HomeMy WebLinkAbout2012-10-9-10:00AM-REGULAR SESSIONr F
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BRAZOS COUNTY
BRYAN,TEXAS
NOTICE OF MEETING AND AGENDA
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN
REGULAR SESSION ON OCTOBER 9, 2012 AT 10:00 AM IN THE
COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION
BUILDING, 200 SOUTH TEXAS AVE., SUITE 106, BRYAN, TX 77803
15
4
Invocation and Pledge of Allegiance - Chaplain G.H. Jones and Commissioner Catalena
2. Call for Citizen input and /or concerns.
Consider and take action on agenda items 3 - 24:
I Consider and possible action regarding a burn ban.
4. Reguest from the Information Technology Department for approval of the 03 2012 Quarterly
Performance Report for the Justice Software Proiect
5 Republican and Democratic appointment for Presiding Judge and Alternate Judge for a period of 1
year, ending on July 31, 20134
Cita renublicanos v demdcratas nara Juez Presidente v Magistrado suvlente vor un 2edodo de un ano,
haste el 31 de iulio de 2013.
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7, Payment Authorization by the Sheriff's Office to Auto Body specialties in the amount of $488.15 for
towing of vehicles involved in a criminal case.
g. Non-profit Organization Authorization for Brazos County inmate work crew labor for Auaieland Humane
Socle .
9, Renewal of Interlocal Agreement with the City of Bryan and the City of college Station for Emergency
Ambulance Service for FY 2012.
Vol. `!��__ Pso2_0 eJ
10. Funding Agreement with the Brazos Valley Retired Senior Volunteer Proaram (RSVP) for FY 2013.
11. Funding Agreement with the Brazos County Precinct 4 Volunteer Fire Department. Inc. for FY 2013.
12. Award of contract 2013 -15 Vehicle Equipment Install to Texas Communications for the insta of
police eauipment into vehicles for FY2013.
13. Contract and tabulation with Ricoh Inc for four (4) copiers for the following departments with a total
savinas of $5,930.76/year:
• a County Clerk- One (1) Ricoh MP6002sp $343.00 /month
• b Sheriffs Office CID -One (1) MP4502sp $159.00 /month
• c Associate Judge 1 - One (1) MP3352sp $152.00 /month
• d Exposition Center - One (1) MP2852sp 5112.00 /month
14. Capital Requisition # 00039961 to Jaken Medical Inc. in the amount of $5.390.00 for the pu r c hase of
Electrocardioaraph for Brazos County Jail.
15. Capital Requisition # 00039959 to Karbon Arms in the amount of $1,702.81 for the purchase of Karbo
MPID for Brazos County Jail.
16. Requisition # 00039967 to Clark Equipment Company in the amount of $36,343.30 for the purchase of a
Bobcat Compact Track Loader and Annual Municipality Trade -In Proaram Aareement
17.
18. Consider and take action on the Final Plat of Field Creek Estates Subdivision Phase Two, 26.379 Acres,
Richardson Perry Leaaue A -04 (Bryan ETJ) Brazos County Texas. Site is located in Precinct 2.
19. Commissioners Court minutes for the following dates:
• a September 4 2012 - Reaular Meeting
• b September 6 2012 - Public Hearing
• c September 11, 2012 - Reaular Meetina
• d September 14 2012 - Workshop Session
• e September 18 2012 - Reaular Meeting
• f September 25 2012 - Reaular Meetina
• a September 30 2012 - Special Meeting
20. Budget Amendments.
Budget Amendments FY 11/12 50.1 thru 50.4.
Budget Amendments FY 12/13 2.1 thru 2.5.
21, Requisition # 00039954 to HWE Acouisitions in the amount of $289,679.00 for the purchase of a Gradall
Excavator for the County Engineer.
22, Requisition # 00039960 to Unaerboeck software in the amount of $9.080.00 for software for
professional users for FYI for the Brazos County Expo.
23. Personnel Change of Status.
Personnel Action Forms
24. Payment of Claims.
25. Acknowledgement of the Brazos County Purchasing Department Update for September 28 2012 -
October 4. 2012.
26. Sheriff's report on inmate population.
Vol. _l 4 - - P9 a_ Q
27. Announcement of interest items and possible future agenda topics.
28. Call for Citizen input and /or concerns.
29. Adjourn.
Vol. P9 Q
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 it 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 1 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 7
551.042.
INVOCATION
Any invocation that may be offered before the official start of the Court meeting shall be to and for the benefit of the Court. The
views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Court and do not
necessarily represent the religious beliefs or views of the Court in part or as a whole. No member of the community is required
to attend or participate in the invocation and such decision will have no impact on their right to actively participate in the
business of the Court.
The Commissioners Courtroom of the County Administration Building, 200 South Texas Ave., Suite 106, Bryan, TX 77803 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.
Q
E
BRYAN,TEXAS
MINUTES
October 9, 2012
BRAZOS COUNTY COMMISSIONERS COURT
REGULAR MEETING
Signature Paae.odf
File Stamped Aaenda.pdf
Sian in sheet.pdf
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 10:00 a.m. on
Tuesday, October 9, 2012 with the following members of the Court present:
Duane Peters, County Judge, Presiding;
Lloyd Wassermann, Commissioner of Precinct 1;
Sammy Catalena, Commissioner of Precinct 2;
Kenny Mallard, Commissioner of Precinct 3;
Irma Cauley, Commissioner of Precinct 4;
Karen McQueen, County Clerk.
The attached sheets contain the names of the citizens and officials that were in
attendance.
Invocation and Pledge of Allegiance -
Chaplain G.H. Jones and Commissioner Catalena
2. Call for Citizen input and /or concerns.
There was no citizen input.
Consider and take action on agenda items 3 - 24:
BRAZOS COUNTY
3. Consider and possible action regarding a burn ban.
Chuck Frasier, Emergency Management Coordinator stated that the KBD Index high
mark is 663, the average is 549. He does not recommend a ban at this time and feels it
can be removed from the agenda.
Motion: Remove, Moved by Commissioner Kenny Mallard, Seconded by Commissioner
Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley , Mallard , Peters ,
Wassermann .
4. Request from the Information Technology Department for approval of the Q3 2012
Quarterly Performance Report for the Justice Software Project.
Item 4.pdf
Eric Caldwell, Chief Information Officer reported on the 3rd Quarter 2012 Quarterly
Performance Report for the Justice Software Project.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by County Judge
Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Peters ,
Wassermann .
5. Republican and Democratic appointment for Presiding Judge and Alternate Judge for a
period of 1 year, ending on July 31, 2013.
Item 5.pdf
Cita republicanos y democratas para Juez Presidente y Magistrado suplente por un
periodo de un ano, hasta el 31 de julio de 2013.
Precinct Judge
24 James Sampson -R
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley , Mallard , Peters , Wassermann .
6. Acceptance of the Texas Department of Public Safety Division of Emergency
Managment Emergency Management Performance Grant (EMPG) award for Fiscal Year
2012; grant period is 10/01/2011 to 3/31/2013.
Item 6.pdf
The Court voted unanimously to authorize the County Judge to accept the grant funds
awarded by the Texas Department of Public Safety for participation in the Emergency
Management Performance Grant (EMPG) during Fiscal Year 2012.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters, Wassermann .
7. Payment Authorization by the Sheriff's Office to Auto Body Specialties in the amount of
$488.15 for towing of vehicles involved in a criminal case.
D. Item 7.pdf
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
8. Non - profit Organization Authorization for Brazos County inmate work crew labor for
Aggieland Humane Society.
Item 8.pdf
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Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters ,
Wassermann .
9. Renewal of Interlocal Agreement with the City of Bryan and the City of College Station
for Emergency Ambulance Service for FY 2012.
Brazos County will fund the City of Bryan, Texas $181,774 and the City of College
Station $161,648. In return the City of Bryan and College Station will provide emergency
medical ambulance services according to the geographic areas as defined as "Automatic
Mutual Aid Response Districts." A copy is attached.
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley, Mallard , Peters , Wassermann .
10. Funding Agreement with the Brazos Valley Retired Senior Volunteer Program (RSVP) for
FY 2013.
Item 10.odf
Brazos County will fund the Brazos Valley Retired Senior Volunteer Program (RSVP)
$2,000. In return the RSVP will provide volunteer services to the citizens of Brazos
County. A copy is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters ,
Wassermann .
11. Funding Agreement with the Brazos County Precinct 4 Volunteer Fire Department, Inc.
for FY 2013.
lb Item 11.pdf
Brazos County will fund the Brazos County Precinct 4 Volunteer Fire Department (VFD),
Inc. $29,000. In return the VFD will provide fire protection to an area of the county that is
located outside the municipalities in the county. A copy is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters ,
Wassermann .
12. Award of contract 2013 -15, Vehicle Equipment Install to Texas Communications for the
installation of police equipment into vehicles for FY2013.
Item 12.pdf
A copy of the bid tabulation sheet is attached.
Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard, Peters, Wassermann.
13. Contract and tabulation with Ricoh, Inc for four (4) copiers for the following departments
with a total savings of $5,930.76/year:
Item 13.odf
• a. County Clerk- One (1) Ricoh MP6002sp $343.00 /month
• b. Sheriff's Office CID - One (1) MP4502sp $159.00 /month
• c. Associate Judge 1 - One (1) MP3352sp $152.00 /month
• d. Exposition Center - One (1) MP2852sp $112.00 /month
Vol. _ - -- P99Z
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters ,
Wassermann.
14. Capital Requisition # 00039961 to Jaken Medical Inc. in the amount of $5,390.00 for the
purchase of Electrocardiograph for Brazos County Jail.
Item 14.pdf
Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
15. Capital Requisition # 00039959 to Karbon Arms in the amount of $1,702.81 for the
purchase of Karbon MPID for Brazos County Jail.
Item 15.odf
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley , Mallard , Peters , Wassermann .
16. Requisition # 00039967 to Clark Equipment Company in the amount of $36,343.30 for
the purchase of a Bobcat Compact Track Loader and Annual Municipality Trade -In
Program Agreement.
0 Item 16.pdf
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
17. Consider and take action on the Verizon Communications utility permit to construct 60'
road bore located on Twisting Trail (Vista Oaks Subdivision). This project will provide
service to customers in the area. Site is located in Precinct 2.
Item 17.odf
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena,
Cauley , Mallard , Peters , Wassermann .
18. Consider and take action on the Final Plat of Field Creek Estates Subdivision Phase
Two, 26.379 Acres, Richardson Perry League, A -44, (Bryan ETJ) Brazos County, Texas.
Site is located in Precinct 2.
Item 18.Ddf
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
19. Commissioners Court minutes for the following dates:
• a. September 4, 2012 - Regular Meeting
• b. September 6, 2012 - Public Hearing
• c. September 11, 2012 - Regular Meeting
• d. September 14, 2012 - Workshop Session
• e. September 18, 2012 - Regular Meeting
• f. September 25, 2012 - Regular Meeting
• g. September 30, 2012 - Special Meeting
Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by
Vol. l �v_ - -- PgW 6 �-
Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
20. Budget Amendments.
Budget Amendments FY 11A 2 50.1 thru 50.4.
0 FY 11 12 Amendments.pdf
50.1 Transfer from Non - Departmental to County Attorney
50.2 Transfer from Non - Departmental to Court Support- Criminal
50.3 Reallocate funds for Justice of the Peace Precinct 4
50.4 Reallocate funds for District Clerk
Budget Amendments FY 12/13 2.1 thru 2.5.
FY 12 13 Amendments.pdf
2.1 Transfer from Road & Bridge Contingency to General Capital Improvement Fund
2.2 Reallocate funds for HOT Tax fund
2.3 Reallocate funds for Grant Fund: HAVA - General Compliance
2.4 Reallocate funds for BC Housing Finance Corporation
2.5 Transfer funds from General Fund Contingency to Constable Precinct 1
Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by
Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard , Peters , Wassermann .
21. Requisition # 00039954 to HWE Acquisitions in the amount of $289,679.00 for the
purchase of a Gradall Excavator for the County Engineer.
Item 21.pdf
Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by
Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley,
Mallard, Peters, Wassermann.
22. Requisition # 00039960 to Ungerboeck software in the amount of $9,080.00 for software
for professional users for FY13 for the Brazos County Expo.
Item 22.pdf
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters , Wassermann .
23. Personnel Change of Status.
Personnel Action Forms
0 Item 23.pdf
A copy of the personnel Change of Status Requests is attached.
Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner
Lloyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard,
Peters , Wassermann .
24. Payment of Claims.
ID BILL LIST 10.09.12.pdf
Claims Sheet.pdf
7102914 through 7103180
Vol. �� �- - F'g °? �'
Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by
Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley, ,
Mallard , Peters , Wassermann .
25. Acknowledgement of the Brazos County Purchasing Department Update for September
28, 2012 - October 4, 2012.
Item 25.pdf
The Court acknowledged receipt of the Purchasing Department Weekly Update.
26. Sheriff's report on inmate population.
Sheriff Chris Kirk stated there were 563 inmates in jail, 73 have electronic monitors
and 26 are pending for monitors. Also, he met recently with representatives of BVCASA
and they toured the low risk facility.
27. Announcement of interest items and possible future agenda topics.
There were no announcements.
28. Call for Citizen input and /or concerns.
There was no citizen input.
29. Adjourn.
Vol. _ __ _- . pg /o _
The foregoing minutes of the Commissioners Court meeting held October 9, 2012 have
been examined and are approved in open Court this A3 da Y of
de r , 2012, in Bryan, Brazos County, Texas.
ane Peters
County Judge
Lloyd Wassermann
Commissioner, Precinct 1
' G 1256 r
Sammy Catalena
Commissioner, Precinct 2
Irma Cauley
Commissioner, Precinct 4
Attest:
Kenny Mallard
Commissioner, Mcinct 3
C
Karen McQueen
County Clerk O f
Vol � 5' Page I- /�
BRAZOS COUNTY COMMISSIONERS COURT
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BRAZOS COUNTY COMMISSIONERS COURT
MEETING ON-� 9, 2012 AT
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Name (PLEASE PRINT)
Organization /Department
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September 28. 2012
Brazos County
Department of Information Technology
AM: Eric V. Caldwell
205 E. 27" St.
Bryan, Texas 77803
RE: CIJIMS Project Quarterly Performance Report Q3 2012
SOW § 6.5
Dear Mr. Caldwell,
Pursuant to the Brazos County, TX Quality Assurance and Acceptance Plan and § 6.5 of the
Brazos County Statement of Work, please take notice of delivery of the CIJIMS Project
Quarterly Performance Report Q3 2012.
Please accept this as AMCADs formal notice of delivery of deliverables described in the Brazos
County Statement of Work. Pursuant to § 2.0 of the Quality Assurance and Acceptance Plan, the
formal review period of this deliverable begins on the date of acknowledgement of the receipt of
said deliverable. Please sign and return this letter of acknowledgement to Steve Pontius at your
earliest convenience.
Regards,
Steve Pontius
Program Manager, Justice Solutions
Enclosures (0)
Received by E e 1 C V CA Lh W E LL on this Z T " day of
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Corporate Headquarters • 220 SprinG Street • Suite 150 a Hemdon VA 20170 • www.amcad.com
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Brazos County, TX Comprehens Integ Justice Information Management Solution
Deliverable Acceptance Form
Brazos County, TX Comprehensive Integrated Justice Information ,Management Solution
This Brazos County Project Quarterly Performance Report Q3 2012 represents a project
deliverable, defined in the terms of the Brazos County Project Schedule and Contract.
§ 6.5 CIJIMS Project Quarterly Performance Report Q3 2012
CIJIMS Project Quarterly Performance Report Q3 2012
The § 6.5 CIJIMS Project Quarterly Performance Report Q3 2012 has been accepted and
conforms to the Quality Assurance and Acceptance Plan for Project Related Services Rendered.
also
~CAD
Page 11
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Brazos County, TX Integrated Justice Ma nagement Solution
Deliverable Acceptance Form
Receivable Sign Off
The Quality Assurance Process was completed by the Brazos Coin Pro* ctT � and
approved on ,
Brazos County Team Chief Information Officer: iL �� 641-p t 'dEu .
The undersigned are the authorized representatives of the party on whose behalf they are signing
to accept this deliverable.
Accepted and Agreed To:
AMCAD
Brazos County, Department of
Information Technology
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B
(Autho zed ignature)
Steve Pontius
(Print or Type Name)
Program Manager, Justice Solutions
(Title)
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(Date of Signature)
B .9�'t+
(Authorized Signature)
Eri V. Caldwell
(Print or Type Name)
Chief information Officer, Department of
Information Technology
(Title)
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(Date bf Signature)
AY Page 12
AMCAD
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AMCAD
[aenrxopy • I Reo�aa� • Royca
AMCAD L.L.C.
220 Spring Street Suite 150
AMCAD reports 2012 third - quarter project performance results
and provides 2012 fourth- quarter project forecasts. The
performance of the project schedule, project deliverables, project
resources and risks are summarized and analyzed, followed by
fourth - quarter project guidance. Project financials are also
reported and summarized.
Herndon, VA 20170
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Steve Pontius, AMCAD Program Manager
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Brazos County CI4IMS Q3 2012 Project Performance Report
Table of Contents
ExecutiveSummary ... ...............................................................................:......:............. ............................... 2
Project Performance Summary ...................................................................................... ............................... 2
Project Issues and Risks ...............:........:.:....:.......:.......................................................... ..............................3
Project Financials. ........................................................................................... ............................... 4
Project Change Orders .................................................................................................... .........:......:.............4
Project Schedule Performance ....................................................................................... ............................... 5
Project Activities and Deliverables Completed or "Work In Progress" in Q3 2012 .. ..............................7
Project Activities and Deliverables Scheduled for Q4 2012 ................:..:.........::....:... ..............................9
Project Resources .................................... ............................... ..... ... _ ....... . .............................�3
..... ..... ....
Project Performance Guidance for Q4 2012 ..................................... ............................... ................... ..14
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Executive Summary
This 2012 Third Quarter Project Quarterly Performance report will provide a high level overview
of the overall state of the Comprehensive Integrated Justice Information Management System
(CIJIMS) Project. It will summarize the project performance results from July 1, 2012 through
September 30,. 2012. `Also' included .in' this report is the fourth quarter project performance
guidance. Project performance results as well as project performance guidance includes but is not
limited to performance analysis and projections relating to the .project schedule, deliverable
schedule, scope of work, project risks and project issues.
Project Performance Summary
The .Comprehensive Integrated- Justice Information Management` System (CIJIMS) Project
remains a positive story and the'project's performance, which has been in -line with expectations,
remains intact. The Project had an excellent first half of the year and this momentum served as a
catalyst to a successful third quarter. The hard work and dedication from the: project team has
yielded three outstanding quarters and has set the stage fora successful fourth. quarter to
complete the first year of the CIJIMS Project.
The project has maintained a solid. foundation and is showing excellent. momentum and
consistency in finalizing project deliverables on time, per the original project schedule, as well as
maintaining project expectations on all fronts. The performance of the project has resulted
in a project schedule -and deliverable schedule which remain intact.. All project activities which
were scheduled to be completed within the third quarter were completed on time per the original
project schedule. More- importantly, all project activities which, have been scheduled for the
fourth quarter are expected to be completed per the original project schedule.
The following table (Project Summary) provides a quick view of the project controls including
Schedule, Resources, Scope and Risks. Further details surrounding these controls are contained
throughout this Brazos County QU MS Q3 2012 Project Performance. Report.
•:Pro''ect gummitry
Risks 'Scope . Schedule Resources.
Current ► ♦ ♦ ►
Prior ► ♦ ♦
♦ : (green) no problems. ► : (amber) monitoring may affect successfiti completion ♦ : (red) will prevent a successful conclusion
Vol. _l_t? i'9 °a_'Z-1 -
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In summary, the "positive" outlook and guidance for the overall project is being maintained. This
guidance remains unchanged from the previous quarter's guidance. Last quarter's "neutral"
guidance for project risks has been maintained for the fourth' quarter. Last quarter's "positive"
,guidance for project scope and schedule has been maintained for the fourth quarter, as well.
However, the guidance for project resources has been downgraded from "positive" to "neutral"
for the fourth quarter, as there has been a slight complication regarding the AMCAD onsite
project team. Details on this issue may be found within the project resources section of this
Brazos County CU MS Q3 2012 Project Performance Report.
Project Issues and Risks
As project issues arise, they are - tracked and monitored closely by the project team. In the event
where they pose risks to the health of the project in any way, they are documented as a risk.
During the third quarter of'tM'prof_ect, two new issues were identified and documented. Those
issues have been upgraded to -a risk and deal with the project schedule and project resources.
After completing the Phase I. °System Design Document, which is the input to the JAD (Joint
Application Design) sessions,., it -has become clearer as to how much development work is needed
to satisfy the case management 'and document management functional requirements which were
not met with the base application: In short, there is more development needed than originally
forecasted.
At this, time, the development needed to satisfy the gap items is being closely monitored and all
arrangements are being made to begin the .development work as ,soon as possible. This will help
reduce the likelihood of the, cisk impacting the project schedule.
The second risk, which was identified. during the third quarter, dealt with a short term and
temporary issue with respect to the AMCAD project staff. The AMCAD staff has lost one of its
full time Business Analysts for the JAD sessions which are set to begin on October 1st.
However, the impacts of losing this resource are minor in nature, as the JAD sessions consist of
reviewing the System Design'Document and do not require 3 resources to complete the review of
the document.
On the other hand, a shortage in resources will impact the project after the .JAD sessions are
over, as this is when the discovery phase will begin for Phase II. The Discovery Phase is an input
to the Design Phase and it is important that the project team is: fully staffed to successfully
complete these two critical phases of the CIJIMS project. To effectively deal with these risks, a
contingency plan has been successfully implemented for Phase R.
After the JAD sessions are over and the Phase II'Discovery Phase begins in December, AMCAD
will add a second full time Business Analyst to the project to replace the Business Analyst who
was lost. In addition, a third Business Analyst will be participating in Design Phase II to assist
3
with the design of the prosecutor's piece to the CIJIMS system. These project resource staffing
plans will yield 3 full time resources and one part time resource beginning in December. Until
then, the AMCAD project team will consist of two full time resources. The duration of the two
person project staff will be approximately 8 weeks.
This plan to immediately replace the full time resource and add a third Business Analyst on a
part time basis will allow the project to continue to run ahead of schedule with minimal risks to
the project. Lastly, it will hedge against the risks associated with the Phase II Design Phase,
which deals with the integration between all of the systems in the CIJIMS project.
Phase II of the MINIS project poses the greatest challenges to the success of the CIJIMS
Program, as it finalizes the design of the integration of all of the different systems which
comprise the CIJIMS platform. It is for this reason why AMCAD has provided additional
staffing for Phase II. Aside from these two project risks, no other risks were identified in the
third quarter of the Project.
Project Financials
Some project deliverables have invoices associated with them and some do not. Within the third
quarter of 2012, the following deliverables which have invoices associated with them were
submitted on time per the original project schedule and approved by Brazos County:
1. Conduct Phase I Gap Sessions
2. Deliver the Phase I System Requirements Specifications Document
3. Deliver the Q3 2012 Quarterly Project Performance Report.
These deliverables have been invoiced within the third quarter of 2012 and total $262,000.00.
All invoices have been settled and no invoices are outstanding.
For the short term look ahead schedule, the following deliverables are scheduled to be delivered
and approved within the fourth quarter of 2012:
1. Conduct Phase I JAD Sessions
2. Deliver the Phase I AiCMS and AiCS System Design Document
3. Install the Onsite AUMS Test Environment
4. Deliver the Final Hardware Configuration Plan
5. Deliver the Q4 2012 Quarterly Project Performance Report
These deliverables, when invoiced, will total $330,000.00 for the fourth quarter, as forecasted
per the original payment schedule.
Project Change Orders
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Potential change orders (PLO's) may be opened at the request of Brazos County or AMCAD.
PCO's, when approved, become Change Orders (CO's): Change orders, by nature, will typically
impact the scope of the project project costs as well as the project schedule.
When a potential 'change in these areas is forecasted, a PCO is created and tracked on the
Potential Change Order Log (PCO Log). There have not been any PCOs opened in the third
quarter of 2012, as nearly all of the third quarter has been spent developing designs for the
CUIMS development items from the gap sessions. The majority of the PCOs which have been
opened were opened during: the Gap process in Phase I. This is a normal result from the Gap
analysis process and it is a positive sign, as it reflects-active participation from the SME's during
the Gap process. Other PCO'Is.have been opened as the result of normal project discussions.
A PCO will remain a PCO until Brazos County provides AMCAD with the Notice to Proceed
(NTP) with the PCO. An NTP is an. informal decision made by Brazos County to have AMCAD
explore the PCO in greater depth and provide a Change Order for the review and approval from
the CUIMS project team as we11 as the Project Executive Oversight Committee. After the review
of the item has been completed, Brazos County may determine whether or not they want to
proceed with the' change.
As a result of the PCO's which have been opened over the course of the first three quarters of the
project, a PCO and CO meeting will be held with the CIJIMS project team upon the completion
of Phase I to review these PCOs and COs in greater depth. No Change Orders have been
formally issued thus far, as the project is still in Design Phase I. A -few change orders, however,
have been created due to the request of the participants of Design Phase I : and will 'be reviewed
during the JAI) sessions. These change orders will be reviewed in depth with the CIJIMS project
team after the JAD sessions are'over.
Design Phase I is scheduled to be completed by December 1", 2012. A PCO and CO meeting
will be held immediately after •Phase I has been completed. The PCO and CO Log has been
attached to this Q3 2012 Project Performance Report, for reference.
Project Schedule Per
The project schedule remains intact and all project .tasks have been executed as forecasted. In
some cases, project activities have begun early in order to hedge ; against risks associated with
delays, as many of these- tasks are part of the critical path on the project schedule. This has
yielded results which are in line with expectations.
There have been no delays and no significant risks which may impact the project schedule in the
near term. Issues and risks will continue to be monitored and reported to the CUIMS project
team as they arise. The project, schedule will remain unchanged as the project makes the'
transition into the fourth quarter of 2012.
5
The short term look ahead schedule for the fourth quarter of 2012 and the first and seconds
quarters in 2013 has been provided, below. For additional information surrounding the individual
project activities contained in this short term look ahead schedule, please reference the
subsequent section of the Project Schedule Performance section of this Q3 2012 Project
Performance Report.
Task Name
Duration
Start
Finish
Predecessors
Resource
Names
JAD Sessions
50 days
Mon 8113112
Fri 10118/12
88
JAD Session Preparation
20 days
Mon 8113/12
Fri 9/7/12
87
AmCad
Schedule JAD Sessions
10 days
Mon 8/13/12
Fri 8/24/12
87
AmCad/Brazos
Conduct JAD Sessions
30 days
Mon 9/10/12
Fri 10/19/12
90
AmCad/Brazos
Design Document
30 days
Mon 10/22/12
Fri 11130112
Develop Design Document
20 days
Mon 10/22/12
Fri 11/16/12
92
AmCad
Deliver Design Document
0 days
Fri 11/16/12
Fri 11/16/12
94
AmCad
Acceptance of Design Document
10 days
Mon 11/19/12
Fri 11/30/12
95
Brazos
hale 2 Design (Jail, Prosecutor,
ublic Access)
217 days
Thu 9120/12
Fri 7/19/13
Local AIJMS & ROAM Environment
30 days
Thu 9/20/12
Wed 10/31/12
stablish Local AIJMS & ROAM
est/Train Environment
1 onfiguration
30 days
Thu 9/20/12
Wed 10/31/12
44FS +160 days
AmCad
Final Hardware Configuration Plan
20 days
Thu 11/1/12
Wed 11/28/12
onduct Final Hardware
onflguration Meeting
1 day
Thu 11/1/12
Thu 11/1/12
99
AmCad/Brazos
evelop Final Hardware
Plan
19 days
Fri 11/2/12
Wed 11/28/12
101
AmCad
Deliver Final Hardware Configuratlon
Ian
0 days
Wed 11/28/12
Wed 11/28/12
102
AmCad
Preliminary Configuration
60 days
Fri 9/28/12
Fri 12/21/12
Provide Configuration Spreadsheet
0 days
Fri 9/28/12
Fri 9/28/12
49
AmCad
Populate Configuration Spreadsheet
35 days
Mon 10/1/12
Fri 11/18/12
105
Brazos
Configure AIJMS System
25 days
Mon 11/19/12
Fri 12/21/12
106,95
AmCad
Pre -Gap Analysis Training
35 days
Mon 11/19/12
Fri 1/4/13
Create Training Schedule
15 days
Mon 11/19/12
Fri 12!7/12
106
AmCad/Brazos
Conduct Training Sessions
10 days
Mon 12/24/12
Fri 114113
107,109
AmCad/Brazos
quirements Validation, Analysis,
Design
175 days
Mon 11/19/12
Fri 7/19/13
p Analysis (Jail , Prosecutor,
[ nd
bllc Access)
80 days
Mon 11/19/12
Fri 3/8/13
Define Focus Groups
10 days
Mon 11/19/12
Fri 11/30/12
106
AmCad/Brazos
Schedule Gap Analysis Sessions
10 days
Mon 1213/12
Fri 12/14112
113
AmCad/Brazos
Conduct Gap Analysis Sessions
40 days
Mon 1/14113
Fri 3/8/13
110FS +5
days, 114
AmCad/Brazos
System Requirements Specification
D ocument
55 days
Mon 1/14/13
Fri 3/29/13
Develop SRS Document
45 days
Mon 1/14/13
Fri 3115/13
110FS +5
days, 114
AmCad
Deliver SRS Document
0 days
Fri 3/15/13
Fri 3/15/13
117
AmCad
Acceptance of SRS Document
10 days
Mon 3/18/13
Fri 3/29/13
118
Brazos
JAD Sessions
50 days
Mon 4/1/13
Fri 6/7/13
119
JAD Session Preparation
20 days
Mon 4/1/13
Fri 4/26/13
118
AmCad
Vol. 7
Schedule JAD Sessions
10 days
Mon 4 /1/13
Fri 4/12/13
118
AmCad /Brazos
Conduct JAD Sessions
30 days
Mon 4/29113
FH.617/13
121
AmCad /Brazos
Design Document
30 days
Mon 6/10113
Fri 7/19/13
Develop Design, Document
20''days
Mon 6/10/13
Fri 7/5/13
123
AmCad
Deliver Design Document
0 days
Fri 7/5/13
Fri 7/5113 _
125
1 AmCad
Acceptance of Design Document
1 10 days
Mon 7/8/13
Fri 7/19/13 1
128
1 Brazos
The tasks which have been completed within the third quarter of 2012 as well as the tasks which
are scheduled to begin in the fourth quarter of 2012 have been documented and summarized in
the section, below.
Project Activities and Deliverables Completed or "Work In Progress" in Q3 2012
1. Ongoing Effort of System Configuration With Production Values
• The effort to build a database which contains Brazos County's Production Values
using day forward system configuration logic began in the. first quarter. This
effort is being finalized and is scheduled to be completed by the end of the fourth
quarter.
• This is a long and tedious process which takes months to complete, as all
departments must be consulted to obtain their production values. These values are
then analyzed across all departments for consistency prior to entering the values
in the production database.
• This activity was not scheduled to begin until the fourth quarter; however, given
the difficulty of this task, the team has already begun the process. This will hedge
against the risk" of project delays in the future and when development against the
AiCMS system begins and allow us to focus on other critical tasks next year.
2. Ongoing Effort -of Preliminary Data Analysis Efforts
• The process of conducting preliminary data analysis efforts has begun ahead of
schedule, given the-risks associated with the quality of data in the legacy.system.
• This process allows for an in depth analysis which consists of preliminary data
mapping logic between the legacy system and the AiCMS continuing with the,
efforts to build constraints which generate exception reports which are then
distributed'to the.various departments so that they can continue data clean-up
efforts. These efforts yield a cleaner and more consistent set of data which will
ultimately result in a high quality data conversion:
• The documentation which_ has been generated using the filed level mapping
templates provided by AMCAD will be included in the Data Conversion
Assessment, Data Conversion Plan and the logic in these templates will be used as
an input to the data conversion scripts.
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• This is an ongoing and will continue to receive a high level of priority until
AMCAD begins conducting dry run conversions. • These conversions are
scheduled to begin in the second quarter of 2013: "
3. Design Phase One Gap Sessions
• The first set of Gap sessions was scheduled to begin in the first week of May.
This beginning of the Gap, sessions marked the beginning of,Design Phase I. The
systems which will were addressed during Design Phase I included AiCMS and
AiCS. These systems include case management functionality as well as document
management functionality.
• The Gap analysis process was scheduled to take no more than 7 weeks, per the
project schedule.. This project task took 5 weeks and was completed ahead of the
project schedule.;
• The Power Users or those individuals who participated in the Gap analysis
sessions made themselves available as much as possible so that could attend the.
design sessions: While there were issues with getting the Power Users to attend
their scheduled sessions, the risk was identified and a risk response plan was
implemented. This resulted in an increase in attendance from the focus groups and
as a result, the task was completed on time with a high Jevel of quality.
• After the . Gap • analysis sessions were completed, a System Requirements
Specification (SRS) Document was submitted for approval. The SRS Document
contained every functional requirement which was reviewed in Design Phase I
and was approved on time, per the original project schedule.
• This document was the output of the Gap analysis sessions and specifies which
requirements were satisfied by the current AiCMS' and AiCS applications and
how they have: been satisfied by documenting existing functionality. It also
documents which requirements were identified as Gap items.
• For the requirements which were identified as Gap items, a full set of
specifications were written, documenting why the functional requirement was,
identified as a.Gap; as well as what must be done to satisfy the requirement. Any
specifications relating to the business practices of Brazos County were also
documented, where applicable.
• During the Gap analysis sessions, the users• reviewed the System Requirements
Specifications document in full and validated the specifications in real time: This
process allowed the Gap participants to validate and approve the document as a
group and obviated the need for the users to review the document on their own
time. Upon formal_ approval of this document, it will become a project artifact and.
may not be changed as the contents of this document, will be used as an input to
software design concepts.
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• These Gap items will be the requirements which will be addressed during the
Joint Application, Design (JAD) sessions beginning at the end of September.
4. Design Phase One AiCMS and AiCS System Requirement Specification (SRS)
Document
• The System Requirement Specification Document is the output of the Gap
sessions.
• The System Requirement Specif cation Document documents every requirement
from the Functional Requirement 'Specif cation Document and specifies whether
each requirement is a Gap item or if it has been satisfied with the existing
application.
• The document• was written prior to the beginning• of the Gap sessions and was
modified with the input and feedback from those individuals who were
participating iri the Gap sessions.
• The functional requirements which have been identified as Gap items will be
placed on the JAD (Joint Application Design) agenda. After a requirement was
been identified as a JAD item, a set of specifications were written which
documented why'the requirement was a JAD item and what must be done in order
to satisfy the requirement. Specifications surrounding the business practices of
Brazos County were also documented. These specifications will allow AMCAD
to develop a proposed design in preparation for the JAD sessions with the design
participants.
• The System Requirement Specification Document was reviewed and approved by
the individual focus - groups in real time throughout the Gap analysis sessions.
This allowed for an immediate approval of the SRS document and eliminated the
need to have each individual user review the document by themselves on their
own time.
Project Activities and Deliverables Scheduled for Q4 2012
1. Design Phase One JAD
• The first set of Joint Application Design (JAD) sessions are scheduled to begin in
the first week of October. The systems which will : be addressed during these JAD
sessions include ,.AiCMS and AiCS. These systems include case management
functionality as,well as document management functionality.
• A total of 7 weeks has been allocated to the completion of this project task. The
JAD Sessions are scheduled to be completed no later than November 15
However, more sessions will' be added to the schedule, if needed. Allotting more
time to this task. allows for increased' flexibility with the. JAD schedule so that
adjustments can be. made in the event where the JAD participants are unable to
meet during scheduled times.
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• The Power Users or those individuals who will be participating in the designs
sessions are doing their best in making themselves available as much as possible
so that they may attend the design sessions. A full level of participation from the
Power Users is not only expected throughout the Design Phase, but it is essential
that they participate in full in order to ensure a thorough and successful Design
Phase.
• After the JAD process is complete, a System Design Document (SDD) will be
submitted for formal approval. The SDD Document will contain an approved
design for every functional requirement which was reviewed in Design Phase I
and identified as a Gap item. In addition, it will contain the finalized database
design as it relates to the case management and document management
component of the CIJIMS system.
• In the interest of efficiency, the SDD was been written prior to the JAD sessions.
This will allows the users to review the proposed design in full as a group. The
JAD participants will be able to provide their feedback on the proposed design
solutions and any modifications or adjustments they would like to be made to the
SDD will be implemented in real time and reviewed by all of the JAD
participants. This will eliminate the need for each individual JAD participant to
review the SDD by themselves within the contractual 2 week timeframe after the
completion of the JAD sessions.
2. Design Phase One AiCMS and AiCS System Design Document
• The System Design Document is the blueprint for all development efforts against
the functional requirements which are reviewed during the Gap analysis portions
of the project. Recall that the requirements which have been identified as Gap
items are the requirements which are included in the design document. The design
document contains the design solution which will be implemented in order to
satisfy the-requirements which were identified as Gaps.
• An approved System Design Document is the output of the JAD sessions.
• . The System Design Document is written prior to the beginning of the JAD
sessions with the users who are participating in the Design of the MIMS system.
This allows the participants to be presented with a proposed design. If the users,
during the review of the System Design Document, determine that they would
like to see modifications or adjustments made to the design solution, those
changes are updated in real time for the group to review.
This review system allows the users to be presented with the proposed design
solutions while providing feedback as a group, rather than having the users review
the System Design Document in full, by themselves and on their own time after
the JAD sessions.
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• After the System Design Document is reviewed and approved by the JAD
participants, the document will be submitted to the IT Department for final
approval. Once the document has been approved, by both groups, it will become a
historical document and a project artifact. No changes will be made to the
document after it has been approved. The reason' for this is because the document
contains the specifications. for all development effoiti against the CU MS system.
• Any changes or modifications to the contents of the .System Design Document
will be. handled via .the. change management process.
3. Installation of Onsite AiJMS, Test Environment
• The onsite ,test environment for the AiJMS system is scheduled to be installed
onsite in the beginning of January, 2013. However, in the interest of maintaining
our ahead of schedule project performance, the installation of the test environment
has been moved: up to begin in the last week of November. This will allow the.
pre -Gap application training for' Design Phase II to begin in the beginning of
January rather than the beginning of February.
• There will be -one AiJMS environments installed onsite and it will be a testing
environment called "Brazos Test ". The "Brazos Test" instance will be used when
conducting pre -Gap application training for the Power Users who will be
participating in the design sessions. This environment will also be used when
conducting any basic system testing after software releases are pushed onsite
during the Phase II development cycle.
• After the standard AVT code values have been. completed by the Brazos County
Subject matter Experts, AMCAD will be inputting these cade values into a
database..This will contain all production day forward values and will, be the,
platform datalidse for a production environment. No test. values will be entered in
this database. After the application has been built out and developed with Brazos
County specific functionality, this database will be used in conjunction with
converted data to validate full system functionality prior to go live.
• This deliverable has been pushed_ up in the project schedule and is now scheduled
to be delivered and approved ahead of the original project schedule by
approximately 6 weeks.
4. Delivery, and Acceptance of the Final Hardware Configuration Plan
• The Final Hardware Configuration Plan is scheduled to be delivered to and
approved by the CIJIMS project team as well as the Commissioners Court in
December, 2012.
• The Final Hardware Configuration Plan represents AMCAD's final
recommendations for Brazos County when purchasing the hardware needed to
support the CIJIMS system.
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• In the first quarter of 2012, AMCAD submitted a Preliminary Hardware
Configuration Plan for approval, per the Statement of Work. The intention of the
Preliminary Hardware Configuration Plan was to provide the Brazos County
Information Technology. Department with an idea of what to expect when the time
comes to purchase the equipment to support the CIJIMS system. It allows the
Information Technology Department time to plan on how they wish to proceed
with plans to acquire this hardware. This includes invites to bid, etc.
• This deliverable is scheduled to be delivered and 'approved on time, per the
original project schedule.
5. Delivery and Acceptance of the Phase U Pre -Gap Training Schedule
• The Phase II pre Gap. Application Training Schedule is scheduled to be delivered
and approved by'tlie CIJIMS project team by the end of 2012. This is scheduled to
be delivered and approved on time, per the original project schedule.
• The pre- Gap.T. mining Schedule will be submitted as early as possible to allow the
Phase II design ,participants to prepare their schedules with the time required to
attend these training sessions.
• Pre -Gap application training is one of the most important tasks within the Design
Phase,. as it allows the design participants to ,familiarize themselves with the
current application, which will allow them to participate in the design sessions
with a more effective role. It also allows them to understand the current
applications strengths and limitations.
• The pre- Gap'application training schedule is a significant deliverable, as it .is an
input to the Gap; sessions. The delivery and acceptance of this document allows
for adequate arnd efficient project planning with respect to ensuring that the design
session participants receive. notification of the 'Gap sessions with, plenty of time to
plan, so that they may adjust their schedules accordingly and prepare for this
phase of the -project.
• This deliverable is scheduled to be delivered and approved on time, per the
original project schedule.
6. Delivery and Acceptance of the Phase II Gap Schedule
• The Phase H Gap Schedule is scheduled to be delivered and approved by the end
of 2012 and this- "delivery date will be maintained.
• The Gap Schedule is a significant deliverable, as it,is an input to the'Gap sessions.
The delivery and acceptance of this document allows for adequate and efficient
project planning,:with respect to ensuring that the design session participants
receive notification • of the Gap sessions with plenty of time to plan, so that they
may adjust their schedules accordingly and prepare for this phase of the project.
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7. Delivery and.Acceptance of the Phase II Gap Document
• The .Gap Document' is scheduled to be delivered and approved by the end of
January, 2012. This deliverable due date will be maintained, per the original
project schedule.
• The Gap document is simply a list of the requirements which will be covered in
Phase H. Every functional requirement which was. not covered in Phase I will be
covered in Phase II.
• The Gap Document is a significant deliverable, as it is an input to the Gap
sessions. The System Requirements Specifications Document (SRS) is the output
of the Gap sessions and the SRS document is the document which, specifies
whether a .requirement has been satisfied with existing functionality or if it is a
Gap item which':will be addressed in detail during the 7AD sessions. The Gap
document; when f lled out in its entirety, will be the System Requirements
Specifications Document.
• This deliverable is.scheduled to be delivered and approved per the original project
schedule.
Project Reso
AMCAD's onsite project team remains consistent with one Program Manager and two Business
Analysts on a full time bases. In addition, Developers, Database Administrators and System
Architects will .be available,.as needed. This staffing plan has not changed since the beginning of
the project and no changes to this °resource allocation are being forecasted at this time.
These resources have and will continue to be heavily involved in the Design Phases of the
CIJIMS project. They have spent several months onsite learning about the business practices
surrounding; the functional requirements in Phase I, in addition to assisting with the application
training and design sessions: • They have also spent time onsite with the Subject Matter Experts
(SME's) as well as, the CIJISIS project staff and have been familiarizing themselves with the
functional' requirements included in Phase II, which pertain to the Jail Management System,
County Attorney System and public facing web portals. A thorough understanding of the
business practices surrounding the JMS and County Attorney functional requirements will help
with the effectiveness and quality of the outputs and work products in Phase II.
Per the original project schedule, Design Phase I is scheduled to be completed towards the back
half of Q4 2012. They will be on she,.as needed, in order to complete Design Phase I on time per
the original project schedule. Right now, there is a target date of November 30 for the
completion date of Design Phase I. The completion of this phase is marked by a finalized and
approved System Design Document (SDD) for the AiCMS and AiCS systems. This document
will capture and document the changes which will be taking place within the system and the
development specifications required for meeting the functional requirements which were part of
f
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the Phase I specifications -and JAD items.. It will also contain the database architecture for
CIJIMS' system.
As the transition in to the JAI) sessions is being made, there will be a minor adjustment to the
AMCAD onsite team for Phase I JAD sessions. The Phase I JAD sessions will be conducted with
one Project Manager and one Business Analyst. The impacts of this change are minimal if not
nonexistent. A third resource, specifically a Business Analyst, will not be needed during the JAD
sessions, as the JAD sessions will be strictly limited to the review of the Phase I System Design
Document which contains the specifications and designs for the development required. to satisfy
the requirements which were not met by existing functionality. The system enhancements which
fall outside of the scope of work will also be reviewed during: the JAD sessions..
After the JAD sessions have been. - completed, the second, full time Business Analyst will be
replaced immediately so that they, may make a clean transition onto the project and work on
Design Phase II from the beginning. In addition, a fourth 'resource, specifically a Business
Analyst will be working on design Phase H on a part time basis. This Business Analyst will only
be assisting with design when the County Attorney piece is being designed. The addition of this
Business Analyst will bring th&"AMCAD onsite staff to three full time resources and one, part
time resource. The addition of this resource will help to maintain the pace at which the project is
running so that the project can stay ahead of schedule. This is especially important as the project
is making the transition into- the Development Phase, which is one of the more time, consuming
and high risk phases of the project.
At this point in the project, AMCAD is placing a high premium on schedule performance..and is
doing whatever possible to ensure that the project stays, ahead of schedule as it is currently or
maintains the original project schedule at a minimum. This is another reason as to why the
addition of an extra resource on apart time basis is being implemented into Design Phase II.
Project Performance Guidance for Q4 2012
The CIJIMS project has had a positive start and a solid first three quarters in terms of
performance. All project deliverables slated for the first three quarters have been .submitted and
approved on time, per the- original project schedule. There are no near term headwinds for the
project and the guidance for the project remains positive. At. this point, no adjustments need to be
made to, the project schedule or the current project delivery strategy.
The .project has seen a great .deal of participation and excitement by everyone involved, which
has been a short term catalyst for the overall health and success of the project. This momentum
will be sustained as the project enters into the fourth quarter. and closes out Design Phase I,. as the
System Design Document will be in focus, during the latter part of the year. The System Design
Document is the foundation and blueprint for the' in. scope customizations per the functional
requirements, which will be developed specifically for the Brazos CIJIMS system.
14
.,1
VC 1.
The project schedule outlook. remains aggressive and the project team will continue to work
aggressively in order to meet. the project schedule and delivery. dates. The aggressive nature of
the project schedule and - the deadlines associated with the deliverables are being monitored
consistently. Whenever possible, project activities are being started early and ahead of the
project schedule, to hedge against risks associated with tasks not getting. completed on time. A
positive guidance on the project schedule as well as the overall CIJIMS Project remains - intact as
the project kicks off the fourth quarter.
For any questions, comments or concerns regarding this Project Quarterly Performance Report,
please contact Steve Pontius.
Respectfully submitted,
Steve Pontius
AMCAD* I " Technology I Innovation I Progress"
Program Manager I AMCAD Justice Solutions
602.go8.9856 - Cell
1 5
vr1. 1 - -d Pg.��1__.
's;
Prescribed by Secretary of State
Section 32.002 (d), V.T.C.A., Election Code 8/07
I, Karen McQueen, County Clerk of Brazos County do-hereby submit the following persons for appointment
as presiding judge and alternate judge for elections conducted by the county as required upon receipt of timely list(s)
submitted by the appropriate political party chairs or as recommended by me if no list(s) were submitted timely by
party chairs. The appointment will be a:1 year term, ending on July 31, 2013.
Yo, Karen. McQueen, Escribiente del Condado, del condado de Brazos someto par este medio para nombrar
las'personas siguientes como juez de presidencia y juez alterno par alas elections conducidas por el condado coma
requeridd, segtiti el recibo de las listas oportunas sometidas por las sillas politicas.apropiadas del partido o segtin.lo
recomendado por mi si no hay listas oportunas sometidas al lado de las sillas del partido. La cita sera un termino de 1
ano, terminando el 31 de Julio de 2013.
Precinct No. Presiding Judge Alternate Judge
No. del recinto Juez de Mesidencia Juez alterno
24 James Sampson— R
Issued this the _� day of 2012.
Emitado este did 4' de de 2012.
APPROVED:
Duane Peters, Brazos County Judge.
Juez del Condado de Brazos
NOTICE OF SUBRECIP.IENT GRANT AWARD
Program Title: FY 2012 Emergency Management Performance Grant (EMPG)
DHS Instrument Number: 2012 -EP -00011
GDEM Grant Number:.12TX -EMPG -1440
Administered By: Texas Division of Emergency Management
Texas Department of Public Safety
P.O. Box 4087'
Austin, Texas 78773 -0220
' Recipient:. BRAZOS County.
200 S. Texas Ave, Ste 332
Bryan, TX 77803
Amount of Grant:: $53104.58
Period of Grant: October 1, 2011 to March 31,2013
TEXAS DEPARTMENT OF PUBLIC SAFETY
TEXAS DIVISION OF EMERGENCY MANAGEMENT (TDEM)
The period of grant reflects a six (b) month extension to compieun attu ctvx .,UL yvu. , .
EMPG grant year._ Signing Acceptance of this document means that you accept and will comply
_ .:_.t :_ aL_ _r __L _ A VV -1n1 7 "r-o anA rnnrlitinnc
w w au ■ usa v..,vuw ,
- - - - - -- -
AGENCY APPRO
GRANT ACCEPTANCE
0
Original Signature Required
W. Nim Kidd, CEM
Printed Name/Title:
Assistant Director
T) uanQ W rs
Texas Department of Public Safety
Chief
gYC1ZOS 6oun � J tAc�e
Texas Division of Emergency Management
Date: 1
Date: D G}
Return Signed Copy of This Page within 43 days to:
Texas Department'of Public Safety '
Texas Division of Emergency Management =
Attention: Heather Baxter, Office of Management and Budget
PO Box 4087
Austin, TX ,78773 -0220
. 3
vol..
2012 Emergency Management Performance Grant (EMPG)
Terms and Conditions
Purpose: The FY 2012 priority for this program is to Advance 'Whole Community' Security
and Emergency Management. Grant funds will be used to support local comprehensive
emergency management programs to encourage improvement of mitigation, preparedness,
response, and recovery capabilities for all hazards. Funding may be used to support
activities that contribute to the capability to manage consequences from acts of terrorism.
Funds provided may also be used to accomplish initiatives described in the Federal
Program Guidelines, including local implementation of the National Incident Management
System (NIMS), incorporation of appropriate references to the National Response .
Framework (NRF) into local plans, homeland security assessment and strategy integration,
and assessment of local emergency management program using Emergency Management
Assessment Program (EMAP) standards.
2. Grant Conditions: Identify the source of funding under which this award is funded and
reference the government code authorizing these services and conditions. The federal grant
terms and conditions are located at: htto:// www .fema.aoy /government/orant/empg .
3. Grant Acceptance: Notice of Subrecipient Grant Award remains an offer until the signed
copy of the Acceptance of Sub recipient Grant Award is received by the Department of
Public Safety in accordance with the instructions provided in the transmittal letter.
4. Work to Be Performed: The approved FY 12 Statement of Work and Progress Report
template outlines eight tasks that the grantee must perform during the grant period. The
following additional tasks are also required of subrecipients:
A. Implement (NIMS) at the local level.
B. Incorporate pertinent information concerning NRF into the local or inter -
jurisdictional emergency management plan and its annexes.
C. Sub recipients must have a tracking system of record to organize and coordinate
resources in response incidents.
D. During the performance period of this grant, Subrecipient must maintain an
emergency management plan at the Advanced Level of planning preparedness
or higher, as prescribed by the Texas Division of Emergency Management
(TDEM). This may be accomplished by jurisdictions maintaining their own
emergency management plan or participating in an inter- jurisdictional emergency
management program that meets the required standards. If the TDEM identifies
deficiencies in the subrecipients plan, subrecipients will correct deficiencies
within sixty 60 days of receiving notice of such deficiencies from TDEM.
E. During the performance period of this grant, subrecipeient's agrees to legally -
adopt county and /or regional mutual aid agreements.
F. Subrecipeient's 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,
Vol. ..L_l___ -_. '� 3 E
Records, Retention, and Enforcement, Equipment and the Department of
Homeland Security (DHS), Office of Grant Operations Financial Management
Guide.
G. The subrecipient agrees that any equipment purchased with funds through this
grant program 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.
5. Grant Funding: List the amount of funding for this award. The amount of this grant may be
less than the amount requested in your Application for Federal Assistance due to limits on
federal funding for the EMPG program. However, EMPG grant recipients should continue to
report all eligible expenses in quarterly financial reports. In the event additional program
funding becomes available from the federal government or unspent EMPG funds remain at
the end of the fiscal year, TDEM may be able to allocate additional funding to EMPG
program participants.
6. Financial and Administrative Requirements: In Accordance with 44 Code of Federal
Regulations (CFR) Part 13, subrecipient agrees to comply with the applicable financial and
administrative requirements set forth in the current edition of the Office of Justice Programs
(OJP) Financial Guide located at http:// www .oip.usdoi.gov/financialouide!
A. All emergency management program costs for which the Subrecipient seeks
reimbursement must be eligible in accordance with Office of Management and Budget
(OMB) Circular A -87, Cost Principles or State, Local, and Indian Tribal Governments. A
copy of that document is available at :http: / /www.whitehouse.00v /omb /circulars .
B. Subrecipient 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 DHS Office of Grant Operations (OGO)'s Financial
Management Guide (January 2006) at
hftp://www.Qip.usdo*.aov/odt)/docs/Financial Management Guide pdf
C. When implementing Federal Emergency Management Agency (FEMA) National
Preparedness Directorate funded activities, the subrecipient must comply with all federal
civil rights laws, to include Title VI of the Civil Rights Act, as amended. The subrecipient
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 FEMA funded activities.
D. Subrecipient will assist the awarding agency (if necessary) in assuring compliance with
of the National Historic Preservation Act of 1966 Section 106 (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).
E. Sub recipient agrees to make no request for reimbursement for goods or services
procured by the Subrecipient either prior to the start of the period of performance stated
in this award document or after the end of the period of performance.
2
von. //O S' — Pg..? 35
F. Notwithstanding any other provisions of this document, the parties understand and agree
that the obligations of TDEM under this Agreement are contingent upon the
availability of adequate funds to meet TDEM's liabilities. TDEM shall not be liable to the
Subrecipient for costs under this Agreement that exceed the amount specified in the
Notice of Subrecipient Grant Award.
7. Single Audit Act Requirements: If Sub recipient has expenditures in excess of $500,000 in
federal funds of all types within a single fiscal year, it must have an audit performed in
accordance with the Single Audit Act as amended. Subrecipient agrees to comply with the
audit requirements of OMB Circular A -133, Audits of States, Local Governments, and Non-
profit Organizations.
8. Reporting Requirements: Subrecipient agrees to comply with all reporting requirements and
shall provide such information as required by TDEM. Reporting requirements are found in
the FY 2012 Local Emergency Management Program Guide. Subrecipients may be
required to submit additional information and data requested by TDEM and after the end of
the period of performance in order to close out the grant. A copy of the FY 2012 Local
Emergency Management Program Guide can be found on the TDEM website at:
http: / /www.txdos.st ate. tx. us/ dem/ CounciIsCommittees /EMPG /FY2012EMPGGuide.[)df Sub
recipient must prepare and submit Semi - Annual Progress Reports TDEM for the duration of
the grant performance period or until all grant activities are completed and the grant is
formally closed. The first performance reporting period is October 1 to March 31 and the
second reporting period is April 1 to September 30 of each fiscal year. Subrecipient may
also be required to submit additional information and data as requested by TDEM.
9. Review of Work and Expenditures: TDEM may review the work of the Subrecipient with
respect to approved program tasks and expenditures for which reimbursement is requested
to ensure the federal awards are used for authorized purposes in compliance with laws,
regulations, and the provisions of this contract or grant agreement and that performance
goals are achieved. These reviews may include, without limitation: comparing actual
subrecipient activities to those approved in the sub -award application and subsequent
modifications if any; ensuring that grant funds have been expended in accordance with
applicable guidelines; confirming compliance with grant assurances, and verifying
information provided on performance reports and payment requests.
10. Lobbying:
A. 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 $100,000, as
defined at 28 CFR Part 69, the subrecipient certifies that:
1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
subrecipient, 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;
2) 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
3
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.
3) The subrecipient 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.
11. Debarment, Suspension, and other Responsibility Matters:
A. 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).
B. The subrecipient certifies that it and its principals and vendors:
1) 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;
subrecipients•can access debarment information by going to www.eols.gov
2) 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;
3) 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
4) Have not, within a three -year period preceding this application, had one or more
Pub lic transactions (Federal, State, or local) terminated for cause or default.
C. 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).
12. Monitoring:
A. Subrecipient will provide TDEM, State Auditor, DHS personnel or their authorized
representative, access to and the right to examine all paper or electronic records related
to financial assistance.
B. Subrecipient 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.
4
C. TDEM may perform periodic reviews of subrecipient performance of eligible
activities and approved projects. These reviews may include, without limitation:
performance of an on -site audit and compliance monitoring, including inspection of all
grant - related records and items, comparing actual subrecipient 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.
D. Subrecipient 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 FEMA National Preparedness Directorate.
E. The subrecipient 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 Areas Security Initiative (UASI)
strategies.
F. The subrecipient 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.
Subrecipient 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.
13. Reimbursement for Expenses:
Reimbursement for expenses incurred during the second and fourth quarter of Fiscal
Year 2012 will not be disbursed until TDEM receives the first and second semi - annual
EMPG Progress Reports, which are due on April 15, 2012 and October 15, 2012,
respectively.
14. Choice of Law: This agreement shall be construed and governed by Texas law.
15. Changes to the Law: DPS is a state agency whose authority and appropriations are subject
to the actions of the Texas Legislature and the United States Congress. If DPS and /or the
subject matter of this contract become subject to a legislative or regulatory change,
revocation of statutory or regulatory authority, or lack of funds that would render the services
and /or goods and/or payment to be provided under this agreement impossible,
unnecessary, void, or substantially amended, DPS may terminate this agreement without
penalty to, or any liability whatsoever on the part of, DPS, the State of Texas, or the United
States. This contract does not grant vendor a franchise or-any other vested property right.
16. Written Modification: No modification or amendment to this Agreement shall become valid
unless in writing and signed by both parties.
5 Vol.
I
17. To the extent it applies, Subrecipient_ shall comply with Texas Government Code, Chapter
783, 1 Texas Administrative Code (TAC) §§ 5.141 et seq., and the Uniform Grant
Management Standards, State Uniform Administrative Requirements for Grants and
Cooperative Agreements, Subpart B, §_14.
18. To the extent it applies, Subrecipient shall comply with the General Appropriations Act, 80
Legislature, Article IX, Part 17.
19. TDEM 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: requesting federal funds for
purchases, training, etc. and 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 tasks must be
accomplished in a timely manner. Special Conditions may be Imposed on subreciplent's
use of grant funds until problems Identified during grant monitoring visits conducted
by TDEM audit and compliance personnel are resolved.
6
Vol.
INTERLOCAL AGREEMENT
EMERGENCY MEDICAL AMBULANCE SERVICE
THIS INTERLOCAL AGREEMENT is hereby made and entered into by and among
the CITY OF BRYAN, TEXAS, a home rule municipal corporation ( "Bryan"), CITY OF
COLLEGE STATION, TEXAS, a home rule municipal corporation ( "College Station ") and
BRAZOS COUNTY, TEXAS ( "County "), each acting by and through its duly authorized agents;
WHEREAS, the respective participating governments (the "Parties ") are authorized by
the Interlocal Cooperation Act, Texas Government Code, Chapter 791, to enter into a joint
agreement for the performance of the governmental function of providing Emergency Medical
Ambulance Services; and
WHEREAS, Bryan, College Station and the County are authorized under Chapter 774 of
the Texas Health & Safety Code to contract with each other to provide Emergency Medical
Ambulance services; and
WHEREAS, Bryan and College Station have already been providing Emergency
Medical Ambulance services to the County according to the geographic areas as defined as
"Automatic Mutual Aid Response Districts" referenced in the Automatic Mutual Aid Agreement
dated July 25, 1997, between Bryan and College Station;
NOW, THEREFORE, the parties, in consideration of the mutual covenants and
conditions contained herein, agree as follows:
SCOPE
1. Bryan and College Station shall provide Emergency Medical Ambulance Services to any
person who requests it within their respective Automatic Mutual Aid Response District for which
Bryan and College Station are assigned responsibility referenced in the Automatic Mutual Aid
Agreement dated July 25, 1997 between Bryan and College Station. (See Exhibit "A," a map of
the Automatic Mutual Aid Response Districts indicating the corporation limits of each city as
updated on or after 2005).
2. All requests for services under this Agreement shall be through the 9 -1 -1 Emergency
Communications District and the College Station Communication Center, which dispatches
police and fire units respectively for Bryan/County and College Station.
3. Bryan and College Station reserve the right to refuse to answer any call pursuant to this
Agreement if their respective Fire Chief or his or her designee reasonably determines that the
health, safety, or welfare of their city would be endangered by dispatching personnel or
equipment outside of its corporate limits.
4. Bryan and College Station will maintain emergency medical equipment and licensed
personnel in compliance with Subchapter C of Chapter 773 Health & Safety Code and will
perform all activities related to this Agreement in accordance with the regulations promulgated
Emergency Medical Ambulance Service ILA
by the Texas Department of State Health Services. Bryan and College Station will provide to the
County, notwithstanding any HIPAA restrictions, an electronic copy of each run taken outside
the corporation limits of each city, respectively, on a quarterly basis upon request. A "run" is
defined as a single medical incident regardless of the number of EMS or other apparatus that
respond(s).
PAYMENTS
5. County shall pay Bryan and College Station the following amounts for such Emergency
Medical Ambulance Services on a quarterly basis according to the following schedule, $161,648
College Station + $181,774 Bryan = $343,422 Annual Total:
FY 2012
Payment Due Date Quarter for which Payment is made Amount
October 1, 2011 October — December, 2011 $45, 443.50 (Bryan)
$40,412.00 (College Station)
January 2, 2012 January — March, 2012 $45, 443.50 (Bryan)
$40,412.00 (College Station)
April 1, 2012 April — June, 2012 $45, 443.50 (Bryan)
$40,412.00 (College Station)
July 1, 2012 July — September, 2012 $45,443.50 (Bryan)
$40,412.00 (College Station)
6. The County must make all payments to Bryan and College Station for these services from
current revenues.
7. Bryan and College Station will bill the patients for Emergency Medical Ambulance
Services for the services rendered in the County. The amounts billed or collected do not alter the
amounts set forth in this Agreement. However, Bryan and College Station will provide copies to
the County of all EMS billings sent to County residents for EMS services provided outside the
corporation limits of Bryan or College Station on a quarterly basis upon request. Additionally,
sixty days prior to any action taken by Bryan or College Station to write off uncollected bills,
Bryan and College Station will provide to the County a list of all invoices and/or billings within
the scope of this Agreement that are contemplated, determined or scheduled to be written off.
TERM AND TERMINATION
8. This Agreement term shall be from October 1, 2011, and terminate at midnight on
September 30, 2012. Any party to this Agreement shall have the right to terminate this
Agreement, without cause, upon thirty (30) days' written notice of such termination. Further,
Emergency Medical Ambulance Service ILA
Vol. _ __. -_. rg. 5� _
should the Agreement be terminated the rights and obligations of the Parties hereunder shall
terminate, except those rights and obligations that have accrued under this Agreement prior to
the date of termination shall survive.
9. This Agreement may be renewed for two (2) one year terms on the anniversary date
hereof. Such Renewal Terms shall be on the identical terms and conditions set forth herein,
except the annual payment amount provided in Paragraph 5 of this Agreement may be modified
as agreed to by the parties.
NOTICES
10. All notices issued between parties to this agreement shall be in writing. All notices shall
be deemed given on the date personally delivered, faxed, or deposited in the U.S. mail to the
following parties:
Bryan: City of Bryan
P.O. Box 1000
Bryan, Texas. 77805
Attn: Randy McGregor, Fire Chief
College Station: City of College Station
P.O. Box 9960
300 Krenek Tap Road
College Station, Texas. 77842
Attn: R.B. Alley III, Fire Chief
County: Brazos County
200 S. Texas Ave, Suite 332
Bryan, Texas 77803
Attn: County Judge Duane Peters
DEFENSE OF CLAIMS
11. 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
party to this Agreement, or any of its officers, agents or employees as a result of its performance
under this agreement. If any party to this contract is sued by a third party for any acts or
omissions arising from the performance of this Agreement, the parties agree that the
governmental unit that would have been responsible for furnishing the services in the absence of
the Agreement is responsible for any civil liability that arises from the furnishings of those
services except for personal injury, personnel and /or retirement benefits of the personnel of the
responding city, and/or damage to or resulting from use of any equipment of the responding city.
Emergency Medical Ambulance Service ILA
MISCELLANEOUS
12. If any provision of the Agreement shall be held to be invalid, illegal, or unenforceable by
a court or other tribunal of competent jurisdiction, the validity 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 provisions or provisions of this Agreement with legal
terms and conditions approximating the original intent of the parties.
13. All parties to this Agreement agree that payment for the performance recited herein will
be payable from current revenues available to such paying party.
14. This Agreement is the entire agreement among Bryan, College Station and the County
relating to the provision of Emergency Medical Ambulance Services and supersedes any and all
prior agreements, arrangements, or understandings, whether written or oral.
15. This Agreement is for the benefit of the parties to this Agreement, and does not confer
any rights on any third parties.
16. No amendment to this Agreement shall be effective or binding unless and until it is
reduced to writing and signed by the authorized representatives of all parties.
17. This Agreement has been made under and shall be governed by the laws of the State of
Texas. This Agreement and all matters related thereto shall be performed in Brazos County,
Texas. The venue of any lawsuits arising out of this Agreement shall be in Brazos County,
Texas.
18. Failure of any party to enforce a provision of this Agreement shall not constitute a waiver
of that provision nor in any way affect the validity of this Agreement or the right of any party to
enforce each and every provision hereof. No term of this Agreement shall be deemed waived or
breach excused unless the waiver shall be in writing and signed by the part(ies) claimed to have
waived. Furthermore, any consent to or waiver of a breach will not constitute consent to or
waiver of or excuse of any other different or subsequent breach.
19. This Agreement may be executed in a number of identical counterparts, each of which
shall be deemed an original for all purposes.
WA Emergency Medical Ambulance Service ILA 4
NOW THEREFORE, this Agreement is made and entered into by and between Bryan,
College Station and Brazos County. This Agreement shall be effective when signed by the last
party signing mikes the Agreement fully executed.
City of
Jason P/Bienski�/Mayor
Date: 1 c7 - d. to —
Attest:
City of College Station azos Co ty
Mayor Duane Peters, County Judge
Date: Date:
Attest: Attest:
A h,o), 6'w' YV`� - L
City Sec ary Karen McQueen, County Jerk
Date: /0,-/0 - / Date: Jo I �-
"M ary Lynne atta, City Secretary
Date: !D -d (o —1 J,_
Approved:
L
4�Ianis K. Hampton, City Attorney
Date: O - ay -la-
Ap roved: Approved:
City Attorney Bill Ball f, Asst. Co. Attorney
Date: q- . �4 / L Date:
�-�
City Manager
Services
% L
Emergency Medical Ambulance Service ILA
I I 6tpu
c�oPv
RESOLUTION NO. D -2'1- 1 2' _ 2L
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS, RENEWING THE INTERLOCAL AGREEMENT TO PROVIDE
EMERGENCY MEDICAL AMBULANCE SERVICE TO UNICORPORATED
PORTIONS OF BRAZOS COUNTY.
WHEREAS, the City Council of the City of College Station, Texas recognizes it's obligations
and desires to protect the health, safety and welfare of its population, which is situated in Brazos
County; and
WIMREAS, Brazos County currently utilizes personnel and equipment from the Cities -of
College Station and Bryan to provide emergency medical service and emergency medical
transport for emergencies in the unincorporated areas of the County; and
WHEREAS, this agreement is required to be reviewed and updated as needed on an annual
basis; and
WFIEREAS, the City Council of the City of College Station, Texas wishes to partner and
collaborate on emergency medical service and emergency ambulance transport with Brazos
County and the City of Bryan, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION,
TEXAS:
PART 1: That the City Council hereby approves the Interlocal Emergency Medical
Ambulance Service to Brazos County Agreement for the annual fee of $161,648
for FY 2012. Future fees will be established as outlined in the agreement.
PART 2: That the City Council hereby agrees to protect the health, safety and welfare of
the general public by collaborating with its partners in the delivery of emergency
medical and ambulance services as set forth in said agreement.
PART 3: That this resolution shall take effect immediately from and after its passage.
ADOPTED this 2VL day of J* L 1& A _ 2 _ 1 2012
ATTEST: APPROVED:
A j A AJTI 14A 1AU4 -
City Secret& Mayor
APP VED:
City Attorney
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Response Districts
College Station Response District
Bryan Response District
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6 R AZ O S COUNTY Date Published 1$ September 2008
Road and Brige Department Notes or re t ma
I .,,
FUNDING AGREEMENT
BETWEEN BRAZOS COUNTY AND
BRAZOS VALLEY RETIRED SENIOR VOLUNTEER PROGRAM
THIS AGREEMENT FOR FUNDING ( "Agreement") is made and entered into by and
between BRAZOS VALLEY RETIRED SENIOR VOLUNTEER PRORAM, under the sponsorship
of the Brazos Valley Council of Governments Brazos Valley Area Agency on Aging, a private
nonprofit corporation chartered by the State of Texas, acting by. and through its duly authorized
agent(s) and officer(s), hereinafter referred to as ( "RSVP "), and Brazos County acting by and
through its Commissioners Court, duly authorized to act, hereinafter referred to as ( "County ").
RECITALS:
WHEREAS, County finds a public purpose in this volunteer program providing a service
to the citizens of Brazos County and
WHEREAS, RSVP has trained over 300 volunteers. for the Community Emergency
Response Team, and recruited volunteers to assist the Brazos County Health Department; and
WHEREAS, RSVP assisted Brazos County Emergency Management by setting up and
managing, the volunteer center during Hurricane Ike, and stands ready to help with volunteer
assistance in any future disaster;, and
WHEREAS, RSVP will promote needs .and encourage senior adults to engage in civic
service; and
WHEREAS, RSVP will provide volunteer management, recognition and coordination, for
organizations and agencies to meet community needs ( "Volunteer "), and
NOW, THEREFORE, COUNTY and RSVP hereby agree as follows:
AGREEMENT
I.
County, for and in consideration of the services provided to: County, hereby
agrees to pay to RSVP .a total payment of 2 OS 00.00 ( "Funds ") for the year beginning October
1, 2,012 and ending September 30, 2013.. Payment of such sum will be paid upon receipt of
invoice..
II..
RSVP agrees to provide the service of its program to the, citizens of .the County. There
are not any established program of assignments; but the number of Volunteers and
assignments can be changed throughout the term of this Agreement by agreement of'all parties.
RSVP does agree to address the mutual goals -of RSVP and County by assisting with Volunteer
recruitment for the following:
a. Volunteer tax preparation for residents of County;
b. Senior Volunteers serving in programs sponsored by Texas
Cooperative Extension;
RSVP Agreement Page l of S
c. Senior Volunteers assisting with library programs;
d. Senior Volunteers assisting with area youth activities;
e. Senior Volunteers assisting with county health department and clinics;
f. Senior Volunteers providing clerical support to county and city offices;
g. Senior Volunteers assisting Brazos County Emergency Management with
a Volunteer Center for Annex T Donations Management; and
h. Senior Volunteers providing support as Community Emergency Response
Team (CERT) volunteers.
III.
Volunteer placements will be made as appropriate at Volunteer workstations throughout
the community. All workstations will have a signed Memorandum of Understanding on file with
RSVP.
IV.
Any invention of literacy or artistic production arising out of an assignment shall be the
exclusive property of the Volunteer Station and the Volunteer shall have the right to produce
additional copies and distribute to the general public. Volunteer Station may consent to other
uses by the Volunteer.
V.
Volunteers shall comply with all the rules and standards exercised by the employees in
the department to which she or he is assigned.
VI.
The County Judge or his delegate shall have the authority to represent County and
make any further agreements necessary to administer and effectuate the terms and conditions
set forth herein.
VII.
The Volunteers will not receive any pay from a Volunteer Station for their services, they
will not be considered an employee and this service will be considered as voluntary contribution
to the betterment of the community and the public purpose of County.
VIII.
Since the Volunteer is not a party to this Agreement, the Volunteer Station may require
Volunteers who accept service to sign other instruments setting forth other terms and conditions
between the Volunteer Station to amend or rescind this contract by mutual agreement.
IX.
ACCOUNTING AND AUDIT
RSVP agrees that County, or its designated representative, shall have the right to review
and to copy any records and supporting documentation pertaining to the performance of this
Agreement. RSVP agrees to maintain such records for possible audit for a minimum of three (3)
years after the termination date of this Agreement, unless a longer period of records retention is
stipulated. RSVP agrees to allow the auditor(s) access to such records during normal business
hours and to allow interviews of any employees who might reasonably have information related
to such records. RSVP agrees that County, or its designated representative, shall further have
the right to review and to copy any records and supporting documentation for prior years in
which County provided funds to the RSVP under prior Agreements.
RSVP Agreement Page 2 of S
> i
Brazos County Commissioners Court may, in its sole discretion, require that an
independent financial audit be performed on the records of RSVP. If an independent financial
audit is performed, a management letter will be prepared by the auditor as part of the process
and a copy of said management letter shall be delivered to the Brazos County Commissioners
Court. The management letter shall identify issues that might not otherwise require disclosure
in the RSVP annual financial report, but which are of concern to or under the suggestion of the
auditor. If the Brazos County Commissioners Court determines that the audit will be conducted
by an independent third party, all costs and expenses associated with said audit will be solely
paid for by the RSVP.
Annual financial statements (audited if available) are due to County within six (6) months
of completion.
X.
RECORD RETENTION
The RSVP shall be responsible for record keeping on all services provided and agrees
to maintain and make available for inspection by the County upon request consistent with
Federal and State law, any and all records the County determines, in its sole discretion, to be
necessary for the Court to justify its continued participation in supporting the RSVP with funding.
Such records shall be retained for at least three (3) years from the date the service was
provided. These records shall be made available for inspection and audit by the County, if it so
desires.
XI.
INDEMNITY
The parties hereto agree to indemnify one another for and hold one another harmless
from and against all suits, claims, demands, liabilities or actions resulting or alleged to result
from the breach, violation or non - performance of the services stated herein and for any damage
to any person resulting from any action or omission or negligence on the pant of each party
hereto.
XII.
INSURANCE
The parties hereto agree that the RSVP shall be an independent contractor and not any
employee or agent of the County and that each shall maintain at its own expense, adequate
liability insurance to insure against damages and liabilities which may arise due to the duties
and obligations funded herein.
XIII.
COUNTY INVOLVEMENT
The County and RSVP state that to the best of their knowledge, no officer, agent or
employee of the County who exercises any function or responsibility in connection with the
carrying out of this Agreement or the services to which it relates has personal interest direct or
indirect, in this Agreement.
XIV.
GOVERNING LAW
This Agreement shall be executed in and shall be governed by the laws of the State of
Texas.
RSVP Agreement Page 3 of S
I
XV.
NOTICES
All .notices required' to be given hereunder shall be deemed to be duly given by
delivering such notice or by mailing it, certified mail RRR to the other party at the following
addresses:
Brazos Valley Retired Senior Volunteer Program
c/o Brazos Valley Council of Governments
Tom Wilkinson, Executive Director
P.O.. Crawer 4128
3991 East 29 Street
Bryan, Texas 77805
Brazos County Commissioners Court
200 So. Texas Ave. No. 310
Bryan, Texas 77803
XVI.
FURTHER ASSURANCES
Each party hereto agrees to perform any further acts and to execute and deliver any
further documents which may be necessary to carry out the provisions of this Agreement.
XVII.
SEVERABILITY
In the event that any of the provisions or portions of this Agreement are held to be
unenforceable or invalid by any court of competent jurisdiction, the validity and enforceability of
the remaining provisions or portions thereof'shall not be affected thereby.
XVIII.
ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties hereto
concerning the subject matter contained herein. There are no representations, agreements,
arrangements, or understanding, oral or written, between or among the parties hereto, relating
to the subject matter of the Agreements, which are not fully expressed herein.
XIX.
ASSIGNABILITY
This Agreement is not assignable by the RSVP without the prior written consent of the
County.
RSVP Agreement Page 4 of 5
� s
WITNESS OUR HANDS this day of 2012
Brazos Valley Council of Governments Brazos County, Texas
By: B y:
Tom WilkinsonexecutiA Director Duane Peters, County Judge
RSVP Agreement Page 5' of 5
vo�
1
w
FUNDING AGREEMENT
BETWEEN BRAZOS COUNTY AND
BRAZOS COUNTY PRECINCT 4 VOLUNTEER FIRE DEPARTMENT, INC.
THIS AGREEMENT for the Funding of Fire Protection .Service of Precinct Four
( "Agreement ") is hereby made effective October 1, 2012, by and between the BRAZOS
COUNTY PRECINCT FOUR VOLUNTEER FIRE DEPARTMENT, INC. ( "Department ")
and BRAZOS COUNTY, TEXAS, ( "County "), each acting by and through its duly
authorized agents;
RECITALS
WHEREAS, the County is authorized to contract with an incorporated volunteer
fire department to provide fire protection'pursuant to Local Government Code §352.001;
and
WHEREAS, the County believes it is more cost effective to contract with a
volunteer fire department than to purchase equipment and operate a County fire
department; and
WHEREAS, the Department is located within the County and shall provide fire
protection to an area of the County that is located outside the municipalities in the
County; and
WHEREAS, the Department has the personnel and equipment to provide such
services and would benefit by the payment of funds by the County.
NOW, THEREFORE, the parties, in consideration of the mutual covenants and
conditions contained herein, agree as follows:
AGREEMENT
SCOPE
1. Department shall provide fire protection services to any person who requests
it within the confines of Precinct 4, as described on Exhibit "A" attached
hereto and made a part hereof for all purposes; provided however, if
assistance is requested by other fire departments for Precinct 1, 2 and 3 it
shall provide services in these areas, if possible. A more detailed map of the
various Fire Districts can be obtained at the Brazos County Appraisal District
at 1673 Briarcrest Drive, Suite A -101, Bryan, Texas 77802, and the parties
agree to use the records maintained by that office if a question about the
boundaries of the Precincts should arise.
Precinct 4 Volunteer Fire Dept. Agreement
VrId
I
2. All requests for services under this Agreement shall be made through the 9 -1-
1 Emergency Communications District, which dispatches fire protection units
for the County.
3. Department will maintain fire fighting equipment and certified personnel in
compliance with Subchapter D of Chapter 419, Texas Government Code.
The County is not responsible for damage to equipment or injury to any
person, or for the actions of the Department or their volunteers except
as expressly provided by this Agreement.
PAYMENTS
4. County shall pay Department the sum of $29,000.00 upon execution of this
Agreement ( "Funds ").
5. The County shall make all payments to Department for these services from
current revenues.
TERM AND TERMINATION
6. This Agreement term shall be from October 1, 2012, and terminate at 12:00
a.m. (C.S.T.) on September 30, 2013. Either party shall have the right to
terminate this Agreement, without cause, upon thirty (30) days written notice
of such termination. Should the Agreement be terminated, the rights and
obligations of the parties hereunder shall terminate, except that the rights and
obligations of the parties that have accrued under this Agreement prior to the
date of termination shall survive. In the event of a termination, the fee payable
pursuant hereto shall be adjusted on a pro -rata basis and refunded within
thirty (30) days of such termination.
NOTICES
7. All notices issued between parties to this Agreement shall be in writing. All
notices shall be deemed given on the date personally delivered, faxed, or
deposited in the U.S. Mail to the following parties:
Department: Brazos County Precinct Four Volunteer Fire Department, Inc.
P.O. Box 4186
Bryan, TX 77805
Attn: Joe Ondrasek, Fire Chief
County: Brazos County Commissioners Court
200 South Texas Ave., Suite 310
Bryan, TX 77803
Precinct 4 Volunteer Fire Dept. Agreement _ _ _ __ a -Pogg_2 of 4
DEFENSE OF CLAIMS
8. Pursuant to Local Government Code §352.004, the act of a person who, in
carrying out the County's authority to provide fire protection under this
Agreement, furnishes fire protection to a County resident who lives outside
the municipalities in the County, including the act of a person who is a regular
employee or fire fighter of a municipality, is considered to be the act of an
agent of the County.
9. The County does not waive or relinquish any immunities or defense it has
under law, on behalf of itself, its officers, employees, or agents as a result of
its execution of this Agreement and the performance of the covenants herein.
MISCELLANEOUS PROVISIONS
10. If any provision of the Agreement shall be held to be invalid, illegal, or
unenforceable by a court or other tribunal of competent jurisdiction, the
validity 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 provisions or provisions of this Agreement with legal terms and
conditions approximating the original intent of the parties.
11. This Agreement is the entire Agreement between the Department and the
County relating to the provision of fire protection services and supersedes any
and all prior Agreements, arrangements, or understandings, whether written
or oral.
12. This Agreement is for the benefit of the parties to the Agreement, and does
not confer any rights on any third parties.
13. No amendment to this Agreement shall be effective and binding unless and
until it is reduced to writing and signed by the authorized representatives of all
parties.
14. This Agreement has been made under and shall be governed by the laws of
the State of Texas. This Agreement and all matters related thereto shall be
performed in Brazos County, Texas.
15. Failure of any party at any time, to enforce a provision of this Agreement,
shall not constitute a waiver of that provision, nor in any way affect the validity
of this Agreement or the right of any party thereafter to enforce each and
every provision hereof. No term of this Agreement shall be deemed waived or
breach excused unless the waiver shall be in writing and signed by the
party(ies) claimed to have waived. Furthermore, any consent to or waiver of a
breach will not constitute consent to or waiver of or excuse of any other,
different or subsequent breach.
Precinct 4 Volunteer Fire Dept. Agreement Pie 3 of 4
WA
16. It is understood and agreed that this Agreement may be executed in a
number of identical counterparts, each of which shall be deemed an original
for all purposes.
INFORMATION FURNISHED BY RECIPIENT
17. Department agrees that County, or its designated representative, shall have
the right to review and to copy any records and supporting documentation
pertaining to the performance of this Agreement. Department agrees to
maintain such records for possible audit for a minimum of three (3) years after
the termination date of this Agreement, unless a longer period of records
retention is stipulated. Department agrees to allow the auditor(s) access to
such records during normal business hours and to allow interviews of any
employees who might reasonably have information related to such records.
Department agrees that the County, or its designated representative, shall
further have the right to review and to copy any records and supporting
documentation for prior years in which Brazos County provided funds to the
Department under prior Agreements. Any audit will be conducted by County
personnel or an independent third party, as determined by the Brazos County
Commissioners Court. If the Brazos County Commissioners Court
determines that the audit will be conducted by an independent third party, all.
costs and expenses associated with said audit will be solely paid for by the
Department. If an independent financial audit is performed, a management
letter will be prepared by the auditor as part of the process and a copy of said
management letter shall be delivered to the Brazos County Commissioners
Court. The management letter shall identify issues that might not otherwise
require disclosure in the Department annual financial report, but which are of
concern to or under the suggestion of the auditor. Annual financial
statements (audited if available) are due to County within six (6) months of
completion.
Brazos County Precinct Four
Volunteer Fire Department, Inc.
By:
0 r sek, Fire Chief
Date: 1 0't' I 'oZ
Brazos County, Texas
ane Peters, County Judge
Date: I D! G( I I
T
ATTEST:
( �OLZA
Karen McQueen, County lerk
Precinct 4 Volunteer Fire Dept. Agreement - -•- -•- - _ - -- - -PagF 4 of
TABULATION CONTRACT 2013-15
Vehicle Equipment Install and Unistall
October 10, 2012 - September 30, 2013
nication
Commu nication exas
Fleet Safety
Description of
Item being
Installed
Setina 10-S Partition
$195.00
$100.00
with lower panel
Pro Guard Partition
$195.00
$100.00
w/lower panel
Armrest
$15.00
$15.00
Console
w/Accessories
(armrest, cupholder,
$65.00
$100.00
mic clip, mic clip
bracket)
Radar w/ Front and
$115.00
$150.00
Rear antennas
Liberty Light bar
Package wl Siren,
$195.00
$200.00
speaker
Low Frequency Tone
$195.00
$200-00
Siren System
12VDC Lighter
Outlets (3-way
$45.00
$15-00
outlet)
Slim Miser LED Dash
$65.00
$100.00
Lights
Mobile Radio (800)
$80.00
$50.00
Remote Head (800)
$120-00
$100.00
Mobile Radio (VHF)
$80.00
$50-00
Remote Head (VHF)
$120.00
$100.00
Gun Rack (electronic
$80.00
$100.00
in car)
—
Gun Box (Trunk)
$65.00
$20.00
Push Bumper
$130.00
$200.00
Arbitrator (Camera
System) and
$325.00
$400.00
Accessories
V ,
Data Radio and "
' $130.00
$200.00
Accessories
I
Whelen Dominator
! $65.00
$100.00
TIR 3 w/ 2.LEDs
Whelen .Dominator
$65.00
$100.00
TIR 3 w/ 8 LEDs
Whelen Dominator
! $65.00
$50.00
TIR 3 Single LEDs
Hideaway Strobes
$65.00
$250.00
Signal Hands Free
( $100.00
$250.00
Remote Siren
MDT Computer and
$90 .00
$ 250.00
Accessories
'
Total Cost
±$2,665.00
$3,200:00
i
Turnaround Time for 5 business days 2 -3 Weeks
Install
I -
'ost of Unistall of old
$250.00 $350.00
Equipment I .
Turnaround Time for 2 buiness days 1 week
Install,
Recommended Award: Texas Communications
pprov Commis ' e s Court on this A day of �UC� 2012 by
olding the position of
I � '
VEHICLE EQUIPMENT INSTALL
ANNUAL CONTRACT
BRAZOS COUNTY PURCHASING DEPT.
Brazos County Courthouse.
200 S. Texas Ave., Ste. 352 SOQ Request No. 2013 -15
Bryan, Texas 77803 Page 1 of 7 Pages
Telephone (979) 361 -4294
GENERAL REQUIREMENT FOR CONTR
as a duly authorized representative of ems
"Contractor" willingly attest to perform (or - deliver) as per Exhibit "A" for Brazos
County for the period of October.9, 2012 through September 30, 2013. I fiirther agree to all of the
provisions and specifications contained in this contract.
ASSIGNMENT
The successful offeror may not assign sell or otherwise transfer this• contract without written permission
of Brazos County Commissioners Court. Should- there be a change' in ownership or management; the
contract shall be terminated unless a mutual agreement is reached with the new owner or manager to
continue the contract with its'present provisions and prices.
AWARD
Brazos County reserves the right to award this contract on the basis of LOWEST AND BEST OFFER in
accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to
more than one offeror, to reject any or all bids.
CONTRACT OBLIGATION
Brazos County Commissioners Court' must award the contract and Brazos County Judge or other person
authorized by Brazos County Commissioners Court must sign the contract before it becomes binding on
Brazos County or the offerors. Department heads are NOT authorized to sign agreements for Brazos
County. Binding agreements shall remain in effect until all products and/or services covered by this
purchase have been satisfactorily delivered and accepted.
QUANTITIES
The quantities specified in this agreement are estimates only. Brazos County does_ not guarantee to
purchase any minimum quantities or services other than those listed on a purchase order.
CONTRACT RENEWALS
Renewals may be made ONLY by written agreement between Brazos County and the offeror. Any and
all price escalations shall not be accepted and shall be considered anon-response.
C 1 , r�
SOQ Continuation Sheet
BRAZOS TEXAS
SOQ Request No. 2013 -15
- -- Page 2 - of 7 Pages-
HOLD HARMLESS AGREEMENT
Contractor, the successful offeror, shall indemnify and hold Brazos County harmless from all claims for
personal injury, death and/or property damage resulting directly or indirectly from contractor's
performance. Contractor shall procure and maintain, with respect to the subject matter of this bid,
appropriate insurance coverage including, as a minimum, public liability and property damage with
adequate limits to cover contractor's liability as may arise directly or indirectly from work performed
under terms of this bid. Certification of such coverage must be provided to Brazos County upon request.
INSPECTIONS & TESTING
Acceptance of merchandise, work, and/or equipment provided shall be made by Brazos County at the
sole discretion of the Commissioners Court when all terms and conditions of the contract and
specifications have been met to its satisfaction, including the submission to Brazos County of any and
all documentation as may be required.
ADDITION/MODIFICATION OF LOCATIONS OR SERVICES
Brazos County reserves the right to add locations as these additional locations may be required.
Locations to be added may include, but not limited to, expansions or additions to existing facilities and
acquisition or construction of new properties. In the event that Brazos County makes significant
structural changes to an existing facility that impacts the contractor's cost in providing the services
anticipated by this contract such change may be treated as a new facility and the procedures provided for
in this section may be followed in determining an appropriate price.
In the event Brazos County wishes to add other locations to a group under the Contract, a quotation will
be solicited from the incumbent contractor in good standing for the group in which the new location is
appropriately situated.
In the event Brazos County shall sell, vacate, abandon, or otherwise dispose or terminate a location to
which the contract applies, all existing contracts or agreements or services applicable to such location,
the portion of this contract that applies to such locations is terminated. All remaining portions of the
contract will remain intact. Brazos County will endeavor to give the Contractor written notice of such
termination of locations a minimum of thirty (30) days in advance.
INVOICES & PAYMENTS
Payments to Contractors will not be made if the Contractor cannot produce a Brazos County Purchase
Order. Offerors shall submit an original invoice on each purchase order or purchase release after each
delivery, indicating the purchase order number. Invoices must be itemized. Any invoice, which cannot
be verified by the contract price and/or is otherwise incorrect, shall be corrected by the Contractor.
When multiple deliveries and/or services are required, the offeror may invoice following each delivery
or performance of service and Brazos County will pay on invoice with in thirty (30) days upon receipt of
invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. The
Contractor will provide an invoice for each month in which Brazos County is responsible for payment,
during the duration of the contract. Prior to any and all payments made for goods and/or services
provided under this contract, the offeror should provide his Taxpayer Identification Number or social
security number as applicable. This information must be on file with Brazos County Auditor's office.
Failure to provide this information may result in a delay in payment and/or back -up withholding as
required by the Internal Revenue Service.
s -4 ..
SOQ Continuation Sheet
-BRAZOS TEXAS --
.SOQ Request No. 2013 -15
Page 3-of 7 -Pages —
PRICING
Prices .for :all goods and/or services shall be firm for the duration of this, contract and shall be stated on
the Pricing/Delivery Information form. Prices shall be all inclusive: No price changes, additions, or
subsequent qualifications will be honored during the course of the contract. All prices must be
written in ink or typewritten. Pricing on all transportation, freight, drayage .and other charges are to be
prepaid .by the contractor and included in the bid prices. If there are any additional charges of any kind,
other than those mentioned above, .specified or unspecified, offeror MUST indicate the items required
and attendant costs or forfeit the right to payment for such items. Where unit pricing and extended
pricing differ, unit pricing prevails.
TAXES
Brazos County is exempt from all federal excise, state and local taxes unless otherwise stated in this
document. Brazos County claims exemption from all sales and/or use taxes under Texas Tax Code
§ 151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written
request to Brazos County Purchasing Agent.
GOVERNING FORMS
In the event of any conflict between the terms and provisions of these requirements - and the
specifications, the specifications shall govern. In the event of any conflict of interpretation of any part
of this overall document, Brazos County's interpretation shall govern. In the event of a conflict between
the terms, conditions, provisions, and specifications of this document and any other terms, conditions,
provisions, and specifications provided by the Contractor; the terms' of this document shall : supersede.
GOVERNING LAW
This bid solicitation is governed by the competitive bidding requirements of Brazos County Purchasing
Act, Texas Local Government Code, §262.021. et seq., as amended. Offerors shall comply with all
applicable federal, state and local laws and regulations. Offeror is further advised that these
requirements shall be fully governed by the laws of the State of Texas and that Brazos County may
request and, rely on advice, decisions and opinions of the Attorney General of Texas and Brazos County
Attorney concerning and portion of these requirements.
DISQUALIFICATION OF OFFEROR
Upon signing .this bid document, an offeror offering to sell supplies,. materials, services, or equipment to
Brazos County, certifies that the offeror has not violated the antitrust laws of this state codified in Texas
Business and. Commerce Code §15.01 et seq., as amended, or the federal - antitrust laws, and has not
communicated directly or indirectly the bid made to any competitor or any other person engaged in such
line of business. Any or all bids may be rejected if Brazos County believes that collusion exists among
the offerors. Bids in which the prices are obviously unbalanced may be rejected. If multiple bids are
submitted by an offeror and after the bids are opened, one of the bids is withdrawn, the result will be that
all of the. bids submitted by that offeror will be withdrawn; however, nothing herein prohibits a
Contractor from submitting multiple bids for different products or services.
SOQ Continuation. Sheet SOQ Request No. 2013 -15
- BRAZOS COUNTY; . TEXAS - -- Page -4 of -7 -P6ges
SEVERABILITY
If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements. or the
specifications shall be held invalid, such holding shall not affect the remaining portions of these
requirements and the specifications and it is hereby declared that such remaining portions would have
been included in these requirements and .the specifications as though the invalid portion had been
omitted.
SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the, apparent omission from it of a detailed
description concerning any point, shall be regarded as meaning that only the best commercial practice is
to prevail and that only material and workmanship of the finest quality are to be used. All
interpretations of specifications shall be made on the basis of this statement. The items furnished under
this contract shall be new, unused of the latest product in production to commercial trade and shall be of
the highest quality as to materials used and workmanship. Manufacturer furnishing these items shall be
experienced in design and construction'of such items and shall be an established supplier of the item bid.
TERMINATION
Brazos County reserves the right to terminate the contract for default if offeror breaches any of the terms
therein,, including warranties of offeror or if the offeror becomes insolvent or commits acts of
bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which
Brazos County may have in law or equity. Default may be construed as, but not limited to, failure to
deliver the proper goods and/or services within the. proper amount of 'time, and/or to properly perform
any and all services required to Brazos County's satisfaction and/or to meet all other obligations and
requirements. Brazos County may terminate the contract without cause upon thirty (30) days written
notice.
POLICY REQUIREMENTS FOR CERTIFICATE OF INSURANCE
CONTRACTOR'S INSURANCE
The Contractor /Contractor; before starting work for Brazos County, must furnish Brazos County a
Certificate of Insurance or other acceptable evidence from a reputable insurance company or companies
with an A.M. Best Rating of AA@ (such companies to. be acceptable to Brazos County) licensed to
write insurance in the state of Texas, showing that the Contract is covered by the insurance as follows:
(1) Statutory Workers Compensation Insurance with Employers Liability Insurance in the amount of
$1,000,000. 'In the event' any work is sublet, the Contractor shall require the subcontractor
similarly to provide the same coverage and shall himself acquire evidence of such coverage on
behalf of the subcontractor. (TLC Sec. 401.011)
(2) Commercial General Liability Insurance with a $ 1,000,000 Combined Single Limit. The policy
shall be on the Comprehensive General Liability 1986/90 occurrence form, and shall include
coverage for 'acts of -independent contractors,: and shall name Brazos County as an additional
insured. Waiver of subrogation is required.., No claims made policies are acceptable without
prior- approval,by the .Commissioners. Court/Risk Management.
SOQ Continuation.Sheet SOQ Request No. 2013 -15
- — BRAZOS- C- OUNTY T -EXAS- - -- — —Page-5-of-7-Pages
(3) Automobile °Public Liabili� Insurance with a S 500,000 Combined Single Limit, in all self -
propelled vehicles used 'in connection with the contra_ ct, whether owned, non -owned or hired.
Waiver of subrogation is required.
The Certificate of Insurance furnished to-Brazos County shall contain a provision that coverage under
such policies shall not be canceled or materially chan ged until at least 30 days ysprior written notice has
been given to Brazos County
LIMITATIONS
The parties are aware that there are constitutional and statutory limitations on the authority. of Brazos
County to enter into certain terms .and conditions of the Agreement, including, but not limited to,
authorizations of the placement 'of liens on Brazos County property; disclaimers and limitations of
warranties; disclaimers and limitations of liability for damages; waivers, disclaimers and limitations of
legal rights, remedies, requirements and processes; limitations of periods to bring legal action; granting
control of litigation or settlement to another party; liability for acts or omissions of third parties;
payment of attorneys' fees; dispute resolution; indemnities; and .confidentiality (collectively, the
"Limitations "). Any Agreement terms and conditions related to the Limitations will not be binding on
Brazos County except to the .extent authorized by the laws and Constitution of the State of Texas.
COVERAGES/WAGES
Nothing in this Agreement shall be construed as making Brazos County responsible for the payment of
compensation and/or any benefits for Contractor including health, property, motor vehicle, workers'
compensation, disability, death and dismemberment insurance for the Contractor's employees and/or
equipment. Nothing in the Agreement shall be .construed as making Brazos County responsible for
wages, materials, logistical support, equipment, and related travel expenses incurred bythe Contractor.
SOVEREIGN IMMUNITY
The parties understand that Brazos County does not waive or relinquish any immunity or defense on
behalf of itself, officers, employees, agents, and volunteers as a result of its execution of this Agreement
and the performance of the ' covenants contained herein: Further, _Brazos County is not responsible for
any civil liability that arises from any act or omission made within the course and scope of this
Agreement. The Parties understand and agree that Brazos County does not assume civil liability under
any theory of law for actions of the Contractor in providing services hereunder.
NOTICES
Notices shall be mailed to the addresses designated herein or as may be designated in writing by the
parties from time to time and shall be deemed received. when sent postage prepaid U'S. Mail to the
following addresses:
BRAZOSCOUNTY:
Brazos County; Texas
Duane Peters, Brazos County Judge
200 South Texas Avenue, Suite 332
Bryan, Texas 77803
SOQ Continuation Sheet SOQ Request No. 2013 -15
BRAZOS- COUNTY —JEXAS — --Page-6-of-7-Pages —
CONTRACTOR:
Sales Contact Name: Phone Number:
Billing Info:
ASSIGNABILITY
This agreement may not be assigned without the prior written permission of Brazos County.
FISCAL FUNDING CLAUSE
Notwithstanding any provisions contained herein, the obligations of Brazos County are expressly
contingent upon the availability of funding for the obligations contained herein for the term of the
Agreement and any extensions thereto.
WAIVERS
No waiver by either party hereto of any term or condition of this _Agreement shall be deemed or
construed to be a waiver of any other term or condition or subsequent waiver of the same term or
condition.
ENTIRE AGREEMENT
This Agreement represents the - entire and integrated agreement between Brazos County and the
Contractor and supersedes all prior negotiations, representations, or agreements, either written or oral.
This Agreement may only be amended by written instrument approved and executed by the parties.
AVAILABILITY AND RETENTION OF RECORDS
All records relating to the service provided under this contract and supporting documentation for invoices
submitted to Brazos County by the Contractor shall be retained and made available by the Contractor for
audit by Brazos County, it duly authorized representatives, the State of Texas (including, but not limited
to the Auditor of the State of Texas, Inspector General or duly appointed law enforcement officials) and
agencies of the United States Government. Such records shall be returned by Contractor and made
available for any time period required by state or federal law. If changes occur in the governing state or
federal law, 'regarding retention records, Contractor shall comply with such changes. If an audit is
initiated before the expiration of such time periods required by state or federal law regarding retention of
records, the .Contractor shall retain such records until the audit is concluded and all issues resolved.
Contractor shall provide Brazos County with copies of such audits that be conducted with respect to the
contract.
AUDIT RESPONSIBILTY
The Contractor shall be responsible for receiving, replying to and/or complying, with any audit exception
by appropriate federal, state or local audit directly related to the provision of this contract.
The Contractor shall repay to Brazos County the full amount received for duplicate billings, erroneous
billings, false or deceptive claims. The Contractor recognizes and agrees that Brazos County may
withhold any money due and recover through any appropriate method any money erroneously paid under
this. contract if evidence exists of less than full compliance with this contract.
0
SOQ Continuation Sheet SOQ Request No. 2013 -15
BRAZOS COUN - T -Y; TEXAS— — -- —Page 7 -of 7- Pages—
INDEMNIFICATION
The Contractor shall defend, indemnify and save.harmless Brazos County and all its officers, agents, and
employees from .all suits, actions, or claims of any character name and description including attorney's
fees expenses brought for or on account of any injuries or damages received or sustained by any person
or persons or property, by or from the ,said Contractor or his employees or by or in consequence .of any
negligence in safeguarding the work, or through the use of unacceptable materials in construction of the
work, or by or on account of any act of omission, the Worker Compensation Law or any other law,
ordinance, order or decree, and so much of the money due the said Contractor under and by virtue of his
contract as shall be considered necessary by Brazos County may be retained for the use of Brazos
County, or in case no money is due, his sureties shall be held until- suit or suits, action or actions, claim
or claims for injury, or. damages as .aforesaid shall have been settled and satisfactory evidence to that!
effect furnished Brazos County. Contractor shall defend, indemnify and save harmless Brazos County,
its officers, agents and employees in accordance with this indemriffication clause regardless of whether
the injury or damage is caused in part by Brazos County, its off cers,:'agents or employees.
The undersigned affirms that they are duly authorized to execute this contract, that this proposal has not
been prepared in collusion with any other Proposer, and that the contents of this proposal have not been
communicated to any other Proposer prior to the official opening-6f this proposal. The signatory also
agrees to all provisions and specifications of this contract.
Signed By: Title: -64
Company Name: 7exds "Aa an,`cA &w c Phone No. 229225 -(-
Mailing Address:
P. O. Box or
7
State Zip
Employer Identification Number:. W 7y � 1 1392 7 L /
Social Security Number:
ppro d by ommiss' er's Court on this +'h day of 2012 by
olding the position of Q�
"Brazos : oun
ty
Purchasing Department.
200 SOUTH TEXAS,AVE SUITE 352 BRYAN, TX 77803
PHONE (979) 3614290 FAX (979) 361 -4293
Charles Wendt, Purchasing Agent Tiffany West, Senior Buyer
Leslie Williams, Asst. Purchasing Agent Gail Davis, Buyer
Vehicle Installations for FY 2013:
Contract # 2013 -15
Brazos County is soliciting quotations for uninstallation and installation of police equipment into
new vehicles for Constable Pct. 2,' Constable. Pct. 4, Brazos County. Detention Center and the
Brazos County Sheriff's Office. With these departments we will have approximately 7 vehicles
needing install and un- install •work done to them. Brazos County will not be held to any
minimum or maximum amount of vehicles for fiscal year 2013. Brazos Country will not be held
to any minimum or maximum amount of equipment installed into each vehicle. All installs are to
be scheduled by the departments listed
NOTE: Prices must-be effective until September 30, 2013.
NOTE: Ouotations should reflect a cost for- Installation of each individual item shown
below.
Successful Bidder must provide evidence of General Liability
Insurance prior to any work being done.
• Quotations should reflect a cost for each item installed
separately. (Items shown below)
• Vendor 'is required to have a secure and locked location that
County vehicles will be located during the time of install or
uninstall. Vehicles must be secure and locked up at all times
while in possession of the vendor.
Exhibit "A"
1 (Page
Solicitation - for Quotes for Installation of
Equipment into New Vehicles
21,Page
Exhibit "A"
Cost for Install into
Cost for Install into
2010/2011
2012/2013
Equipment
Equipment:
Dod Charger
Dod Charger:
Seiina 10 -S Partition
� 5.00
Data Radio and
� B0 -00
with lower panel
.5
accessories
Pro Guard Partition
�'
Whelen Dominator
b DD
w /lower panel
- 'ro
TIR 3 w/ 2 LED's
Armrest
S 1 5.. oU
Whelen Dominator
6s, 00
TIR 3 w/ 8 LED's
Console
Whelen Dominator
w /Accessories
bs. 00
TIR 3 Single LED's
$65
(armrest, cup holder,
_$
plates,, mic clip, mic
clip bracket
Radar
Hideaway ,Strobes
5 DD
Front -& Rear
t t 5,00
e-a. &4)
Antennas
Liberty Lightbar
IT O6
Signal Hands Free
I 0 0. W
Package w /Siren
-
Remote Siren
-
Low frequency Tone
(a5' co
p MDT Computer and
A ` ' oo
Siren System
accessories
12VDC Lighter
n�
�.
Outlets (3-way outlet'5'
Slim Miser LED Dash
b5. 00
INSTALL TURNAROUND TIME
Lights
Mobile Radio (800)
Once vehicle has been delivered to vendor site
ct $0 00
R
for install, what time frame will it take for the
vehicle to be completed and ready for pick up?
Remote Head (800).
4 , DD
Mobile Radio (VHF)
$ D D
Remote Head (VHF)
Gun Rack (electronic
g 0
In car )
Gun Box (Trunk)
6s, Oo
Push Bumper
$ 130 - o0
Arbitrator (Camera
System) and
3 5 , 0.0
ac
21,Page
Exhibit "A"
V0iiRWEquipmenfRemoval - for -- FY
Brazos County is soliciting quotations for removal of police equipment from old vehicles for
Constable Pct. 2, Constable Pct. 4, Brazos County Detention Center and the Brazos County
Sheriff's Office. With these'.-departments we will have approximately 6 vehicles needing
removal work done to them. Brazos County will not be held to any minimum or maximum
amount of vehicles for fiscal year 2013. Brazos Country will not be held to any minimum or
maximum amount of equipment to be removed from each _vehicle. All uninstalls are to be
scheduled by the departments listed above. `
Solicitation for Quotes for Un- install of
Equipment from Old Vehicles
Type of Vehicle
Cost for Uninstall
Dodge Charger $150 . oo
UNINSTALLIURNAROUND TIME'
Once vehicle has been delivered to vendor site for removal,
what time frame will it take for the vehicle to be completed .
and ready for pick up?'
&>s i v► e.Ss Day s•
Please fill out this SOQ, then hand deliver or mail to 200 South Texas Ave, Suite 352 Bryan,
Texas 77803 by 5:00 P.M.; Monday, October 1, 2012. Vendor must fill out the "Solicitation for
Quotes" form on pages 2 and 3. "Solicitation for Quotes" form must be signed by an authorized
representative of the vendor. Vendor must also sign the attached contract. For any questions
regarding this solicitation of quotes or contract; please .call Leslie at 979 =361 -4294.
Contact Name: �h e- 11aLz
Contact Phone Number: 979 - 7 75 - 62 39
The undersigned affirms that they are duly authorized to execute this quote, that this quote has not been prepared in
collusion with any other bidder, and that the contents of this quote have not-been: communicated to any other bidder
prior to the official opening of this'quote.
Furthermore, the bidder affirms that they are willing and capable of performing the services entailed in this quote or
providing the goods'described in this quote, and agrees to do so for the term of listed above. The bidder also agrees
to all of the terms and conditions contained in this document and agrees to be held 'to them for the term of this quote.
Signature of Authorized Representative: i
Date: 04Z
Exhibit " A "
31Page
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RICOH
1 MADE I PLUS
Product Schedule
70 Valley Stream Parkway
Malvern, PA 19355
Product Schedule Number:
Master Lease Agreement Number:
This Product Schedule (this "Schedule") is between Ricoh USA, Inc. ( "we" or "us ") and 01`4205 Oust I ✓ O�
' as customer or lessee ( "Customer" or "y u "). This
Schedule constitutes a "Schedule," "Product Schedule," or "Order Agreement," as applicable, under the ,Ila.+T_ �aj I
tXM *t'M�" I�/C d I�re/wthtf (together with any ame dments, attachments and addenda thereto, the "Lease
Agreement ") identified above, between you and MO D ice .�t�lONS All terms and conditions of
the Lease Agreement are incorporated into this Schedule and made a part hereof. If we are not the lessor under the Lease Agreement, then,
solely for purposes of this Schedule, we shall be deemed to be the lessor under the Lease Agreement. it is the intent of the parties that this
Schedule be separately enforceable as a complete and independent agreement, independent of al I other Schedules to the Lease Agreement.
C L to �(B ll T r f0 Billing Contact me e g aZ
Product Location Address B111ing Address ydiljereni from location address) "17 $,O
Tj 13 O ;r
City County State Zip City County State Zip
Billing Contact Telephone Number Billing Contact Facsimile Number Billing Contact E -Mail Address
PRODUCT /EOUIPMENT DESCRIPTION ('Product ")
& Model
PAYMENT SCHEDULE
Minimum Term Minimum Payment Minimum Payment Billing Frequency Advance Payment
months iihoat Tax ® Monthly 1" Payment
s o ❑ Quarterly 1 & Last Payment
O r M
O $ 7 E3 Other: ❑ Other:
■ „ Guaranteed Minimum images** Cost of Additional Ime es° Meter Reading/Billing Frequency
Color Color ❑ Monthly
❑Quarterly
sa� I �� ( • Q 1 ® Other. /�RNeig �Q %�S C
Based upon Minimum Payment Billing Frequency
° Based upon standard 8'A" x 11" paper size. Paper sizes greater than 8'h" x 11- may count as more than one image.
Sales Tax Exempt: Pfl YES (Attach Exemption Certificate) Customer Billing Reference Number (P.O. #, etc.)
Addendum(s) attached: 50 YES (check if yes and indicate total number of pages: _1
TERMS AND CONDITIONS
1. The first Payment will be due on the Effective Date. If the Lease Agreement uses the terms "Lease Payment" and "Commencement
Date" rather than "Payment" and "Effective Date," then, for purposes of this Schedule, the term "Payment" shall have the same
meaning as "Lease Payment," and the term "Effective Date" shall have the same meaning as "Commencement Date."
C ruranerinirinA
1 SEADD PS -IMP 04.12 Ricolik. and the Ricoh lAvao are registered Inl delnarks.ol'Rieoh Company. l.td. Page I ol'2
O s
2. You, the undersigned Customer, have applied to us to use the above - described Product for lawful commercial (non - consumer)
purposes. THIS IS AN UNCONDITIONAL, NON - CANCELABLE AGREEMENT FOR. THE MINIMUM TERM
INDICATED ABOVE, except as otherwise provided in any non - appropriation provision of the Lease Agreement, if applicable. If
we accept this Schedule, you•agree to use the above Product on all the terms hereof, including the terms and conditions on the Lease
Agreement. THIS WILL ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THIS SCHEDULE AND THE
LEASE AGREEMENT AND HAVE RECEIVED A COPY OF THIS SCHEDULE AND THE LEASE AGREEMENT. You
acknowledge and agree that the Ricoh service commitments included on the "Image Managemew Plus Commitments" page attached
to this Schedule (collectively, the "Commitments") are separate and independent obligations of Ricoh USA, Inc. ( "Ricoh ") governed
solely by the terms set forth on such page. If we assign this Schedule in accordance with the Lease Agreement, the Commitments do.
not represent obligations of any assignee and are not incorporated herein by reference. You agree that Ricoh alone is the party to
provide all such services and is directly responsible to you for all of the Commitments. We are or, if we assign this Schedule in
accordance with the Lease Agreement, our assignee will be, the party responsible for financing and billing this Schedule, including,
but not limited to, the portion of your payments under this Schedule that reflects consideration owing to Ricoh in respect of its
performance of the Commitments. Accordingly, you expressly agree that Ricoh is an intended party beneficiary of your payment
obligations hereunder, even if this Schedule assigned by us in accordance with the Lease Agreement.
3. Image Charges/Meters In return for the Minimum Payment, you are entitled to use the number of Guaranteed Minimum Images as
specified in the Payment Schedule of this Schedule. The Meter Reading/Billing Frequency is the period of time (monthly, quarterly,
etc.) for which the,number of images used will be reconciled. If you use more than the Guaranteed Minimum Images during the
selected Meter Reading/BiIling Frequency period, you will pay additional charges at the applicable Cost of Additional Images as
specified in the Payment Schedule of this Schedule for images, black and white and/or color, which exceed the Guaranteed Minimum
Images ( "Additional Images "). The charge for Additional Images is calculated by multiplying the number of Additional Images by
the applicable Cost of Additional Images: The Meter Reading/Billing Frequency may be different than the Minimum Payment Billing
Frequency as specified in the Payment Schedule of this Schedule. You will provide us or our designee with the actual. meter
reading(s) by submitting meter reads electronically via an automated meter read program, or in any other reasonable manner
requested by us or our designee from time to time. If such meter reading is not received within seven (7) days of either the end of the
Meter Reading/Billing Frequency period or at our request, we may estimate the number of images used. Adjustments for estimated
charges for Additional Images will be made upon receipt of actual meter reading(s). Notwithstanding any adjustment, you will never
pay less than the Minimum.Payment.
4. Additional Provisions (if any) are:
THE PERSON SIGNING THIS SCHEDULE ON BEHALF OF THE CUSTOMER REPRESENTS THAT HE/SHE HAS THE AUTHORITY TO DO SO.
CUSTO R Accepted by: RICOH USA, INC.
B X By:
Authorized Signer Signature Authorized Signer Signature
Printe Name Printed Name:
/
Title: l I(1 �4 A Date: to / ' L- Title: Date:
i. PS -IMIJ 04.12
i `: r� �hi� a.:;� .•,� `� ,
Ricoh ►: and the Ricoh la)eo are registered Inadetnarks ol'Riwh Cumparn_._I_td.
I
Page 2 ol'2
Ricoh USA, Inc.
- - R - [CO H - -- - - - - -- - - -- -_ - - -- -- - -- - Valley_ _1( am Parkway
R1c01 usA, INC. Malvern, PA 19355
Ii:IAGE fA�NAGELI�NT_PLUS COi_Si.ilTf:lEfV ?S
The below service commitments (collectively, the "Service Commilmentsl are brought to you by Ricoh USA, Inc., an Ohio corporation having its principal place of business at 70 Valley Stream
Parkway, Malvern, PA 19355 ("Ricoh /. The words you" and 'your" refer to you, our customer. You agree that Ricoh alone is the party to provide all of the services set forth below and is fully
responsible to you, the customer, for all of the Service Commitments. Ricoh or, if Ricoh assigns the Product Schedule to which this page is attached it accordance with the Lease Agreement (as
defined in such Product Schedule), Ricoh's assignee, is the party responsible for financing and billing the Image Management Plus Product Schedule. The Service Commitments are only
applicable to the equipment ('Product/ described in the Image Management Plus Product Schedule to which these Service Commitments are attached, excluding facsimile machines, single -
function and wide- format printers and production units. The Service Commitments are effective on the date the Product Is accepted by you and apply during Ricoh's normal business hours,
excluding weekends and Ricoh recognized holidays. They remain in effect for the Minimum Term so long as no ongoing default exists on your part.
TERM PRICE PROTECTION
The Image Management Minimum Payment and the Cost of Additional Images, as described on the
Image Management Plus Product Schedule, will not increase in price during the Minimum Term of
the Image Management Plus Product Schedule, unless agreed to in writing and signed by both
parties.
PRODUCT SERVICE AND SUPPLIES
Ricoh will provide lug coverage maintenance services, including replacement parts, drums, labor
and all service calls, during Normal Business Hours. 'Normal Business Hours are between 8:00
a.m. and 5:00 p.m., Monday to Friday excluding public holidays. Ricoh will also provide the supplies
required to produce images on the Product covered under the Image Management Plus Product
Schedule (other than non metered Prod nil metered Product). The supplies will be provided
according to manufacturer's sped a s. net supply items such as paper, staples and
transparencies are not included rNG(
. 1( ftLlP1 s �e j
RESPONSE TIG;E C061MITMEN7
Ricoh will provide a quarterly average response time of 2 to 6 business hours for all service caps
located within a 30 -mite radius of any Ricoh office, and 4 to 6 business hours for service calls
located within a 31 -60 mile radius for the term of the Image Management Plus Product Schedule.
Response lime is measured In aggregate for all Product covered by the Image Management Plus
Product Schedule.
UPTV.IE PERFORMANCE COMMITMENT
Ricoh will service the Product to be Operational with a quarterly uptime average of 96% during
Normal Business Hours, excluding preventative and interim maintenance lime. Downtime will begin
at the time you place a service call to Ricoh and will end when the Product is again Operational. You
agme to make the Product available to Ricoh for scheduled preventative and interim maintenance.
You further agree to give Ricoh advance notice of any critical and specific uptime needs you may
have so that Ricoh can schedule with you interim and preventative maintenance in advance of such
needs. As used in these Service Commitments. 'Operational' means substantial compliance with
the manufacturers specifications and /or performance standards and excludes customary end -user
corrective actions.
I�.IAGE VOLU'.lE FLEXIBILITY AND PRODUCT ADDITIONS
At any time after the expiration of the initial ninety day period of the original term of the Image
Management Plus Product Schedule to which these Service Commitments relate, Ricoh will, upon
your request review your image volume. If the image volume has moved upward or downward in a
amount sufficient for you to consider an alternative plan, Ricoh will present pricig options
conform to a new image volume. If you agree that additional product is required to satisfy your
increased image volume requirements, Ricoh will include the product in the pricing options. The
addition of product and/or increasesidecreases to the Guaranteed Minimum images requires an
amendment ('Amendment) to the Image Management Plus Product Schedule that nest be agreed
to and signed by both parties to the Schedule. The temp of the Amendment may not be less than the
remaining term of the existing Image Management Plus Product Schedule but may extend the
remaining term of the existing Image Management Plus Product Schedule for up to an additional 60
months. Adjustments to the Guaranteed Minimum Images commflmenl andlor the addition of
product may result in a higher or lower minimum payment. Images decreases are limited to 25% of
the Guaranteed Minimum Images in effect at the time of Amendment.
PRODUCT AND PROFESSIONAL SERVICES UPGRADE OPTION
At any time after the expiration of one -half of the original tens of the Image Management Plus
Product Schedule to which these Service Commitments relate, you may reconfigure the Product by
adding, exchanging, or upgrading to an item of Product with additional features or enhanced
lechnology. A new Image Management Plus Product Schedule or Amendment must be agreed to
and signed by the parties to the Schedule, for a term not less than the remaining term of the existing
Image Management Plus Product Schedule but may, in the case of an Amendment, extend the
remaining term of the existing Image Management Plus Product Schedule for up to an additional 60
months. The Cost of Additional Images and the Minimum Payment of the new Image Management
Plus Product Schedule will be based on any obligations remaining on the Product, the added
product and new image volume commitment Your Ricoh Account Executive will be pleased to work
with you on a Technology Refresh prior to the end of your Image Management Plus Product
Schedule or Amendment
PERFORf iANCE COI; ?.11TCiENT
Ricoh is committed to performing these Service Commitments and agrees to perform its services in
a manner consistent with the applicable manufacturer's specifications. If Ricoh fails to meet any
Service Commitments and in the unlikely event that Ricoh is not to repair the Product in your
office, Ricoh, at Ricoh's electron, will provide to you either the delivery of a temporary loaner, for use
while the Product is being repaired at Ricoh's service center, or Ricoh will replace such Product with
comparable Product of equal or greater capability at no additional charge. These are the exclusive
remedies available to you under the Service Commitments. Cuslomers exclusive remedy shall be
for Ricoh to re- perform any Services not in compliance with this warranty and brought to Ricoh's
attention in writing within a reasonable time, but In no event more than 30 days after such Services
are performed. If you are dissatisfied with Rfcoh's performance, you must send a registered letter
outlining your concerns to the address specified below in the *Quality Assurance' section. Please
allow 30 days for resolution.
ACCOUNT 0.4f1AGEMENT
Your Ricoh sales professional will, upon your request, be pleased to review your product
performance metrics at a quarterly basis and at a mutually convenient date and time. Ricoh will
follow up within 8 business hours of a call or e-mail to one of Ricoh's account management team
members requesting a metrics review. Ricoh will, upon your request• be pleased to annually review
your business environment and discuss ways in which Ricoh may improve efficiencies and reduce
costs relating to your document management processes.
QUALITY ASSURANCE
Please send all correspondence relating to the Service Commitments via registered letter to the
Quality Assurance Department located at: 3920 Arkwdght Road, Macon, GA 31210, Attn: Quality
Assurance. The Quality Assurance Department will coordinate resolution of any performance issues
concerning the above Service Commitments with your local Ricoh office. If either of the Response
Time or Uptime Performance Commitments is not met, a one -time credit equal to 3% of your
Minimum Payment invoice total will be made available upon your request. Credit requests must be
made in writing via registered letter to the address above. Ricoh is committed to responding to any
questions regarding invoiced amounts for the use of the Product relating to the Image Management
Plus Product Schedule within a 2 day timeframe. To ensure the most timely response please can 1-
W&2754566.
P.1iSCELLANE0U5
These Service Commitments do not cover repairs resulting from misuse (including without limitation
improper voltage or environment or the use of supplies that do not conform to the manutacturer's
specifications), subjective matters (such as color reproduction accuracy) or any other factor beyond
the reasonable control of Ricoh. Ricoh and you each acknowledge that these Service Commitments
represent the entire understanding of the parties with respect to the subject matter hereof and that
your sole remedy for any Service Commitments not performed in accordance with the foregoing is
as set forth under the section hereof entitled 'Performance Commdmenl'. The Service Commitments
made herein are service and/or maintenance warranties and are not product warranties. Except s
expressly set forth herein, Ricoh makes no warranties, express or implied, including any implied
warranties of merchantability, fitness for use, or fitness for a particular purpose. Neither party hereto
shall be liable to the other for any consequential, indirect punitive or special damages. Customer
expressly acknowledges and agrees that, in connection with the security or accessibility of
information stored in or recoverable from any Product provided or serviced by Ricoh, Customer is
solely responsible for ensuring its own compliance with legal requirements or obligations to third
parties pertaining to data security, retention and protection. To the extent allowed by law Customer
shall indemnify and hold han less Ricoh and its subsidiaries, directors, officers, enpnloyees and
agents from and against any and all costs, expenses, liabilities, claims, damages, losses, judgments
or fees (including reasonable attorneys' fees) arising from its failure to comply with any such legal
requirements or obligations. These Service Commitments shall be govemed according to the laws
of the Commonwealth of Pennsylvania without regard to its conflicts of law principles. These Service
Commitments are not assignable by the Customer. Unless otherwise stated in your Implementation
Schedule, your Product will ONLY be serviced by a 'Ricoh Certified Technician'. You acknowledge
and agree that, in connection with its performance of its obligations under these Service
Commitments, Rlcoh may place automated meter reading units on imaging devices, including but
not limited to the Product, at your location In order to facilitate the timely and efficient collection of
accurate meter read data on a monthly, quarterly or annual basis. Ricoh agrees that such units will
be used by Ricoh solely for such purpose. Once transmitted, all meter read data shall become the
sole property of Ricoh and will be utilized for billing purposes.
party ha ca ed Its duly authorized officer to execute these service Commitments as of 20_
RICOH USA, INC.
Date:
LSEAUU PS —IMPI; 04. 12 Ricuhif and the Ricoh Loeu uru registered Ir demarks of Ricoh Company. l Ad. Page I of I
Ri coh USA Inc.
- -'— -- 70 - Val ley Parkway —
Malvern, PA 19355
Equipment/Multiple Location Addendum
ADDENDUM ( "Addendum "), dated as of the
Order Agreement no. - _
( "Ricoh ") and 13MZ05, Comys, � -h
customer ( "Customer ").
day of , 20 , to that
( "Agreement") . between Ricoh USA, Inc.
as
The parties, intending to be legally bound, agree that the Order Agreement shall be modified as follows:
1. The equipment /product description and location set forth in the Order Agreement shall refer
to, and /or include, the equipment and locations listed below:
r. fim nTa�"VY VAtU D_ t ^dl ♦ Tf/tlU
Qty
r Description, Make, Model & Serial Number
Street Address /City/State/Zip
1
300 E. g S}�e IUD
301 a,& Tx 77V03
Ai'cA M FC, use
o u04l
1 7 , 00 ,` w 1 W61 ? 0
M P
t✓ o F
'&VOA T� 718t23
>IM P 2
o Co G tort id
MS T 7770.
2. All capitalized words used but not defined in this Addendum will have the meanings given to
them in the Order Agreement. 'Except to the extent modified by this Addendum, the terms
and conditions of the Order Agreement will remain unchanged and shall continue in full force
and effect.
IN, WITNESS WHEREOF, each party has caused its duly authorized officer to execute this Addendum, as
of the date_ first written above.
C Ricoh USA, Inc.
X
Authorized Signature Date Authori =ed Signature Date
Pei. r 5 - Cwn6 lAn
Print Authorized Signer Name Title Print Authorized Signer Name Title
LSEADD USC -ENAL 04.12 Ricohg and the Ricoh Loo are registeredfirademarks of Ricoh Company. Ltd. Page I or 1
X�/ I
EQUIPMENT REMOVAL /BUYOUT AUTHORIZATION
Customer Name:
rite goS fgbultjy
of-
Contact Name:
L -e sIN ' tA , '1N&#A4
I
Phone:
Address:
City:
State:
zip:
Fax/Email:
Make
Model
Serial Number
Machine Status
0 fl
300
This Authorization applies to the equipment Identified above and to the following Removal /Buy Out Option
This Authorization will confirm that Customer desires to engage Ricoh USA, Inc. ( "Ricoh ") to pick -up and remove certain items of equipment that are currently (1)
owned by Customer or (ii) leased from Ricoh or other third party (as specified below), and that you intend to issue written or electronic removal requests (whether
such equipment is identified in this Authorization, in a purchase order, in a letter or other written form) to Ricoh from time to time for such purpose. Such removal
request will set forth the location, make, model and serial number of the equipment to be removed by Ricoh. By signing below, you confirm that, with respect to
every removal request issued by Customer (1) Ricoh may rely on the request, and (2) the request shall be governed by this Authorization. Notwithstanding the
foregoing, the parties acknowledge and agree that Ricoh shall have no obligation to remove, delete, preserve, maintain or otherwise safeguard any information,
images or content retained by, in or on any Item of equipment serviced by Ricoh, whether through a digital storage device, hard drive or similar electronic medium
( "Data Management Services '). If desired, Customer may engage Ricoh to perform such Data Management Services at its then - current rates. Notwithstanding
anything in this Authorization to the contrary, (1) Customer is responsible for ensuring its own compliance with legal requirements pertaining to data retention and
protection, (ii) it is the Customers sole responsibility to obtain advice of competent legal counsel as to the identification and interpretation of any relevant laws and
regulatory requirements that may affect the customer's business or data retention, and any actions required to comply with such laws, (iii) Ricoh does not provide
legal advice or represent or warrant that its services or products will guarantee or ensure compliance with any law, regulation or requirement, and (iv) the selection,
use and design of any Data Management Services, and any and all decisions arising with respect to the deletion or storage of any data, as well as any loss of data
resulting therefrom, shall be the sole responsibility of Customer, and Customer shall indemnify and hold harmless Ricoh and its subsidiaries, directors, officers,
employees and agents from and against any and all costs, expenses, liabilities, claims, damages, losses, judgments or fees (including reasonable attorneys' fees)
(collectively, "Losses ") arising therefrom or related thereto.
❑ Equipment Removal lOwned by Customer) In addition to the terms and conditions set forth above, the following terms and conditions shall apply for Customer -
owned equipment removals: Customer confirms that (1) Customer has good, valid and marketable title to such equipment and has satisfied all payment and other
obligations relating to such equipment which may be owing to any third party under applicable lease, financing, sale or other agreements, (2) Customer has obtained
any and all necessary consents and approvals required to authorize Ricoh to remove such items of equipment and to take title thereto, and (3) by this Authorization,
Customer hereby transfers good and valuable title and ownership to Ricoh to the equipment, free and clear of any and all liens and encumbrances of any nature
whatsoever and Customer will cause to be done, executed and delivered all such further instruments of conveyance as may be reasonably requested for the vesting
o title in Ricoh.
V Equipment Removal (Leased by Customer) In addition to the terms and conditions set forth above, the following terms and conditions shall apply for equipment
removals of equipment leased by Customer: Except for the obligations of Ricoh to pick up and remove the identified equipment, Ricoh does not assume any
obligation, payment or otherwise, under any lease agreement, which shall remain Customer's sole responsibility. As a material condition to the performance by
Ricoh, Customer hereby releases Ricoh from, and shall indemnify, defend and hold Ricoh harmless from and against, any and all claims, liabilities, costs, expenses and
fees arising from or relating to any breach of Customers representations or obligations in this Authorization or of any obligation owing by Customer under its lease
agreement.
0 Buy Out Terms Upon execution and delivery by Customer of a sale, lease (and related delivery and acceptance certificate), service and /or other agreement
( "Agreement ") between Ricoh and /or other third party, Ricoh agrees to pay to
(A) 0 the customer (and Customer hereby agrees to promptly pay such amount to the below named payee ( "Payee "),or
(B) 0 the Payee Indentified below, an amount ( "Buy Out Amount ") equal to $ . to pay off an /or reduce Customers obligations owing under that certain
equipment lease agreement for third party lease company ("Third Parry Lease ") between Customer and Payee relating to the equipment identified
in the Third Party Lease.
THIRD PARTY LEASE – COMPANY INFORMATION
Payee Name:
Attention To:
Address:
0 W -9 included 0 Third -Party Quote or Proof of Buy Out Included
Mailing Method: iselect one) 0 Mail Check (regular) 0 Overnight Check
The Buy Out Amount represents the total amount payable by Ricoh for such purpose. Ricoh shall have no obligation, and does not assume any obligation, under the
Third Party Lease. Customer acknowledges that Customer Is solely responsible to make payments to the Payee under the Third Party lease, to return the Equipment
at the appropriate time to the appropriate location as determined by the Payee, and to fulfill any and all payment and other obligations under the Third Party Lease.
Customer agrees to indemnify and hold Ricoh harmless from any losses, damages, claims, suits and actions (including reasonable attorneys' fees) arising from the
breach by Customer of any of its tions contained in this authorization and /or the Third Party Lease.
RICOH USA, INC.
By: X — —� By:
Name: t/ a hp k r5 Name:
Title: 1. Title:
Date: 1 n / a / � Date:
631090 1 of 1
)
BRAZOS COUNTY
COMMISSIONERS' COURT
ACTION FORM
DEPARTMENT: Road & Bridge
MEETING DATE: October 9, 2012
SUBJECT: Utility Permit — Verizon Communications
Consider and take action on the Verizon Communications utility permit to construct
60' road bore located on Twisting Trail. This project will provide service to
customers in the area. Site is located in Precinct 2.
REQUIREMENTS
• No work will be permitted between front slope and /or back slope
• No work shall be done within 3' of driveway culverts measured from outside culvert walls
• All installation(s) shall be constructed in designated utility easements, if applicable. If no utility easement exists,
the installation(s) shall be 1) within 2 -4' of and parallel to the right -of -way line and /or, 2) in the case of a road
bore, perpendicular to the right -of -way line
• If clearing of brush, trees and other obstruction is necessary, it shall be the Applicant's responsibility to do so
and to remove all cleared brush, trees etc. from county right -of -way
• All disturbed areas shall be compacted in 8" lifts to 90% density ASTM -Test Method No. D -698; test shall be
conducted by an independent geotechnical testing firm; copies of all test results shall be furnished to the office
of the Brazos County Engineer
• All disturbed areas will be seeded after completion of grading
• Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for
Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal
laws governing utility construction
• All under utilities shall be place at least thirty-six (36") below ditch flow line
• Notification 48 hours prior to beginning work to meet with inspector from Brazos County at project site
• Utility will be install in accordance with the Brazos County Roadway Safety and Roadway Reservation
Standards
SUBMITTED BY: APPROVED BY:
Jokk Salvato gZmy Catal a
Right of Way Agent Commissio er Precinct 2
This request is 0 APPROVE IED O by Commissioners' Court
l
Duane Peters, County Judge
DATE: 10
BRAZOS COUNTY
PROCEDURES TO BE FOLLOWED FOR ACTIVITY
IN, UNDER, ACROSS OR ALONG
BRAZOS COUNTY ROADS, STREETS, HIGHWAYS
Anyone proposing to conduct activity in a Brazos County Right of Way (in, under, across, or along), shall
apply for a permit. Such activity, including but not limited to laying, constructing, maintaining, and /or
repairing cable, conduit, pole lines, gas lines, or any other utility, shall apply for a permit. To make
application for a permit, the following must be submitted:
1. Complete application form (attached hereto);
2. Attach a Vicinity Map or Key Map page; and
3. Provide detailed construction drawings indicating the scope of work and compliance with the
attached Brazos County Design Standards and Safety Precaution Requirements for Work
Conducted in Brazos County Rights of Way.
The completed application and all of its appurtenances shall not contain any false information nor conceal
any material facts.
Only after obtaining the Right of Way Permit can construction begin. Early start on any construction,
other than emergency situations, will not be considered. Permitting may take up to two weeks.
A separate application must be filed for each work site.
Written notices are required:
1. 24 hours in advance of construction start up;
2. if an emergency existed, 24 hours notice after construction started; and
3. Notification that construction is complete and ready for County to inspect to ensure right of
way is returned back to original condition.
Provide Notice to:
Joe Salvato
Phone Number (979) 822 -2127 ext. 3033
Brazos County Engineer's Office
2617 Highway 21 West
Bryan, Texas 77803
e -mail - JSalvato @brazoscountytx.gov
Failure to obtain a permit and/or notify the County Engineer's Office within 24 hours of beginning
construction shall constitute grounds for job shutdown.
VERIZON COMMUNICATION Notice of
Line Installation
October 3, 2012
To The Commissioner's Court of Brazos County
ATTENTION COUNTY JUDGE:
Formal notice is hereby given that VERIZON COMMUNICATIONS will construct
a communication line within the right -of -way of a County Road in Brazos, County,
Texas as follows:
ON TWISTING TRAIL, A BORE WILL BE MADE FROM THE NORTH
CORNER LOT OF 8454 TWISTING TRAIL FROM THE EAST R.O.W.
TO THE WEST R.O.W. OF TWISTING TRAIL FOR A DISTANCE OF
60 FT WITH A 4" PVC, AT A MINIMUM DEPTH OF 36" BELOW
DITCH FLOW LINE. AT THIS POINT A BURIED DROP WILL PROCEED
NORTH ON THE WEST R.O.W. IN A 16 FT UTILITY EASEMENT.
The location and description of this line and associated appurtenances is
more fully shown by two (2) copies of drawings attached to this notice. The line
will be constructed and maintained on the County Road right -of -way in
accordance with the Brazos County Roadway Safety and Roadway Reservation
Standards and governing laws.
Notwithstanding any other provision contained herein, it is expressly
understood that the tender of this notice by the Verizon Southwest Incorporated
does not constitute a waiver, surrender, abandonment or impairment of any
property rights, franchise, easement, license, authority, permission, privilege or
right now granted by law or may be granted in the future and any provision or
provisions so construed shall be null and void.
Construction of this line will begin on or after October 19, 2012.
VERIZON COMMUNICATIONS 5413- 9P012DB
Brenda Vajdak
Supervisor - Network Engineer
301 Industrial Blvd.
Bryan, TX 77803
E
NOTIFICATION OF PROPOSED INSTALLATION AND /OR REPAIRS
OF TELEPHONE FACILITIES AND DESIGNATING
PLACEMENT OF UTILITY IN COUNTY RIGHT OF WAY
TO: THE COUNTY ENGINEER OF BRAZOS COUNTY, TEXAS
Conies now el ZO J 0 y 4 yl e6 t [company name], hereinafter referred to as
"Company" a [state] Corporation, with authority to transact business in Texas, acting by and
through its duly authorized representative, and hereby notifies the County Engineer of its intent to lay, coustYict,
maintain, repair and/ /or operate a telephone facility under, over, across and/or along certain County Roads as
shown on drawings and diagrams attached hereto and said location described as foll ows: J
7 �y' ���� q bore Wt�l t'F i"iIGC� 4061 - 4e ! "OPII�i f' Of G7:�'Y
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The location and description of the proposed installation and appurtenances must be fiilly shown on
detailed drawings attached to this Notification.
The Company shall commence actual construction/work in good faith within 60 days from the date of
said permit and shall complete said construction /work within 60 working days. (COMPANY
MUS•f FILL IN). If such construction is not begun by the 60th day, Company will be required to
provide a new notice.
Company declares that prior to filing this application, it has ascertained the location of all existing
utilities, both atrial and underground, and the filing of this application is prima facie evidence that the
proposed installation will not conflict with any existing utility.
A copy of this notice shall be kept at the job site any time work is being performed.
in the event of deviation from this notice, the Brazos County Engineer's Office or its designated
representative will be notified as soon as practicable.
Approval of County Engineer's Office may take as long as two weeks after complete application is
received.
7 ?• ^t -f
Failure to notify the County Engineer's Office within 24 hours of beginning construction shall'constihite
grounds for job shutdown.
By signing below, I ceilify that 1 am authorized to represent the Counpany listed below, and that the
Company agrees to the conditions/provisions included in this notification.
Company Name
By:
6 4-n
Signature
Title
Address
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Phone Number I �— . 1 O
Email: brc yu& It o ; ve'rizopi- Cv✓Yi
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ACCEPTANCE OT NOTIFICATION
Brazos County offers no- objection to the proposed location of the utility in the County right of way as
shown by accompanying drawings and.notice dated K) 3 ?,Do Z except as noted
below: (Month/Day/Year)
EXCEPTIONS;
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BRAZOS COUNTY ROADWAY SAFETY AND ROAD
PRESERVATION STANDARDS FOR WORK CONDUCTED IN
BRAZOS COUNTY RIGHTS OF WAY
A. General Regttirenreirts
1. Adequate drainage shall be maintained in ditches at all times.
2. Permittee will use best management practices C*BMP ") (EPA and TCF,Q both provide lists of examples
of BMl's) to minimize erosion and sedimentation resulting from the proposed installation.
3. The permittee shall take precautions to avoid damage to property. All County Right of Way and property
shall be restored to its original condition, as far as practical, in the opinion of the County Engineer or
appointed representative.
4. The construction and maintenance of such utility shall not interfere with the property or rights of a prior
Occupant.
S. Permittee shall not interfere with other utilities located in the right of way. in the event damages occur,
pe inittee will be liable to the County or other utilities running through the right of way.
6. County Engineer shall determine whether or not permittee's plans shall inconvenience the public. if it is
determined that inconvenience to the public exists, then the County Engineer will decide whether such
project will be allowed or if an alternative exists so as not to inconvenience the public.
B. Safely Requirements
1. Proper traffic control measures must be put in place prior to beginning work and remain in place during
the duration of the job. All traffic control measures must follow the Texas Manual of Uniforn Traffic
Control Devices (TMUTCD). See Traffic Control Requirements below.
2. During constriction, all safety regulations of the Texas Department of'rransportation shall be observed.
3. Permittee must take such precautions and measures, including placing and displaying safety devices, as
may be necessary, in order to safely conduct the public through the project area. Company shall provide
flagmen, signs, signals or devices necessary to provide complete safety to the public.
4. Adequate provisions must be made to cause ininimum inconveniences to ira ne and adjacent property
owners.
S. No cable, conduit and/or pole line shall be laid, constructed, maintained and /or repaired so as to
constitute a danger or hazard of any kind to persons or vehicles using such road. Any poles placed in the
Right of Way for future installation shall be placed at the back of the Right of Way. Exceptions may be
approved by the County Engineer.
C. Traffic Control Plait
1. A traffic control plan, pursuant to the TMUTCD or Engineered Traffic Control Plan must be provided for
the following:
Any construction (i.e. pit, excavation, hole) left open over night, requires s pecific nighttime traffic
control measures pursuant to the TMUTCD;
b. If construction is within ten (10) feet of the roadway; or
c. Any work perfoined in the road right-of-way-,
i
i
2. Plan must be attached to the permit and kept at the job site any line work is being performed.
3. Plan must set forth the time of completion for the job.
D. Deslgu Slai►darrls
I. All overhead installations shall conform to clearance standards of the Texas Department of Transportation
and the pole be placed in the designated area for power specified as set forth in the Texas L'Idilies Cade,
Seclion 181.0
2. All pole installation (including lighting) shall be placed at the backside of the Right of Way to ensure
safery to the public. Any pole placed in violation of this requirement will be required to be moved to the
appropriate location at the company's expense. Exceptions may be approved by the County Engineer.
3. All underground installations shall (these are miniinum depths — utility may place deeper):
a. be placed at a minimum depth of forty -eight (48) inches below the top of the pavement;
b. be at least thirty-six (36) incites below ditch flow line when installation is within the area measured
from top of bank to top of bank;
c. be at least forty -eight (48) inches below ditch flow line if low pressure gas or petroleum lines. For high
pressure gas and petroleum lines, see High Pressure Pipelines requirements listed below;
d. not be closer than ten (10) feet front the edge of pavement. Exceptions may apply in ri ghts of way of
less than 60'.
4. Water Lines: All water lines must be a minimum 36- inches below the ditch flow line and cased.
Waterlines shall be cased if crossing under the roadway.
S. Utilities in all new developments that have 60 feet or greater of right of way shall be installed within
designated locations based upon the type of utility. The locations shall be as follows: (measured from
back of right -of -way).
Power — 0 -2 feet, nominally 1'.
Phone — 2 -4 feet, nominally 3'
Gas — 4 -6 feet, noninalty S'
Cable — 6 -8 feet, nominally 7'
6. Utilities with less than 60 feet right -of -way in all new developments shall install the utility in a similar
manner as referenced in No. 3 above, however, the County Engineer or its designated representative will
provide final approval of each utility location.
7. The length of any trench to be opened in advance of the pipe, conduit or ducts may not be longer than
400' if left open over night or unattended.
8. Crossings under a county road shall:
a. be bored or jacked. ABSOLUTELY NO OPEN CUTS WITHIN COUNTY ROAD PAVEMENT;
b. be pressure grouted for the full length of the crossing lfthe annular space bchveen pipe and casing
and soil exceeds one (1) inch. Brazos County must be given 24 hours notice of pressure grouting
operations and have the opportunity to have an inspector of site to observe pressure grouting
operations;
c. 'fxDO'r Standard Specification Item 476 shall be followed for all baring, jacking, tunneling and
joints.
9. Bore Pits
a. no pits shall remain open longer than 2 days;
Py
VOL -
b. all pits shall have proper traffic control measures in place. See Traffic Control Plan listed above.
c. pits shall NOT be located within ten (10) feet from the edge of pavement without prior approval
from the County Engineer or his representative;
d. when pits are to remain open for more than 8 hours, due diligence will be used, in protecting the spoil
pile to prevent drainage problems;
e. based upon soil conditions, the County Engineer or his representative may rcquhc shoring to protect
pavement integrity;
f. based upon soil conditions, the County Engineer or his representative may require pits be placed
further from the edge of road.
10. Any installation within ton (10) feet of edge. of pavement shall meet the following,
a. location must.be approved by the County Engineer or his representative
b. backfilled with cement stabilized material.
c. based upon soil conditions, the County Engineer or his representative:may require shoring to protect
pavement integrity. '
d. All excess water and mud be removed from the bench prior to backfilting. Any backfill placed'
during a rainy period or at other times where excess .water cannot be prevented from entering the
trench will be considered TEMPORARY and shall be replaced with 'PERMANENT cement
stabilized material as soon as weather permits;
e. All disturbed base and pavement materials shall be removed and restored to the satisfaction of the
County. Engineer or his representatives.
f. No side or laterallamping to fill voids under the base and pavement materials is allowed.
11. Company must be careful to not jeopardize the slope or integrity of the shoulder of the road. In the event
Company damages the slope, shoulder or any other portion of the right -of -way, Company will be
responsible for repairing the damage and replacing the right -of -way to Lite condition it was. prior to
commencing construction.
12. Operation of construction and /or maintenance equipment on the traveled surface of any improved County
road will not be permitted, except in an instance whereby the laying, construction, maintenance and /or
repair of cables, conduits and /or pole lines cannot be accomplished by any other method.and in this event
all such equipment shall be of the rubber tire variety. Appropriate traffic control shall be provided
meeting TMUTCD requirements.
13. In the event said construction and/or maintenance and/or repair requires Company to remove, cut or
jeopardize any section of the road (asphalt, cement, road base, etc), Company will be required to provide
a performance band or letter of credit securing necessary repairs. Said bond amount will be determined
by the County Engineer,
14. The applicant shall submit a letter of "No Objection" from the Army Corps of Engineers for all
designated wetlands and cnvironmentallysensitive lands.
_V Emergency murk
1. In the event Company is required to perform emergency services, that requires excavation in a County
Right of Way, and unable to notify the County Engineer prior to conducting emergency repairs, Company
shall notify County Engineer within 24 hours of beginning construction/repairs. This will allow the
County Engineer and Road & Bridge Office an opportunity to inspect the site to ensure the integrity of the
Coun ry Right of Way and traffic safety controls used.
Vol.
l: Re�*drs to existing jacilltles
1. _Maintenance and/ /or repair to existing cables; conduits, and /or pole lines require disturbance-of the
soil, shall not be performed until plans describing such maintenance and /or repair have been approved by
the County Engineer or designated -represeniative a permit has been obtained.
G. Relocation ojut/lities.
I . When and if the County Engineer determines that it is necessary for the constriction, repair,,
improvement, alteration or'relocation of all or any portion of said road, any or all poles, wires, pipes,
cables or other facilities and appurtenances authorized hereunder, sliall be removed from said road, or
reset or relocated thereon,'os iequired.by the County Engineer within a-reasonable tinhc,as determined Uy
the County Engineer and Utility Company, and at the expense of the Utility Company.
H. Nigh Pressure Pipelines
1. All utility Permits for high,pressure pipelines (generally 60 PSi or greater), whether pertaining to
controlled access or non - controlled. access installations, should contain following additional
information in the description of the permit.
- diameter
-wall thickness
- material specification
- minimum yield strength
- maximum operation pressure of the pipeline
2. With the exception of.the mAximum operation pressure of the pipeline, this information is to be
supplied for both the carrier pipe and the casing.
3. Assurance must also be given that the instal lation material and design meet the m ininnum Federal
Safety Standards for Liquid and Gas Pipe Lines. Assurance mutt be provided on company letterhead and
signed by an authorized representative of the coin pany.
4. Petroleum Pipelines:
Depth
Tyne of Pipeline (below deepest ditch t=rade) Snecinl Requirements
Encased Pipe
Less Ilion 10' Must be covered with concrete pad at least 36'deep
Encased Pipe
Greater than 10' No concrete pnd required
Non -Cased Pipe
Less.than 10' Must be covered..with•concrete pad at least 48 "deep
Non -Cased Pipe
Greaterthan 10' No concrete pad required
The Concrete pad shall be minimum of 3" thick and width shall be pipe diameter plus 18"
minimum.
5. Under no circumstances will•a pipeline be installed parallel to a County. Road within the Right -of-
Way. Transmission lines have been determined to be petroleum pipelines (which includes• natural
'gas lines) and shall not be parallel to.a County [toad.
6. Natural Gas Distribution is a line that serves the final customer.
Vol.
BRAZOSCOUNTY
COMMISSIONERS' COURT ACTION FORM
DEPARTMENT Road and Bridge DEPT. NUMBER 56001000
DATE OF COURT MEETING: October 9, 2012
ITEM: Consider and take action on the Final Plat of Field Creek Estates Subdivision Phase Two,
26.379 Acres, Richardson Perry League, A -44, (Bryan ETJ) Brazos County, Texas. Site is located
in Precinct 2.
SOURCE OF FUNDS: N/A
EXCEPTIONS:
NOTES:
• Owner/Developer: RJLA Chapman Real Estate, LLC.
• Engineer: Schultz Engineering, LLC
• Surveyor: R.H. Bonds Surveying Company, PLLC.
SUBMITTED BY:
/. D
r
R. Alan Munger, P. H.
County Engineer
APPROVED BY:
Cotfimissioner
Precinct 2
CC2012 -046 '
This Request is AP roved (or) Denied by Commissioners' Court
Date:
E. Duane Peters, County Judge
Application for Development Office Use Only.
Brazos County Subdivision and Development Regulations
Brazos County Engineering Department
2617 Hwy 21 West, Bryan, Texas 77803
(979) 822 -2127
Master Plan _ Final Plat ✓ Re -Plat i Amending Plat —
Property Description
Road Location: Flald Creek Estates off of FM 1179
Legal Description Richardson Pent League A -44
Subdivision Description
Subdivision Name Flab Creek Estates SubdMsion
Total number of lots: 14 Total Acreage 26.379
Property Owner
Owner name(s): wLA Chapman Real Estate LLC
Current mailing address: 3030 Unlveralty Drive East College station, TX 77840
Phone number(s) 979.781.6 w
Applicant or Authorized Agent, Engineer or Surveyor
Nama and Address Rosten Chapman 3030 Unlversay Drive East College Station TX 77840
Phone number(s): 979.761.60co
Name and Address: d oe Schulz, 2730 Longmlte College Station, TX 77845
Phone number(s): 979.764.3900
Application is for
Residential .(✓).- _ildobtic,Horne Park
' Other ( )
fs any of the property located in a Floodplain or Flood Hazard area? U- _ (yes/no)
Acknowledgment: The flood hazard boundary maps and other flood data used by Brazos County in evaluating flood hazards to
proposed developments are considered reasonable and accurate for regulatory purposes and are based on the best available scientific
and engineering data. On rare occasions greater floods an and will occur and flood heigbts may be increased by man -made or natural
causes. Issuance of n Floodplain Permit in accordance with the Brazos County Flood Damage Prevention Ordinance does not imply
Mat development outside the area of special flood hazard will be Gee from flooding or flood damage. Issuance of a permit shall not
create liability an the part of Brazos County or any offices or employee of Brazos County in the event flooding or flood damage does
occur.
i is part or all of the property within an ETJ of a City? Yes (yes/no)
Will any construction occur in TxDOT right -of -ways? _ (yes /no)
Application Check List:
i Copies of finished plat with corrections (if any):
El 9 copies to Brazos County
0 One (1) copy to Brazos County Health Dept.
i 0 One (1) copy to Brazos County 911
0 One (1) copy to local Water District or Company
Letters of approval (to be sent by the approving institution directly to Brazos County Engineering):
i 0 Letter from Brazos County Health Dept. — For onsite sewage evaluation.
❑ Letter from Brazos County 911 — For road names.
❑ Letter from Water District or Company. — Stating water availability, etc..
If property is within an ETJ of a city:
0 Approval notification from appropriate city.
Applicant attest that they have signed this application in the capacity designated, if any, and further attests
that they have read document and the statement contained herein and any attached are true and factual. All
applicants are encouraged to review the County Regulations prior to any plat submittal. It is understood that
this application is not finished or dated until all documents listed above are fried at the Brazos County
Engineering Office and all applicable blanks are filled in the application above.
/ 44L 6 9 / - Z• 7 /t of z
Xpplicant's Signaturd Date
County Witness Date
Vol. _1___�_ _ -_ pg j _ 7
Engineer /Surveyor Check List for Plat Pre - Approval
❑ 1) Property located within a City Extra Territorial Jurisdiction (ET1), contact with
that City is required before plat approval.
0 2) Drawn on 24" x 36" sheet to scale of 100' per inch or larger. If more than one sheet, an
index sheet showing entire subdivision at a scale of 500 feet per inch or larger.
0 3) Include the words; "MASTER DEVELOPMENT PLAN - NOT FOR RECORD" or
"FINAL PLAT' or "RE -PLAT' or "AMENDING PLAT' in letters W high.
0 4) Vicinity map which includes enough of surrounding area to show general location of
subject property in relation to major roads and any city limits and county boundaries. No
scale required but include north arrow.
❑ 5)
0
- - -- - -- ❑- -
❑
❑
Title Block with the following information:
Name and address of subdivider, recorded owner, planner, engineer and surveyor.
Proposed name of Subdivision. (Subdivision name & street names will be approved
through the Brazos County 911.) (Replats need to retain original subdivision name.)
Date of preparation. (Include the date of any revisions on the plat.)
Engineer's- scale -in- feet - - - - - - -- - .. -- ------- •—=--- - - - - -- -- - - -- - - --
Total area intended to be developed.
Re -plat or Amending Plat, existing lot and block description or Abstract name and
number.
❑ 6) North Arrow.
❑ 7) Location of any current city or county limit lines, if applicable.
❑ • 8) Subdivision boundary indicated by heavy lines. Boundary must include all of parent tract.
❑ 9) Descriptions by metes and bounds of the subdivision which shall close within accepted
land surveying standards. (Shown on drawing; not separate description)
0 10) Primary control points or descriptions and ties to such control points, to which, later, all
dimensions, angles, bearings, block numbers, and similar data shall be referred. The plat
shall be located with respect to a corner of the survey or tract, or an original corner of the
original survey of which it is a part.
❑ 11) Name of contiguous subdivisions and names of owners of contiguous parcels of
unsubdivided land, and an indication whether or not contiguous properties are platted.
❑ 12) Location of the 100 Year Floodplain and Floodway, if applicable, according to the most
recent available data. -
❑ 13) Note the FEMA FIRM Map panel number and revision date on plat.
❑ 14) , Topographic infornurtion, including contours at two foot (2 ft) intervals, flowline
elevation and flow direction.
❑ 15) Proposed drainage concept shown on plan, showing flow paths to primary system.
I
t
❑ 16) Locate and Describe, with:accurate dimensions, bearings or'deflection angles and radii,
Area, center angle, degree of curvature, tangent distance and length of all curves; show
existing items that.are intersecting.or contiguous with the boundary of or forming a
boundary with the subdivision, as well as, those within the subdivision; for the
following:
Existing Proposed
❑ 0 , Streets: continuous or end in a cul -de -sac, stubbed out streets must .end' into a
temp. turn around unless they, are shorter that 100 feet.
0 0 Public:and private R.O.W. locations, width(s) and names. (All existing and
proposed R.O.W.'s sufficient to meet County and City Regulations, if
applicable.)
0 ❑ Street ofrsets.andlor intersection angles meet ordinance.
❑ ❑ Alleys
❑ ❑ Reserve tracts.
❑ .0 Well site locations.
❑ ❑ Pipelines: label company With volume and page..
❑ ❑ 'Utility, Services. (water, wastewater, electrical, natural gas, cable, phone, etc.)
0 ❑ Easements.
0 ❑ Drainage Structures and improvements per engineering. analysis.
- .0 -. -- -- - -- ❑ - - -- Anumber -or- letter -to identify each, lot. or -site and- each- blockr - --
0 0 Public areas.
0 0 Other Public improvements, including but not limited to parks, schools and
other public facilities:
0 17) All off -site easements for infrastructure construction must'be shown on the final plat with.
a volume page listed to indicate where the separate �instrument easements were filed.
Separate instrument easements must be filed prioe or concurrently with final plat.
❑ 18) Proposed phasing. The Master Plan and each phase must be able to standalone to meet
ordinance requirements. Infrastructure costs should be separate for each phase of the
subdivision.
❑ 19) Bring this check list with one copy of plat for pre - approval to meeting; date time set
by County Engineer or Planner. Meeting, location set at County Engineering office.
Brazos County Engineering
Road & Bridge Department
2617 Hwy 21 West
Bryan, Texas 77803
(979)822 -2127
r
Vol-
BRAZOS COUNTY HEALTH DEPARTMENT
* t 201 NORTH TEXAS AVENUE • BRYAN, TEXAS 77803 -5317
ITV (979) 361 -4440 • Fax (979) 823 -2275
�s E -mail: healthdept @co.brazos.tx
a
www.co-brazos.tx.us/heafth
October 14, 2011
Mr. Joe Schultz
Schultz Engineering, LLC
P.O. Box 11995
College Station, Texas 77842
Re: Final Plat for Field Creek Estates Subdivision, Phase 2, Richardson Perry League, A44, Brazos
County, Texas
Dear Joe:
We appreciate the opportunity to review the fmal plat for Field Creek Estates Subdivision, Phase 2. It
appears from the plat notes.that some - of the lots are within the 100 -year flood plain. TAC, Section
285.31(c) (2) states the• following about an on -site sewage facility (OSSF) in the 100 -year flood plain:
"...Any potential OSSF site within.a 100- year flood plain is subject to special planning requirements: The
OSSF shall be located so that a flood will not damage the OSSF during a flood event, resulting in
.contamination of the environment. Planning materials shall indicate how tank flotation is eliminated"
Future homeowners should be.made aware of these special requirements for an OSSF.
Other than the above mentioned provision, the plat meets the requirements set forth by the Texas
Commission on Environmental Quality (TCEQ) and Brazos County concerning on -site sewage facilities.
I apologize for the delay, but I was never sent :a copy of the plans from City of Bryan personnel. For future
work, please send me a copy directly. If we can be of further assistance, please call me at (979) 361 4450.
Sincerely,
Don.Plitt, RS
Director of Environmental Health Services Division
Via Fax: Gary Arnold, Brazos County Road and Bridge Department
i.S7. }dip r ; � .,�, • . � _... �..-.__•_. __,__..._.__.___.�;r °��i'.._.__ _. __
Cri OF BRYAN
fhe Good Vili. liwas SIT /r.
THE PLANNING AND ZONING COMMISSION
MEETING OF January 5, 2012
ACTION NOTIFICATION
Applicant: Rostell Chapman Agent: Schultz Engineering, LLC
3030 University Drive East 2730 Longmire Drive, Suite A
College Station, TX 77840 College Station, TX 77845
Case Contact: Randy Haynes, Project Planner
Item: A proposed Final Plat of Field Creek Estates Subdivision — Phase 2, being
26.379 acres of land out of Richardson Perry League, A44 and adjoining
the south side of F.M. 1179, between Steep Hollow Circle and Hidden
Trail in Bryan's eastern extraterritorial jurisdiction (ETJ) in Brazos
County, Texas
Case No: FP 11-07
Action: The Planning and Zoning Commission voted to approve this final plat.
Additional Comments: Please contact Kevin Russell at (979) 209 -5030 to inquire about recording
this final plat with the Brazos County Clerk.
If you have any questions or need assistance, please call us at (979) 209 -5030.
Para informacion in Espanol, por favor llamas (979) 209 -5030.
Vol.
Joe Schultz
From: . Michael Reeves <mreeves @bc911.org>
Sent: Friday, September 28; 2012 7:48 AM
To: Joe Schultz
Subject: FW: Field Creek Estates Ph2
Attachments: Field Creek Estates Ph 2.PDF
Joe,
Here is the addressed. plat for Field Creek Ph2.
Michael Reeves l System. Administrator I Brazos.County 9 -1 -1.1 E: mreevest'1abc91 lore
101 Regent. Ave I Bryan, TX 77803 1 P: 9.7.9.779.0911 1 F: 979.821.3407
From: Michael Reeves rmailt6:mreevesObc911.oral
Sent: Wednesday, April Ii, .2012 5:12 PM
To: gamold(&co.brazos.tx.us -
Subject: Correction on Field Creek Estates Ph2
Michael Reeves I System Administrator I Brazos County 9 -1 -i I E: mreeves bO l.l.ore
101 Regent Ave I Bryan, TX 77803 1 P: 979.779.0911 (F; 979.821.3407
,.
1 Lo"
• p
O
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2011 -2012 BUDGET YEAR
NO. 11/12 50.1- 50.4
On this the 9' day of October 2012 at a regular meeting of the Commissioners' Court, the following
members were present:
A. Duane Peters, County Judge, Presiding
B. Lloyd Wassermann, Commissioner, Precinct 1
C. Sammy Catalena, Commissioner, Precinct 2
D. Kenny Mallard, Commissioner, Precinct 3
E. Irma Cauley, Commissioner, Precinct 4
F. Karen McQueen, County Clerk
The following proceedings were held:
THAT WHEREAS, on 9th day of October 2012 the Court heard and approved a budget amendment
for the 2011-2012 budget year for Brazos County, Texas; and
WHEREAS, expenditure is necessary due to the necessity to meet unusual and unforeseen conditions
which could not be reasonably included in the original budget adopted 20 September 2011, the following
amendment(s) to the original budget are hereby authorized, as described on the attached page(s).
ADOPTED AND APPROVED this the 9th day of October 2012.
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By:
Duane Peters, County Judge
Original: County Clerk's Office and
Attached to the original budget
Copies: County Auditor
County Treasurer
County Budget Officer
Commissioners' Court Minutes
Loll _9.3
BRAZOS COUNTY, TEXAS
BUWET'AMENDMENTS
No. 11/12 - 50:1
10/9/2012
FUND
- ' : ' ;DIV .,
�' "ACCT'.
PROJ_ •
'DR/CR
- ; ACCOUNT,NAME
Increase
Decrease
i'0100
: 11 „000500.
'” 72590000:'.
-CR,
Professional Fees- Other- . -
5,000.00
0100
' 1,8000100
61218000
DR "'
Court Cost- Mental'Cases ,
5,000.00'
Non rQepaitmental
Attorney
Reallocation of funds to cover court cost.fees associated with mental cases for remainder of FY 12.
:Pre` aged %,B` 1; ,,,•. a !:+•�r.;a-
t .
" Date'' � • � " '" T0/3/2 0I
olz
BRAZOS COUNTY, TEXAS
- BUDGET AMENDMENTS
No. 11/12 - 50.2
10/9/2012
FUNDI DIV I ACCT I PROD I DR/CR ACCOUNT NAME Increase I Decrease
0100 11000500 1 72590000 CR Professional Fees - Other 40,000.00
0100 11010000 72206000 DR Crt A ointed Attone�s- 272nd 40,000.00
Non - Departmental and Court Su ort- Criminal
Reallocation of funds to cover court cost fees associated with mental cases for remainder of FY 12.
von. _ - - -�_G � � � � �.�` •
- __�
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LD_epartmentApproval - .. _ ..
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Coun Jud e;A royal
von. _ - - -�_G � � � � �.�` •
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 11/12 - 50.3
10/9/2012
FUNDI DIV I ACCT I PROJ DR/CR ACCOUNT NAME Increase Decrease
0100 1 24401100 1 71500000 CR Rental -E ui ment 42.00
0100 24401100 61110000 DR C onference & Simanar 42.00
the Peace Pct #4 : Jones
Reallocation of funds to cover travel
costs to a judge's conference.
Prepared By:
Date: 10/3/2012
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 11/12 - 50.4
10/9/2012
GM11111111111101 7 1022�EMTSM
ImMommirmi l -� ' Rental-Equipment
- -�= -
WIIIIIIIIJ
District Clerk
Reallocation of funds to cover travel costs for the remainder of FY 2012..
1`Q[3/20
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2012 -2013 BUDGET YEAR
NO. 12/13 2.1 — 2.5
-0n this the 9' day of October 2012 at a regular meeting of the Commissioners' Court, the following
members were present:
A. Duane Peters, County Judge, Presiding
B. Lloyd Wassermann, Commissioner, Precinct 1
C. Sammy Catalena, Commissioner Precinct 2
D. Kenny Mallard, Commissioner; Precinct 3
E. Irma Cauley, Commissioner, Precinct 4
F. Karen McQueen, County Clerk
The following proceedings were held:
THAT WHEREAS, on 9th day. of October 2012 the Court heard and approved a budget amendment-
for the 2012 -2013 budget year for Brazos County, Texas; and
WHEREAS, expenditure is, necessary due to the necessity to meet unusual and unforeseen conditions
which could not be reasonably'included in the original budget adopted 18 September 2012, the following
amendment(s) to the original budget are hereby authorized,, as described on the attached page(s).
ADOPTED AND APPROVED this the 9th day of0'tober 2012.
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By:
Duane Peters, County Judge
Original: County Clerk's Office and
Attached to the original budget
Copies: County Auditor
County Treasurer
County. Budget Officer
Commissioners' Court Minutes
..w.: -
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 2.1
nr
ACC
0100 1
56001000
1 61130000
1
1 CR
R &B- Contingency
140,000.00
0100
91110000
DR
ITransfeito General Capital Improvement
140,000.00
4500
49028000
CR
Transfer from General Fund
140,000.00
4500 1
63000500'
• 80289000
1
1 DR
Eouioment - R &B
ion nnn nn
Road & Bridge and General Capital Improvement Fund
Reallocation of funds tocover 1/2 the cost of a gradall for the R &B Department.. $149,936 is appropriated in the General Capital Improvement
Fu the other half (5140,000) is being funded from the R &B contineencv fund.
r �a l8r.._ry;�'j?�Y'Yq I (�.:1} �,q•:i.,:• �.Pp 1:J
'PrepareilFl4jr,,� _:�.���'� •' ";ifi' -i
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R�.:: �.::°•�' �Y'i - Yoh- +:.�',:• .
. • Val. _ _� �o � r �i:
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12113 - 2.2
10 /9/2012
=�=Izg�m ACCO UNTNAME
Reallocation of funds .... "rl account for the software purchase as a capital expenditure.
3
Val;_
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12/13 - 2.3
1 01912 01 2
FUNDI DIV I ACCT I PROJ JDRICRJ ACCOUNT NAME Increase Decrease
1 30001 212100 1 61130000 1 1 CR Contin enc - HAVA funds 2,500.00
1 30001 212100 � 71020000 1 1 DR lComnuter Contracts 1 7 ann nn
Grant Fund: HAVA - General Compliance
Reallocation of funds to proper account for.the annual software licenses and support of the ePoll books used during the election.
"LYr-`' X 4,4, u�.
10/3/2012;
a
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12/13 - 2.4
101912012
pg"
lEff g
Interest - Accounts
Reserve Fund Balance
pg"
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 12/13 - 2.5
MulzuIz
FUND DI V ACCT PROD I DR/CRI ACCOUNT NAME Increase Decrease
0100 1 11001500 61130000 CR Iconting enc - General Fund 1,320.00
0100 30101100 61620000 DR I Subscriptions & Publications t 1711 not
General Fund Contigency and Constable Pct 01: Lam o
Allocation of funds to Constable Pct 1 for on line law enforcement search site subscription for FY 2013.
DBte-'s, 'i;AQ%372Q12
k
vol. __.� -- rg . a3
PERSONNEL
__CHANGE OF-STATUS REQUESTS
Commissioner Court Date: October 09, 2012
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 Newsome, Tony New Hire
Zavala, Maria Resignation
Expo Bernal, Matthew Merit
Grabein, Abigail New Hire
Jackson, Angela Merit
Leasman, Timothy Merit
S.O. Admin
Roley, Tara
New Hire
S.O. Jail
Vol. l P9...3�___ i
Acosta, Jaime
Allen, Michael
Anderson, Randall
Bachmeyer, Brian
Barratt, Jerry
Blanton, Virgena
Booker, Daryl
Bower, Clayton
Bowser, Melvin
Boxley, Ahnjayla
Bradley, LaWonder
Brown, Christopher
Brown, Jeff
Bush, Joshua
Buttgenbach, Laura
Canterberry, Marshall
Coleman, Lisa
Contreras, Joseluis
Merit
Merit
Merit
Budget Change
Budget Change
Merit
Merit
Transfer Win Dept
Merit
Budget Change
Merit
Merit
Merit
Resignation
Budget Change
Merit
Merit
Merit
Contreras, Miguel
Budget Change
Cook, Laura -- _ --
- - - Budget - Change
Currie, Michael
Merit
Davis, Jason
Merit
DeJesus, Servando
Merit
Dill, Johnathan
Merit
Drosche, David
Merit
Vol...14, -' S
Dylla, Matthew
Merit
Ebner, Kyle
Active Duty
Edwards, Shawn
Budget Change
Figueroa, Jose
Merit
Forsthoff, Rhonda
Merit
Garbs, Judy
Merit
Garner, Linda
Merit
Grawl, Edward
Merit '
Green, Annie
Merit
Hanley, Sean
Merit
Hathaway, Timothy
Budget Change
Hehl, Lawrence
Merit
Henderson, LaTonya
Merit
Henry, Clarence
Merit
Holland, William
Resignation
James, Robert
Budget Change
Jones, Charles E.
Merit
Jones, Charles V.
Budget Change
Kadilak, Paul
Merit
Keen, LaShonda
Merit
Matott, Michael
Merit
Maxwell, Dustin
Merit
McDermott, Patrick
Merit
Menefee, Joseph
Budget Change
Mitchell, Cameron
Budget Change
Mitchell, James
Budget Change
Moore, Wayne
Merit
Morris, Neil
Budget Change
Murray, Sylvia
Neal, Nancy - - __ - --
Nunez, Abundio
Merit
Budget Change - -
Budget Change
Ortega, Gabriel
Merit
Patel, Aashiyana
New Hire
Pechacek, Christie
Merit
Pena, Ignacio
Budget Change
Phelps, Jerald
Merit
Pillow, Debra
Merit
Plagens, Daryl
Merit
Preston, Mary Ann
Merit
Prestwood, Paul
Budget Change
Rodriguez, Javier
Merit
Rudd, Torri
Merit
Sanders, Richard
Budget Change
Sandle, Vincent
Merit
Shannon, Vicki
Merit
Sifuentez, Anna
Merit
Smith, Belinda
Budget Change
Smith, Sheldon
Merit
Stetter, John
Merit
Stuart, Kevin
Merit
Stultz, James
Merit
Sullivan, Carl
Merit
Taylor, Constance
Merit
Thomas, Mary Ann
Merit
Tomas, Cynthia
Merit
Velasquez, Dennis
Budget Change
Walker, Reginald
Merit
Washington, Dean
Merit
Weed, Donna
Merit
White, Carey
Merit
Williams, Glynda
Merit
Williams, Keith
Merit
Wri ht, Kathryn
Budget Change
VQL ,Pg�
'jet
Wyatt, Larance Merit
Zavala, Daniel
Ziegelmann, Michelle Merit
Tax Office Earle, Patricia Transfer w/in Dept.
Road & Bridge Hunn, Christopher New Hire
Approved in Commissioners' Court: October
County Judge's or Commissioner's Signature:
(This Copy to be attached to minutes)
012,
Vol, rg, 3d V
i .I' 2r - . r.
a
'. Brazos County Purchasing Department
Weekly Update
9/28/12 — 1
i
Number of PO's Processed: 289
Requisitions Completed: 6
T Capital Payments: 3
Projects In Progress
' Construction
Courthouse:
Phase III
- Currently working on detention area on 1t• floor
o Floor finishes and painting
- Currently working on mechanical yard• in courtyard area
o Installing Chillers and generator
- Elevator in progress
o Pouring slab in basement
o . Installing framework
Bids/ RFP's/ RFQ's
RFQ for MPO
RFQ for Surveyor
RFQ for Tax Office Architect
Poly Jute
Inmate Telephone Services
Janitorial and Cleaning Supplies
Collection of Fines and Fees
Road Signs and Sign Posts
Cold Mix Limestone
Renewals
Sheriff's Office Uniforms
Solicitation of Quotes
Benches for Magistrate Courtroom
A/V for Magistrate Courtroom
- Evaluation Responses
- Evaluating Responses
- Evaluation Responses
-Dept. reviewing specs
-Legal Reviewing Contract
-Specs in Progress
- Proposals being del. To
committee members
- Advertising 10/3 & 10/10
- Advertising 10/3 & 10/10
- Awarded in Court 10/2
-Court Approved 7/24
- Solicitation in progress
e.. 6
• .. A .. _ _. .. � A, '.��_._ : 1. ...1'_ _, .... I
Other
Auction
Purchasing is, accepting surplus items from Departments
Purchasing Policy
Assets Reviewing and revising policy
- Period 11 is complete
Print Management
- Results received and reviewed by IT. After reviewing it has been
decided to get analysis from other Companies to get a better idea of
cost. 90 Day analysis has started.
Roof Replacement
- Working on proposal to write specifications
Appliance Policy
- Versions in progress for Court review
- Currently under review by Auditor's office
Radios for Bailiffs
- Currently working on scope
ACKNOWLEDGED
9/a
Duane Peters Date
County Judge
0
- - - -.- _
Vol, 1A10 f-c _G.