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HomeMy WebLinkAbout2009-06-30-9:00AM-REGULAR 'C P'` E 5 - F T a~ 7 o`y a' o o - 4' Ty OF B~ i:•r i l BRAZOSCOUNTY BRYAN,TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON 30 JUNE 2009 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 106, BRYAN, TEXAS. 1. Invocation and Pledge of Allegiance - Commissioner Peters. 2. Call for citizen's input and/or concerns. Consider and take action on agenda items 3 - 25: 3. Budget Amendment 08/09 - 38.1 thru 38.6. 4. Personnel Change of Status. 5. Payment of Claims. 6. Order 09-009 extending the disaster declaration signed by Judge Sims on 23 June 2009 (Proclamation 09-021). 7. Proclamation 09-022 with the City of Bryan and the City of College Station proclaiming the month of August 2009 as World Breastfeeding Month. 8. Interlocal Agreement between the City of College Station, the City of Bryan and Brazos County for the Zed 2009 Byrne Justice Assistance Grant (JAG) Program award. 9. Contract with Convergint Technologies for the Justice of the Peace courts' security system (RFP #2008-41). Office of the County Judge • 200 South Texas Ave. • Suite 332 • Bryan, Texas 77803 • Fax: (979) 361-4503 VOL 1 ~a PAGE l51 ~r Commissioners Court Agenda 30 June 2009 Page 2 10. Appointment of a Justice of the Peace for Pct. 4 who will replace Ramiro Quintero and serve the remainder of his term. 11. Modification to the eFinance PLUS Human Resources version 4.0 application that will allow the GHG timekeeping module to import and export information from the Human Resources module in Finance Plus. 12. Amendment to the agreement between the Bryan Independent School District (BISD) and Brazos County pertaining to the sale and exchange of BISD property and County property. 13. Governor's Division of Emergency Management 2006 Grant Adjustment Notice for the Homeland Security Grant Program (award #06-GA 48041-03). 14. Approval of a $400,000.00 intergovernmental transfer to the Health and Human Services Commission of the State of Texas. 15. Request from the Pct. 2 Constable's Office to change cellular service from Nextel to Verizon, effective 15 July 2009. 16. Permission to accept donated property in the form of a 16 ft. bumper trailer from the Brazos County 4-H Program, and addition of this trailer to the County's vehicle insurance policy. 17. Tax Refund Applications for the following: a. Willie B. & Norma G. Rouse b. 5G, Inc. 18. Treasurer's Report for the month of May 2009. 19. Permission to advertise Bid #2009-45, Resurfacing Exhibit Hall Floor. 20. Manual requisition in the amount of $24,798.00 to Caldwell Country Chevrolet for the Health Department to purchase a 2009 Chevrolet Traverse from the Tarrant County Interlocal Agreement. 21. Copier Lease Agreement with Documation for the Juvenile Services Department; agreement is for 60 months with start date of 30 June 2009. 22. Final Plat of Cameron Ranch Subdivision, Lot I and Lot 2 being a 5.27 acre tract and off Site Spray Field being a 4.08 acre tract, G. H. Coleman survey, A-10, (City of Bryan ETJ) Brazos County, Texas. Site is located in Precinct 2. 23. Request for permission to enter private property of Preston Ruffino, III located off Scott Lane to be utilized as a turn-around for county trucks/equipment during reconstruction of the roadway; for the health, safety and welfare of the general public. Site is located in Precinct 2. VOL tqa~XFGGE 15a Commissioners Court Agenda 30 June 2009 Page 3 24. Request for permission to enter Jerry Gibson's property located off Wickson Lake Road to be utilized as a turn-around for county trucks/equipment during reconstruction of the roadway; for the health, safety and welfare of the general public. Site is located in Precinct 2. 25. Payment Authorization in the amount of $226.90 to GT Distributors to purchase a gun locker for the Magistrate Court; the amount of the invoice exceeded the purchase order by more than 10%. 26. Announcement of interest items and possible future agenda topics. 27. Call for citizen input and/or concerns. 28. Agency / Board / Committee reports by Court members. 29. Adjourn. PUBLIC COMMENTS Public Comment during the Commission Meeting may be for all matters, both on and off the agenda, and be limited to four minutes per person. Persons are invited to submit comments in writing on the agenda items and/or attend and make comment at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court is a Constitutional Court, with both judicial and legislative powers, created under Article V, Section I and Section 18 of the Texas Constitution. As a Constitutional Court, the Brazos County Commissioners Court also possesses the power to issue a Contempt of Court Citation under Section 81.024 of the Texas Local Government Code. Accordingly, members of the public in attendance at any Regular, Special and/or Emergency meeting of the Court shall conduct themselves with proper respect and decorum in speaking to, and/or addressing the Court; in participating in public discussions before the Court; and in all actions in the presence of the Court. Those members of the public who are inappropriately attired and/or who do not conduct themselves in an orderly and appropriate manner will be ordered to leave the meeting. Refusal to abide by the Court's Order and/or continued disruption of the meeting may result in a Contempt of Court Citation. It is not the intention of the Brazos County Commissioners Court to provide a public forum for the demeaning of any individual or group. Neither is it the intention of the Court to allow a member (or members) of the public to insult the honesty and/or integrity of the Court, as a body, or any member or members of the Court, or County employees, individually or collectively. Accordingly, profane, insulting or threatening language directed toward the Court and/or any person in the Court's presence and/or racial, ethnic or gender slurs or epithets will not be tolerated. Violation of these rules may result in the following sanctions: 1. cancellation of a speaker's time; 2. removal from the Commissioners Court; 3. a Contempt Citation; and/or 4. such other and/or criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Texas. The County Commissioners Court can deliberate or take action only if a matter has been listed on an agenda properly posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. However, responses from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without notice to the public. To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge and/or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite existing policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act §551.042. The County Administration Building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361-4102. VOL i ayAGE 153 pT b op g~ T F9 F N O O _ P ? tirr of BgP BRAZOSCOUNTY, BRYAN, TEX~S NOTICE OF ADDENDUM TO THE AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY 30 JUNE 2009 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVENUE, SUITE 106, BRYAN, TEXAS. In addition to the regular agenda, the Commissioners Court will consider and take action on the following item(s): 1. Approval of a Public Official Bond, effective 30 June 2009. The County Administration Building is handicap accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361-4102 Office of the County Judge • 200 South Texas Ave. • Suite 332 • Bryan, Texas 77803 • Fax: (979) 361-4503 AGE 1 VOL l~p_ '5+ COMMISSIONERS' COURT REGULAR MEETING JUNE 30, 2009 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Brazos County Commissioners Courtroom in the Administration Building, 200 South Texas Avenue, in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, June 30, 2009 with the following members of the Court present: Randy Sims, County Judge, Presiding; Lloyd Wassermann, Commissioner of Precinct 1; Duane Peters, Commissioner of Precinct 2; Kenny Mallard, Commissioner of Precinct 3; Irma Cauley, Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheet contains the names of the citizens and officials that were in attendance. Commissioner Peters gave the invocation and then led the pledge of allegiance. There was no citizen input/and or concerns. The Court next considered Budget Amendment #08/09-38.1 through 38.6 that would reallocate funds for the Sheriff-Jail Division, Purchasing, Jury Services, District Clerk-Jury Services; and transfer funds from Contingency to County Record Management and Information Technology Department, to General Vol taa Page 165 Commissioners Court meeting June 30, 2009 2 Capital Improvement Fund and Justice of the Peace Security Fund. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the budget amendment as submitted. A copy each amendment is attached. At this time the County Judge skipped item number 4 on the agenda and proceeded to consider the following Claims as submitted by the County Treasurer for payment: 7063408 through 7063695 On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to approve the Claims as submitted. The next matter before the Court was consideration of Order 09-009, extending the disaster declaration for Brazos County resulting from the threat of fast moving wildfires due to lack of rainfall for an extended period of time, and the magnitude of the potential damage and the rapidity at which such fires could escalate to major proportions. On motion by Commissioner Peters, seconded by Commissioner Wassermann the Court voted unanimously to adopt order 09-009. A copy is attached. The County Judge read aloud Proclamation #09-022 designating the month of August as "World Breastfeeding Vol I as Page 15 to Commissioners Court meeting June 30, 2009 3 Month". The Court joins with the cities of Bryan and College Station to educate and inform others about the value of breastfeeding. On motion by Commissioner Cauley, seconded by Commissioner Peters the Court moved to proclaim the month of August, 2009 as "World Breastfeeding Month" throughout Brazos County. The next matter before the Court was consideration of an Interlocal Agreement between Brazos County and the Cities of Bryan and College Station for the 2nd Byrne Justice Assistance Grant (JAG) Program award. The amount of $97,706 is to be disbursed between the three entities. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to authorize the County Judge to execute the Interlocal Agreement for the purpose of applying for a joint grant under the U.S. Department of Justice, Edward Byrne Memorial Justice Assistance Grant (JAG). The Sheriff said that the signature page for the document was at the city of College Station and that he would bring it in as soon as they have signed it. The Court next considered a correction to the contract amount with Convergint Technologies for the Security System for the Justices of the Peace and approval of the Contract. The contract amount was listed as $63,881.61 but should have Vol l as Page t 57 Commissioners Court meeting June 30, 2009 4 been listed as $63,188.61. Commissioner Mallard asked the Purchasing Agent for a report. A committee was formed to review the contract but they had not heard back on the site surveys. On motion by Commissioner Peters, seconded by Commissioner Mallard, the Court voted unanimously to approve the correction, approved the contract and authorized the County Judge to execute the document. A copy is attached. The Court then considered the addendum to the agenda which was the approval of a Public Official Bond for Colleen Batchelor. On motion by the County Judge, seconded by Commissioner Peters, the Court voted unanimously to approve the Public Official Bond for Colleen Batchelor. The County Judge then proceeded to the appointment of Justice of the Peace, Precinct 4. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to appoint Colleen Batchelor as Justice of the 'Peace, Precinct 4. The County Judge then proceeded to administer the oath of office to Colleen Batchelor who will serve through December 31, 2009. The Court proceeded to consider the change of status of employees as submitted on the attached Personnel Action Requests. On motion by the County Judge, seconded by Vol ~ad, Page 169 Commissioners Court meeting June 30, 2009 5 Commissioner Peters, the Court voted unanimously to approve the changes as submitted. The Court next considered modification to the eFinance PLUS Human Resources version 4.0 application that will allow the GHG timekeeping module to import and export information from the Human Resources module in Finance Plus. The charge for the modification will be $6,000. On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to approve the modification to the eFinance PLUS Human Resources version 4.0 application. A copy is attached. The next matter before the Court was consideration of an Amendment to the agreement between the Bryan Independent School District (BISD) and Brazos County pertaining to the sale and exchange of BISD property and County property. On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to amend the agreement by replacing paragraph 6. A copy is attached. The Court next considered authorizing the County Judge to sign a Grant Adjustment Notice for the 2006 Homeland Security Grant Program. Total award amount is $17,750.00. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to authorize the County Judge to execute the document. A copy is attached. Vol L ad Page 15 y Commissioners Court meeting June 30, 2009 6 The next matter before the Court was consideration of a Brazos County Indigent Care Affiliation Agreement between Brazos County and St. Joseph Regional Health Center for increased funding for the Medicaid population and to access local and federal funding to which Affiliated Hospital is entitled under Medicaid supplemental payment principles. On motion by the County Judge, seconded by Commissioner Cauley, the Court voted unanimously to approve the Agreement. A copy is attached. The Court next considered a request from the office of Constable, Precinct 2 to change cellular service from Nextel to Verizon Wireless. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the request. The next matter before the Court was consideration of a request from the Extension Agent to accept donated property in the form of a 16 foot bumper trailer and to add the trailer to the county vehicle insurance policy. Commissioner Cauley moved to accept the donated property. Commissioner Peters seconded the motion. Bill Jeanes, Risk Management Director asked that this be removed from the agenda. Commissioners Cauley and Peters withdrew their motion and second. Then on motion by Vol l as page 1(00 Commissioners Court meeting June 30, 2009 7 Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to remove this item from the agenda. The next matter for consideration was approval of tax refund applications from the following individuals and/or companies: a. Willie B. & Norma G. Rouse, over payment $742.19 b. 5G, Inc., over payment $4,295.69 On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the tax refund applications. On motion by the County Judge, seconded by Commissioner Cauley, the Court voted unanimously to receive, approve and order filed as submitted the Treasurer's report for May 2009. A copy is attached to and made a part of these minutes. The next matter for consideration was approval for the Purchasing Agent to advertise Bid 2009-45, Resurfacing Exhibit Hall Floor at the Expo Center. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to authorize the Purchasing Agent to advertise for bids to resurface the exhibit hall floor at the Expo Center. The Court next considered approval of a requisition in the amount of $24,798.00 to Caldwell Country Chevrolet for a 2009 Chevrolet Traverse for the Health Department. On motion Vol ad Page 1 to ~ Commissioners Court meeting June 30, 2009 8 by Commissioner Wassermann, seconded by Commissioner Peters, the Court voted unanimously to approve the requisition. The next matter before the Court was consideration of a copier lease agreement with Documation for the Brazos County Juvenile Services Department. The lease is for a 60 month period and at a cost of $115.00 per month. On motion by Commissioner Cauley, seconded by Commissioner Peters, the Court voted unanimously to approve the lease agreement. A copy is attached. The Court next considered approval of the Final Plat of Cameron Ranch Subdivision, Lot 1 and Lot 2 being a 5.27 Acre Tract and Off Site Spray Field being a 4.08 Acre Tract located in Precinct 2. Richard Vance, County Engineer, stated that he had reviewed the plat and all appeared to be in order. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to approve the final plat of Cameron Ranch Subdivision, Lot 1 and Lot 2 being a 5.27 Acre Tract and Off Site Spray Field being a 4.08 Acre Tract as submitted. The Court next considered authorizing work outside of county rights-of-way for the health, safety and welfare of the general public. The Road and Bridge Department requested permission to enter the private property of Preston Ruffino, Vol I Rd, Page [ to A Commissioners Court meeting June 30, 2009 9 III on Scott Lane in Precinct 2 to be utilized as a turn around for county trucks/ equipment during reconstruction of the roadway. On motion by Commissioner Peters, seconded by Commissioner Cauley, the Court voted unanimously to authorize the work. The Court next considered authorizing work outside of county rights-of-way for the health, safety and welfare of the general public. The Road and Bridge Department requested permission to enter the private property of Jerry Gibson on Wickson Lake Road to be utilized as a turn around for county trucks/equipment during roadway construction. On motion by Commissioner Peters, seconded by Commissioner Wassermann, the Court voted unanimously to authorize the work. The Court next considered a payment authorization in the amount of $226.90 to GT Distributors for the purchase of a gun locker. The actual price exceeded the original purchase order. On motion by the County Judge, seconded by Commissioner Cauley, the Court voted unanimously to approve the payment authorization. There were no announcements of interest items and possible future agenda topics. Under citizen input and/or concerns, the following spoke: Vol I a A, Page 163 Commissioners Court meeting June 30, 2009 10 Sheriff Chris Kirk a) There were 510 inmates in jail, 78 are out of county, 49 have monitors and 33 are pending for monitors. The jail inspection is set for July 8 and 9, 2009. Under Agency/Board/Committee reports by Court members, the following spoke: Commissioner Mallard a) He has a meeting with Brazos County law enforcement members on setting up a "safety city". He visited a safety city in Frisco, Texas. The program is to educate children on traffic lights, and how to ride their bicycles, etc. There being no further business to come before the Court, the meeting was adjourned. Vol 'h a Page it Le The foregoing minutes of the Commissioners Court meeting held June 30, 2009 have been examined and are approved in open Court this the day of S 2009, in Bryan, Brazos County, exas. Randy Sim Llo Wassermann County dge Commissioner, Precinct 1 Duane Peters Ken --Mall d 1\ Commissioner, Precinct 2 Commission , Precin 3 Irma Ca 1 Commissioner, P ci ct 4 Attest: 20641je ra en McQueen County Clerk Vol l ~k Page 1(05 BRAZOS COUNTY COMMISSIONERS COURT , Meeting on 30 , 2008@ Name Organization / Department ~ lLI~Z<-mss (V AID r.GC sz l ( - b u-i < 144 A D PAGE ~ of 3 VOL laa kGE til~~ BRAZOS COUNTY COMMISSIONERS COURT Q Meeting on u-~- 2008 @ l Name Organization / Department A~ q E S-0 1AIC4h xh1~(!~,- Ste' /wsvs ~~J /a 1414 i i~ Clrr of ~iG~~1nl PAGE Z of 3 r i as PF~G VOL BRAZOS COUNTY COMMISSIONERS COURT Meeting on d c ) , 2008 @ 0 -9 i Name Organization / Department /Vtun~oy ~Pz PGv /~ir,,.v. A r r PAGE of 3 VOL C2,a~~u~ I (eg BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2008-2009 BUDGET YEAR NO. 08/09 - 38.1 thru 38.6 On this the 30'h day of June 2009 at a regular meeting of the Commissioners' Court, the following members were present: Randy Sims, County Judge, Presiding Lloyd Wassermann, Commissioner, Precinct 1 E. Duane Peters, Commissioner, Precinct 2 G. Kenny Mallard, Commissioner, Precinct 3 Irma Cauley, Commissioner, Precinct 4 Karen McQueen, County Clerk The following proceedings were held: THAT WHEREAS, on 30 June 2009 the Court heard and approved a budget amendment for the 2008-2009 budget year for Brazos County, Texas; and WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted 19 September 2008, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 30`s day of June 2009. THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS. By:- Ran dy County Judge Original: County Clerk's Office and attached to the original budget Copies: County Auditor County Treasurer County Budget Officer Commissioners' Court Minutes VOL l2,d PAGE ~ ~C BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 08109 - 38.1 6/23/2009 FUND DIV ACCT PROJ DRICR ACCOUNT NAME Increase Decrease 0100 28002000 59100000 CR DDEA 4,500.00 0100 28002000 72157000 DR Couselin Services 1,500.00 0100 28002000 65050000 DR Building Maintenance 2,000.00 0100 28002000 65950000 DR Vehicle Maintenance 1,000.00 Sheriff Office: Jail Division To reallocate funds to allow for additional services needed in Counseling Services, Buildin Maintenance and Vehicle Maintenance. Iyns7'4f ,u' s~ A, oval Da£e;~T4!yyti zPrepared By 3« ffj; 5~t f^ k` ..t 41 S 1 1.. f ~ ;Date ~6I25/2009 iCounty Jud Approval+~~~1 Date . z,: VOL 69PP e 110 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 08/09 - 38.2 6/23/2009 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 165000100 59100000 CR DDEA 297.70 0100 165000100 60500000 DR Office E ui ment 297.70 Purchasing Department To reallocate funds to allow for the archase of atruck cart for the s lus room. De artmentA royal to Dated", rP repared'By vr,~,~ jr~p k~fi~~T, ` I£s Qate " `'i+~, ~r.rt,**k ~~+,~6/2512009 h ~ rye, SVc ~ hR -v w s w Sys rz r~., y"y.'~ *,~x uv`yr. `id,y{ y.`b1t'X .fRPv' 12 + q ^,Y6. rt 9 /]L N M.- Countylud • ~R VOL ~ aMAG BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 08109 - 38.3 6/23/2009 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 20010000 59100000 CR DDEA 1,900.00 0100 20010000 67670000 DR Printers 1,900.00 District Clerk: Jury Services To reallocate funds to allow for the urchase of two rinters to be used b Jury Services for jury selection. Prepared-By * jg- 1fJ legate a"`ate l f6/23120U9 'Coun ~Jud *A' Koval ~?,~~k~wgJe° Date"~~~r i . VoL_l a-4T4E 1-7 A, BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 08/09 - 38.4 6123/2009 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 20010000 59100000 CR DDEA 4,020.00 0100 20010000 67203000 DR Minor Computer Hardware 4,020.00 District Clerk: Jury Services To reallocate funds to allow for the urchase of two laptops to be used b Jury Services for 'u selection. NO 7-1 J F i 3 Rb,'„~+ &o-~ ~fkm~.y.~.t. p"ate t a, , , ,,,,v , 6/25/2009, a # Y5'+t fm ....sn at .xti'.. . ti ~Tr »i { ,inw:}w~ p „E z .,x. -4, " ~(%-j`aol-JRcr ~l3 T BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 08109 - 38.5 6/23/2009 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contingency - General Fund 23,265.00 0100 50000100 61130000 CR Conlingnecy - County Records MGMT fund 203,055.00 0100 14000100 80203000 DR Computer Hardware 23,265.00 1900 50000100 80203000 DR Com uter Hardware 103,480.00 1900 50000100 80211000 DR Computer Software 88,620.00 1900 50000100 80205000 DR Network Costs 10,955.00 General Fund Contingency, Count Record Management Fund and Information Technology To reallocate funds to allow for the purchase of hardware and software-for the County data center to correct data backup and storage deficiecies and provide for server virtualization, data de-duplication and replication to a remote data center. The Ca itaI Im rovement Planning Committee recommended the ro'ect on June 24, 2009. yTa ~3 lit 5'6~ Department Approval „Dat ye, PreparetlBy ,`r n w Date ~;~r~~~" v'$%6125/2009,~ _ County Jutge roves ; Date Y ,1OE L axPAGE l 7 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 08109 - 38.6 6/23/2009 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contin enc -General Fund 2,671.00 100 9 ] 1 j 0000 DR Transfer to General Capital Improvement Fund 2,671.001 4500 49028000 CR Transfer from General Fund 2,671.00 4500 63000500 80720000 DR Securi S stem 2,671.00 2201 51000300 80210000 CR E ui ment Electronic 38,000.00 2201 5]000300 80720000 DR Security System 38,000.00 General Fund Contin enc , General Ca ital 1m rovement Fund, Justice of the Peace Security Fund Justice of the Peace Technology Fund To reallocate funds to allow for the purchase of security systems for all five Justice of the Peace. The General Fund contingency was used to purchase the software, system support and training associated with the ro'ect. It is bein funded from the eneral fund to allow for the ex ansion of the system to other coup de artments. I "'S- "1 :GNU ~ S;. s" x r'N^.n a+xp2 t r,r '~yYS,j',S „m gt' Prepared`By`gp°!f1° Date _ 3 fC 6/2612009'- Pr' Coun ,,"Jud ,A " royal~~-BDate.'~v~ ~vL PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: June 30, 2009 Department Submitting Information: Human Resources Purpose of Submissions: Consider and Take Action on Change Requests Department Submitting Employee Request Action Requested Request(s) Applies To Building Maintenance Steward, Bemarda Torres Retirement District Clerk Garcia, Rebecca Transfer within Department Smith, Leah Transfer within Department Widener, Christy Transfer within Department District Clerk - Collections Reeves, Lauren Transfer within Department Justice of Peace Pct. 4 Quintero, Ramiro Resignation Batchelor, Colleen New Hire Sheriffs Office - Jail Barrow, Randall Termination Labertew, Leslie New Hire Sifuentez, Anna Transfer within Department Tax Office Surdarki-Hanks, Cheryl New Hire Approved in Commissioners' Court: June 30,2009: County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) Sgo %3~ ~1UPRaE 171 a~ p'S F: OF T F ~ S~~F N ~~((y~- I Li 'tip QTY OF gRP BR--AZOS COUNTY BRYAN, TEXAS COMMISSIONERS COURT ORDER EXTENSION OF DISASTER DECLARATION WHEREAS, on 23 June 2009, the County Judge issued a proclamation declaring a state of disaster for Brazos County resulting from Threat of fast-moving wildfires due to lack of rainfall for an extended period of time, and the magnitude of the potential damage and the rapidity at which such fires could escalate to major proportions. WHEREAS, the conditional necessitating declaration of a state of disaster continue to exist; and WHEREAS, §418.108(b) of the Texas Government Code provides that a local state of disaster may not be continued for a period in excess of seven (7) days without the consent of the governing body of the political subdivision. NOW, THEREFORE, BE IT ORDERED BY THE COMMISSIONERS COURT of Brazos County d peace officer and that the venue for prosecution of this order will be the Justice of the Peace: 1. That the state of disaster proclaimed for Brazos County by the County Judge on 23 June 2009 shall continue until terminated by order of the Commissioners Court. 2. This order is passed as an emergency measure and pursuant to Brazos County Order dated 10/08/84, and shall become effective on the~~ day of we 20 PASSED AND ADOPTED, this day of , Lliyl 20 Oq APPROVED this day of 17 ndy Sims County Judge GbdQ.liL,,Lt.Q.•~.~•J _ ~ Com issioner Lloyd Wassermann Commissioner Duane Peters Precinct 1 Precinct 2 Commissioner e ny Mallard toner Irma uley Precinct Preci t 4 Order 09-009 Office of the County Judge • 200 South Texas Ave. suite 332 Bryan, Texas 77803 • Fax: (979) 361-4503 It a 1 Contract 09-247 INTERLOCAL AGREEMENT BETWEEN BRAZOSCOUNTY THE CITY OF COLLEGE STATION AND THE CITY OF BRYAN For 2009 Byrne Justice Assistance Grant (JAG) Program Award This Agreement is made and entered into by and between Brazos County, Texas (hereinafter referred to as the "County"), acting through its Commissioners' Court, the City of College Station (hereinafter referred to as "College Station"), a Texas Home Rule Municipal Corporation, acting through its City Council; and the City of Bryan, Texas (hereinafter referred to as "Bryan"), a Texas Home Rule Municipal Corporation, acting through'its City Council. WHEREAS, the County, College Station, and Bryan wish to submit a joint application for grant funds under the U.S. Department of Justice's 2009 Edward Byrne Memorial Justice Assistance Grant (JAG) Program; and WHEREAS, as a condition precedent to receiving a JAG award, the County, College Station, and Bryan are required to enter into an interlocal agreement designating one joint applicant to serve as the applicant/fiscal agent for the joint funds; and WHEREAS, Chapter 791 of the TEXAS GOVERNMENT CODE, also known as the INTERLOCAL COOPERATION ACT, authorizes all local governments to contract with each other to perform governmental functions or services; and WHEREAS, the parties represent that each is independently authorized to perform the functions or services contemplated by this Agreement; and WHEREAS, each governing body, in performing governmental functions or in paying for the performance of governmental functions hereunder, shall make that performance or those payments from current revenues legally available to that party; and WHEREAS, each governing body finds that the performance of this Agreement is in the best interests of all parties, that the undertaking will benefit the public, and that the division of costs fairly compensates the performing party for the services or functions under this Agreement; and WHEREAS, Bryan also agrees to provide the County $14,655.00 from the JAG award for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs; and WHEREAS, Bryan agrees to provide College Station $22,436.00 from the JAG award for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs; and WHEREAS, Bryan shall use their $60,615.00 from the JAG award for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs; and V0L I;3 :~PAGE ~Z~ Contract WHEREAS, College Station, Bryan and the County believe it to be in their best interest to reallocate the JAG funds as described above, NOW, THEREFORE, the parties hereto, in consideration of the mutual covenants and conditions contained herein, promise and agree as follows: 1. Bryan agrees to pay the County a total of $14,655.00 of JAG funds. 2. The County agrees to use the $14,655.00 for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs. 3. Bryan agrees to pay College Station a total of $22,436.00 of JAG funds. 4. College Station agrees to use $22,436.00 for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs. 5. Bryan agrees to retain a total of $60,615.00 of the JAG funds. 6. Bryan agrees to use $60,615.00 for the purpose of supporting local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, information technology, research and evaluation activities that will improve or enhance law enforcement programs. 7. The parties to this Agreement do not intend for any third party to obtain a right by virtue of this Agreement. 8. By entering into this Agreement, the parties do not intend to create any obligations express or implied other than those set out herein; further, this Agreement shall not create any rights in any party not a signatory hereto. 9. No party shall have the right to direct or control the conduct of the other parties with respect to the duties and obligations of each party under the terms of this Agreement. 10. Each entity shall ensure that all applicable laws and ordinances have been satisfied. 11. Effective Date and Term. This Agreement shall be effective when signed by the last party who's signing makes the Agreement fully executed and will remain in full force and effect until September 30, 2010. 12. INDEMNIFICATION. Subject to the limitations as to damages and liability under the Texas Tort Claims Act, and without waiving its governmental immunity, each party to this Agreement agrees to hold harmless each other, its governing board, officers, agents and employees for any liability, loss, damages, claims or causes of action caused, or asserted to be caused, directly or indirectly by any other party to this Agreement, or any of its officers, agents or employees as a result of its performance under this Agreement. 13. CONSENT TO SUIT. Nothing in this Agreement will be construed as a waiver or relinquishment by any party of its right to claim such exemptions, privileges and immunities as may be provided by law. VOL 14 FACE t 1 ~1 Contract 14. Invalidity: If any provision of this Agreement shall be held to be invalid, illegal, or unenforceable by a court or other tribunal of competent jurisdiction, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. The parties shall use their best efforts to replace the respective provision or provisions of this Agreement with legal terms and conditions approximating the original intent of the parties. 15. Written Notice. Unless otherwise specified, written notice shall be deemed to have been duly served if delivered in person or sent by certified mail to the business address as listed herein. City of College Station: City Manager City of College Station P. O. Box 9960 College Station, Texas 77842 City of Bryan: City Manager City of Bryan 300 South Texas Avenue Bryan, Texas 77803 Brazos County: County Judge Brazos County 300 East 29th Street, Suite 114 Bryan, Texas 77803 16. Entire Agreement. It is understood that this Agreement contains the entire agreement between the parties and supersedes any and all prior agreements, arrangements, or understandings between the parties relating to the subject matter. Nor oral understandings, statements, promises, or inducements contrary to the terms of this Agreement exist. This Agreement cannot be changed or terminated orally. No verbal agreement or conversation with any officer, agent, or employee of any party before or after the execution of this Agreement shall affect or modify any of the terms or obligations hereunder. 17. Amendment. No Amendment to this Agreement shall be effective and binding unless and until it is reduced to writing and signed by duly authorized representatives of both parties. 18. Texas Law. This Agreement has been made under and shall be governed by the laws of the State of Texas. 19. Place of Performance. Performance and all matters related thereto shall be in Brazos County, Texas, United States of America. 20. Authority to Enter Contract. Each party has the full power and authority to enter into and perform this Agreement and the person signing this Agreement on behalf of each party has been properly authorized and empowered to enter into this Agreement. The persons executing this VOL_~ a~PAGE t 90 EXECUTED this the 7 - day of 2009 by CITY OF COLLEGE STATION. CITY OF COLLEGE STATION By: E BEN WHITE Mayor j~ n A D: ATTEST; V ' Connie Hooks, City ager City Secretary C ttorney C ' f i cia Officer IA- STATE OF TEXAS § § ACKNOWLEDGMENT COUNTY OF BRAZOS § BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared BEN WHITE, Mayor of College Station, Texas, known to me to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he executed it for the purpose and consideration therein expressed, and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this day of A.D.2009. TANYA McNUI ` 21` otary Public, tate o Texas Notary Public, e 14,2s My Commission Expires: 1q0corm Carm ExOpiMres Feb. t4, oto Contract No. VOL_0PAGE 191 6 sAir, Contract EXECUTED this the day of JcAftx ~ 2009 by BRAZOS COUNTY. COUNT OF B OS By: RANDY 7,'C-?JNTY JUDGE ATTEST: APPROVED AS TO FORM: Karen McQueen, County Clerk Couns for Brazos County r d"~lr - ACKNOWLEDGEMENT STATE OF TEXAS § COUNTY OF BRAZOS § BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared RANDY SIMS, County Judge of Brazos County, Texas, known to me to be the person whose name is subscribed to the foregoing instrument and acknowledged to me that he executed it for the purpose and consideration therein expressed, and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this day of A.D. 2009. Notary Public, State of Texas My Commission Expires: g\E.LOC ~ ~ ~ I I I I I I ~ 1111 \ ~ ~ ~ ~ VOL_a Ei6 ~y< < i F ' s~ r ~ ~1 4 r ~ ~ a ~ "~i .:~4 X83 Con- , nt. CONTRACT AGREEMENT TECHN~,CE S This Agreement is entered into this 13th day of May, 2009 between Brazos County ("Buyer") and Convergint Technologies LLC, a Delaware Limited Liability Company ("Seller"). In consideration for the mutual promises and other consideration, the Buyer and Seller agree as follows: Project: Brazos County Justices of the Peace Video Surveillance Contract No.: RFP 2008-041 Contract Price: S 63,188.61 SECTION 1. THE WORK The Seller agrees to perform the Work provided in the attached Exhibit A in a good and workmanlike manner in compliance with the terms of this Agreement and, if applicable, in compliance with the Brazos County RFP 2008-041 (collectively "Contract Documents"). Seller shall provide and pay for all labor, materials, equipment, tools, permits, programming, testing, startup and documentation required to perform the Work. The Brazos County RFP 2008-041 dated February 6th, 2009 is incorporated into this Agreement by reference with the same force and effect as if set forth herein. The Seller shall be bound by the Brazos County RFP 2008-041insofar as they directly relate to the Work. Convergint Proposal (Price Documents) are attached hereto and listed as follows: 91- Brazos County IP Video Solution _4.PDF Quotation 2020410531. In the event of a conflict between the terms of this Agreement or the Price Documents, and the Brazos County RFP 2008-041, the terms of Brazos County RFP 2008-041shall control. SECTION 2. PAYMENT Buyer agrees to pay Seller 10% of the total contract price as shown on the first page as a mobilization fee at the time of executing this document. Mobilization is defined as 10% of the contract price paid upon execution of contract documents for contractors use to execute the following procures: Project Documentation and assembly, Material Procurement, Site mobilization. If the Work is performed over more than one month, Seller will invoice Buyer each month for work performed during the previous month. Buyer agrees to pay Seller within thirty (30) days of receipt of Seller's invoice If the Work is performed in less than one month, the Buyer agrees to pay Seller in full after the Work has been performed within thirty (30) days of receipt of Seller's invoice and if requested by Buyer, Buyer's receipt of a final lien waiver in a form reasonably acceptable to Buyer The Seller agrees that monies received for the performance of the Work shall be used to pay for subcontractors, and for labor and material entering into the Work. If Buyer is overdue in any progress payment, Seller shall be entitled to suspend work and Buyer shall pay Seller interest at the rate of 15% per annum (or the maximum rate permitted by law), and Seller may avail itself of any other legal or equitable remedies. Buyer shall also reimburse Seller for any costs incurred to collect any amounts that become overdue, including attorney fees, court costs, and any other reasonable expenditures. SECTION 3. PERFORMANCE OF THE WORK The Seller shall promptly submit Shop Drawings, Product Data, Samples and similar submittals if required for performance of the Work and Buyer shall promptly approve such submittals. The Seller shall secure and pay for permits and governmental fees, licenses and inspections necessary for proper execution and completion of the Work. Seller shall have the right to hire subcontractors and material suppliers to perform part of the Work but Seller remains responsible for the completion of the Work in a good and workmanlike manner. SECTION 4. WARRANTY The Seller warrants to the Buyer that Work performed under this Agreement will be of good quality, that all equipment will be new unless otherwise required or permitted by the Brazos County RFP 200041, that the Work will be free from defects not inherent in the quality Contract Agreement between Brazos County TX and Convergint Technologies LLC Page 2 required or permitted, and that the Work will conform to the requirements ofthe Brazos County RFP 2008-041, and the Seller shall remove, replace and/or repair at its own expense any defective or improper Work, discovered within one (1) year from the earlier of substantial completion or first beneficial use, provided Seller is notified in writing of any defect within such one (1) year period. All products and equipment not manufactured by Seller carries only such warranty as is given by the manufacturer thereof, which Seller hereby assigns to Buyer without recourse to Seller. Upon request of Buyer, Seller will use all reasonable efforts to assist Buyer in enforcing any such third party warranties. The Seller's warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the Seller, improper or insufficient maintenance, improper operation, or normal wear and tear under normal usage. NO FURTHER WARRANTIES OR GUARANTIES, EXPRESS OR IMPLIED, ARE MADE WITH RESPECT TO ANY GOODS OR SERVICES PROVIDED UNDER THIS AGREEMENT, AND ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE ARE EXPRESSLY DISCLAIMED. SECTION 5. CHANGES Without invalidating this Agreement or any bond given hereunder, Buyer or Seller may request changes in the Work. Any changes to the Work and any adjustment to the Agreement Price or the time for completion of the Work shall be in writing signed by both Buyer and Seller. Such changes, additions, or modifications shall only be effective if represented by a change order to this Agreement and signed by both parties. Seller shall not be liable for delays, loss or damage caused by acts of God, war, riots, acts of government, fire, floods, theft, strikes or other labor problems, material shortages or other circumstances beyond Seller's control. SECTION 6. INSURANCE Seller shall have at a minimum, the following insurance coverage during the duration of the Work. Seller shall provide insurance certificates to Buyer prior to beginning any Work. Workers' Compensation Statutory Limits Employer's Liability $1,000,000 per accident/aggregate Commercial General Liability $1,000,000 per occurrence/aggregate Automobile Liability $1,000,000 per occurrence/aggregate Employer's Liability, Commercial General Liability and Automobile Liability insurance may be arranged under single policies for full minimum limits required, or by a combination of underlying policies with the balance provided by an Umbrella policy. SECTION 7. INDEMNIFICATION Seller shall indemnify and hold harmless the Buyer from and against claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from performance of the Seller's Work under this Agreement, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the Work itself), but only to the extent caused by the negligent acts or omissions of the Seller or the Seller's subcontractors. IN NO EVENT SHALL SELLER BE LIABLE FOR SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING COMMERCIAL LOSS, LOSS OF USE, OR LOST PROFITS that are not attributable to the operations or use of sellers product SECTION 8. COMPLIANCE WITH LAW, EEO and SAFETY Seller agrees to comply with all laws and regulations relating to or governing the Work. Seller agrees to comply with all reporting requirements imposed bylaw or the Brazos county RFP 2008-041. Seller shall comply with all safety related laws and regulations and with the safety program of the Buyer and any program required by the Brazos County RFP 2008-041. Seller shall not be required to work in areas where asbestos or other hazardous materials are located. If suspected hazardous materials are found, Seller may stop work in that area until Buyer removes the hazardous material or provides Seller with evidence that the area is safe. SECTION 9. DISPUTES In the event of any dispute between Buyer and Seller, Buyer and Seller shall first attempt to resolve the dispute in the field, but if that is not successful, then in a meeting between authorized officers of each company. If settlement attempts are not successful, then the dispute shall be determined by a court of competent jurisdiction located-in the state where the Project is located. The prevailing }arty in any action Brazos County Contract Rev-3.doc 1 ~ ~]`~p(((~~ ~iC~QO,f4 Initials / ~~{f1 Contract Agreement between Brazos County TX and Convergint Technologies LLC Page 3 between the Buyer and Seller shall be entitled to reasonable attorneys' fees and costs (including costs for travel, consultants, fact witnesses and expert witnesses) to be paid by the losing party. SECTION 10. MISCELLANEOUS This Agreement and incorporated documents takes precedence over any and all prior Agreements, correspondence and oral agreements or representations relating to the Work. Once accepted by Buyer, it becomes a binding contract which represents the entire agreement between Buyer and Seller. This agreement may only be amended by a written document signed by both Buyer and Seller. This Agreement shall be governed by the laws of the state where the Project is located. Should any provision in this Agreement, at any time during its effective term be found to be in conflict with any Federal, State or local law, regulation or ordinance, then such provision shall remain in effect only to the extent permitted and the remaining provisions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this agreement for themselves, their heirs, executors, successors, administrators and assigns as of the day and year first above written. r' - Convergint Technologies, LLC (B r) (Seller) By By: Title: J Title: Benjamin Neikirk Ice President Convergint Technologies LLC EXHIBIT A SCOPE OF WORK Providing a total of six CCTV Cameras and termination of existing panic buttons within Justice of the Peace Court Rooms and County Clerks Office, two cameras will be placed in the court room area viewing the attorney benches and general assembly area and one PTZ will be placed in the clerks area behind the stations. Also included in this package is ONSSI's Video Management Software that will record an unlimited number of cameras. Note: this solution includes all cable and any necessary mist supplies. Components mentioned within the Bill of Materials for this pilot project are provided and installed by Convergint. Cabling is also provided and installed by Convergint. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). CLARIFICATIONS AND EXCLUSIONS: 1. All work proposed herein, shall be performed during normal business hours Monday through Friday 8:00 am - 5:00 pm. II. Low voltage wiring shall be installed in open cable. III. Provision or installation of conduit, wire, boxes, fittings or other electrical installation materials unless specifically listed under Inclusions or Bill of Materials. IV. Servers and PoE switches are not included V. Customer to provide static IP addresses and network connections at panel locations. rtY f.~.... _ !yam 3 of 4 Initials Brazos County Contract Rev-3.doc V L l R(/~7" 1§ 196 Contract Agreement between Brazos County TX and Convergint Technologies LLC Page 4 VI. Customer to provide a secured staging & storage area for project related materials. VII. Pricing assumes that electronic Auto CAD files are available from customer for our use in creating submittal drawings. VIII.Ten percent (10%) of the proposed sell price shall be payable to Convergint Technologies for project mobilization. Mobilization (Engineering, Material Procurement, Project Management) shall be invoiced and due upon customer acceptance of this proposal. IX. Proposal does not include sales tax.' X. Price includes four (4) hours of training XI. All work quoted is for normal business hours; Monday thru Friday - Barn -5pm MATERIAL LIST One (1) NETDVMS-BASE SOFTWARE PACKAGE Eight (8) NETDVMS-IC PERCAM Four (4) SONY SNCDF40 IP BASED CAMERAS Two (2) AXIS 215 INDOOR IP BASED PTZ CAMERAS One (1) LOT OF CABLE Brazos County Contract Rev-3.doc zlOll Page 4 of 4 Initials 2 a'~~. ~Gt --moo ¢ 7ECHNC)/COG ES - ' •eo Date: June 24, 2009 Quotation: 2020410531 To: Brazos County Project: Brazos County - CCTV All Locations -2 200 South Texas Ave #352 Bryan, TX 77803 Attn: Charles Wendt From: Convergint Technologies, LLC Ron Davis Ron.Davis@convergint.com Mobile: (281) 639-9505 Direct: (832) 327-3700 Fax: (832) 327-4499 Convergint Technologies is pleased to provide this proposal for your consideration. All components are warranted for a period of one (1) year, unless otherwise specified, against all defects in material workmanship. This quotation shall remain firm for a period of forty-five (45) days from the proposal date, and price is based upon delivery of equipment within three (3) months. Convergint Technologies payment terms are net 30. CUM- Providing a total of six CCTV Cameras and termination of existing panic buttons within Justice of the Peace Court Rooms and their clerks office, two cameras will be placed in the court room area viewing the attorney benches and general assembly area and one PTZ will be placed in the County Clerks area behind the stations . Also included in this package is ONSSI's Video Management Software that will record an unlimited number of cameras. Note: this solution includes all cable and any necessary misc supplies. Components mentioned within the Bill of Materials for this pilot project are provided and installed by Convergint. Cabling is also provided and installed by Convergint. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). NOTES*'*" 1. Servers and PoE switches to be provided by others 2. Four hours of training is included 3. All work quoted is for normal hours = M-F Sam to 5pm Atlanta • Calgary Chicago • Dallas DC Denver • Edmonton • FL McMurray • Houston • Lethbridge • Los Angeles • Minneapolis Nashville New Cheers • Phoenix Portil~and • Richmond • San Antonio - San Francisco • Seattle • Vancouver OO PAGE ~UU Page 1 of 11 Initial /5~.~ u Co It TECH"!] 13~L0/~f ES JP Pct 1 Providing a total of five CCTV Cameras and termination of each within Justice of the Peace Court Rooms and their clerks office. Camera locations outlined below Also included in this package is ONSSI's camera channel license and software support Note this solution includes all cable and any necessary misc supplies. Components mentioned within the Bill of Materials for this project are provided and installed by Convergint. Cabling is also provided and installed by Convergint. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). 1. Exterior Rear Door 2. Front Entrance and Cash Window 3. Behind Clerks Window 4. Court Room 5. Hallway leading into JP's Office NOTES""" 1. Servers and PoE switches to be provided by others 2. Four hours of training is included 1 All work quoted is for normal hours = M-F Sam to 5pm 4. Alternate provided in place of PoE switch JP Pct 3 Providing a total of eight CCTV Cameras and termination of each within Justice of the Peace Court Rooms and their clerks office. Camera locations outlined below Also included in this package is ONSSI's camera channel license and software support Note: this solution includes all cable and any necessary misc supplies. Components mentioned within the Bill of Materials for this project are provided and installed by Convergint. Cabling is also provided and installed by Convergint. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). 182 Front Lobby viewing cash windows, ATM, and entrance to court 3. Behind Clerks window 485 Inside Court Room 6 Rear corridor 7. Exterior viewing rear parking lot 8. Megapixel viewing front parking lot and secondary County building NOTES"'" 1. Servers and PoE switches to be provided by others 2. Four hours of training is included 3. All work quoted is for normal hours = M-F 8am to 5pm 4. Alternate provided in place of PoE switch Atlanta • Calgary Chicago • Dallas • DC Denver • Edmonton • Ft. McMurray • Houston Lethbddge Los Angeles Minneapolis Nashville New Orleans • Phoenix Portland • Richmond San Antonio • San Francisco • Seattle • Vancouver g VOL- 199 Page 2 of 11 Initial, ~ aa:Pr:~t TE C ""t ,,JP Pct 4 Providing a total of five CCTV Cameras and termination of each within Justice of the Peace Court Rooms and their clerks office. Camera locations outlined below Also included in this package is ONSSI's camera channel license and software support Note: this solution includes all cable and any necessary misc supplies. Components mentioned within the Bill of Materials for this project are provided and installed by Convergint. Cabling is also provided and installed by Convergint. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). 1. Front Lobby viewing cash windows 2. Behind Clerks window 3. Court Room 4 Exterior Rear Entrance 5. Exterior Megapixel viewing parking lot (to be mounted on light pole) NOTES""" 1. Servers and PoE switches to be provided by others 2. Four hours of training is included 3. All work quoted is for normal hours= M-F Barn to 5pm 4. Alternate provided in place of PoE switch Juvenile Academy Providing a total of four CCTV Cameras within academy building. Camera locations are outlined below and all work will be completed by county employees. Convergint is to load software only and program each camera into the system Also included in this package is ONSSI's camera channel license and software support Note: Components mentioned within the Bill of Materials for this project are provided by Convergint and installed by Brazos County. Cabling is provided and installed by Brazos County. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). 1. Main Corridor 2. Main Corridor 4 Exterior Rear Entrance 5. Exterior Front Entrance NOTES'" * 1. Servers and PoE switches to be provided by other 2. All work quoted is for normal hours = M-F 8am to 5pm 3. Alternate provided in place of PoE switch Juvenile Training Providing a total of four CCTV Cameras within the training building. Camera locations outlined below and all work to be completed by county employees. Convergint is to load software only and program cameras into system. Also included in this package is ONSSI's camera channel license and software support Atlanta • Calgary • Chicago • Dallas • DC Denver • Edmonton • Ft McMurray • Houston • Lethbndge • Los Angeles • Minneapolis Nashville • New Orleans • Phoenix Portland • Richmond • San Antonio • San Francisco • Seattle • Vancouver Ig 0 L ~~p-`, F IRV Page 3 of 11 Initial Aint GO, C ~Vd~oj. j E S TE i „ Note: Components mentioned within the Bill of Materials for this project are provided by Convergint and installed by Brazos County. Cabling is provided and installed by Brazos County. 110 VAC power and any requirement for conduit has not been discussed and will be provided by others if it becomes necessary (outside of this scope of work/contract). 1. Main Corridor 2. Main Corridor 4 Exterior Rear Entrance 5. Exterior Front Entrance NOTES**"** 1. Servers and PoE switches to be provided by other 2. All work quoted is for normal hours = M-F 8am to 5pm 3. Alternate provided in place of PoE switch Atlanta • Calgary • Chicago • Dallas DC • Denver • Edmonton Ft. McMurray • Houston Lethbridge Los Angeles Minneapolis Nashville • New Odeans • Phoenix • Portland • Richmond • San Antonio • San Francisco • Seattle • Vancouver 4uU9. ~.F`riGE Page 4 of 11 Initiates TECH-~ 6, 661IG t E S • - - . ,.Yes, N i Material (listed on the BOM) % Installation of Specialty Back Boxes % Freight (prepaid) i Connection to Building Fire Alarm Panel % Applicable Taxes / Installation & Power of Control Panels i One-Year Warranty on Parts % Installation & Power of CCTV Cameras i One-Year Warranty on Labor % Installation & Power of Intrusion Panels Low Voltage Permits i Installation & Power of Intercom System f Electrical Installation Permit Installation & Power of DVR's % Engineering and Drawings i 120 VAC Power Receptacles % Record Documentation (As-Built) i Lifts and Hoists % System Programming % Floor Coverings for Lifts and Hoists % Project Management Fire Stopping (Excludes Existing Penetrations) Mounting/Termination of Proposed Devices i Patching and Painting i Testing of all Proposed Devices / Electrified Door Locking Hardware i Operations & Maintenance Manuals Additional Lighting Requirements for Cameras % Owner Training ; Ceiling Tiles and Ceiling Grid Repairs i System Meets Plans/Drawings % On-Site Lockable Storage Facility % System is Design-Build / Vertical Core Drilling % Payment & Performance Bonds ) Horizontal Core Drilling % Installation of Wire and Cable i Servers by Convergint % Installation of Conduit and Boxes i Servers by Others i Installation of Wire Hangers i Workstations by Convergint % Specialty Back Boxes i Workstations by Others Atlanta • Calgary • Chicago • Dallas • DC Denver Edmonton • Ft. McMurray Houston • Lethbridge • Los Angeles • Minneapolis Nashville • New Orleans • Phoenix Portland Richmond • San Antonio San Francisco • Seattle • Vancouver -.I-- Page 5 of 11 Initiaf , VOL PAIPAGE Iaa - ///~~yyyy Convergint Technologies, LLC Con- /ht 1420 N. Sam Houston Parkway E. TECH'At' ~(I~G ES Suite 190 f . Houston, TX 77032 ' (832) 327-3700 Fax (832) 327-4499 Brazos County -CCTV 2020410531 No Qty Part Description Manufacturer Unit Price Ext. Price Main Admin ONSSI Software 1 1 NETDVMS-BASE Multi-site/multi-server intelligent IP Surveillance ONSSI $1,946.75 $1,946.75 software suite, for managing an unlimited number of cameras. Includes NetMatrix server as well as free NetGuard-EVS, NetPDA and NetCell clients for unlimited users. Required one per entire system. 2 6 NETDVMS-1CPE NETDVMS-1CPERCAM ONSSI $271.62 $1,629.72 3 6 SUP-NETDVMS-1 1-year software Upgrade Plan (optional) provides ONSSI $55.56 $333.36 eligibility to all major and interim version upgrades. Requires SUP for all components of system. IP Cameras 4 4 SNCDF40N Take advantage of the discreet size of the Sony $612.01 $2,448.04 SNC-DF40N and the versatility of its network capability, the SNC-DF40N is an ideal camera for remote surveillance monitoring applications. 5 2 0274-004 Compact Pan/tilUzoom (12x) camera including X-AWr $971.25 $1,942.50 auto-iris, automatic day/night, and auto-focus zoom lens. Up to 4CIF resolution at 25/30 fps frame rate. Simultaneous MPEG-4 and Motion JPEG. 110 connections for alarm/event handling. Two-way, full duplex audio. Includes power supply, mounting kit for hard and drop ceiling and transparent cover smoked and clear. Cable and Misc Supplies 6 3 5E55B-RB commscope blue plenum Datatech $268.92 $806.76 7 1 GBAR-25084377 2C18NS Plenum GRAYBAR E $104.05 $104.05 JP Pct 1 ONSSI Software 8 5 NETDVMS-1CPE NETDVMS-1CPERCAM ONSSI $271.62 $1,358.10 Page 6 of 11 Initial VOL Ra FAGE ITS - - f~ Convergint Technologies, LLC e®~y-~n 1420 N. Sam Houston Parkway E. TECH-1V9 /rG ES Suite 190 r Houston, TX 77032 (832) 327-3700 Fax (832) 327-4499 Brazos County - CCTV 2020410531 No Qty Part Description 7 Manufacturer Unit Price Ext. Price 9 5 SUP-NETDVMS-1 SUP-NetDVMS-IC-IY XAN)Cr $55.56 $277.80 IP Cameras 10 4 ANIXSNCDS10 MiniDomelPBased Camera Sony $630.38 $2,521.52 11 1 SNC-DS60 Rugged IP minidome with DEPA and X-AMQ $1,039.67 $1,039.67 ExwavePRO Cable and Misc Supplies 12 1 CSCBELD-2413 CAT6ePlenum CSC $500.00 $500.00 JP Pct 3 ONSSI Software 13 8 NETDVMS-1CPE NETDVMS-ICPERCAM ONSSI $271.62 $2,172.96 14 8 SUP-NETDVMS-1 SUP-NetDVMS-1C-1Y X-ANXT $55.56 $444.48 IP Cameras 15 6 ANIX-SNCDS10 MiniDomelPBased Camera Sony $630.38 $3,782.28 16 1 SNC-DS60 Rugged IP minidome with DEPA and X-ANXT $1,039.67 $1,039.67 ExwavePRO 17 1 ANIX-SNCDM160 Outdoor MegaPixellPCamera D/N Sony $1,156.16 $1,156.16 Cable and Misc Supplies 18 2 CSCBELD-2413 CAT6ePlenum CSC $500.00 $1,000.00 JP Pct 4 ONSSI Software 19 5 NETDVMS-1CPE NETDVMS-ICPERCAM ONSSI $271.62 $1,358.10 20 5 SUP-NETDVMS-1 SUP-NetDVMS-1C-1Y XANXr $55.56 $277.80 IP Cameras 21 3 ANIXSNCDS10 MiniDomelPBased Camera Sony $630.38 $1,891.14 Page 7 of 11 Initial 4JL IID-,Pk t 1glf -77 /~ma ya/-- • Convergint Technologies, LLC Go) kp h 1420 N. Sam Houston Parkway E. VSuite 190 T E C hl' S Houston, TX 77032 (832) 327-3700 Fax (832) 327-4499 Brazos County - CCTV 2020410531 No Qty Part Description Manufacturer Unit Price Ext. Price 22 1 SNC-DS60 Rugged IP minidome with DEPA and X-ANXr $1,039.67 $1,039.67 ExwavePRO 23 1 ANIX-SNCDM160 Outdoor MegaPixellPCamera DIN Sony $1,156.16 $1,156.16 Cable and Misc Supplies 24 2 CSCBELD-2413 CAT6ePlenum CSC $500.00 $1,000.00 Juvenile Academy ONSSI Software 25 4 NETDVMS-1CPE NETDVMS-1CPERCAM ONSSI $271.62 $1,086.48 28 4 SUP-NETDVMS-1 SUP-NetDVMS-1C-1Y XANXr $55.56 $222.24 IP Cameras 27 2 ANIX-SNCDS10 MiniDomelPBased Camera Sony $630.38 $1,260.76 28 2 SNC-DS60 Rugged IP minidome with DEPA and X-ANXr $1,039.67 $2,079.34 ExwavePRO Juvenile Training ONSSI Software 29 4 NETDVMS-1CPE NETDVMS-1CPERCAM ONSSI $271.62 $1,086.48 30 4 SUP-NETDVMS-1 SUP-NetDVMS-1C-1Y XAWT $55.56 $222.24 IP Cameras 31 2 ANIX-SNCDS10 MiniDomelPBased Camera Sony $630.38 $1,260.76 32 2 SNC-DS60 Rugged IP minidome with DEPA and X-AW $1,039.67 $2,079.34 ExwavePRO Software Support 33 1 SUP-NETDVMS-B 1-year software Upgrade Plan (optional) provides ONSSI $421.13 $421.13 eligibility to all major and interim version upgrades. Requires SUP for all components of system. Page 8 of 11 Initial UGLJ~ AGE ~j~.( Convergint Technologies, LLC C®/ M ~yYO t 1420 N. Sam Houston Parkway E. Suite 190 T E C f ~N, A; C# , E S Houston, TX 77032 (832) 327-3700 Fax (832) 327-4499 Brazos County - CCTV 2020410531 No Qty Part Description Manufacturer Unit Price Ext. Price Equipment Total 40,945.46 Training $303.08 Freight/Tax (if applicable) $1,325.32 Installation 20,614.75 Total 63,188.61 Page 9 of 11 Initial CO It TEC14 7ytfL tIES NA Clarifications and Exclusions All work proposed herein, shall be performed during normal business hours Monday through Friday 8:00 am - 5:00 pm. Low voltage wiring shall be installed in open cable. Provision or installation of conduit, wire, boxes, fittings or other electrical installation materials unless specifically listed under Inclusions or Bill of Materials. Permits or associated fees are not included. Customer to provide static IP addresses and network connections at panel locations. Customer to provide a secured staging & storage area for project related materials. Pricing assumes that electronic Auto CAD files are available from customer for our use in creating submittal drawings. Ten percent (10%) of the proposed sell price shall be payable to Convergint Technologies for project mobilization. Mobilization (Engineering, Material Procurement, Project Management) shall be invoiced and due upon customer acceptance of this proposal. Proposal does not include sales tax. Anything in the Contract Documents notwithstanding, in no event shall either Contractor or Subcontractor be liable for special, indirect, incidental or consequential damages, including commercial loss, loss of use, or lost profits, even if either party has been advised of the possibility of such damages. Convergint Technologies reserves the right to negotiate mutually acceptable contract terms and conditions with customer by making mutually agreeable changes to the formal contract included in the Bid Documents. Atlanta • Calgary • Chicago • Dallas • DC Denver • Edmonton • Ft McMurray Houston • Lethbridge • Los Angeles • Minneapolis Nashville • New Orleans • Phoenix • Portland • Ric ~~q d P-Leftn Anto`n. San Francisco • Seattle • Vancouver LL1111 `'d~ ii~t4L (.q-7 Page 10 of 11 Initial Total Project Investment: $63,188.61 Thank you for considering Convergint Technologies for your Security needs. If you have any questions or would like additional information, please don't hesitate to contact me immediately. If you would like to proceed with the scope of work as outlined in this proposal, please sign below and fax directly to our office. Sincerely, Convergint Technologies Benjamin Neikirk Ron Davis Vice President ConvergintTechnologies LLC By signing below, I accept this proposal and agree to the Terms and Conditions contained herein , W, cal >(~g Cu er Na a rin d Date ~I SI✓Ins CXkALZ E Autho' ecl Signature Printe Name/Title Atlanta • Calgary • Chicago • Dallas DC • Edmonton • Ft McMurray • Houston • Lethbridge • Los Angeles • Portland Ricnmond • Sa• ---,4Q tde • Vancouver VOL 03P GE M n Page 11 of 11Initial /Lr~ \ SUNGARD Public Sector • PLUS SERIES Product Lire. - www.sungamps.coin/plusserms - 610-691-3616 rel • 443-601-0697 fax `-Via Email"" btruonc(aiIco.brazos.tx.us May 14, 2009 Mr. Ben Truong Brazos County Auditors Office 205 East 27~ Street Bryan, TX 77803 Dear Mr. Truong: We have completed our analysis of your request for modifications to the eFinancePLUS Human Resources version 4.0 application. Please refer to the attached detailed specification that describes our understanding of your requirements for this project. The charge for technical services to provide the item listed on the attached is as follows: Reference Project Name Project Number Description FCBRZ704 Standard Charge $ 6,000 HRM: GHG Interface Rev. 1.0 TOTAL NET CHARGE $$-fi.4D0 This fixed project cost wilt expire 60 days after the date of this correspondence. If you are in agreement with the above charges and the contents of the detailed specifications attached, please provide a purchase order number, sign and date this letter in the space provided, and return a copy directed to my attention. A discount of 50% is being provided to mitigate the unsuccessful Ceelox interface project A percentage of the above standard charge, currently 30%, will be added to your annual software support agreement for ongoing telephone support and maintenance. Note - Additional charges will apply for changes necessary for upward migration of custom programs to maintain compatibility with new releases or versions of standard software. Changes that occur to the specifications after the work has begun will be subject to examination as to their impact on time and cost. I will contact you if any adjustments to this project's cost are necessary. In addition, if you should need to cancel the projed after work has begun, we will invoice you only for the time spent on the project to date. All new and modified programs remain the property of SunGard Public Sector. The above total net charge is due upon installation. You will have a 45-day period immediately following delivery of the software to work directly with the programmer to test and verify that it performs in accordance with the specifications. Any defects reported during this period will be corrected. After the initial 45-day period, questions and problem reports must be directed to the Help Desk. The software must be covered under maintenance as of the delivery date in order to receive support after the 45-day period. Unless otherwise stated above, the terms and conditions of the base Agreement with SunGard Public Sector will apply. SunGard Public Sector reserves the right to remove the software for non-payment. I will schedule a completion date for this project that is within 120 days of receipt of your approval. Please feel free to contact me at (610) 691-3616 or via email at tamie swain(e)sunoamps.com, if you have any questions or wish to further discuss the project details. Sincerely, Tamie H Swain, Assistant General Manager /cdr Attachment cc: Suzan Andrews, Brenda Blossom, Lynn Galgon I accept the charges, sp abons, and terms of this project and authorize SunGard Public Sector Local Government to begin work. ease in I here if you do not wish to purchase maintenance on this project Project #FCBRZ104 Rev 1.0 I (!1 ('f ; 1115 Approved by Please pririft name here Date Purchase Order SuitGafd Public Sector • PLUS SERIES Product Line • 3 West Broad Street • Suite 1 , Bethlehem, PA 1801E YOL [IMPAGE )WB SUNGARW Project # FCBRZ104 HRM: GHG Interface May 14, 2009 Revision 1.0 Brazos County Auditor's Office Mr. Ben Truong STATEMENT OF REQUEST: Brazos County Auditor's Office requested an interface with a 3rd party time and attendance package provided by GHG. CURRENT FUNCTIONALITY: There is no capability in the standard software to load timecard data from an external source. Timecards are designed to be entered using the Timecard entry screen. The payroll processing procedures steps of the standard software then read that data. Loading timecard data to the payroll system requires a custom interface program. FUNCTIONAL SPECIFICATION: OVERVIEW: SunGard Public Sector has provided a set of custom interface programs to read a file of batch timecards that could then be loaded to the standard timecard file of the system. The attached specification provides the details of these programs and their operation, and the associated processes and procedures. FEATURES • Provides ability to load time (and optionally attendance) data to eFinancePLUS Human Resources • Allows users to extract demographic (and optional absence or leave accrual) data for export to an external 3'd party system. The attached specifications provide the details of these programs: • HRM 4.3: Timecard Interface: IMPORT • HRM 4.3: Timecard Interface: EXPORT • BTC 43 Import.xls - includes sample records for importing data into eFinancePLUS Note: The Features list summarizes the functionality that will be included in this custom programming project. If there are any expected features of this project that are not included in this list, please contact SunGard Public Sector. The specification documentation provides as complete a description of the programs and their operation, including user processing and procedures. If there are questions regarding any part of these specifications, please contact SunGard Public Sector. This project as estimated INCLUDES limited programming time to adjust the program that reads the batch timecard file. Requests for changes to the programs will be considered in relation to these specifications, and may involve additional programming costs. If extensive billable modifications are required, a separate detailed specification will be provided for the customer's review and approval before the additional work is starfPri SPECIFICATION APPROVED BY: Please Return Approved Copy With Appro, % Es ate LetQ SunGard Public Sector Copyright 2009 Created by Tamie H Swain Page 2 of 2 4fOL lame aol SU NGARW HRM 4.3: Timecard Interface: EXPORT FinancePLUS: Batch Employee Timecards The Export option of the Timecard Interface permits you to transfer demographic data from the eFinancePLUS personnel and payroll files into your Timekeeping system. The following documentation provides descriptions and instructions regarding the interface program covering the transfer of data From eFinancePLUS - Payroll and personnel data file transfer into a third party system. Other changes are provided for to allow a site to export to multiple 3rd Party Companies in a section with the Heading: Interface Features • Produces standard output files. Interface files from eFinancePLUS are in ASCII format, with sequential, fixed-length records and fields. • Offers multiple options. Using interface files created with the eFinancePLUS unload program, you can: 1. Load new hire information into the timekeeping system system. 2. Perform an initial load or update to the timekeeping system with data stored in SunGard Public Sector's payroll or personnel files. 3. Update the timekeeping system with absence or leave accrual data accumulated on the eFinancePLUS system. 4. Select Data for different companies • Flexible Setup User-defined screens allow the site to continue to enter items in SunGard Public Sector Human Resources that are needed in 3rd Party system that the site had formerly entered in their HRM system. Export passes the 3rd Party information in the export File for 3rd Party to use. • Ensures security. Unload security is governed by the payroll or personnel database maintenance resources. Requirements The timecard interface files must have the following format: ASCII, sequential, with fields delimited by vertical bar characters(ASCII 124) as shown: SunGard Public Sector - Copyright € 2009 Created by Kathy Schellenberg Page 1 at 14 aoa ~1'~~laa ~~Cr SUNGARW HRM 4.3: Timecard Interface: EXPORT File Transfer Interface: FROM eFinancePLUS to Timekeeping system CONTENTS This section of the Timecard Interface Documentation describes transfer of data from the eFinancePLUS system to a standard output file. Topics include: ■ Interface File Definition a The UNLOAD Option: Selecting Records for the Interface ■ Prompt Screen and Options s Reviewing Interface Records • Procedure Checklist ■ Sample Data and Reports SunGard Public Sector • Copyright 2009 Created by Kathy Schellenbeig gg Page 2 of 14 ~1 L~_ PAGGE p0✓ SUNGAR& HRM 4.3: Timecard Interface: EXPORT is Interface File Definition SunGard Public Sector's Timecard Interface program provides an option to unload demographic data. Choosing the UNLOAD option will create a file in the format defined below under the heading Interface File Format. Interface File Format The standard output file (from the eFinancePLUS software to a Timekeeping system) is an ASCII flat file with fixed record lengths, field lengths, and positions. The table below lists the characteristics of the fields included in the output file. Data types are represented in the table below by the following symbols: Symbol Data Type I Integer Dc Decimal C Character D Date eFinancePLUS source fields indicate the source table using the following symbols: Symbol Source Table E employee P person R payroll Y a rate % disc orgn or distproj (for projects) A em act U em user Decimal Points-The decimal points indicated in the decimal fields listed below are explicit. The length of numbers with decimals is the sum of the length of the integer part plus the explicit decimal plus the number of positions after the decimal (leading zeroes are not required). Thus, a 4.4 decimal field can accommodate up to 9999.9999 in a field of length 9. Integers-Integer fields may contain only digits, or they may contain a combination of digits and leading or trailing spaces. Negative Values--Negative values are indicated by a leading negative sign. Dates-Dates are formatted MM/DD/YYYY, with a forward slash used as the separating character. Character Fields-Character (CHAR) fields can contain printable ASCII characters and are left justified and space-filled. Required Fields-Items marked Yes in the Req column are required for new hires in the Timekeeping system system. If any of these fields are blank, the LOAD program will alert the user by noting the fact in the log file (described below). SUnGard Public Sector - copyrights 2009 Created by Kathy Schellenberg ' Page 3 of 14 Itol_ I-a FAvi g4 SUNGARW HRM 4.3: Timecard Interface: EXPORT r SunGard Public Sector • Copyrights 2009 Created by Kathy Schellenberg Page 4 of 14 IrCL~o1~PAGE a185 SUNGARW HRM 4.3: Timecard Interface: EXPORT TYP LE FIELD REQ .COMMENTS FIELD E Empl_No I N Yes E empl_no Site-defined employee Identification number, usually he em to ee's Social Security Number. Soc sec 11 E ssn Ex licit dashes, e. g., 01 B-44-0871 L name 30 E I name Includes suffix or generation JR, SR, III F name 30 E f name Includes middle initial ddrl 30 E addrl First line of address ddr2 0 E addr2 O tional second line of address Cit C 30 E cit late E state i C 10 E zi If extended zi is used, include the 18015-1054 New Hire 1 if employee is new hire (see criteria for setting this a , below Hire Date D 10 es E hire date Birth Date D 10 E birthdate Home or n 8 E home or n Finance PLUS screen label is De t Base locn 1 8 E base_loc eFinancePLUS uses to control attendance entry larks are permitted to enter attendance for employee ith certain base locations Home hone 12 P home hone Phone numbers formatted aaa-xxx-xxxx enure date D 10 P tenure date Seniorit D 10 P senior date Date that determines seniorit . Location C P location Part-time 1 P art time F=full time, P art time tatus C es P status Site defines these values. ACT is usually active, bu here are no standard values tatus date D 10 P slat date Ma be blank least C class From rime a rate record lass2 class From additional a rate records lass3 lass4 lass5 Bar ain P bar ain Union or bar ainin unit code erm date D 10 P term date Termination date Base rate D 6.6 13 rate From Primary pay rate for employee Home budunit 16 es % or n Bud et unit portion of eneral led er distribution Home acct 8 as % acct ccount or object portion of eneral led er distribution Project % ro' Pro act number for distribution of amount Project % acct Project account for distribution of amount account Multi account 1 /N to indicate if the distribution involves othe accounts not being passed. The one passed will have he lar est ercenta a associated with it. Position osition Position control code on rime a rate record alendar cal-type Code for a calendar containing days that are holidays, de ther non-workin aid Hays , and non- aid work da s. hange Date D 10 en selecting changed employees, date (from change to that is after the 'earliest date of chan e' rom t Pa run Date D 10 _Required for accruals from user entry) Leave codel 3 R Ivl rd Code for first absence leave bank Leave ball D 4.4 9 R Ivt_bal Available balance (hours or days at site's choice) lot absence leave bank 1 Leave takenl D 4.4 R Iv1 tak Time taken against leave bank 1 Leave earnl D 4.4 9 R Ivl ear Time earned for leave bank 1 SunGard Public Sector • Copyright < 2009 Created by Kathy Schellenberg Page 5 of 14 t ~a rah 9 E aol~ °SUNGARW HRM 4.3: Timecard Interface: EXPORT FIELD TYP LE REQ 'COMMENTS FIELD,( . E, N ther leave 70 same data and format for the following fields: lelds Leave code2, Leave bal2, Leave taken2, Leave. earn2 Leave code3, Leave bal3, Leave taken3, Leave earn3 Leave code4, Leave ba14, Leave taken4, Leave earn4 Leave code5, Leave bal5, Leave taken5, Leave ear-5 Leave code6, Leave bal6, Leave taken6, Leave earn6 Leave coder Leave ball, Leave takenT Leave earn7 Leave ccde8, Leave bal8, Leave taken8, Leave earnB Leave mde9, Leave bal9, Leave taken9, Leave earn9 Leave code10, Leave bal10, Leave taken10, Leave rn 10 (total bytes for Leave code2 thru Leave arn10 = 9x3 + 9x9 + 9x9 + 9x9 User t1 MUfte User-defined text field from eFinancePLUS user defined record a e no 29000 ther user same data and format for the following fields: r _t2, user-t3, user-t4, user-t5, user-t6, user_t7, ext fields user user_t8, user-t9, user_t10 (total bytes for user_t2 hru user t10 = 9x20 User cl User-defined code field from eFinancePLUS user efned record a e no 29000 can be table verified same data and for mat for the following fields: user c2, user c3, user-c4, user _c5, user-c33, user_c7, user7c8, user c9, user_clo total bytes for user c2 thru user c10 = 9x10 Total record 986 bytes Interface File Guidelines User-Defined Fields-eFinancePLUS has reserved page 29000 for user-defined fields associated with the Timekeeping system application. The first two text fields and the first two code fields are available for selecting records in the unload option. The 10 user-defined text fields and 10 code fields are assigned to the positions marked above with highlighting. Interface File Name-If accrual data is being selected, the file will be named peiaccruaLdat. Otherwise, the interface file name is peidemo.dat. (the file format is the same). File Location-The file will be written to a directory defined by the environmental variable $FASTAPDIR. Users are responsible for moving, copying or transmitting the file to the Timekeeping system as needed. SunGard Public Sector • Copyright f, 2009 Created by Kathy Schellenberg Page 6 of 14 l~a~ i a~P :iE 90 SUNGAR& HRM 4.3: Timecard Interface: EXPORT M The UNLOAD Option: Selecting Records for the Interface To unload records from the eFinancePLUS system, choose the following menu items: Applications > Human Resources > Payroll > Pay run Processing > Batch Timecard Processing > Demographic File Edit.. Favorites. Help Load Criteria - - _ _ Load All L] - 'IE/'ICK Load New Hires ❑ Earliest New Hire Date L-J © C'Back Load Changes ❑ Earliest Date of Change r------ Load Accruals ❑Pay Run Date. Additional Lntena _ ! Termination code Status I Pay Group Department - User Defined Lntena- Badge.NumberI F-:' ~ Company Code Pay Class Holiday Class - -I Check boz to select-all employees SunGard Plibllo Seclor • Copyright S, 2009 Created by Kathy Schellenberg Page 7 of 14 vo ~E a0 0 SUNGARDr HRM 4.3: Timecard Interface: EXPORT Unload Screen Options You may select the types of records you wish to include in the interface file by entering your choices in the fields on the prompt screen. The screen options are described below. Refer to the following table for additional guidelines. LOAD ALL Enter Y to select all employees and data fields (e.g., for initial load). LOAD NEW HIRES Enter Y to select and mark new hires. EARLIEST NEW Enter a cutoff date: Employees hired before this date will not be HIRE DATE selected as new hires. LOAD CHANGES Enter Y to pass only records of people whose data has changed. EARLIEST DATE Enter a cutoff date: Employees with changes to data before this OF CHANGE date will not be selected. LOAD ACCRUALS To include leave accrual data for all employee records, enter Y. PAY RUN DATE Associate the accrual load with a pay run date by entering it in this field (not a selective). ADDITIONAL CRITERIA: PAY GROUP HOME ORGN TERM CODE STATUS For each field, enter a query-type expression to define criteria by which records will be selected. USER DEFINED CRITERIA: For each field, enter a query-type expression to define your selection criteria. Note: The labels for the prompts are created on the user-defined payroll screen (page 29000) reserved for the Timekeeping system interface. The first two prompts come from the first two text data field labels (left side of user screen); the second two prompts come from the first two code data field labels (right side of user screen). SunGaid Public Sector • Copyright 2009 Created by Kathy Schellenberg Page 8of 14 V0 3aPA-GE o~q SUNGA RW HRM 4.3: Timecard Interface: EXPORT Output Screen Options A window will appear where you can specify the report directory and file name. By default, the report name will be dem_rpt3.rpt. r Destination Printer Dphony- Printer printer Name Default p/OK d File -Number of Copies ❑1 - - l b Back O Screen 7 ;File Name /usets/rpt/dem_tptIrpt rA+R Enter name of destination file - - •r A window will appear that will prompt you for an output file name. If you did not enter Y at the load accruals prompt, the default file name will be peidemo.dat If you did enter Y at the load accruals prompt, the default file name will be peiaccruat.dat Destination Printer Dplions. - - - : I' " Default Printer Printer Name s File. Number of Copies -~i QII Back Screen J. File Name /spi/spifps/log/peidemi dal f Enter name of destination File SunGard Public Sector • Copyright 20D9 Created by Kathy Schellenberg Page 9 of 14 VoQ_~LPAGE RID SUNGAR& HRM 4.3: Timecard Interface: EXPORT Selection Guidelines The unload program will select and process records depending on the criteria entered on the prompting screens, as described in the following table. OPTION CHOICE NOTES LOAD ALL Y • Cannot be combined with other options: Program checks that other options are blank or contain N before processing, and user is not prompted for other options. Selects all records. No selectives are possible. Creates a single interface record for each employee. Data from all eFinancePLUS source fields placed in interface record, including accruals. Appropriate choice for an initial load. LOAD NEW HIRES Y . Prompts for EARLIEST HIRE DATE. Selects records where hire date is later than date entered in EARLIEST HIRE DATE field. . Creates a single interface record for each employee selected. Places any data found in eFinancePLUS source fields in interface record, including accruals. • Marks interface records with Y in new hire field. N • No prompt for EARLIEST HIRE DATE. • Checking of records in the change log file does not use hire date. • New hire field is not marked. LOAD CHANGES Y . Records are selected where the change date is later than the date entered as EARLIEST NEW HIRE DATE. (By limiting the number of dates searched, the volume of records passed to the Timekeeping system is reduced.) • A single interface record is created for each employee selected. All data found in the source fields is placed in the interface file, including accruals. (That is, the unload file does not limit the fields assed to those with changes.) N Does not prompt for EARLIEST HIRE DATE. • Does not check for records in the change to file. LOAD ACCRUALS Y . Provides subset of data with accruals. Cannot be combined with other options; if any other option contains a Y, the user will not be prompted for the LOAD ACCRUALS option. Processes all records that meet the criteria specified with the OTHER SELECTIVES or USER DEFINED options. ADDITIONAL Y . Further refines selection criteria established with previous CRITERIA options. For example, a record for a new hire or a record that has changed must meet the date criteria as well as the conditions set with OTHER SELECTIVES. USER DEFINED • LOAD NEW HIRES and LOAD CHANGES can be done at CRITERIA the same time, in which case only a single record will be created for those employees meeting the LOAD NEW HIRE and LOAD CHANGES criteria. The new hire field will SunGard Public Sector • Copyright n 2009 Created by Kathy Schellenberg Page 10 of 14 IIt7L ~ a_ _PAGE a~ sUNGAR6 HRM 4.3: Timecard Interface: EXPORT be set to Y as usual. ® Reviewing Interface Records The EDIT LIST Report Option The unload program prints a list of unloaded record fields. The tables and columns that appear on the edit listing report are listed below with explanatory notes. (See the Sample Data and Reports section for examples. The sample layouts show examples for both new hires/changes and for accruals. These are not headings for different sections of the report, but are meant to indicate that the report will show different data depending on which unload option is selected. Sample data comes from eFinancePLUS fields.) Selection criteria: Record selection from eFinancePLUS files is based on the selection criteria you entered. Sort, Totals: Sorted by employee number. Number of employee records created appears at end. r t column table.field Em I No EMPLOYEE.em I no Soc sec EMPLOYEE.ssn L name EMPLOYEE.1 name F name EMPLOYEE.f name Addr1 EMPLOYEE.addrt Addr2 EMPLOYEE.addr2 City EMPLOYEE.ci State EMPLOYEE.state Zip EMPLOYEE.zi New Hire Hire date EMPLOYEE.hire date Birth Date EMPLOYEE.birthdate Home or n EMPLOYEE.home or n Base loco EMPLOYEE.base loc Home hone PERSON.home hone Tenure date PERSON.tenure date Seniority PERSON.senior date Location PERSON.Iocation rPart-time PERSON. art time us PERSON.status us date PERSON.stat date st PAYRAIE.class st PAYRATE.class s3 PAYRATE.class s4 PAYRATE.class s5 PAYRATE.class Ba ain PERSON.bar ain Term date PERSON.term date Base rate PAY RAT E. rate Home budunit DIST ORGN.or n Home acct DIST ORGN.acct Pro'ed DIST PROD. ro' SwGard Public Sector- Copyright € 2009 Created by Kathy Schel!enberg Page 11 of 14 VOL iaaME a la SUNGARW HRM 4.3: Timecard Interface: EXPORT If more than one dist or n record for rima rate PAYRATE. osition PAYRATE.cal t e Vearnl..10 DIST PROJ.acct Date in ut Date EMPACT.date ch de1..10 PAYROLL. Lv1 rd Iv10cd ll..10 PAYROLL. Lvt bal.. Iv10bal ken1..10 PAYROLL. Lv1 tak.. Iv10tak arnl..10 PAYROLL. 1-v1 ear.. Iv10ear User t1.10 EMPUSER. text1A0 User c1 . .10 EMPUSER.tcodel..10 Missing Data If a required data field (as indicated in the Interface File Layout chart) is null or blank, the report will display asterisks(*) in the field to indicate that the data is blank. Review the source record(s) for employees missing data in required fields. ® Procedure Checklist Use the following special procedures with the Timecard Interface download program: ❑ Use the eFinancePLUS database update options for payroll or personnel to enter records, fill in fields for new hires, and perform updates to existing employee records that you plan to pass to the Timekeeping system. ❑ Unload eFinancePLUS data to the interface file, filling in the prompts shown above for new hires and employee changes. Note: Perform this load before processing payroll in the eFinancePLUS system. ❑ Review the edit list to see if data is missing that could be added using eFinancePLUS screens. If there is, return to Step 1. ❑ Follow the procedures for transferring the file and processing it in the Timekeeping system software. ❑ Pass captured timecard information to eFinancePLUS for payroll processing. Procedures for creating the timecard interface file and for performing the interface are covered in the sectin of this document detailing the timecard interface. ❑ If you are passing accrual information, complete the steps for a payroll through PAYROLL CALCULATION. After you run the calculation, unload eFinancePLUS data to the interface file. Respond to the prompts as indicated above to send accrual data only. ❑ Follow the procedures for transferring the file with accrual data and processing it in the Timekeeping system software. 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A N N N N N (J V/ ® Z W H x x E J J J J x X E% J J J J 7 VOL L&PAGE~) 4 w 0 w W U) X O 0m T T x r x r ~c w WQ E E 9 E ~a F- F- ° O Z Q T^ T X a ^ X T E i=- wo J28 J12 p mzm¢ Eo' EE E' EOU ou: U oo x WL W EEE wom W N N° 0- w A x iZ M Wg~ E 'L 2 C zw ZN°O j5rnt~Rn x xx x EExx EEx =LLco ~ H ~ ° w W X~ ° W ~W 0 0 z~~~ xq5 xSQS ® W Z U X j~ K x +S k E x U ® 0 w coQE W m x m CO) ° I- L 7 w R y m ami m m m ' d d m m m m Q' D E ° < Z_y E o m m xv o _ m Y E a_ m y v_, E d ~E r mmm omm c~a:°. ami n. W o a« v o a« m o a« m t Z w d s i m m m m m m m m m m m m m m m > > > > > > > > > > > > > 111 Iii n' ° ZO E > > Z° m m m m m m m m m m m m m m m m C7 U) N Q W Q F m J J J J J J J J J J J J X J J J J N VOL i PAGE X15 SUNGARW HRM 4.3: Timecard Interface: IMPORT FinancePLUS: Batch Employee Timecards The Timecard Interface permits you to transfer time and attendance data between your Timekeeping system and the timecard and attendance tables in SunGard eFinancePLUS Human Resource Management System (HRM). The following documentation provides descriptions and instructions for the interface program to transfers timecard and attendance data TO SunGard eFinancePLUS FROM an external timekeeping system. Interface Features • Captures attendance and substitute information. Attendance and substitute data are included when the SunGard eFinancePLUS interface loads the timekeeping system entries into a new batch timecard table. • Provides review and edit capabilities. The interface includes a maintenance program that allows users to review and edit batch timecard data. • Facilitates posting. Timecard and attendance data can be posted from the interface. • Ensures security. Load, maintenance, and posting security are governed by SunGard eFinancePLUS's payroll timecard entry resource. Requirements The timecard interface files must have the following format: ASCII, sequential, with fields delimited by vertical bar characters (ASCII 124) as shown below. SunGard Public Sectnr. • Copyright c; 2009 Created by Kathy Schellenberg Page 1 of 19 VOL I'adURAGE .1160 SUNGARW HRM 4.3: Timecard Interface: IMPORT File Transfer Interface: TO eFinancePLUS to Timekeeping system CONTENTS This section of the Timecard Interface Custom Modification Documentation describes transfer of data from the Timekeeping system. Topics include: ■ Preparing the Interface File ■ Using the LOAD Program o Reviewing, Changing, and Posting Batch Timecard Records r Procedure Checklist e Sample Data and Reports SunGard Public Sector. • Copyright r? 2009 Created by Kathy Schellenberg t Page 2 of t9 INHI~PAGE )J7 SUNGAIRW HRM 4.3: Timecard Interface: IMPORT ® Preparing the Interface File The load program takes data from an interface file produced by the Timekeeping system and places it in a new SunGard eFinancePLUS table, btimecard. The file should be produced on demand by the timekeeping system software, and it must adhere to the format described in the Interface File Format section. Finally, it must reside in the location described by the environmental variable $FASTAPDIR. Interface File Format The expected output file from the timekeeping system software must have the following characteristics: • It is an ASCII, line-delimited file (EOL Character or CR/LF characters at the end of each record). • Fields are terminated by a vertical bar character. Some fields are denoted as reserved and must be left blank. Blank or empty fields are represented by inserting a terminating vertical bar character immediately following the preceding field's terminating vertical bar (e.g 1999.911- Note: No space exists between the bars that represent the blank field). • Decimal points in fields defined as decimal in type are explicit. • The notation for decimals indicates the length of the integer as well as the number of positions after the decimal (leading zeroes are not required). Thus, a 4.4 decimal field can accommodate a maximum number of 9999.9999. • Integer fields can contain digits only (leading or trailing spaces are permitted). • A leading negative sign indicates negative values. • Dates must be formatted mm/dd/yyyy. • Character (CHAR) fields can contain printable ASCII characters Standard Fields Standard fields and their characteristics are listed in the following table: teger 9 d employee identificati on ually employee's social V YPE? LENGT VDate COMM4ba mber. Must be in em to ee n ReHAR 3 d pay code or attendance e of 001 to 200; must be e file to be ostable. HAR 10 hich timecard hours are beiecimal 6.4 hours (or days) worked, fosonnel. (and for salaried ersonnel re ortin exce tions )pg ecimal 5. 5 No Rate eunit re orted in hours field ecimal 10.2 No an be calculated as hours time rate a n from the Prima HAR 16 o Budget Unit - If blank, system will debutio rate. CHAR 8 No ccount is the Budget Object. The combination of the Orgn and Account efine the ledger record that is updated wfth the dollar amount of the imecard. If bud et unit is blank, account must be blank and vice versa. CHAR 8 No Pro'ed used in Project Accounting Pacot CHAR 8 No Pro ect Account used in Project Accounting Class CHAR 4 No Employee position/class code; will default if left blank. Non-blank value ust be in clstable file. Reserved! Leave blank Reserved2 Leave blank. Pay _Run CHAR 3 Yes unGard eFinancePLUS - an employee may have a time card for more han one pay run in a given pay period. A pay run has a begin and end ate and a set of pay groups associated with it. An employee may have een aid b rates that are related to groups that are in different a runs. Sur-Gard Public Sector. • Copyright 2009 Created by Kathy Schellenberg Page 3 of 19 v0L M r;tAV-E a> s SUNGARW HRM 4.3: Timecard Interface: IMPORT Optional Fields: Attendance and Substitute Data The additional fields listed in the table below are available for attendance and substitute data. If the interfacing system does not have those fields or if there is no attendance information associated with the timecard, these fields can be left empty (as indicated above, they must still be supplied in the interface file as a series of vertical bar characters). Please note: • If any attendance information is provided, the Leave Code (Iv_code) field is required. • If information about the substitute employee associated with an absent employee is available and a substitute ID is supplied, the fields marked Y in the required column (Req) must have values. LENGT' FIELD TYPE H REQ 'COMMENTS d3 Leave blank Reserve Reserved4 Leave blank Reserved5 Leave blank Remarks CHAR 21 N Text describin absence Reserved6 Leave blank Reserved7 Leave blank Iv code CHAR 1 Y Numeric- 1~ di it of 3-di it leave bank code used. ost fl CHAR 1 Y V' data that is loaded but not osted ub id Integer 9 Y Site-defined employee identification number for the ubstitute. Must be in em to ee file of Human Resources. ub a code CHAR 3 Y ite-defined a code for the sub; must be in a able. ub_pay_class CHAR 4 N Employee position class code; will default if left blank. - Non-blank value must be in cistable file. ub a rate Decimal 5.5 Y Rate that sub is aid ub_amt_paid Decimal 8.2 Y mount paid to the substitute: hours/da s X rate ub loc CHAR 4 Y Building location where sub worked (usually matches SPI person location field of absent em to ee reserved8 Leave blank ub_orgn CHAR 16 N Budget Unit. If blank, system will default to distribution rom the absent em to ee's dma a rate. ub account CHAR 8 N ccount is the Budget Object. The combination of the Orgn nd Account define the ledger record that is updated with he dollar amount of the timecard. If budget unit is blank, account must be blank and vice versa. cal val CHAR 1 N alendar code defined by district for this sub. If btank,will me from sub's primary pay rate. If non-blank, must be in calendar table. SunGard Public Sector. • Copyright 2009 Created by Kathy Schellenberg Page 4 of 19 VOL l_aAPAGE ZKA SUNGARID~ HRM 4.3: Timecard Interface: IMPORT Interface File Guidelines Default Data Requirements-Default values that replace blank fields in the first part of the record (fields listed above absence information) come from the SunGard eFinancePLUS primary rate record of the employee; defaults fill in during the posting process. Employees with records in the timekeeping system must have a primary rate record in the SunGard eFinancePLUS Human Resources Payroll database. If employees do not have primary rate records, the posting program will generate exceptions requiring additional editing. Employees who have a rate with the class supplied on the interface record (in the SPI system), the accounting information can be defaulted. Otherwise all accounting information will be required (orgn, account, proj, pacct, sub_orgn, sub-account), or no timecard will be created for that record. Distribution to More Than One Account Because only one ledger record is defined by the orgn and account fields in the timecard, distributions involving multiple accounts must be sent as multiple records with hours pro-rated according to the percentage distribution used with each ledger record. For example, to distribute an 8-hour timecard in a 75% / 25% split between organization 10101010, account 62115 and organization 10202020, account 62115, send a timecard for each account, with one having 6 hours and the other 2 hours. Note: If the substitute pay is being distributed in this way there still must be two records created, and the hours and the leave hours (or pay amounts and sub pay amounts) must both be pro-rated. Attendance Field Data-Data in the attendance fields must match the data in the timecard. That is, if you are sending attendance information rather than a timecard, you still create a timecard portion with an attendance pay code (i.e. the SunGard eFinancePLUS pay code that designates the kind of absence) and hours that match the leave hours. See the sample data for a record involving attendance data. Substitute Data-You may include data for substitutes who are associated with an absent employee on the absent employee's record in the substitute fields. When this is posted to timecards, a separate timecard for the substitute is also created. If the substitute's accounting fields (sub_orgn and sub-acct) are left blank, the default distribution is made to the accounts for the absent employee (the person for whom the substitute worked). If the class code for the substitute is not found among the substitute pay rates, the hours and rate are necessary. The sub orgn and sub account may be left blank, in which case the default distribution to the accounts for the absent employee acts as follows: The program looks to the absent employee's rates for the class entered for the sub, and if found will use that distribution. Otherwise, it will use the absent employee's primary pay rate distributions. If you wish to keep substitute information separate from timecards associated with absent employees, include the information in the normal fashion on the timecard. Note: If data for substitutes is not kept in either an associated timecard or a separate one, two timecards will be created for the substitute. Single Input File-Data from the source system must be included in one input file only. Duplicates will not be trapped. Corrections to data already sent to an interface file must include a record that reverses the original record (to make the hours figure negative, use a leading negative sign) and then a record with the corrected data. Sample records-Sample records with notes are provided in the section with sample reports. Input File Name-If you are processing only one pay run, name the file timedata.dat. If you are processing more than one pay run, name the file 6mexxx.dat, where xxx represents a pay run code. SunGard Public Sector. - Copyright 2009 Created by Kathy Schellenbeig Page 5 of 19 VoL_IAppGE ~I SUNGARW HRM 4.3: Timecard Interface: IMPORT Input File Location-The file must be located in the directory defined by the environmental variable $FASTAPDIR. It is the site's responsibility to place the file in the appropriate directory. SunGard Public Sector. • Copyright 2009 Created by Kathy Schellenberg Page 6 of 19 UQL I)APAGE aa-o StUNGAF3®~ HRM 4.3: Timecard Interface: IMPORT ® Using the LOAD Option Menu Path Applications, Human Resources, Payroll, Batch Employee Time, Batch Time, Load Prompt Screen Ede Edit Llelp Reportlnformation = - 1 This option will load the batch employee S/OK time data from the interface roe Name of file to load Pay Run OVR Enter the He name including the path. Processing At the prompt screen, enter the name assigned to your interface file and the pay run number. The load program inserts the timecard data from your interface file into the table btimecard. Records in the table can then be reviewed and updates performed. New SunGard eFinancePLUS Table: btimecard The batch timecard table (btimecard) created for the program has the following definition: FIELD TYPE" LENGTH REQ ! COMMENTS Em I no trite er 9 Pa code Char 3 and date Date Hours Decimal 10,4 a rate Decimal 10,5 mount Decimal 12,2 Either fill amount or hours and rate n Char 16 ccount Char 8 ro Char 8 acct Char 8 lass char 4 Will be checked against site-entered-codes at load time a c cle char 1 Load with "1" ax ind char 1 Day run char 3 load date date oad user char 8 User-id of person running load program ost Fl char 1 L=Loaded, A=Added in maintenance, C=Chan ed, P=Posted .card r char 2 Fiscal ear future use SunGard Public Sector. • Copyright €32009 Created by Kathy Schellenberg Page 7 of 19 VOLIPQ PAGE p2a~ SULVCARW HRM 4.3: Timecard Interface: IMPORT Attendance and Substitute Data Fields The optional fields for attendance or substitute data have the characteristics noted in the table below. If the interface file contains no attendance data, no data will be entered in these fields. FIELD TYPE LENGT RE COMMENTS ` Start date date Must j ch timecard date to date date Must ch timecard date v hrs deimal 8,4 remarks char 21 heck date date Relato a run tatus fl char 1 Iv code char 1 Numeric- 1st digit of .3 digit leave code ub id inte er 9 ub a code char 3 ub a class char 4 ub a rate decimal 10,5 ub amt aid decimal 10,2 ub too char 4 ub tax ind char 1 ub or n char 16 ub acct char 8 al val char 1 Calendar code SunGard Public Sector. • Copyright u„ 2009 Created by Kathy Schellenberg Page D of "9 VOL 09' Phr.: ILL SUNGARW HRM 4.3: Timecard Interface: IMPORT ® Reviewing, Changing, and Posting Batch Timecard Records After loading timecard entries using the interface program, you may wish to review, change, and post records. The SunGard eFinancePLUS interface program allows you to add new records, edit listings, and query, change and delete individual records in each part of the file. A posting process is available to move records to the timecard and attendance table. You may select records to maintain by using the fields on the lookup screen shown below. Screen Layouts Lookup screen • For change, delete, query, edit list, post • You can select records using query expressions and wildcards. • The records that match the query display in a screen array are shown in the next section j; ROM File Edit Fayontes Help I,. ~~3 w 1 L SearchGrtena- t/ OK Pay Run ~ - _ SubsWUle ID,' Back Employee Numhes Last Name Substitute Last Name r-- First Name Subsldute First Name • Load Card Data L1. Subskule Location X Pay Coda ; Subsalute Pay Code, J b Class Substaute Pay Class ' Pay Cycle, ' Find plw e L st IJam I Fn 1 Name., Card Gale Pas Run Em I 0 matches found OVR Fitter the pay nai For search SunGard Public Sector. • Copyright 2009 Created by Kathy Schellenberg Page 9 of 19 tin IdA'PAGE3 SUNGARDd HRM 4.3: Timecard Interface: IMPORT Detail Scrolling Screen • For Add, Change, Delete, Query • On any detail line, fields can be viewed and changed (including employee name and code descriptions, accounting distribution, and absence and substitute information). Efle Edit FaJoraes help - - ' Search Diode . f 0K Pay Run Employee Number Substitute ID Back Last Name Substitute Last Name - _ Substitute Fist Name I' Edit List First Name - Card Date - tiuLN ' . Suhrillute Locafion Past Pay Code . SuhsUtute Pay Code Substitute Pay Class 306 Llass Disable/Enable Pay Cycle Find massdelete Employee ILari Name ~Flrsl Name; Card Data Pay Run i. 3 10/04/2000 CL2 - rr• 1 , 2 malchtes) found OVH Additional Data Window • for Add, Change, Query - EmRaSe[6(mnaLT• F\ Looln~ool ~ nK Enpbpe Nimbv' 101 [nyN IPEPGIFP IQy Bad -RAN ENNIFEP - Q IrsN Pow cad Del _ tOr012001 iYa Pm Pu, - Fd1 ~ ~ ® DdMe ROw ..Lrr1a..._. Atlmderrs peu° Pa [ode HvnsAq< 1,pv Am 6tmarU4IT ,yAi: a PNeot :Aces[ T. . rllm eIIXLEAVE _ 0.m001 11150000 000 - Daa3. [id an - REGULAR PAY - S" ii amooR Amin OO1.PE6UUF PAY.54UR 0.0000 00]CW 266105 1 Mav OdafiA¢[ nr SunGard Public Sector_ • Copyright 2009 Created by Kathy Schellenberg Page 10 of 19 VOL) Ag-FLGE 7-~ SUNGARW HRM 4.3: Timecard Interface: IMPORT General Information- Employee 101 Name JENNIFER PERGLER yy OK Pay code 101' ISICKLr EAVE - Hack i Leave Code W9 _ Remarks Calendar Validation - 1j Duplicate Items Substitute Information Substitute ID C~ Name Location 7 Pay Code v1 Job Gass Pay Rate - Amount _ BUDGET UNIT Account Tax -VR Enter any remarks for the preceding leave code - - Maintenance Functions: ADD, CHANGE, QUERY, DELETE These options allow the user to update individual records in the btimecard table. In change, query and delete, the user can select records using query expressions and wildcards. The records retrieved match the query display in a screen array (shown above). Files and Fields Affected The name of the table loaded and updated by the interface program is btimecard. All fields in the timecard part of btimecard (except user and load date and time) are accessible; they can be used for selection and can be changed in the update. The fields in the attendance portion that can be updated are Iv-code, remarks, sub_id, sub loc, sub_pay_code, sub_pay_class, sub_pay_rate, sub_amt_paid, sub_orgn and sub-account. Report (Edit List) The EDIT LIST option prints a report listing fields from the records stored in the batch file. It includes messages that would appear if the record were posted to payroll, and it shows the data that will be filled as defaults for fields left blank. The user selects the records that appear on the edit listing using query expressions on the prompt screen shown below. (The tables and columns that appear on the edit listing report are listed below with explanatory notes). All records selected from btimecard reflect the selection criteria entered on the prompt screen. A sample layout of the report follows. Note that the sample report shows examples of three ways the data may appear: as timecard only, as timecard and attendance with no substitute data, or as all data. These are not actual headings for different sections of the report, but simply indicate that the report shows more data depending on whether there is attendance or substitute data included on the record. SunGard Public Sector. • Copyright,"%2009 Created by Kathy Schellenberg r r" a Page 11 of 19 ~f eCE SUNGd1 RW HRM 4.3: Timecard Interface: IMPORT Report Prompts 51. Edt FAyodes l1elp " 7 ,tJ .Y 11 1 -Seamh Gle,w O iI. OK Pay R. SubseutelD Back i, Employee Numb., Last Name Suha[7ule Lail Name Feel Name Substitute Fsst Neme---- I', • Load Card Dale Substitute Locabm Pay Code era SubsdUte Pay Code ' - Job Clan 'Unmute Pay Cl... Pay Cycle ¢4 Fed - " EvPloler Lasl Ilan. n,J Name IC.,d Data IPay R. 0 matches lamd - z. O'JS Enter the Pay run Far search Sort, Totals The report is sorted in this order: pay run, pay cycle, employee number, class, pay code, budget unit and account, and update time nwrked 'TABLE FIELD, NOTES/CALCULATION m I no mployee.l_name, m to ee.f name a code nd date ours Pa Rate a rate Pa Amount mount Bud unit r n %ccount ccount Pro'ect ro' Pro' Acc acct lass lass cte a c cte ax ax ind Pa Run a run Pstd ost flag U dated load date, load user ~mhieih~v hh:mm SunGard Public Sector. • Copyright 2009 Created by Kathy Schellenberg Page 12 of 19 VT--jaAPaasE SUNGAR6 HRM 4.3: Timecard Interface: IMPORT If there are absence or substitute data: REPORT 1 ABLE FIELD' NOTES/CALCULATION COLUMN Start sto tart date hours Iv bra remarks Remarks is tatus fl Iv code Iv code ost fl ost Fl ub ub id, em to ee.l name, em lo ee.f name a code ub a code lass ub a class a rate ub a rate a amt ub amt aid ubloc ub Ion Subst. Bud unit ub or n Subs acct ub acct I I val ink date check date * Data from tables other than timecard are identified by name. Special Processing - The following exceptions will be written to the posting and edit list report. • Employee not found in database • Personnel record not found in database • Payroll record not found in database • No primary rate record for employee • Pay code table record not on flle • Class not found in class table • Employee has reached contract limit for this class • Class code supplied not found for employee; required fields missing • Invalid pay run number • Pay run has already been calculated • There is no payroll setup for this pay run/cycle • Not found on organization chart or no security access • Must enter account with organization • Account not found on account list or no security access • Expenditure ledger record not on file • Not found on project table or no security access • Project closed • Must enter account with project • Project account not found on account list or no security access • Project ledger record not on file • Interface leave not valid for this employee • Leave not valid for this employee • Batch timecard entered - employee not yet working • Employee terminated as of MM/DD/YY • Salary not on file for salaried employee • Hourly wage not on file for hourly employee • Daily wage not on file for daily employee • No valid pay method - cannot calculate wages SunGard Public Sector. • Copyright Y> 2009 Created by Kathy Schellenberg Page 13 of 19 j laawatvE aa7 SUNGARW HRM 4.3: Timecard Interface: IMPORT • Substitute is not in employee table • Can't enter substitute data without substitute employee number • Invalid location for substitute • Substitute's orgn not found on organization chart or no security access • Must enter account with organization for substitute • Substitute's account not found on account list or no security access • Expenditure ledger record not on file for substitute • Substitute pay code cannot be blank • Invalid pay code for substitute • Substitute pay code must have pay type of H, D, or U • Can't enter substitute pay code without substitute employee number ***Warning - Batch timecard amount = 0 ***Warning - Batch timecard rate 999.99 not equal current rate 999.99 ***Warning - Pay run does not contain this employee's pay group ***Warning - Leave code XXX current balance is 999.99 ***Warning - Batch timecard entered for terminated employee ***Warning - Pay code not substitute's primary code ***Warning - Substitute data not allowed at this site - substitute data ignored Using the Posting Option The POST option allows processing of all records that match the selection criteria entered on the prompt screen. This option allows the use of query expressions in any of the fields on the screen. Prompts 210M rpe €dt Fit. Ndp . .•see,chCnle,a .1: ErployeeNUabe,~~, Su6WIWeIN Back La#Naae Subska, Last Name L_ --III F#Name Sub#AUle Fpst Name r~-_` J • Load Sub#Aae Locatun ca~aoata sm#wePay sae _ Pay Code Substitute PaY Clan _ ! Job pass PV Cycle Fuld Employae LJName F#IJR ICad DI iP, Run 0 malcMS Ia+W 'OVp Enter the pa/run for search Suf)Gard Public Sector_ • Copyright Q? 2009 t ^ Created by Kathy Schellenberg UULI~(hQr Page 14 of.9 SUNGAR©° HRM 4.3: Timecard Interface: IMPORT Selection Criteria All records selected from btimecard are based on the selection criteria entered on the prompt screen. Processing Records matching the criteria from the prompt screen are selected. When the following fields match, a single timecard record is created that combines hours or amounts: empl_no pay_code class payrate orgn account proj pacct pay_run Note: Records will also be combined if payrate is blank. When the following fields match, a single attendance record is created: empl_no date pay_code sub-id sub_orgn sub-acct sub class pay_cycle pay_run The timecard and attendance records are created as if they had been entered through timecard entry. Leave bank data will be updated and LWOP timecards (required when leave banks are overdrawn) will be created during the calculation option, just as they would be for timecards entered from the standard SunGard eFinancePLUS timecard entry option. Logging During the posting process, a posting log file will be created. The file will list all timecards and attendance records created, the fields in each record, and any errors that occurred. The data, layout, and exceptions reported are all the same as for the edit listing. The log file will also show data that will be used as defaults for fields left blank. Files and Fields Records are created in the tables called timecard and attend by the posting process. The source for the data posted to each column is listed below. The source data field is in btimecard unless otherwise indicated. Table Name: Timecard FIELD NAME 'SOURCE.DATA FIELD NOTES/CALCULATION ml no no ino a code a code See note below hours hours a rate a rate If hours are not blank, see note below. mount mount If neither hours nor payrate is blank, amount = hours X payrate If both are blank, see note below. n o n If blank, leave blank account ccount ro' ro' acct acct lass lass See M. below a c cle a c cle ax Ind ax ind a run a run SunGard Public Sector. • Copyright (a 2009 Created by Kathy Schellenberq Page 15 of 19 SUNGARW HRM 4.3: Timecard Interface: IMPORT NOTE: If blank the field will be filled by looking up the payrate record where: • payrate.empl_no=btimecard.empl_no • and either payrate.dass=btimecard. • or payrate.primry= P and bfimecard.dass is blank Table Name: Attend FIELD NAME : `.SOURCE FIELD.' NOTESICALCULATION ' . mIno ml no a code a code tart date tart sto to date tart sto Iv hrs Iv hrs remarks remarks heck date heck date tatus Fl tatus fla 'A" if blank Iv code Iv code a run a run ost fl P" ub id ub id ub a code ub a code ub a class ub a class ub a rate ub a rate ub amt aid ub amlot aid sub loc ub c ub tax Ind ub tax Ind ub or n u0 o n P 19 ub acct ub acct Ical val cal val ® Procedure Checklist You will follow these special steps with the Timecard Interface: m Using the LOAD Program ® After the cutoff date for collecting timecards in your payroll system, create an interface file in the Timekeeping system system. ® Load the Timekeeping system interface file to create batch timecard records in the SunGard eFinancePLUS system. ® Review and edit batch timecards using the EDIT LISTING, ADD, CHANGE, DELETE options. s Use the standard SunGard eFinancePLUS FinancePLUS Human Resources software to load the applicable timecards for a payrun (from the PAYROLL PROCESSING PROCEDURES menu, select ENTER TIMECARDS AND RUN REPORTS, then select LOAD). s Post timecards from the batch file, identified by pay run. (The posting program also offers you the ability to post other timecards, as well.) Posted records are deleted automatically from the batch timecard file to prevent posting records a second time. ® Once timecards are loaded into the SunGard eFinancePLUS timecard files, other timecards can be keyed for the pay run. SunGard Public Sector. • Copyright 2009 Created by Kathy Schellenberg ~22 O Page 16 of 19 V°CL 0a1 ~ P E 0~ m c .N N 0 U N L U (6 N TO L U N W C 9 d C C OU m O ro ~ ~ N C J d C N E C m o c o N U ro ro O N R L L w L T O V ° ~ a Z ro w N O ro N 0 C o m r x d ; t o a - 'd° d m o Y a > N J t P cu Z I `id' W J w tUy Q_ ~Vi d 0 ~i d C Q « C N w ~ Ooo ~ O ro F., r U d •>i N 3 a U R 'O N r e d d L > U Z n~ v m ~ULN° ~ d m I y _ O T C Y o o a L= E y > n N O U a A O. 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O E C OO y v01 N m O.'rvi O N n y N O O.'-y N n'N 0 g 9 n y 9 n 6 W n QI L C L d Y O 0 y t E 8 E 10 E E E2 E a o E m m c v y m@ u E m m m v u d p v m mE mmm9 do mE m~a ma mo> c a?a Zo C mam a' v C vL 9°u m Q £E £E£'E£E°omoswtn mtrmg mE~ $ W E mj £8 $y q8 v._ umi'$m t`$o,W U 0 ~.c 9 ~m~m ~'m .c m m m ma T E E > a ~m c ro' a A> mm W 0 o W v> v> o m m E W> E W m> o tf m'q: o W W n E m o n y a L o Z x~ x¢20 SO2E ma mO my mOcWmOm nn8Qx.3J am...a Q S h.~vL VOLW PAGE M4 AMENDMENT TO THAT CERTAIN AGREEMENT BETWEEN THE BRYAN INDEPENDENT SCHOOL DISTRICT (HEREIN "BISD"), BRAZOS COUNTY, TEXAS (HEREIN "COUNTY"), THE CITY OF BRYAN, TEXAS (HEREIN "CITY") AND THE BRYAN REINVESTMENT ZONE 98 (HEREIN "TIRZ") PERTAINING TO TIRZ 8 PROPERTY AND COUNTY PROPERTY. WHEREAS, the parties entered into that certain agreement to sell and exchange certain real property owned by the various parties, a copy of which is attached hereto as Exhibit "A" and made a part hereof for all purposes (herein the "Agreement"); and WHEREAS, upon survey of the property to be conveyed by the County ("County Property"), it was determined to be a smaller tract than originally believed; and WHEREAS, the parties wish to amend the Agreement to reflect this difference in the size and value of the County Property. NOW, FOR AND IN CONSIDERATION of the mutual benefits derived by both parties, the BISD and County agree to and do hereby amend the Agreement by replacing Paragraph 6 of the Agreement with the following paragraph: 6. Upon the vesting of title to the Remainder Property in the BISD, the County and BISD, both being governmental entities having the power of eminent domain under state law, shall enter into an exchange of land. The BISD shall convey to the County by special warranty deed the Remainder Property for and in consideration of (i) the sum of $379.200.00 and (ii) a conveyance by the County, by special warranty deed, of approximately 9.74 acre tract of land lying and being situated in the Stephen F. Austin League, Abstract 10, Brazos County, Texas, and which is more fully described on Exhibit "D" attached hereto and made a part hereof for all purposes (herein the "County Property"). It is further agreed between the County and the BISD that as such Amendment does not touch and effect the Agreement as it relates to any of the rights, duties and obligations of the City or the TIRZ, such parties are not joined herein. In all other respects, the Agreement is ratified, confirmed and affirmed. ATTEST: BRAZOS UNT < By: Ka'en McQueen, County Clerk Randy Si s Brazo ounty. Jude Dat d: (p~lc~q BRYAN INDEPENDENT SCHOOL DISTRICT By: Pat Shields, President Board of Trustees Dated: V0L_j PAGE ~G Governor's Division of Emergency Management 5~II" al re~em 2006 Grant Adjustment Notice v' for Qe e'h ueo' Brazos County Date of Award April 9, 2008 This GAN changes the performance dates of the grants m Sedlon S. 1. Sub-Recipient Name and Address 2. Prepared by: Saba, Sherry 3. Award Number: D6-GA 48041-03 Federal Grant Information Judge Randy Sims Brazos County Federal Grant Title: Homeland Security Grant Program zw Sc7~ TPf.4s 1~ve./ su tr_ 332 Federal Grant Award Number: 2D06-GE-T6-0068 Bryan, TX 77803 Date Federal Grant Awarded to GDEM: July 1, 2006 Federal Granting Agency: Office of Grants and Training U.S. Department of Homeland Security S Award Amount and Grant Breakdowns Note: Additional Budget Sheets (Attachment A): No Total Award Amount GCP LETPP MMRS SHSP UASI Other 97.053 97.074 97.071 97.073 97.006 $17,750.00 $0.00 so.oo ta.oo sv,7s0.oa $0.00 $0.00 This award supersedes all previous awards. Performance Period: Jul 1, 2006 to Feb 26, 2009 6. Statutory Authority for Grant: This project is supported under Public Law 109-90, the Department of Homeland Security Appropriations Act of 2006. 7. Method of Payment: Primary method is reimbursement. See the enclosed instructions for the process to follow in the submission of invoices. 8. Debarment/Suspension Certification: The Sub-Recipient certifies that the subgrantee and its' contractors/vendors are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded by any federal department or agency and do not appear in the Excluded Parties List System at http://www.epis.gov. 9. Agency Approval Approving GDEM Official: Signature of GDEM Official: Jack Colley, Chief Division of Emergency Management Office of the Governor 10. Sub-Recipient Acceptance I have read and understand the attached Terms and Conditions. e t Offi Type name and title of Authorized Sub-Recipient official: S4,gnalureb-Rec 2QI,~tY 5 r~.s 11. Enter Employer Identification Number (EIN) / Federal Tax Identifica12. Date Signed 3 col 1 # W . 13. DUE DATE: = Signed award and Direct Deposit Form (if applicable) must be returned to GDEM on or before the above due date. VOL PAPAGE a 34 GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT(GDEM) For HOMELAND SECURITY GRANT PROGRAM (HSGP) Brazos County AWARD NUMBER 2006 HSGP - 48041 TERMS AND CONDITIONS PURPOSE AND OVERVIEW Sub-grant funds provided shall be used to provide law enforcement and emergency response communities with enhanced capabilities for detecting, deterring, disrupting, preventing, and responding to potential threats of manmade, natural disasters and acts of terrorism as described in the federal program guidelines, specifically: planning, equipment, training and exercise needs. All costs under these categories must be eligible under OMB Circular No. A-87 Attachment A, located at http://www.whitehouse.gov/omb/circulars/index.htm]. 1) AWARD ACCEPTANCE The Notice of Sub-recipient Award is only an offer until the sub-recipient returns the signed copy of the Notification of Sub-recipient Award in accordance with the date provided in the transmittal letter. 2) GUIDANCE This Sub-recipient is subject to the program guidance contained in the U.S. Department of Homeland Security (DHS) FY 2006 Homeland Security Grant Program Guidelines and Application Kit. The Program Guidance and Application Kit can be accessed at http://www.ojp.usdoj.gov/odp/grants_Programs.htm. G&T periodically publishes Information Bulletins to release, update, amend or clarify grants and programs which it administers. Office of Grants and Training (OGT)'s Information Bulletins can be accessed at http://www.ojp.usdoj.gov/odp/docs/bulletins.htm and are incorporated by reference into this sub-grant. This sub-award is also subject to any Homeland Security Grant Program (HSGP) grant guidance issued by GDEM. 3) COMPLIANCE A. Sub-recipient hereby assures and certifies compliance with all applicable Federal statutes, regulations, policies, guidelines, and requirements, including OMB Circulars A-21, A-87, A-102, A-110, A-122, A-133; Ex. Order 12372 (intergovernmental review of federal programs); and 26 C.F.R. parts 18, 22, 23, 30, 35, 38, 42, 61, and 63, 66 or 70 (administrative requirements for grants and cooperative agreements). B. Sub-recipient will comply with the organizational audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, as further described in the current edition of the Office of Grant Operations (OGO)'s Financial Management Guide (Jan 2006) at http://www.dhs.gov/dhspublic/intemeb/assetlibrary/Grants FinancialManagementGuide.pdf. C. When implementing Office of Grants and Training (OGT) funded activities, the sub-recipient must comply with all federal civil rights laws, to include Title VI of the Civil Rights Act, as amended. The sub-recipient is required to take reasonable steps to ensure persons of limited English proficiency have meaningful access to language assistance services regarding the development of proposals and budgets and conducting OGT funded activities. D. Sub-recipient agrees to comply with the applicable financial and administrative requirements set forth in the current edition of the Office of Grant Operations (OGO) Financial Management Guide located at http://www.OjP.usdoj.gov/oc/. E. Sub-recipient will assist the awarding agency (if necessary) in assuring compliance with section 106 of the National Historic Preservation Act of 1966 (16 U.S.C. § 470), Ex. Order 11593 (identification and protection of historic properties), the Archeological and Historical Preservation Act of 1974 (16 U.S.C. § 469 a-1 et seq.), and the National Environmental Policy Act of 1969 (42 U.S.C. § 4321). (Federal Assurance) F. Sub-recipient must comply (and must require contractors to comply) with any applicable statutorily-imposed nondiscrimination requirements, which may include the Omnibus Crime Control and Safe Streets Act of 1968 (42 U.S.C. § 3789d); the Victims of Crime Act (42 U.S.C. § 10604(e)); The Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b)); the Civil Rights Act of 1964 (42 U.S.C. § 2000d); the Rehabilitation Act of 1973 (29 U.S.C. § 7 94); the Americans with Disabilities Act of 1990 (42 U.S.C. § 12131-34); the Education Amendments of 1972 (20 U.S.C. §§1661, 1683, 1685-86); and the Age Discrimination Act of 1975 (42 U.S.C. 6101-07); see Ex. Order 13279 (equal protection of the laws for faith-based and community organizations). (Federal Assurance) G. If the sub-recipient is a governmental entity, it must comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. § 4601 et seq.), which govern the treatment of persons displaced as a result of federal and federally-assisted programs; and (Federal Assurance) VOL.Wk PAGE a37 Page 2 OF 7 GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT(GDEM) For HOMELAND SECURITY GRANT Brazos County PROGRAM (HSGP) TERMS AND CONDITIONS COMPLIANCE (continued) H. The sub-recipient will cooperate with any Federal, State or Council of Governments assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. I. Sub-recipient agrees to comply with any additional requirements set by their Council of Governments (COG) in the project notes area on the SPARS website for each project, i.e. mutual aid agreements and UASI working group approvals, if applicable. 3. Drug Free Workplace As required by the Drug-Free Workplace Act of 1988, and implemented at 28 CFR Part 67, Subpart F, for grantees, as defined at 28 CFR Part 67 Sections 67.615 and 67.620. The sub-recipient certifies that it will or will continue to provide a drug-free workplace by: 1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; 2. Establishing an on-going drug-free awareness program to inform employees about the dangers of drug abuse in the workplace; the grantee's policy of maintaining a drug-free workplace; any available drug counseling, rehabilitation, and employee assistance programs; and the penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; 3. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph 3(K)(1); 4. Notifying the employee in the statement required by paragraph (3)(K)(1) that, as a condition of employment under the grant, the employee will abide by the terms of the statement; and Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; 5. Notifying the Governor's Division of Emergency Management/State Administrative Agency (GDEM/SAA), in writing, within 10 calendar days after receiving notice under subparagraph 3(K)(4), from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to GDEM/SAA. Notice shall include the identification number(s) of each affected grant; 6. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 3(K)(4), with respect to any employee who is so convicted a. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; 7. Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs 1), 2), 3), 4), 5), and 6). (Federal Certification) 4) FAILURE TO COMPLY GDEM/SAA may suspend or terminate sub-award funding, in whole or in part, or other measures may be imposed for any of the following reasons: failing to comply with the requirements or statutory objectives of federal law, failing to make satisfactory progress toward the goals or objectives set forth in the sub-award application, failing to follow grant agreement requirements or special conditions, failing to submit required reports, or filing a false certification or other report or document. Satisfactory Progress is defined as accomplishing the following during the performance period of the grant: deciding what purchases will be made, ordering the equipment, ensuring the equipment is shipped and received, and training is accomplished with the equipment (or readied for deployment). All of the aforementioned task must be accomplished in a timely manner.Special Conditions may be imposed on sub-recipient's use of grant funds until problems identified during grant monitoring visits conducted by GDEM audit and compliance personnel are resolved. 5) CONFLICT OF INTEREST The sub-recipient 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. VOL 12a PAGE a3g Page OF 1 GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT(GOEM) For HOMELAND SECURITY GRANT Brazos County PROGRAM (HSGP) TERMS AND CONDITIONS 6) LOBBYING As required by Section 1352, Title 31 of the U.S. Code, and implemented at 28 CFR Part 69, for persons entering into a grant or cooperative agreement over $100,00D, as defined at 28 CFR Part 69, the sub-recipient certifies that: A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the sub-recipient, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement; B. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions. 7) DEBARMENT, SUSPENSION, & OTHER RESPONSIBILITY MATTERS As required by Executive Order 12549, Debarment and Suspension, and implemented at 28 CFR Part 67, for prospective participants in primary covered transactions, as defined at 28 CFR Part 67, Section 67.510. (Federal Certification) The sub-recipient certifies that it and its principals and vendors: A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency; sub-recipients can access debarment information by going to http://www.epis.gov/. B. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and D. Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default; and E. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. (Federal Certification) 8) MONITORING A. Sub-recipient will provide GDEM, State Auditor, or DHS personnel or their authorized representative, access to and the right to examine all paper or electronic records related to the financial assistance. B. Sub-recipient agrees to monitor their program to ensure that federal awards are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements and that the performance goals are achieved. In addition, Councils of Governments will perform periodic monitoring of grant recipients to ensure compliance. C. GDEM/SAA may perform periodic reviews of sub-recipient performance of eligible activities and approved projects. These reviews may include, without limitation: performance of on-site audit and compliance monitoring, including inspection of all grant-related records and items, comparing actual sub-recipient activities to those approved in the sub-award application and subsequent modifications if any, ensuring that advances have been disbursed in accordance with applicable guidelines, confirming compliance with grant assurances, verifying information provided in performance reports and reviewing payment requests, needs and threat assessments and strategies. 9) REPORTING A. A-133 Reporting Requirement - All sub-recipients must submit an audit report to the Federal Audit Clearinghouse if they expended more than $500,000 in federal funds in one fiscal year. The federal Audit Clearinghouse submission requirements can be found at http://harvester.census.gov/sac/. A report must be submitted to GDEM/SAA each year this grant is active. VOLI as PAGE a 3 Page oF, GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT(GDEM) - For HOMELAND SECURITY GRANT Brazos County PROGRAM(HSGP) TERMS AND CONDITIONS 9) REPORTING (continued) B. Sub-recipient agrees to comply with all reporting requirements and shall provide such information as required to GDEM/SAA for reporting as noted in the 2006 Federal Grant Guidelines and/or in accordance with GDEM/SAA guidance. C. Sub-recipient must prepare and submit performance reports to GDEM/SAA for the duration of the grant performance period or until all grant activities are completed and the grant is formally closed. Sub-recipient may also be required to submit additional information and data requested by GDEM/SAA. 10) USE OF FUNDS A. Sub-recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OGT. B. The sub-recipient agrees that all allocations and use of funds under this grant will be in accordance with the Homeland Security Grant Program Guidelines and Application Kit for that fiscal year and must support the goals and objectives included in the State Homeland Security Strategic Plan and the Urban Area Homeland Security (UASI) Strategies. C. The sub-recipient official certifies federal funds will be used to supplement existing funds, and will not replace (supplant) funds that have been appropriated for the same purpose. Sub-recipient may be required to supply documentation certifying that a reduction in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds. 11) REIMBURSEMENT A. Sub-recipient agrees to make no request for reimbursement prior to return of this agreement and signed by the authorized sub-recipient representative. B. Sub-recipient agrees to make no request for reimbursement for goods or services procured by sub-recipient prior to the performance period start date of this agreement. 12) ADVANCE FUNDING A. If a financial hardship exists, a sub-recipient may request an advance of grant funds for expenditures incurred under this program. Requests must be made in writing by the chief elected official and submitted to GDEM/SAA. This will be accomplished using the SPARS website by following the instructions for generating hardship letters. GDEM/SAA will determine whether an advance will be made., B. If a sub-recipient is approved for an advance, the funds must be deposited in a separate interest bearing account and are subject to the rules outlined in the Uniform Rule 28 CFR Part 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, at http://www.access.gpo.gov/nara/cfr/waisidx_04/28cfrv2_O4.html and the Uniform Rule 28 CFR Part 70, Uniform Administrative Requirements for Grants and Agreements (including sub-awards) with Institutions of Higher Education, Hospitals, and other Nonprofit Organizations, at http://www.access.gpo.gov/nara/cfr/waisidx_03/28cfr70_03.html. Sub-recipients must report any interest earned to GDEM/SAA. Any interest earned in excess of $100 must, on a quarterly basis, be remitted to: United States Department of Health and Human Services Division of Payment Management Services P.O. Box 6021 Rockville , MD 20852 13) TRAINING/EXERCISE Sub-recipient agrees that, during the performance period of this grant, any and all changes to their sub-recipient agreement regarding planning, training, equipment, and exercises must be routed through the appropriate reviewing authority, either the local Council of Governments or Urban Area Security Initiative (UASI) Working Group. 14) EQUIPMENT REQUIREMENTS A. Sub-recipients must maintain an updated inventory of equipment purchased through this grant program in accordance with Uniform Grant Management Standards - III, State Uniform Administrative Requirements For Grants and Cooperative Agreements, Subpart C - Post-Award Requirements, Reports, Records, Retention, and Enforcement, .32 Equipment and the Office of Grant Operations Financial Management Guide . VOL 19PAGE_240 page50F] GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT(GDEM) For HOMELAND SECURITY GRANT Brazos County PROGRAM (HSGP) TERMS AND CONDITIONS 14) EQUIPMENT REQUIREMENTS (continued) B. The sub-recipient agrees that any equipment purchased with grant funding shall be prominently marked as follows: "Purchased with funds provided by the U.S. Department of Homeland Security." Exceptions to this requirement are limited to items where placing of the marking is not possible due to the nature of the equipment. 15) UASI A. If the sub-recipient is a participant in a UASI program, during the performance period of this grant, sub-recipient agrees to adhere to the UASI strategy, goals, objectives, and implementation steps. B. Sub-recipient agrees that, during the performance period of this grant, all communications equipment purchases must be reviewed and approved by the Regional Interoperable Communications Committee and the UASI points of contact (voting members), if applicable. 16) REQUIREMENTS - MISCELLANEOUS A. During the performance period of this grant, sub-recipient must maintain an emergency management plan at the Basic Level of planning preparedness or higher, as prescribed by GDEM. This may be accomplished by a subgrantee maintaining its own emergency management plan or participating in an inter-jurisdictional emergency management program that meets the required standards. If GDEM identifies deficiencies in the sub-recipient's plan, sub-recipient will correct deficiencies within 60 days of receiving notice of such deficiencies from GDEM. B. Projects identified in the State Preparedness Assessment Report System (SPARS) (www.texasdpa.com) must identify and relate to the goals and objectives indicated by the applicable 15 approved project investments for the period of performance of the grant. C. During the performance period of this grant, sub-recipient agrees that it will participate in a legally-adopted county and/or regional mutual aid agreement. D. During the performance period, the sub-recipient must register as a user of the Texas Regional Response Network (TRRN) and identify all major resources such as vehicles and trailers, equipment costing $5,000 or more and specialized teams/response units equipped and/or trained using grant funds (i.e. hazardous material, decontamination, search and rescue, etc.). This registration is to ensure jurisdictions or organizations are prepared to make grant funded resources available to other jurisdictions through mutual aid. E. Sub-recipients must implement the National Incident Management System (NIMS) at the local level. The requirement to train personnel on the IS-700 course, National Incident Management System (NIMS), An Introduction, has been extended into FY 06. Grant recipients must have formally recognized the NIMS and adopt the NIMS principles and policies. 17) CLOSING THE GRANT A. The sub-recipient must have all equipment ordered by December 30, 2007. The last day for submission of invoices is February 28, 2008. - B. GDEM/SAA will close a sub-award after receiving sub-recipient's final performance report indicating that all approved work has been completed and all funds have been disbursed, completing a review to confirm the accuracy of the reported information, and reconciling actual costs to awards modifications and payments. If the close out review and reconciliation indicates that the sub-recipient is owed additional funds, GDEM/SAA will send the final payment automatically to the sub-recipient. If the sub-recipient did not use all the funds received, GDEM/SAA will issue a Grant Adjustment Notice (GAN) to recover the unused funds. 18) PUBLICATIONS A. Sub-recipient acknowledges that OGO/OGT reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: (1) the copyright in any work developed under an award or sub-award; and (2) any rights of copyright to which a recipient or sub-recipient purchases ownership with Federal support. The Recipient agrees to consult with SLGCP regarding the allocation of any patent rights that arise from, or are purchased with, this funding. B. The sub-recipient agrees that all publications created with funding under this grant shall prominently contain the following statement: "This Document was prepared under a grant from the Office of Grants and Training , United States Department of Homeland Security. Point of view or opinions expressed in the document are those of the authors and do not necessarily represent the official position or policies of U.S. Department of Homeland Security." VOL /PAGE p~~ Page 5 OFD GOVERNOR'S DIVISION OF EMERGENCY 2006 Grant Adjustment Notice MANAGEMENT (GDEM) For - HOMELAND SECURITY GRANT Brazos County PROGRAM(HSGP) TERMS AND CONDITIONS 19) RESTRICTIONS, DISCLAIMERS and NOTICES - A. Approval of this award does not indicate approval of any consultant rate in xcessft$450 per day. A detailed justification must be submitted to and approved by GDEM/SAA P or obligation or expenditure of such funds. B. In cases where local funding is established by COGS, release of funds by GDEM is contingent upon regional funding allocation approval by the sub-recipient's COG governing board. C. Notwithstanding any other agreement provisions, the parties hereto understand and agree that GDEM's obligations under this agreement are contingent upon the receipt of adequate funds to meet GDEM's liabilities hereunder. GDEM shall not be liable to the Sub-recipient for costs under this Agreement which exceed the amount specified in the Notice of Sub-recipient Award. D. Notice. All notices or communication required or permitted to be given by either party hereunder shall be deemed sufficiently given if mailed by registered mail or certified mail, return receipt requested, or sent by overnight courier, such as Federal Express, to the other party at its respective address set forth below or to such other address as one party shall give notice of to the other from time to time hereunder. Mailed notices shall be deemed to be received on the third business day following the date of mailing. Notices sent by overnight courier shall be deemed received the following business day. Jack Colley, Chief Division of Emergency Management Office of the Governor PO Box 4087 - Austin , TX 78773-0270 ®l ~a~ PAGE a~ - page 7 or 7 i r ' / r ~a { "Y VOL l al PAGE R 'Y3' BRAZOS COUNTY INDIGENT CARE AFFILIATION AGREEMENT This Indigent Care Affiliation Agreement (the "Agreement") is entered into as of date last signed below to be effective as of October 28, 2008 ("Effective Date"), by and between St. Joseph Regional Health Center ("Affiliated Hospital") and Brazos County ("County") at the addresses provided at the end of this document. RECITALS A. Affiliated Hospital and the County collectively provide a significant amount of uncompensated care to the Indigent annually in the communities they serve. B. Reductions in Medicaid spending and a growing Medicaid and uninsured population have created a gap between the costs hospitals incur for treating Medicaid and Indigent patients and the reimbursement they actually receive. C. The County and Affiliated Hospital recognize that the State will continue to under- fund the Texas Medicaid Program, that the Indigent numbers in Brazos County will continue to grow, and that the burden for providing health care to Indigent patients will continue to shift to Affiliated Hospital, the County, and the local community. D. The County and Affiliated Hospital desire to ensure that the Indigent have access to and receive health care services. E. The County and Affiliated Hospital recognize that it is in their best interest to increase funding for the Medicaid population and to access local and federal funding to which Affiliated Hospital is entitled under Medicaid supplemental payment principles pursuant to Medicaid State Plan Amendment TX-05-011. F. The County and Affiliated Hospital recognize the need to collaborate to ensure the ability to deliver health services to Indigent patients in Brazos County and to ensure the continued viability of the County's Medicaid providers. G. The County and Affiliated Hospital intend for this Agreement to satisfy the legal and administrative requirements for participation in the Medicaid supplemental program authorized under Medicaid State Plan Amendment TX-05-01 I. H. There is no agreement between the County and Affiliated Hospital that conditions any amounts transferred by the County to fund supplemental Medicaid payments on the amount of Indigent care Affiliated Hospitals have provided or will provide. 1. There is no agreement between the County and Affiliated Hospital that conditions the amount of Affiliated Hospital's. Indigent care obligation on any amount of VOLI Pl~PAGE o~77. monies transferred by the County to fund supplemental Medicaid payments or on the amount of the supplemental payment Affiliated Hospital might receive. J. No escrow, trust, or other funding mechanism exists, the amount of which is conditioned on the amount of Indigent care services provided by Affiliated Hospital, and any escrow, trust, or other funding mechanism used in connection with an intergovernmental transfer by the County has been disclosed to the state and is not used to effect a quid pro quo for the provision of Indigent care services by Affiliated Hospital. K. The County has not received and will not receive refunds of payments the County has made or will make to Affiliated Hospital for any purpose in consideration for an intergovernmental transfer made by the County to fund supplemental Medicaid payments. In consideration of the promises and covenants contained in this Agreement, and for other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged and agreed, the parties agree as follows: 1.0 DEFINITIONS 1.1 "State Fiscal Year" means the twelve month period beginning September 1 and ending August 31. 1.2 "Health Care Services" means primary and preventive services designed to meet the needs of the community, including, without limitation: immunizations; medical screening services and annual physical examinations; inpatient and outpatient hospital services; rural health clinics; laboratory and x-ray services; physician services; payment for prescription drugs; skilled nursing facility services, regardless of a person's age; and services that meet the County's criteria for Indigent care provided under Sections 61.028 and 61.0285 of Chapter 61 of the Texas Health and Safety Code. 1.3 "Indigent" means any person eligible to participate in a state Medicaid program, Children's Health Insurance Program ("CHIP"), a county Indigent care program or hospital district Indigent care program as described in Chapter 61 of the Texas Health and Safety Code, or a hospital charity care program. 1.4 "Indigent Care" means treatment and services for the Indigent, including inpatient and outpatient hospital and medical professional services. 2.0 COMMUNITY INDIGENT HEALTH CARE ASSESSMENT Wdd), PACE oZ419 2.1 Methodology. Affiliated Hospital shall develop a process that solicits participation from the County, the community and other sources for assessing health care needs of the Indigent population in Brazos County and identifying options to increase access to health care in the most cost efficient environment. The process shall address at a minimum the following issues: a. Expenses incurred by Affiliated Hospital and the County in providing care for the Indigent; b. Community, state, and federal resources and assets available for the provision of Indigent health care; and c. Opportunities for improving access to health care for Indigents through participation in the Medicaid upper payment limit supplemental payment program. 2.2 Assessment. On at least an annual basis prior to the beginning of each state fiscal year, Affiliated Hospital shall develop an Indigent Health Care Assessment that identifies both existing health care services that Affiliated Hospital and the County have provided and gaps in available services. 3.0 REPRESENTATIONS 3.1 Affiliated Hospital Representations. Affiliated Hospital represents and warrants the following: a. Affiliated Hospital is a Texas not-for-profit corporation, duly established and created pursuant to applicable law with all requisite power and authority to enter into this Agreement. b. The execution, delivery, and performance of this Agreement by Affiliated Hospital are within Affiliated Hospital's powers, are not in contravention of any other instruments governing Affiliated Hospital, and have been duly authorized and approved by their governance as and to the extent required by applicable law. c. Neither Affiliated Hospital, nor any of its agents or representatives are (i) currently excluded, debarred, or otherwise ineligible to participate in the federal health care programs as defined in 42 U.S.C. Section 1320a-7b(f) (the "federal health care programs"); (ii) convicted of a criminal offense related to the provision of health care items or services but not yet excluded, debarred, or otherwise declared ineligible to participate in the federal health care programs; or (iii) under investigation or otherwise aware of any circumstance which may result in the exclusion of Affiliated Hospital or any of their representatives from participating in federal health care programs. d. This Agreement has been duly and validly executed and delivered by Affiliated Hospital or their authorized agents and constitutes the valid, legal, VOL I30~PAGE a~~ and binding obligation of Affiliated Hospital, enforceable against Affiliated Hospital in accordance with its terms. 3.2 County Representations. The County represents and warrants the following: a. It is a political subdivision of the State of Texas, duly established and created pursuant to the Texas Constitution with all requisite power and authority to enter into this Agreement. b. The execution, delivery, and performance by the County of this Agreement are within the County's powers, are not in contravention of any other instruments governing the County, and have been duly authorized and approved by the Commissioners Court of the County as and to the extent required by applicable law. c. The County receives ad valorem tax revenues from property owners in Brazos County. d. Neither the County nor any of its representatives are (i) currently excluded, debarred, or otherwise ineligible to participate in the federal health care programs as defined in 42 U.S.C. Section 1320a-7b(f) (the "federal health care programs"); (ii) convicted of a criminal offense related to the provision of health care items or services but not yet excluded, debarred, or otherwise declared ineligible to participate in the federal health care programs; or (iii) under investigation or otherwise aware of any circumstances which may result in the exclusion of the County or any of its representatives from participation in federal health care programs. e. This Agreement has been duly and validly executed and delivered by the County and constitutes the valid, legal, and binding obligation of the County, enforceable against the County in accordance with its terms. 4.0 OBLIGATIONS OF AFFILIATED HOSPITAL 4.1 Agreement to Cooperate. Affiliated Hospital agrees to work cooperatively=with the County to improve access, availability, efficiency, delivery, and funding for health care services provided to Indigent patients in the County. 4.2 Compliance with State and Federal Law. Affiliated Hospital agrees to ensure that health care services it provides under this Agreement are provided in compliance with applicable local, state and federal laws. 4:3 Documentation of Health Care Services Provided. Affiliated Hospital agrees to provide to the. County on a quarterly basis documentation of the amounts and types of Indigent health care it has provided in the community. VQLQ~ PAGE ~~7 4.4 Development of Community Indigent Care Assessment. Affiliated Hospital shall develop the Community Indigent Health Care Assessment and provide any administrative support needed for that purpose. 4.5 Compliance with HIPAA and Access to Records. To the extent applicable-to this Agreement, Affiliated Hospital agrees to comply with the Health Insurance Portability and Accountability Act of 1996, as codified at 42 U.S.C. Section 1320d et seq. ("HIPAA") and any current and future regulations promulgated thereunder, including, without limitation, the federal privacy regulations contained in 45 C.F.R. Parts 160 and 164 (the "Federal Privacy Regulations"), the federal security standards contained in 45 C.F.R. Parts 160, 162, and 164 (the "Federal Security Regulations"), and the federal standards for electronic transactions contained in 45 C.F.R. Parts 160 and 162 (the "Federal Electronic Transaction Regulations"), all as amended from time to time and all collectively referred to herein as "HIPAA Requirements." Affiliated Hospital agrees not to use or further disclose any Protected Health Information (as defined in the Federal Privacy Regulations) or EPHI (as defined in the Federal Security Regulations), other than as permitted by HIPAA Requirements and the terms of this Agreement. In addition, Affiliated Hospital agrees to comply with any state laws and regulations that govern or pertain to the confidentiality, privacy, security of, and to electronic transactions pertaining to, health care information. Further, to the extent required by law, upon the written request of the Secretary of Health and Human Services, the Comptroller General, or any of their duly authorized representatives, Affiliated Hospital shall make available those contracts, books, documents, and records necessary to verify the nature and extent of the costs of providing services under this Agreement. Such inspection shall be available for up to four (4) years after the rendering of such services 4.6 Support for Increased Medicaid Funding. Affiliated Hospital agrees to work collaboratively with the County to expand opportunities for Medicaid funding to which the community is entitled. 5.0 OBLIGATIONS OF THE COUNTY 5.1 Agreement to Cooperate. The County agrees to work cooperatively with Affiliated Hospital to improve access, availability, efficiency, delivery, and funding for health care services provided to Indigent patients in the local community. 5.2 Funding Non-Federal Share of Private Hospital Medicaid UPL. The County agrees that any funding it may decide in its discretion to provide for the Medicaid upper payment limit program that is submitted to the state will be based solely of ad valorem tax revenues and that any amount so funded is not conditioned on a required amount of indigent care services from Affiliated Hospitals. V®LIakPAGE a 4 g 5.3 Development of Community Indigent Health Care Assessment. The County shall participate with Affiliated Hospital in the development of the Community Indigent Health Care Assessment 5.4 Compliance with HIPAA and Access to Records. To the extent applicable to this Agreement, the County agrees to comply with the Health Insurance Portability and Accountability Act of 1996, as codified at 42 U.S.C. Section 1320d et seq. ("HIPAA") and any current and future regulations promulgated thereunder, including, without limitation, the federal privacy regulations contained in 45 C.F.R. Parts 160 and 164 (the "Federal Privacy Regulations"), the federal security standards contained in 45 C.F.R. Parts 160, 162, and 164 (the "Federal Security Regulations"), and the federal standards for electronic transactions contained in 45 C.F.R. Parts 160 and 162 (the "Federal Electronic Transaction Regulations"), all as amended from time to time and all collectively referred to herein as "HIPAA Requirements." The County agrees not to use or further disclose any Protected Health Information (as defined in the Federal Privacy Regulations) or EPHI (as defined in the Federal Security Regulations), other than as permitted by HIPAA Requirements and the terms of this Agreement. In addition, the County agrees to comply with any state laws and regulations that govern or pertain to the confidentiality, privacy, security of, and to electronic transactions pertaining to, health care information. Further, to the extent required by law, upon the written request of the Secretary of Health and Human Services; the Comptroller General, or any of their duly authorized representative, the County shall make available those contracts, books, documents, and records necessary to verify the nature and extent of the costs expended under this Agreement. Such inspection shall be available for up to four (4) years after the rendering of such services 6.0 GENERAL PROVISIONS 6.1 Admission of New Affiliated Hospitals. The County may amend this Agreement to add one or more Affiliated Hospitals. A copy of any such amendment shall be provided to each party to this Agreement. 6.1.1 Term and Termination. The initial term of this Agreement shall be from its effective date until August 31, 2009. The Agreement may be extended for additional terms of one (1) year each with the consent of the parties to the Agreement, provided at least forty-five (forty-five) days prior to expiration of the then-current term. 6.1.2 Any party may withdraw from this Agreement, without penalty at any time by providing at least fifteen (15) days prior written notice to the other party. VOLIaa PAGE )-41 6.2 Change in Law. If any provision of this Agreement or the plan to deliver health care services pursuant to this Agreement is determined by the federal or state government or by a court of law to be in violation of a federal or state law or regulation, or there is a change in any state or federal law or regulation that adversely affects this Agreement, then any party may propose by written notice a new basis for continuation of the Agreement. If notice proposing a new basis for continuation of the Agreement is given and the parties are unable to agree within thirty (30) days on a new basis for continuation of the Agreement, any party may withdraw from the Agreement immediately upon providing prior written notice to the other parties. 6.3 Notices. All notices to be given under this Agreement shall be in writing and shall be personally delivered or may be given by overnight carrier, by e-mail, or by United States mail, postage prepaid, registered or certified mail, addressed to the parties as follows: County Affiliated Hospital Randy Sims Mr. Jack Buckley Brazos County Judge President & CEO Administration Building St. Joseph Health System 200 South Texas Avenue, Ste 329 2801 Franciscan Drive Bryan, Texas 77803 Bryan, TX 77802 6.4 Relationship Between the Parties. No party to this Agreement is an agent or employee of any other party. 6.5 Governing Law. This Agreement shall be governed by the laws of the State of Texas. 6.6 Assignment. No party may assign any right, obligation, or responsibility under this Agreement.. 6.7 Third Party Beneficiaries. The parties to this Agreement do not intend to establish any third parry beneficiary relationship by virtue of this Agreement. 6.9 No Official To Benefit. No officer, employee, agent of the governing body of each entity or any public officials of the governing body of the locality or localities who exercise any functions or responsibilities pursuant to or under this agreement, shall participate in any decision relating to this Agreement which affects or conflicts with his/her personal interest or have any personal or pecuniary interest, direct or indirect, in this Agreement. VOO ILPAGE Ro 7.0 Governmental/Sovereign Immunity. The parties expressly agree that no provision of this Agreement is in any way intended to constitute a waiver or any immunities from suit or from liability that Brazos County has by operation of law. 7.1 Legal Construction. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceable provision shall not affect any other provision thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained therein. 7.2 Triplicate Originals. This Agreement is executed in three (3) counterparts, each of which shall have the full force and effect of the original Agreement, and each of which shall constitute but one and the same instrument. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date(s) set forth below. AFFILIATED HOSPITAL BRAZOS CO Y, TE S~ BY: i/ BY: Jag Buckley Randy Sims Chief Executive Officer Brazos C my Judge St. Joseph Health System BY: ATTEST: Tony Pfitzer Chief Executive Offic St. Joseph Regional Health Center BYC:~( C~ Karen McQueen Brazos County Clerk VOLja~PAGE ~ ~ Brazos County Constable Precinct 2 Ve"70nwreless GSA-Federal Supper Schedule Purchase Order Date: June 22, 2009 Vendor: Verizon Wireless Address: 7600 Montpelier Road Laurel, MD 20723 Email: VZWFederal.ImplementationsPVerizonWireless.com Phone: 1.800.561.6227 FAX: Authorized By: Signature of Authorized Official: Printed or typed name: Donald Lam o Christo 1 er McDermott Stephanie Wendt Printed or typed title: Constable, Deputy. Administrator Contact Email address: dlampo@co.brazos.tx.us, cmcdermott@co.brazos.tx.us, Information: swendt@co.brazos.tx.us Phone number: 9793614477 FAX number: 9793614455 Billing Information: Brazos County Constable Precinct 2 200 S Texas Ave Suite 151 Bryan, TX 77803 Payment Terms: Net 30 Description of Cellular service on the accounts listed below (or attached) totaling 6 units in accordance Goods/Services; with the rate plans and terms and conditions now or in the future applicable to each of Pricing: such lines pursuant to GSA Federal Supply Schedule Number GS-35F-0119P, Rate Plan(s): Varios Term: July 15, 2009 for 12 months through 2010 (month) (day) M (year) Funds Authorized: Monthly Access Fees on 6 Lines (Estimated) $209.94 Total Access Fees on 6 lines (Estimate) $2519.28 Plus applicable fees, taxes and charges Contract q: GSA Federal Supply Schedule Contract Number GS-35F-0119P Equipment None of the equipment listed are products listed on GSA Federal Supply Schedule (Open Market): Contract No. GS-35F-0119P. All devices and or accessories are "Open Market" items.Various r Miscellaneous: Specify Phones, D ivery, Et tandar Customer Signature: Date: For Verizon Wireless internal use only: Approval: Date: V0LI PAGE The State of Texas, County of BRAZOS We, the undersigned, as County Commissioners within and for Brazos County, and the Honorable Randy Sims, County Judge of Brazos County, constituting the entire Commissioners' Court of Brazos County, during a regular meeting of said Court have examined the foregoing report and have caused an order to be entered upon the Minutes of the Commissioners' Court of Brazos County approving said Report as presented and submitted as true and correct by Kay Hamilton, Treasurer of Brazos County, as provided for in the Revised Statutes of the State of Texas. (Texas Local Government Code, 114.026) Witness my hand this asi~ day of Z (,t(~~.•~j A.D. 2009 Karen McQueen County Clerk, County of BRAZOS, State of Texas Examined and approved in open Commissioners' Court this day of (cy~-1 20 Randy Si County Judge Lloyd asserm Commissioner Precinct #1 Duane Peters, Commissioner Precinct #2 Kenny Mallard, missioner Precmct #3 Irm Cauley, Commissio I ecinct #4 Treasurer's Report for the MONTH of MAY 2009 VOLIAa- PAGE )63 y .oeo~aa Aga aw ~ ~"io mvm~'a w v~'.- N~° ' ~ ~o ~o °o o°~ o00 °o°o°m oa°° °o oo 00 N ~~o rmo°oo °moo~cm v°o °°o°oo .°-°oo °°°o°o O ' m lOi 2 x ll W ° m 3 p< G m O W O n p n° D s c vt x fl Lt e :.z (>~~3-~"1K ~"oS4zpSZ 3 a ypy ZaZ om~,D ~ ~ y00 yp om Fn ym y°cyz N:m yC 2 p 2 N p A S 9. 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TeChnologyy Integration. 1-888-201-8431 DOCUMANAGE RENTAL AGREEMENT MMMSEEMEM • Bill To Full Customer Legal Name Contact Person Installation Site Key Operator Brazos County - Juvenile Services Lisa Lyon Street Address Title Title 1904 Hwy 21 West Business Manager BDWSuite/Routing Telephene# Telephone# 979-823-3544 City Stale Zip Code facsimile Facsimile Bryan Tx 77803 979-823-4211 Installation =rent from above) email email W M1 n 11 r ell • Make Item Description or Accessories Ricoh Aflcio MP 2550B w/Document Feeder, Fax Card, and Cabinet 711 • • $0.00 $115.00 60 • Monthly Quarterly p • - $0.0000 0 • $0.0000 0 • - $0.0000 p • - $0.0000 Copier Engine Consumable Supplies Included Unless Otherwise Indicated. Excludes Throughput Stocks d Staples. Excludes Fax Supplies & Service. BLACK Supplies Included ❑ No COLOR Supplies Included ❑ No AGREEMENT NUMBER All amounts lu.ivo of applicable taxes. SALES REPRESENTATIVE THIS AGREEMENT CANNOT BE TERMINATED EARLY. Joe Carver Terms and Conditions on reverse side. Other Agreed Upon Addendum(s) include: A B C Fax email Company Name: Brazos County - ices Renter. DOCUMATION, Inc. By (Please Pnnt): 8T pn~ Signature: Signature: Title: Date: r Title: Corporate Officer Date: The undersigned unconditionally jointly, severally, and personally guarantee prompt payment of all the Customer's obligations. The Renter is not required to proceed against the Customer or enforce other remedies before proceeding against males. Ma waive notice of acceptance and all other notices or demand of any kind to which Me may be entitled. Uwe consent to any extensions or modification granted to the Customer and the release and/or compromise of any obligations of the Customer or any other guarantors without releasing me/us from mylour obligations. This is a continuing guaranty and will remain In effect In the event of my/our death and may be enforced by or for the benefit of any assignee or successor of fire Rentor. I/we agree all jurisdiction and costs reimbursements as stated in paragraph 17 on the reverse also apply to me/us. By (Please Print): By (Please print): Date: Signature: Date: Signature: Equipment has been received, put In use, Is in good working order and is satisfactory. All conditions and terms of this agreement have been reviewed, acknowledged and are now irrevocable and unconditional. By (Please Print): TRIe: Signalum: Date: , VOL lad PAGE DOCUmanage RENTAL MASTER AGREEMENT TERMS and CONDITIONS Ownership and Use of System: Rentor is the sole owner and ti8e holder to the "System'. The responsible for any damage to Customers Information Technology Systems. Customer is, ysterri shall be defined as all hardware and software induded on the DOCUmanage Rental responsible for all Software Agreements and Rentor is not a party to any such licensing, but vrill lreemenl. Customer agrees to keep the System and associated products free and dear of all include such software as part of the Rental agreement. In Accordance with this agreement, within ins and claims. Customer agrees that the System and associated products will be used solely 10 days of the expiration or eartier termination, for whatever reason, of the Agreement, Customer - r business purposes and not for consumer purposes or personal use and that the Customers will deliver the System to Renter in good condition and repair, except for normal wear and tear. zabon is a business address. 10. Location of System: The Customer will keep the System at the location specified in this Rent: Monthly payments will begin on the Commencement date, unless subject to terms Agreement. The Customer must obtain Renters written permission to move the System The ivered under The Software Management Agreement Addendum. The Customer agrees to pay Customer will allow Renter or its agents to inspect the System at any reasonable fine wherever it valor the rental payment which includes the minimum base image allowance when due. The is located. islomer also agrees to pay a charge for each image in excess of the image allowance. The ntal payment and the charge for overages are as indicated on the first page of this Agreement. 11. Assignment: THE CUSTOMER HAS NO RIGHT TO SELL, TRANSFER, ENCUMBER, any payment is more than ten clays late, the Customer agrees to pay a penalty of up to 15% or SUBLET OR ASSIGN THE SYSTEM OR THIS AGREEMENT. Renter may sell, transfer or assign :9 (whichever is greater) on the overdue amount, but not to exceed the maximum amount this Agreement and if Rentor does, the new owner will have the same rights and benefits Renter owed by law. The Customer also agrees to pay $35 for each check that the bank realms for has and will not have to perform any of 'Renlor's' obligations. Renter will retain those obligations su8ident funds or any other reason. Al the end of the first year of this Agreement, and once and Customer agrees that the rights of the assignee will not be subject to any claims, defenses or Ich successive twelve month period thereafter, Renter may increase the base rental payment setoffs the customer may have against the Renlor. Id the excess images charge by an amount not to exceed 6%. The Customers obligation to pay e rental payments and its other obligations hereunder is absolute and unconditional and is not 12. Waranties: WARRANTY DISCLAIMER. RELATOR MAKES NO WARRANTY EKPRESS OR bject to cancellation, reduction, setoff or counterdom. IMPLIED, INCLUDING THAT THE SYSTEM IS FIT FOR A PARTICULAR PURPOSE OR THAT i1S AGREEMENT IS NON-CANCELABLE. THE SYSTEM IS MERCHANTABLE. RENTOR TRANSFERS TO CUSTOMER ANY WRITTEN WARRANTIES MADE BY THE VARIOUS MANUFACTURERS REPRESENTED IN THIS Excess Images: Customer will submit true and accurate System meter readings to Renter for AGREEMENT. CUSTOMER AGREES CUSTOMER HAS SELECTED THE SUPPLIER AND e System by the end of the second work day of each billing period in any reasonable manner EACH ITEM OF SYSTEM AND ASSOCIATED PRODUCTS BASED UPON ITS OWN quested by Renlor, including an automated collection system. If Customer fails to submit meter JUDGMENT AND DISCLAIM ANY RELIANCE UPON ANY ORAL STATEMENTS OR adings, Ranter may estimate meters and generate invoicing based upon the estimated meter REPRESENTATIONS MADE BY RELATORS. dings. 13. Default and Remedies: The Customer will be in default if any of the following occurs: (i) Term and Transition Billing: This Agreement is binding upon Customer an the dale Customer Customer does not pay any amount to Renlor within ten (10) days of when it is due, (ii) Customer Ins the Agreement. The Agreement is effective on the date Customer signs the Delivery and breaches any other term of this agreement, and such breach remains uncured for 30 days after : ptmce ("Effective Date). The term of the Agreement begins on date designated by us after Rentor has notified Customer of such default (iii) Customer or any guarantor dies; (iv) Customer :eipt of all required documentation and acceptance by us ("Commencement Date') and at any guarantor becomes insolvent a unable to pay its debts when due; Customer stops doing nfinues for the number of months designated as Term' on the first page of this Agreement, business as going mncem; Customer merges, consolidates, or transfers all or substantially all of Istomer agrees to pay an interim rental payment in the amount of 1130 of the monthly rental its assets; or (v) Customer makes an assignment for the benefit of its c edimm or voluntarily file yment, for each day from and including the Effective Dale unfit the day preceding the or have filed against it an action under any bankruptcy proceedings. If the Customer defaults, rmmencement Date. Renter can take the following remedies: a) terminate this Agreement; b) demand that the Customer pay the remaining balance of the Agreement and return the System to Renter at the Taxes and Fees: This is a net agreement- In addition to rent, the Customer agrees to pay all Customers expense; c) repossess the System or d) exercise any other remedy available at law res, fees, and filing costs related to the use of the System, even billed after the end of the or equity. At Renters option, we may repossess the System. Customer waives any rights Ireement- Renter will file property tax returns and bill the Customer as soon as an invoice from Customer may have to notice before Renter seizes any of the System and waives any local jurisdiction is received. Rentor has the option to estimate any taxes due for the year and requirement that Rentor post a bond in connection with any such seizure or repossession. In I the Customer monthly in advance an the basis of that estimate. The Customer agrees that If addition, if the Customer breaks any promise in the Agreement, Renter can use any remedies moor pays any taxes or charges on the Customers behalf, customer will reimburse Renter for available to Rental- under the UCC or any other applicable law. The Customer promises to pay such payments and will pay Renter a fee for collecting and admuni staring any taxes, Rentors reasonable ahomey fees and any cast associated with enforcement of this Agreement. sessments or fees and remitting them to the appropriate authorities. The Customer will This action will not void the Customers responsibility to maintain and care for the System, nor will family Renter on an after-tax basis against the loss of any tax benefits anticipated at the RELATOR be liable for any action taken on any assigned party's behalf. rmmencement Dale arising out of the customers ads or omissions. Any fee charged under s agreement may include a profit. 14. Business Agreement and Choice of Law: THE CUSTOMER AGREES THAT THIS AGREEMENT WILL BE GOVERNED UNDER THE APPLICABLE LAW FOR THE STATE IN UCC Filing: The Customer authorizes Renter or its assignee to sign any documents in WHICH RENTOR OR ASSIGNEE HAS ITS HOME OFFICE. RENTOR OR ASSIGNEE HAS THE mection with the Uniform Commercial Cade ('UCC') on the Customers behalf. The Customer OPTION OF PURSUING ANY ACTION UNDER THIS AGREEMENT IN ANY COURT OF thorizes Renter to insert the serial number(s) of the System in this Agreement (including any COMPETENT JURISDICTION AND THE CUSTOMER CONSENTS TO JURISDICTION AND radules) and in any filings. In order to protect our lights in the System, Customer grants the VENUE IN THE STATE OF OUR OR OUR ASSIGNEE'S CHOICE. RELATOR OR ASSIGNEE rater a security interest in the System if this Agreement is deemed a secured transaction and AND CUSTOMER WAIVE THE RIGHT TO A TRIAL BY JURY IN THE EVENT OF A LAWSUIT. cstomer authorizes Rentor to record a UCC-1 financing statement or similar instrument, and point Rentor as its attomey-in-fad to execute and deliver such instrument, in order to shave 16. Renewal and Return of System: After the Minimum Tenn, as defined by the Rental :ntors interest in the System. Agreement and any written extension thereof, this Agreement will automatically renew on a twelve (12) month basis unless the Customer notifies Rentor in writing not less than 90 days prior Collateral Protection, Liability and Insurance: The Customer is responsible for any losses to the expiration of the Minimum Term or extension of its intention to return the System. Provided injury caused by the System The Customer prorises to keep the System fully insured against the Customer has given such timely notice, it shall return the System, freight and insurance s until the Agreement is paid in full and maintain insurance that protects Renter tram liability for prepaid, to Renter in good repair condition and working order, ordinary wear and y damage or injury caused by the System or its use. The Customer pronuses to provde Renter tear excepted, in a manner and to a location designated by Rental. The Customer must pay any h evidence of the insurance , shoving Renter as the loss payee for the full replacement value additional rents due until the System is received in good working condition by Rentor or its the System and additional insured for public liability and third party property insurance, upon agents. luest. If Customer fails to provide such evidence, the Customer authorizes Renter to obtain verage on their behalf. Rentor shall have the right, but not the obligation, to obtain insurance on 16. Other Rights: The Customer agrees that Renters delay, or failure to exercise any rights, half of Customer and charge the Customer for acquiring and maintaining the coverage plus a does not prevent Rentor from exercising them at a later time. If any part of this Agreement is rvice fee, or should you wish us to waive this requirement we will bill you and you will pay a found to be invalid, then it shall not invalidate any of the other parts and the agreement shall be minty property, damage surcharge of up to.0035 of the Intel payment steam. W th either option modified to me rummum extent as permitted by law. Purchase orders or any other type of mor may make a profit Renter may file claims and endorse insurance checks on the ordering document will not modify or affect the Agmemenl, nor will any such document have any cstomers behalf. legal effect and will only serve for the purpose of identifying the System and associated services 'ordered by the Customer. Indemnity: After installation, Renter is not responsible for any losses or injuries caused by the s or possession of the System. Customer agrees to hold Renter harness and reimburse 17. UCC-2A Provisions: Customer agrees that Renter may use any and all of the remedies hour for loss and to defend Renter against any dean for losses or injury caused by the System available through law. Customer also waives any and all rights and remedies granted to is indemnity obligation will continue after the termination of this Agreement if the loss or injury Customer under Sections 2A-50B through 2A-522 of the UCC. eured during the term of the Agreement. The Customer agrees to reimburse Rentor for and lend Renter against any claims, for losses or injuries caused by the system, unless such losses 18. Entire Agreement: This Agreement represents the enfire Agreement between Renter and injuries are mused by the grass negligence or willful misconduct of Rentor. the Customer regarding the financing of the System. Neither Rentor nor the Customer will be I bound by any amendment, waiver, or other change unless agreed to in writing and signed by both Maintenance and Care of Remors System: The Customer agrees to install, use and parties. ontain me System in accordance with the dealer specifications and use only those supplies 1 cplied or approved by The Dealer which meet manufacturer specifications. Customer agrees to 19. MISCELLANEOUS: Any change in any of the terms and conditions of this Lease must be in lintain the System in good working condition, eligible for manufacturers certification, normal writing and signed by Renter. Customer agrees, however, that Renter Is authorized, without or and tear excepted. Maintenance, provided by the Dealer, is included for the listed System. notice to Customer, to supply pissing information or correct obvious erors in this Agreement. A cintenance includes, and is limited to; parts repair or replacement and associated labor, for fax version of Customers signature on this Agreement when received by Renlor shall be binding vice required as a result of normal wear and tear. Supplies, excluding throughput stocks and upon Customer as if originally signed. However, this Agreement shall be binding on Rentor when cples are included unless otherwise indicated. Work associated with Customers Infor abon signed by Renter. Born Customer and Renter agree that the version of this chnologies not listed an this Agreement, including but not limited to Software, Computers, Data Agreement with Renters original signature shall constitute the original authoritative version. as and Network is not covered by the Renlor, and is billable to Customer. Renter is not VOL 1 as PAGE 9,512 I