTES ANDSTANDARD DETAILS.
STA1+75.50 STA 1+90 STA 2+35
BORING B-3GROUND ELEV = 591.50WEATHERED SHALE @ ELEV 585.50SHALE @ ELEV 569.50
BORING B-4GROUND ELEV = 591.00WEATHERED SHALE @ ELEV 585.00SHALE @ ELEV 569.00
BORING B-2GROUND ELEV = 590.50WEATHERED SHALE @ ELEV 582.50SHALE @ ELEV 567.50
NOTE FROM FALKOFSKE: Boring locations,elevations, and boring elevations are provided onthis plan. This information is provided forreference only and is from Geotex Engineering,LLC. Geotechnical Engineering Report #G25-2334dated February 17, 2026. FEI assumes no liabilityor responsibility for the accuracy of thisinformation.
05-15-26
27
DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.SP3Falkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-8300JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - SITE PLANBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 7511904-29-2604-29-2604-29-26AMBVRAMB1UPDATED WALL ELEVATION05-15-26VR580
585
590
EX. GRADE
PROP. TOP OF WALL
PROP. GRADING AT FACE OF WALL
PVI STA 5+15.43END MODULARBLOCK WALLPTPROP. TOP OF WALL
STA 4+14.57PTSTA 4+34.21PCSTA 4+84.01PTEXPOSED FACE OF
MODULAR BLOCK WALL
PROP GRADE ABOVE
TOP OF MODULAR
BLOCK WALL
EXISTING GRADE
AT FACE OF WALL >>>>EW
EW
EW
EW
EW
EW
EW
EW
EW 585586587588589576
577
578590 575STEWART
C
R
E
E
K
TRIB #1
583
581
582
576
5
7
7
5
8
0
5
8
3
589 588 587 586
584
585
PROP. 6' TALL METAL
WIRE MESH FENCE
SOIL RETENTION BLANKET ON 4:1
SLOPE. REFER TO SHT. 13 FOR
ADDITIONAL INFORMATION
STA. 4+84.01
PRC
N:7087748.72
E:2472189.83
TW: 581.00
STA. 4+34.21
PC
N:7087796.07
E:2472202.01
TW: 581.00
STA. 4+14.57
PT
N:7087815.65
E:2472200.44
TW: 581.00
OHWM=576'R200'R75'R200'R20'
2
3
4
5
PROP. 18" GROUTED ROCK
RIPRAP ON 6" THICK
GRAVEL BEDDING AND
FILTER FABRIC. REFER TO SHT.
13 FOR ADDITIONAL INFORMATION
1
5
'
OHWM
1' WIDE, 4" THICK CONCRETE MOW
STRIP
1 2.33'1'.5'EX. 100-YR WSEL
PROP. 100-YR WSEL
4+00
5+00 5+40>0
SCALE IN FEET
5 10 20
564
565
565
564
MODULAR BLOCK WALL PROFILE
580
585
580
585
NE STA 4+00NE STA 2+50MATCHLINE STA 4+00EW
#
STA 3+74.5 STA3+85.17
STA4+07.83
STA4+15.58
STA 4+00STA 3+50
STA 3+00
STA3+34.25
WALL 1SEE RR4-RR6 FORWALL ELEVATION
NOTE FROM FALKOFSKE: This plan wasdeveloped directly from the Halff Associates, Inc.Modular Block Wall Plan & Profile Sheet 3 of 3dated August 27, 2025, sheet 7 of 13 This plan isfor the sole purpose of showing what retainingwall sections to use where and to comment onthe site as necessary with regards to theretaining walls. Contractor shall review final CivilPlans for other notes with regard to the site priorto constructing REDI-ROCK BLOCK WALLS.SEE RR1-RR3 FOR GENERAL NOTES ANDSTANDARD DETAILS.
NOTE FROM FALKOFSKE: Boring locations,elevations, and boring elevations are provided onthis plan. This information is provided forreference only and is from Geotex Engineering,LLC. Geotechnical Engineering Report #G25-2334dated February 17, 2026. FEI assumes no liabilityor responsibility for the accuracy of thisinformation.
05-15-26
28
DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.RR1Falkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-8300GENERAL NOTES
1.Design
1.1.Design Codes
International Building Code, 2024 Edition
Design Manuel for Segmental Retaining Walls (NCMA) 5th Edition
NCMA SRWU-2 - Determination of Shear Strength between Segmental Concrete Units
1.2.Geotechnical Report
Firm:____Geotex Engineering, LLC.__________________________
Report No.____G25-2334______ Dated:___Feburary 17, 2026_____
Allowable Bearing Capacity ___2000 psf _______________
1.3.Design Parameters
Soil Parameters:
Soil Type*Friction Angle Cohesion (psf)Unit Weight (pcf)
Reinforced Backfill (Type A)35 deg 0 psf 110 pcf
Reinforced Backfill (Type B)34 deg 0 psf 120 pcf
Retained Backfill 28 deg 0 psf 120 pcf
Foundation Soils 28 deg 0 psf 120 pcf
Leveling Pad 35 deg 0 psf 110 pcf
*See materials below for a description of each Soil Type.
Factors of Safety:
Internal Stability
a.Minimum Factor of Safety on Tensile Overstress 1.5
b.Minimum Factor of Safety on Geogrid Pullout 1.5
c.Minimum Factor of Safety on Facing Shear 1.5
d.Minimum Factor of Safety on Connections 1.5
e.Minimum Factor of Safety for Uncertainties 1.5
External Stability
a.Minimum Factor of Safety Against Base Sliding 1.5
b.Minimum Factor of Safety Against Overturning 2.0
c.Minimum Factor of Safety Against Long-term Global Stability 1.5
d.Minimum Factor of Safety for Bearing Capacity 2.0
Design Loading:
Lateral earth pressures are calculated using Coulombs Lateral Earth Pressure Theory, and in accordance with NCMA. Designs have been performed to accept loading
per the proposed loading conditions based on the Civil Grading Plans.
2.Materials
2.1.Soil Types
2.1.a.Reinforced Backfill (Type A)
2.1.a.a.Free draining granular backfill, clean, non-plastic, relatively well-graded.
2.1.a.b.Less than 5% passing the No. 200 sieve.
2.1.a.c.Max Aggregate Size 1".
2.1.a.d.No. 57 or No. 67 stone per ASTM C33 or approved equal meets these requirements.
2.1.b.Reinforced Backfill (Type B)
2.1.b.a.Shall be a Flexible base per TXDOT Item 247 Grade 1-2, Type A or D.
2.1.c.Retained Backfill
2.1.c.a.On site clayey soils
2.1.d.Foundation Soils
2.1.d.a.Bearing in Native soils
2.1.d.b.Bearing in Fill soils. Fill soils supporting the retaining wall and reinforced backfill shall be placed in accordance with the recommendations for fill
placement per the geotechnical report, unless noted otherwise on these drawings or section 4.2.f.
2.1.e.Gravel Fill (Drainage Aggregate)
2.1.e.a.Free draining granular backfill, clean, non-plastic, relatively well-graded.
2.1.e.b.Less than 5% passing the No. 200 sieve.
2.1.e.c.Max Aggregate Size 1".
2.1.e.d.No. 57 or No. 67 stone per ASTM C33 or approved equal meets these requirements.
2.1.f.Unit Fill
2.1.f.a.Unit fill shall meet the specifications of the block manufacturer.
2.1.g.Base Leveling Pad Material
2.1.g.a.Shall match section 2.1.e.
2.1.g.b.Flexible Base per TXDOT Item 247 Grade 1-2, Type A or D, is an acceptable alternative.
2.1.g.c.Cemented Sand is an acceptable alternative.
2.1.h.Flexible Base Undercut (If required)
2.1.h.a.Shall be a Flexible base per TXDOT Item 247 Grade 1-2, Type A or D.
2.2.Redi-Rock Block
2.2.a.Redi-Rock Block 28" block units with Type 1AT Connection.
2.3.Geogrid Reinforcement
2.3.a.Uniaxial Geogrid type (or approved equal) as specified on wall elevations. Geogrid length and locations will be specified on the wall elevations.
2.3.b.Manufacturer's quality control shall be in accordance to ASTM D6637.
2.4.Drainage Materials
2.4.a.Drainage collection pipe shall be perforated/slotted PVC pipe or corrugated polyethylene (PE) pipe.
2.4.b.Drainage pipe shall be covered with filter sock.
2.4.c.Drainage zone shall be separated from reinforced backfill by Mirafi 140N filter fabric or approved equal.
2.5.Material Quantities
(Falkofske Engineering is providing these quantities as reference only. It is ultimately the contractors responsibility to estimate & provide the amount of materials
required to complete the project in accordance with the contract documents.)
2.5.a.WALL 1
2.5.a.a.Wall Area = 4,209.55 ft2
2.5.a.b.Grid Reinforcement Area = 3,290.89 yd2
2.5.a.c.Reinforced Infill Type A Volume = 1,032.79 yd3
2.5.a.d.Reinforced Infill Type B Volume = 442.67 yd3
3.Required Pre-construction Submittals
3.1.Contractor shall submit the items listed below to Falkofske Engineering, Inc. for approval prior to construction:
3.1.a.Testing results for Reinforced Backfill (Type A and B) showing it meets material specifications per section 2.1.a and 2.1.b accordingly.
3.1.b.Testing results for Base Leveling Pad showing it meets material specifications per section 2.1.g.
3.1.c.Redi Rock Block Units per section 2.2.
3.1.d.Geogrid Reinforcement specifications per section 2.3.
3.1.e.Drainage Material specifications per section 2.4.
3.1.f.Testing results from Flexible Base Undercut showing it meets material specifications per section 2.1.h. (If Required).
4.Construction
4.1.Preparation Work
4.1.a.Contractor shall comply with federal, state and local requirements for execution of the work, including local building codes and current OSHA excavation
regulations. Provide excavation support as required to maintain stability of the area during excavation and wall construction and to protect existing structures,
utilities, landscape features, property, or improvements. Construction means and methods shall be the responsibility of contractor and not Falkofske
Engineering, Inc.
4.1.b.Prior to grading or excavation of the site, confirm the location of the retaining walls and all underground features, including utility location within the area of
construction. Ensure surrounding structures are protected from effects of wall excavation, and construction.
4.1.c.Coordinate installation of underground utilities and other improvements with wall installation.
4.2.Excavation
4.2.a.Excavate to lines and grades as shown on the wall elevations. Take precautions to minimize over-excavation. Over-excavation shall be backfilled with either
granular fill (base leveling pad material) or with onsite fill materials compacted and tested to the recommendations per section 4.2.f.
4.2.b.Unsuitable soils:
4.2.b.a.Soils shall be considered unsuitable if they do not satisfy the following requirements:
4.2.b.a.a.The soils shall provide an allowable bearing capacity in accordance with the value specified by the geotechnical engineer. Refer to section 1.2 of the
general notes.
4.2.b.a.b.Where the maximum applied bearing pressures shown on the wall elevations exceed the allowable bearing pressure specified in Section 1.2, the soil
shall provide an allowable bearing pressure greater than the maximum applied bearing pressure indicated on the wall elevations.
4.2.c.Fill over-excavated area in front of the wall face with compacted on site soils before the wall construction reaches 4 feet in height.
4.2.d.In areas where the walls are installed in cut situations the excavation behind the reinforced zone shall be bench cut in order to permit controlled placement of
retained backfill.
4.2.e.Where undercut is required, the wall shall be undercut to the depths as shown on the elevations. Any undercut shall be compacted per section 5.3.d.f., unless
noted otherwise.
4.2.f.Walls supported on existing fill shall be tested to meet a minimum of 95% standard proctor or the requirements of the geotechnical engineer, whichever is more
stringent. If the compaction limit is not met, existing fill will need to be removed, replaced, and re-compacted in accordance with the above mentioned
compaction requirements.
4.3.Leveling Pad Installation
4.3.a.Place leveling pad where leveling pad is required. Leveling pad shall be 6" thick and 3'-4" wide, extending 6" beyond the block on the toe and heel side of the
lower-most Redi-Rock block unit.
4.3.b.Foundation soil shall be proofrolled and the top 12" compacted as specified in section 5.3.d.b.
4.3.c.Compact granular leveling pad material to provide a level hard surface on which to place the first course of units. Compact with mechanical plate compactors. No
testing required.
4.4.Redi-Rock Unit Installation
4.4.a.Install mechanical fascia connections per manufacturers' recommendations, if required.
4.4.b.Place core drainage fill in the previous course of units prior to stacking of subsequent retaining wall units.
4.4.c.Mechanical vibrating plate compactors shall not be used on top of the units. Compact fill between units and the first 3'-0" backfill zone behind the units by
running hand-operated compaction equipment.
4.5.Geogrid Installation
4.5.a.Geogrid reinforcement shall be oriented strong axis perpendicular to wall alignment.
4.5.b.Geogrid length and location shall be installed per the wall elevations.
4.5.c.For straight running block walls the allowable horizontal spacing between adjacent geogrid shall not exceed 3" and not overlap. This does not apply to
inside/outside curves.
4.5.d.Lay the soil reinforcement horizontally on compacted backfill. Pull geogrid taut and connect to concrete Redi Rock units according to the manufacturer
recommendations.
4.5.e.Geogrid shall be continuous throughout their embedment lengths. Spliced connections between shorter pieces is not allowed.
4.5.f.Do not operate tracked construction equipments directly upon soil reinforcement. Provide a minimum fill thickness of 6" prior to operation of tracked
equipment over soil reinforcement. Keep tracked vehicle turning to a minimum to prevent tracks from displacing the fill and damaging soil reinforcement.
4.5.g.Rubber-tired equipment may pass over soil reinforcement at low speeds, less than 10 mph, if permitted by the manufacturer. Avoid sudden braking and sharp
turning.
4.6.Reinforced Backfill Placement
4.6.a.Place reinforced backfill, spread and compact in such a manner that will not develop slack in the soil reinforcement in accordance with manufacturers'
recommendations.
4.6.b.Place and compact reinforced backfill as specified in section 5.3.d.c. and 5.3.d.d.
4.6.c.Only hand compaction equipment shall be used within the first 3'-0" behind the Redi-Rock units.
4.7.Retained Backfill Placement
4.7.a.Retained backfill shall be placed per the recommendations of the geotechnical engineer and specified in section 5.3.d.e.
4.8.Flexible Base Undercut (If Required)
4.8.a.The wall shall be undercut to the depths as shown on the elevations. Any flexible base undercut shall be compacted per section 5.3.d.f., unless noted otherwise
4.9.Retaining Wall Performance, Maintenance, and other comments
4.9.a.The retaining walls are designed to allow surface water to flow over the tops of the retaining walls, unless the civil engineer has designed the site surface
drainage to drain away from the walls. Care should be taken during and after construction to not allow water to pond behind the retaining walls, as this can have
a negative impact on the stability of the retaining walls. Retaining walls are often constructed early in the site development phase. Water maintenance above the
top of them is the general contractors responsibility prior to the site being finished. If necessary temporary swales, replacement of eroded soils, and other water
maintenance items may be necessary to protect the retaining walls.
4.9.b.If downspouts are located near the back of the retaining wall they should either be plumbed through the retaining wall to drain below the wall or collected and
tied into the storm sewer system. Perforated subsurface pipes shall not be used behind the retaining walls.
4.9.c.Positive drainage (sheet flow) over the top of the walls shall be maintained throughout the life of the structure. If swales are placed behind the wall they shall
remain clean and free draining. If water is found to be ponding in the swale it shall be maintained by the wall/swale owner to allow water to freely drain as soon
as possible.
4.9.d.Any broken sprinklers behind the retaining wall shall be turned off and repaired as soon as possible.
4.9.e.Over time erosion below or above the retaining wall can occur. Eroded soils shall be replaced and maintained to protect and extend the life of the retaining
walls.
4.9.f.Weep holes shall be maintained to be able to freely drain throughout the life of the retaining wall.
4.9.g.Cranes shall not be used above the retaining wall without approval from our office. Cranes apply very large loads to the retaining walls and require special
design considerations.
4.9.h.Construction equipment used above retaining walls after they are finished can damage the walls. Care shall be taken to protect the walls during site
development. Below is a list of some considerations that should be made to protect the walls.
4.9.h.a.Examples of construction equipment that have been shown to cause damage include skytraks, telehandlers, concrete trucks, skid steers, excavators, and
others.
4.9.h.b.Equipment shall not be used on wet/saturated soils above the wall where rutting occurs. This condition increases the likelihood of damage to the retaining
walls.
4.9.h.c.Equipment may be used when it is at least 10'-0" from the front of cap of walls or 180% of the wall height which ever is greater.
4.9.h.d.If equipment needs to be used closer than stated in item 4.10.h.c, our office shall be contacted to verify the wall can support the weight of the construction
equipment. The construction equipment type and weights will need to be provided. Additionally, mats or plywood will need to be provided to protect the
backfill and wall.
5.Special Inspections, Quality Control, and Quality Assurance
5.1.Contractors Quality Control (QC)
5.1.a.Field quality control shall be the sole responsibility of the Contractor. The Contractor shall perform all routine, necessary, and customary testing, verification,
and inspection required to ensure that materials, workmanship, and construction procedures comply with the Contract Documents.
5.1.b.Except for testing or inspections specifically identified in the Contract Documents as mandatory, the type, method, and frequency of quality control testing and
inspection shall be determined by the Contractor as appropriate for the work being performed.
5.1.c.Construction observations, special inspections, testing, or other services performed by Falkofske Engineering, Inc. (FEI) or others on behalf of the Owner, Civil
Engineer, Contractor, or other project participants are not intended to and shall not be construed to constitute the Contractor's quality control program, nor
shall such services relieve the Contractor of responsibility for performing adequate quality control of the work.
5.1.d.Special Inspection site visits are limited to periodic observations of general conformance with the design intent of the retaining wall system and shall not be
interpreted as continuous inspection of the work.
5.1.e.The absence of the special inspector from the site at any time shall not relieve the Contractor of responsibility for constructing the work in accordance with the
Contract Documents.
5.1.f.FEI does not assume responsibility for the Contractor's quality control, construction means, methods, techniques, sequences, procedures, safety practices, or for
the performance of the work.
5.2.Quality Assurance (QA) - Special Inspections and Field Observations
5.2.a.Falkofske Engineering, Inc. (FEI) is the Design Professional in Responsible Charge (DPiRC) for the retaining walls shown on these drawings.
5.2.b.Special inspections are required for the retaining wall construction in accordance with the applicable building code. A 3rd Party Special Inspector shall be hired,
by others, or FEI may be hired to serve as the Special Inspector (SI) of Record for the retaining wall system for this project.
5.2.c.SI will perform periodic field observations and special inspections during construction for the purpose of evaluating general conformance of the retaining wall
construction with the design drawings and specifications.
5.2.d.Contractor shall contact SI of record to perform Special Inspections. If inspections are required by the city, it is the responsibility of others to coordinate those
inspections.
5.2.e.Field observations and special inspections may include, but are not limited to, observation of the following items:
5.2.e.a.Observation of base course, leveling pad, and base course excavations.
5.2.e.b.Observation of drainage material including the perforated pipe, weep holes, drainage rock, and filter fabric.
5.2.e.c.Periodic inspection of geogrid type, elevation, length, and orientation
5.2.e.d.Periodic inspection of unit fill and geogrid connection to segmental block units
5.3. Quality Assurance (QA) - Construction Material Testing (CMT)
5.3.a.Construction Material Testing (CMT) is required during construction of the retaining wall. CMT services are outside the scope of services of Falkofske
Engineering, Inc. (FEI).
5.3.b.CMT shall be performed by a qualified independent testing laboratory retained by others. The testing laboratory shall perform all sampling, testing, and
reporting in accordance with applicable standards and project requirements.
5.3.c.All CMT reports shall be submitted to FEI as they are produced for review and inclusion in the project record. Submission of test reports to FEI does not relieve
the Contractor of responsibility for quality control of the work, nor does it imply FEI supervision or control of the testing laboratory.
5.3.d.Required testing includes the following items:
5.3.d.a.Subgrade Soils:
5.3.d.a.a.ASTM D698 shall be performed to establish the compaction characteristics of the soil type. Including the dry density and optimum moisture content.
5.3.d.a.b.Foundation soil shall be proofrolled and the top 12" compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) and
tested prior to placement of leveling pad materials.
5.3.d.a.c.One test for every 2,500 square feet per ASTM D6938.
5.3.d.b.Base Leveling Pad:
5.3.d.b.a.If Gravel Fill (Drainage Aggregate) is used:
5.3.d.b.a.a.Place in lifts not exceeding 8 inches and compact with at least two passes of vibratory plate or roller.
5.3.d.b.a.b.Foundation soil shall be proofrolled and the top 12" compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) and
tested prior to placement of leveling pad materials
5.3.d.b.b.If Flexible Base/Cemented sand is used:
5.3.d.b.b.a.ASTM D698 shall be performed to establish the compaction characteristics of the soil type. Including the dry density and optimum moisture
content.
5.3.d.b.b.b.Base Leveling Pad shall be compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) at a moisture content from
2% below to 2% above optimum moisture content.
5.3.d.b.b.c.One test for every 100 linear feet where base leveling pad is required per ASTM D6938.
5.3.d.b.b.d.Foundation soil shall be proofrolled and the top 12" compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) and
tested prior to placement of leveling pad materials.
5.3.d.c.Reinforced Backfill (Type A):
5.3.d.c.a.Place in lifts not exceeding 8 inches and compact with at least two passes of vibratory plate or roller.
5.3.d.d.Reinforced Backfill (Type B):
5.3.d.d.a.ASTM D698 shall be performed to establish the compaction characteristics of the soil type. Including the dry density and optimum moisture content.
This shall be performed for every 500 cubic yards of material or when material type changes.
5.3.d.d.b.Reinforced backfill shall be compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) at a moisture content from 2%
below to 2% above optimum moisture content.
5.3.d.d.c.One test for every 2,500 square feet per lift per ASTM D6938. Every other lift shall be tested.
5.3.d.d.d.Place and compact reinforced backfill in lifts not to exceed 8" in compacted thickness.
5.3.d.e.Retained Soil:
5.3.d.e.a.ASTM D698 shall be performed to establish the compaction characteristics of the soil type. Including the dry density and optimum moisture content.
This shall be performed for the base material and when material type changes.
5.3.d.e.b.Retained backfill shall be placed per the recommendations of the geotechnical engineer, but should not be less than 95% Standard Proctor Maximum
Dry Density (ASTM D6938).
5.3.d.e.c.One test for every 5,000 square feet per lift, or one test for every 2,500 square feet every other lift per ASTM D6938.
5.3.d.e.d.Fill should be placed in maximum 8" thick compacted lifts.
5.3.d.f.Flexible Base Undercut (if Required):
5.3.d.f.a.ASTM D698 shall be performed to establish the compaction characteristics of the soil type. Including the dry density and optimum moisture content.
5.3.d.f.b.Flexible Base Undercut shall be compacted to a minimum of 95% Standard Proctor Maximum Dry Density (ASTM D6938) at a moisture content from
2% below to 2% above optimum moisture content.
5.3.d.f.c.One test for every 2,500 square feet per lift. Every other lift shall be tested per ASTM D6938.
5.3.d.f.d.Place and compact flexible base undercut in lifts not to exceed 8" in compacted thickness.
REDI-ROCK BLOCK QUANTITIES
N.T.S.
1
RR1 JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - NOTES & STANDARD DETAILSBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 7511904-29-2604-29-2604-29-26AMBVRAMB1UPDATED WALL ELEVATION05-15-26VRWALL Square
Footage (ft 2)Length (ft)
Reinforced
(TYPE A) Infill
(yd³)
Reinforced
(TYPE B) Infill
(yd³)
Mirafi 5XT/
SF55 Grids
(yd2)
Max. Grid
Length (ft)
Exposed Max
Height (ft)F-ST F-CT F-HCT 28" T 28" M 28" HM 28" B
Leveling Pad
Volume (yd³)
TOTAL
BLOCKS
WALL 1 4209.55 417.00 1032.79 442.67 3290.89 13.00 4.75 13 3 1 93 510 7 107 25.75 734
TOTAL 4209.55 417.00 1032.79 442.67 3290.89 --13 3 1 93 510 7 107 25.75 734
REDI-ROCK BLOCK WALL QUANTITES - MSE
NOTE: Falkofske Engineering is providing these quantities as reference only. It is ultimately the contractors responsibility to estimate & provide
the amount of materials required to complete the project in accordance with the contract documents. These are neat quantities and do not
consider damage or material waste.
a)
b) Wall square footage includes the embedment and exposed height.
c) Setback (Batter): 1 5/8" per block.
Grid lengths are measured from the front face of the block to the rear extent of the geogrid reinforcement. This does not include the
additional 3'-0" grid length required for the Type 1AT Connection (anchored tail) behind every block.
NOTES:FEI BLOCK
LABEL
SI PRECAST
SKU #
F-ST 759327 FREESTANDING STRAIGHT TOP REDI-ROCK UNIT
F-CT 759338 FREESTANDING CORNER TOP REDI-ROCK UNIT
F-HCT 759342 FREESTANDING HALF CORNER TOP REDI-ROCK UNIT
28" T 759276
28" M 759278 28" REDI ROCK MIDDLE UNIT WITH 1AT CONNECTION
28" HM 759279 28" REDI ROCK HALF MIDDLE UNIT WITH 1AT CONNECTION
28" B 759280 28" REDI ROCK BOTTOM UNIT WITH 1AT CONNECTION
28" HB 759281 28" REDI ROCK HALF BOTTOM UNIT WITH 1AT CONNECTION
LEGEND FOR BLOCK TYPES
DESCRIPTION
28" REDI ROCK TOP UNIT
05-15-26
29
DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.04-29-26AMBVRAMB04-29-2604-29-26RR2Falkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-830028" REDI-ROCK
BLOCK
3'-4"
6"2'-4"6"
TYPE A:
FREE DRAINING
GRAVEL
1
RR2
REINFORCED ZONE RETAINED ZONE
28" REDI-ROCK TOP BLOCK
N.T.S.WALL HEIGHTEXPOSED HEIGHTEMBEDMENTREDI-ROCK
FREE
STANDING
BLOCK
REINFORCED ZONE
RETAINED ZONE
INSTALL PER
MANUFACTURERS'
RECOMMENDATIONS
REINFORCED ZONE
3'-4"
6"2'-4"6"
TYPE A:
FREE DRAINING
GRAVEL
TYPE B:
FLEXIBLE BASE UP TO
BOTTOM OF WEEP PIPE
FILTER FABRIC OVER
REINFORCED ZONE
LEVELING PAD,
SEE GENERAL NOTES 2.1.g
FREESTANDING BLOCK
RETAINED ZONE
3" DIA. WEEPS AT
25'-0" O.C. MAX.
3" DIA. CONTINUOUS
PERFORATED DRAIN PIPE
WITH FILTER SOCK 6"
ABOVE FINISHED GRADE
NOTE:
GRID LENGTHS SHOWN ON THE ELEVATION
ARE MEASURED FROM THE FRONT FACE OF
THE BLOCK TO THE REAR EXTENT OF THE
GEOGRID REINFORCEMENT.
TYPICAL REDI-ROCK BLOCK MSE WALL SECTION
W/ SCOUR PROTECTION
JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - NOTES & STANDARD DETAILSBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 75119TYPE B:
FLEXIBLE BASE UP TO
BOTTOM OF WEEP PIPE
SEE WALL ELEVATION FOR
GEOGRID LENGTH AND TYPE
CONDITION ABOVE WALL
PER CIVIL DRAWINGS.
IF HANDRAIL REQUIRED
ABOVE WALL PLACE
BEHIND BLOCKS.
CONDITION ABOVE WALL
PER CIVIL DRAWINGS.
IF HANDRAIL REQUIRED
ABOVE WALL PLACE
BEHIND BLOCKS.
NOTE:
GRID LENGTHS SHOWN ON THE ELEVATION
ARE MEASURED FROM THE FRONT FACE OF
THE BLOCK TO THE REAR EXTENT OF THE
GEOGRID REINFORCEMENT.STANDARD DETAIL WITH
FREESTANDING CAP BLOCK
STANDARD DETAIL WITH
TYPICAL CAP BLOCK 1UPDATED WALL ELEVATION05-15-26VR6" THICK GRAVEL
BEDDING
FILTER FABRIC
PROPOSED 24" THICK, 18"
GRADATION DRY ROCK RIPRAP2'-0"2'-0"2'-0"
9'-0" MAX.6"SLOPE, PER GRADING PLANSWALL HEIGHTEXPOSED HEIGHTEMBEDMENTREINFORCED ZONE
RETAINED ZONE
INSTALL PER
MANUFACTURERS'
RECOMMENDATIONS
FILTER FABRIC OVER
REINFORCED ZONE
LEVELING PAD,
SEE GENERAL NOTES 2.1.g
3" DIA. WEEPS AT
25'-0" O.C. MAX.
3" DIA. CONTINUOUS
PERFORATED DRAIN PIPE
WITH FILTER SOCK 6"
ABOVE FINISHED GRADE
SEE WALL ELEVATION FOR
GEOGRID LENGTH AND TYPE
6" THICK GRAVEL BEDDING
FILTER FABRIC
PROPOSED 24" THICK, 18"
GRADATION DRY ROCK RIPRAP 2'-0"2'-0"2'-0"
9'-0" MAX.6"SLOPE, PER GRADING PLANS
05-15-26
30
DATEDES.CHK.DRN.BYREVISIONDATENO.BYThe use of these plans andspecifications shall be restricted to theoriginal site for which they wereprepared. Any reproduction ordistribution is expressly limited tosuch use. Any other reproduction,reuse, or disclosure by any method, inwhole, or in part, is prohibited. Thesedrawings and specifications containproprietary information and titleremains in FALFOKSKEENGINEERING.RR3 1UPDATED WALL ELEVATION05-15-26VRFalkofske Engineering, Inc.Structural Engineering ConsultantsTexas Registration F-4038722 North Fielder RoadArlington, Texas 76012(817)261-8300See www.redi-rock.com for
Geogrid Connection and Interface
Shear Test Reports.
7 16" Fiberglass Rod
(Lower Block)
(Upper Block)
MANDATORY
3' Minimum Anchored Tail
Main Geogrid
Reinforcement
(Length Per Design)
7 16" Fiberglass Rod is Available
From Your Local Authorized
Redi-Rock Dealer
Type 1AT Connection
(Anchored Tail)
INSTALLATION STEP 1
Place geogrid on block over the groove. Leave
about 3'-6" extending over the block past the
groove to provide for the tail.
INSTALLATION STEP 3
Fold the geogrid over the fiberglass rod. Pull to
tighten rod snug with the back of the groove.
Extend the geogrid tail behind the block to
provide a minimum of 3'-0" embedment behind
the back of the block.
INSTALLATION STEP 2
Place the fiberglass rod on top of geogrid.
TIP FOR STEP 3
A STEEL ANGLE CAN BE USED TO HOLD THE
GEOGRID AND ROD IN POSITION
3"
This drawing is for reference only. Determination of the suitability and/or manner of use of any details contained in this document is the sole
responsibility of the design engineer of record. Final project designs, including all construction details, shall be prepared by a licensed professional
engineer using the actual conditions of the proposed site.
GEOGRID CONNECTION TO REDI-ROCK BLOCKS1
RR3 N.T.S.
MINIMUM RADIUS AND
OFFSET FOR BOTTOM ROW
NUMBER OF
COURSES
HEIGHT OF
BLOCKS
RADIUS FROM
FACE OF BLOCK OFFSET
1
2
1'-6"14'-6"± 14 3 8"
3'-0"14'-8"± 14 1 2"
3 4'-6"14'-10"± 14 5 8"
4 6'-0"15'-0"± 14 7 8"
5 7'-6"15'-2"± 15"
6 9'-0"15'-4"± 15 1 8"
7 10'-6"15'-6"± 15 3 8"
8 12'-0"15'-8"± 15 1 2"
9 13'-6"15'-10"± 15 5 8"
10 15'-0"16'-0"± 15 7 8"
11 16'-6"16'-2"± 16"
12 18'-0"16'-4"± 16 1 8"
13 19'-6"16'-6"± 16 3 8"
14 21'-0"16'-8"± 16 1 2"
OFFSET FROM
THEORETICAL CORNER
(SEE CHART)FIRST ROW
SECOND ROW
COMPLETED CORNERRADIUSOFFSET
OFFSET
RUNNING BOND SHIFTS ±1 1 4"
FURTHER WITH EVERY ROW
PLACE BOTTOM ROW OF BLOCKS
ACCORDING TO MINIMUM RADIUS
REQUIREMENTS
±1 14"
±1 1 4"
ROTATE BLOCKS AND MOVE
FORWARD TO FULLY ENGAGE
BOTH KNOBS BELOW (TYPICAL)
MINIMUM RADIUS FOR BOTTOM ROW
HEIGHT OF
WALL
RADIUS FROM
FACE OF BLOCK
DISTANCE
BETWEEN BLOCKS*
1
2
1'-6" (0.46 m)14'-6" (4.42 m)0.13" (3 mm)
3'-0" (0.91 m)14'-8" (4.47 m)0.21" (5 mm)
3 4'-6" (1.37 m)14'-10" (4.52 m)0.28" (7 mm)
4 6'-0" (1.83 m)15'-0" (4.57 m)0.36" (9 mm)
5 7'-6" (2.29 m)15'-2" (4.62 m)0.43" (11 mm)
6 9'-0" (2.74 m)15'-4" (4.67 m)0.50" (13 mm)
7 10'-6" (3.20 m)15'-6" (4.72 m)0.57" (15 mm)
8 12'-0" (3.66 m)15'-8" (4.78 m)0.63" (16 mm)
9 13'-6" (4.11 m)15'-10" (4.83 m)0.70" (18 mm)
10 15'-0" (4.57 m)16'-0" (4.88 m)0.76" (19 mm)
11 16'-6" (5.03 m)16'-2" (4.93 m)0.83" (21 mm)
12 18'-0" (5.49 m)16'-4" (4.98 m)0.88" (22 mm)
13 19'-6" (5.94 m)16'-6" (5.03 m)0.95" (24 mm)
14 21'-0" (6.40 m)16'-8" (5.08 m)1.01" (26 mm)
When blocks become
too closely spaced,
place fabric across
joint at back of blocks
Place stone in joint
between adjacent
blocks
14'-6" (4.42 m) is the minimum radius for
Redi-Rock blocks. It occurs when all the blocks
are placed tight together. A larger radius is
required on the bottom row of a Redi-Rock wall
to account for the batter between courses of
blocks and still provide enough space to
construct the top row of blocks.
* Distance between blocks is measured at the back of 28" (710 mm) blocks and 24" (610
mm) behind the form parting line (back edge of face texture) for 41" (1030 mm) blocks.
This distance is intended to be a guide only. Minimum radius is controlling.
28"
* Distance between blocks
This drawing is for reference only. Determination of the suitability and/or manner of use of any details contained in this document is the sole
responsibility of the design engineer of record. Final project designs, including all construction details, shall be prepared by a licensed
professional engineer using the actual conditions of the proposed site.
Top View
Convex Layout
(Outside Curve)
Concave Layout
(Inside Curve)
45 DEGREE OUTSIDE CORNER2
RR3 N.T.S.
CONVEX CURVES AND RADIAL CORNERS3
RR3 N.T.S.
Place Solid PVC or HDPE drain
pipe through notched hole and
grout pipe in place
Notch ± 2.5" x 5" (64 mm x 127 mm)
hole in side of a Redi-Rock block
Connect to perforated wall drain
Field Installed Pipe
WALL DRAIN WEEP PIPE DETAIL4
RR3 N.T.S.
90 DEGREE CORNER DETAILS5
RR3 N.T.S.
INTERIOR 90 DEGREE CORNEREXTERIOR 90 DEGREE CORNER
NUMBER OF
COURSES
The top row of blocks in this diagram are
shown in red. They have been cutout in line
with their bottom grooves to show how they
fit with the knobs on the bottom row of
blocks.
TOP VIEW OF BOTTOM TWO ROWS
10" (254 mm) KNOB IS
FULLY ENGAGED
90 DEGREE CORNER BLOCK
NON-WOVEN GEOTEXTILE FABRIC
IN ALL JOINTS BETWEEN BLOCKS
(TYPICAL)
JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - NOTES & STANDARD DETAILSBILL ALLEN MEMORIAL PARKTHE COLONY, TEXASSI PRECAST5203, I-45ENNIS, TEXAS 7511904-29-26AMBVRAMB04-29-2604-29-2605-15-26
31
STA. 0+05STA. 0+10STA. 0+15STA. 0+20STA. 0+25STA. 0+30STA. 0+35STA. 0+40STA. 0+45
STA. 0+50
STA. 0+55
STA. 0+60
STA. 0+65
STA. 0+70
STA. 0+75
STA. 0+80
STA. 0+85
STA. 0+95
STA. 0+90
STA. 1+05
STA. 1+00
STA. 1+10
STA. 1+15
STA. 1+25
STA. 1+20
STA. 1+30
STA. 1+35
STA. 0+00
STA. 1+40
STA. 1+45
STA. 1+50
STA 0+00BEGIN WALLSTA 0+08.58STA 0+17STA 0+26
STA 0+50
STA 0+88
STA 1+00
STA 1+17.25
STA 1+50
STA 1+23.17 1/RR228"HM28"HM28"HMF-CTTW 581.00TW 581.00TW 581.00TW 581.00F-STF-STF-STF-STF-STF-STF-STF-STF-STF-ST28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T570.50572.00573.50575.00576.50578.00570.50572.00573.50575.00576.50578.00572.00573.50575.00576.50578.00573.50575.00576.50578.00APPROXIMATE BORING
B-1 LOCATION L=13'-0"MAX. APPLIED BEARINGPRESSURE = 2000 PSF569.0028" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28"HM569.00567.50570.50569.00572.00570.50L=12'-0"MAX. APPLIED BEARINGPRESSURE = 2000 PSFTW 581.00573.50575.00576.50578.00572.00570.50CURRENT BOTTOM OFCREEK ELEVATIONPROPOSED TOP OF WALLPROPOSED BOTTOM OF WALLBASED ON PROPOSED GRADINGTOP OF REDI ROCK BLOCK UNITSBOTTOM OF REDI ROCKBLOCK UNITSPROPOSED SHALEELEVATION PER BORINGSPROPOSED WEATHERED SHALEELEVATION PER BORINGSORIGINAL BOTTOM OFCREEK ELEVATIONGEOGRIDREINFORCEMENTRR4SCALE: 1" = 5'-0"
DATE
CHK.
DES.
DRN.
BYREVISIONDATENO
BY
Falkofske Engineering, Inc.
Structural Engineering Consultants
Texas Registration F-4038
722 North Fielder Road
Arlington, Texas 76012
(817)261-8300
04-29-26
04-29-26
04-29-26
AMB
AMB
VR
T h e u s e o f t h e s e p l a n s a n d
specif ications shall be restricted
to the original site f or which they
were prepared. Any reproduction
o r d i s t r i b u t i o n i s e x p r e s s l y
l i m i t e d t o s u c h us e . A n y ot h e r
r e p r o d u c t i o n , r e u s e , o r
d i s c l o s u r e b y a n y m e t h o d , i n
whol e, or i n part , i s prohi bite d.
T h e s e d r a w i n g s a n d
s p e c i f i c a t i o n s c o n t a i n
proprietary inf ormation and title
r e m a i n s i n F A L F O K S K E
E N G I N E E R I N G .WALL 1586584582580576574588590578572570566564568592594562560558556LEGEND:·F-ST: FREESTANDING STRAIGHT TOP REDI-ROCK UNIT·F-CT: FREESTANDING CORNER TOP REDI-ROCK UNIT·F-HCT: FREESTANDING HALF CORNER TOP REDI-ROCK UNIT·28" T: 28" REDI-ROCK TOP UNIT·UNLABELED UNITS: 28" REDI-ROCK MIDDLE UNIT W/ 1AT CONNECTION·28" HM: 28" REDI-ROCK HALF MIDDLE UNIT W/ 1AT CONNECTION·28" B: 28" REDI-ROCK BOTTOM UNIT W/ 1AT CONNECTIONJOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - WALL 1 ELEVATION
BILL ALLEN MEMORIAL PARK
THE COLONY, TEXAS
SI PRECAST
5203, I-45
ENNIS, TEXAS 75119 586584582580576574588590578572570566564568592594562560558556NOTES:·LEVELING PAD NOT SHOWN·TW IS CAP ELEVATION·MIRAFI 5XT/SYNTEEN SF55 GRIDS:1 05-15-26 VRUPDATED WALL ELEVATION05-15-2632
STA. 1+50STA. 1+60STA. 1+65STA. 1+70STA. 1+75STA. 1+80STA. 1+85STA. 1+90STA. 1+95
STA. 2+00
STA. 2+05
STA. 2+10
STA. 2+15
STA. 2+20
STA. 2+25
STA. 2+30
STA. 2+35
STA. 2+40
STA. 2+50
STA. 2+45
STA. 2+60
STA. 2+55
STA. 2+65
STA. 2+70
STA. 2+80
STA. 2+75
STA. 2+85
STA. 2+90
STA. 1+55
STA. 2+95
STA. 3+00
STA 1+50
STA 2+00
STA 2+50
STA 2+54.92
STA 3+00 L=12'-0"MAX. APPLIED BEARINGPRESSURE = 1500 PSFTW 581.00TW 581.00TW 581.0028" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T573.50575.00576.50578.00573.50575.00576.50578.00573.50575.00576.50578.00APPROXIMATEBORING B-2 LOCATION STA 1+90
APPROXIMATE
BORING B-3 LOCATION
STA 2+35
APPROXIMATE
BORING B-4 LOCATION
STA 1+75.50
TW 581.00573.50575.00576.50578.001/RR2572.00572.00572.00572.0028" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" BPROPOSED TOP OF WALLTOP OF REDI ROCK BLOCK UNITSPROPOSED BOTTOM OF WALLBASED ON PROPOSED GRADINGCURRENT BOTTOM OFCREEK ELEVATIONBOTTOM OF REDI ROCKBLOCK UNITSPROPOSED WEATHERED SHALEELEVATION PER BORINGSPROPOSED WEATHERED SHALEELEVATION PER BORINGSPROPOSED SHALEELEVATION PER BORINGSBOTTOM OF REDI ROCKBLOCK UNITSORIGINAL BOTTOM OFCREEK ELEVATIONBOTTOM OF WALLPER OPTIONSGEOGRIDREINFORCEMENTPROPOSED SHALEELEVATION PER BORINGSSCALE: 1" = 5'-0"
DATE
CHK.
DES.
DRN.
BYREVISIONDATENO
BY
04-29-26
04-29-26
04-29-26
AMB
AMB
VR
T h e u s e o f t h e s e p l a n s a n d
specif ications shall be restricted
to the original site f or which they
were prepared. Any reproduction
o r d i s t r i b u t i o n i s e x p r e s s l y
l i m i t e d t o s u c h us e . A n y ot h e r
r e p r o d u c t i o n , r e u s e , o r
d i s c l o s u r e b y a n y m e t h o d , i n
whol e, or i n part , i s prohi bite d.
T h e s e d r a w i n g s a n d
s p e c i f i c a t i o n s c o n t a i n
proprietary inf ormation and title
r e m a i n s i n F A L F O K S K E
E N G I N E E R I N G .RR5WALL 1Falkofske Engineering, Inc.
Structural Engineering Consultants
Texas Registration F-4038
722 North Fielder Road
Arlington, Texas 76012
(817)261-8300LEGEND:·F-ST: FREESTANDING STRAIGHT TOP REDI-ROCK UNIT·F-CT: FREESTANDING CORNER TOP REDI-ROCK UNIT·F-HCT: FREESTANDING HALF CORNER TOP REDI-ROCK UNIT·28" T: 28" REDI-ROCK TOP UNIT·UNLABELED UNITS: 28" REDI-ROCK MIDDLE UNIT W/ 1AT CONNECTION·28" HM: 28" REDI-ROCK HALF MIDDLE UNIT W/ 1AT CONNECTION·28" B: 28" REDI-ROCK BOTTOM UNIT W/ 1AT CONNECTIONJOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - WALL 1 ELEVATION
BILL ALLEN MEMORIAL PARK
THE COLONY, TEXAS
SI PRECAST
5203, I-45
ENNIS, TEXAS 75119 586584582580576574588590578572570566564568592594562560558556586584582580576574588590578572570566564568592594562560558556NOTES:·LEVELING PAD NOT SHOWN·TW IS CAP ELEVATION·MIRAFI 5XT/SYNTEEN SF55 GRIDS:1 05-15-26 VRUPDATED WALL ELEVATION05-15-2633
STA. 3+00STA. 3+05STA. 3+15STA. 3+20STA. 3+25STA. 3+30STA. 3+35STA. 3+40STA. 3+45
STA. 3+50
STA. 3+55
STA. 3+60
STA. 3+65
STA. 3+70
STA. 3+75
STA. 3+80
STA. 3+85
STA. 3+90
STA. 3+95
STA. 4+05
STA. 4+00
STA. 4+15
STA. 4+10
STA. 4+20
STA. 4+25
STA. 4+35
STA. 4+30
STA. 4+40
STA. 4+45
STA. 3+10
STA. 4+50
STA 3+00STA 3+14.58STA 3+34.25
STA 3+50
STA 3+74.5
STA 3+85.17
STA 4+00
STA 4+07.83
STA 4+15.58
END WALL 28"HM28"HM28"HMF-HCTF-CTF-CTL=12'-0"MAX. APPLIED BEARINGPRESSURE = 2000 PSFTW 581.00TW 581.00TW 582.50TW 584.0028" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" T28" TF-STF-STF-STAPPROXIMATEBORING B-4 LOCATION 573.50575.00576.50578.00573.50575.00576.50578.00579.50581.00579.50573.50575.00576.50578.001/RR2572.00572.00572.0028" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" B28" BPROPOSED TOP OF WALLTOP OF REDI ROCK BLOCK UNITSPROPOSED BOTTOM OF WALLBASED ON PROPOSED GRADINGCURRENT BOTTOM OFCREEK ELEVATIONORIGINAL BOTTOM OFCREEK ELEVATIONBOTTOM OF REDI ROCKBLOCK UNITSGEOGRIDREINFORCEMENTSCALE: 1" = 5'-0"
DATE
CHK.
DES.
DRN.
BYREVISIONDATENO
BY
04-29-26
04-29-26
04-29-26
AMB
AMB
VRRR6WALL 1NOTES:·LEVELING PAD NOT SHOWN·TW IS CAP ELEVATION·MIRAFI 5XT/SYNTEEN SF55 GRIDS:LEGEND:·F-ST: FREESTANDING STRAIGHT TOP REDI-ROCK UNIT·F-CT: FREESTANDING CORNER TOP REDI-ROCK UNIT·F-HCT: FREESTANDING HALF CORNER TOP REDI-ROCK UNIT·28" T: 28" REDI-ROCK TOP UNIT·UNLABELED UNITS: 28" REDI-ROCK MIDDLE UNIT W/ 1AT CONNECTION·28" HM: 28" REDI-ROCK HALF MIDDLE UNIT W/ 1AT CONNECTION·28" HB: 28" REDI-ROCK HALF BOTTOM UNIT W/ 1AT CONNECTION·28" B: 28" REDI-ROCK BOTTOM UNIT W/ 1AT CONNECTIONFalkofske Engineering, Inc.
Structural Engineering Consultants
Texas Registration F-4038
722 North Fielder Road
Arlington, Texas 76012
(817)261-8300JOB NO. 439.26REDI-ROCK BLOCK RETAINING WALLS - WALL 1 ELEVATION
BILL ALLEN MEMORIAL PARK
THE COLONY, TEXAS
SI PRECAST
5203, I-45
ENNIS, TEXAS 75119
T h e u s e o f t h e s e p l a n s a n d
specif ications shall be restricted
to the original site f or which they
were prepared. Any reproduction
o r d i s t r i b u t i o n i s e x p r e s s l y
l i m i t e d t o s u c h us e . A n y ot h e r
r e p r o d u c t i o n , r e u s e , o r
d i s c l o s u r e b y a n y m e t h o d , i n
whol e, or i n part , i s prohi bite d.
T h e s e d r a w i n g s a n d
s p e c i f i c a t i o n s c o n t a i n
proprietary inf ormation and title
r e m a i n s i n F A L F O K S K E
E N G I N E E R I N G .5865845825805765745885905785725705665645685925945625605585565865845825805765745885905785725705665645685925945625605585561 05-15-26 VRUPDATED WALL ELEVATION05-15-2634
DATE
DES.
CHK.
DRN.
BY
REVISIONDATENO.BYJOB NO. 439.2604-29-26
AMB
VR
AMB
Falkofske Engineering, Inc.
Structural Engineering Consultants
Texas Registration F-4038
722 North Fielder Road
Arlington, Texas 76012
(817) 261-8300
T h e u s e o f t h e s e p l a n s a n d
specifications shall be restricted to the
o r i g i n a l s i t e f o r w h i c h t h e y w e r e
p r e p a r e d . A n y r e p r o d u c t i o n o r
dis t r i bu t i o n i s e xpre s s ly l i mit e d t o
s u c h u s e . A n y o t h e r r e p r o d u c t i o n ,
reuse, or disclosure by any method, in
whole, or in part, is prohibited. These
dr awin gs and s pecif ica tio ns co ntain
p r o p r i e t a r y i n f o r m a t i o n a n d t i t l e
r e m a i n s i n F A L F O K S K E
E N G I N E E R I N G .
REDI-ROCK BLOCK RETAINING WALLS - WALL CROSS SECTIONS
BILL ALLEN MEMORIAL PARK
THE COLONY, TEXAS
SI PRECAST
5203, I-45
ENNIS, TEXAS 75119
04-29-26
04-29-26
RW7CROSS SECTION1RW7SCALE: 1" = 5'-0"SCALE: 1" = 5'-0"STA. 0+05STA. 0+10STA. 0+15STA. 0+20
STA. 0+25
STA. 0+30
STA. 0+35
STA. 0+40
STA. 0+45
STA. 0+50
STA. 0+55
STA. 0+60
STA. 0+65
STA. 0+70
STA. 0+75
STA. 0+80
STA. 0+85
STA. 0+95
STA. 0+90
STA. 1+00
STA. 0+00 558564560562570572566568574576578580582584586588TW=581.00±BW=570.50±PROPOSED GRADINGEXISTING GRADINGEXISTING GRADINGCURRENT BOTTOM OFCREEK ELEVATIONORIGINAL BOTTOM OFCREEK ELEVATIONPROPOSED CIVILGRADINGEDGE OF WATEROHWM12'-0"SEE RR4-RR6 FORWALL ELEVATIONPROPOSED 6' TALLFENCE, BY OTHERSCONCRETE MOWSTRIP, BY OTHERS1 UPDATED WALL ELEVATION05-15-26 VRPROPOSED SCOURPROTECTION05-15-2635
FINANCIAL SUMMARY:
PROJECT: BILL ALLEN MEMORIAL PARK EROSION REPAIR
Are budgeted funds available: ☒ Yes ☐ No
Source of Funds: the 2024/2025 Capital Improvement Plan (CIP) budget
Amendment 2 Cost
Fund(s)Number: Name: Amount:
869-69-6667-24076 (City Engineering Department) Funding Number: $89,484.04
825-69-6667-25003 (City Parks and Recreation Department) CDC Funding $89,484.04
Cost of recommended contract award: $178,484.09
$ 118,190.00 Engineering HALFF Already authorized ☒ Yes ☐ No
$ 536,570.16 Construction Original Contract Agreement 12/2/2025 ☒ Yes ☐ No
$ 2,599.00 Construction Amendment 1 Engineering Approved 3/12/2026 ☒ Yes ☐ No
$ 178,484.09 Construction Amendment 2 ☐ Yes ☒ No
$ 717,653.25 Total Construction costs
$ 835,843.25 Total Estimated costs
36
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONSTRUCTION SERVICES CONTRACT AMENDMENT NO. 2 BY
AND BETWEEN THE CITY OF THE COLONY AND CGC GENERAL
CONTRACTORS, INC FOR THE BILL ALLEN MEMORIAL PARK
STREAM BANK EROSION STABILIZATION AND REPAIR PROJECT;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City and Consultant have entered into a Construction Services Contract
for the Bill Allen Memorial Park Stream Bank Erosion Stabilization and Repair Project; and
WHEREAS, the City has determined that it is in the best interest of the City to enter into
a contract amendment in the amount of $178,484.09 with CGC General Contractors, Inc for the
completion of the Bill Allen Memorial Park Stream Bank Erosion Stabilization and Repair
Project; and
WHEREAS, the cost of this amendment will be split between the Parks Department
CDC Funds and Engineering Department CIP Funds.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY, TEXAS, THAT:
Section 1. The Construction Services Contract Amendment No. 2, having been reviewed
by the City Council of the City of The Colony, Texas, and found to be acceptable and in the best
interest of the City and its citizens, be, and the same is hereby, in all things approved.
Section 2. The City Manager is hereby authorized to execute the Contract on behalf of the
City of The Colony, Texas.
Section 3. This Resolution shall take effect immediately from and after its adoption and
it is so resolved.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS THIS 7th DAY OF JULY 2026.
__________________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
___________________________________
Tina Stewart, TRMC, CMC, City Secretary
37
APPROVED AS TO FORM:
___________________________________
Jeffrey L. Moore, City Attorney
38
Agenda Item No: 4.3
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Engineering
Item Type: Resolution
Agenda Section: consent agenda
Suggested Action:
Consider approving a resolution authorizing the City Manager to execute a Communications Facility
License Agreement with New Cingular Wireless PCS, LLC (AT&T Mobility Corporation). (Hartline)
Background:
SUMMARY OF REQUEST: The proposed Communication Facility License Agreement grants a license
for the installation and operation of a communications facilities on City-owned property located at 5260
N. Colony Blvd., the site of the North Colony Elevated storage Tank. Upon City Council approval, cellular
antennas will be located on the elevated storage tank and approximately 375 square feet of leased
space will be licensed for used for access, utilities, and related infrastructure necessary to support the
communications facility. Key terms of the agreement include: 1. New Cingular Wireless PCS, LLC will
design and construct the communications facility at its own expense in accordance with approved
engineering plans. The company will be responsible for obtaining all required building permits and other
approvals necessary for construction. 2. The initial term of the agreement is five (5) years, with up to
three automatic renewal terms of five (5) years each, for a potential total term of twenty (20) years. 3.
The monthly license fee will be $2,000, payable to the City. 4. The license fee will increase by 3%
annually, based on the license fee in effect during the immediately preceding year. 5. The City will
receive $24,000 in revenue during the first year of the agreement. 6. Appropriate insurance coverage
must be maintained for employees and subcontractors performing work on City property.
Attachments:
Communicaton Facilities License Agreement.pdf
Leased-Space-Exhibit.pdf
location map 5260 North Colony Water Tower.pdf
Financial Summary with New Cingular Wireless PCS, LLC (AT&T Mobility Corporation)..docx
Res. 2026-xxx New Cingular Wireless Communications Facility License Agreement.doc
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
FINANCIAL SUMMARY:
PROJECT: Communication Facility License Agreement with with New Cingular Wireless PCS,
LLC (AT&T Mobility Corporation).
5 year term Revenue Generated:
per month per Year
$2,000.00 Year 1 $24,000.00 Year 1
$2,060.00 Year 2 $24,720.00 Year 2
$2,121.80 Year 3 $25,461.60 Year 3
$2,185.45 Year 4 $26,225.45 Year 4
$2,251.02 Year 5 $27,012.21 Year 5
56
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026- _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER
TO EXECUTE A COMMUNICATION FACILITY LICENSE
AGREEMENT BY AND BETWEEN THE CITY OF THE
COLONY AND NEW CINGULAR WIRELESS PCS, LLC (AT&T
MOBILITY CORPORATION); PROVIDING AN EFFECTIVE
DATE.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY, TEXAS:
Section 1. That the City Council of the City of The Colony, hereby
authorizes a Communication Facility License Agreement by and between the City of
The Colony and New Cingular Wireless PCS, LLC (AT&T Mobility Corporation) for a
ground license to install a communications facility on the City’s property situated at
5260 N. Colony Blvd; and
Section 2. That this Communication Facility License Agreement, attached
hereto as Exhibit “A” is found to be acceptable and in the best interest of the City and its
citizens, and the same is hereby, in all things approved.
Section 3. The City Manager is hereby authorized to execute the Agreement on
behalf of the City of The Colony, Texas.
Section 4. This Resolution shall take effect immediately from and after its
adoption and it is so resolved.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS, THIS 7TH DAY OF JULY 2026.
_____________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
___________________________________
Tina Stewart, TRMC, CMC, City Secretary
57
APPROVED AS TO FORM:
___________________________________
Jeffrey L. Moore, City Attorney
58
EXHIBIT A
59
Agenda Item No: 4.4
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Police
Item Type: Ordinance
Agenda Section: consent agenda
Suggested Action:
Consider approving an ordinance budget amendment to supplement the approved Fiscal Year 2025-
2026 General Fund Budget by $12,868.57 to reimburse the Police Department with funds received from
the Motor Vehicle Crime Prevention Authority Grant. (Foxall)
Background:
During the May 20, 2025, City Council meeting, Council approved a resolution authorizing the City
Manager to apply for the 2026 Motor Vehicle Crime Prevention Authority (MVCPA) Grant. In August
2025, the Police Department accepted the grant award. Between September 1, 2025, and November 20,
2025, expenditures were made in compliance with the grant in the amount of $15,442.32. These
expenditures are subject to an 80% grant reimbursement totaling $12,868.57, which was deposited into
the Police Department State Grant Revenue Fund (#100-482202-212). The reimbursement funds need
to be transferred to General Fund account #100-75-6323-00212, from which the expenditures were
originally paid.
Attachments:
Budget Amendment VIN Etching Equipment.pdf
MVCPA Quarterly Expenditure Report for City of The Colony.pdf
Ord. 2026- xxxx - Budget Amendment-MVCPA Reimbursement.docx
60
Budget/Project Amendment Form 6/8/2026
(Transfers within a cost
center) *not to exceed
total approved expense
EXAMPLE:INCREASE DECREASE
FUND ACCOUNT #LINE ITEM DESCRIPTION AMOUNT AMOUNT
100 611-6320 Postage 100.00
100 611-6126 Travel Expense (100.00)
INCREASE DECREASE
FUND ACCOUNT #
PROJECT #
(IF APPLIES)LINE ITEM DESCRIPTION AMOUNT AMOUNT
100 482202 212 - 12,868.57
100 75-6323-00000 212 12,868.57
TOTALS 12,868.57 12,868.57
EXPLANATION FOR ACTION:
ROUTING Name Date Finance Dept Use
REQUESTED BY:Funding verified by
DIVISION HEAD:
FINANCE:
CITY MANAGER:
COUNCIL APPROVAL DATE:
Phillip Foxall
Signature
TYPE OF AMENDMENT
Additional Appropriations City
Council approval required
VIN Etching Equipment Reimbursement - MVCPA
( Transfers between funds)
City Council approval required
( Transfers between cost centers within a fund )
City Manager approval required
**This Category Also Used For Project Transfers over $10,000
Reimbursement from State PD Grant Account
Supplement Interfund Transfers Intrafund Transfers Cost Center
Transfers
61
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63
64
CITY OF THE COLONY, TEXAS
ORDINANCE NO. 2026 - ____
AMENDING THE FISCAL YEAR 2025-2026 BUDGET
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AMENDING ORDINANCE 2025-2619, ADOPTING THE
FISCAL YEAR 2025-2026 BUDGET OF CITY OF THE COLONY, TEXAS
BY PROVIDING FOR AN AMENDMENT TO THE FISCAL YEAR 2025-
2026 BUDGET BY TRANSFERRING $12,868.57 FROM THE CITY’S
GENERAL FUND TO THE POLICE DEPARTMENT FUND TO
REIMBURSE FUNDS UTILIZED TO PURCAHSE CATALYTIC
CONVERTER ETCHING EQUIPMENT THROUGH THE TEXAS MOTOR
VEHICLE CRIME PREVENTION AUTHORITY REIMBURSEMENT
GRANT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING FOR A
SAVINGS CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of The Colony, Texas, is conducting business
pursuant to a budget for fiscal year 2025-2026, heretofore previously adopted by Ordinance No.
2025-2619 on September 2, 2025; and
WHEREAS, Section 102.010 of the Texas Local Government Code authorizes the
governing body of a municipality to make changes in the budget for municipal purposes; and
WHEREAS, the City Council of the City of The Colony, Texas, finds it in the best interest
of the City to transfer $12,868.57 from the City’s General Fund to the Police Department Fund to
reimburse the Police Department Fund for the purchase of catalytic converter etching equipment ;
and
WHEREAS, the City Council of the City of The Colony, Texas, has reviewed the budget
and has determined that a valid municipal purpose is served by such budget amendment.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF THE COLONY, TEXAS:
SECTION 1. INCORPORATION OF PREMISES.
That the above and foregoing premises are incorporated into the body of this Ordinance as
if copied herein in their entirety.
SECTION 2. AMENDMENT AND ADOPTION.
That the Police Department Fund budget for the fiscal year ending September 30, 2026,
heretofore previously adopted by Ordinance No. 2025-2619 duly enacted by the City Council of the
City of The Colony, Texas, on September 2, 2025, be and is hereby amended as set forth herein,
65
2
which amendment is hereby, in all respects, finally approved and adopted as so changed; and the
same shall be hereby filed with the City Secretary of the City of The Colony.
SECTION 3. BUDGET AMENDMENT.
That the City Council of the City of The Colony, Texas, finds and determines that
$12,868.57 shall be transferred from the City’s General Fund to the Police Department Fund as
reimbursement for funds spent on catalytic converter etching equipment through the Texas Motor
Vehicle Crime Prevention Authority Reimbursement Grant.
SECTION 4. SEVERABILITY CLAUSE.
It is hereby declared to be the intention of the City Council of The City of The Colony,
Texas, that the phrases, clauses, sentences, paragraphs, and sections of this Ordinance are severable,
and if any phrase, clause, sentence, paragraph, or section of this Ordinance should be declared
unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such
unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs, or
sections of this Ordinance, since the same would have been enacted by the City Council without
incorporation in this Ordinance of any such unconstitutional phrase, clause, sentence, paragraph, or
section.
SECTION 5. SAVINGS CLAUSE.
All rights and remedies of the City of The Colony, Texas, are expressly saved as to any and
all violations of the provisions of any Ordinances affecting budgets, budget approval or adoption,
which have accrued at the time of the effective date of this Ordinance; and, as to such accrued
violations and all pending litigation, both civil and criminal, whether pending in court or not, under
such Ordinances, same shall not be affected by this Ordinance but may be prosecuted until final
disposition by the courts.
SECTION 6. EFFECTIVE DATE
This Ordinance shall be in full force and effect from and after its date of passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS THIS THE 7th DAY JULY, 2026.
_____________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
______________________________________
Tina Stewart, TRMC, CMC, City Secretary
66
3
APPROVED AS TO FORM:
Jeffrey L. Moore, City Attorney
67
Agenda Item No: 4.5
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Parks & Recreation
Item Type: Resolution
Agenda Section: consent agenda
Suggested Action:
Consider approving a resolution authorizing the City Manager to submit an application for the Texas
Parks and Wildlife Department (TPWD) Local Park Grant Program for the Indoor Recreation Center at
4431 Augusta St, The Colony, TX. (Lehmann)
Background:
Attachments:
The Colony Recreation Center - Letter of Commitment.docx
The Colony Recreation Center - Program Assurances.docx
The Colony Recreation Center - Resolution.docx
Res. 2026-xxx Grant Application to TPWD Indoor Recreation Center.docx
68
07/07/26
Ms. Dana Lagarde
Texas Parks & Wildlife Department
4200 Smith School Road
Austin, TX 78744
RE: Letter of Commitment – The Colony Indoor Recreation Center
Dear Ms. Lagarde
The City of The Colony is excited about the development of a new Indoor Recreation Center that will
provide recreational opportunities and community gathering spaces for residents of all ages. The City’s
existing recreation center has served the community well for many years; however, the facility is aging,
undersized, and no longer serves the recreational needs and expectations of our residents.
To address these needs, the City has acquired the former Stewart Creek Elementary School and will
transform this into a modern, multi-purpose Indoor Recreation Center. The facility is envisioned to
include a multi-purpose gymnasium, a walking track, fitness and exercise rooms, meeting and activity
rooms, restrooms, and administrative offices. Once completed, the facility will provide year-round
recreational, wellness, educational, and social opportunities that will significantly enhance the quality of
life for The Colony residents.
This project represents one of the City’s highest recreational priorities, and reflects years of community
input, planning, and investment. The Indoor Recreation Center will address existing service gaps, expand
access to indoor recreation, and create a lasting community asset that will serve current and future
generations.
If awarded funding through the Texas Parks and Wildlife’s Local Grant Program, the City is committed to
providing the required match of $1.5 million. The City intends to invest an additional ± $17 million
toward the acquisition and renovation of the former elementary school into a state-of-the-art recreation
center. This overmatch demonstrates our commitment to ensuring the project is fully funded and
successfully implemented.
Additional funding from the Texas Parks and Wildlife Department will help advance this project and
expand recreational opportunities for the residents of The Colony. The City greatly appreciates your
consideration of this application and looks forward to partnering with the Texas Parks and Wildlife
Department to implement this project.
Sincerely,
Richard Boyer, Mayor
City of The Colony
69
PWD 1069C – P4000 (06/2017)
Local Park Grant Program
Applicant’s Certification & Program Assurances
As the duly authorized representative of the sponsor designated in the Resolution Section
3, I certify that the Applicant:
1. Has complied with all pertinent local and state laws, and Local Parks Grants Program
requirements regarding public hearings, including floodplain development, if appropriate.
2. Has the required proportionate share of funds available and sufficient for the project as
required by Section 13.309 of the Parks and Wildlife Code.
3. Will maintain and operate areas acquired or developed with program assistance at sponsor
expense as required by Section 13.309 of the Parks & Wildlife Code.
4. Will permanently dedicate for public park and recreation use all project area(s) which
receive program assistance, as required by Chapter 640.1.2 of the Local Park Grant
Program Manual.
5. Has the legal authority to apply for program assistance and the institutional, managerial and
financial capability to ensure proper planning, management and completion of the project
described in this application.
6. Will give the State of Texas, hereafter referred to as “State,” through any authorized
representative, access to and the right to examine all records, books, papers, or documents
related to the assistance; and will establish a proper accounting system in accordance with
generally accepted accounting standards or agency directives.
7. Will not dispose of, modify the use of, or change the terms of the real property title or other
interest in the site and facilities without permission and instructions from the Texas Parks &
Wildlife Department, and will record any federal interest in the title of real property in
accordance with U. S. Department of Interior directives.
8. Will dedicate and permanently maintain any property designated as a natural area, wetland,
or open space to meet program guidelines.
9. Will comply with all provisions of the “Summary of Guidelines for Administration of Local
Park Grant Acquisition & Development Projects.”
10. Will comply with the requirements of the Department with regard to the drafting, review and
approval of construction plans and specifications.
11. Will obtain all required state and/or federal permits related to project development.
12. Will provide and maintain competent and adequate engineering supervision at the
construction site to ensure that the completed work conforms to the approved plans and
specifications.
13. Will furnish quarterly progress reports and such other information as may be required by
the Department.
14. Will initiate and complete the work within the applicable time frame after receipt of approval
from the Department.
15. Will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest or
personal gain.
70
PWD 1069C – P4000 (06/2017)
Applicant’s Certification & Program Assurances - Continued
16. Will comply with all State and Federal statues relating to non-discrimination. These include
but are not limited to: (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits
discrimination on the basis of race, color or national origin; (b) Title IX of the Education
Amendments of 1972, as amended (20 U.S.C. §§ 1681-1686) which prohibits discrimination
on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29
U.S.C. § 794) which prohibits discrimination on the basis of handicaps; (d) the Age
Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101-6107) which prohibits
discrimination on the basis of age; (e) any other non-discrimination provisions in the specific
statute(s) under which application for program assistance is being made, and (f) the
requirements of any other non-discrimination statute(s) which may apply to the application.
17. Will comply with the flood insurance purchase requirements of Section 4012(a) of the Flood
Disaster Protection Act of 1973 which requires recipients in a special flood hazard area to
participate in the program and to purchase flood insurance in an amount at least equal to
its development or project cost.
18. Will comply with environmental standards which may be prescribed to the following: (a)
institution of environmental quality control measures under the National Environmental
Policy Act of 1969 (P.L. 91-190) and Executive Order (EO) 11514; (b) notification of violating
facilities pursuance to EO 11738; (c) protection of wetlands pursuant to EO 11990; (d)
evaluation of flood hazards in floodplain in accordance with EO 11988; (e) assurance of
project consistency with the approved State management program developed under the
Coastal Zone Management Act of 1972 (16 U.S. C. §§ 1451 et seq.); (f) conformity of
Federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clear
Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.);(g) protection of underground
sources of drinking water under the Safe Drinking Water Act of 1974, as amended, (P.L.
93-523); and (h) protection of endangered species under the Endangered Species Act of
1973, as amended (P.L. 93-205).
19. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§ 1271 et seq.) related
to protecting components or potential components of the national wild and scenic rivers
system.
20. Will assist the Department in assuring compliance with the Texas Antiquities Code.
21. Will cause to be performed the required financial and compliance audits in accordance with
the state or federal Single Audit requirements.
22. Will comply with all applicable requirements of all other State and Federal laws, regulations
and policies governing this program.
City of The Colony / The Colony Recreation Center
Sponsor/ Project Name
Signature of Official Authorized in Resolution
Troy Powell, City Manager
Print Name and Title of Official
Date
71
PWD 1069B – P4000 (01/2014)
Local Park Grant Program
Resolution Authorizing Application
A resolution of the City of The Colony as hereinafter referred to as “Applicant,” designating certain
officials as being responsible for, acting for, and on behalf of the Applicant in dealing with the Texas
Parks & Wildlife Department, hereinafter referred to as “Department,” for the purpose of participating in
the Local Park Grant Program, hereinafter referred to as the “Program”; certifying that the Applicant is
eligible to receive program assistance; certifying that the Applicant matching share is readily available;
and dedicating the proposed site for permanent (or for the term of the lease for leased property) public
park and recreational uses.
WHEREAS, the Applicant is fully eligible to receive assistance under the Program; and
WHEREAS, the Applicant is desirous of authorizing an official to represent and act for the Applicant in
dealing with the Department concerning the Program;
BE IT RESOLVED BY THE APPLICANT:
SECTION 1: That the Applicant hereby certifies that they are eligible to receive assistance under the
Program, and that notice of the application has been posted according to local public
hearing requirements.
SECTION 2: That the Applicant hereby certifies that the matching share for this application is readily
available at this time.
SECTION 3: That the Applicant hereby authorizes and directs the City Manager to act for the Applicant
in dealing with the Department for the purposes of the Program, and that Troy Powell is
hereby officially designated as the representative in this regard.
SECTION 4: The Applicant hereby specifically authorizes the official to make application to the
Department concerning the site to be known as the Indoor Recreation Center in the City
of The Colony for use as a park site and is hereby dedicated (or will be dedicated upon
completion of the proposed acquisition) for public park and recreation purposes in
perpetuity (or for the lease term, if legal control is through a lease). Projects with federal
monies may have differing requirements.
Introduced, read and passed by an affirmative vote of the “Applicant” on this 7th day of July, 2026.
Signature of Local Government Official
Richard Boyer, Mayor
Typed Name and Title
ATTEST:
Signature
Tina Stewart, TRMC, CMC, City Secretary
Typed Name and Title
72
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026 - ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO SUBMIT
AN APPLICATION FOR THE TEXAS PARKS AND WILDLIFE
DEPARTMENT (TPWD) LOCAL PARK GRANT PROGRAM FOR THE
INDOOR RECREATION CENTER AT 4431 AUGUSTA STREET; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of The Colony, Texas, the “Applicant,” finds
and determines it is in the best interest of the City of The Colony, Texas, that the C ity Manager
submit an application to the Texas Parks and Wildlife Department’s Local Park Grant Program for
the indoor Recreation Center at 4431 Augusta Street, located within the City of The Colony, Texas.
WHEREAS, the Applicant is fully eligible to receive assistance under the program; and
WHEREAS, the Applicant is desirous of authorizing an official to represent and act for
the Applicant in dealing with the Department concerning the Program;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF THE COLONY, TEXAS, THAT;
Section 1: That the Applicant hereby certifies that they are eligible to receive
assistance under the Program, and that notice of the application has been posted according to local
public hearing requirements.
Section 2: That the Applicant hereby certifies that the matching share for this
application is readily available at this time.
Section 3: That the Applicant hereby authorizes and directs the City Manager to act
for the Applicant in dealing with the Department for the purposes of the Program, and that Tro y
Powell is hereby officially designated as the representative in this regard.
Section 4: The Applicant hereby specifically authorizes the official to make
application to the Department concerning the site to be known as the Indoor Recreation Center in
the City of The Colony for use as a park site and is hereby dedicated (or will be dedicated upon
completion of the proposed acquisition) for public park and recreation purposes in perpetuity (or
for the lease term, if legal control is through a lease). Projects with federal monies may have
differing requirements.
Section 5. This Resolution shall take effect immediately from and after its passage.
73
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS THIS 7th DAY OF JULY 2026.
_____________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
_____
Tina Stewart, TRMC, CMC, City Secretary
APPROVED AS TO FORM:
Jeffrey L. Moore, City Attorney
74
Agenda Item No: 4.6
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Finance
Item Type: Resolution
Agenda Section: consent agenda
Suggested Action:
Consider approving a resolution authorizing the City Manager to award a 1-year purchase agreement to
PVS Technologies for the purchase of Ferric Chloride used for wastewater treatment in an amount not to
exceed $150,000.00. (Whitt)
Background:
Approve a resolution authorizing the City Manager to award a 1-year purchase agreement to PVS
Technologies for the purchase of Ferric Chloride used for wastewater treatment in an amount not to
exceed $150,000, utilizing Broward County, FL Contract No. OPN2128651B1. The purchase of Ferric
Chloride for the application as a coagulant and flocculant in wastewater treatment; it facilitates the
removal of phosphorus from wastewater which is a regulated chemical by the Texas Commission of
Environmental Quality. This agreement has a total amount not to exceed value of $150,000 over a one-
year term. Funding for the remainder of fiscal year 2026 is available in the approved Wastewater Utility
operating budget. Funding for fiscal year 2027 is contingent upon City Council appropriating funds
through the annual budget process.
Attachments:
City of The Colony_Ferric Chloride Contract Proposal Letter.pdf
Broward County FL T&Cs.pdf
Res. 2026-xxx PVS Technologies.docx
75
June 5, 2026
ATTN: Joseph Oerum
City of The Colony, TX
PVS CHEMICALS
10900 HARPER AVE
DETROIT, MI 48213
Dear Joseph,
I have confirmed that PVS Chemicals does have active contracts with municipalities which include
Cooperative Purchasing clauses. For purposes of the extension of a ferric chloride supply contract to
the City of The Colony, TX I have included the applicable excerpt of the current supply agreement
between PVS Chemicals and Broward County, FL.
“18. Purchase by Other Governmental Agencies.
Contractor understands and agrees that any other governmental unit may enter into a contract with
Contractor on the same terms and conditions as Contractor s contract with the County. However,
any such governmental unit must establish its own contract with Contractor, place its own orders,
issue its own purchase orders, be separately invoiced by Contractor, make its own payments, and
issue its own exemption certificates as required by Contractor. Contractor understands and agrees
that the County is not and will not be a legally bound party to any contractual agreement made
between any other governmental unit and Contractor as a result of this solicitation, and that no other
governmental unit is an implied or intended third-party beneficiary of the contract between the
County and Contractor.”
The delivery price of ferric chloride to the 2 Broward County, FL facilities is currently $2.14 per lb of
Iron, valid for 12 months. $2.15 per lb of iron equates to roughly $1,474 per dry ton .
Texas Ferric Chloride Pricing
The table below outlines the current ferric chloride pricing for Texas municipalities currently supplied
by PVS. The Texas municipality pricing is more indicative of what PVS believes the City of The
Colony, TX should be charged than Broward County, FL as the south FL location is served by
another manufacturing facility and includes costs of a significant 580+ mile truck haul.
Municipality Name City State Current Annual
Price
Equivalent Price
per dry ton *
BayTown Water Authority Baytown TX $0.64 per dry lb $1,280 per dry ton
City of Wichita Falls TX Wichita Falls TX $2.88 per gallon $1,308 per dry ton
Denton, City of Denton TX $0.2413 per wet lb $1,270 per dry ton
* Equivalent dry ton pricing assumes a standard FeCl3% value of 38%
PVS would like to offer the City of The Colony, TX a delivered price of $1,275 per dry ton, firm for 12
months from the date of acceptance. This is the same price that PVS supplies to the City of The
Colony today, and is in line with fair market ferric chloride pricing in Texas.
PVS Chemicals looks forward to continuing to serve the City of The Colony, TX.
Sincerely,
Daniel Ehrig
Account Manager - PVS Technologies, Inc.
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CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026 - _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO AWARD
A ONE-YEAR PURCHASE AGREEMENT TO PVS TECHNOLOGIES
FOR THE PURCHASE OF FERRIC CHLORIDE USED FOR
WASTEWATER TREATENT; AND PROVIDING AN EFFECTIVE DATE.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY, TEXAS, THAT:
Section 1. That the City Council of the City of The Colony, Texas hereby authorizes
the City Manager to award a one-year purchase agreement to PVS Technologies in the amount
not to exceed $150,000.00 for the purchase of Ferric Chloride used for wastewater treatment.
Section 2. That the City Manager and/or his designee are authorized to award said
purchase.
Section 3. This resolution shall take effect immediately from and after its passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, THIS 7TH DAY OF JULY 2026.
______________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
______________________________________
Tina Stewart, TRMC, CMC, City Secretary
APPROVED AS TO FORM:
_____________________________
Jeffrey L. Moore, City Attorney
97
Agenda Item No: 4.7
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Public Works/Water Distribution
Item Type: Resolution
Agenda Section: consent agenda
Suggested Action:
Consider approving a resolution adopting the 2024 Water Conservation Plan for the 2025 plan year.
(Whitt)
Background:
The Water Conservation Plan is a combination of strategies for reducing the consumption of water,
reducing the loss or waste of water, improving, or maintaining the efficiency in the use of water, and or
increasing recycling and reuse of water. The purpose of a Water Conservation Plan is to ensure water
use efficiency. The permit is for a five (5) year term and updated every five (5) years. The plan is
required by the Texas Water Development Board: Title 31 TAC Chapter 363, Rule §363.15: and the
Texas Commission on Environmental Quality Requirements: Title 30 TAC Chapter 288, Rule §288.3:
Attachments:
311-12701-7600-2024 water conservation plan Draft 2.pdf
Res. 2026-xxx Water Conservation Plan 2025.doc
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City of The Colony
2024Water Conservation Plan
99
City of The Colony Water Conservation Plan
2
City of The Colony Water Utilities
Water Production Department
6053 Main Street
The Colony, Texas 75056
Table of Contents
1.0 INTRODUCTION ........................................................................................................ 4
1.1 STATE OF TEXAS REQUIREMENTS ................................................................................................. 4
2.0 WATER CONSERVATION PLANNING GOALS .................................................. 6
2.1 BENEFITS OF WATER CONSERVATION .......................................................................................... 6
2.2 DWU’S WATER CONSERVATION PLANNING GOALS .................................................................... 7
2.3 QUANTIFIED FIVE- AND TEN-YEAR GOALS FOR WATER SAVINGS ............................................... 8
3.0 POPULATION FORECASTS AND PER CAPITA WATER USE ........................ 8
3.1 DWU’S CUSTOMER AND POPULATION FORECAST ........................................................................ 8
3.2 LONG-RANGE WATER PLANNING EFFORTS .................................................................................. 8
4.0 DESCRIPTION OF THE DWU WATER SYSTEM .............................................. 10
4.1 WATER SUPPLY SOURCES ........................................................................................................... 10
4.2 TREATED WATER STORAGE AND DISTRIBUTION SYSTEMS......................................................... 11
4.3 WASTEWATER TREATMENT PLANT ............................................................................................ 11
5.0 THE COLONY’S WATER CONSERVATION PROGRAM .............................. 11
5.1 ACCURATE SUPPLY SOURCE METERING ..................................................................................... 12
5.2 UNIVERSAL METERING, METER TESTING AND REPAIR, AND PERIODIC METER REPLACEMENT . 12
5.3 LEAK DETECTION, REPAIR, AND CONTROL OF UNACCOUNTED-FOR WATER ............................. 13
5.4 MONITORING AND RECORD MANAGEMENT OF WATER DELIVERIES, SALES AND LOSSES.......... 13
5.5 CONTINUING PUBLIC EDUCATION PROGRAM ............................................................................. 13
5.5.1 Public Awareness Campaign ................................................................................................ 13
5.6 NON-PROMOTIONAL WATER RATE STRUCTURE ......................................................................... 13
5.7 MEANS TO IMPLEMENT AND ENFORCE THE WATER CONSERVATION PLAN ................................ 14
5.8 COORDINATION WITH REGIONAL WATER PLANNING GROUPS ................................................... 14
5.9 DESEGREGATION OF WATER SALES BY CUSTOMER CLASS ........................................................ 15
5.10 PLUMBING CODE ORDINANCES................................................................................................... 15
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5.11 WASTEWATER REUSE AND RECYCLING ...................................................................................... 15
5.11.1 Direct Reuse Projects ........................................................................................................... 15
5.11.2 Indirect Reuse Projects ......................................................................................................... 16
5.12 METHOD TO MONITOR THE EFFECTIVENESS OF THE PLAN ......................................................... 16
APPENDIX A STANDARD RATE SCHEDULE
APPENDIX B IMPLEMENTATION SCHEDULE
CITY COUNCIL RESOLUTION
COORDINATION WITH REGION C PLANNING GROUP
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Water Conservation Plan
for the City of The Colony Water Utilities
1.0 Introduction
The Colony Water Utilities is a retail provider of water in The Colony that currently serves over 46
Thousand people within an 11 square mile service area.
The Colony has actively procured water supplies from Dallas Water Utilities, Plano Water Utilities
and developed well water treatment facilities which make it possible for The Colony to provide
water to its customers. In Calendar Year (CY) 2023, The Colony delivered over 2.2 billion gallons
of treated water. As the population grows demand for service increase and in order to meet demand
The Colony must plan for increasing the available water supply and expanding its transmission,
treatment, and distribution facilities. The Colony considers water conservation an integral part of
this planning process.
The City has had a water conservation program since the late 1990’s. In 2009, The Colony
increased its conservation efforts with the amendment of “Chapter 12 MUNICIPAL UTILITIES
AND SERVICES,” of The Colony Code of Ordinances to include, CONSERVATION
MEASURES RELATING TO LAWN AND LANDSCAPE IRRIGATION.
1.1 State of Texas Requirements
The Texas Administrative Code Title 30, Chapter 288 (30 TAC § 288) requires holders of an
existing permit, certified filing, or certificate of adjudication for the appropriation of surface water
in the amount of 1,000 acre-feet a year or more for municipal, industrial, and other non-irrigation
uses to develop, submit, and implement a water conservation plan and to update it according to a
specified schedule. As such, the City is subject to this requirement. Because the City provides water
as a municipal public water supplier, the City’s Water Conservation Plan must include information
necessary to comply with Texas Commission on Environmental Quality (TCEQ) requirements for
each of these designations.1
The requirements of Subchapter A that must be included in the City of The Colony’s Water
Conservation Plan are summarized below.
➢ Minimum Requirements for Municipal Public and Wholesale Water Suppliers
• Utility Profile: Includes information regarding population and customer data, water use
data (including total gallons per capita per day (GPCD) and residential GPCD), water
supply system data, and wastewater system data. (Sections 3 and 4; Appendix A)
• Description of the Wholesaler’s Service Area : Includes population and customer data,
water use data, water supply system data, and wastewater data. (Figure 3-1)
• Goals: Specific quantified five-year and ten-year targets for water savings to include goals
for water loss programs and goals for municipal and residential use, in GPCD. The goals
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established by a public water supplier are not enforceable under this subparagraph.
(Sections 2.2 and 2.3)
• Accurate Metering Devices: The TCEQ requires metering devices with an accuracy of plus
or minus 5 percent for measuring water diverted from source supply. (Section 5.1)
• Universal Metering, Testing, Repair, and Replacement: The TCEQ requires that there be a
program for universal metering of both customer and public uses of water for meter testing
and repair, and for periodic meter replacement. (Section 5.2)
• Leak Detection, Repair, and Control of Unaccounted for Water: The regulations require
measures to determine and control unaccounted-for water. Measures may include periodic
visual inspections along distribution lines and periodic audits of the water system for illegal
connections or abandoned services. (Sections 5.3 and 5.4)
• Continuing Public Education Program: TCEQ requires a continuing public education and
information program regarding water conservation. (Section 5.5)
• Non-Promotional Rate Structure: Chapter 288 requires a water rate structure that is cost-
based and which does not encourage the excessive use of water. (Section 5.8 and Appendix
A)
• Reservoir Systems Operational Plan: This requirement is to provide a coordinated
operational structure for operation of reservoirs owned by the water supply entity within a
common watershed or river basin in order to optimize available water supplies. (Section
5.10)
• Wholesale Customer Requirements: The water conservation plan must include a
requirement in every water supply contract entered into or renewed after official adoption
of the Water Conservation Plan, and including any contract extension, that each successive
wholesale customer develop and implement a water conservation plan or water
conservation measures using the applicable elements of Title 30 TAC Chapter 288.
(Section 5.9)
• A Means of Implementation and Enforcement: The regulations require a means to
implement and enforce the Water Conservation Plan, as evidenced by an ordinance,
resolution, or tariff, and a description of the authority by which the conservation plan is
enforced. (Sections 5.0 through 5.17)
• Coordination with Regional Water Planning Groups: The water conservation plan should
document the coordination with the Regional Water Planning Group for the service area of
the public water supplier to demonstrate consistency with the appropriate approved
regional water plan. (Section 5.12)
➢ Additional Requirements for Cities of More than 5,000 People
• Program for Leak Detection, Repair, and Water Loss Accounting: The plan must include a
description of the program of leak detection, repair, and water loss accounting for the water
transmission, storage, delivery, and distribution system. (Sections 5.3 and 5.4)
• Record Management System: The plan must include a record management system to record
water pumped, water deliveries, water sales and water losses which allows for the
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desegregation of water sales and uses into the following user classes (residential;
commercial; public and institutional and industrial). (Sections 5.4 and 5.14)
• Requirements for Wholesale Customers: The plan must include a requirement in every
wholesale water supply contract entered into or renewed after official adoption of the plan
(by either ordinance, resolution, or tariff), and including any contract extension, that each
successive wholesale customer develop and implement a water conservation plan or water
conservation measures using the applicable elements in 30 TAC § 288. If the customer
intends to resell the water, the contract between the initial supplier and customer must
provide that the contract for the resale of the water must have water conservation
requirements so that each successive customer in the resale of the water will be required to
implement water conservation measures in accordance with the provisions of 30 TAC §
288. (Section 5.9)
• Additional Conservation Strategies: TCEQ Rules also list additional optional but not
required conservation strategies which may be adopted by suppliers. The following
optional strategies are included in this plan:
o Conservation-Oriented Water Rates. (Section 5.8 and Appendix A) and water rate
structures such as uniform or increasing block rate schedules, and/or seasonal rates,
but not flat rate or decreasing block rates;
o Ordinances, Plumbing Codes and/or Rules on Water Conservation Fixtures.
(Section 5.14)
o Fixture Replacement Incentive Programs. (Sections 5.7.1 through 5.7.3)
o Reuse and/or Recycling of Wastewater and/or Gray Water. (Sections 5.16 through
5.16.3)
o Ordinance and/or Programs for Landscape Water Management (Sections 5.5.4 and
5.14).
o Method for Monitoring the Effectiveness of the Plan.
This Water Conservation Plan sets forth a program of long-term measures under which the City of
The Colony can improve the overall efficiency of water use and conserve its water resources. Short-
term measures which respond to specific water management conditions (i.e., periods of drought,
unusually high water demands, unforeseen equipment or system failure, or contamination of a water
supply source) are described in the City of The Colony Drought Contingency Plan.
2.0 Water Conservation Planning Goals
The objective of this Water Conservation Plan is to achieve efficient use of water through practices
and measures that reduce water consumption and water losses and increase water reuse. Meeting
this objective will allow the use of available water supplies and existing infrastructure to be
extended into the future.
2.1 Benefits of Water Conservation
A well-designed Water Conservation Plan will not deprive the community of essential water uses;
rather, it will provide a blueprint for efficient water use. The benefits of water conservation not
only include those derived from avoided costs, but also others that may not be as easily enumerated
in terms of dollars yet hold significant importance to the City in terms of value. Benefits of water
conservation include:
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• Delays the need to develop expensive future water supplies. Costs associated with
developing new water supplies (or purchasing new water) are numerous. These can include
capital costs for construction of pumping facilities, pipelines, water wells, water storage,
and related facilities; costs of obtaining permits; and operational costs such as labor,
energy, and chemicals.
• Extends the life of existing water supplies and infrastructure. Pressures within the water
system will increase in localized areas in order to meet increasing customer demands.
Increased pressures within an aging infrastructure will mean more leaks from the system.
When water demands are maintained or reduced through conservation, higher system
pressure is avoided.
• Reduces peak requirements. A water system is sized to meet its customers’ peak demands.
When these peak demands are reduced through water conservation, a portion of the
system’s capacity is freed-up for other water customers. This, in effect, increases the base
capacity of the system.
• Lowers capital and operating costs of the existing system. The need for expanding the water
treatment and distribution system is delayed or avoided. Operational costs, such as power
and chemicals, are also reduced.
Other benefits include the generation of positive environmental effects, improving customer good
will and promoting a positive image for The City of The Colony.
2.2 The City’s Water Conservation Planning Goals
Listed below are many of the planning goals considered important during the water conservation
planning process:
• Reduce seasonal peak demands
• Reduce water loss and waste
• Decrease consumption measured as gallons per capita per day (GPCD)
• Maintain quality of life
• Allow continued economic growth and development
• Maintain a heightened public awareness of water conservation in The Colony
• “Lead by example” by upgrading city facilities with water efficient fixtures, landscapes,
and irrigation systems wherever possible
• Facilitate regional conservation efforts among neighboring municipalities
• Establish the foundation for continuation of water savings targets for the following five -
year period
• Remain consistent with the Region C Water Plan
• Incorporate, to the extent practicable, measures identified in the Texas Water Development
Board’s (TWDB’s) best management practices (BMP) Guide.
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2.3 Quantified Five- and Ten-Year Goals for Water Savings
Specific elements of the Water Conservation Plan, including planned initiatives, are described in
Section 5.0. The development of the planned initiatives involved the identification and examination
of numerous conservation strategies. These strategies were derived from several sources, including
state agency directives, regional water planning groups, water conservation literature, water
conservation programs used by other municipalities, and the City’s existing Water Master Plan.
Targeted water savings are based on the planned BMPs, historical water use patterns, literature
values, and experience with other utilities. Savings include the combined efforts of all program
elements and the components thereof.
Table 2-1: City of The Colony Five- and Ten-Year Goals for Water Savings
Historic 5-yr
Average Baseline 5-yr Goal for
Year 2024
10-yr Goal for Year
2029
Total GPCD 129 129 120 122
Residential GPCD 82 82 76 78
Water Loss GPCD 12 12 12 11
Water Loss
(Percentage)
9.00% 9.00% 9.00%
8.00%
The “Total” GPCD five and ten-year targets (Table 2 -1)
▪ Residential per capita water use. Including single-family and multi-family residential uses,
the five-year rolling average per capita water use in 2023 was 82 GPCD.
3.0 Population Forecasts and Per Capita Water Use
3.1 Customer and Population Forecast
The City Of The Colony supplies retail treated municipal water to The Colony. The estimated
population for 2023 was 46,380. A map of the City’s service area, is shown in (Figure 3-1).
The total treated water populations served for the past five years, is illustrated in (Table 3-1)
3.2 Long-Range Water Planning Efforts
The City conducts long-range water planning efforts on a regular basis in order to maintain a
reliable supply that meets the demand of the service area. The Long Range Water Supply Plan
(LRWSP), currently underway includes revised population, per capita consumption, and total
demand projections. The population projections are presented in (Table 3-2).
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Figure 3-1: Water Utility Service Area
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Table 3-1: Population Served (Retail Customers)
Year 2019 2020 2021 2022 2023
Total
Population 44,370 44,438 47,837 45,900 46,380
Table 3-2: Population Projections for the City of The Colony
Year 2030 2040 2050 2060 2070 2080
Population 55,637
67,600
67,600
67,600
67,600
67,600
4.0 Description of The Colony Water System
The City has supplied water to meet the needs of The Colony since 1985. Through a complex
system of Transmission Lines, Treatment, and Distribution Facilities and Recycled water projects,
existing are also components of the City water system.
4.1 Water Supply Sources
The City has five water wells, strategically located in the system. The systems design corresponds
to the city’s overall water treatment system infrastructure, which includes the Office Creek Pump
Station where purchased water from (DWU) and well water from the City’s water well are stored
before being delivered to the distribution system. The Wynnwood Pump Station is located in the
(Tribute) area. Plano Water Utility supplies water to The Colony along Windhaven PKWY East of
the BNSF railroad. All together The Colony has a total of five Pump Stations and a series of water
wells. Water wells are located at Pump Station #1 at 5033 Clover Valley with two water wells,
Pump Station #2 located at 6809 Main St. with one water well, Pump Station #3 located at 5572
North Colony with one water well and Office Creek Pump Station located at 4180 Main St. The
Five Star Sports Complex has one water well used for irrigation.
Table 4-1: Summary of Available Water Supply Sources
Source Amount
Authorized
(MGD)
Firm Yield
Available
(MGD)
Contract Dallas Water
Utility 7 10
Plano Water Utility 4 4
Well Trinity Aquifer 9 9
Paluxy Aquifer .259 .259
Other N/A
Non Potable Well
(Irrigation)
Paluxy Aquifer .288 .288
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4.2 Treated Water Storage and Distribution Systems
The City distribution system is divided into three pressure zones Central, Northwest Wynnwood
Peninsula (Tribute), Southeast (Austin Ranch) with several intermediate areas of service supplied
via inline boosters and pressure reducing valves. Each pressure zone includes one or more ground
or elevated storage tanks that are designed to act both as pressure equalizers and fire protection
storage within the area.
Treated water is pumped into the distribution system from one of the 5 pump stations. Transfers
from pump stations are accomplished by means of “high service” pumps that are located at the
stations in the distribution system. These “high service” pumps are supplied directly from the pump
station clear wells or ground storage tanks. There are a combined total of 5 pump stations, 4 clear
wells, 3 ground storage reservoirs, and 4 elevated storage tanks in the distribution system.
The clear wells have a combined storage capacity of 2.4 MG; the ground storage tanks 7 MG and
elevated storage tanks 3 MG, respectively. The combined storage capacity of the system is
approximately 12.4 MG.
The water distribution system consists of approximately 206 linear miles of water mains and 6.4
miles of hydrant laterals lines The capacity of the treated water distribution system is constantly
being upgraded and reassessed to improve the ability of the distribution system to meet customers’
needs and to replace aging infrastructure.
4.3 Wastewater Treatment Plants
The City of The Colony operates one wastewater treatment plant (WWTP) – Stewart Creek
WWTP - that serves The City of The Colony. The WWTP has an annual average flow
permitted capacity of 4.5MGD with a 13.5 MGD 2-hour peak. A general description of the
plant is as follows:
• Stewart Creek WWTP is currently rated at 4.5 MGD capacity and is located 3
miles North of SH121 in The City of The Colony. It consists of one split well
influent pump station, one primary head works with two parallel fine screens and
two parallel grit chambers, three parallel biological aeration treatment trains, three
parallel secondary clarifiers, four parallel cloth disk filters, two parallel channels
with four modules each of Ultra Violet disinfection lamps, and one reuse holding
tank with four reuse pumps. Sludge from the Stewart Creek WWTP is dewatered
on 2 two-meter belt presses and the final solids disposed of in a landfill.
• Stewart Creek WWTP Collection System consists approximately of 325 linear
miles of wastewater mains and force mains and 14 wastewater lift stations.
5.0 The Colony’s Water Conservation Program
The City of The Colony has a history of providing guidance in the area of water conservation to
the public. This section provides a description of the city’s existing water conservation program
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and the enhancements or new conservation measures that are planned to achieve or exceed the
City’s stated water conservation goal.
5.1 Accurate Supply Source Metering
The City has a comprehensive program to meter water diverted from supply sources within the
water system. All untreated water diversions to the City of The Colony Well Water Treatment
Plants are metered using Propeller and Mag meters located at the plants. The meters are calibrated
annually in accordance with those standards to an accuracy of plus or minus 5% accuracy per TCEQ
requirements. All untreated water diverted from supply sources is compiled in an annual Water
Report, which shows diversions on a monthly basis.
5.2 Universal Metering, Meter Testing and Repair, and Periodic Meter
Replacement
Universal Metering - The current City ordinance requires metering of all connections, except
closed fire systems with alarms. Individual metering is required at all single -family residential
locations. Most multifamily residential locations, such as apartments and condominiums, have
individual metering for each building or designated water user. Some commercial businesses are
combined through a single master meter as well. Dual metering is currently provided to some
customers based on the individual needs of the user. All treated water pumped from the WTPs is
compiled in an annual Pumped Water Report, which shows water pumped on a monthly basis.
Treated purchased water is metered by Dallas Water Utilities using Venturi meters with rate-of-
flow controllers (ROFCs). Purchased water is metered by the City of Plano using Compound
meters. Raw well and treated water pumped into and from storage tanks is metered using Mag
meters, Propeller meters. All purchase and well water metered is included in City of The Colony’s
Annual Supplied and Pumped Water Report.
Meter Testing and Repair – Meters are tested and calibrated in accordance with AWWA standards
to accuracy within plus or minus 5 percent. The city maintains a program to pull, test, and replace
any meters determined to be functioning outside of these parameters.
Periodic Meter Replacement – Most residential meters are replaced after 1 million gallons. Repair
or replacement of larger general service meters is generally provided at five -year intervals with
annual testing.
5.3 Leak Detection, Repair, and Control of Unaccounted-for Water
The City has an extensive leak detection and repair program and is committed to maintaining the
integrity of the system. Currently, the city has an annual budget of $3.1 million for maintenance
and upkeep of the distribution system. The majority of the budget is used for personnel, equipment,
and materials. Currently approximately 24 employees are employed to operate the distribution
system. Most leaks, illegal connections, or abandoned services are discovered through the visual
observation of field crews or are reported by the public. In 2023, staff investigated over 1,190 leaks.
The Leak Detection Program has the goal of surveying the entire water system and improving the
integrity of the water system. The goal is to survey all pipelines annually. Staff members utilize
leak detection equipment, including leak listening devices, meter pressure checks and periodic
water audits for illegal connections or abandoned services. Pressure checks are also performed on
fire hydrants during flushing and routine exercising. Additionally, pump stations and elevated tanks
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levels and system pressures are continuously monitored via the Supervisor Control and Data
Acquisition System (SCADA).
5.4 Monitoring and Record Management of Water Deliveries, Sales and Losses
The City regularly monitors all water flows and sales to both treated and untreated water customers.
All critical data, such as raw well water to WTPs, treated water pumped to distribution, and
unaccounted-for water losses are available on a regular basis, as needed. All water sources and
service connection accounts are individually metered and read on a regular basis to facilitate
accurate comparisons and analysis.
5.5 Continuing Public Education Program
The City recognizes that water conservation is a significant benefit to individuals and
communities in terms of long-term water supply availability and costs. The most readily
available and lowest cost method of promoting water conservation is to inform retail
water users about ways to save water in homes and businesses, in landscaping and lawn
uses, and in recreational uses. The City currently provides the information to public in the
following manner.
5.5.1 Public Awareness Campaign
The City provides the public with water conservation pamphlets containing information
on simple easy to follow ways to save water and Water Conservation and Drought
Contingency Plans have been made available to the public. Additionally, this information
is available at kiosks throughout City Facilities, including the lobby of City Hall and
Public Library. Conservation information and City events and environmental program
functions that involve the general public is distributed to new customers Public
information is also available on the City website and other public media outlets supported
by the City. In addition the City conducts educational tours at our facilities to local
students. During the tours students are involved in conversations on water conservation
tips and receive written information that can be practiced at home.
5.6 Non-promotional Water Rate Structure
The City has a conservation-oriented rate structure for customers. Under the increasing block rate
structure, customers are billed a water meter service charge which increases with the size of their
meters. Customers are also billed for water usage, and increasing usage results in a higher unit cost
for water. Connecting higher rates to increased consumption discourages customers from wasting
water. A copy of the City’s rates is provided in Appendix A.
5.7 Means to Implement and Enforce the Water Conservation Plan
The City administers and implements various components of the Water Conservation Program
within the City of The Colony as authorized by the City Code of Ordnance, Chapter 12, Municipal
Utility and Services. The enforcement of the water rate structure and metering is automatic. Water
conservation lawn and landscape restrictions are enforced by the Department of Code Compliance.
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City of The Colony Water Conservation Plan
14
Water contracts with wholesale suppliers require the City to develop a water conservation plan to
ensure that available supplies are used efficiently.
5.8 Coordination with Regional Water Planning Groups
The City will provide a copy of this Water Conservation Plan to the Region C Water Planning
Group. As a retail water supplier in the region, The City will work with the Regional Water
Planning Group to improve efficient utilization of existing water resources and/or develop new
resources which meet the needs of the region.
5.9 Desegregation of Water Sales by Customer Class
The City separates water customers into three general account classes:
• Residential – The Residential class includes single-family residences.
• Commercial – The Commercial class includes master metered multi-family housing,
master metered apartments, and master metered mobile homes, office buildings,
restaurants, hotels, churches, and other commercial and light industrial customers.
• Institutional – The Institutional class consists of city buildings, parks, fire stations,
libraries.
Based on historic average retail water sold within the City of Colony from 2019 -2023, Commercial
and Residential customers account for the majority percentage of water consumption (See Figures
5-0.1 and 5-0.2).
5-year annual average water consumption % by account class, 2019 to 2023
58%15%
25%
2%
Figure 5 -9.1: Average Percentage Consuption
Residential Multi-Family Comercial Institutional
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City of The Colony Water Conservation Plan
15
5-year annual average water consumption by account class, 2019 to 2023
5.10 Plumbing Code Ordinances
The State of Texas has placed maximum flow rate requirements on plumbing fixtures. As of
January 1, 2014, the law requires maximum average flow rates of (1.28) gallons per flush (gpf) for
toilets and (0.5) gpf for urinals. Effective February 2024, the City of The Colony amended the
plumbing code by adopting the 2021 Edition of the International Plumbing Code Council, Inc. with
specified exceptions. The City code at a minimum complies with State of Texas requirements.
5.11 Wastewater Reuse and Recycling
The Colony has developed water recycling projects and plans for additional projects, as described
in the following sections: direct reuse projects, indirect reuse projects, and contracts for return flows
into reservoirs. Table 5-1 presents a summary of direct and indirect recycled water projects.
Table 5-1: Summary of The Colony Recycled Water Projects
Project Supply
(MG)
Direct Recycle Projects
Landscape irrigation (parks, Golf Courses) 302.360
Indirect Recycle Augmentation
Return Flow to Reservoir 6,082.010
Total 6,384.370
5.11.1 Direct Reuse Projects
The Colony provides recycled water from the WWTP to the Stone Briar Country Club golf courses
for irrigation. The golf courses currently uses up to 1.8 MG.
981,013,060
258,125,070
414,097,530
33,535,000
Figure 5 -0.2: Average Consumption in Gallons
Residential Multi-Family Comercial Institutional
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City of The Colony Water Conservation Plan
16
5.11.2 Indirect Reuse Projects
The Colony releases treated wastewater back into the Lake Lewisville reservoir after it
has been processed through the plant.
5.12 Method to Monitor the Effectiveness of the Plan
The effectiveness and efficiency of the water conservation program will be monitored on an
ongoing basis by city staff. Staff determines the extent of water conservation by compiling
implementation data, monitoring water consumption, modeling water demand, and tracking water
conservation costs.
Annual Report on Water Conservation Activities – 30 TAC § 288 requires that each entity that is
required to submit a water conservation plan to the TWDB or the TCEQ shall file an annual report
to the TWDB on the entity's progress in implementing each of the minimum requirements in their
water conservation plan. The Colony submitted the first of these yearly reports on April 26, 2010.
This report will be submitted in accordance with the requirement.
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APPENDIX A: STANDARD RATE SCHEDULE
Water Rates (5% increase)
2023-2024
Inside City Outside City
Meter size (inches Rate Meter size (inches Rate
5/8 23.47 5/8 35.21
3/4 31.12 3/4 46.70
1 44.13 1 66.18
1 1/2 85.64 1 1/2 128.44
2 142.72 2 214.13
3 220.64 3 330.86
4 343.77 4 515.64
6 773.48 6 1,160.18
8 1,740.34 8 2,610.47
10 3,915.77 10 5,873.62
Commodity rate (per thousand gallons) Commodity rate (per thousand gallons)
2,001 - 15,000 5.31 2,001 - 15,000 7.97
15,001 - 25,000 6.63 15,001 - 25,000 9.91
25,001 - 40,000 7.08 25,001 - 40,000 10.55
40,001 and over 7.71 40,001 and over 11.57
Zone 5 Water Rates
2,001 - 15,000 6.55 2,001 - 15,000 9.31
15,001 - 25,000 7.86 15,001 - 25,000 11.13
25,001 - 40,000 8.32 25,001 - 40,000 11.79
40,001 and over 8.94 40,001 and over 12.80
Meter size (inches Rate Meter size (inches Rate
5/8 17.81 5/8 26.73
3/4 21.63 3/4 32.49
1 29.31 1 43.98
1 1/2 48.50 1 1/2 72.76
2 71.49 2 107.28
3 125.23 3 187.84
4 201.93 4 302.92
6 516.99 6 775.48
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8 1,323.46 8 1,985.17
10 3,388.06 10 5,082.05
Commodity rate (per thousand gallons) Commodity rate (per thousand gallons)
Residential (over 2,000 gal) 3.74 Residential (over 2,000 gal) 5.61
Commercial (over 2,000
gal) 5.05
Commercial (over 2,000
gal) 7.55
`
Sewer Rates (5% increase)
2023-2024
Inside City Outside City
Meter size (inches Rate Meter size (inches Rate
5/8 22.74 5/8 34.12
3/4 27.61 3/4 41.47
1 37.41 1 56.13
1 1/2 61.91 1 1/2 92.86
2 91.23 2 136.91
3 159.82 3 239.73
4 257.72 4 386.61
6 659.82 6 989.72
8 1,689.10 8 2,533.64
10 4,324.11 10 6,486.13
Commodity rate (per thousand gallons) Commodity rate (per thousand gallons)
Residential (over 2,000 gal) 4.78 Residential (over 2,000 gal) 7.16
Commercial (over 2,000 gal) 6.45 Commercial (over 2,000 gal) 9.65
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CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026 - _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, ADOPTING THE WATER CONSERVATION PLAN
FOR THE CITY OF THE COLONY, TEXAS; PROVIDING A REPEALER
CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council for the City of The Colony, Texas (hereinafter referred to as
the “City”) previously adopted a Drought Contingency Plan and Water Conservation Plan on July
21, 2020 Resolution No. 2020-035; and
WHEREAS, the City Council has investigated and determined that the amount of water
available to the City of The Colony, Texas, its citizens and water customers is limited; and
WHEREAS, the City Council has further investigated and determined that due to natural
limitations, drought conditions, system failures and other acts of God which may occur, the City
cannot guarantee an uninterrupted water supply for all purposes at all times; and
WHEREAS, Title 30, Chapter 288, Rule 288.20(c) of the Texas Administrative Code
requires the City to review and update, as appropriate, the drought contingency plan, at least every
five (5) years, based on new or updated information, such as the adoption or revision of the regional
water plan; and
WHEREAS, the City has reviewed the City’s drought contingency plan contained in
Sections 12-118.1 and 12-118.2 of the Code of Ordinances of the City of The Colony, Texas, and
finds and determines that the provisions are appropriate for the City and do not require further
amendment; and
WHEREAS, Title 30, Chapter 288, Rule 288.2(c) of the Texas Administrative Code
requires the City to review and update its water conservation plan, as appropriate, based on an
assessment of previous five-year and ten-year targets and any other new or updated information;
and
WHEREAS, the City Council has discussed and considered such revisions and has
determined that it is in the best interest of the City to adopt a revised water conservation plan as
contained in this Resolution.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF THE COLONY, TEXAS:
SECTION 1. The findings set forth above are incorporated into the body of this Resolution
as if fully set forth herein.
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Page 2
SECTION 2. That the City Council of the City of The Colony, Texas, does hereb y
approve the “City of The Colony Water Conservation Plan” a copy of which is attached hereto as
Exhibit A, and is incorporated herein for all purposes.
SECTION 3. That Resolution No. 2020-035 of the City Council of the City of The
Colony, Texas, approved on July 21, 2020, is repealed in its entirety.
SECTION 4. That this Resolution shall become effective immediately upon passage of
this Resolution.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, ON THIS THE 7TH DAY OF JULY 2026.
_____________________________
Richard Boyer, Mayor
City of The Colony, Texas
ATTEST:
_____
Tina Stewart, TRMC, CMC, City Secretary
APPROVED AS TO FORM:
Jeffrey L. Moore, City Attorney
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Page 3
Exhibit A
City of The Colony Water Conservation Plan
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Agenda Item No: 5.1
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Engineering
Item Type: Resolution
Agenda Section: regular agenda items
Suggested Action:
Discuss and consider approving a resolution authorizing the City Manager to execute a construction
services contract in the amount $453,619.24 with Structured Construction LLC for the North Colony Blvd
Storm Drainage Upgrade Project. (Hartline)
Background:
The City Council approved funding for this project in the FY 2025–26 Capital Improvement Program
(CIP) Budget. The scope of work includes the removal of 210 linear feet of reinforced concrete pipe
(RCP), removal of two existing inlets and the installation of 392 linear feet of 30-inch RCP and 12 linear
feet of 18-inch RCP. The project also includes enlarging two existing curb inlets and constructing two
new curb inlets along North Colony Boulevard to allow additional inlet and storage capacity during large
storm events. In addition, any concrete sidewalks, walkways, and roadway pavement removed during
construction will be repaired or replaced, as necessary. City Engineering staff completed the project
design in-house. Engineering staff requested a proposal from Structured Construction LLC utilizing its
cooperative contracting program. Structured Construction LLC submitted a proposal under Structured
Construction LLC EZIQC Contract No. TX-R3-GC-052121-SCL to perform the work outlined in the City's
design package. Structured Construction LLC's proposed construction cost is $453,619.24. City staff
reviewed the proposal and determined it to be fair and reasonable and therefore recommends awarding
the construction services contract to Structured Construction LLC. With approval, construction is
anticipated to begin in July 2026, with substantial completion of the project expected by November 2026.
Attachments:
04-N COLONY-STORM-PLAN.pdf
FINANCIAL SUMMARY ATTACHMENT North Colony STM.docx
Location Map North colony from Paige to Squires.pdf
Work Order Signature Doc.pdf
Detailed Scope of Work.pdf
Res. 2026-xxx - Structured Construction LLC.doc
120
CHECKED BY:
PROJECT #
SHEET NO:
SCALE:
DRAWN:
DATE:
STORM SEWER
C-4
N
PLAN
121
FINANCIAL SUMMARY:
Are budgeted funds available: ☒ Yes ☐ No
Amount budgeted/available: $750,000.00
PROJECT: North Colony Blvd Storm Drainage Upgrade Project
Number: Amount:
Fund(s): 898-69-6667-26032 North Colony & Reagan Drainage $750,000.00
Cost of recommended contract award: $ 453,619.24
$ 0.00 IN HOUSE Engineering Already authorized ☒ Yes ☐ No
$ 453,619.24 Construction Already authorized ☐ Yes ☐ No
$ 453,619.24 Total estimated costs
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CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026 –_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE
CONSTRUCTION SERVICES CONTRACT BY AND BETWEEN THE CITY
OF THE COLONY AND STRUCTURED CONSTRUCTION LLC FOR THE
NORTH COLONY BLVD STORM DRAINAGE UPGRADE PROJECT; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of The Colony, Texas (the “City”), desires to obtain the
services of Structured Construction LLC, for the North Colony Blvd Storm Drainage Upgrade
Project; and
WHEREAS, the City has determined that it is in the best interest of the City to enter
into the Contract with Structured Construction LLC; and
WHEREAS, with this Contract the City of The Colony is agreeing to the services not
to exceed the amount of $453,619.24 for such work.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY, TEXAS, THAT:
Section 1. The Construction Services Contract, having been reviewed by the City
Council of the City of The Colony, Texas, and found to be acceptable and in the best interest of
the City and its citizens, be, and the same is hereby, in all things approved.
Section 2. The City Manager is hereby authorized to execute the Contract on behalf of
the City of The Colony, Texas.
Section 3. This Resolution shall take effect immediately from and after its adoption
and it is so resolved.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS THIS 7TH DAY OF JULY 2026.
_________________________________
Richard Boyer, Mayor
City of The Colony, Texas
144
ATTEST:
______________________________________
Tina Stewart, TRMC, CMC, City Secretary
APPROVED AS TO FORM:
______________________________
Jeffrey L. Moore, City Attorney
145
Agenda Item No: 5.2
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: Finance
Item Type: Resolution
Agenda Section: regular agenda items
Suggested Action:
Discuss and consider approving a resolution authorizing the City Manager to approve an amendment to
the City's Finance Policy Number 100.07 - Purchasing. (Oerum)
Background:
The Purchasing Policy Manual serves as the City's primary reference for procurement activities,
purchasing card administration, contract administration, and related financial controls. Staff has
completed a comprehensive review of the manual and is recommending several updates to clarify
existing procedures, strengthen internal controls, improve accountability, and better document current
operational practices. The proposed revisions are administrative in nature and are intended to provide
clearer guidance to City staff while promoting consistency in the administration of purchasing and
financial processes. Recommended revisions are to Purchasing Card (P-Card) Policy, Retainage
Section, Surplus and Excess Property Section, Sales Tax Exemption Section, and the Signature
Authority Matrix.
Attachments:
Memo to Council - Purchasing - Policy Change - 7_7_26.docx
Purchasing Policy Manual -Final Draft - 062626.pdf
Res. 2026-xxx Amendment to City's Finance Policy Number 100.07-Purchasing.docx
146
Memo
To: Mayor and City Council
From: Joe Oerum, Purchasing Manager
CC: Troy Powell, City Manager
Tim Miller, Assistant City Manager
Ryan Bredehoeft, Finance Director
Date: July 7th, 2026
RE: Finance Department Policy Update – Section 100.07 – Purchasing
Background
The Purchasing Policy Manual serves as the City's primary reference for procurement activities,
purchasing card administration, contract administration, and related financial controls. Staff have
completed a comprehensive review of the manual and are recommending several updates to clarify
existing procedures, strengthen internal controls, improve accountability, and better document current
operational practices.
The proposed revisions are administrative in nature and are intended to provide clearer guidance to City
staff while promoting consistency in the administration of purchasing and financial processes.
Revisions Proposed:
Purchasing Card (P-Card) Policy Updates
The Purchasing Card section has been revised to clarify cardholder responsibilities, prohibited
purchases, reconciliation requirements, and compliance expectations. Additional guidance has been
added regarding documentation requirements, mobile payment applications, storage of card
information, and examples of split purchases and other purchasing card violations.
Retainage Section
A new retainage section has been added to establish procedures and responsibilities related to
retainage on applicable public works and construction projects. This addition provides staff with
guidance for the proper administration and release of retainage funds.
Surplus and Excess Property Section
A new section has been added to formalize procedures for identifying, transferring, documenting, and
disposing of surplus or excess City property. The section establishes approved disposal methods and
reinforces accountability for City-owned assets throughout the disposition process.
147
Sales Tax Exemption Section
A new section has been added to provide guidance regarding the City's tax-exempt status as it relates to
public works and construction projects. The section assists departments and project managers in
evaluating procurement methods and the application of sales tax exemptions during project planning
and execution.
Signature Authority Matrix
A Signature Authority Matrix has been incorporated into the policy manual to establish approval and
signature authority levels based on position and dollar amount. The matrix provides a centralized
reference for the approval of invoices, disbursements, contracts, and other financial documents, helping
ensure consistency, accountability, and appropriate internal controls.
148
City of The Colony Finance Department
6800 6053 Main Street, The Colony, TX 75056 • 972-
PURCHASING
POLICY
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City of The Colony Finance Department
6800 6053 Main Street, The Colony, TX 75056 • 972-
624 3145
Policy Number and Title: 100.07 Purchasing
Policy Section and Chapter: Finance – Purchasing
Policy Type: Policy with Admin Procedures
Last Revision Date: 09/0207/07/20265
Purchasing Policies, Objectives and Ethics
The purpose of this policy is to establish standard practices and procedures to create an efficient and
effective purchasing program for the City of The Colony. Purchasing is activity which obtains needed
goods or services and replenishes supplies. Purchasing starts with some recognition of needs for goods
and services. The policy and procedures governing the purchasing and accounting of the goods and
services of a municipality can be numerous and often complex. The reason for this policy is to provide
staff with a guide to what to do in all purchasing situations they are most likely to encounter. It is then
the responsibility of the Purchasing Manager to obtain the best value for goods and services in the
proper quantity, at the most economical price.
This policy will point out what basic policies are best suited for the needs of the City of The Colony.
From time to time, there will be changes necessary and as they occur, and updated in this manual. The
policy intended to promote the best interest of the citizens of the City of The Colony. It is important to
remember City purchasing operates in full view of the public. Its purpose to provide guidance and
instruction for all employees new to the purchasing process, as well as a reference for staff and
management.
City of The Colony intends to maintain a cost-effective purchasing system conforming to good
management practices. To be successful, the system must be backed by proper attitudes and
cooperation of not only every department head and official, but also every supervisor and employee of
the City of The Colony. The establishment and maintenance of a good purchasing system is possible
only through cooperative effort.
The purchasing process is not instantaneous. Time is required to complete the steps required by
Federal and State law and City policy. In order to accomplish the timely purchase of products and
services at the least cost to the City of The Colony, all departments must cooperate fully. Prior planning
and timely submission of requisitions is essential to expedite the purchasing process and to ensure that
the process is orderly and lawful.
I. Policy
A. Purchasing reports through Finance Department.
B. The Colony City Purchasing Policies are structured around the Texas Local
Government Code, specifically Title 8, Chapters 252 and 271.
C. Public employment is a public trust. It is the policy of the City of The Colony to promote
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City of The Colony Finance Department
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624 3145
and balance the objective of protecting government integrity and the objective of
facilitating the recruitment and retention of personnel needed by the City of The Colony.
Such a policy is implemented by prescribing essential standards of ethical conduct without
creating unnecessary obstacles to entering public service.
D. Public employees must discharge their duties impartially to ensure fair and competitive
access to governmental Purchasing by responsible contractors. Moreover, they should
conduct themselves in such a manner as to foster public confidence in the integrity of the
City of The Colony Purchasing organization.
E. To achieve the purpose of this policy, it is essential those doing business with the City also
observe the ethical standards prescribed herein.
II. Purchasing Objectives
The primary objective of the Purchasing Department of the City of The Colony is to support the City's
staff in accomplishing the goals and directives established by the City Council and the City Manager.
The Purchasing Manager will comply with all legal and ethical standards in obtaining the specified
quality and quantity of materials and services for the City. The Purchasing Manager will promote
fair and open competition for the Purchasing of all goods and services in accordance with all State
and local laws, policies, and regulations.
To conduct all purchasing accordance with State of Texas law, including Chapters 252 and
271 of the Texas Local Government Code and be responsible for obtaining the lowest
possible price and highest quality consistent with delivery terms and vendor service
reputation.
To approve and process purchase orders and contracts in a timely manner in response to
requisitions and to prepare, receive, distribute and evaluate requests for bids on a routine
basis. Purchasing also prepares bid tabulations and evaluates the bid packet before posting.
Departments prepare (purchasing can assist with preparing), the recommendation to the
City Manager/City Council.
Purchasing stimulates competitive bidding in order to obtain materials and services at the
lowest possible cost, and to provide all interested vendors with an opportunity to offer their
products to the City.
Purchasing promotes good vendor relations and assists establishing specifications which will
encourage competition and accurately describe the equipment and materials needed.
Purchasing also consolidates purchase requisitions, when possible, to take advantage of
quantity discounts and maintains continuity of supply to support on-going services,
operations, and construction schedules. Purchasing ensures the proper disposition of City
surplus.
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City of The Colony Finance Department
6800 6053 Main Street, The Colony, TX 75056 • 972-
624 3145
III. Purchasing Ethics
All City Staff engaged in Purchasing for the City of The Colony shall comply with the following
ethical standards:
Personal Ethics
It shall be a breach of ethics to attempt to realize personal gain through public
employment with the City by any conduct inconsistent with the proper discharge of the
employee's duties.
Influence of a Public Employee
It shall be a breach of ethics to attempt to influence any public employee of the City to
breach the standards of ethical conduct set forth in this code.
Conflict of Interest
It shall be a breach of ethics for any employee of the City to participate directly or
indirectly in Purchasing when the employee knows:
• The employee or any member of the employee's immediate family has a
financial interest pertaining to the Purchasing.
• A business or organization in which the employee, or any member of the
employee's immediate family, has a financial interest pertaining to the
Purchasing; or
• Any other person, business or organization with which the employee or any
member of the employee's immediate family is negotiating or has an
arrangement concerning prospective employment is involved in the Purchasing.
Gratuities
It shall be a breach of ethics to offer, give or agree to give any employee or former
employee of the City, or for any employee or former employee of the City to solicit,
demand, accept or agree to accept from another person, gratuity. It is also a breach of
ethics to accept an offer of employment in contingent with any decision, approval,
disapproval, recommendation, preparation of any part of a program requirement or
purchase request. Influencing the content of any specification or Purchasing standard,
rendering advice, investigation, auditing or in any other advisory capacity in any
proceeding or application, request for ruling, determination, claim or controversy, or
other particular matter pertaining to any program requirement or a contract or
subcontract or to any solicitation or proposal therefore pending before the local
government is prohibited.
Kickbacks
It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by
or on behalf of a subcontractor under a contract to the prime contractor or higher tier
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624 3145
subcontractor for any contract for the City, or any person associated therewith, as an inducement for
the award of a subcontract or order.
Contract Clause
The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set
forth in every contract and solicitation.
Confidential Information
It shall be a breach of ethics for any employee or former employee of the City knowingly to
use confidential information for actual or anticipated personal gain, or for the actual or
anticipated gain of any person.
Purchase of Materials, Equipment, and Supplies for Personal Use
Unless specifically approved in writing by the City Manager or Designee, no employee may
purchase City property for their own personal use unless it is purchased through the City's
public auction or through the sealed bid process of the City. This includes new and used
equipment, materials or supplies.
Private Purchases Through City Facilities
No employee may use the purchasing power of the City of The Colony to make private
purchases. In addition, employees should not have private purchases sent to the City C.O.D.
to be paid for by the employee.
IV. Federal and State Purchasing Requirements
Tax Exempt Status
The City of The Colony is exempt from Federal, State and local taxes except in certain
prescribed cases. An exemption certificate is available from the Purchasing Department
and be furnished to any of tile City's suppliers upon request.
Certificate of Interested Parties
Section 2252.908 of the Government Code applies to all contracts entered into on or after
January 1, 2016, and states that a governmental entity may not enter into certain contracts
with a business entity unless the business entity submits a disclosure of interested parties
to the governmental entity at the time the business entity submits the signed contract to
the governmental entity. The law applies to all contracts/purchases of a governmental
entity that require an action or vote by the governing body of the entity.
Conflict of Interest Questionnaire
Chapter 176 of the Texas Local Government Code requires any person doing business or
seeking to do business with a government entity to file a Conflict of Interest Questionnaire
form if that person has an employment or business relationship with an employee or officer
of the City. The form must be filed with Purchasing within seven days of the person
becoming aware of the conflict.
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PROHIBIT/ON OF BOYCOTT OF ENERGY COMPANIES:
By accepting this contract or purchase order, Vendor verifies that is does not Boycott
Energy Companies and agree that during the term of this Agreement will not Boycott
Energy Companies as that term is defined in Texas Government Code Section 809.001,
as amended. This section does not apply if Professional (or Contractor) is a sole
proprietor, a non-profit entity, or a governmental entity; and only applies if: (i)
Professional (or Contractor) has ten (10) or more full-time employees and (ii) this
Agreement has a value of $100,000.00 or more to be paid under the terms of this
Agreement.
PROHIBIT/ON OF DISCRIMINATION AGAINST FIREARM ENTITIES AND FIREARM TRADE
ASSOCIATIONS:
By accepting this contract or purchase order, Vendor verifies that it does not have a
practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association; and (ii) will not discriminate during the term of the contract
against a firearm entity or firearm trade association. This section only applies if: (i)
Professional (or Contractor) has ten (10) or more fulltime employees and (ii) this
Agreement has a value of $100,000.00 or more to be paid under the terms of this
Agreement; and does not apply: (i) if Professional (or Contractor) is a sole proprietor,
a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source
provider; or (iii) to a contract for which none of the bids from a company were able to
provide the required certification.
PROHIBITION OF BOYCOTT OF ISRAEL AND OF DOING BUSINESS WITH CERTAIN ENTITIES:
By accepting this contract or purchase order, Vendor verifies that his/her company,
under the provisions of Subtitle F, Title 10, Government Code Chapter 2270 and
Subchapter F, Government Code Chapter 2252:
1. Does not boycott Israel currently; and
2. Will not boycott Israel during the term of the contract the above-named
Company, business or individual with the City of The Colony, Texas; and
3. Does not do business with Iran, Sudan, or a Foreign Terrorist Organization.
Pursuant to Section 2270.001, Texas Government Code:
1. "Boycott Israel" means refusing to deal with, terminating business activities
with, or otherwise taking any action that is intended to penalize, inflict
economic harm on, or limit commercial relations specifically with Israel, or with
a person or entity doing business in Israel or in an Israeli- controlled territory,
but does not include an action made for ordinary business purposes; and
2. "Company" means a for-profit sole proprietorship, organization, association,
corporation, partnership, joint venture, limited partnership, limited liability
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partnership, or any limited liability company, including a wholly owned
subsidiary, majority-owned subsidiary, parent company or affiliate of those
entities or business associations that exist to make a profit.
Pursuant to Section 2252.151, Texas Government Code:
"Foreign terrorist organization" means an organization designated as a foreign terrorist
organization by the United States secretary of state as authorized by 8 U.S.C. Section
1189.
V. Glossary of Terms
The following definitions are intended to assist employees in understanding the language used throughout
this manual. Contact the Purchasing Department for clarification or if something is not defined in this
section.
Annual Contract - A contract which protects pricing for a set time period (typically one (1) year) and is
awarded to a contractor for goods and services routinely required on a recurring basis. User departments
place orders directly with the contractor, eliminating requisitions and processing times.
Award - The presentation of a purchase agreement or contract to the selected bidder.
Best Value - If the sealed competitive bidding requirement applies to the contract for goods or services, the
contract may be awarded to the lowest responsible bidder or to the bidder who provides the goods or
services at the best value for the City. In determining the best value for the City. Factors used to determine
"best value" include:
• The purchase price;
• The reputation of the bidder and of the bidder's goods or services;
• The quality of the bidder's goods or services;
• The extent to which the goods or services meet the City's needs;
• The bidder's past relationship with the City;
• The impact on the ability of the City to comply with laws and rules relating to contracting with
historically underutilized businesses and non-profit organizations employing persons with disabilities;
• The total long-term cost to the City to acquire the bidder's goods or services;
• Any relevant criteria specifically listed in the request for bids or proposals.
Bid - An offer or contract with the City submitted by a bidder in response to an invitation to bid or to a multi-
step bid. The complete bid document referred to as "the bid."
Bid Advertisement - For expenditures of $$100,000 or more a public notice shall be placed in a newspaper
of general circulation and published at least once a week for two consecutive weeks. The notice shall contain
the time and place at which bids will be publicly opened.
Bonds:
Bid Bond - A deposit required of bidders to protect the City if a low bidder withdraws its bid following
submission or fails to enter into a contract following award. Acceptable forms of bid deposits are limited
to bid bond from a surety company authorized to do business in the State of Texas as a guarantee the
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bidder will enter into a contract and execute the required Bonds after notice of award. If the solicitation
requires a Bid Bond, the bid packet will provide instructions when to submit.
Payment Bond - A surety bond ensures all suppliers and subcontractors of the contractor will be paid for
work and materials supplied in the course of the contract. If the solicitation requires a Payment Bond, it
must be submitted by the contractor after the award and prior to commencement of work.
Performance Bond - A surety bond provides assurance to the City that the awarded contractor will
faithfully perform the work in accordance with the plans, specifications, and contract documents. If the
solicitation requires a Performance Bond, it must be submitted by the contract after award and prior to
commencement of work.
Maintenance Bond - A surety bond guarantees the project against defective workmanship and
materials during the maintenance period set forth in the bond. If the solicitation requires a Maintenance
Bond, it must be submitted by the contractor after award and prior to commencement of work.
Capital Equipment - Assets used in operations with a useful life greater than one year and valued at $5,000
or more at the time of acquisition report to Finance/Purchasing.
Change Order - A change order is issued to a purchase order or contract if changes in plans or specifications
are necessary after the performance of the contract has begun or if it is necessary to decrease or increase
the quantity of work to be performed or of materials, equipment or supplies to be furnished. Local
Government Code 252.048 states original contract price may not be increased under this section by more
than 25 percent. The original contract price may not be decreased under this section by more than 25
percent without the consent of the contractor.
City Council - The elected officials of the City of The Colony, Texas given the authority to exercise such
powers and jurisdiction of all City business as conferred by the City Charter and State of Texas Constitution
and laws.
Competitive Bidding - The process wherein a vendor openly competes with other vendors through a formal
or informal process for the City's business.
Component Purchases - Purchases of component parts of an item, which in normal purchasing practices
would be purchased in one purchase.
Consulting Services - The service of studying or advising the City under a contract does not involve the
traditional relationship between employer and employee.
Contract - An agreement between the City and a contractor, with binding legal and moral force, usually
exchanging goods or services for money or other considerations.
Delivery Date - The date by which goods and services needed by the department or promised by the vendor.
Emergency Purchases - Purchases are made to meet a critical, unforeseen need of the City, where the City's
ability to serve the public would be impaired if the purchase is not made immediately. Emergency purchases
are exempt from standard purchasing procedures and must qualify for an exemption as outlined in the Texas
Local Government Code Sec. 252.022. Emergency purchases must follow the procedure set forth in this
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manual.
Free On Board ("FOB") Destination Point- Vendor pays freight charges to the destination; title to goods
passed to buyer at receiving dock; freight claims must be filed and handled by the seller.
FOB Shipping Point- City must pick up goods at the seller's shipping dock or pay freight charges; freight
charges may be prepaid and added to the invoice; title to goods passes to the City at the shipping dock of
the seller; freight claims must be filed and handled by the City.
Goods - Property purchased by the City, including equipment, supplies, materials, components, and repair
parts.
lnterlocal Agreement - An agreement made between the City and another governmental entity or
cooperative organization to perform governmental functions and services (e.g. purchasing) for each other
as provided under Texas Government Code Sec. 791.025 and Texas Local Government Code Sec. 271.102.
Lowest Responsible Bidder - This is the vendor who offers the lowest bid which meets all the specifications,
requirements, and terms and conditions of the RFB. It is expressly understood the lowest responsible bid
includes any related costs to the City, using a total cost concept. The term "responsible" refers to the financial
and practical ability of the bidder to perform the contract, also used to refer to the experience and safety
of the vendor.
Maintenance Agreements - An agreement with equipment manufacturers or authorized service centers for
the upkeep of equipment neither adds to its permanent value nor prolongs its intended life appreciably but
instead keeps it in an efficient operating condition.
Professional Services - Services rendered by members of a recognized profession as defined by Texas
Government Code Sec. 2254.002 or who possess special skills which are mainly mental or intellectual, rather
than physical or manual. Texas Local Government Code Sec. 252.022(a)(4) exempts professional services
from competitive bidding requirements.
Purchase - An act includes the acquisition of goods or services, including leasing personal or real property.
Separate, sequential, and component purchases are treated as a single purchase.
Purchase Order - A purchaser's written document to a vendor formalizing all the terms and conditions of
a proposed transaction, such as a description of the requested item(s), delivery schedule, terms of payment,
and transportation. When accepted by a vendor, the agreement specified in the purchase order becomes a
contract. A purchase order grants the vendor the authority to deliver the goods or services and invoice for
the same. It is the City's commitment to accept the goods or services and pay for them at the agreed price.
Quote - An informal purchasing process which solicits pricing information from several sources.
Request for Bid ("RFB") - Specifications and a formal written document requesting a firm price and delivery
details for specified goods or services.
Request for Proposals ("RFP") - A formal written document requesting potential vendors make an offer for
goods or services to the City. The RFP method of purchasing is used for all goods and services. The RFP differs
from an RFB in the City is seeking a solution, as described in the document, not a bid or quotation meeting
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firm specifications. Proposals evaluated based on criteria formulated around the most important feature of
a product or service, of which quality, testing, references, availability or capability may be overriding factors,
and price is not the sole factor of the award. RFP submittals kept confidential during negotiations until an
awarded contract.
Request for Qualifications ("RFQ") - A formal written document used when soliciting providers of
professional services such as architectural, engineering, or land surveying services. The City must comply
with Texas Government Code Sec. 2254.004 in the Purchasing of these services. The City must first select the
most highly qualified provider on the basis of demonstrated competence and qualifications. After a firm has
been selected based on qualifications and experience, then a fair and reasonable fee shall be negotiated. If
a satisfactory contract cannot be negotiated with the most highly qualified provider of architectural,
engineering, or land surveying services, the City shall formally end negotiations with that firm and select the
next most highly qualified firm and begin negotiations with that provider for a fair and reasonable price.
Requisition - The source document for all purchasing activity. This form communicates a department's
needs to purchasing and grants authorization to enter into a contractual relationship for delivery other goods
and/or services. A requisition is to communicate internal requirements and not to be used by the
departments for the order and delivery of goods and/or services.
Separate Purchases - Purchases made separately of items in normal purchasing practices would be
purchased in one purchase.
Sequential Purchases - Purchases, made over a period of time, of items in normal purchasing practices
would be purchased in one purchase.
Services - A generic term to include all work or labor performed for the City on an independent contractor
basis, including maintenance, construction, manual, clerical, or professional services.
Sole Source Purchasing - Purchases of goods or services available from only one vendor. There may be just
one vendor because of patents or copyrights, or simply because the vendor is the only supplier for the good
or services. These purchases are exempt from the standard bidding requirements and must qualify as
outlined in Texas Local Government 252.022. Purchases must comply with the procedures outlined in this
manual.
Specifications - A description of the physical or functional characteristics, or of the nature of a supply,
service, or construction item and/or the requirements to be satisfied by a product, material or process
indicating, if appropriate, the procedures to determine whether the requirements are satisfied.
Specifications should be descriptive but not restrictive.
State Contract Purchase - An item available through the State of Texas Purchasing and Support Services
Cooperative Purchasing Program. The State has publicly advertised and received qualified bids for specific
items. These appear on a listing periodically published by the State. The City of The Colony has elected to
participate in the cooperative purchasing program for governmental departments and other state agencies.
Surplus - ltem(s) no longer needed by a department, regardless of its value or condition.
Vendor - A generic term applied to individuals and companies who provide goods and services to the
City.
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VI. Purchase Request Total Dollar Limits and Approval Requirements
The City Manager as authorized by the City Council of the City of The Colony has delegated to the Purchasing
Manager the authority to procure materials and services for the City of The Colony within the guidelines set
forth by the City Council. In certain cases, the City Manager has also granted this authority to certain City
employees authorized by their Department Directors.
1. Delegation of Purchasing Authority
Department purchasing authority is limited to a single purchase of a total of
$9,999.99 or less. With the exception of some Public Works projects, all other
purchases must be processed through the Purchasing Department.
2. Total Dollar Limits/Approval Requirements to Submit a Purchase
Request
The following standard approval route for all Finance Forms applies to all City
Departments:
CITY OF THE COLONY APPROVAL ROUTING REQUIREMENTS
Total Amount
of Request*
Type of
Bid/Quote
Required
Dept.
Type of
Approval/s
Required*
Other Requirements
Responsible
to,
Bid/Quotes
$100,000
and Above
Sealed Purchasing
"
Supervisor
Department
Director
Finance-Acct & Budget Ck
City Manager or Designee
Purchasing Processing
Citv Council Approval
Formal Advertisement
Sealed Bid (Paper or
Electronic)
Agenda Memo w/Bid
Tabulation
$10,000.00 to
$99,999.99
Minimum 3
Written
Quotations
Purchasing
/
Department
Supervisor
Department
Director
Finance - Acct & Budget
Check
Email or Electronic
Quotation
Bid Tabulation
HUB Check Required
City Manager or Designee
Purchasing Processing
<$9,999.99
Not
Required
Department Supervisor Quotes not required but
recommended
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3. Purchases Requiring City Council Approval
Any Purchasing made for $100,000.00 and greater must be approved by the City Council
PRIOR to the purchase being made.
4. Purchases Requiring City Manager Approval
The City Manager or their designee must approve all purchase requisitions for $100,000.00
and up.
5. Purchases Requiring Account & Budgeting Approval
The Finance Director and/or Purchasing Manager must approve all purchase requisitions for
$10,000.00 and up.
*Note* Contractual Agreements – Required for All Services – SEE SECTION XXVI
In accordance with best practices for municipal risk management and to ensure compliance with applicable provisions of
the Texas Local Government Code, contracts are required for all services, regardless of the dollar amount.
This requirement is not based on a financial threshold, but rather reflects the necessity to establish clear terms, manage
liability, and protect the interests of the municipality. No services should commence without a fully executed contract
approved in accordance with local policies and state law.
VII. Purchase Orders
The purchase order authorizes the supplier to ship and invoice for the goods ordered and acts as a
contract between the City and supplier. The primary purpose of the purchase order is to expedite and
control the buying of the City. The major parts of a purchase order which require particular attention
are the following:
• Description- The description must be complete- size, color, catalogue number, part number,
quote date, quote number, cooperative contract number and any information about the
purchase to make sure there is no question as to the material ordered.
• Quantity - The quantity of each item ordered will be stated on the purchase order.
• Unit Price - If at all possible, the unit price will be stated.
• Total - This will be the sum total cost of all items ordered.
● Purpose
The purpose of the Purchase Orders policy is to ensure city employees follow purchasing guidelines when
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purchasing needed items for the city operations.
1. Prohibition on Open Accounts
It is against City Policy to have open accounts with any vendor. Department Orders MUST BE PLACED using
either a City issued Purchasing card or a Purchase Order. To obtain a Purchase Order the department must
first submit a request to Purchasing at purchasing@thecolonytx.gov.
2. Departmental Purchases Under $9,999.99
Any single Purchasing with a total value of not more than $9,999.99 can be made directly by each Department
Director or the Director's authorized representative. Although multiple quotations are not required it is
recommended price comparisons be made, if possible. The departments should look for the best possible
pricing for the City. It is highly recommended the department use a City issued Purchasing card for these
purchases. However, if a Purchasing card cannot be used the department should send a requisition to
Purchasing in order to obtain a purchase order number. A fully executed contract may be required if obtaining
services. Contact Purchasing for more information on how to obtain one.
City purchases are audited annually by an outside auditing firm to detect split purchases. Because the
administrative cost of competitive quotations would be more than the amount saved taking such quotations
the competitive bidding procedure does not apply to purchases of $9,999.99 or less.
3. Purchase Orders with City Policy Requirements (purchases between
$10,000.00 and $99,999.99)
Any single purchase with a total value of more than $9,999.99 is subject to all City Purchasing Policies and
Procedures approved by City policy and the City Council. Requirements for items having a single order total
value of $10,000.00 to $99,999.99 must have a requisition created in the City’s ERP financial system. The
purchase requisition must be filled out completely and include quantities, complete descriptions of the
item(s) to be purchased, cooperative contract and number, if applicable, quotes date, quotes number and
approved budget funding account numbers to charge for the purchase. Before forwarding the purchase
request to Purchasing, three complete set of quotations (one HUB vendor, if available) and purchase
information must be attached in the requisition for Purchasing to review. At least three written quotes are
required on any purchase with a total between $10,000.00 and$99,999.99. A fully executed contract is
required for services if applicable.
4. Purchase Orders with State Law Requirements (purchases greater than
$100,000.00)
Any single purchase with a total value of $100,000.00 or more is subject to Local Government Code Chapter
252, Chapter 271 and other references. Formal competitive bidding is required in most cases for City
purchases of products or services with a value of $100,000.00 and above. Generally, the term formal
competitive bidding is applied when a solicitation process complies with the Local Government Code. If the
department is recommending an award to a vendor other than the apparent low bidder, the memo must
outline the areas where the low bidder does not possess the full capability to meet all of the requirements
of the contract.
5. Sole Source Purchases
Sole-source purchases are items available from only one source because of patents, copyrights, secret
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processes, or natural monopolies as defined by local government code. Purchases available from only one
supplier are exempt from bidding requirements. However, the City requires certification that other
reasonable sources of supply do not exist.
When a department has identified a specific item with unique features or characteristics essential and
necessary to the requesting department and no alternate products are available, a detailed written
justification must be provided to Purchasing in advance for review and approval.
There are many reasons a purchase might be practical from only one vendor, some examples are:
• There is no competitive product. The goods/service are a one-of-a-kind or patented product, a
copyrighted publication available from only one source or a unique item such as artwork. The product is
only available from a regulated or natural monopoly. Examples include utilities, gravel from the only
gravel pit in the area or similar situations.
• The product is a component of an existing system only available from one supplier. The replacement of
a component or a repair part may only be available from the original supplier.
• Sole-source purchases may also be the result of State law or ordinances require or allow certain types of
purchases made from a particular source:
o Non-profit corporations using workers with disabilities to produce the item. State or local
governments often use products made by blind or workers with disabilities.
o Prison workers produce the item. The state benefits from the sale of these items.
● Procedure for Sole-Source Purchases
Sole source purchases handled the same as other purchases, with these exceptions:
• Prior to purchase, the user department must contact Purchasing to determine the best method of
purchasing or sourcing the product.
• If the Purchasing department determines the item is a sole-source purchase, a justification memo must
be attached to the requisition and a current (date must be current and addressed to the City) sole source
letter from the vendor describing how the product or service is a sole source. The sole source letter is
valid for one-year from the date of the sole source letter.
• If there are services associated with the sole source purchase a fully executed contract is required if
applicable.
• After the requisition is approved, the purchase order is prepared.
6. Cooperative/lnterlocal Purchasing Procedures
The Government Code and Local Government Code state the City may enter into an Interlocal agreement
with another public entity in the United States for the purposes of pooling resources to obtain favorable
pricing for goods and services. Interlocal Agreement purchases require City Council approval if exceeding
$100,000.00. The City of The Colony has Interlocal agreements with various entities throughout the State of
Texas and is a member of several cooperative purchasing programs throughout the United States. A list of
the current cooperative purchasing programs in which the City participates is available
S:\City_Share\Purchasing\COOPs & Interlocal Agreements
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A. Cooperative Purchases
Cooperative purchasing saves time and effort over competitively bidding our own items and allows us to
combine our purchasing power with other entities to achieve lower prices on various goods and services.
Purchasing has established several cooperative purchasing agreements with many public entities and State
and City Council approved cooperatives. Among them are the Houston-Galveston Area Council of
Governments, (HGAC), Omnia Partners, The Local Government Purchasing Cooperative (Buy Board), TIPS,
Sourcewell, State of Texas, Choice Partners and others. All agreements are established for the purpose of
achieving maximum savings to the City through pooling of economic buying power. A purchase from an
approved cooperative satisfies the requirement for competitive bidding.
Before any department makes any purchase from a cooperative contract, they should contact Purchasing to
ensure appropriate guidelines are being followed.
Prior to making the decision to use a cooperative contract the City shall use one or more of these review
processes:
• Compare the cooperative contracts available for the required product or service, conduct market
research, and evaluate whether the use of a cooperative contract is appropriate.
• Analyze all costs associated with conducting a competitive solicitation and contact the cooperative lead
agency to verify contract application and eligibility.
• Review the cooperative contract for conformance with all applicable laws and best practices.
• Analyze the product or service specifications, price, terms and conditions and other factors such as: cost
to utilize the contract, shipping, minimum spend requirements, and availability of contract
documentation, to ensure the cooperative contract produces best value.
Through cooperative purchasing, the City can save time and money. Cooperative purchasing occurs when
two or more entities (state, federal or local governments) coordinate some or all of their purchasing efforts
to the mutual benefit of all participants in the purchasing process.
The Purchasing Department shall take advantage of the following types of cooperative purchases when
deemed to be in the City's best interest:
• lnterlocal Agreement Purchases
• State Contracts
• Piggybacking
• Joint Purchases
There are a number of levels of cooperative purchasing, from occasional minor cooperation in a purchase, to
a level where all purchases done through the cooperation of two or more cities called lnterlocal Agreements.
There are also several types of cooperative purchases, ranging from one city "riding" on the contract of
another city to splitting the purchasing duties equally.
Cooperative purchasing accomplished through several methods. The first method involves one city
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performing all the tasks necessary to make a purchase with other governments purchasing off the first city's
contract. A second method involves cities sharing the purchasing responsibilities. Following are the most
commonly used types of cooperative purchasing:
A. Piggybacking
In piggybacking, one city creates a contract and allows other governments to use it. Both governments should
protect themselves by establishing an agreement in writing, even when the arrangement is informal. The
agreement should specify the duties and responsibilities of each party. There must be a clause in the contract
about this agreement and vendors must agree to it.
B. Joint Purchases
Two or more cities join to purchase one or more goods or services jointly. This may involve each city handling
part of the administrative shores or agreeing to have one of the cities handling the transactions under the
guidance of the others. If the arrangement is long-term, rotate the roles periodically to share equally the
purchasing duties. All parties to a purchase must agree to the specifications, so that a mutually satisfactory
good or service is ordered.
C. Buying from State Contracts
Under the provisions of Local Government Code Sections 271.081 - 271.083, the Comptroller of Public
Accounts offers the Cooperative Purchasing Program and manages state contracts. Buying from state
contracts is a form of piggybacking. Under this program, and after complying with certain requirements, a
local government may participate in all automated state contracts.
B. lnterlocal Cooperative Purchasing Agreements
The Local Government Code Section 271.102, Cooperative Purchasing Program Participation and current
purchasing laws allow the City to utilize another local government of this state or another state or with a
local cooperative organization of this state or another state contracts granted through a competitive process
via use of lnterlocal Cooperative Purchasing Agreements. These contracts are used as another tool in
accomplishing our mission to our citizens. They are never used to intentionally and knowingly avoid our
competitive bid process. Any use of another entity's contract for Purchasing of goods/services must be
discussed with Purchasing in advance of acquiring quotes.
The following conditions must exist before the purchase can move forward:
• The City has a valid pre-existing lnterlocal Cooperative Purchasing Agreement with the other city.
• The item(s) wishing to be purchased are covered under the contract as originally written, not amended
specifically for the City of The Colony's needs.
"Published Options" if called for in the original contract, and specifically priced on the contract, are allowable.
If special needs by the City are not covered by the contract pricing or published options, City optional
additions ("unpublished options") allowed as a Change Order, as long as they are specifically outlined on the
order.
C. Cooperative Purchasing Order Processing
The following is an overview of the ordering processes for various cooperative purchasing programs. This
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process is provided for purchases utilizing other cooperative purchasing program contracts, such as
Department of Information Resources (DIR), Texas Multiple Award Schedule (TxMAS), Houston-Galveston
Area Council (HGAC), The lnterlocal Purchasing System (TIPS), Buy Board and others.
• The requesting department obtains a quote from a contracted vendor. The itemized quote is in
accordance with the contract terms, and the quote contains the contract number. The quote must
reflect base price, published options, and unpublished options, as applicable. The quote reviewed by
Purchasing and sent to the original entity to verify compliance with the existing contract with the
vendor.
• The Department will verify contract and pricing prior to submitting the quote to the buyer for
approval and submitting a requisition to Purchasing.
• The requesting department should attach the quote when submitting the requisition for review by
Purchasing.
• Purchasing reviews and verifies the contract and pricing of the quote.
• A fully executed contract is required for services if applicable.
5. Upon purchasing approval, an agenda memo for purchases in excess of $100,000.00 is created
and reviewed by Purchasing and the department.
6. Purchasing will submit a purchase order accordingly. HGAC, Buy Board and TIPS purchase orders
submitted to the cooperative directly for order confirmation. The purchase order reviewed by the
cooperative and the order submitted directly to the vendor for processing. Purchasing processes all
purchase orders to the cooperative regardless of dollar threshold.
D. Emergency Purchases
The purchase must qualify as an emergency purchase as defined in Local Government Code Chapters 252
and 271. If there is time to give proper notice and for an advertisement to be made, then it is not an
emergency situation. Generally, three broad areas can be classified as emergency purchases:
When a public calamity such as a hurricane or other tragedy, if it is necessary to make a purchase
promptly to relieve the necessity of the citizens or to preserve the property of the City, the purchase is
exempt from the competitive bidding requirements.
The same is true in the case of an item necessary to preserve or protect the public health or safety of the
residents of the City's jurisdiction or an item necessary because of unforeseen damage to public property.
When it is necessary to preserve or protect the public heath, competitive bidding requirements waived
regardless of how the conditions were brought about. State courts have said that the words "preserve"
and "protect," as applied to public health, carry the idea of timely, efficient and effective action that
keeps intact and unimpaired the good health of the citizens in advance of impairment. It is not necessary
for the public health to be under immediate peril because of a public calamity before the bid exemption
is put aside. In this case, the court approved repairs and improvements to a city's sewer system that were
made without advertising for competitive bids.
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I. Procedures for Placing an Emergency Order During Normal Working Hours
Emergency purchases are those purchases over $10,000.00 made during or after normal working hours to
keep equipment or machinery in operation or to avoid work stoppage. The initiating department notifies
purchasing office by email or telephone immediately with as much information as possible about the
emergency purchase required. A purchasing requisition is prepared by purchasing.
Purchasing or initiating department head contacts as many vendors as necessary to arrange the emergency
purchase. If there is not enough time to get authorization, the purchase can be completed by telephone, and
the purchase order is completed after the fact and delivered to the vendor. Expedited delivery is requested.
The person making the requisition may be required to pick up the emergency purchase from the vendor if
timely delivery is not available.
II. Placing an Emergency Order During Evenings, Weekends and Holidays
When purchasing personnel are unavailable, process emergency purchases as follows:
• The affected department takes whatever steps are necessary to procure needed supplies, services or
equipment to relieve the emergency. If possible, only those goods or services needed during the
evening, weekend or holiday are procured.
• On the first working day following the emergency, the person making the purchase must attach the
invoices, bills of materials, receipts or other documents related to the purchase of the requisition
and send it to purchasing.
• The person in charge of the affected department must certify in writing on the next business day, or
as soon as possible, why the purchase was necessary.
• The Department Director or their designee must approve all emergency purchases for $10,000.00 and
higher. When approved, a purchase order number is issued by purchasing to cover the purchase. The
purchase requisition must contain all information (quantities, descriptions, unit pricing, total pricing,
and budget account numbers). The purchase request MUST NOTE the request was an emergency.
In the event of a true public calamity or declared emergency, the Emergency Purchasing Policy will be the
policy of record during the declared emergency.
NATIONAL AND REGIONAL COOPERATIVE PROGRAMS LISTING 10-1-2023
Buy Board GSA https://www.buyboard.com
Choice Partners https://www.choicepartners.org/
Omnia H-GAC https://www.omniapartners.com
NPPGov https://nppgov.com/
NCTCOG – TxShare https://txshare.org/
PACE https://pace.esc20.net/
Pavillion https://www.withpavilion.com/
Sourcewell https://www.sourcewell-mn.gov/node/243921
Texas Smart Buy https://www.txsmartbuy.com/
Texas DIR https://dir.texas.gov/
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TIPS-USA https://www.tips-usa.com/vlist.cfm
New interlocal agreements and city piggyback contracts added as needed and may be located at Shared S
Drive > City Share > Purchasing > COOPs & Interlocal Agreement folder.
III. City Annual Price Agreements/Contracts
The City has established through the competitive bidding process several annual price agreements with
various vendors on a wide variety of products that allow departments to purchase items without having to
go through an additional competitive bidding procedure. These contracts provide the following benefits:
• Lower administrative costs due to placing one annual order rather than several smaller orders
• Pricing that remains firm, for the contract period.
• A wide range of products available at lower costs.
Items purchase through the City contracts may be purchased directly from the vendor. All vendors, items and
pricing under contract are available from purchasing.
• Annual Contracts (Blanket)
Annual Agreement - issued by the Purchasing Department to create an annual agreement between the City
and a vendor for specific items and/or services provided at a certain price, on an as-needed basis. Annual
agreements do not encumber funds until a release against the blanket order is issued. Annual agreements
normally are issued following a bid award by the City Council where the annual expenditure is expected to
exceed$100,000.00. An annual agreement may be for the exclusive use of an individual operating
department, split between operating departments or may be established for citywide use.
After an annual contract been awarded, purchasing will issue an annual contract and Purchase Order to the
vendor awarded the contract. The Purchase Order will also show the account number or numbers funds will
be drawn from to pay for the merchandise or service received. All invoices received from the annual contract
must display the purchase order number issued to the vendor.
• Cancellation of Purchase Orders
Purchase Orders may be cancelled by an email or memorandum forwarded to the Purchasing Manager
justifying the cancellation.
Change Orders
Change Orders are documents modifying information concerning goods and/or services, price, and/or
quantities in an existing contract/purchase order. If the total amount of the contract/purchase order is
increased by the change order, the change order may require approval by a different authority than that used
to approve the contract/purchase order and/or previous change orders. Local Government Code
252.048 states original contract price may not be increased under this section by more than 25 percent. The
original contract price may not be decreased under this section by more than 25 percent without the consent
of the contractor.
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VIII. Purchase Orders (after the fact)
This type of purchase occurs when the using department received goods or services over $10,000.00 without
obtaining a purchase order prior to the transaction. Purchasing will issue a Purchase Order for this type of
purchase. If it is not an emergency (see Emergency Purchases), this purchase may violate policies, and
Purchasing would need additional information to issue a Purchase Order. In order for an invoice to be
processed and paid, the using department must receive approval for payment from the Department Director
or their designee using the “After the Fact” form created by Purchasing
IX. Purchasing Card Policy (P-Cards)
The purpose of the City of The Colony's Purchasing Card Program is to establish a more efficient,
cost-effective method of purchasing and paying for small dollar transactions as well as high-volume,
repetitive purchases. The goal of the program is to reduce internal purchasing restrictions to the
administrative costs associated with processing small purchases under $49,999.99. The program is
not intended to bypass appropriate purchasing or payment procedures. The intent of the program
is to complement the existing purchasing program and must be used in conjunction with the City's
Purchasing Policies. This policy is effective for the City’s MasterCard Program.
● How the program benefits cardholders as well as the City:
• Allows cardholders to obtain goods and services faster and easier
• Allows all groups and individuals involved in the program to be more effective and to focus
on the value-added aspects of their jobs
● Why cardholders have been selected to receive a Purchasing card:
• Job responsibilities require them to purchase certain types of goods or services
• Part-time employees will not be issued Purchasing cards unless approved by the City Manager
or Designee.
● The City's policies and procedures governing the use of the Purchasing card:
• Transaction and monthly credit limits
• Types of purchases are set within the parameters of the Purchasing card while ordering goods
and services from vendors
• Handling credits, returns, and disputes
• Cardholders' responsibilities concerning monthly review and reconciliations
● Obtaining a Purchasing card:
• The Department Supervisor or equivalent will submit a new Purchasing card request form
found S Drive> City Share> Purchasing for each Purchasing card request for processing.
• The Department Director will approve the request
• The Purchasing Manager will coordinate with JP Morgan Chase for P-card issuance
• The card(s) will be sent to the Purchasing Manager who will then contact the cardholder(s) for
pick-up and sign the CARDHOLDER CREDIT CARD AGREEMENT
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• After signing the Cardholder's Agreement, the employees will then be authorized to use the
Purchasing card.
• To change a cardholder's limits, an increase/decrease form will be required and email to the Finance
Director and Purchasing Manager providing detailed information regarding the need for any change
and the purpose for requested amount of change is required. The Finance Director and/or Purchasing
Manager can make the determination regarding any change.
The card will have the cardholders' name, City’s Tax ID# and City Name embossed on it.
• JP Morgan Chase Bank
First, contact Purchasing Manager to resolve any credit card issues.
The Purchasing card program is serviced through JP Morgan Chase Bank. The Customer Service Center
is available 24 hours a day, 7 days a week to assist the cardholder with general questions about the
Purchasing card account. The customer service number is:
1-800-316-6056.
If a Purchasing card is lost, stolen or has non-valid transactions, immediately contact Purchasing
Manager at 972.624.3145purchasing@thecolonytx.gov. Prompt action can reduce the City's liability of
fraudulent activity
• Purchasing card activation
Purchasing Manager will activate the Purchasing card before contacting requesting individual.
Purchasing Manager will assign the four digit pin when requesting the P-Card. This pin is not required when
making purchases, it is a security protection. Upon receipt the cardholder should sign the back of the
card and keep the card in a secure place.
• Documentation and Approval Process
The Purchasing card is issued in the employee's name. All purchases made with the Purchasing card must
be for the designated employee's Department only. Exceptions for The Finance and IT departments.
● Approval Process - Cardholders designated by their Department Director to use the
Purchasing card. Cardholders are responsible for following the guidelines provided by the City
regarding purchases, selection of vendors, security of the card, and monthly reconciliation of the
charges and coding of charges to the appropriate accounts. It is the Purchasing cardholder's
responsibility to obtain itemized transaction receipts from the merchant or supplier each time the
Purchasing card is used. Receipts must be completely legible.
Purchases made with a Purchasing card are funded by taxpayer dollars.
Ownership of a City Purchasing card is a privilege and NOT a right.
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Cardholders chargedare charged with making responsible, work-related purchases and with the prompt and
complete submission of monthly card reconciliation documents through the Payment Authorization
process.
Cardholders who fail to meet these responsibilities will have their Purchasing card privileges revoked.
Inappropriate purchasing card use will result in disciplinary action.
● Purchases Prohibited with the Purchasing Card
The Purchasing card is not for personal use. City policy also prohibits loaning the Purchasing cards to any
other person or employee (other than additional approved departmental employees, in the case of a
departmental card). The Purchasing card not intended to avoid or bypass appropriate purchasing or
payment procedures. Cardholders shall not separate or split purchases to avoid the normal purchasing
procedures. Any purchase over $49,999.99 shall go through the requisition process and adhere to purchasing
guidelines. This program complements the existing processes available.
Itemized receipts are required documentation for completion of transactions and supporting
documentation. Lost or missing receipts must have department head approval.
Separate Purchases - Purchases made separately of items in normal purchasing practices, would be
purchased in one transaction.
Sequential Purchases - Purchases made over a period of time, of items in normal purchasing practices,
would be purchased in one transaction.
EXAMPLES OF PROHIBITED PURCHASES WITH CREDIT CARD
• Purchases of technology items except by the Information TechnologyInformation Technology Department.
• Employees who receive a monthly phone allowance cannot use the Purchasing card for any phone
accessory purchases, including but not limited to, cases, apps, etc. The monthly allowance intendedis
intended to cover those items.
• Employees who receive an automobile allowance, cannot use the Purchasing card for gas or other items
for their personal vehicle. This is covered by the automobile allowance.
• Gift cards for employees should never be purchased with the P- card or any other payment
method unless authorized by the City Manager.
• Gift cards for giveaways or for non-employees are allowed as long as they are approved by City Manager
Office (CMO) in advance.
• Cash Advances
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• Gifts for employees including but not limited to Christmas or other holidays or celebrations are
prohibited with City funds except when:
• Approved in advance by City Manager Office
• Infrequent in nature
• Non-cash items and
• Alcohol and tobacco purchases (except for CMO, CVB and Economic Development)
• Gratuities in excess of 20% unless approved by the department head.
• Retirement gifts are permitted under $100.
• Tips not added to gift card or to food purchases.
• Payment for Services (e.g., repairs, consulting, maintenance): P-Cards may not be used to pay for
services due to liability concerns and the potential need for a fully executed contract. Services often
require detailed terms, insurance provisions, and risk mitigation that can only be addressed through a
formal agreement approved by the City. All service-related purchases must go through the standard
procurement process.
k. Credit cards are not kept on file with a vendor unless it is an absolute requirementunder any circumstances.
l. All mobile payment apps including but not limited to Apple Pay, Google Pay, Samsung Pay, and Venmo or
other similar services are strictly prohibited by employees when using the City issued Purchasing card.
A mobile payment app used as a payment service for the purchase of a product or service through a
portable electronic device such as a tablet or cell phone. PAYPAL is acceptable when it is the only form
of payment allowed and detailed information regarding the purchase is available (i.e. itemized receipt).
Mobile Payment Applications: Mobile payment applications and digital wallets may be used for
authorized City business purchases when they provide adequate transaction documentation and
itemized receipts. Applications commonly used for business travel and operations, such as Uber, Lyft,
Apple Pay, Google Pay, Samsung Pay, and PayPal, are permitted. Peer-to-peer payment services used
to transfer funds directly to individuals, including but not limited to Venmo, Cash App, PayPal Friends
and Family, are prohibited unless specifically approved by the City Manager. Cardholders are
responsible for maintaining documentation supporting the business purpose of all transactions.
In no case shall a City Purchasing card be attached to personal apps, stored on a personal mobile
device or saved on any websites. Storage of Purchasing Card Information: Purchasing Card information
may be stored on a personal mobile device only within approved applications used for authorized City
business purposes, such as business travel, lodging, or transportation. The Purchasing Card shall not
be stored in personal payment transfer applications, personal shopping accounts, or any application
used primarily for personal transactions. Cardholders are responsible for safeguarding card
information and ensuring compliance with all City purchasing policies.
l.
● Staffing Responsibilities
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• Program Administrator - (Purchasing/PCard Administrator)
The Program Administrator for the City of The Colony is the Purchasing/P-Card Administrator under the
supervision of the Purchasing Manager. The Program Administrator has been designated by the City to
answer questions, resolve problems and administer the program. This person will be knowledgeable on
all procedures in the Cardholder User's Guide. All Purchasing card requests to JP Morgan Chase Bank
must go through the Program Administrator. The Purchasing card must be returned to the Purchasing
Department upon termination. If the employee is transferred to another department, the site
administrator shall contact the Program Administrator to update the employee's information.
• Department Directors
The Department Director or equivalent, is responsible for designating all cardholders within the
department, departmental cardholder and is responsible for approving the cardholder's monthly
purchasing card statements to ensure they adhere to the City's policies. Purchases in excess of
$10,000.00 must adhere to the PO process as detailed in the Purchasing Policy.
● Purchasing Card Controls
• Single Purchase Limits
A Single Purchase Limit (SPL) is the amount available on the Purchasing card for a single transaction. The
SPL for most cards is $3,000. A transaction includes the purchase price, plus tax (if any) and freight.
Purchases exceeding the cardholder's Single Purchase Limit will be declined. The City prohibits the use
of repetitive transactions intended to circumvent the Single Purchase Limit. Card purchases audited to
identify such transactions. Changes to the Single Purchase Limit by submitting P-Card increase/decrease
form with proper authorization signature, processed through the Purchasing Manager.
SPLIT PURCHASES IN ORDER TO AVOID THE LIMIT ARE STRICTLY PROHIBITED.
• Monthly Purchase Limits
The Monthly Purchase Limit on most cards is $310,000 but varies based upon departmental needs
approved by the Finance Director and Purchasing Manager. This is the maximum amount available on
the card per month. Any changes to the Monthly Purchase Limit must be approved by the Departmental
Director and/or Finance Director.
• Restricted Vendors
The purchasing card program may be restricted for use with certain types of vendors and merchants. If
a purchasing card presented for payment to these vendors, the authorization request will be declined.
The City's Purchasing card is NOT to be used for alcohol, tobacco, or any personal purchases. Alcohol
purchases are acceptable for certain departments as indicated in this policy. Variations from this portion
of the policy must be approved by the Assistant City Manager and/or Finance Director. Any allowable
meal purchases must include a list of names of persons participating in the meal along with the business
purpose associated with the meal.
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• Security of the Purchasing Card
The cardholder is responsible for the security of the card and all purchases. City policy prohibits loaning
the purchasing cards to any other employee to make purchases. This card should be treated with the
same level of care as the cardholder would use with his/her own personal charge cards. Guard the
purchasing card account number carefully. Cards should not be left out in the work area or left in a
conspicuous place. The only person authorized to use the purchasing card and account number is the
cardholder whose name appears on the card or in the case of a departmental card, the user must be
authorized/approved by the Department SupervisorDirector.
• Employee Liability
Employees do not pay their own monthly statement. The program does not affect the individual
employee's credit rating in any way. If the card is accidently used to purchase non-City business goods
and services, notify Program Administrator immediately.
• Chip and Personal Identification Number ("PIN") Technology
JP Morgan Chase Purchasing cards enabled with chip and PIN technology to help reduce the occurrence
of fraud for in-person transactions. At the time of chip card activation, the program administrator shall
choose a 4-digit PIN. The PIN shall be kept confidential by the cardholder with the same level of security
the cardholder provides to the PIN on a personal debit card. A cardholder with a chip card who is later
reissued a new chip card, PIN will remain the same unless there has been fraudulent activity and a new
PIN is required. The PIN may not be required on all merchant transactions; however, if prompted, the
cardholder must enter the 4-digit PIN to complete the transaction.
• When traveling with the purchasing card please refer to the City Travel Policy.
● General Cardholder Guidelines
Cardholders should promote and encourage positive interactions with suppliers. Honesty and courtesy are
essential ingredients in all aspects of a buyer/supplier relationship. The City of The Colony promotes the use
of local (The Colony) vendors whenever possible.
All cardholders should follow these guidelines below when using the Purchasing card:
• Determine if the transaction is an acceptable use of the card, and if it is within the cardholder's spending
limit. Justify and defend every purchase. Identify the supplier and call, fax or visit the supplier to place
the order.
• If the order is by mail, specify cardholder name, company name, department name and shipping
instructions. Also, specify the purchasing card number, expiration date and name as it appears on the
card.
• Inform the vendor the City is tax-exempt. Forward a copy of the tax- exempt form, if requested. Confirm
the pricing and freight. Make sure the combination of both does not exceed the single transaction limit.
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• Request a copy of the pricing and freight be emailed or faxed to the cardholder and/or included in the
shipment of supplies. Instruct the vendor not to send a copy of the itemized invoice to accounts payable
to avoid duplicate payments.
• Request the supplier indicates the employee's name and the words "Purchasing Card" on all packing lists
and box labels. This will enable the receiving department to facilitate delivery of supplies. Shipments
without this information may be refused and returned to the vendor.
• Returns and Disputed Charges
Should a problem arise with a purchased item, service or charges, the Cardholder should make every
attempt to resolve the issue directly with the supplier. The Cardholder should note all returned, credited,
or disputed items on their expense report.
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A. Returns
If an item needs to be returned to a supplier, the Cardholder must contact the supplier and
obtain instructions for the return. Note some suppliers may charge a restocking or handling fee
for returns. All returns indicated on the monthly p-card statement along with a notation of any
restocking or handling fees.
If the item is accepted as returned by the supplier, a credit for this item should appear on the
following p-card monthly statement.
B. Disputed Charges
Supplier Disputed Charges: If a cardholder finds a discrepancy on their statement,
the cardholder should contact the supplier immediately. All disputed items
indicated in the credit card report submitted to Finance.
Fraudulent Charges: If a cardholder finds a fraudulent charge on their statement,
the cardholder should contact first contact the Program Administrator, if the
Program Administrator is unavailable then contact JP Morgan Chase Bank
immediately. Please call the number on the back of the card. The bank will ask a
series of questions regarding the fraudulent charge, the bank will open a case and
if the charges proven to be fraudulent the charge(s) will be credited back to the
card. After JPMorgan has been contacted the cardholder shall inform the
Program Administrator of the fraudulent charges. All fraudulent disputed items
indicated in the credit card report.
If a cardholder cannot resolve a disputed item directly with the vendor, the cardholder
should contact JP Morgan Chase Bank at 1- 800-316-6056. The credit card vendor will
place the charge in a "State of Dispute" and the account may be given a provisional credit
until receipt of adequate documentation from the vendor. If the documentation appears
to be in order, the transaction re- posted to the account and the dispute is considered
closed. If the charge is suspected to be fraudulent, the card will be immediately blocked
by JP Morgan Chase Bank, and an investigation of the charge will continue. A new card
re-issued to the cardholder, if appropriate.
Disputed charges must be handled in a timely manner in order to receive a credit. JP
Morgan Chase Bank will not honor or try to help the City dispute transactions to
merchants not reported on the proper form within 45 days of the date of the original
transaction. If the City does not report the dispute within this time period, the City is
responsible for the charge.
Disputed charges processed as follows:
• Once a discrepancy is detected, the cardholder should contact the supplier
and attempt to resolve the problem.
• If the cardholder and merchant can resolve the dispute, a credit is to be
issued and should appear on the next billing cycle statement.
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• The cardholder should immediately advise the Program Administrator of the disputed
charge via e-mail.
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disputed charge via e-mail.
● Purchasing Card Audits
In addition to reviewing each transaction, the Finance Department conducts audits on all City departments
throughout the fiscal year. The audit process evaluates compliance with the procedures outlined in the
documents provided in this manual.
Records audited in the following areas:
• Completeness of records
• Supporting documentation for each purpose
• Sales tax paid and documentation of collection efforts
Goods
• Documentation of purpose
• If requested, existence of items
• Use of Purchasing cards for prohibited items or at restricted vendors
Travel
• Potential travel items may be crosschecked with accounting to verify expense reports were
completed and sent to Finance
Upon completion of an audit, a written report is completed and sent to the Department Director, Purchasing
Manager, and/or Finance Director. The department shall provide a written response to the audit findings to
the Finance Director. After review by Finance, a final report will be provided to the City Manager's Office.
● Consequences for Card Abuse
Cardholders are to remember that purchases are funded with taxpayer dollars. Therefore, it is imperative
that the City's purchasing card program is above reproach. All transactions MUST BE strictly for work
purposespurposes, and all documentation must be readily available.
Any inappropriate use of the Purchasing card forwarded to the City Manager for disciplinary action up to
and including termination.
Offenses may include but are not limited to:
Late or incomplete reconciliation documents including but not limited to missing itemized receipts, missing
signatures, incomplete information, failure to resolve sales tax, loaning a card and/or PIN number to another
person, and any other discrepancies within 3 days of notice by the Finance Department.
Outstanding Purchase Card Transactions
All employees will have 30 10 days to submit purchasing card documentation. It is the responsibility of the
cardholder to complete and forward the forms for approval in a timely basis so Finance can review, approve
and record the transactions in the General Ledger.
If the Purchasing card transactions and approval(s) not submitted for review within 3010 days, the card
maywill be terminated.
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For example, Card statement for November 5th – December 6th was sent to Card Holder on December 7th;
the Payment Authorization must betransaction review and approval must be submitted before January
6December 17th so the card will not be terminated.
NOTE: Unintentional mistakes resolved prior to the reconciliation process will not be considered as card
misuse.
Cardholders are further cautioned:
In cases of more serious purchasing card abuse, the City may, at its sole discretion, select more severe
disciplinary measures based on the nature of the offense.
The policy outlined in this document does not supersede the Employee Manual or any Administrative orders
related to Purchasing or Ethics.
Purchasing cards may be suspended at any time at the discretion of the Department Director or City
Manager’s Office if improper use is suspected.
● Sales Tax
City of The Colony is exempt from most sales and use tax as allowed by law. Remind merchants sales tax
should not be included in the transaction. The card does not automatically alert the merchant of the City's
tax-exempt status. Cardholders must tell the merchants at the time of the transaction it is a tax-exempt
purchase, and no tax is added to the sale. Cardholders should check the store receipt before leaving the
store to ensure the sales tax is not included in the total. If added tax is applied to the sale, the cardholder
will have the merchant credit the amount of the tax to the card.
Employees are responsible for ensuring exemption from sales tax. When sales tax is charged on the receipt
in error, it is the responsibility of the Cardholder to obtain a tax credit.
Exceptions: Sales tax on restaurant meals, air travel and parking. The cardholder should seek an exemption
on sales tax at these locations, however, understand the exemption may not be granted. Cardholders should
provide the tax-exempt forms which are available from the Purchasing Manager, before the order is placed. City
employees are not exempt from hotel lodging taxes.
Note: In some special cases, the City is required to pay tax. If there are any doubts about the tax or if the
vendor requires tax to be paid even if they have received the tax-exempt form, contact the Purchasing
Manager for additional instructions.
● Examples of Possible Violations
1) A purchase is required that will cost $4,999.99. The vendor has offered to bill $2,000 on one transaction
and $3,550 on another in order to meet transaction limits. Is this a violation?
Yes - this is considered to be splitting a transaction under Local Government Code 252.001 - Separate
Purchases which are "Purchases made separately of items that, in normal practice, would be bought in
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one purchase." Remember, transactions exceeding $4,999.99 require a purchase order. 1) A purchase
is required that will cost $9,800. The vendor has offered to bill $4,500 on one transaction and $5,300
on another in order to remain below transaction limits. Is this a violation?
Yes. This is considered splitting a purchase (sequential purchasing) under Local Government Code
§252.001 – Separate Purchases, which includes purchases made separately that, in normal practice,
would be made as one procurement. The total cost of the purchase exceeds the City’s $10,000 Purchase
Order threshold and must be processed as a single purchase in accordance with applicable procurement
requirements. Employees must not divide or structure purchases to avoid competitive procurement or
approval thresholds, regardless of intent or vendor suggestion.
2) What if the vendor splits the transaction and I didn't know he was going to do it?
Employees need to understand regardless of intent; these types of purchases will be "deemed" a
violation. In this example, the employee would have already known the purchase exceeded $4,999.99
and should not have completed the transaction. On the other hand, if it is determined a vendor
intentionally split credit card transactions to circumvent the restrictions on the card, the vendor may
be disqualified from transacting business with the City in the future. 2) What if the vendor splits the
transaction and I did not know the vendor was going to do it?
Employees are responsible for ensuring compliance with City purchasing policies regardless of intent.
Transactions that result in the circumvention of the City’s $10,000 Purchase Order threshold or other
procurement requirements will be reviewed based on the total value of the purchase and may be
deemed a violation.
If an employee knew or reasonably should have known that the total purchase exceeded $10,000, the
purchase should not have been completed using a Purchasing Card and proper procurement procedures
should have been followed in advance. However, if it is determined that a vendor intentionally split
transactions to avoid City purchasing requirements or card controls, the vendor may be subject to
corrective action, up to and including disqualification from doing business with the City in the future.
3) A department needs generators for field operations. They purchase four generators totaling $1,600 on
Tuesday. On Wednesday and Thursday, they purchase an additional six generators totaling $1,400 and
$1,200 respectively. Is this a violation?
Yes - these types of transactions meet the definition of Sequential Purchases, which are "Purchases
made over a period of time that, in normal purchasing practice, would be bought in one purchase."
Employees need to understand regardless of intent; these purchases will be "deemed" a violation. 3) A
department needs generators for field operations. They purchase generators totaling $4,500 on
Tuesday. On Wednesday and Thursday, they purchase additional generators totaling $3,200 and $3,100,
respectively. The total cost of the generators is $10,800. Is this a violation?
Yes. These transactions meet the definition of a Sequential Purchase, which is a purchase made over a
period of time that, in normal purchasing practice, should be combined into a single procurement.
Although each individual transaction is below the City's $10,000 Purchase Order threshold, the
aggregate purchase exceeds the threshold and should have been processed as a single procurement.
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Employees should understand that regardless of intent, purchases that are artificially divided or made
in a series of transactions to avoid purchasing requirements will be deemed a violation of City policy.
4) Merchandise has been ordered totaling $3,800. At the last minute, changes are deemed necessary that
would raise the total of the order to $5,300. What should I do?
Abandon the planned purchase with the Purchasing card and switch to the purchase order procedures
(e.g. obtain three quotes) and complete a purchase requisition for this item.
4) Merchandise has been ordered totaling $8,500. At the last minute, changes are deemed necessary
that would raise the total order to $10,300. What should I do?
The purchase should not be completed using the Purchasing Card. Once the total cost exceeds the City's
$10,000 Purchase Order threshold, the department must follow the applicable procurement procedures
and submit a purchase requisition. Any required quotes or competitive procurement requirements must
be obtained in accordance with City policy before the purchase is made.
5) A pump costing $4,750 is required to fix a water leak. The purchase is made and later in the afternoon
it is necessary to return to the vendor for $500 worth of pipes/valves to complete the repair. Is this a
violation?
No - This is an example of unforeseen damage. In the process of a repair, it is possible more parts may
be necessary than expected. Please document as thoroughly to ensure others reviewing this transaction
in the future can see it was necessary. 5) A pump costing $9,500 is required to repair a water leak. The
purchase is made, and later that afternoon it is determined that an additional $1,200 in pipes and valves
is needed to complete the repair. Is this a violation?
No. This is an example of an unforeseen circumstance discovered during the repair process. In certain
situations, additional parts or materials may be required that were not known at the time of the initial
purchase. Cardholders should thoroughly document the circumstances, including why the additional
items were necessary, to demonstrate that the purchases were not intentionally separated to avoid the
City's $10,000 Purchase Order threshold or other procurement requirements. Proper documentation
will help reviewers understand the business need and the reason for the additional purchase.
6) While obtaining hotel reservations, taxes are included on the bill. Is this a violation?
No - City employees are not exempt from hotel tax. Hotel tax requires payment.
X. Bid Procedures
The purpose of the City of The Colony Bid Procedure policy is to ensure all purchase made by the City receive
the most cost-effective and quality of product bid possible. Under no circumstances shall multiple
requisitions be used in combination to avoid other applicable bidding requirements or City Council approval.
To kick-off the process fill out the bid information worksheet found S:\City_Share\Purchasing and
coordination between departments and purchasing will begin until final documentation is presented.
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● Purchases more than $100,000.00
State law requires a municipality to use sealed competitive bids or competitive proposals for all purchases
over the $100,000.00 limit and advertised at least twice before the bid opening. Bid opening will happen 14
days after the last advertising date. The City of The Colony advertises in the Dallas Morning News. The
requesting department director and purchasing department will jointly write specifications or proposals for
the sealed bid/proposals procedure. When the bid/proposals have been received and reviewed to ensure
compliance with the bid requirements and specifications, the department director will make his/her
recommendation. The recommendation will be presented to the City Council and they will consider
awarding the contract.
The Purchasing Department is responsible for soliciting offers for bid purchases of
$100,000.00 or more and for providing the requesting department with all bid information and tabulations.
Bid packet submitted to purchasing for advertisement processing to Dallas Morning News no later than
4:00PM Tuesday of the week for advertising.
● Texas Codes Annotated Local Government
• Section 252.062 I. Criminal Penalties
• A municipal officer or employee commits an offense if the officer or employee intentionally or
knowingly makes or authorizes separate, sequential, or component purchases to avoid the
competitive bidding requirements of Section 252.021. An offense under this subsection is a Class B
misdemeanor.
• A municipal officer or employee commits an offense if the officer or employee intentionally or
knowingly violates Section 252.021, other than by conduct described by Subsection (A). An offense
under this subsection is a Class B misdemeanor.
• A municipal officer or employee commits an offense if the officer or employee intentionally or
knowingly violates this chapter, other than by conduct described by Subsection (A) or (B). An offense
under this subsection is a Class C misdemeanor.
• Section 252.063. Removal; Ineligibility
The final conviction of a municipal officer or employee for an offense under Section 252.062 (a) or (b) results
in the immediate removal from office or employment of that person. For four years after the date of the
final conviction, the removed officer or employee is ineligible:
• To be a candidate for or to be appointed or elected to a public office in this state.
• To be employed by the municipality with which the person served when the offense occurred, or to
receive any compensation through a contract with that municipality.
• This section does not prohibit the payment of retirement or workers compensation benefits to the
removed officer or employee.
• Section 252.021. Competitive Bidding and Competitive Proposal Requirements
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Before a municipality may enter into a contract requires an expenditure of more than $949,999.99 from one
or more municipal funds, the municipality must comply with the procedure prescribed by this chapter for
competitive sealed bidding or competitive sealed proposals. The municipality may use the competitive
sealed proposal procedure for high technology purchases, insurance and other services as required.
XI. Formal Bids
All purchases for an item or items whose aggregate total cost will be over $100,000.00 must be processed
as formal bids. Under no circumstances will Purchase Requisitions be split to avoid the requirement for City
Council approval, which is required for all purchases over $100,000.00.
Sealed Bid or Proposal Procedures
It is the policy of the City of The Colony to use a sealed bid proposal or design/build procedure in
compliance with Chapter 252 (Purchasing and Contracting Authority of Municipalities) of the State of
Texas Local Government Code for any Purchasing which will total $100,000.00 or more. The Purchasing
Manager will prepare and solicit all purchases requiring sealed bids.
The competitive bidding process has three key purposes:
• Competitive solicitations for bids help ensure the best available value for funds spent and help
ensure public funds are used appropriately, according to law and only for public projects.
• The bidding process also gives an equal opportunity to those qualified and responsible vendors who
want to do business with the government.
• A standard bidding procedure assures public money properly safeguarded.
Requirements Under State Law
Before a city may enter into a contract requires an expenditure of more than $100,000.00 from one or
more municipal funds, the city must
Comply with certain statutory procedures for competitive and sealed bidding or competitive sealed
proposals when purchasing goods or services, including high technology items or insurance, and comply
with required prescribed methods of construction Purchasing.
Advertising and Advertising Time Requirements
Local Government Code requires the sealed bid to be advertised publicly with notice of the time and
place at which the bids will be publicly opened and read aloud. The public notice must be published at
least once a week for two consecutive weeks in a newspaper published in the municipality that is listed
as the City's paper of record. The date of the first publication must be before the 14th day before the
date set to publicly open the bids. In addition to the paper of record, the City, at its option may also
advertise with other publications and/or organizations.
Advertising notices for proposed purchases must include:
Requirements or specifications, or statement of where the requirements or specifications obtained,
location and time for receiving and opening solicitations, and name and position of the employee who
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receives returned solicitations.
Bid packet submitted to purchasing for advertisement processing to Dallas Morning News no later than
4:00PM Tuesday of the week for advertising.
Bid Specifications
All sealed bids must include complete and detailed specifications of the item or items and/or services to
be purchased. THE CREATION AND SUBMISSION OF SPECIFICATIONS IS THE SOLE RESPONSIBILITY OF
THE USER DEPARTMENT. Purchasing will assist the user department in any way necessary, will not be
responsible for the final content of the specifications. Purchasing is responsible for all remaining parts
of the bids/proposals terms, conditions and document requirements including any legal terminology
required by law.
Bid Preparation and Administration
All sealed bids and proposals will be prepared and administered by the Purchasing Manager. Purchasing
will be responsible for posting the bids on the City's website to ensure all bid information is available on
the website. The bid number will be assigned by the Purchasing Manager and advertising dates, pre-bid
meeting dates and the bid opening date coordinated with Purchasing.
The Purchasing Manager or their designee will be responsible for the bid opening and reading of the bids
received. Once opened, a pre-audit bid tabulation will be created. Once bid tabulation is completed, the
tabulation along with all bids sent to the initiating department for review and signature approving
tabulation. When all bids have been reviewed, the initiating department will be responsible for
submitting to purchasing a WRITTEN recommendation of bid award and background wording to be
included in the agenda memo to the City Council.
Bid Opening and Pre-Bid Procedures
In order to establish a standardized format for pre-bid and bid opening meetings the following
procedures should be adhered to:
• The Purchasing Manager shall conduct all pre-bid and bid opening meetings.
• In addition to the Purchasing Manager, or the Purchasing Manager's representative, there will be at
least one City employee from the department who submitted the purchase request at all pre-bid
and bid opening meetings. This employee will be knowledgeable of the bid specifications and at pre-
bid meeting should be prepared to answer all questions pertain to the specifications. At bid
openings the purchasing employee will as the recorder of all information read at the bid opening
and will publicly confirm all information was read completely and truthfully. At the bid opening, all
bids will be opened, and all pricing will be called out in accordance with the bid opening regulations.
Bid Recommendations and State Law Regarding Bid Awards
The requesting department is solely responsible for reviewing the specifications offered in each bid to
ensure the specifications meet the bid requirements and must provide a written review of any bid not
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met the specifications. If the bids offered meet the specifications requested, the recommendation may
be made based on the procedures set out in the State of Texas Local Government Code Chapter 252, Sub
Chapter C, 252.043. Under this chapter entitled Award of Contract, the City may award the contract
based on:
• Sub-section (a) of the competitive sealed bidding requirement applies to the contract for goods or
services, the contract must be awarded to the lowest responsible bidder or the bidder who provides
goods or services at the best value for the municipality.
• Sub-section (b) in determining the Best Value for the municipality, the municipality may consider:
• The purchase price;
• The reputation of the bidder and of the bidder's goods and services;
• The quality of the bidder's goods and services;
• The extent to which the goods or services meet the municipality needs;
• The bidder's past relationship with the municipality;
• The impact on the ability of the municipality to comply with laws and rules
relating to contracting with historically underutilized businesses and non-
profit organizations employing persons with disabilities;
• The total long-term cost to the municipality to acquire the bidder's goods or
services;
• Any relevant criteria specifically listed in the request for bids or proposals.
• Sub-section (c) Before awarding a contract under this section, a municipality must indicate in the
bid specifications and requirements that the contract may be awarded either to the lowest
responsible bidder or the bidder who provides goods or services at the best value for the
municipality.
XII. Request for Proposals
The competitive bidding procedure as provided herein shall be used for the award of all contracts subject to
the provision of this section, except in the case of High Technology purchases in the City may follow the
competitive sealed proposal procedure.
High Technology as defined in Local Government Code Section 252.001 is as follows: The term "high
technology Purchasing" means the Purchasing of equipment, goods, or services of a highly technical nature,
including but not limited to: information processing equipment, telecommunications equipment, radio and
microwave systems, electronic distributed control systems (including building energy management
systems) as well as technical services related to such equipment and goods.
XIII. Procedures for Request For Proposals are as follows
All requests for items to be purchased by Request for Proposal (RFP) must follow the same procedure as
any other request for item(s) estimated to cost over $100,000.00.
Public notice (newspaper advertisements) is made in the same manner as those for competitive sealed
bidding, except the ads will state the proposals will be publicly opened.
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The request for proposals shall specify the relative importance of price and other evaluation factors and
the awareness of the contract shall be made to the responsible offer on whose proposal is determined to
be the most advantageous to the City, taking into consideration the relative importance of price and
other evaluation factors set forth in the Request for Proposals. The RFP may contain a "scope of work"
and request a "statement of work".
Discussions in accordance with the terms of a request for proposals and with regulations adopted by
the governing body of the municipality may be conducted with offerors who submit proposals and who
are determined to be reasonably qualified for the award of the contract. Offerors shall be treated fairly
and equally with respect to any opportunity for discussion and revision of proposals. To obtain the best
final offers, revisions may be permitted after submissions and before the award of the contract.
Sub-section (h) of the competitive sealed proposals requirement applies to the contract; the contract
must be awarded to the responsible offer who proposal determined to be the most advantageous to
the municipality considering the relative importance of price and the other evaluation factors included
in the request for proposals.
In addition, under the State of Texas Local Government Code Chapter 271, Sub Chapter 271.9051 a
municipality may consider a bidder's principal place of business. Other considerations for a bid award
may be:
• The safety record of the bidder;
• Companies or individuals indebted to the municipality;
• Inclusion of required bonding and insurance;
• Any other consideration as listed in the State of Texas Local Government Code.
XIV. Confidentiality of Information in Bids or Proposals
• Trade secrets and confidential information in competitive sealed bids are not open for public inspection.
• If provided in a request for proposals, proposals shall be opened in a manner that avoids disclosure of
the contents of competing offerors and keeps the proposals secret during negotiations.
• Texas Government Code Chapter 252 - All proposals are open for public inspection after the contract is
awarded, but trade secrets and confidential information in the proposals are not open for public
inspection.
XV. Request for Qualifications (RFQ) – The Professional Services Purchasing
Texas Government Code Chapter 2254 defines a specific procedure the City must follow before awarding a
contract for professional services provided by a certified public accountant; architect; land surveyor;
physician or surgeon; optometrist; registered nurse; forensic analyst or forensic science expert; real estate
appraiser; professional engineer or interior design. The City must make the award based on demonstrated
competence and qualifications to perform the services. The City shall first select the most highly qualified
provider, then attempt to negotiate with the provider a contract for a fair and reasonable price.
Texas Government Code Title 10, Chapter 2254. Professional Services are defined as the following:
accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional
engineering, real estate appraising, or professional nursing, forensic science, provided in connection with the
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professional employment or the practice of a person licensed or registered as a certified public accountant,
architect, landscape architect, land surveyor, a physician (including a surgeon), an optometrist, a professional
engineer, state certified or state licensed real estate appraiser, a registered nurse or a forensic analyst or
forensic expert provided by a person lawfully engaged in interior design, regardless of whether the person is
registered as an interior designer under Chapter 1053, Occupations Code.
Personal and professional services are exempted from the competitive bidding process and are procured
through the use of Request for Qualifications (RFQ) documents. Purchasing is available to consult with
departments regarding the preparation of information; however, the presentation of technical and
qualifications aspects of personal and/or professional services included in the RFQ documents is the sole
responsibility of the requesting department.
A. Professional Services rendered by members of a recognized profession as defined by Texas Government
Code Sec. 2254.002 or who possess special skills, which are mainly mental or intellectual, rather than
physical or manual. Texas Local Government Code Sec. 252.022(a) (4) exempts professional services from
competitive bidding requirements.
B. Consulting Services
The service of studying or advising the City under a contract does not involve the traditional relationship
of employer and employee.
XVI. State Contracts and Interlocal Agreements
As provided in Section 271.083 of the Local Government Code, the City may buy items from State contracts.
This section of the Code requires local governments to designate a single point of contract (SPOC) to process
orders. Purchasing is the only designated representative (SPOC) authorized to process requisitions with the
State General Services Commission. Some Federal (GSA) contracts offered through the State may be used
by the City without need for competitive bidding. In all cases involving cooperative purchasing programs,
the Purchasing Department will assist in obtaining comparative pricing to ensure the best value is obtained
for the City.
XVII. Interlocal Agreements
As provided in Chapter 791, Texas Government Code and Chapter 271.102 of the Local Government Code,
the City may enter into an Interlocal agreement with another public entity in the United States for the
purposes of pooling resources to obtain favorable pricing for goods and services. Interlocal Agreement
and Cooperative purchases require City Council approval if exceeding $100,000.00.
XVIII. Other Cooperative Purchasing Programs
Purchasing has established several cooperative purchasing agreements with many public entities (State and
City) approved by City Council. Among them are the Houston-Galveston Area Council of Governments
(HGAC), Omnia Partners, the Local Government Purchasing Cooperative (Buy Board), and others. Complete
list of Cooperative Purchasing agreements may be found at S drive> City Share> Purchasing> Interlocal
Agreement folder. All agreements are established for the purpose of achieving maximum savings to the City
throughpooling economic buying power. A purchase from an approved cooperative satisfies the
requirement for competitive bidding.
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XIX. Disaster Purchases
In the event of a tornado, flood, civil riot, or other declared disaster, the City may need to temporarily adjust
its purchasing procedures to meet the needs of the residents. Purchasing will strive to make sure purchases
meet the federal guidelines outlined in 2 CFR 200.317-326. Purchases not following the guidelines in this set
of regulations may not be eligible for FEMA reimbursement.
Purchasing will take the following actions when making purchases submitted to FEMA for reimbursement.
(This list is not all-inclusive):
Carefully document each purchase.
Include the method used to obtain the good or service.
Include the vendors who were contacted for a quote.
Include HUB vendors in the bidding process.
Include the advertisement.
Include the justification for a particular vendor's selection.
Maintain oversight of contractors to ensure their performance is in accordance with the terms, conditions,
and specifications of the contract or purchase order. Avoid the acquisition of duplicative or unnecessary
items. Use excess or surplus property in lieu of purchasing new equipment and property wherever possible
whenever such use is feasible and reduces project costs. Use Value Engineering clauses in construction
contracts to allow for reasonable opportunities for cost reductions.
Purchases must be conducted in a manner that allows for full and open competition. Small purchases of
up to$100,000.00 must be awarded to the lowest responsible bidder. Three (3) or more quotes must be
obtained, and HUB vendors must be invited to provide a quote. Larger purchases of $100,000.00 or more
are subject to competitive bids or proposals. The City will follow the guidelines set forth in 2 CFR 200.317-
326 to ensure that all processes are documented and all responsible bidders have the opportunity to
participate.
No employee, officer, or manager may participate in the selection, award, or administration of a
contract supported by a federal award (FEMA) if they have a real perceived conflict of interest.
Purchase may be made using Texas-based cooperative contracts, however, purchasing must provide
FEMA with proof the contract was bid and awarded in accordance with 2 CFR 200.317-326 in order to
obtain reimbursement.
Piggyback contracts are generally not eligible for FEMA reimbursement. These should be avoided when
making purchases following a disaster. Non-competitive (sole source) purchases are permitted under
the following conditions:
The item is available only from a single source.
The public exigency or emergency for the requirement will not permit a delay resulting from
competitive solicitation.
The Federal awarding agency or pass-through entity expressly authorizes
non-competitive proposals in response to a written request from the City of The Colony. After a
solicitation of a number of sources, competition is deemed inadequate. City will have as many pre-
disaster contracts in place as possible in order to be prepared for a catastrophic event. These contracts
will be current, and purchasing will provide all required documentation to FEMA upon request.
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XX. State Law Regarding Historically Underutilized Business Enterprises
Under the Local Government Code, Historically Underutilized Businesses (HUB) requires the City send
quotations to at least two HUB businesses for all purchases total between $10,000.00 and $100,000.00,
if available. The business must be listed on the State's HUB list
https://mycpa.cpa.state.tx.us/tpasscmblsearch/
Local Government Code requires all Texas governmental entities to contact at least two (2) disadvantaged
businesses on a rotating basis when making any expenditure of more than $10,000.00 but less
than$100,000.00. The disadvantaged businesses contacted must be based on information provided by the
Office of Small Business Assistance of the Texas Department of Commerce. If the list fails to identify a
disadvantaged business in the county in which the City is situated, or if the purchase declared as an
emergency, the City is exempt from this requirement.
XXI. Exemptions from the Competitive Sealed Bid Process
State of Texas Local Government Code Section 252.022 General Exemptions allows certain exemptions to
the Competitive Sealed Bid.
Purchasing made because of a public calamity requires the immediate appropriation of money to
relieve the necessity of the municipality's residents or to preserve the property of the municipality.
Purchasing necessary to preserve or protect the public health or safety of the municipality's
residents.
Purchasing necessary because of unforeseen damage to public machinery, equipment, or other
property.
Purchasing for personal, professional, or planning services.
Purchasing for work performed and paid for by the day as the work progresses.
Purchase of land or right-of-way.
Purchasing of items that are available from only one source, including:
• Patents, copyrights, secret processes, or natural monopolies;
• Films, manuscripts, or books;
• Gas, water and other utility services;
• Captive replacement parts or components for equipment;
• Books, papers, and other library materials for a public library that are only from
persons holding exclusive distribution rights to the materials; and
• Management services provided by a nonprofit organization to a municipal museum,
park, zoo, or other facility to which the organization has provided significant financial
or other benefits.
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Purchase of rare books, papers, and other library materials for a public library.
Paving, drainage, street widening, and other public improvements, or related matters, if at least
one-third of the cost is to be paid by or through special assessments levied on property that will
benefit from the improvements.
A public improvement project, already in progress, authorized by the voters of the municipality, for
which there is a deficiency of funds for completing the project in accordance with the plans and
purposes authorized by the voters.
A payment under a contract by which a developer participates in the construction of a public
improvement as provided by Subchapter C, Chapter 212.
Personal property sold:
1. At an auction by a state licensed auctioneer;
2. At a going out of business sale held in compliance with Subchapter F, Chapter 17,
Business and Commerce Code;
3. By a political sub-department of this state, a state agency of this state, or an entity of the
federal government; or
4. Under a lnter-local contract for cooperative purchasing administered by a regional planning
commission established under Chapter 391.
Services performed by blind or severely disabled persons.
Goods purchased by a municipality for subsequent retail sale by the municipality.
Electricity
Advertising, other than legal notices.
This chapter does not apply to bonds or warrants issued under Subchapter A, Chapter 571.
This chapter does not apply to expenditures by a municipally owned electric or gas utility or unbundled
Departments of a municipally owned electric or gas utility in connection with any purchases by the
municipally owned utility or Departments of a municipally owned utility made in accordance with
Purchasing procedures adopted by a resolution of the body vested with authority for management and
operation of the municipally owned utility or its departments that sets out the public purpose to be achieved
by those procedures. This subsection may not be deeded to exempt a municipally owned utility from any
other applicable statute, charter provision, or ordinance.
This chapter does not apply to an expenditure described by Section 252.021(a) if the governing body of a
municipality determines that a method described by Subchapter H, Chapter 271, provides a better value for
the municipality with respect to the expenditure than the procedures described in this chapter and the
municipality adopts and uses a method described in that subchapter with respect to the expenditure.
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XXII. Brand Name or Equal Specifications
Brand name specifications list a good or service by brand name, model and other identifying specifications
to limit the bidding to a single preferred product. This type of specification discourages competition and
should be avoided unless the item is the only one that will satisfy the City's requirements. It is useful when
purchasing replacement parts where only the brand name item will work. It should be noted that the City might
have to explain in a court of law why another brand will not work, so this type of specification should be used
judiciously. Equal specifications are similar to brand name specifications, except that equal products are
acceptable in place of the named brand.
XXIII. Bonding Requirements
Bids may be subject to bonding requirements. Typically, a bid bond is required for all The Colony projects or
on bids exceeding a specified dollar level, unless City Manager Office states otherwise. This ensures if the
bidder attempts to withdraw after the bid is accepted, the City will not suffer loss.
In Texas, the successful bidder on a public works contract exceeding a dollar level set by law must post a
performance bond. The successful bidder on any other contract exceeding certain dollar levels may have to
post a performance bond if required by the City.
Surety companies authorized to do business in this State should execute the bonds and be verified by The
Colony staff or consultants.
The City should always consider the ramifications in deciding whether to require a bond when there is a
choice. If there is a substantial risk of loss, a bond should be required. The cost of bonding will undoubtedly
be passed along in the contract price.
Bid Bonds
Bid Bonds guarantee that if the City accepts a bid, the contractor will take the job. Each bid shall be
accompanied by an acceptable bid bond issued by a surety licensed to conduct business in the State
of Texas in the amount of 5% of the greatest total amount of Bid. Bid security shall be made payable
to, and shall revert to, the City of The Colony in the event the successful Bidder shall fail to execute
the contract and/or Performance and Payments Bonds, if required, within fifteen (15) days after
receipt of the contract for execution. The City of The Colony reserves the right to retain the Bid
Security of the next two lowest bidders until low bidder enters into contract or until 120 days after
bid opening, whichever is shorter. All other bid security will be returned as soon as practicable. If a
Bidder refuses to enter into a contract, the City of The Colony will retain the Bid Security as
liquidated damages, but not as a penalty.
Payment Bond
A payment bond says the contractor will make all necessary payments to subcontractors and
suppliers It is the security executed by the contractor and the Surety, furnished to the City to
guarantee payment of all legal debts of the contractor pertaining to the contract. The Texas
Government Code mandates that a municipality contracting for public work in excess of $100,000.00
shall require its contractor to execute a payment bond.
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Performance Bond
A Performance bond says the project will be finished according to the terms of the contract. It is
the security executed by the contractor and the Surety, furnished to the City to guarantee the
completion of the work in accordance with the terms of the contract. A performance bond is
required if the total contract price exceeds $100,000. The contractor shall guarantee all public
improvements for a period of two (2) years after the date of final acceptance by the City. A
maintenance bond shall be in an amount equal to twenty-five (25) percent of the cost of
construction.
Maintenance Bond
Maintenance bonds, otherwise known as warranty bonds, protect the Obligee (Owner) of a
completed construction project from defects beyond the end of the specified warranty period.
Frequently mistaken for insurance, maintenance bonds are not insurance policies.
XXIV. Sales Tax Exemption Administration for Public Works and Construction Contracts
The City of The Colony is exempt from Texas sales and use tax on qualifying tangible personal property
incorporated into public works and construction projects. Project Managers, Purchasing, and Finance personnel
shall administer construction contracts in accordance with applicable provisions of the Texas Tax Code and 34
Texas Administrative Code (TAC) § 3.291, Contractors.
Prior to solicitation, Project Managers shall coordinate with Purchasing to ensure bid and contract documents
include the City's sales tax exemption requirements and clearly communicate the contractor's responsibility to
separately identify materials incorporated into the project from labor and other project-related costs. During pre-
bid meetings and contract negotiations, staff should advise prospective contractors that only qualifying materials
incorporated into the completed project may be eligible for the City's sales tax exemption.
Bidders shall separately identify the cost of materials to be incorporated into the completed project from labor
and all other project-related costs within their bid or proposal submission. Material costs identified in the
solicitation response may be used to establish the extent of the City's sales tax exemption and incorporated into
the final contract documents.
Following contract award and prior to commencement of work, the contractor shall provide a detailed cost
breakdown identifying:
Tangible personal property that will be incorporated into and become a permanent part of the completed project;
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and
Labor, supervision, equipment, tools, machinery, rentals, leases, fuel, office expenses, temporary facilities, repair
parts, consumable supplies, overhead, and other costs that do not become a permanent part of the completed
project.
Project Managers are responsible for monitoring contractor compliance with sales tax exemption requirements
throughout the life of the project. This includes reviewing bids, schedules of values, pay applications, change
orders, and supporting documentation to ensure qualifying incorporated materials remain segregated from
taxable costs.
The City shall provide exemption documentation for qualifying incorporated materials when applicable.
Contractors remain responsible for complying with all applicable Texas sales and use tax requirements and for
properly remitting taxes on taxable purchases used in the performance of the work.
In accordance with 34 TAC § 3.291, the City's sales tax exemption generally applies only to qualifying tangible
personal property incorporated into the real property improvement. Equipment, machinery, tools, fuel, rentals,
leases, temporary facilities, repair parts, office supplies, consumable materials, and similar items used by the
contractor in performing the work remain taxable, regardless of whether the project is performed for a tax-
exempt governmental entity.
When questions arise regarding the taxability of an item, service, or project cost, Project Managers shall consult
with Purchasing prior to approving the contractor's proposed tax treatment. Purchasing shall provide guidance
and, when necessary, coordinate with Finance or the City's Attorney to ensure compliance with applicable laws
and regulations.
Failure by a contractor to properly segregate exempt and taxable costs may result in the denial of the City's sales
tax exemption, disallowance of claimed exempt costs, adjustment of contract payments, or other remedies
available under the contract.
XXIV.XXV. Insurance Requirements
Whenever the City contracts with an outside party (Contractor, consultant or vendor) for goods or services,
the bid or request for proposal that is released to the public should include the indemnity clause (hold
harmless clause), along with a contractual agreement to be executed on award of the contract that transfers
the risk of the project from the City to the contractor. Because the contractor may or may not have the
financial resources to handle the risks transferred in the contract, the City may require insurance be
purchased and maintained by the contractor for financial security.
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Most contracts are tailored for individual projects and programs; therefore, certain elements of the
insurance required should be addressed in every contract document. One of the most important elements
is the actual insurance coverage, which includes the coverage types and limits dependent upon the nature
of the project program.
Although not all types and levels of insurance are required for every project (and limits will vary by
exposure), understanding the coverages provided by these policies is important to assure all of the City's
potential liabilities and exposures from the project are property protected. Should any questions arise about
the amounts and types of insurance requirements the initiating department should contact the Purchasing
Manager.
XXV.XXVI. Insurance
Insurance shall be maintained by the contractor/vendor in accordance with the following:
Except as otherwise specified in the contract, the contractor and their subcontractors of any tier are
required to maintain insurance coverage with policy limits not less than those set forth in this policy. They
are also required to always maintain this coverage at their own expense during the performance of the work.
It shall be the responsibility of the contractor and any subcontractors to maintain adequate insurance
coverage and to ensure all subcontractors are adequately covered at all times. Failure of the contractor and
his subcontractors to maintain adequate coverage shall not relieve them of any contractual responsibility of
obligation.
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CERTIFICATES OF INSURANCE
Prior to commencing work and at the time of execution of the contract and each subcontract, the contractor
and his subcontractors shall furnish the City of The Colony with certificates of insurance as evidence the
policies providing the required coverage and limits of insurance are in full force and effect. The certificates
of insurance shall name the City as an additional insured where applicable on both Automobile and General
Liability policies. The certificates shall provide any company issuing an insurance policy for the work under
contract shall provide, in writing, no less than 30 days' advance notice of cancellation, nonrenewal, or
material change in the policy of insurance. In addition, the contractor shall immediately provide written
notice to the City of The Colony when a decision to cancel, terminate, or alter any insurance policy.
Certificates of insurance for contractor and subcontractor-furnished insurance and notices or cancellations,
terminations, or alterations of such policies shall be mailed to:
Purchasing
City of The Colony
6800 Main Street
The Colony, TX 75056
COMMERCIAL GENERAL LIABILITY
This insurance shall be an "occurrence" type policy written in comprehensive form and shall protect the
contractor, their subcontractors, and the additionally insured against claims arising from bodily injury,
sickness, disease or death of any person other than the contractor's employees, as well as damage to
property of the City of The Colony or others arising out of an act of omission of the contractor,
subcontractor, or their Managers or employees. This policy shall also cover Premises, Operations,
Independent Contractors, Products/completed operations, Personal Injury, Contractual Liability, Damage to
property rented by the City. The liability shall not be less than:
General Aggregate: $2,000,000
Bodily Injury and Property Damage Each
Occurrence: $1,000,000
Products and Completed Operations
Aggregate: $2,000,000
BUSINESS AUTOMOBILE LIABILITY
This insurance shall be written in the comprehensive form and shall protect the contractor and his
subcontractors and the additional insured against all claims of others arising from the use of motor vehicles,
whether they are owned, non-owned, or hired. The limit of liability shall not be less than:
Bodily Injury: $500,000 per person
$1,000,000 per occurrence
Property Damage: $100,000
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Or Combined Single limit: $1,000,000
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It is understood the purpose of the insurance required is to cover any liability that may result, not only against
the contractor/vendor but also against the City, as a result of contractor/vendor performance of a contract
or work performed within the City of The Colony. Therefore, such insurance shall not include any exclusion,
which may be relied upon to cause the City not to be covered. Generally, the insurance coverage provided by
a company rated A+ or A in the current Best Key Rating Guides.
All insurance other than Worker's Compensation shall be of the occurrence type.
WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY
The insurance shall protect the contractor and the subcontractors against all claims under applicable state
works' compensation laws. The insured shall agree to hold the City harmless from claims for injury, disease,
or death of employees which, for any reason, may not fall within the provision of workers' compensation
law. The limits carried under part two, Employers Liability shall be:
Bodily Injury by Accident $1,000,000 Each Accident Bodily Injury
by Disease $1,000,000 Each Employee Bodily Injury
by Disease $1,000,000 Policy Limit
INDEMNIFICATION
For the consideration included in the bid price, the contractor and their subcontractors shall pay, indemnify,
and hold harmless the City, its Managers, guests, consultants, invitees, and employees for all suits, actions,
claims, demands, damages, losses, expenses, including attorney fees, court costs and judgement of every
kind and description to with the City, its Managers, guests, consultants, invitees, or employees may be
subjected to by property damage; reason of injury to persons; death; omission; negligence or gault of the
contractor, its subcontractors, their Managers, or employees committed in connection with this contract,
contractor's performance hereof or any work performed hereunder.
The contractor and his subcontractor shall indemnify and hold harmless the City, its Managers, employees
and consultants \including the Engineer), from and against all claims, demands, actions, suits, damages,
losses, expenses, costs including attorney fees, court costs and judgements of every kind and description
arising from, based up on, or arising out of the violation of any federal, state, country, or city law, bylaw,
ordinance or regulation by the contractor, its Managers, trainees, invitees, servants, and employees.
WAIVER OF SUBROGATION
The contractor and his subcontractors shall require their insurance carrier, with respect to all insurance
policies, to waive all rights of subrogation against the City of The Colony, its commissioners, partners, officials,
directors, officers, Managers and employees and against all other contractors and subcontractors.
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CONTRACTOR SAFETY SPECIFICATIONS
City safety personnel or any supervisor may, but is not required to, order work be stopped if a condition of
immediate danger is found to exist. Nothing contained herein shall be construed to shift responsibility or risk
of loss for injuries or damage sustained as a result of a violation of the Article from the contractor to the City
of The Colony, its employees or Managers. The contractor shall remain solely and exclusively responsible for
compliance with all safety requirements and for the safety of all persons and property at the project site.
The parties hereto expressly agree the obligation to comply with applicable safety provisions is a material
provision of the contract and a duty of the contractor. The City of The Colony reserves the right to require
demonstration of compliance upon reasonable request. In the event the contractor is unable to demonstrate
compliance with the safety provisions of the contract, the parties agree that such failure is deemed to be a
material breach of agreement; and the contractor agrees that upon such breach, all work pursuant to the
contract shall terminate until demonstration to the City of The Colony that the safety provisions of the
agreement have been complied with. In no event shall action or failure to act on the part of the City of The
Colony be construed as a duty to enforce the safety provisions of the agreement nor shall it be construed to
create liability for the city, its employees or Managers, for any act or failure to act in respect to the safety
provisions of the agreement.
Safety Equipment - The contractor shall be responsible for the safety equipment to be used by its employees
and/or all of its subcontractors working on the City of The Colony's property. This equipment will include, but
may not be limited to, hard hats, safety belts or harnesses, eye, face, hand, ear, or hearing protection. Sport
or athletic type shoes not considered suitable work shoes on any construction site.
Purchasing Subject to Federal Funding
The United States Office of Management and Budget (0MB) issued the Uniform Guidance, which reforms
rules applicable to entities receiving federal grant funding by streamlining and superseding eight 0MB
circulars (A-21, A-87, A-122, A-110, A-102, A- 133, A-50 and A-89). The new Purchasing standards are found
in Subpart D: Post Federal Award Requirements: 2 CFR §200.317 through §200.326 and became effective
December 26, 2014. The 0MB issued addenda to the Uniform Guidance, including its final addendum on May
17, 2017, indicating implementation of the new Purchasing standards and following the OMB's prior guidance
during the allotted grace periods. The new Purchasing standards will apply to new and incrementally funded
awards, and implementation will commence on October 1, 2019.
A. Notice of Adoption
The City of The Colony elected to utilize the extension offered by the United States Office of Management
and Budget (0MB) for implementation of the new Purchasing standards accompany the Uniform
Guidance. Per an addendum issued by the 0MB on May 17, 2017, the new standards will apply starting
with fiscal years beginning on or after October 1, 2018, thereby applying to the City in Fiscal Year 2020.
B. Compliance
In compliance with Federal and State rules, all local government purchasing entities are required to check
the list of vendors excluded from doing business at the federal level by utilizing the federal Excluded
Persons List System (EPLSJ. No contract awarded to any person/entity listed on the EPLS system.
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Users can access the EPLS system at www.sam.gov to perform a search for excluded vendors or contact
purchasing for assistance.
NOTE: This requirement is mandatory for any Purchasing transaction regardless of funding stream.
C. Additional Standards
In addition to the City's adopted procedures described above, which are incorporated herein by
reference, the City shall abide by the following purchasing procedures applicable to Purchasing subject
to federal funding as referenced in 2 C.F.R. 200: Uniform Administrative Requirements, Cost Principals
and Audit Requirements for Federal Awards (Uniform Guidance), which is hereby incorporated by
reference.
Compliance Requirements - Purchasing
The following is an overview of the Purchasing standards and procedures applicable when procuring property
and services under a Federal award in accordance with 2 CFR §200.317 through §200.326, which are hereby
incorporated by reference.
The City, as a non-Federal entity other than State, will follow §200.318 General Purchasing standards through
§200.326 Contract provisions. [See §200.317].
A. Purchasing Procedures
The City will use its own documented Purchasing procedures, which reflect applicable State and local
laws and regulations, provided the purchases conform to applicable Federal statutes and the Purchasing
requirements identified in 2 CFR part 200. [See §200.318(a)].
B. Conflicts of Interest/Standards of Conduct
The City will maintain written standards of conduct covering conflicts of interest and governing the
actions of its employees engaged in the selection, award and administration of contracts.
1. No employee, officer, or Manager may participate in the selection, award, or administration of a
contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a
conflict of interest would arise when the employee, officer, or Manager, any member of his or her
immediate family, his or her partner, or an organization which employs or is about to employ any of
the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a
firm considered for a contract.
2. Officers, employees, and Managers of the City may neither solicit nor accept gratuities, favors, or
anything of monetary value from contractors or parties to subcontracts. However, non-Federal
entities may set standards for situations in which the financial interest is not substantial or the gift is
an unsolicited item of nominal value.
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3. If the City has a parent, affiliate, or subsidiary organization not a state, local government, or Indian
tribe, the City will also maintain written standards of conduct covering organizational conflicts of
interest. Organizational conflicts of interest mean that because of relationships with a parent
company, affiliate, or subsidiary organization, the City is unable or appears to be unable to be
impartial in conducting a Purchasing action involving a related organization.
4. The City will disclose any potential conflicts of interest in writing to the Federal awarding agency or
pass-through entity in accordance with applicable Federal awarding agency policy. [See 2 CFR
§200.112]. Additionally, the City will disclose, in a timely manner, in writing to the Federal awarding
agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity
violations potentially affecting the Federal award. Further, if applicable, the City will make post-
award reports as provided by Appendix XII to Part 200. Failure to make a required disclosure may
result in any number of significant remedies, including suspension or debarment. [See 2 CFR
§§200.113 & 200.338].
5. Violations of this policy may result in disciplinary action consistent with City disciplinary policy,
including but not limited to dismissal. Further, violations referred to the appropriate law
enforcement agency for investigation and possible prosecution.
C. Oversight
Once the Contract is awarded, oversight must be maintained to ensure contractors perform in
accordance with the terms, conditions, and specifications of their contracts or purchase orders.
All proposed purchasing actions reviewed to avoid the purchase of unnecessary or duplicative items.
Where applicable, consideration is given to consolidating or breaking out Purchasing to obtain a more
economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives,
and any other appropriate analysis to determine the most economical approach.
D. State and Local Intergovernmental Agreements
The City may enter into state and local intergovernmental agreements where appropriate for Purchasing
or use of common or shared goods and services. [See §200.318(e)] Federal excess and surplus property
may be used in lieu of purchasing new equipment and property whenever such use is feasible and
reduces project costs. [See §200.318(()]
E. Construction Project Contracts
Construction project contracts of sufficient size may use value engineering clauses, as defined in
§200.318(g) to offer reasonable opportunities for cost reductions.
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F. Awarding Contracts
Contracts awarded only to responsible contractors possessing the ability to perform successfully under
the terms and conditions of a proposed Purchasing. Consideration will be given to such matters as
contractor integrity, compliance with public policy, record of past performance, and financial and
technical resources, as well as whether the contractor is suspended or debarred from receiving federal
funds. [See §200.318(h)]. The City will maintain records sufficient to detail the history of Purchasing in
accordance with §200.318(i).
The City, in accordance with provisions set forth in §200.3180), may use a time and materials type
contract only after a determination no other contract is suitable and if the contract includes a ceiling
price that the contractor exceeds at its own risk.
G. Contract Disputes
The City alone shall be responsible, in accordance with good administrative practice and sound business
judgment, for the settlement of all contractual and administrative issues arising out of Purchasing
pursuant to provisions set forth in §200.318(k).
H. Competition
All Purchasing transactions will be conducted in a manner providing full and open competition consistent
with the standards of §200.319.
In order to ensure objective contractor performance and eliminate unfair competitive advantage,
contractors that develop or draft specifications, requirements, statements of work, or invitations for bids
or requests for proposals excluded from competing for such purchasing. Some of the situations
considered restrictive of competition include but are not limited to:
1. Placing unreasonable requirements on firms in order for them to qualify to do business;
2. Requiring unnecessary experience and excessive bonding;
3. Noncompetitive pricing practices between firms or between affiliated companies;
4. Noncompetitive contracts to consultants that are on retainer contracts;
5. Organizational conflicts of interest;
6. Specifying only a "brand name" product instead of allowing "an equal" product to be offered and
describing the performance or other relevant requirements of the Purchasing; and
7. Any arbitrary action in the Purchasing process. §200.319(a)
I. Geographical Limitation
Unless specifically excepted as provided in §200.319(b), the City will conduct Purchasing in a manner that
prohibits the use of statutorily or administratively imposed state or local geographical preferences in the
evaluation of bids or proposals.
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J. Procedure Requirements
In accordance with the provisions indicated in §200.319(c), the City's written procedures for Purchasing
transactions shall incorporate a clear and accurate description of the technical requirements for the
material, product, or service to be procured and include all requirements which the offerors must fulfill
and all other factors to be used in evaluating bids or proposals.
All prequalified lists of persons, firms, or products which are used in acquiring goods and services shall
be kept current and include enough qualified sources to ensure maximum open and free competition,
and potential bidders will not be precluded from qualifying during the solicitation period. [See
§200.319(d)].
K. Methods of Purchasing with Federal Funds
The City will use one of the following five Purchasing methods as discussed in 2 CFR §200.320 when
making purchases with federal funds. Should State or local Purchasing requirements applicable to a
purchase with federal funds be more restrictive than Federal requirements, the more restrictive
requirements or methods will be followed. The type of Purchasing process to use will depend on the cost
and type of services or item(s) being purchased:
• Micro-purchase
• Small purchase procedures
• Sealed bids
• Competitive proposals
• Noncompetitive proposals (sole source)
L. Contracting with Small and Minority Businesses, Women's Business Enterprises, and Labor Surplus Area
Firms
The City takes all necessary affirmative steps as described in §200.321 to assure minority businesses,
women's business enterprises, and labor surplus area firms are used when possible.
M. Purchasing of Recovered Materials
If applicable, the City and its contractors will comply with section 6002 of the Solid Waste Disposal Act,
as amended by the Resource Conservation and Recovery Act. [See §200.322]. This provision applies to a
non-Federal entity that is a state agency or an agency of a political sub-department and its contractors.
N. Contract Cost and Price
The City will abide by the provisions of §200.323 including, but not limited to performing a cost or price
analysis and negotiating profit as discussed therein.
Federal Awarding Agency or Pass-Through Entity Review
In accordance with §200.324, the City will make available upon request from the Federal awarding agency or
pass-through entity:
A. Technical specifications on proposed Purchasing where the Federal awarding agency or pass-
through entity believes such review needed to ensure the item or service specified one being
proposed for acquisition
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B. Purchasing documents, such as requests for proposals or invitations for bids, or
independent cost estimates, for pre-Purchasing review, under the circumstances listed therein.
Additionally, §200.326(c) provides an exemption to the pre-purchasing review if it is determined
Purchasing systems comply with the standards of this part. To this end, the City may request
Purchasing system be reviewed by the Federal awarding agency or pass-through entity to determine
whether the system meets federal standards in order for the system to be certified; or the City may
also self-certify its Purchasing system in accordance with the provisions in §200.324(c), which does
not preclude Federal awarding agency or pass-through entity right to survey the system.
Contract Provisions
Pursuant to §200.326 the City will include in all federally-funded contracts, the applicable provisions
described in Appendix II to 2 CFR Part 200 - Contract Provisions for non-Federal Entity Contracts under Federal
Awards.
XXVI. Contractual Agreements for Services
1. Introduction and Purpose
Written contracts are essential tools for protecting the interests of the City and ensuring transparency,
accountability, and legal enforceability in the procurement of services. Clear contractual agreements help
prevent misunderstandings, define responsibilities, and minimize financial, legal, and operational risk. They
provide a definitive record of the terms under which services are performed, and funds are expended.
By requiring all service-related procurements, whether for infrastructure, operations, or professional
consulting—to be documented through formal contracts, the City ensures:
Compliance with Texas state law;
Consistency and fairness in vendor relationships;
Clear scope, cost, and performance expectations;
Improved audit readiness and financial control.
This section establishes the City's minimum standards for contract formation, execution, and management
and applies uniformly across departments.
2. Legal Authority
This section is adopted in accordance with the following laws and administrative requirements:
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Texas Government Code § 2252.904(b): Requires formal written agreements for governmental
service contracts.
Texas Government Code § 2252.032: Establishes requirements for public works contracts and
retainage handling.
Texas Government Code Chapter 2254: Governs procurement of professional services (e.g.,
engineers, architects, attorneys).
Texas Administrative Code Title 34, § 20.221(g): States that contracts are not binding unless signed
by all parties.
Texas Business and Commerce Code § 26.01: Requires written contracts for agreements not
performable within one year.
3. Applicability
This section applies to:
All City departments and divisions;
All service-related procurements, including:
o Public works services (construction, improvements, infrastructure repair);
o Non-public works services (consulting, IT, maintenance, administrative support, or other
general services);
o Professional services (licensed engineers, architects, legal, financial, or similar services).
4. Requirements for Contract Use
4.1 Written Contract Requirement
All service agreements must be documented in a written contract executed by all required parties
before services commence.
No verbal agreements, emails, or memorandum of understanding shall substitute for a contract.
4.2 Public Works Contracts
Must include:
o A clear scope of work, payment terms, retainage clauses (if applicable), and duration.
o Provisions compliant with Gov’t Code § 2252.032 on retainage, including limits on how
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much retainage a municipality can withhold on public works contracts.
o Though the Code specifies maximum limits on how much retainage a municipality
can withhold on public works contracts, it specifies no minimum amount of
retainage that a municipality must withhold. Therefore, this policy does not require
retaining be withheld. Rather, the policy of the City as it relates to retainage is
simply that staff shall adhere to the contract and that contracts shall adhere to the
Code.
o Execution by the City Manager (or designee) and approval as required by purchasing
thresholds.
Filed with the City Secretary and assigned a contract number by Finance or Procurement.
4.3 Non-Public Works / General Service Contracts
Must include:
o Defined deliverables, pricing, terms, and responsibilities.
o Review by the City Attorney for legal sufficiency if the value exceeds $9,999.99 or includes
liability clauses.
o Approval by the Department Head and execution by the City Manager or their designee.
4.4 Professional Services Contracts
Must comply with Gov’t Code Chapter 2254:
o Selection based on qualifications (not price bidding);
o Negotiation of fair and reasonable compensation;
o Formal written agreement approved and executed by appropriate authority.
5. Contract Execution and Filing
No contract is valid or binding until:
o Reviewed (if required);
o Signed by all parties;
o Assigned a contract number by Procurement or Finance;
Formatted
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o Filed in the City’s official contract management system;
o Retained according to records retention policies.
6. Contract Monitoring and Amendments
Departments are responsible for:
o Tracking contract performance and deliverables;
o Ensuring compliance with terms;
o Managing timelines, invoicing, and renewals.
Contract amendments (scope, cost, term) must be:
o In writing;
o Approved and executed in the same manner as the original agreement.
7. Compliance and Enforcement
Failure to comply with this section may result in:
o Suspension of payment;
o Return of unauthorized invoices;
o Corrective action, including potential disciplinary measures.
o
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XXVII. Signature Authority Matrix
The City has established a Signature Authority Matrix to define the levels of approval required for the
authorization of invoice payments and other disbursements of City funds. The matrix assigns approval authority
based on an employee's position and the dollar amount of the expenditure, ensuring that payments are
reviewed and approved by individuals with the appropriate level of responsibility and oversight.
The Signature Authority Matrix serves as an internal control designed to promote accountability, safeguard
public funds, ensure compliance with adopted budgets and purchasing requirements, and provide a consistent
approval process throughout the organization. No employee may approve of a disbursement that exceeds their
delegated authority as established in the matrix.
All invoices and payment requests must be approved in accordance with the Signature Authority Matrix prior
to processing. Approval authority may not be delegated unless specifically authorized by the City Manager or
otherwise provided for by City policy. The Finance Department is responsible for maintaining and enforcing the
approved Signature Authority Matrix and may reject payment requests that do not contain the required
approvals.
The Signature Authority Matrix is incorporated into this policy and may be updated administratively as
organizational positions, responsibilities, or operational needs change. Any revisions shall be approved in
accordance with the City's established administrative procedures.
Position Approval Authority Authorized To Approve
Division Manager Up to $10,000 Departmental purchase orders, payment authorizations, routine
service contracts, invoices, and travel/expense reports.
Department Director Up to $50,000 All items authorized by the Division Manager, plus larger programmatic
expenditures.
Assistant City Manager Up to $100,000 All items authorized by the Department Director, plus larger
programmatic expenditures.
City Manager or Designee Over $100,000
Council-delegated contract awards, Capital Improvement Project
contracts, real property agreements, major procurements, and
strategic initiatives.
Signature Authority Requirements
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1. Approval authority shall be exercised only within the monetary limits established in this policy.
2. Purchases, contracts, change orders, invoices, or other expenditures shall not be divided, split, or otherwise structured
to circumvent approval authority thresholds.
3. Any delegation of signature authority must be documented in writing and approved by the City Manager.
4. The City Manager may require additional review or approval for sensitive, high-risk, or unusual transactions regardless of
dollar amount.
5. Signature authority under this policy does not supersede any approval requirements established by City Charter, City
Code, state law, purchasing policy, budget authorization, or City Council action.
6. All approvals must be supported by sufficient documentation demonstrating compliance with applicable purchasing,
contracting, and budgetary requirements.
XXVIII. Surplus and Excess Property Disposal
Purpose
The purpose of this section is to establish a standardized process for the identification, disposition, sale, transfer, and
disposal of surplus or excess City-owned property in a manner that promotes transparency, accountability, efficiency,
and compliance with applicable laws and City policies.
Definitions
Surplus Property – Any City-owned property, equipment, material, vehicle, furniture, technology asset, or other item that is
no longer needed, used, or economically useful to the department to which it was assigned.
Excess Property – Any City-owned property determined to be in excess of operational needs, including items that have been
replaced, become obsolete, are non-functional, or are no longer required for service delivery.
Authority
The City Manager, or designee, shall have the ultimate authority to determine the appropriate disposition method for all
surplus or excess property owned by the City.
The Purchasing Division shall be responsible for coordinating and administering the disposition process for surplus and
excess property in accordance with this policy.
Identification of Surplus Property
Departments shall periodically review City-owned property assigned to their department and identify items that are
surplus or excess to operational needs.
Prior to disposal, departments shall complete a Surplus / Excess Property Disposal Request Form and submit the form to
the Purchasing Division. The form shall include, at a minimum:
Description of the property
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207
City of The Colony Finance Department
6800 Main Street, The Colony, TX 75056 • 972-624-3145
PURCHASING PROCESS CHECKLIST
Asset tag, serial number, or VIN if applicable
Condition of the property
Estimated value
Reason for disposal
Any special handling requirements
Confirmation regarding data storage or data wiping requirements for technology assets
Department Head approval
Public Sales and Auctions
Whenever practical, surplus or excess property shall be sold through a public and competitive process, including online
auction platforms approved by the City.
The Purchasing Division shall manage the sale or auction process, including listing preparation, photographs, bidder
coordination, documentation, and final disposition.
City employees may purchase surplus or excess City property only through the same public sale or auction process
available to the general public.
Technology and Data Security
Departments shall coordinate with the Information Technology Division, when applicable, to ensure all data is properly
removed or destroyed from electronic devices prior to disposition.
No technology asset containing confidential, sensitive, or protected information shall be released for sale or disposal
until appropriate data destruction procedures have been completed.
Recordkeeping
The Purchasing Division shall maintain records related to the disposition of surplus and excess property, including:
Disposal request forms
Sale or auction documentation
Final disposition method
Revenue received
Supporting approvals
Records shall be retained in accordance with the City’s records retention requirements and applicable law.
Compliance
All departments shall comply with this policy when disposing of City-owned property. Unauthorized disposal, sale,
transfer, or removal of City property is prohibited.
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208
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2026 - ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, AMENDING THE CITY’S FINANCE POLICY
SECTION 100.07- PURCHASING FOR THE CITY OF THE COLONY,
TEXAS; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING
FOR AN IMMEDIATE EFFECTIVE DATE.
WHEREAS, on September 2, 2025, the City of The Colony adopted a revision to the
Purchasing Policy Manual; and
WHEREAS, the City Council of the City of The Colony, finds and determines the City’s
Purchasing Policy Manual, attached hereto as Exhibit A, should be amended to address revisions
that are administrative in nature and are intended to provide clearer guidance to City staff while
promoting consistency in the administration of purchasing and financial processes.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF THE COLONY, TEXAS:
SECTION 1. The findings set forth above are hereby found to be true and correct findings
of the City and are incorporated into the body of this Resolution as if fully set forth herein.
SECTION 2. The City Council of the City of The Colony, Texas, does hereby approve
the amended Purchasing Policy Manual, a copy of which is attached hereto as Exhibit A, and is
incorporated herein for all purposes.
SECTION 3. If any section, article paragraph, sentence, clause, phrase or word in this
Resolution, or application thereto to any persons or circumstances, is held invalid or unconstitutional
by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining
portions of this Resolution; and the City Council hereby declares it would have passed such remaining
portions of this Resolution despite such invalidity, which remaining portions shall remain in full force
and effect.
SECTION 4. This Resolution shall become effective immediately upon passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, THIS THE 7TH DAY OF JULY 2026.
______________________________
Richard Boyer, Mayor
City of The Colony, Texas
209
ATTEST:
___________________________________
Tina Stewart, TRMC, CMC, City Secretary
APPROVED AS TO FORM:
_______________________________
Jeffrey L. Moore, City Attorney
210
Exhibit A
[Amended Purchasing Policy Manual]
211
Agenda Item No: 5.3
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: regular agenda items
Suggested Action:
Discuss and consider the appointment, evaluation, reassignment, or duties of board members from
various advisory boards. (Council)
Background:
212
Agenda Item No: 6.1
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session
Suggested Action:
Council shall convene into a closed executive session pursuant to Section 551.071 of the Texas
Government Code to receive legal advice from its attorney regarding pending litigation: TOCA Colony,
LLC v. Blue Sky Sports Center, LP, and the City of The Colony, Texas.
Background:
213
Agenda Item No: 6.2
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session
Suggested Action:
Council shall convene into a closed executive session pursuant to Section 551.071 of the Texas
Government Code to seek legal advice from the city attorney regarding pending or contemplated
litigation or settlement offer: Lewisville ISD v. Deirdre A. Furtado, City of The Colony, Texas, Cause No.
25-12207-467, 467th Judicial District Court, Denton County, Texas.
Background:
214
Agenda Item No: 6.3
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session
Suggested Action:
A. Council shall convene into a closed executive session pursuant to Sections 551.072 and 551.087 of
the Texas Government Code to deliberate regarding purchase, exchange, lease or value of real property
and commercial or financial information the city has received from a business prospect(s), and to
deliberate the offer of a financial or other incentive to a business prospect(s).
Background:
215
Agenda Item No: 7.1
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session action
Suggested Action:
Any action as a result of executive session regarding pending litigation: TOCA Colony, LLC v. Blue Sky
Sports Center, LP, and the City of The Colony, Texas.
Background:
216
Agenda Item No: 7.2
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session action
Suggested Action:
Any action as a result of executive session regarding pending litigation: Lewisville ISD v. Deirdre A.
Furtado, City of The Colony, Texas, Cause No. 25-12207-467, 467th Judicial District Court, Denton
County, Texas.
Background:
217
Agenda Item No: 7.3
CITY COUNCIL Agenda Item Report
Meeting Date: July 7, 2026
Submitted By: Ana Alvarado
Submitting Department: City Secretary
Item Type: Discussion
Agenda Section: executive session action
Suggested Action:
A. Any action as a result of executive session regarding purchase, exchange, lease or value of real
property and commercial or financial information the city has received from a business prospect(s), and
the offer of a financial or other incentive to a business prospect(s).
Background:
218