8939 - Contract Executed
Docusign City Council Transmittal Coversheet
File Name
Purchasing Contact
City Council Target Date
Piggy Back Option
Contract Expiration
Ordinance
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
Christina Dormady
PSA
Recovery Services - Property
8939
No
DECEMBER 16, 2025
DECEMBER 16, 2026
25-2234
1
AGREEMENT FOR PROPERTY DAMAGE (THIRD PARTY RESPONSIBLE) RECOVERY
SERVICES [PRS Agreement Number 20-4301]
This Agreement for Property Damage (Third Party Responsible) Recovery Services (“Agreement”) is
made and entered into by and between Peachtree Recovery Services, Inc., (“Product or Service Provider”
or “PRS”) and the City of Denton (“CLIENT”) and is effective on the date signed by both of them (the
“Effective Date”.)
RECITALS
WHEREAS, CLIENT is a municipal government or consolidated municipal/county government of the
State of Texas; and
WHEREAS, CLIENT is eligible to purchase the Services described below (“Services”) in accordance
with the terms of this Agreement, for use by such municipal governments; and
WHEREAS, CLIENT and PRS acknowledge that this Agreement is solely between CLIENT and PRS;
and
WHEREAS, PRS warrants that it provides the Services in compliance with all applicable laws and
standards applicable to PRS’s industry; and
WHEREAS, PRS warrants that it has and will keep in effect at its sole expense all licenses, permits,
qualifications, and approvals which are legally required to provide the Services; and
WHEREAS, Exhibits A.1, A.2, A.3, and A.4 are incorporated in this Agreement as if fully restated;
NOW THEREFORE, for and in consideration of the foregoing Recitals and the mutual promises,
covenants and agreements contained herein, and other good and valuable consideration, the receipt and
sufficiency of which are hereby acknowledged, CLIENT and PRS (each individually a “Party” and
collectively the “Parties”) agree to the Recitals above and as follows.
1. Services and Compensation
PRS will perform the services described in the Statement of Work attached as Exhibit A.1 for the
compensation described below. PRS does not provide any form of legal or tax services pursuant to this
Agreement.
a. PRS shall retain nineteen per cent (19%) of all amounts recovered for each claim after deduction of
any Paid Administrative Fee, any PRS Reimbursed Expenses, and any CLIENT Litigation
Costs (each defined in Exhibit A.1). PRS shall forward the remaining eighty-one percent (81%) for
each claim to CLIENT.
b. PRS shall pay CLIENT thirty (30) days in arrears on a monthly basis for damage claims recovered
during the previous month. Such payments shall be accompanied by an emailed or other electronic
progress report in a form similar to the form included in Exhibit A.2. PRS always will include the
Agreement number on such reports.
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c. PRS shall provide such payments and reports to the primary contact at CLIENT set forth in
“Notices” below, and CLIENT shall notify PRS promptly of any change to the primary contact or
the primary contact’s information.
2.
d. PRS shall not perform services for CLIENT except those listed in Exhibit A.1.
Performance Standards for Services and Compliance with Laws
PRS shall use its best efforts and work diligently to perform the services. PRS will comply with laws,
ordinances, rules, and regulations that directly apply to its rendering of services to CLIENT pursuant to
this Agreement. In the event it appears to CLIENT that PRS is failing to substantially comply with the
quality of services or the specified completion schedule of its duties under the Agreement, Client shall
provide written notice thereof to PRS. The notice must identify specific incidents or circumstances
comprising the conditions of the complaint. As soon as possible after receipt of said notice, the
appropriate representatives of both parties shall meet to discuss the conditions of the complaint.
3. Confidential Information and Open Records Act Compliance
Confidential Information. PRS will obtain electronic access to non-public information relating to CLIENT
and CLIENT’s property by providing a copy of this Agreement to the entity that manages electronic
databases containing such information. PRS agrees that it will only use the non-public information in these
databases in order to perform the Services. PRS reviews the information on the electronic databases and does
not download or copy information from the databases into its own information systems or paper files.
PRS affirms that it does not need to create or maintain custody of personally identifiable information that
must be safeguarded under applicable law in order to perform the Services. Personally identifiable
information includes the following: dates of birth, phone numbers, emails and account numbers of
individuals, social security numbers, medical information, or information commonly used in identity theft.
To the extent PRS reviews such information in the electronic databases, PRS shall not make any record of
such information and shall maintain the confidentiality of such information.
Notwithstanding the above, PRS will maintain contact information, checks, and other banking information
from responsible third parties and their insurance carriers. PRS shall safeguard such information as it
safeguards its own financial account information and shall keep the information confidential.
PRS will not accept credit card payments from responsible third parties and will not maintain any payment
card information as a result of this Agreement.
Open Records Act Compliance. If disclosure of information covered by this Agreement is required pursuant
to the Texas Open Records Act (i.e., § 550.065, et. seq.) or other state or federal law (18 USC 2721), the
recipient may make the required disclosure provided that the recipient must, if permitted by law, advise the
other party promptly of the request for disclosure and cooperate with the other party in responding to it. The
parties shall clearly identify any document or types of documents submitted to each other that include trade
secrets and submit an affidavit with respect to such documents in accordance with Texas Government Code
§ Section 552.110. The parties will follow the provisions of the Texas Government Code § Section 552.110
with respect to any requests under the Texas Government Code (§ 552, et. seq.) for such documents.
4. Term
This Agreement shall be effective on the Effective Date and shall continue for three years unless
terminated by either Party in accordance with the Termination provisions of this Agreement. This
Agreement shall be renewed upon notice by the CLIENT for two additional one year terms at the sole
option of the CLIENT under the updated terms and conditions negotiated between the Client and PRS
and provided by PRS to Client at least ninety (90) days prior to the end of the three-year term, unless
otherwise terminated in accordance with the Termination
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provisions or unless either Party notifies the other in writing at least sixty (60) days prior to the end of the
term of a desire not to renew.
5. Indemnification – Intentionally Omitted
6. Insurance
PRS shall maintain, throughout the term of this Agreement, at its own expense comprehensive general
liability insurance that includes contractual liability, with limits of no less than $1,000,000 per occurrence
and $2,000,000 aggregate and professional liability (errors & omissions) insurance with limits of no less
than $1,000,000 per claim and $2,000,000 aggregate. If such insurance is written on a claims-made form,
it shall continue for three years following termination of this Agreement. Said insurance policies shall
cover all activities performed by PRS, its agents, officers, and employees under this Agreement. The
coverage shall contain no special limitations on the scope of protection afforded to CLIENT.
During the term of this Agreement, PRS shall fully comply with worker compensation laws. Said
compliance shall include, but not be limited to, maintaining in full force and effect one or more policies
insuring against any liability PRS may have for worker's compensation if such a policy is required by law.
7. Federal Work Authorization Affidavit
PRS performs services for CLIENT as a result of this Agreement and compensation for services may
exceed the minimum set forth in Texas Government Code Section 2264.102, as amended from time to
time. Pursuant to Texas Government Code Section 2264.103, for as long as this Agreement remains in
effect, PRS will be registered with and participate in the federal work authorization program to verify
the immigration status of newly hired employees (“e-Verify”). PRS shall complete and execute the
Service Provider E-Verify Compliance Affidavit attached as Exhibit A.3 to this Agreement, or a similar
affidavit that meets the requirements of the law.
If PRS subcontracts any services described in this Agreement, PRS shall require the subcontractor to attest
to its compliance with Texas Government Code Section 2264.103, as amended from time to time, and
complete and execute the Subcontractor to a Service Provider E-Verify Compliance Affidavit attached as
Exhibit A.4 or a similar subcontractor affidavit that meets the requirements of the law. PRS shall
maintain any completed affidavit and make a copy of it available to CLIENT upon request. PRS shall
ensure that any subcontractor E-Verify affidavit becomes a part of its agreement with the subcontractor.
8. Notices
All notices under this Agreement shall be in writing and shall be delivered (a) personally, with a copy by
email; (b) by overnight courier, with a copy by email; or (c) by United States mail, registered or certified,
return receipt requested, postage prepaid, with a copy by email. Notices shall be deemed received on
the date of personal delivery, the date of action receipt as indicated on the delivery invoice or return receipt
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or the date receipt is refused; whichever is earlier. Notices shall be sent to the parties at the addresses
set forth below, or at such other addresses as the parties may provide in writing from time to time.
CLIENT:
Tiffany Harris, Risk Manager
601 E. Hickory St.
Denton, TX 76201
Tiffany.harris@cityofdenton.com
940-349-7822
PRS:
Peachtree Recovery Services, Inc.
Todd Rhoad
CFO
7778 McGinnis Ferry Road #306
Suwanee, GA 30024
(678) 230-7594
todd.rhoad@peachtreers.com
9. Termination
a. Termination by CLIENT.
Termination for Cause. CLIENT shall have the right to terminate this Agreement: if PRS
commits a material breach of this Agreement and fails to cure such breach within thirty (30)
days after receiving written notice of the breach and CLIENT’s intention to terminate the
Agreement unless cured.
Termination for Convenience. CLIENT may terminate this Agreement for convenience
with thirty (30) days written notice to PRS.
b. Termination by PRS.
PRS may terminate this Agreement for any reason with one hundred twenty (120) days
prior written notice to CLIENT.
c. Effect of Termination.
Upon receipt of notification that this Agreement will be terminated, PRS shall notify the primary
contact at any governmental entity that manages access to non-public databases of the date of the
termination. Then PRS shall take all other necessary steps to terminate the access to such databases
that was granted to PRS solely as a result of this Agreement.
Upon receipt of notification that this Agreement will be terminated, PRS will notify all contacts for
open claims of the date the Agreement will terminate and provide instructions for the contact to
communicate directly with CLIENT about the open claims after that date.
If PRS receives a payment for a claim after the termination date, PRS shall forward the entire
payment to CLIENT without deducting any amount from the payment.
No later than one hundred twenty (120) days after the termination date, PRS shall provide CLIENT
an electronic copy of all documents PRS developed or maintained on behalf of CLIENT in order
to provide the Services.
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10. Survival
The terms of the following Sections shall survive any termination of this Agreement:
Ownership and Use of Work Product
Confidential Information
Indemnification
Notices
Effect of Termination
Miscellaneous (Waiver and Severability, Governing Law, Dispute Resolution, No Third
Party Beneficiaries, Records Maintenance, Retention and Audit)
11. Miscellaneous
a. Waiver and Severability. The waiver of one breach or default under this Agreement will not
constitute the waiver of any subsequent breach or default. Any provision of this Agreement held
to be illegal or unenforceable will be deemed amended to conform to applicable laws or regulations,
or if it cannot be so amended without materially altering the intention of the parties, it will be
stricken and the remainder of this Agreement will continue in full force and effect.
b. Governing Law. This Agreement will be governed in all respects by the laws of the state of
Texas, without regard to any conflict of laws principles, decisional law, or statutory provision
which would require or permit application of another jurisdiction’s substantive law. The Parties
agree that the venue of any legal or equitable action that arises out of or relates to this Agreement
shall be a court of competent subject matter jurisdiction in the county in which CLIENT is located
and the parties hereby consent to the jurisdiction of such court.
c. Dispute Resolution.
i. The Parties shall attempt in good faith to resolve any dispute arising out of or relating to
this Agreement promptly by negotiations between those who have authority to settle the
controversy. Within ten (10) business days after receipt of the notice, the receiving Party
shall submit to the other a written response. The notice and the response shall include (1)
a statement of each Party's position and a summary of arguments supporting that position,
and (2) the name and title of the person who will represent that Party and of any other
person who will accompany that person. Within ten (10) business days after delivery of
the disputing Party's notice, the representatives of both Parties shall meet at a mutually
acceptable time and place, and thereafter as often as they reasonably deem necessary, to
attempt to resolve the dispute. All reasonable requests for information made by one Party
to the other will be honored.
ii. All negotiations pursuant to this clause will be confidential and shall be treated as
compromise and settlement negotiations for purposes of the Federal Rules of Evidence and
the rules of evidence of any state.
d. No Third Party Beneficiaries. There are no intended third party beneficiaries to this Agreement.
e. Excused Performance. Neither CLIENT nor PRS shall be deemed to be in default of this Agreement
or be liable for any delay or failure in performance, resulting directly or indirectly from any act of
the elements, civil or military authority, civil disturbance, war, strike, fire, earthquake or other
cause beyond its control. The time within which PRS is required to perform in accordance with
the terms and conditions of this Agreement shall be extended for any delays caused in whole or in
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part by CLIENT, provided however, that CLIENT notifies PRS in writing within ten (10) business
days of discovering such delays. PRS shall immediately notify the City of Denton Procurement
Manager by telephone (to be confirmed in writing within five (5) calendar days of the inception of
such occurrence) and describe at a reasonable level of detail the circumstances causing the non-
performance or delay in performance.
f. Records Maintenance, Retention and Audits. PRS shall maintain all records pertaining to this
Agreement until the earlier of the date PRS delivers an electronic copy of such records to CLIENT
or five years after termination of this Agreement. PRS’s accounting procedures and practices shall
conform to generally accepted accounting principles. Upon the request of CLIENT after reasonable
notice to PRS, PRS shall make available to CLIENT such records as may be necessary to enable
CLIENT to conduct an audit to assure that the appropriate fees have been charged to CLIENT.
Authorized representatives of CLIENT may at all reasonable times have access to review and
inspect the Agreement activities and data collected under the terms of this Agreement and any
amendments thereto. If CLIENT desires to conduct an audit of all or a portion of claims filed on
behalf of CLIENT and the amounts paid to CLIENT, it may do so after providing thirty (30) days
written notice to PRS. All books, documents, plans, papers, records, drawings, studies,
specifications, estimates, maps and computations, prepared by or for the PRS under the terms of
this Agreement, shall be available to authorized representatives of CLIENT for inspection and
review at all reasonable times in the general offices of CLIENT or the office of PRS as determined
by CLIENT. PRS shall correct, at its expense, any errors in its work. If any errors result in additional
amounts due to CLIENT, PRS shall forward such additional amounts to CLIENT promptly.
g. Subcontracting Performance of Services. PRS may subcontract with engineers, experts and others to
provide assistance to PRS in the valuation of claims without first obtaining CLIENT’s written
consent. PRS may subcontract the performance of other portions of the Services only with
CLIENT’S prior written consent.
h. Assignment of Agreement. PRS may not assign this Agreement.
i. Binding Agreement. This Agreement shall be binding upon and inure to the benefit of the legal
representatives, successors and permitted assigns of the Parties.
j. No other Agreement; Modification. This Agreement sets forth the entire understanding of the
Parties with respect to the subject matter and supersedes any prior negotiations, understandings or
agreements with respect to the subject matter hereto. Except as expressly set forth herein, neither
Party has made any statement, representation or warranty in connection herewith which has been
relied upon by the other party or which acted as an inducement for the other Party to enter into
this Agreement. This Agreement may only be modified by a writing signed by both Parties.
k. Changes in PRS Organization. PRS shall notify CLIENT in writing within five (5) business days
upon PRS taking any action to change its corporate structure, including voluntary or involuntary
bankruptcy proceedings, company mergers, company acquisitions, changes in corporate names,
changes in corporate officers, changes in governing structure, and similar relevant information.
Such notification shall identify how the change in corporate business structure will impact CLIENT,
including payments to PRS, and PRS shall identify how these impacts to CLIENT will be
mitigated.
l. Drug-Free Workplace. PRS certifies that a drug-free workplace will be provided for PRS's
employees during the performance of this Agreement.
m. Execution in Counterparts. This Agreement may be executed in any number of counterparts, each of
which when so executed shall be deemed to be an original and all of which counterparts of this
Agreement taken together shall constitute one Agreement.
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In witness whereof, the Parties have executed this Agreement and it is effective on the Effective Date.
(CLIENT) Peachtree Recovery Services, Inc. (PRS)
By: By:_
Name: Name:
Title: Title:
Date: Date:
State of Texas
County of _______________________
Sworn to and subscribed before me on the __________ day of __________, 20______, by
______________________ [Name of Principal Signer].
(Seal) _________________________
Notary Public Signature
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
11/21/2025
CFO
Todd Rhoad
CITY OF DENTON
12/17/2025
Sara Hensley
City Manager
8
EXHIBIT A.1
STATEMENT OF WORK
Peachtree Recovery Services, Inc. (PRS) will identify the potential damaged CLIENT property
claims through online review of police reports and referrals, determine through various means
the third party responsible for the damage, and invoice and collect from the third party or the
third party’s insurance carriers on CLIENT property damage claims. PRS will perform the
following duties as part of its service.
Duties Performed by PRS
A. Process Development
PRS will develop a process for identification of damaged property, identification of the third
party responsible for the damage, identification of the third party’s insurance coverage, and
development of the cost of damages.
1. PRS shall have and exercise specific methodology authority over the method and
manner of damage claim information collection and submission to the responsible
party or their insurance carrier.
2. PRS shall monitor all statutes of limitations and make proper notice on all claims
submitted, including maintaining a status report of all pending claims that specifies
the expiration date of the corresponding statute of limitation. However, PRS shall
have no liability for any statute of limitation or notification issues.
3. Retention of Counsel and Legal Expenses. PRS may recommend claims for litigation. The
City of Denton (“CLIENT”) is responsible for all aspects and expenses of the litigation
process on any claim, including but not limited to the engagement of attorneys, filing
fees and court costs. PRS shall never engage an attorney or file a legal action on behalf
of CLIENT.
4. Non-litigation. Except when CLIENT’s insurance carrier is or will be involved with a
loss, PRS has complete authority to submit, sign notice of claim forms, compromise,
settle and release third parties from claims for property damage owed to CLIENT, so
long as the amount of recovery to be paid in settlement will be 75% or more of the base
damages (the amount billed minus any charged Administrative Fees and Expenses), and
to execute such documents that are necessary to its exercise of this authority. If the
amount of recovery to be paid in settlement will be less than 75% of the base damages
amount, PRS shall obtain written approval from CLIENT to perform any such tasks. If
CLIENT’s insurance policy requires the claim to be subrogated to the
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insurance carrier or requires the amount received to be returned to the insurance
carrier, PRS shall obtain written approval from CLIENT to perform any such tasks.
5. PRS will monitor all statutes of limitations and make proper notice on all claims,
including maintaining a status report on all pending claims that specifies the
expiration date of the corresponding statute of limitation for each claim. PRS is not
liable for any statute of limitation or notification issues.
6. Recovery of claims less than three thousand dollars ($3000) by PRS will be attempted for
up to two hundred seventy days. At that time PRS will cease recovery efforts and allow
for a potential response from the responsible party and/or their insurance company. If
unrecovered after twelve (12) months and no promise of payment has been established,
PRS will close the claim as “further efforts not warranted,” provided that PRS shall
promptly notify CLIENT of any decision to close such claim, and, thereafter, CLIENT
shall be entitled to pursue such claim itself or through a third-party without any further
or other obligations to PRS hereunder relative to such claim. If a promise of payment
is established then the claim will remain open for an additional ninety (90) days.
B. Monitoring and Assessment of Damages
PRS shall monitor electronic databases containing non-public CLIENT information for damage
to CLIENT’s roads and facilities. PRS generally shall use its own data to estimate costs for all
property damage. However, if PRS does not have appropriate data to make an assessment,
CLIENT will assist PRS as needed to determine the costs of damage. PRS maintains relevant
damage data on the following highway facilities:
1. Signs
2. Guardrail
3. Intelligent Transportation Management System (ITMS) facilities
4. Lighting
5. Signals
6. Paving
7. Bridges
8. Drainage Structures
9. Hazmat incidents
10. CLIENT vehicles and off road equipment except totaled vehicles and equipment
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C. Identification and Pursuit
PRS shall to the extent possible:
1. Identify the individual(s) and/or company which caused the damage
2. Identify responsible third parties
3. Identify available insurance coverage maintained by the responsible third party/ies
4. Identify the specific damage to property and potential return
5. File any insurance claims with the third party’s insurance carrier and pursue the
maximum recovery available for the CLIENT
6. Support queries and inquiries about submitted claims
7. Interact with CLIENT offices of [enter departments, such as Safety and Legal
Services]as appropriate, to support negotiations with responsible individuals or parties
and/or their representatives (such as their insurance companies) regarding:
a. Payment process for non-insured motorists
b. Legal actions against responsible parties
c. Court Appearances
D. Documentation
PRS shall prepare the following:
1. Repair estimates
2. Invoices
3. Cover Letters
4. Other documentation and resources as required
E. Reporting
1. PRS shall provide electronic Monthly Reporting in a form similar to the report attached
as Exhibit A.2 to the Agreement, which shall include on a per-claim basis, the total
amount requested on behalf of CLIENT, the portion of that amount that was a Charged
Administrative Fee, the portion of that amount that was an Expense, a description of
the Expense, the amount recovered, the date of receipt, the amount compromised in
settlement, the amount retained by PRS as a Paid Administrative Fee or Reimbursed
Expense, and the amount forwarded to CLIENT.
F. Administration Fee
PRS may add to the damage claim filed a reasonable fee of no more than five hundred dollars
($500.00) for any claim for which the third party’s insurance carrier has additional requirements
during negotiations (“Charged Administrative Fee.”) A Paid Administrative Fee means an
Administrative Fee or a portion of an Administrative Fee that was fully paid by the third party’s
insurance carrier as part of the damages “on top” of the base damage claim, and therefore
may be deducted from the amount recovered and may be retained by PRS. For example, if PRS
submits a damage recovery claim in the amount of $4,500.00, which includes a base recovery
claim of $4,000.00 plus a Charged Administrative Fee of $500.00, and the responsible third
party pays the entire $4,500.00, then the $500.00 is a Paid Administrative
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Fee. PRS will deduct the $500.00 from the amount recovered and use $4,000 as the recovery
amount when calculating the percentage due to CLIENT. In contrast, if the responsible third
party pays only $4,000.00, there is no Paid Administrative Fee and PRS will use the entire
amount recovered ($4,000.00) when calculating the percentage of the recovery amount due
to CLIENT. Administration fees will be retained by PRS.
G. Expenses and CLIENT Litigation Costs
a. PRS Charged Expenses. PRS may incur reasonable expenses in performing the Services,
such as expenses for structural engineering or technical certified expert reports, and
may add the amount of those expenses to the damage claim filed. Such expenses are
“PRS Charged Expenses and must be approved by the client prior to incurring the
expense
b. PRS Reimbursed Expenses are the entire PRS Charged Expense or a portion of the PRS
Charged Expense that was paid by the third party as part of the damages “on top” of
the base damage claim. PRS will deduct Reimbursed Expenses from the amount
recovered and retain them, and will not include the amount of Reimbursed Expenses
when calculating the percent of the recovery amount to forward to CLIENT. For
example, if PRS incurs an Expense of $50.00 when preparing a $4,000.00 claim, PRS will
request $4,050.00 from the responsible third party, with $50.00 being the PRS Charged
Expense. If the responsible third party pays $4,050.00, the $50.00 is a Reimbursed
Expense. PRS will keep the $50.00 and use $4,000.00 when calculating the percentage
of recovery amount due to CLIENT. In contrast, if the third party pays only
$4,000.00, PRS will not receive reimbursement for the expense and will calculate the
amount due CLIENT on the entire amount received.
c. CLIENT Litigation Costs. CLIENT is responsible for all costs of litigation, including costs
related to preparation of documents, depositions and court reported or recorded
statements, expert witness fees, and attorneys’ fees. CLIENT will include such costs in
the litigated claim for damages. When the litigated claim is settled outside of court or
resolved in court, the recovery amount first will be reduced by the amount of CLIENT’s
Litigation Costs before the remainder of the recovery amount is allocated between the
Parties. If PRS receives the payment, PRS will forward to CLIENT the entire amount of
CLIENT’s Litigation Costs and CLIENT’s portion of the remaining recovery amount to
which CLIENT is entitled. If CLIENT receives the recovery amount directly, CLIENT will
retain the entire amount of CLIENT’s Litigation Costs and will forward to PRS the portion
of the remaining recovery amount to which PRS is entitled.
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Duties of CLIENT
A. Required Claims Referral When Damage is not Covered Under
CLIENT’s Insurance Policy
1. To prevent duplication of efforts, CLIENT, at its discretion, shall refer Property Damage
(Third Party Responsible) claims in excess of one hundred dollars ($100) that are not
covered under the CLIENT’s insurance policies to PRS or notify PRS in writing of its
decision to pursue a claim on its own. CLIENT will refer such claims to PRS in an
electronic format, whenever reasonably possible. PRS will not be responsible for such
claims under one hundred dollars ($100).
2. Claims referred to PRS by CLIENT under this subsection generally cannot be recalled by
CLIENT prior to the expiration of 12 months. However, if CLIENT desires to cancel the
claim, CLIENT may notify PRS that the claim is cancelled and PRS shall no longer pursue
it.
B. Permitted Claims Referral When Damage is Covered Under
CLIENT’s Insurance Policy
1. CLIENT is solely responsible for filing claims with its own insurance carrier as it desires.
Such claims include claims related to property damage caused by a third party that are
covered by the insurance policy.
2. CLIENT may, but is not required, to refer Property Damage (Third Party Responsible)
claims that are covered under the CLIENT’s insurance policies to PRS as an alternative
to filing such claims with the CLIENT’s insurance policy, or in addition to filing such
claims with the CLIENT’s insurance policy.
3. Once CLIENT has referred a claim to PRS, the CLIENT generally may not recall the claim
prior to the expiration of 12 months. However, if CLIENT has submitted a claim for
damages to its insurance carrier and the carrier has not denied coverage for the claim,
the CLIENT may recall the claim at any time in order to comply with the requirements
of its insurance policy. PRS will have no rights to recoveries or fees for a claim paid by
CLIENT’s insurance carrier or for which CLIENT’s insurance carrier has rights of
subrogation.
4. If CLIENT’s insurance carrier has paid CLIENT for a loss that includes PD3 losses for
which PRS has obtained a recovery, CLIENT is solely responsible for notifying its
insurance carrier of the recovery and complying with the reimbursement provisions of
the insurance policy.
C. Cooperation
CLIENT shall appoint a primary contact who will receive monthly reports, provide guidance to
PRS about property valuations when necessary, approve or arrange for the approval of
settlements as necessary, and otherwise provide reasonable assistance to PRS in the
performance of this Agreement.
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EXHIBIT A.2
Sample Monthly Report
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Date of
Accident
Police
Report
#
PRS
File #
Damaged
Property
Claim
Status
Total
Requested
Date
Requested
Charged
Admin
Fee
PRS
Charged
Expense
Expense
Description
Client
Litig.
Costs
Total
Recovered
%
Recovered
Date of
Receipt
Net Amount
Recovered
(after
deduction of
Paid
Administrativ
e Fees,
Reimbursed
Expenses,
Client Litig.
Costs)
Amount
Due to
Client
Number
of Days
to
Recover
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
16
Exhibit A.3
SERVICE PROVIDER E-VERIFY COMPLIANCE AFFIDAVIT
By executing this affidavit, the undersigned Service Provider named below, which is an individual, firm,
or corporation engaged in the physical performance of services in Texas under a contract with the [Name
of CLIENT], affirms that it has registered with, is authorized to use and uses the federal work authorization
program commonly known as E-verify, or any subsequent replacement program, in accordance with the
applicable provisions and deadlines established in Texas Government Code Section 2264, et. seq.
Furthermore, Service Provider will continue to use the federal work authorization program throughout the
contract period and will contract for the performance of services in satisfaction of such contract only with
subcontractors who present to Service Provider an affidavit containing the information required by
Texas Government Code Section 2264, et. seq. The undersigned Service Provider attests that its federal
work authorization user identification number and date of authorization are as follows:
___ Federal Work Authorization User Identification Number Date of Authorization
Service Provider: Project:
Peachtree Recovery Services, Inc. Property Damage (Third Party Responsible)
Recovery Services
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _, 20 , in (city), (state).
BY: Service Provider Authorized Officer or Agent Date
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 20
Notary Public
My Commission Expires:
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
17
SERVICE PROVIDER SUBCONTRACTOR
E-VERIFY COMPLIANCE AFFIDAVIT
Exhibit A.4
By executing this affidavit, the undersigned subcontractor named below, which is an individual, firm,
or corporation engaged in the physical performance of services in Texas under a contract with the
Peachtree Recovery Services, Inc., affirms that it has registered with, is authorized to use and uses the
federal work authorization program commonly known as E-verify, or any subsequent replacement
program, in accordance with the applicable provisions and deadlines established in Texas Government
Code Section 2269, et. seq. Furthermore, the undersigned subcontractor will continue to use the federal
work authorization program throughout the contract period. The undersigned subcontractor attests that
its federal work authorization user identification number and date of authorization are as follows:
Federal Work Authorization User Identification Number Date of Authorization
Name of Subcontractor Name of Project
I hereby declare under penalty of perjury that the foregoing is true and correct.
Executed on _, 20 , in (city),
(state).
BY: Subcontractor Authorized Officer or Agent Date
Printed Name and Title of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 20
Notary Public
My Commission Expires
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
IN WITNESS WHEREOF, the parties of these presents have executed this agreement in the year
and ay first above written.
THIS AGREEMENT HAS BEEN
BOTH REVIEWED AND APPROVED
as to financial and operational obligations
and business terms.
_______________ ________________
SIGNATURE PRINTED NAME
__________________________________
TITLE
__________________________________
DEPARTMENT
ATTEST:
INGRID REX, CITY SECRETARY
BY: _______________________________
APPROVED AS TO LEGAL FORM:
MACK REINWAND, CITY ATTORNEY
BY: _______________________________
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
Human Resources
HR Director
Megan Gilbreath
CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined
by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a) and by City of Denton
Ethics Code, Ordinance 18-757.
By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the
date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a
misdemeanor.
1 Name of vendor who has a business relationship with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day
after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information in this section is being disclosed.
Name of Officer
Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section
176.003(a)(2)(A). Also describe any family relations hip with the local government officer. This section, (item 3 including subparts A, B, C & D), must be
completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.00 1(1-a), Local Government Code.
Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in
this section AND the taxable income is not received from the local governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer
or director, or holds an ownership of one percent or more?
Yes No
D. Describe each employment or business and family relationship with the local government officer named in this section.
4
I have no Conflict of Interest to disclose.
5
Signature of vendor doing business with the governmental entity Date
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
Peachtree Recovery Services, Inc.
X
11/21/2025
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy
reference, below are some of the sections cited on this form.
Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the
parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local
governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by,
and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):
(A) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a family member of the officer that
results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during
the 12-month period preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more
than $100 in the 12-month period preceding the date the officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code § 176.006(a) and (a-1)
(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member
of the officer, described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the
aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day
after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or
(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another
writing related to a potential contract with the local governmental entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a family member of the officer,
described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a); or
(C) of a family relationship with a local government officer.
City of Denton Ethics Code Ordinance Number 18-757
Definitions:
Relative: a family member related to a City Official within the third 3rd degree of affinity (marriage) or consanguinity (blood or adoption)
City Official: for purpose of this article, the term consists of the Council Members, Department Heads, or member of the Board of Ethics, Planning
and zoning Commission Members, Board of Adjustment, Historic Landmark Commission, or Public Utilities Board
Vendor: a person who provides or seeks to provide goods, services, and/or real property to the City in exchange for compensation. This definition
does not include those property owners from whom the City acquires public right-of-way or other real property interests for public use.
Per the City of Denton Ethics Code, Section 2-273. – Prohibitions
(3) It shall be a violation of this Article for a Vendor to offer or give a Gift to City Official exceeding fifty dollars ($50.00) per gift, or multiple gifts
cumulatively valued at more than two hundred dollars ($200.00) per a single fiscal year.
Per the City of Denton Ethics Code, Section 2-282. – Disposition (b), (5) Ineligibility
If the Board of Ethics finds that a Vendor has violated this Article, the Board may recommend to the City Manager that the Vendor be deemed
ineligible to enter into a City contract or other arrangement for goods, services, or real property, for a period of one (1) year.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
Docusign Envelope ID: 09E0A233-8BCA-4131-8759-B0469F344B61
Certificate Of Completion
Envelope Id: 09E0A233-8BCA-4131-8759-B0469F344B61 Status: Completed
Subject: Please DocuSign: City Council Contract 8939 Recovery Services - Property
Source Envelope:
Document Pages: 20 Signatures: 6 Envelope Originator:
Certificate Pages: 6 Initials: 1 Christina Dormady
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
christina.dormady@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
11/20/2025 4:18:57 PM
Holder: Christina Dormady
christina.dormady@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Christina Dormady
christina.dormady@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 198.49.140.10
Sent: 11/20/2025 4:29:29 PM
Viewed: 11/20/2025 4:29:40 PM
Signed: 11/20/2025 4:30:22 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 47.186.215.183
Signed using mobile
Sent: 11/20/2025 4:30:25 PM
Viewed: 11/20/2025 6:25:49 PM
Signed: 11/20/2025 6:26:26 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Marcella Lunn
marcella.lunn@cityofdenton.com
Senior Deputy City Attorney
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address:
2600:6c56:7f00:dc2:6d94:2382:b3b7:27d4
Sent: 11/20/2025 6:26:28 PM
Viewed: 11/20/2025 9:08:52 PM
Signed: 11/20/2025 9:10:50 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Todd Rhoad
todd.rhoad@peachtreers.com
CFO
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 2601:cd:c601:2ef0::b236
Sent: 11/20/2025 9:10:53 PM
Viewed: 11/21/2025 7:57:17 AM
Signed: 11/21/2025 7:58:36 AM
Electronic Record and Signature Disclosure:
Accepted: 11/21/2025 7:57:17 AM
ID: 60e3b9e0-6c5c-4127-8785-fad50efc3526
Signer Events Signature Timestamp
Megan Gilbreath
Megan.gilbreath@cityofdenton.com
HR Director
City of Denton - Human Resources
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 209.55.117.179
Sent: 11/21/2025 7:58:40 AM
Viewed: 11/21/2025 8:13:43 AM
Signed: 11/21/2025 8:13:52 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 198.49.140.10
Sent: 11/21/2025 8:13:55 AM
Viewed: 12/17/2025 10:16:03 AM
Signed: 12/17/2025 10:16:48 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Sara Hensley
sara.hensley@cityofdenton.com
City Manager
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Sent: 12/17/2025 10:16:51 AM
Viewed: 12/17/2025 10:28:04 AM
Signed: 12/17/2025 10:28:31 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Ingrid Rex
Ingrid.Rex@cityofdenton.com
Deputy City Secretary
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Sent: 12/17/2025 10:28:34 AM
Resent: 12/19/2025 8:20:18 AM
Viewed: 12/19/2025 10:18:36 AM
Signed: 12/19/2025 11:29:05 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 11/20/2025 4:30:25 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Carbon Copy Events Status Timestamp
Gretna Jones
gretna.jones@cityofdenton.com
Legal Secretary
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 11/21/2025 8:13:56 AM
Viewed: 11/21/2025 4:42:56 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
City Secretary Office
citysecretary@cityofdenton.com
Security Level: Email, Account Authentication
(None)
Sent: 12/19/2025 11:29:09 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Tiffany Harris
tiffany.harris@cityofdenton.com
Risk Supervisor
Security Level: Email, Account Authentication
(None)
Sent: 12/19/2025 11:29:10 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Todd Rhoad
todd.rhoad@peachtreers.com
CFO
Security Level: Email, Account Authentication
(None)
Sent: 12/19/2025 11:29:11 AM
Electronic Record and Signature Disclosure:
Accepted: 11/21/2025 7:57:17 AM
ID: 60e3b9e0-6c5c-4127-8785-fad50efc3526
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 11/20/2025 4:29:29 PM
Certified Delivered Security Checked 12/19/2025 10:18:36 AM
Signing Complete Security Checked 12/19/2025 11:29:05 AM
Completed Security Checked 12/19/2025 11:29:11 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Denton (we, us or Company) may be required by law to provide to
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Unless you tell us otherwise in accordance with the procedures described herein, we will provide
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Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
Parties agreed to: Todd Rhoad, Todd Rhoad
How to contact City of Denton:
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