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2014-08-19 10:00AM REGULAR MEETING
��YK� 11 1►`IIY•/ BRYAN,TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON AUGUST 19, 2014 AT 10:00 AM IN THE COMMISSIONERS COURTROOM OF THE COUNTY ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVE., SUITE 106, BRYAN, TX 77803 1. Invocation and Pledge of Allegiance - U.S. and Texas Flag - Chaplain G.H. Jones and Commissioner Catalena. 2. Call for Citizen input and /or concerns. 3. Presentation(s) Presentation by Conference of Urban Counties (CUC) regarding services offered to counties. Consider and take action on agenda items 4 - 23: 4. 5. 6, Payment Authorization to HVAC Mechanical Services in the amount of $7.277.74 for annual maintenance on chillers at Courthouse. Amount of invoice exceeded Purchase Order, 7, Request from the Budget Office to correct Class Code for the following Position that was approved on August 12 2014 This reauest has no effect to FY 14 Budget • Clerk III - JP 2.2. Class Code 0633 Position 1 to Class Code 0614 Position 1 Approval of the followma descriptions: Vol. 206 Pg. / 4 � $. • a. Clerk Ill JP Pct 2.2. Class Code 0614, Position 1 • b. Temporary Attendant Building and Grounds (1040 hml. Expo Center. Class Code 832, Position 1 • c Clerk, Temp (1040 hrsl District Clerk Class Code 1713. Position 3 a 10, Award and approval of contract for RFQ 2014 -45 independent Auditing Services 11. 12. Renewal of contract #2014 -78R Vehicle Window Tinting with Lithia. 13. 14. Capital requisition #00048045 to Compulink in the amount of S9 000 for software lease agreement 15. 16. Consider and take action on the Texas Communications utility permit to bore under Steep Hollow Road Proiect will provide telephone services to new customer. Site is located in Precinct 2. 17. Consider and take action on the Replat of Lot SR Block 1 Ramby Subdivision: 11.27 Acres: 2 Lots: Moses A °osier Survey A -16: Brazos County, Texas. Site is located in Precinct 2. 18, Tax Refund Applications for the following. • a. First American Mortgage Services - overpayment - S212.02 • h. Patricia Marcamel - overpayment - $150.58 • c. George Moore Jr. - overpayment - 5106.34 • d. Timios Inc. - overpayment - S539.05 • e. Myron & Kathy Williams - overpayment - $142.45 19. Budget Amendments. Budget Amendments FY 13114 44.1 thru 44.9 20. 21. 22. Personnel Change of Status. Personnel Action Forms 23. Payment of Claims. 24, Acknowledgement of contract with Recovery Healthcare Coro for urinalysis and hair drug testing services. 25. Sheriffs report on inmate population. Vol. 206 Pg. /a 7 26. Announcement of interest items and possible future agenda topics. 27. Call for Citizen input and /or concerns. 28. Adjourn. Vol. 206 Pg. J 69 PUBLIC COMMENTS Public Comment during the Commission Meeting may be far ail matters, both on and of the agenda, and be limited to four minutes per person. Persons are invited to submit commands In writing on the agenda tents and/or attend and make comment at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court a a Constitutional Court, with both judicial and legislative pavers, created under Article V, Section 1 and Section 15 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 61.024 of the Taxes Loral Government Code. Accordingly, members of the public in attendance at any Regular, Special andlor Emergency meeting of the Court shall conduct themselves with proper respect and decorum in speaking to, andlor 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 athred andlw who do not conduct themselves in an orderly and appropriate manner will be ordered to leave the meeting. Refusal to abide by the Courrs Order andlor 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 andlor 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 parson in the Court's presence andlw racial, ethnic or gentler slurs or epithets will not be tolerated. Violation of these rules may result in the following sanctions: 1. cancellation of a speakers time; 2. removal from the Commissioners Court 3. a Contempt Citation; andlor 4. such other andlor criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Taxes. The County Commissioners Court can deliberate or take action only ff a matter has been listed on an agenda property posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. However, responses from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without notice to the public To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge and/or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite existing policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act ? 551.D42. 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 fight 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 77603 is whealchatr 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 (976) 361 -4102. Vol. 206 Pg. JS fi'{ BRAZOSCOUNTY BRYAN,TEXAS MINUTES August 19, 2014 BRAZOS COUNTY COMMISSIONERS COURT 10:001lAl.4IITi1:11*r1►Eel M Signature Page.pdf 02 File Stamped Agenda.pdf IM Sian in sheet.0 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, August 19, 2014 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 - U.S. and Texas Flag - Chaplain G.H. Jones and Commissioner Catalena. Call for Citizen input and /or concerns. There was no citizen's input. Presentation(s) Vol. 206 Pg. //a Presentation by Conference of Urban Counties (CUC) regarding services offered to counties. I Item IDDt The Court heard a presentation by Charles Gray a representative of the Conference of Urban Counties (CUC) concerning services offered to counties. Consider and take action on agenda items 4 - 23: 4. Request for out -of -state travel for the Emergency Management Coordinator to attend the Master Exercise Practitioner series of courses at the Emergency Management Institute in Emmitsburg, Maryland. Dates of travel are October 5 -10, 2014; November 30- December 5, 2014; April 26 -May 1, 2015. FEMA will directly reimburse the student for air travel and provide lodging for this training. 9S Item 4.odf Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 5. Payment Authorization to BH Media Group Holdings, Inc. in the amount of $120.96 for notices of public hearings for the County Clerk and District Clerk Archival Plans; amount of invoice exceeded purchase order. IL-° Item 5.1)df Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann. 6. Payment Authorization to HVAC Mechanical Services in the amount of $7,277.74 for annual maintenance on chillers at Courthouse. Amount of invoice exceeded Purchase Order. 6a Item 6.1)df Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard , Peters , Wassermann . Request from the Budget Office to correct Class Code for the following position that was approved on August 12, 2014. This request has no effect to FY 14 Budget. V Item 7.odf . Clerk III - JP 2.2. Class Code 0633 Position 1 to Class Code 0614 Position 1 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann. 8. Approval of the following descriptions: 6 Item 8.odf a. Clerk III, JP Pct 2.2, Class Code 0614, Position 1 b. Temporary Attendant, Building and Grounds (1040 hrs), Expo Center, Class Code 832, Position 1 c. Clerk, Temp (1040 hrs), District Clerk, Class Code 1713, Position 3 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard , Vol. 206 Pg. /// Peters , Wassermann Request from the Information Technology Department to revise the Laserfiche Upgrade to Rio agreement previously submitted to Commissioners Court on July 29, 2014. A Statement of Work and billing milestones have been added. There is no change in price Item 9.)d Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann . 10. Award and approval of contract for RFQ 2014 -45 Independent Auditing Services. = Item 10.0 The Court accepted as submitted the recommendation of the Purchasing Agent and awarded RFQ Contract 2014 -45 Independent Auditing Services to Ingram Wallis & Co. A copy of the bid tabulation 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. Consider and award bid #2014 -57 Mikulin Road Rehabilitation, Contract A (TxCDBG No. 713032) and Contract B and authorization for Judge Peters to sign the contracts when finalized documents are received. th Item 11.odf The Court accepted as submitted the recommendation of the Purchasing Agent and awarded Bid Contract 2014 -57 Mikulin Road Rehabilitation to Larry Young Paving. A copy of the bid tabulation 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 . 12. Renewal of contract #2014 -78R Vehicle Window Tinting with Lithia. 11?' Item 12.0 The Court approved as submitted the renewal of bid contract #2014 -78R Window Tint with Lithia C.J.D.R. All terms, conditions and pricing shall remain the same. Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard . Peters . Wassermann . 13. Change order to purchase order #14000397 to BRW Architects to reduce the amount owed by $661.00 for the Tax Office. This is to account for an error on the building piers and this amount will be paid to the contractor out of the project's contingency. Item 13.0 The Court approved as submitted a change order to Purchase Order #14000397 to BRW Architects to reduce the amount owed b $661.00 for the Tax Office. This is to correct an error on the building piers and the contractor will be paid from contingency. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . Vol. 206 Pg. //, 14. Capital requisition #00048045 to Compulink in the amount of $9,000 for software lease agreement. Of Item 14.pdf Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann. 15. Consider and take action on request from Don Clark on behalf of the Brazos Valley Museum of Natural History for lane closure of a portion of Bird Pond Road on October 4, 2014 from 7:00 am to 11:00 pm to accommodate the annual Buffalo Stampede event. Site is located in Precinct 2. 6t Item 15.pdf Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard. Peters. Wassermann. 16. Consider and take action on the Texas Communications utility permit to bore under Steep Hollow Road. Project will provide telephone services to new customer. Site is located in Precinct 2. = Item 16.0 Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 17. Consider and take action on the Replat of Lot 5R Block 1 Ramby Subdivision; 11.27 Acres; 2 Lots; Moses A. Foster Survey, A -16; Brazos County, Texas. Site is located in Precinct 2. 9 Item 17.pdi Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Kenny Mallard. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard. Peters. Wassermann . 18. Tax Refund Applications for the following: 99 Item 18.pdf • a. First American Mortgage Services - overpayment - $212.02 • b. Patricia Marcantel - overpayment - $150.58 • c. George Moore Jr. - overpayment - $106.34 • d. Timios Inc. - overpayment - $539.05 • e. Myron & Kathy Williams - overpayment - $142.45 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters, Wassermann . 19. Budget Amendments. Budget Amendments FY 13/14 44.1 thru 44.9 rl,PP Item 19.pdf 44.1 To realize tax collected for HOT Fund 44.2 Transfer funds from TYC Parole to Juvenile Detention 44.3 Reallocate funds for County Clerk Management Fund Vol. 206 Pg. 112 44.4 Transfer funds from General Fund Contingency to Purchasing 44.5 Transfer funds from General Fund Contingency to Court Support-Civil 44.6 Reallocate funds for Juvenile Detention 44.7 Transfer funds from General Fund Contingency and JP 2 -1 to JP 2 -2 44.8 Reallocate funds for Court Annex 44.9 Transfer funds from General Fund Contingency to Court Annex Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley Mallard , Peters, Wassermann . 20. Manual requisition to Kofile Preservation in the amount of $12,000.00 for the preservation of historical books for the County Clerk and Tax Assessor using records preservation funds. This purchase is being done through state contract TXMAS -13- 36010. LS Item 20.odf Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5 -0. Members voting Aye: Catalena, Cauley Mallard , Peters, Wassermann . 21. Payment Authorization to Documation in the amount of $150.00 for the purchase of a fax machine with an expiring lease. This will save on shipping and insurance cost and allow Purchasing to use this machine as a back -up if needed. A purchase order was not obtained in advance. = Item 21.0 f Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by County Judge Duane Peters. Passed. 5 -0. Members voting Aye: Catalena , Cauley , Mallard , Peters , Wassermann. 22. Personnel Change of Status. Personnel Action Forms M Item 22.0 A copy of the Personnel Change of Status requests is attached. Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Sammy Catalena. Passed. 5 -0. Members voting Aye: Catalena, Cauley, Mallard, Peters , Wassermann . 23. Payment of Claims. M Claims Sheet.0 6s BILL LIST 08.19.14.0 7124425 through 7124670 Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 5 -0. Members voting Aye: Catalena , Cauley, Mallard, Peters, Wassermann . 24. Acknowledgement of contract with Recovery Healthcare Corp. for urinalysis and hair drug testing services. L4' Item 24 .yd The Commissioners Court acknowledged the contract with Recovery Healthcare Corp. Vol. 206 Pg. //� 25. Sheriff's report on inmate population. Wayne Dicky, Jail Administrator stated there were 679 inmates in jail, 50 have electronic monitors and 10 are pending for monitors. 26. Announcement of interest items and possible future agenda topics. There were no announcements. 27. Call for Citizen input and /or concerns. Commissioner Catalena announced that the tire disposal that was held at the Expo Center was a tremendous success. He thanked the Sheriffs Office for their help. There were over 5, 000 tires turned in and had to turn some people away. 28. Adjourn. Vol. 206 Pg. //5� The foregoing minutes of the Commissioners Court meeting held August 19. 2014 have been examined and are approved in open Court this 1641, day of Q. 2014, in Bryan, Brazos County, Texas. Duane Peters Lloyd Wassermann County Judge Commissioner, Precinct 1 ammy CataI94 Commission , Precinct 2 Commissioner, Precinct 4 Attest: Kenny Mallard Commissioner, Precinct 3 r4u4i jt�'- Qom- = - Karen McQueen County Clerk Vol. 206 ft. 1161 Pg —L ofD,- BRAZOSCOUNTY COMMISSIONER'S COURT DAY OF Att 4 uat , 20/_ 0 : OD AM/PM, Name (PLEASE PRINT) MAIL AArhLid rr e C-f IBC (.1 e-.) e c JO H, I CA �W°t-c-e, I Organization (PLEASE PRINT) c-, &', ZT Vol. 206 Pg. / Pg a of BRAZOSCOUNTY COMMISSIONER'S COURT 19 DAY OF o AM/p , Name (PLEASE PRINT) ut" 20/4 Organization (PLEASE PRINT) I:LI.IiJI�� r� �e s� .ham 0 Vol. 206 Pg. //S/ * Class Numlter Pay Or oup: FLSA Status: Aourovad Brazos County Job Description Last Updated August 614 12 Non Exempt W'. \ Ternpials p ,.. 12 =1512012 ?014 Title; Clerk III, JP Pct. 2-2 Department: Justice of the Peace Reports To: Justice of the Peace ..... .. . . . ........ . .... .... EEOC Category: Paraprofessional Coordinates and Maintains the courts Calendar And docket for Justice or me Peace: acts as a iiaison oerween mejuage anu yonvira, puoticniryarui the court calendar, schedule of settings, balances books; prepares reports; records and files various documents; and assists county personnel and the general public. . .... ...... . ..... . ...... . . . .. . . ......... ............... -------- clings and maintains ci6i�R Calendar, including resolving Calendar conflicts for judge, attorneys and litigants with approval of Schedules M-- UR Proose court; Acts as a liaison between theJudge and general public regarding the court calendar and schedule of settings; Coordinates the availability of lawyers, parties, and court personnel in setting the docket; Sets and supervises movement of cases and various proceedings; Posts and distributes copies of dockets to appropriate offices; Maintains awareness of developments in court activities and reports all delays in Case movement; Notifies parties to ensure their appearance at proceedings; Ensures that defendants appear in court: Types and prepares paperwork for setting of Cases; Mails all appropriate paperwork to all parties; Receives and posts payments for traffic violations, fines, and court costs; Maintains inventory of office supplies, including placing orders: Assists with jury trials, including checking in prospective jurors, preparing excuse letters, and collecting and tallying pay forms; Prepares and balances daily books and deposits; Prepares monthly reports; Records and files all death certificates, inquests, and autopsy reports; and Provides assistance to the public, including answering phones, assisting people at the front counter and directing people to the appropriate offices. . .... . ....... . . ........ .. LOther Duties gssassigned. 1%) ...... . ...... ..... ........ .. —*a pFyikoFdsi aii&k successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee Is regularly required to sit: use hands to finger, handle, or feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records. The employee may occasionally be called upon to perform acts of intense physical exertion during emergency situations. Specific vision abilities required by this job Include close vision, distance vision, peripheral vision, Color vision, and ability to adjust focus. Vol. 206 Pg. / /9 Knowledge, procedures; bask bookkeeping procedures; and computers. Read and apply the law in preparing and organizing court's charges; operate computers, including word processing and spreadsheet software; type ! accurately; effectively manage case load; perform basic mathematical calculations; understand and follow instructions; write letters and memos; Identify problems and recommend solutions; communicate effectively, both orally and in writing; and maintain effective working relationships with co- workers, judges, attorneys, and j the general public. The work environment characteristics descrlbed here are representative of those an employee encounters while performing the essential lunctians of this job. Reasonable accommodations may be made to enable Individuals with disabilities to perform the essential functions. While performing the essential duties of this job, the employee is constantly required to work closely with others as a part of a team. The employee Is frequently required to perform multiple tasks simultaneously. Vol. 206 Pg. /,7-O County Judge '\'11 Brazos County TofflplataRe151= 120&192012 Job Description Last Updated. September 2012 Class Number 8-3-2 'Title: I Temporary Attendant, Building Grounds (1040 hrs.) ' ----------- Pay Group i 09 1 Department; Exposition Complex - - . .. . ...... . .. ---- - ----------- -------- I ____ _ ____ -_ I-,----- ------- ----------- ------- --- --- FLSA'Status: Non Exempt 1 Reports To: Event Coordinators & All Managers 4— - Approved Date: i 10/0112013 1 EEOC Category; Service I Maintenance Temporary Position End I i 09/3012014 E mployee Date: lj��t Signature: i ......... .. I __ ..... . ... ....... -- .� -1.:_ . . . ............ ------ � 11 . I I . . . Performs and monitors daily operational responsibilities including jantlorial duties, responsibilities and maintenance of the Ehizos County Exposition Complex including setting-up, cleaning and teadhg-down events. ----------- Operates light to moderate equipment such as tractors with implements, forklift and skid steer leaders; Sets upAears dawn rodeo equornent, horse stalls, cattle ties, panels and pens; Seta up/tears down meeting and event rooms, including stages, dance Coors, tables, chairs and equipment and assists with the soundlelectrical system setup andlior tear down; Cleans meeting and event rooms, including sweeping, vacuuming and taking out trash; Cleans'nestrooms, including using commercial chemicals to remove stainsiodors and keeps them free of litter; buffs and scrubs floors as needed and instructed. Keeps aft floors dusted, mopped, and vacuumed; Changes light bulbs and distributes supplies as necessary; Assists in painting and other maintenance projects as necessary; Operates a vacuum cleaner and hand cleaning materials, supplies and equipment; Cleans windows, doors, floors, water fountains, and furniture; Empties and cleans waste receptacles and properly disposes of trash: Assists visitors In a polite manner during events at the Exposition Complex; Keeps janitorial and storage areas clean and organized; Must be willing to work various hours as needed including some nights, weekends, holidays. etc.; Communicates with Exposition Complex administrative assistant1secretary regarding janitorial supply inventory: Assists as necessary in inventory control including equipment and consurnables. Other Duties as assigned. --- ----- .. ... . ...... Suoen4sion V- ;, � Knowledge, Skills, 6 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hand to finger, handle, or to feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must frequently lift and/or move objects weighing up to 100 pounds, such as bags of mulch and rocks. Specific vision abilities required for this job include close vision, distance vision, and the ability to adjust focus. TyplCal' Safe operation of custodial and maintenance equipment, including the safe use of commercial cleaning chemicals. Ability to follow oral and written instructions; ability to learn the proper use of janitorial equipment and supplies; ability to make minor repairs; ability to communicate and work effectively with co- workers; ability j to perform physical and strenuous work; and an ability to understand and follow Brazos County safety policies. -" _.._. _.._... a... _a _.. _ The work environment characteristics described here are representative of those an employee encounters - while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment Is frequently loud. The employee is constantly required to work closely with others as a part of a team to perform multiple tasks simultaneously, and switch from one task to another. The employee is frequently required to work under time pressures and meet deadlines. The employee may be exposed to extreme weather conditions. APPRO Duane Peters County Judge Date Vol. 206 Pg. / "- ,2 i r fir' r" IT�,p UH* Class Number: FLSA Status: Approved Date: Position End Date: Brazos County Job Description Last Updated: September 2012 1713 07 Non Exempt 10/01/2013 09/30/2014 Title: DaoarhnsM- Reports To: EEOC Catet Temporary Employee Signature: TenpMu, RBWbn 1.20&152012 1040hrs District Clerk Supervisor & District Clerk Office and Clencal ,..-- �-",-4 I Scan both active and disposed paperwork and files. File documents and files after scanning. I Assist the public and other employees, as needed or requested, with records search which may include microfilm search and making or copies. Assist other employees, as needed or requested, with answering telephone calls, answering questions, and directing to proper person according to office procedures. Perform all other duties assigned with fall within the general scope and ability level of the Job. —— —_ Other_ Duties as ass! gned (1 %)- _ __ Supervision ___ _ . Received: j From Supervisor and District Clerk j Given: I This is a ran -su Pe rviso ry position. ..............' _Education _ ... ...... ....... .. _ Required• I High school graduation or its equivalent. _ .... _ ........ .........._.__.... .............. .... _.............. . _.__.._......... Preferred. i - •.... .. _ To perform this job successfully, an Individual must be able to perform each essential duty satisfactory requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonabl accommodations may be made to enable individuals with disabilities to perform the essential functions. ...._. _.. --------- _ _..._ ............._ - .... -. _ _.__.........._ ift %fiCateS LX:BnSBS rgistrations __ i ....... .i.... .. __. _____.... Required: ;None. Preferred: i [Physical Demands Vol. 206 Pg. 1-21 _...__ .. -- - - - - -- Typical:. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must i frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records. Specific vision abilifies required by this job include close vision, distance vision, and ability to adjust focus. Knowledge, Skills, & Abilities k- o --- n Typical: peratecom p u tii� lnJud i n g spmadshee t a rd w o cpr ocessing softwae read a n d i n t er pet manuals I memos; perform basic mathematical calculations; write letters, memos, and telephone messages; manage time effectively; understand and follow Instructions: operate standard office equipment, such as copy machine and facsimile machine; communicate effectively, both orally and in writing: and maintain effective working relationships with co-workers and the general public. ----------- L- . - . - --- --- 11 . — - . . 1.11, --- . - .. .1 1 11.11 11 1 - -1--...... j ------ ' - - --- - ----------- ------- .. . ..... --------- ---- --------- ...... .. Work Environment - - --- ----- fypiiiiff- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable ------- - -------- - - ---------- -- ------- -- - individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The employee is constantly required to work closely with other as a part of a team. The employee is frequently required to perform tedious and exacting work; to perform multiple tasks simultaneously; to switch from one task to another, and to work under time pressures to met deadlines. PPRO Duane Peters Date County Judge Vol. 206 Pg. /,( V Kcci ExperienceExcelience Municipal Code Corporation CORPORATE OFFICE RUSSELL HADDOCK Saks Department Territory Manager (TX, LA, OK, MO, CO, NM, and KS) PO Box 2235 a Tallahassee, Florida 32316 7940 Park Ridge Drive Fort Worth, Tx 76137 (800) 342 -2633 • FAX (850) 701.0715 (817) 909 -9266 • rhaddock0mccinnovations.mm August 14, 2014 Mr. Eric Caldwell Director of information Technology Brazos County 205 East 26th Street Bryan, TX 77803 Dear Mr. Caldwell: I enjoyed speaking with you recently regarding the expansion of your current Laserfiche system. Pursuant to our discussion we are pleased to enclose our Professional Services Proposal. While reviewing the proposal please keep in mind the following advantages of being a MCCi customer: Leading Provider — For the past six years, MCO was ranked as the #1 Laserfiche VAR in the United States. With 3 offices in Texas, we are dedicated to our Texas customers and serve over 100 clients in Texas alone at this time. ✓ Professional Certifications - MCCi's staff is well- trained and holds multiple certifications in security, HIPAA, CDIA+ and more to give you the peace of mind that we are simply the best at what we do. Our staff is also Laserfiche Gold Certified, meaning we have passed the Laserfiche CPP courses required for this certification. v/ Government Focus — MCCi was created by Municipal Code Corporation to focus on innovative technologies for Government. MCCi provides Laserfiche software and services to more than 400 government entities including Cities, Counties, State Agencies, Special Districts, and more. `y Specialization in Enterprise Solutions — Our Project Managers provide implementation and training services to help make your solution an Enterprise -wide deployment. We work with you on your initial project plan knowing that one day Laserfiche will be used across the entire organization. This methodology helps you plan to meet this goal in your time frame whether it be an immediate objective or part of multi -year plan. 1' Superior Support — MCC! utilizes a multi- layered support team geared towards offering each client multiple contacts to enhance the usage of every product implemented. We offer support through our help desk, email, and toll free number, and also have an online support center that gives end users access to training manuals, "how to" checklists, training videos, a knowledge base, and software updates. 1" Robust Resources — Whether It Is integration, scanning and indexing services, an electronic forms solution, etc., MCCi has additional solutions that are complimentary to Laserfiche, while allowing you to work through one vendor for best of breed solutions. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me on our toll -free number. We appreciate your interest and thank you for being a MCCi client. Sincerely,. a` ' Russell Haddock Territory Manager Vol. 206 Pg. / %5 r! Executive Summary Company History MCCi, a subsidiary of Municipal Code Corporation (The nation's leading codifier for local government), has been providing Electronic Records Management Solutions to its clients since 1998. In 1998, Municipal Code Corporation (MCC) created a document imaging division, which subsequently evolved into MCCi in the summer of 2003. This allowed MCCi to provide its customers with a higher level of service, but still benefit from the stability and credibility of MCC. With a client base of over400 government agencies and satellite offices across the country, we are striving to be the leading Electronic Records Management provider in the United States. MCC! has been the #1 Laserfiche VAR in the world the last 6 years. Proposed Solution MCC! is proposing the Laserfiche software for your organization. Laserfiche is a unified solution that manages all your organization's documents and records, regardless of location or media. Please keep in mind some of the features of Laserfiche: `I User Friendly— Laserfiche is very easy to learn, navigate and use. Users will see Laserfiche has a folder tree structure similar to Windows Explorer for easy viewing and use. This familiarity will give your staff the confidence to begin scanning and retrieving documents almost immediately after installation making an Enterprise rollout easier on your resources. `r Comprehensive Security— Laserfiche Comprehensive Security allows you to control the security of your documents on many levels. You determine what functions, such as scanning and printing, each staff member may use. Security features are easy to administer and with proper right records managers can administer most security functions without IT staff assistance. "/ Intelligent Search — Laserfiche lets you search your documents based upon full -text search, index search, and document and folder name searches. The Laserfiche full -text search unlocks the contents of your documents; if you need to find a word or phrase within a document, the full -text search retrieves it immediately. An easy Google -style toolbar Is available for searching as well. `r' Integration — Laserfiche is the central repository for records in your organization and allows you to integrate other main line of business solutions easily. Whether you are looking for a way to integrate with a departmental solution, ERP solution, Microsoft product, etc., Laserfiche has options available. Laserfiche Microsoft integrations include the ability to archive Office & Outlook documents directly Into Laserfiche as well as integration with Microsoft SharePoint. "9r Business Process Automation — Laserfiche allows users to capture information instantly and automate business processes instead of the traditional methods of using an imaging solution as an archival tool. Users are finding efficiencies by reducing the time processes take and giving users access to Information instantaneously through the implementation of Laserfiche Workflow, resulting in cost savings for the organization. `I/ Mobility & Web Tools — Mobile devices are being used more and more in organizations for day to day operations. Laserfiche has options available to ensure you can access Laserfiche from these devices and perform related actions quickly on the go. There are also options forgiving your outside citizens /customers access to records through the web to promote transparency and decrease records requests. 21 Vol. 206 Pg. >,�2_Z Rio Features MCCi is recommending the Rio platform for your organization. Rio includes: Named user tiered pricing with volume discounts, Each user comes bundled with: Workflow for Business Process Automation - Web Access, which includes a thin client option for users, Web Access Light for mobile devices & tablets, iPhone &Mad apps, and SharePoint integration. - Snapshot for archiving electronic records & Email Plug -in for emailing records directly from Laserfiche - Advanced Audit Trail for monitoring, recording, and reporting on system activity. Digital Signature capabilities V� Unlimited Servers and Repositories to support back -ups, failover clustering, and testing environments. Rio License Manager for easy creation of licenses for testing, development and production systems. V' Web -based Administrative Console allowing you to administer the system from anywhere. Options for Electronic Forms, Records Management, Batch Processing tools, Integrations, and Web Portals. MCCi Advantage MCCi is a leading Laserfiche provider focusing on customer service in every aspect of your project. As a client you will receive access to our highly trained staff & support services, including: `/ Dedicated Project Management — Our Project Managers are highly trained in the areas of Implementation, Workflow processes, integrations, and more to help your organization implement a well thought out Enterprise system based on your organization's needs. They are Laserfiche Gold Certified and also hold other professional certifications to maintain a high knowledge level of our client's business processes. Dedicated Support — Once your project is complete, you will have access to our support staff for trouble shooting & supporting your Laserfiche system. Our staff can be easily reached through email, phone or our online support center. 1% Sales & Account Management Team — You will have a dedicated team of an Account Executive and Account Manager that you can directly contact. They will also proactively contact you to ensure satisfaction, provide additional information on your products, and conduct web & regional events on continuing education topics. Training Services — Before, during, and after your project, we focus on ensuring the users are trained on the software and stay up to date on the features available. In addition to our Training Services, we offer a yearly subscription to our Online Training Center for Laserfiche to help protect your Laserfiche investment. This allows all types of users, regardless of their role, to access videos on popular topics. This information is updated monthly and will be a continued resource for your organization. �/ Back File Scanning & Conversion Experience— In the event you need to address a back file scanning project or have older data from legacy systems to convert, we have experience in addressing these and integrating them into your Laserfiche system. We have converted over 30 different applications and migrated the data to Laserfiche for other clients. Vol. 206 Pg. _L,2 / Statement of Work The proposed Laserfiche Rio system will allow Brazos County to accomplish their recent Document Management goals and expand the use of their existing Laserfiche infrastructure. The main benefits of moving to Laserfiche are explained within this proposal. The immediate goals for Brazos County are: • New licensing infrastructure — Rio offers a new Named User licensing structure that offers extended functionality from the current environment. By utilizing the Import Agent module combined with Laserfiche Workflow, Brazos County will be able to allow multiple users to scan into network folders. Laserfiche Rio's Import Agent will automatically pull this new documents into the system. Then a workflow scheme designed by MCCi and Brazos County will allow the records to be filed appropriately. o Depending on the network folder the document is placed In, Import Agent will be set up to archive the document in to different locations within Laserfiche. The name of the document can also be used to fill out metadata if done consistently. • E- Discovery — This proposal includes the components necessary to help make this a success. Through the use of Laserfiche Forms and the Web Portals, attorneys will be able to view records in the system and submit new documentation as necessary through Laserfiche Forms. o Brazos County IT will be responsible for establishing security protocols and access rights for external users. 41 o Any workflow configurations necessary will be limited to the scope of work defined within the MCO Advanced Implementation Services — Laserfiche Workflow Configuration Training Level 1 section of this proposal. Vol. 206 Pg. ��� eCC1 FxpenenceExcellence STATEMENT OF WORK Upgrade to Rio ProdudDescnpHon`;th .`,` ,,... .,:: Qty Cost. .. DIRSDb`2562 Total Q United Standard Server Software *requires MS SOL -1 $6,000.00 N/A ($6,000.00) Q United Standard Server Additional Repository -1 $3,000.00 N/A ($3,000.00) LF Full User -42 $500.00 N/A ($21,000.00) Q LF Retrieval User -50 $200.00 N/A ($10,000.00) Snapshot Plug In -42 $100.00 N/A ($4,200.00) 0 LF Scanconnect•requiredfor each scanner purchosed /utilized -1 $165.00 N/A ($165.00) © Quick Fields -2 $541.67 N/A ($1,083.34) 0 QF Bar Code (QF-4) -1 $1,495.00 N/A ($1,495.00) QF Real Time Lookup (QF -5) -1 $495.00 N/A ($495:00) Q Real Time Look Up and Validation Package .1 $595.00 N/A ($595.00) Includes Real Time look Up and Pattern Matching m LF Standard Audit Trail -1 $4,995.00 N/A ($4,995 -00) integrator`sToolkit -1 $2,500.00 N/A ($2,500.00) Existing Software Credit Total ($55,528.34) ECM SOFTWARE LICENSING FOR RIO Rio 100 -199 Users 100 $700.00 $652,75 $65,275.00 Includes Unlimited Laserfiche Servers, Workflow, WebAccess (includes SharePolnt integration web parts & WebAccess Light), Digital Signatures, Advanced Audit Trail, Snapshot and Email m import Agent for Rio 1 $1,500.00 $1,398.75 $1,398.75 [7� OCR Scheduler for Laserfiche - Requires one dedicated 1 $1,500.00 $1,398.75 $1,398.75 Loserfiche User license Q LF Scancon nect for Rio 10 -pack 1 $915.00 $853.24 $853.24 Document Management Software and Licenses Total $68,925.74 ELECTRONIC FORMS FOR RIO 0 LF Forms 100 -199 Users (10% Add -on to all Named 100 $70.00 $65.28 $6,528.00 Users) m LF Forms Rio Authenticated Participants (50 -199 Users) 100 $140.00 $130.55 $13,055.00 LF Forms Portal !Allows Forms Portal to be activated on a 1 $7,995.00 $7,455.34 $7,455.34 Formsserver. Multiple licenses are needed if multiple activations are required. Allows form submission only, from unlicensed (public) and non- authenticated users. Electronic Forms Total $27,038.34 WEB TOOLS FOR RIO 0 Pilot Public Portal 1 $25,000.00 $23,312.50 $23,312.50 includes Weblink software and 25 Weblink -only retrieval connections. 5� Vol. 206 Pg. j Web Tools Total BATCH PROCESSING MODULES FOR RIO ❑ ✓ Quick Fields Basic Package for Rio 2 $2,500.00 $2,331.25 Includes OF and Validation packages for Oar Code and Real Time Look Up Batch Process Modules Total ANNUAL SOFTWARE SUPPORT - BASIC LSAP Q( Rio 100 -199 Users Includes Unlimited Laserfiche Servers, Workflow, WebAccess (includes SharePoint integration web parts & WebAccess Light), Digital Signatures, Advanced Audit Trail, Snapshot, and Email 0 Import Agent for Rio 0 OCR Scheduler for Laserfiche - Requires one dedicated Laserfiche User License Q LF Scanconnect for Rio 10 -pack [� Pilot Public Portal Includes WeblInk software and 25 Webl Ink -only retrieval connections. LF Forms 100 -199 Users (10% Add-on to all Named Users) LF Forms Rio Authenticated Participants (50 -199 Users) 0 0 rA54 100 $140.00 1 $300.00 1 $330.00 1 $184.00 1 $5,000.00 100 $14.00 100 $28.00 00 $23,312.50 $4,662.50 $4,662.50 $126.00 $12,600.00 $270.00 $270.00 $297.00 $297.00 $165.60 $165.60 $4,500.00 $4,500.00 $12.60 $1,260.00 $25.20 0 LF Forms Portal 'Allows Forms Portal to be activated on a 1 Forms server. 'Multiple licenses are needed if multiple activations are required. Allows form submission only, from unlicensed (public) and non - authenticated users. Quick Fields Basic Package for Rio 2 $500.DO $450.00 includes OF and Validation packages for Bar Code and Real Time Look Up 1 $1,260.00 $1,260.00 Managed Services for Laserfiche Forms- Rio 1 $3,150.00 $3,150.00 Managed Services for Laserfiche - Rio Managed Services for Workflow, Level 1 *not to exceed 1 $3,150.00 $3,150.00 25 hours MCC! Service Level Agreement 1 Annual Support Total For budgetary purposes, the Client should include $36,303.60 in annual budget for renewal of LSAP, Managed Services, the Training Center and SLA for the software quoted above. IMCCi PROFESSIONAL SERVICES [J( Rio Administrator /License Manager Training, per day Travel expenses included.. 0 LFFormsTraining - Comprehensive (see MCCi Advanced Implementation Services jor details) 0 Workflow Configuration Training, Level Includes remote installation with up to 2 days of onsite training. bfCO will provide remote workflow configuration assistance up to 30 days post onsite training. 6( 2 $2,200.00 1 $4,400.00 1 $8,600.00 $1,980.00 $3,960.00 $7,740.00 $2,520.00 $1,440.00 $900.00 $1,260.00 $3,150.00 $3,150.00 $4,791.00 $36,303.60 $3,960.00 $3,960.00 $7,740.00 0 Workflow /Business Process Consultation 1 $5,388.67 $4,849.80 $4,849.80 includes: • 2 Days onsite for business process interviews and consultation • 1 Day remote for recommendation drafting and review. Deliverables: • An overview summary of the process recommended for Laserfiche Workflow implementation • An estimate of hours fora LF Certified Professional to assist in configuring Laserfiche workflow to accomplish the goals of streamlining the process. 0 MCO Project Management Services 'up to 60 hours 60 $165.00 $148.50 $8,910.00 • Remote pre- installotion solution discussion, including a review of current document organizations and retrieval practices • Remote configuration of folder structure, metadato templates, and indexes for up to four departments • Remote installation of Laserfiche Rio software • Recommendations for prap er backup and disaster recovery procedures related to Laserfiche • Analysis of current Laserfiche security profiles and recommendations for utilizing the flexibility within Laserfiche Rio for multiple repositories and /or application servers. • Installation and Configuration of the Loserfiche Public Portal for internal use (Client will be responsible forinternal security protocol configuration) • Remote training on the customization options within the Loserfiche Public Portal • For a detailed explanation of MCO's Project Management Services and Training, please refer to page 8 in this proposal. Professional Services Total $29,419.80 Total Project Cost $134,134.14 PAYMENT & BILLING TERMS MCO will invoice one hundred percent (100 %) of the software and support upon delivery of software. The services will be split into three different milestones. The first milestone will be upon completion of the Rio Administrator and License Manager Training, Forms Training, and half of the project management fees for a total of $12,375. The second services milestone will be upon completion of the Workflow Training and second half of the project management fees for a total of $12,195. The final services milestone will be upon completion of the Business Process Consultation for $4,849.80. These milestones are based on the County's desired project timeline. In the event schedules change, services may be broken up and billed based on the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice. Note: MCCi will prorate the support of this additional software to be congruent with your current Laserfiche system's support (LSAP) dates, the purpose of which is to align all software with one support date so maintenance of your account is made easy. MCCi will bill for the actual amount of support, which maybe higher or lower than quoted. To ensure you ore budgeting correctly for future renewals, please add the amount listed in the budgetary note above to your current budgeted renewal amount. 71 Vol. 206 Pg. /3� MCCI STANDARD SERVICES To determine which services and products are included with your project please refer to the Statement of Work above. MCCi prides itself in providing high quality professional services and support. Providing the most advanced,level of tech support via the web, e-mail and phone, you can rest assured that MCCI will provide you with profession installation, training and support services. Our clients can rely on us to provide a continual flow of information through our technical bulletins and newsletters. MCCI PROJECT MANAGEMENT SERVICES MCCi Project Managers are CDIA- certified and Laserfiche Certified. The CDIA (Certified Document Imaging Architect) is awarded after a comprehensive and rigorous exam focused on a broad spectrum of document and records management objectives. There are multiple Laserfiche Certifications and MCCi focuses on maintaining all of them. MCCI Project Managers administer these services and concentrate on defining business requirements and the deliverables that follow. The MCCI Project Manager will work with the client's point of contact to put together a project plan that clearly defines the scope of services of the Project Management services. These services are included to ensure the Client is prepared for the final project implementation. Implementation Client Consultation -The assigned MCCI Project Manager will perform a remote pre - installation solution development plan including configuration of security rules for the Client prior to installation and training. This consultation will include a review of current document organization and retrieval practices to determine desired indexing methods, as well as other basic system set up needs. Once this information has been gathered and provided to the MCCi project manager, the basic folder structure, document naming scheme, scheme, and template set -up will be configured prior to onsite training. Remote Installation and Configuration— Software installation and configuration may occur remotely as part of the Project Management services to ensure the onsite time purchased Is focused on the direct objective. Please refer to the statement of work to determine if the onsite time will include installation and configuration. Remote Training — Project Management services may be utilized for training administrators or users remotely if not providing onsite training. Please refer to the statement of work to determine the training model quoted. LASERFICHE BASE SOFTWARE TRAINING SERVICES The client is provided with either instructor -led hands -on training or train - the - trainer training in the operation of the Laserfiche Software and Plug -ins, and the scope of all training services to he performed is notated in the Statement of Work. These services will be provided onsite or remote, please refer to the Statement of Work to determine which has been quoted. Below are some sample outlines based on user -roles and system modules: System Administration Training • Client and Server Installation Procedure • Users and Groups — Active Directory • Security • Templates • Tags • Document Relationships 81 Vol. 206 Pg. /3 • Records Management • Volumes • System Settings • Back Up Procedures • Troubleshooting Procedures • Technical Support Overview Full User Training • Introduction to Laserfiche • Folders and the Folder Browser • Scanning and Importing • OCR and Full Text Indexing • Document Display • IndexCard/Templates • Document Retrieval by Index Fields or Text (Searching) • Annotations • Extracting a Document from Laserfiche • Briefcasing and Migrating Documents • Customize Laserfiche • Volumes • Security • Advanced Features — Plug -ins 91 Vol. 206 Pg. /33 MCCI ADVANCED IMPLEMENTATION SERVICES *The following services listed have been included in your Statement of Work based on the recommendation of your Account Executive. Please consult with them for any questions. LASERFICHE WORKFLOW CONFIGURATION TRAINING MCCi's Laserfiche Workflow Configuration Training service is designed to be highly collaborative. The goal is for the client to have a trained Workflow Configuration Administrator. As a prerequisite, the client's Workflow Configuration Administrator should be a business process savvy, Individual with good technical skills. This is the person tasked with handling future workflow configurations, including any modifications needed to the configuration focused on during training. Client Deliverables • Provide MCCi with a mapped out/narrative of specified business process • Define each resource and activity of the business process • Define the Measurement of Success in conjunction with MCCi • Appointment of Workflow Configuration Administrator • Metadata requirements • Sample reports from functional activities involved • IT resources MCCi Deliverables • Install and configure Laserfiche Workflow with current Laserflche system • Onsite consultation with a MCC! Project Manager - Workflow Configuration Administrator Training - Offer best practices in security to support the specified workflow process • Workflow Managed Services post onsite training - Configuration assistance for a period of time immediately following onsite training • Developer Training (Applicable to Level 2 and Level 3 training packages) • Roll -out Assistance —This is an optional service, which is provided if included in the scope of services. Note that this service will be billed separately and is billed upon completion. Matrix of Workflow Training Packages: Services Provided Level 1 Level 2 Level 3 Remote Installation Included Included Included Onsite Training Days 2 3 3 Workflow Configuration Assistance Post Onsite Training Remote 30 Days Remote 45 Days Remote 60 Days Developer Training None Remote 1/2 Day Remote 1 Day Developer Assistance Post Developer Troinln None Remote 15 Days Remote 30 Days Roll- outAssistance(Optional)* 2Da s- Remote 1 2 Days - Onsite i 2 Days - Onsite 'Roll -cut assistance is billed as a separate event and at the time of delivery. LASERFICHE WORKFLOW MANAGED SERVICES MCCI 's Workflow Managed Services package is a post - implementation service, and is designed to assist the client's Workflow Configuration Administrator with ongoing consulting and configuration needs. Workflow Managed Services are billed in advance each year, in return for a discounted rate. Workflow Managed Services may be used for the following: 101 Vol. 206 Pg. /3S- • Additional Workflow Set Up Consultation — MCCi continues to consult and make recommendations on best practices for modifying existing / creating new workflow configurations. • Additional Remote Training — MCCi offers additional training for the client's Workflow Configuration Administrator. This is ideal for refresher training, as well as for new personnel in the event of turnover. • Ongoing Security Consultation — Laserfiche security plays a much larger role when business processes are being automated by Laserfiche Workflow. MCCi assists the client's Security and Workflow Configuration Administrators to offer security best practices to align with workflow configurations. • Leveraging Existing System(s) — MCC! will help identify more efficient ways of utilizing the Laserfiche product suite, as well as how to leverage other systems and the related data contained therein. • Meta -Data Consultation — Various meta -data objects must be created /modified to match up with specific workflow needs. MCCi will consult and help identify meta -data needs. • Expiration & Additional Services — Managed Services is an annual package and will expire on the same date as your SAP plan. The number of hours included are not to exceed the price of the package divided by MCCi's discounted hourly rate (Managed Service hours are discounted by 10%). Pricing can be adjusted for any additional hours if needed. • Remote Access Support — Managed Services are delivered remotely. Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly onsite visits. LASERFICHE FORMS SERVICES MCCi's Laserfiche Forms Services are designed to be highly collaborative. The goal is to provide a customized package for your organization. Whether you need direct assistance implementing Laserfiche Forms, or hands -on training to empower your organization to create and maintain electronic forms, or both, MCCi has options available. Please see your Statement of Work for the specific Laserfiche Forms Services quoted. Forms Training Services Provided Overview Comprehensive Training Duration Up to 5 hours Remote Up to 2 Days Remote /onsite Forms Designer Yes Yes Process Modeler yes Yes Workflow Configuration (for Forms Process Modeler Integration, and Filing Only) No Yes Forms Configuration (Up to 1- Level 1 Form) 1 0 1 III Vol. 206 Pg. X ?,5' Forms Configuration Services Per Form Level 1 Level 2 Level 3 Forms Design Services Up to 15 Fields Up to 30 Fields Up to 50 Fields Form Field and Data Look -up Rules* Up 10 Rules Up to 20 Rules Up to 40 Rules Process Modeler Configuration Up to 5 Steps Up to 30 Steps Up to 20 Steps Workflow Configuration (For Forms Process Modeler Integration, and Filing Only) No Yes Yes Custom Scripting (JScript or CSS)* Call for Quote Call for Quote Call for Quote *Please note: - Users submitting through the Forms Portal are limited to forms submission. Users cannot participate in the workflow /routing process within Laserfiche Forms Process Modeler or Laserfiche Workflow, unless they have a Laserfiche Named User License. - All Forms Configuration Services are conducted remotely due to multiple decislon points throughout the configuration, which may cause delays. - Field Look -ups: Database Views and Queries must exist or be created by the customer prior to MCCii database lookup configuration. - Java Script and CSS Scripting (if needed) are not included, unless otherwise notated in the pricing section of the Statement of Work. 121 Vol. 206 Pg. 1_2� SOFTWARE DESCRIPTTONS To determine which products are Included with your pro %ec# please refer to the Statement of Work LASERFICHEAVANTE Laserfiche Avante solution is a named user model and starts out with a feature rich system that is based on the number of people who will be using the system. It is designed for small to mid -size organizations and helps you capture, manage, distribute, and work with information in diverse working environments. Avante comes with Laserfiche Workflow and allows your organization to move beyond simple document routing to automate everyday tasks, optimize business processes, and share information with a wide variety of applications. Avante systems allow you to choose from multiple database platforms and incrementally expand the system with records management edition and other plug -ins such as Auditing, Web Access, Digital Signatures, and Batch Processing. The Laserfiche Avante pricing structure makes it simple and affordable to add new features and functionality to your Laserfiche system as your needs change. LASERFICHERIO MCCi recommends the Laserfiche RIO solution for Enterprise clients that have a large volume of users, as well as the need for test environments and multiple servers /repositories. RIO and each RIO license " comes coupled with Workflow, Web Access, Mobile Access, Snapshot, Email, Digital Signatures, and Advanced Audit Trail. This licensing structure makes It much easier on IT administration, especially when dealing with a large user base. In addition, RIO supports an unlimited number of application servers, as well as repositories, making it well suited for expansion and testing needs. RIO can connect either to MSSQL or Oracle for the backend database, and of course many of the same optional Laserfiche modules such as the Records Management, Batch Processing and Weblink Public Portal licenses are available with RIO. LASERFiCHE SOFTWARE FEATURES AND LICENSING Feature Avante Rio Comments Dotabose SQL Express, SQL, SQL Oracle Options Oracle Retrieval Public Portal Public Portal Concurrent ( Weblink) ( Weblink) Users Full Named Includes Workflow, Emall and Snapshot for Avante; Unlimited 25— Unlimited Includes Workflow, Email, Snapshot, Dlgital Signatures, Users Web Access and Advanced Audit Trail for Rio. IRetrievoi Named ;Users n/a 200— Unlimited Includes Email capability. Minimum of 200 must be I purchased. !Application Sen/erS 1 Unlimited ;UserLicense -. Model Named Named � 'Repositories 1 Up 15 per Avante: Up to 14 additional (for a total of 15) Application Server Repositories can he added at an additional cost_ 131 Vol. 206 Pg. /", SOFTWARE DESCRIPTIONS 14) Vol. 206 Pg.� RIO: Each Application Server can have up to 15 Repositories attached. RIO allows for an unlimited number of Application Servers. Workflow Included Included Isnopshot Included Included Email Included Included WebAccess (Thin client accessfor Add -on option Included named users) Mobile Access Requires WebAccess Included Digital Add -on option Included Signatures Add -on option Includes Advanced !Audit Trail (Options for Starter, Audit Trail Standard, Advanced) Avante Public Portal: The 5 concurrent license only j Weblink Public Portal Weblink Public allows for one security profile to be set. license package Portal license Unlimited versions are licensed per Laserfiche Public Portal options (5,10, 25, 50, package options (50, application server, and per processor. The licensed Unlimited Single Unlimited Single number of processors must be equal to or greater than Options O Options Processor, Unlimited Processor, Unlimited the number of processors (CPUs) on the correlating Dual Processor, Dual Processor, Laserfiche application server. Note: Additional copies of Unlimited Multi Unlimited Multi the Unlimited Public Portal are needed if there is a need Processor) Processor) to connect the Public Portal to more than 1 Application Server. Records Management Add -on option Add -on option Laserfiche Lf 8.1 and later Lf 8.0.1 and later Versions Web Admin Included Included Console The Laserfiche Forms User is a required add -on to all Laserfiche Full Named User licenses, and is a pre- requisite to all other Forms licensing options. This add - on will give the current Laserfiche Full Named Users full Laserfiche Forms Add -on option Add -on option access (submission, process involvement, and approval I Users. rights) to Laserfiche Forms Server. The Laserfiche Forms Servercan be installed multiple times, however each instance can only be associated with one Laserfiche application Server. Laserfiche Forms Users licensing is a prerequisite to (Laserfiche Forms Add -on option Add -on option being able to purchase Forms Portal licensing. The portal Forms Portal license allows Form submission from unlicensed (public) users. Forms Portal was also 14) Vol. 206 Pg.� SOFTWARE DESCRIPTIONS 151 Vol. 206 Pg. / 3 9� designed primarily for non - internal /public user submissions, therefore there is no Windows Authentication security validation provided. The users that access Forms through the Forms Portal can only submit forms (these users cannot participate in the business process after a form has been submitted). The Forms Portal is licensed to a specific Forms instance /server, rather than to the Laserfiche Application Server. Please note that if an organization desires to have a Forms Portal for internal users, as well as a Forms Portal for external users, and security protocol requires that these two Forms Portals reside on separate servers (one Internal one external), multiple Forms Portal licenses are required. The Enterprise Forms Portal License is recommended for Laserfiche Rio Customers that have multiple Laserfiche Application Servers, as well as for Laserfiche Avante Laserriche 1portol ( Avante only allows for one Laserfiche Application Enterprise Forms Add -on option Add -on option Server), but require more than two Forms Portal licenses (see Forms Portal description above). Enterprise Forms Portal is, indeed, unlimited Portals. Instead of allocating 1 one or more Forms Servers as Portals, they all are automatically Forms Portals. Laserfiche Forms Users licensing is a prerequisite to being able to purchase Forms Authenticated Participant licensing. Forms Authenticated Participant licenses allow Non- Laserfiche Users to participate In Laserfiche Forms Process Modeler Business Processes, and allow for secure authentication when Interacting with Laserfiche Laserfiche Forms. Forms Authenticated Participant JAuthenticared Add -on option Add -on option licensing Is recommended for all Internal users that 'Participants require authentication and /or Intend to participate In more than just the Forms submission process, and for those users that do not have Laserfiche Full Named User licensing, but have a need to authenticate and participate In Laserfiche Forms Business Processes. A Forms Authenticated Participant license Is required for i each Forms Server that the user needs to submit to. (Upgrade Path Rio TnIa 151 Vol. 206 Pg. / 3 9� SOFTWARF. DEsc;upTTONs LASERFICHE PLUG -INS Laserfiche Plug -Ins, Utilities. and Tools MCCi can provide additional Laserfiche Plug -Ins Utilities, & Tools software. Laserfiche offers a selection of modules and development tools designed to let you tailor Laserfiche to meet your needs. Certain Plug -Ins may be bundled differently based on the Laserfiche platform. Please refer to the pricing page /statement of work to determine which modules have been proposed. Capture Modules Laserfiche ScanConnect": allows ISIS scanning. A collection of ISIS scanner drivers is included with Laserfiche ScanConnect. These drivers allow images to be scanned through supported scanners. ScanConnect 7.x is can be purchased as an add -on to both Laserfiche scanning and Quick Fields. Laserfiche Snapshot ": Laserfiche Snapshot is included with both Avante and RIO Full Named User Licenses, and can generate images and text from an electronic file (e.g. a Word document, a web page, a text editor, etc.). The files generated by Laserfiche Snapshot capture the content of the electronic file at the time that It was processed. In other words, they represent an accurate portrayal of an electronic file at a given point in time. The images and text created from an electronic file are then stored in e Laserfiche repository. As you can see, Laserfiche Snapshot can be used as a tool to archive a particular version of an electronic file. Laserfiche Snapshot can process any electronic file that can be opened with a Windows application that has printing capabilities. This feature is automatically included with every Full User purchase. Laserfiche Import Agent: Laserfiche Import Agent is a capture tool that can bring files into a Laserfiche repository from the Windows file system. Anyfile that can be stored in Laserfiche can also be imported via ImportAgent. Whats more, Import Agent allows for scheduled and selective imports, so that users can set up specific criteria for what gets imported when. OCR Scheduler for Laserfiche: MCC! developed this tool. It provides a simple and effective way to mass OCR documents in Laserfiche. It allows administrators to configure multiple OCR sessions. Sessions are created based on selecting folders within a specific Laserfiche Repository and scheduling the time to begin the OCR process. Benefits: • Efficiency: Clients can schedule the tool to perform the OCR function, rather than tie up machines during the normal working rhythm. • Support/Search Content: Leaving the responsibility in users hands to conduct OCR can lead to incomplete processing. The tool provides assurance that everything in need of OCR is being addressed without end user Interaction. "QuickFields" (QF► Batch Processing Tools: Qulckflelds is a suite of Batch Processing utilities created by Laserfiche. Avante and RIO bundle each of these features differently, which is reflected in the Statement of Work /Pricing section: • Laserfiche• Quick Fields'" automatically captures useful Information from paper and electronic documents and organizes it for fast retrieval. Quick Fields transforms data capture from a costly and labor- intensive operation into an efficient process by collecting precise pieces of information from the masses of unstructured data flowing into your organization. Quick Fields improves the speed and accuracy of data capture while giving authorized staff instant access to the information they need to work effectively. • QF Bar Code Validation Package: The Bar Code add -on reads bar codes on a specified page in the document. The value returned by the bar code process can be used to identify a page, populate a 16( Vol. 206 Pg. X06 SOFTWARE DESCRIPTIONS field, determine the document name, or determine where the document will be stored. Bar Code is very powerful when combined with Real Time Lookup. Supported barcode formats: Codabar, CODE 39, CODE 128, EAN 8, EAN 13, Interleaved 2 of 5, UPCA, and UPCE. • QF Real -time Lookup Validation Package: Lookup populates template fields and validates metadata by retrieving data stored in third -party databases and other applications. • OF Zone OCR Validation Package: Images that contain clearly printed or typed information can be converted to text files through a process called OCR (Optical Character Recognition). Once text has been extracted from an image, it can be sent along with the image to the repository. Once the document has been imported into the repository, the extracted text will be associated with the corresponding image in the document. The International Zone OCR add -on will scan a zone on an image for text. Only text found within the zone will be extracted. The data returned by this process can be used to identify a page, populate a field, determine the document name, or determine where the document will be stored. The International Zone OCR add -on can be installed when Quick Fields is first installed or after it has already been installed. • QFForms Alignment: automatically repositions scanned documents to match a master form, correcting for scanning errors and improving data extraction, • QFDocument Classfflcation: designed for clients who deal with multiple forms, and will recognize and process multiple document types. • QFAuto Stamp /RedadionlBotes Numbering: The Bates stamp option is a document auto - numbering annotation option • QFQptical Mark Recognition: detects handwritten information, including marks on surveys, tests and ballots. • QFAgent: enables administrators to schedule forms processing around the clock and run Quick Fields sessions without operator intervention, reducing labor costs and optimizing business processes. • QFForms ldentfficatlon: automatically recognizes the form or document based on its overall structure, even in the absence of bar codes, form data or other distinguishing information. • QFForms Extractor: removes form outlines to isolate data for more accurate capture. QFScdpting Klt,• Offers a script editor, which allows developers to write C# and VB.Net Scripts, and insert the scripts into a Quickfields Session. Distribution Modules • Laserfiche Public Portal - WebLink'": The WebLink module publishes select documents in a Laserfiche repository to an Intranet or the Internet in read -only form. Documents can be made available through the Web almost instantly, and users need only an Internet browser in order to access them. Built on ASP .NET, WebLink can be customized to match the look and feel of an organization's Internet or intranet site. • Laserfiche WebAccess: Laserfiche Web Access is a Web browser -based thin client offering virtually all of the document management capabilities of the standard Laserfiche interface. Web Access allows your IT staff to roll out high - volume Laserfiche access without increasing your organization's application support burden. Authorized users organization -wide enjoy simultaneous access to documents, whether they are using the corporate Intranet or logging in from a branch office. o Laserfiche Mobile Access Options: Laserfiche Web Access is required for any /all mobile access options. Web Access Light & Laserfiche Mobile are both options for providing mobile access to your Laserfiche solution: Web Access Light: Designed for Blackberry, Chrome, Opera and Safari mobile browsers, offers a lightweight Web interface for popular mobile devices, enabling users to search and retrieve documents, as well as approve documents 171 Vol. 206 Pg. / (/ SOFTWARE Dsscmrrio vs 181 and participate in workflow automation processes, while away from their desktop computers. The Laserfiche Mobile (Phone app takes advantage of the iPhone's touch screen, gesture recognition and high resolution interface to provide users with an immersive experience. Features Include: • Create and upload new content with the iPhone camera. • Automatically crop, straighten and enhance captured information, with full text recognition. • Copy, move, rename, download, e-mail, print or delete content. • Browse for documents in a folder structure or search the entire repository • Participate in workflow automation processes by accessing metadata fields. The Laserfiche Mobile ipad app gives employees the ability to securely view and update content from wherever they are. Features include: • Provides secure access to documents and metadata • Enables users to create and upload new documents • Participate in Workflows on the go Laserfiche Mobile for Android allows you to: • Search across all documents in a repository • Pan, zoom, rotate, and easily access metadata while working with a document in the Document Viewer • Quickly create and upload new documents from your device's camera, images in your device's gallery, and files stored on your device • Full support for Laserfiche Business Processes, Including starting business processes and viewing their details • Use personal libraries to create task lists or group related entries to make working with them faster and easier • Add, edit, and view entry metadata • Copy document text for use in other apps • Process, clean up, and compress captured documents for easier viewing • Capture the geographic coordinates of an image to allow linking documents to their mapped location • View and export PDFs and other electronic documents • E -mail document or folder links to colleagues • Manage documents using copy, move, rename, print, and delete • A variety of security options keep documents secure in Laserfiche and on your device • Widget lets you quickly upload new documents and Images Laserfiche Plusm Laserfiche Plus allows the information stored in a Laserfiche repository to be portable. Laserfiche documents published by Laserfiche Plus can be viewed by anybody, regardless of whether they have Laserfiche installed. If these portable Laserfiche documents are sent to a company or site that already has Laserfiche installed, then that organization can also choose to attach those documents to their repository. This software prepares a copy of the Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your Vol. 206 Pg. /`44 SOMVARF, DESCRIMO \S removable media or to a temporary directory. Choosing to publish to a temporary directory allows you to write it to your removable media at your convenience. • Laserfiche E -Mail Plug -In'" allows instant electronic document distribution via standard MAPI- compliant e-mail applications. This feature is automatically included in every Full User and Retrieval User license purchase. Workflow Process Automation, Collaboration, and Tracking • Laserfiche Workflow: Efficiency and accountability- enhancing document routing, e-mail notification and audit trail reporting. • Laserfiche Digital Signatures: Laserfiche allows users to sign briefcases when exporting as well as documents stored in Laserfiche. These are two separate applications of digital signatures. Signing a briefcase file embeds the signature in the file along with the certificate associated with the signing key. The full certificate chain is embedded. This allows users to prove who created the briefcase and that the briefcase was not tampered with. Digitally signed briefcases may, but do not necessarily contain digitally signed documents. Digital signatures can be applied to documents stored in Laserfiche. The digital signatures are stored as metadata and are preserved when exporting a document in a volume or briefcase (whether or not the briefcase was itself 'signed). Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their approval. Documents can also be countersigned by another user, which indicates approval of the document and the existing signature. Multiple signatures and countersignatures can be applied to a single document. Digital signatures are validated with signing certificates on the server and the repository, which verifies that a signature on a document is trustworthy. A signature becomes invalid if the certificate is expired or if a document has been modified since the signature was applied. Signature certificates are managed through the Laserfiche Administration Console or Web Administration Console. As a pre- requisite, the organization must have Digital Certificates set- up on the network, prior to implementing Laserfiche Digital Signatures. • Laserfiche Audit Trail Modules: Three levels of audit reporting to address your specific regulatory compliance and security needs. • The Starter Edition tracks basic events that occur in the repository and that involve accessing, modifying or exporting data. Basic events Include creating, editing, printing or deleting documents, creating annotations, and assigning metadata. • The Standard Edition builds on the Starter Edition by tracking additional security- and access - related events. This edition can also track unsuccessful attempts to perform an action, such as failed attempts to access or print documents. • The Advanced Edition meets the needs of organizations in the most highly regulated environments. It includes all the functionality of the other two editions, and also tracks many more events Including password changes, the creation or modification of users and groups, and changes to repository-wide settings. It can also track all the searches users perform, require users to enter reasons for performing certain actions, and automatically add watermarks to printed documents. Electronic Forms • Laserfiche Forms allows organizations to create Web forms for collection and processing information electronically. • Laserfiche Forms has flexible design options to meet your organization's needs. You can: 191 SOFtwARF. DESCRIPTIO \s - Create custom forms from a library of field or selection elements. Apply preset or custom themes, including page logo, colors, buttons, fonts, and more. - Configure form elements to dynamically be displayed or hidden depending on user inputs or to be populated with data from external data sources. Automate business processes for form data to follow, such as decision- making, emailing, or approvals. Create custom form layouts and dynamic behaviors with CSS and JavaScript. • Role -based security is included to allow and restrict access to necessary functions for form submitters, reviewers, approvers, form creators, and system administrators. • Reporting tools allow different views of details on submitted forms such as: User view of details about all submitted forms. - Approver "dashboard" of submissions awaiting approval. Administrator views of all submissions by form and approval status. • Forms can be used Internally or externally (with the appropriate licensing). Publication options include login to forms system, public URL, secure URL, or embedded into a Web page. • Submitted data can be exported for further analysis or distribution. • Submitted forms can be utilized to initiate an email notification or start a workflow rule within Laserfiche. Laserfiche Integration Plug -Ins • LF Integrator's Toolkit: Provides the tools & documentation necessary for customizing Laserfiche, and integrating Laserfiche with other applications. • Third Party Integration Plug -Ins: Datafyow Affinity Integration — Datallow Affinity brings the power of Laserfiche document management to the applications you use most. Document searches can be reduced to a single click of a button. New documents can be added to your Laserfiche repository without manually entering template field values, file names, or folder locations. Affinity truly makes Laserfiche feel like part of your business software. RatchetX Integration — RatchetX is a configurable and robust middleware integration tool for Laserfiche. With a single click of a button, new documents can be added to Laserfiche from another application, and users can search Laserfiche directly from the applications they use most. RatchetX is unique in regards to the robust toolset it provides for accessing data from other applications (even the toughest proprietary systems), for use configuring the most common ECM integrations: Indexing, importing/scanning, and executing search queries. In addition, RatchetX provides the capability to create custom integration activities, such as populating a record in another system from the data extracted during the intake process in Laserfiche, or looking up a record in another system from the Laserfiche interface itself (Bi- directional Integration). LF Integrator GP —LF Integrator empowers Great Plains users to scan, search and link supporting documents In Laserfiche document management applications directly from the Great Plains menu bar. Link the document and workflow management power of Laserfiche with your current Great Plains implementation. - LF Integrator AutoCAD — LF Integrator for AutoCAD allows you to store AutoCAD drawing files or associated documents in Laserfiche, including embedded cross reference files, directly from the AutoCAD menu. Launch Laserfiche scan or search modules using the drawing file for template or search criteria, or create a Laserfiche document template using the fields from any AutoCAD drawing title block with a single click. 20) Vol`ZM6 Pg- /W SOFTWARE DESCRIMON"S 21 GeoDocs: GeoDocs'° is a web -based software that Seamlessly integrates ESRI ArcIMS (soon to be ArCGIS Server) and Laserfiche. Utilizing robust search capabilities, users of GeoDocs can access digital documents stored in a Laserfiche repository from within the web -based GIS program and vice versa, access spatial information stored in a GIS from within the Laserfiche web client. ImageSign for Laserfiche — ImageSign for Laserfiche allows you to digitally sign documents inside of Laserfiche securely. There are also options for utilizing external signature pads to allow customers & external users to electronically sign documents. *Created & supported by MM only. LT Systems Laserfiche Integration — LT Systems Laserfiche Integration allows users of the LT Systems Court solutions to archive court related documents into Laserfiche. Users can launch Laserfiche scan or searching windows from LT Systems and bring data and documents directly into Laserfiche while capturing metadata In LT Systems. *Created & supported by MCCI only. TECHNICAL when you become a client of MCCi, you gain much more than just a new product. You gain a relationship between our staff and your organization to make your product implementation successful and the usage of your product an enjoyable experience. In order to make this possible, MCCI offers both Proactive and Technical Support. PROACTIVE SUPPORT MCCi assigns each account with a Regional Account Executive and an internal Account Manager Team. You will have already worked with your Account Executive in the pre - project phase and they will continue to support you. Your Account Executive will provide a local presence and contact information should local meetings be necessary. The Account Executive also assists in pre implementation processes. Your Account Manager will assist in managing ongoing support through the life of the product. MCCI believes in a proactive support methodology and it is the Account Managers' role to insure this ongoing communication with clients. Your Account Manager will be in touch throughout the year to discuss optimal system usage and ensure client satisfaction. Items discussed may include, but are not limited to: • Identify any needs that could easily be addressed with the current system. • Provide resource for question and answer, best practices, how other customers are using the system with use of documented case studies, Ustservs, support center, etc. • Provide continued education for existing and new users within the organization through the use of webinars, seminars, workshops, users group, and more. • Annual review of current system configuration • Dedicated sales support staff for pricing inquiries and budgetary Information • Annual support renewal notification to ensure your renewal process is timely and accurate Educational Resource Definitions • Case Studies — MCO works with our clients to put together narrative accounts of specific usages of MCCI solutions in their organization. Specific departments, document types, integrations, etc. are noted to allow other users to learn from the information. • MCC( Listsery — MCCi has created a Listsery for specific types of system customers. A Listsery is a creative use of e-mail, which provides a means for End Users to share information on a common interest. Members are able to communicate with peers thru a single e-mail. Uses of the Listsery may include fielding requests about system usage, as well as best practices. • Support Center —This resource is a compilation of white papers, best practices, and information for system users all in one location. Through the support center, users can also submit and check the status of their support tickets. • Webinors — MCCi conducts monthly webinars on different topics promoting more efficient system usage. User webinars are also offered on more specific topics related to products, concepts, departments, etc. regarding the usage of your system. These are done through the web and area convenient way of staying informed on the newest technologies available. • Seminars— MCCi conducts seminars on different topics to help educate new and existing end users throughout the year. They are usually located at a host site of an existing customer. These can also be offered at current client's locations to invite departments to learn more regarding their current system. 221 TECHNICAL SUPPORT User Groups— MCCi offers annual user groups to keep end users trained on the newest versions and products. These are geared to both users and administrators of the system. TECHNICAL SUPPORT The Laserfiche Software Assurance Plan (LSAP) helps preserve your investment and extend the benefits of your original purchase by providingyou access to the assistance needed to ensure that you maximize system uptime. You have access to a toll free line to call for technical support or submit tickets online through our support center. When you subscribe to the LSAP you receive the following benefits: • 100% upgrade credit for your existing software (in the event of an upgrade) • Free software updates for your current system • 24 -hour FTP and website access which includes the MCCi Online Support Center • Technical bulletins and newsletters TRAINING CENTER MCCi's Training Center provides an easy, cost - effective way to provide Laserfiche training to all users in your organization. An annual subscription allows access to our online course offering of over 200 training videos. The Training Center is home to video categories such as Laserfiche Administration, Laserfiche Client, Workflow, and Tips & Tricks. All videos use instructor descriptions from Laserfiche Certified Professionals. The Training Center provides the following benefits: • 24/7 access to on- demand Laserfiche training videos and other resources • Reduction in training expenses • Caters to all skill levels from Basic Users to Advanced System Administrators • Unlimited access for your entire organization • User determined schedule and pacing • Reduction in internal support • Increased efficiency through improved internal usage /adoption • Instant /budgeted training available in the case of employee turnover • Enhance your organization's internal Laserfiche training program • Increased user productivity MANAGED SERVICES MCCi Managed Services are strongly encouraged to be included with every support renewal and provide the client with a discounted hourly rate by purchasing an advanced block of services per year based on the products purchased. Managed Services can be used for the following professional services: • Additional Training — additional training, via web conferencing, can be conducted to train new users on the use of the system or as refresher training for existing users. • Additional System Set Up Consultation — MCCi offers additional consultation that includes recommendations on best practices for adding additional departments, additional types of 231 document etc. to your current system. • Remote Implementation of Software Updates — While the standard SAP plan covers free updates for software, implementation of those updates is sometimes overlooked. With the addition of our Managed Services, MCCi is at your service to directly assist in implementing software updates such as minor updates, quick fixes or point releases. Dependent on complexity and client specific configurations, major software upgrades may or may not be covered and should be discussed with your Account Management Team. • Annual System Review & Analysis —Upon request, MCCi will access your system to review and analyze how your organization is using the system, identify discovered potential Vol. 206 Pg. /el7 TECHNICAL Sl1PPORT problem areas and make recommendations for better use of the system. This analysis is designed to be implemented 6 months after the initial Software installation, and should be performed annually after that date. This is an optional service that will be completed only if requested by the Client. • Remote Access Support — Remote Access Support allows our helpdesk staff to access your machines remotely to resolve problems faster. The use of Remote Access Support saves you both time and money by reducing the delays in resolving software issues without costly onsite visits. • Laserfiche Certifications — First priority offering of complimentary Laserfiche certifications on an as available basis. • Laserfiche Conference Registration — first priority offering of complimentary Laserfiche Annual Conference registration on an as available basis. • Expiration & Additional Services — MCCi Managed Services is an annual package and will expire on the same date as your SAP plan. MCCi does provide continued technical support for all MCC! applications. Technical support is provided via email or telephone during normal business hours of 8:00 a.m. to 5:00 p.m. local time in the Continental U.S. Clients can designate several individuals who are to be the technical support contacts. Those individuals may contact MCO at any time for technical support. There is no limit on the number of technical support calls that can be made. Adjustments in annual support rates may be made to coincide with current U.S. inflation rates. 241 Vol. 206 Pg. / 5/Y HARDWARE REQUIREMENTS MCCi will provide necessary consultation upon request, as to the compatibility of current hardware with the Laserfiche System. Changes and recommendations will be made at the time of consultation. See system requirements below. Please keep in mind that these are the minimum system requirements as recommended by MCCi, and should be considered independently rather than collectively. Additionally, overhead for virtualization has not been factored in to these requirements. MCC! does not recommend any version of Windows that is approaching or Is beyond the "End of Extended support Date" specified by Microsoft. scannlna Station PC Os Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista, Windows XP Professional (Service Pack 3 or later) CPU 2.8 GHz processor or faster Memory 2GB RAM or more Communications TCP /IP Web browser Internet Explorer 6.0 or higher Client Os Windows 8 (32 or 64), Windows 7 (32 or 641, Windows Vista, Windows XP Professional (Service Pack 3 or later) CPU 1 GHz Processor or better, Performing OCR: Dual Core 24 GHz or faster processor Memory 1 GS RAM or more, Performing OCR: 2 68 RAM Communications TCP /IP Web browser Internet Explorer 6.0 or higher Botch Processing quick Fields Machine OS Windows 8 (32 or 64), Windows 7 (32 or 64), Windows Vista, Windows XP Professional (Service Pack 3 or later) CPU 2.8 GHz Processor or better, Performing OCR: Dual Core 2.8 GHz orfaster processor Memory 4 GB RAM or more Communications TCP/IP High Volume Recommendation Windows 7 x64 with 8 GB RAM, Intel Core 2 Duo Processors 3.33GHz LaserJfche Application Server OS Windows Server 2012, Windows 2008 R2, Windows Server 2003 (Service Pack 2 or later CPU Quad -Core Processor, 2.5 GHz Processor or better Memo 4 -8 GB RAM Communications TCP /IP 25 Image /FAe Server Storage Typical usage factoring is 18,000 black /whlte standard size images per GB. Clients typically use a Network Attached Storage (NAS), Storage Area Network (SAN), or a Local Storage Device. Vol. 206 Pg. /% HARDWARE REQUIRENVENTS Database Manoaement System Laserfiche Workflow Server OS SQL Server 2012, SOL Server 2008 R2 Standard, Microsoft SQL Server 2005 (Service CPU Pack 3 or later), Oracle 9i Release 2 (9.2.0.8 +), Oracle 10g (10.2.0.4 +), Oracle 11g Memo (1LL0.6+). For MSSQL, MCCi recommends storingthe MDFand LDF on different Communications drives. Growth of MDF to 10% -15% and Log to 5% to SD% of cumulative Laserfiche Avante SQL or Rio SOL Volume size is anticipated. Avante SQL Express Microsoft SOL Server 2008 Express Edition •Note: Oracle or Microsoft SQL Server must be purchased separately. you must Viewer additionally purchase enough licensing for your DBMS to support your Laserfiche Installation. Laserfiche Workflow Server OS Windows Server 2012, Windows 2008 R2, Windows Server 2003 (Service Pack 2 or later CPU 4 Core Processor, 2 GHz Processor or better Memo 4 GB RAM Communications TCP /IP Losefche Audit Trail Server OS Windows Server 2012, Windows 2008 R2, Windows Server 2003 (Service Pack 2 or later), IIS6 or CPU Dual Core Processor, 2 GHz Processor or better Memo 2 -4 GB RAM Communications TCP /IP Local Storage C:\ Drive with 40G8 or greater available web Module Servers) Required if Installing "Web Access' or Public Portal- Weblink" Windows Server 2012 with IIS 8, Windows Server 2008 R2 with 1157 ,Windows I OS Server 2003 with IIS 6 CPU Oval Core 2.8 GHz or faster processor Memory 268 HAM or more Web Browser (minimum versions): Laserfiche Web products operate most efficiently when using Internet Explorer 9. Other supported browsers are Firefox, Viewer Safari and Chrome Clients are responsible for any additional security protocol setup /associated fees that are required to provide Internal /external web access. An example would be setting up "Kerberos" for thin client active directory authentication, or setting up VPhl access to allow Laserfiche's iPad /iPhone applications to connect through the Note Web Access server. 261 Vol. 206 Pg. !10 HARDWARE REQ111REMENTS Laserfiche Public Portal —Webl ink Per Processor (Unlimited) licensing specifics: The Public Portal License allows unlimited connections per processor, however a large number of connections may affect the Laserfiche application server performance (one processor can handle roughly 1DO to 150 concurrent retrieval connections). The client must have one Public Portal License for each Laserfiche application server they desire to connect to, and the Public Portal license must be licensed by the appropriate number of processors, which is required to match or exceed the CPUs /processors an the Laserfiche application server that the Public Portal will connect to. For example, the client must have a dual - processor or multiprocessor Public Portal license In order to connect to a Laserfiche Application Server that has two or more processors. Public Portal View Only Licenses may only be used with Weblink; they are not available for other applications. OCR Scheduler for Laserfiche OS Windows Operation Systems: 32 & 64 de Requirements Laserfiche Version 8 Server(runs as a service), Laserfiche Version 8 Client. Recommendation 1 dedicated LF Named User license Note Does not support OCR for Electronic Documents Scanners Must use ISIS drivers to be compatible with Laserfiche ScanConnect software. Scanner compatibility should be confirmed by referencing the most up to date Laserfiche published supported scanner list at: htto: / /laserfiche.com/ static /Resources /scanl ist. html. Laserfleft Farms Laserfiche Server Version 8.3.2 or higher, Avente or Rio licensing model Windows Server 2008 with 115 7 or 7.5, Windows Server 2012 or Windows 8 with IIS Web Server 8 CPU Quad Core 2.9 GHz or faster processor Memory 8 GB RAM or more Database Server Microsoft SQL Server 2008, 2008 R2, and 2012 Laserfiche Forms can be viewed in Chrome, Firefox 3.5 and higher, Internet Explorer 7 and higher. Opera, and Safari (Mac only). It also supports mobile browsing from IPad 2 and higher. For best results we recommend using Internet Explorer 9 or higher, Firefox 12 or higher, or Chrome 6 or higher Client Internet Explorer 7 users should install Microsoft security update 947864 (M508- 024) The number of Forms application servers needed is dependent upon the number of Forms instancesthe client would like to install. Additionally If the Forms Portal module is intended to be installed outside the secure network clients would typically need an external Forms Server and an internal Forms Server. Please review Laserfiche Software Features and Licensing chart for additional Information and consult with your MCCI representative on the properllcensing and configuration for your needs. Note 27 Vol. 206 Pg. /� . The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date appearing below, unless accepted by the Client. 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' NI N'N!N NIN NiN NIN I i I N N N N ! ! NtN Ni N�N�N N C N � f i " Nj Mi wiN IO�l.�pp�C+�H � e<' C '0061 aog Vol. 206 Pg. " Vii. A/. Hi i:tl l� 'yl Ingram,Wa11is &Co.,P.c. CERTIFIED PUBLIC ACCOUNTANTS August 8, 2014 To Honorable Duane Peters, County Judge and the Honorable County Commissioners and Management of Brazos County, Texas We are pleased to confirm our understanding of the services we are to provide Brazos County, Texas ( "County") for the years ended September 30, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. We will audit the financial statements of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements, of Brazos County, Texas as of and for the years ended September 30, 2014, 2015, and 2016. We will also audit the financial statements of the governmental activities and the general fund, including the related notes to the financial statements of the Brazos County Health District ( "District") as of and for the years ended September 30, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD &A), to supplement the County's and District's basic firtancial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagements, we will apply certain limited procedures to the County's and District's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audits of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI, as applicable, is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1) Management's Discussion and Analysis 2) Retirement System Information 3) Other Post Employment Benefits Information James D. Ingram, 111 I Thomas A. Wallis I lane., D. Ingram, IV I Richard L. Webb T. 9 79.77 6.26 00 F. 9 79.7 74.77S9 E. iwc ®i ngra no- wa ll is. con; 2100 East VI1la Maria, Suite 100 • Bryon, Texas 77802 Vol. 206 Pg. l -7 4) Budgetary Comparison Schedules 5) Infrastructure Condition Data We have also been engaged to report on supplementary information other than RSI that accompanies the County's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audits of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America, and we will provide an opinion on it in relation to the financial statements as a whole, in a report combined with our auditor's report on the financial statements: 1) Schedule of expenditures of federal and state awards. 2) Combining and individual nonmajor fund financial statements The following other information, as applicable, accompanying the financial statements will not be subjected to the auditing procedures applied in our audits of the financial statements, and our auditor's report will not provide an opinion or any assurance on that other information. 1) Introductory Section 2) Statistical Section We will also audit the statements of revenue, expenditures and changes in fund balance — budget and actual — regulatory basis of the Texas Juvenile Justice Department Grant Funds of Brazos County, Texas Juvenile Probation Department, including the related notes to the financial statements, for the years ended August 31, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. The financial statements will be prepared on the basis of the financial reporting provisions of the Texas Juvenile Justice Department, which is a basis of accounting other than accounting principles generally accepted in the United States of America, to comply with the requirements of the Texas Juvenile Justice Department. We will issue a separate engagement letter covering the Community Supervision and Corrections Department. Audit Objectives The objective of our audits is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally. accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting on— Internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards. V01.206 Pg. �S Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws, regulations, and the provisions of contracts or grant agreements that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996, OMB Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations, and the State of Texas Single Audit Circular. The Government Auditing Standards report on internal control over financial reporting and on compliance and other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the scope of testing of internal control and compliance and the results of that testing, and not to provide.an opinion on the effectiveness of the entity's internal control or on compliance, and (2) that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity's internal control and compliance. The OMB Circular A -133 and State of Texas Single Audit Circular report on internal control over compliance will include a paragraph that states that the purpose of the report on internal control over compliance is solely to describe the scope of testing of internal control over compliance and the results of that testing based on the requirements of OMB Circular A -I33 and the State of Texas Single Audit Circular. Both reports will state that the report is not suitable for any other purpose. Our audits will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A -133 and the State of Texas Single Audit Circular, and will include tests of accounting records, a determination of major program(s) in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular, and other procedures we consider necessary to enable us to express such opinions. We will issue written reports upon completion of our Single Audit. Our reports will be addressed to the Honorable Duane Peters, County Judge and the Honorable County Commissioners of Brazos County, Texas. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis -of -matter or otber -matter paragraphs. If our opinions on the financial statements or the Single Audit compliance opinions are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audits or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or may withdraw from this engagement. Management Responsibilities Management is responsible for the financial statements, schedule of expenditures of federal and state awards, and all accompanying information as well as all representations contained therein. Management is also responsible for identifying all federal and state awards received and understanding and complying with the compliance requirements, and for preparation of the schedule of expenditures of federal and awards (including notes and noncash assistance received) in accordance with the requirements of OMB Circular A -133 and the State of Texas Single Audit Circular. Vol. 206 Pg. Management is responsible for (a) establishing and maintaining effective internal controls, including internal controls over compliance, and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met; (b) following laws and regulations; (c) ensuring that there is reasonable assurance that government programs are administered in compliance with compliance requirements; and (d) ensuring that management is reliable and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audits, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for program compliance and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagements and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the government complies with applicable laws, regulations, contracts, agreements, and grants. Management is also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements, or abuse that we report. Additionally, as required by OMB Circular A -133 and the State of Texas Single Audit Circular, it is management's responsibility to follow up and take corrective action on reported audit findings and to prepare a summary schedule of prior audit findings and a corrective action plan. You are responsible for preparation of the schedule of expenditures of federal and state awards (including notes and noncash assistance received) in conformity with OMB Circular A -133 and the State of Texas Single Audit Circular. You agree to include our report on the schedule of expenditures of federal and state awards in any document that contains and indicates that we Vol. 206 Pg. I have reported on the schedule of expenditures of federal and state awards. You also agree to include the audited financial statements with any presentation of the schedule of expenditures of federal and state awards that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal and state awards in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular; (2) you believe the schedule of expenditures of federal and state awards, including its form and content, is fairly presented in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the schedule of expenditures of federal and state awards, You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. With regard to using the auditor's report, you understand that you must obtain our prior written consent to reproduce or use our report in bond offering official statements or other documents. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. Vol. 206 Pg. Audit Procedures — General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audits will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audits to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the government or to acts by management or employees acting on behalf of the government. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us, even though the audits are properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagements, and they may bill you for responding to this inquiry. At the conclusion of our audits, we will require certain written representations from you about your responsibilities for the financial statements; schedule of expenditures of federal and state awards; federal and state award programs; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. Audit Procedures — Internal Control Our audit will include obtaining an understanding of the government and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to Vol. 206 Pg. preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by OMB Circular A -133 and the State of Texas Single Audit Circular, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal and state award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to OMB Circular A -133 and the State of Texas Single Audit Circular. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, OMB Circular A -133, and the State of Texas Single Audit Circular. Audit Procedures — Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of Brazos County's compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. OMB Circular A -133 and the State of Texas Single Audit Circular require that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with applicable laws and regulations and the provisions of contracts and grant agreements applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the OMB Circular A -133 Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of Brazos County's major programs. The purpose of these procedures will be to express an opinion on Brazos County's compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to OMB Circular A -133 and the State of Texas Single Audit Circular. Engagement Administration, Fees, and Other While we do not anticipate using third -party service providers, we may from time to time, and depending on the circumstances and with your consent, use third -party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality Vol. 206 Pg. agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third -party service provider. Furthermore, we will remain responsible for the work provided by any such third -party service providers. We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any documents selected by us for testing. At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. It is management's responsibility to submit the reporting package (including financial statements, schedule of expenditures of federal and state awards, summary schedule of prior audit findings, auditors' reports, and corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. If applicable, we will provide copies of our report for you to include with the reporting package you will submit to pass - through entities. The Data Collection Form and the reporting package must be submitted within the earlier of 30 days after receipt of the auditors' reports or nine months after the end of the audit period, unless a longer period is agreed to in advance by the cognizant or oversight agency for audits. We will provide copies of our reports to Brazos County; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of Ingram, Wallis & Company, P.C. and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the cognizant or oversight agency for audit or its designee, a federal or state agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Ingram, Wallis & Company, P.C. personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the cognizant agency, oversight agency for audit, or pass - through entity. If we are aware that a federal or state awarding agency, pass - through entity, or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. Vol. 206 Pg. 1�_46" We expect to begin our audits in early December each year and to issue our reports no later than March I each year. Tom Wallis is the engagement partner and is responsible for supervising the engagements and signing the reports or authorizing another individual to sign them. Our fee for these services will be at our standard hourly rates plus out -of- pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.). Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audits. Our invoices for these fees will be rendered each month as work progresses and are payable within 30 days of presentation and approval by the Commissioners' Court. In accordance with our firm policies, work may be suspended if your account becomes overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report(s). You will be obligated to compensate us for all time expended and to reimburse us for all out -of- pocket costs through the date of termination. The above is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audits. If significant additional time is necessary, we will discuss it with you before we incur the additional costs. You have requested that we provide you with a copy of our most recent external peer review report and any subsequent reports received during the contract period. Accordingly, our 2011 peer review report accompanies this letter. In addition, you have requested that we provide you with a Certificate of Insurance which has also been attached to this letter. We appreciate the opportunity to be of service to Brazos County, Texas and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Very tnrly y urs, Ingram, Wallis & Company, P.C. Vol. 206 Pg. RESPONSE: This letter correctly sets forth the understanding of Brazos County, Texas. Management signature: Title: Date: Governance signature: Title: Date: i Vol. 206 Pg. /G� I a O Td: 210,342.0000 40 M X70 J/ Fu: 210,342-0066 Sufte 200 www.bdo.corn San Antonio, Tr M16 System Review Report November 22, 2011 To the Shareholders of Ingram, Wallis & Company, P.C. and the Peer Review Committee of the Texas Society of CPAs We'have reviewed the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C. (the firm) in effect for the year ended June 30,2011. Oar peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firms compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aicoa.org[prsummary. As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards and audits of employee benefit plans. In our opinion, the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C., in effect for the year ended June 30, 2011, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass Tbith deficiency (ies) or fail. Ingram, Wallis & Company, P.C. has received a peer review rating of pass. Vol. 206 Pg. %U INGRA -2 OP ID: AS CERTIFICATE OF LIABILITY INSURANCE TE ° " 08105e"Y`Y 08!0512014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOPE NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES. NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURENS), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: H the certificate holder is an ADDITIONAL INSURED, the policy(Les) must be endorsed. N SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this Certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRMUCEA Anco Insurance B/CS P. O. Box 3888 INTACT PHONE F NR "lid ADDRESS, Brryyan, TX 77806 Sld Alexander 613BANQ8465 1011012013 INSURE S AFFORDING COVERAGE MID INSURER A: Hartford Insurance/Direct Bill 29424 s 300,00 INSURED Ingram Wallis & CO., Inc. 2100 Villa Maria, Suite 100 Bryan, TX 77802 INSURER e: PERSONAL a ADV INJURY INSURERC: JGEWL GENERAL AGGREGATE s 2,000,00 INwRER D PRODUCTS- COMPAIP AGG INSURER E: Em Bon. S 6,00 INSURER F: AUTOMOMLE LIABILITY ANy AUTO ALL OMED SCHEDULED AUTOS NON -OMJED X HIRED AUTOS X AUTOS COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POUCY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. NTR TYPEOFINSURANCE RDOL P CY NUMBER PO POLICY LIMITS A GENERAL LMBLITY COMMERCMLGENERALLIABILITY CLAIMS.MADE OCCUR 613BANQ8465 1011012013 1011012014 EACH OCCURRENCE E 1,000,00 PREMI s raazVmrce s 300,00 MEDEXP . wn) S 10,00 PERSONAL a ADV INJURY $ 11000100 JGEWL GENERAL AGGREGATE s 2,000,00 AGGREGATE LIMIT APPLIES PER: POLICY 7 PRO- 7 LDC JFrT PRODUCTS- COMPAIP AGG S 2,000,00 Em Bon. S 6,00 A AUTOMOMLE LIABILITY ANy AUTO ALL OMED SCHEDULED AUTOS NON -OMJED X HIRED AUTOS X AUTOS 61SBANQ8455 1011012013 1011012014 I FA WI 1.000,00 BODILY NJURY(Per wwn) s BODILY NJURY (Per ruwN) S PROPERTY DMMGE IPER ID N s s A X 1 UMBRELLA LMB OEM LUIS X OCCUR ICLAIMSAUU)E ISSANQ8465 10/1012013 1011012014 EACH OCCURRENCE $ 1,000,0 AGGREGATE S 11000,0 OED X RETENTIONS 10000 s A V/DRAERS COMPENSATION AND EMPLOYERS LIABILITY ANY PROPRIETORIPARTNERIE XECUTIVEYO OFFICERMEMSER EXCLUDED? (SWSMayM NN) Ny-S 4PnW MO OESGRIPTpN OF OPERATIONS Wk"v NIA 61WECEXOSSO 1011012013 1011012014 X OEVATU- OTH- EL EACH ACCIDENT $ 1,000,0 EL DISEASE - EA EMPLOYEE S 1,000,01 E.L. DISEASE - POLICY LIMIT S 11000,00 DESCM "ONOFOPERATION3(LOCATIDNSIVVWLEB (AIbcN ACOR01P1, AEEltlaul RCm/HU 9cNIMWA Mmon �ynHnRVIrMEI Brazos County, Texas E. Duane Peters PO Box 814 Bryan, TX 77805 -0914 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIIPJJ REPRESENTATIVE &�W" — reserved. ACORD 26 (2010!05) The ACORD name and logo are registered marks of ACORD Vol. 206 Pg. Ingram,Wa11is &Co.,P.c. CERTIFIED PUBLIC ACCOUNTANTS August 8, 2014 To Honorable Duane Peters, County Judge and the Honorable County Commissioners and Management of Brazos County, Texas We are pleased to confirm our understanding of the services we are to provide Brazos County, Texas ( "County') for the years ended September 30, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. We will audit the financial statements of the governmental activities, the business -type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements, of Brazos County, Texas as of and for the years ended September 30, 2014, 2015, and 2016. We will also audit the financial statements of the governmental activities and the general fund, including the related notes to the financial statements of the Brazos County Health District ( "District ") as of and for the years ended September 30, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management's discussion and analysis W &A), to supplement the County's and District's basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagements, we will apply certain limited procedures to the County's and District's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audits of the basic financial statements. We will not express an opinion or. provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI, as applicable, is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1) Management's Discussion and Analysis 2) Retirement System Information 3) Other Post Employment Benefits Information James 0. Ingram, 111 1 Thomas A. Wallis I fames D. Ingram, IV I Richard L. Webb 7.979,776.2600 F.979.774.7759 F.. iwc ®ingrain- wallis.com 2100 East Villa WHO, Suite 100 -Bryan, Texas 77802 Vol. 206 Pg. 4) Budgetary Comparison Schedules 5) Infrastructure Condition Data We have also been engaged to report on supplementary information other than RSI that accompanies the County's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audits of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America, and we will provide an opinion on it in relation to the financial statements as a whole, in a report combined with our auditor's report on the financial statements: 1) Schedule of expenditures of federal and state awards. 2) Combining and individual nonmajor fund financial statements The following other information, as applicable, accompanying the financial statements will not be subjected to the auditing procedures applied in our audits of the financial statements, and our auditor's report will not provide an opinion or any assurance on that other information. 1) Introductory Section 2) Statistical Section We will also audit the statements of revenue, expenditures and changes in fund balance — budget and actual — regulatory basis of the Texas Juvenile Justice Department Grant Funds of Brazos County, Texas Juvenile Probation Department, including the related notes to the financial statements, for the years ended August 31, 2014, 2015, and 2016 with the option of auditing two (2) additional fiscal years if agreed upon by both parties. The financial statements will be prepared on the basis of the financial reporting provisions of the Texas Juvenile Justice Department, which is a basis of accounting other than accounting principles generally accepted in the United States of America, to comply with the requirements of the Texas Juvenile Justice Department. We will issue a separate engagement letter covering the Community Supervision and Corrections Department. Audit Objectives The objective of our audits is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole: The objective also includes reporting on— Internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards. Vol. 206 Pg. • Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws, regulations, and the provisions of contracts or grant agreements that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996, OMB Circular A -133, Audits of States, Local Governments, and Non - Profit Organizations, and the State of Texas Single Audit Circular. The Government Auditing Standards report on internal control over financial reporting and on compliance and other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the scope of testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity's internal control or on compliance, and (2) that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity's internal control and compliance. The OMB Circular A -133 and State of Texas Single Audit Circular report on internal control over compliance will include a paragraph that states that the purpose of the report on internal control over compliance is solely to describe the scope of testing of internal control over compliance and the results of that testing based on the requirements of OMB Circular A -133 and the State of Texas Single Audit Circular. Both reports will state that the report is not suitable for any other purpose. Our audits will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A -133 and the State of Texas Single Audit Circular, and will include tests of accounting records, a determination of major program(s) in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular, and other procedures we consider necessary to enable us to express such opinions. We will issue written reports upon completion of our Single Audit Our reports will be addressed to the Honorable Duane Peters, County Judge and the Honorable County Commissioners of Brazos County, Texas. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis -of -matter or other -matter paragraphs. If our opinions on the financial statements or the Single Audit compliance opinions are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audits or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or may withdraw from this engagement. Management Responsibilities Management is responsible for the financial statements, schedule of expenditures of federal and state awards, and all accompanying information as well as all representations contained therein. Management is also responsible for identifying all federal and state awards received and understanding and complying with the compliance requirements, and for preparation of the schedule of expenditures of federal and awards (including notes and noncash assistance received) in accordance with the requirements of OMB Circular A -133 and the State of Texas Single Audit Circular. Vol. 206 Pg. Management is responsible for (a) establishing and maintaining effective internal controls, including internal controls over compliance, and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met; (b) following laws and regulations; (c) ensuring that there is reasonable assurance that government programs are administered in compliance with compliance requirements; and (d) ensuring that management is reliable and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and far presentation of the financial statements, (2) additional information that we may request for the purpose of the audits, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for program compliance and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagements and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the fuumcial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the government complies with applicable laws, regulations, contracts, agreements, and grants. Management is also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements, or abuse that we report. Additionally, as required by OMB Circular A -133 and the State of Texas Single Audit Circular, it is management's responsibility to follow up and take corrective action on reported audit findings and to prepare a summary schedule of prior audit findings and a corrective action plan. You are responsible for preparation of the schedule of expenditures of federal and state awards (including notes and noncash assistance received) in conformity with OMB Circular A -133 and the State of Texas Single Audit Circular. You agree to include our report on the schedule of expenditures of federal and state awards in any document that contains and indicates that we Vol. 206 Pg./ ZV have reported on the schedule of expenditures of federal and state awards. You also agree to include the audited financial statements with any presentation of the schedule of expenditures of federal and state awards that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal and state awards in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular; (2) you believe the schedule of expenditures of federal and state awards, including its form and content, is fairly presented in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the schedule of expenditures of federal and state awards. You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. With regard to using the auditor's report, you understand that you must obtain our prior written consent to reproduce or use our report in bond offering official statements or other documents. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. Vol. 206 Pg. /.7tY� Audit Procedures— General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audits will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audits to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the government or to acts by management or employees acting on behalf of the government. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us, even though the audits are properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagements, and they may bill you for responding to this inquiry. At the conclusion of our audits, we will require certain written representations from you about your responsibilities for the financial statements; schedule of expenditures of federal and state awards; federal and state award programs; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. Audit Procedures — Internal Control Our audit will include obtaining an understanding of the government and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to Vol. 206 Pg. -'L'7 preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by OMB Circular A -133 and the State of Texas Single Audit Circular, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal and state award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to OMB Circular A -133 and the State of Texas Single Audit Circular. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, OMB Circular A -133, and the State of Texas Single Audit Circular. Audit Procedures — Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of Brazos County's compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. OMB Circular A -133 and the State of Texas Single Audit Circular require that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with applicable laws and regulations and the provisions of contracts and grant agreements applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the OMB Circular A -133 Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of Brazos County's major programs. The purpose of these procedures will be to express an opinion on Brazos County's compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to OMB Circular A -133 and the State of Texas Single Audit Circular. Engagement Administration, Fees, and Other While we do not anticipate using third -party service providers, we may from time to time, and depending on the circumstances and with your consent, use third -party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality Vol. 206 Pg. / .r agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third -party service provider. Furthermore, we will remain responsible for the work provided by any such third -party service providers. We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any documents selected by us for testing. At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. It is management's responsibility to submit the reporting package (including financial statements, schedule of expenditures of federal and state awards, summary schedule of prior audit findings, auditors' reports, and corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. If applicable, we will provide copies of our report for you to include with the reporting package you will submit to pass- through entities. The Data Collection Form and the reporting package must be submitted within the earlier of 30 days after receipt of the auditors' reports or nine months after the end of the audit period, unless a longer period is agreed to in advance by the cognizant or oversight agency for audits. We will provide copies of our reports to Brazos County; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of Ingram, Wallis & Company, P.C. and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the cognizant or oversight agency for audit or its designee, a federal or state agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to cant' out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Ingram, Wallis & Company, P.C. personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the cognizant agency, oversight agency for audit, or pass - through entity. if we are aware that a federal or state awarding agency, pass- through entity, or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. Vol. 206 Pg. / 7� We expect to begin our audits in early December each year and to issue our reports no later than March I each year. Tom Wallis is the engagement partner and is responsible for supervising the engagements and signing the reports or authorizing another individual to sign them. Our fee for these services will be at our standard hourly rates plus out -of- pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.). Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audits. Our invoices for these fees will be rendered each month as work progresses and are payable within 30 days of presentation and approval by the Commissioners' Court. In accordance with our firm policies, work may be suspended if your account becomes overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report(s). You will be obligated to compensate us for all time expended and to reimburse us for all out -of- pocket costs through the date of termination. The above is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audits. If significant additional time is necessary, we will discuss it with you before we incur the additional costs. You have requested that we provide you with a copy of our most recent external peer review report and any subsequent reports received during the contract period. Accordingly, our 2011 peer review report accompanies this letter. In addition, you have requested that we provide you with a Certificate of Insurance which has also been attached to this letter. We appreciate the opportunity to be of service to Brazos County, Texas and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Very truly yours, Ingram, Wallis & Company, P.C. Vol. 206 Pg. RESPONSE: This letter correctly sets forth the understanding of Brazos County, Texas. Management signature: Title: Date: Governance signature: \A� R ANP 56= h . At! u .,lam Date: (DA01 AA+ 190 c201 Vol. 206 Pg. 17 I O a: 210- 342.8000 40 loop 410 F ar. 210- 342 -0Hfi6 Sufts 20D www.bdo.com San Antonio, TX 78216 - aaaaaa� System Review Report November 22, 2011 To the Shareholders of Ingram, Wallis & Company, P.C. and the Peer Review Committee of the Texas Society of CPAs We have reviewed the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C. (the firm) in effect for the year ended June 30, 2011. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aicpa.org /prsummary. As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards and audits of employee benefit plans. In our opinion, the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C., in effect for the year ended June 30, 2011, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with deficiency (ies) or fail. Ingram, Wallis & Company, P.C. has received a peer review rating of pass. Vol. 206 Pg. ,/ 79 INGRA -2 OP ID: AS lft t CERTIFICATE OF LIABILITY INSURANCE PATE(MWDD014 L� Da/osrxola THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER IMPORTANT: If the certficate holder Is an ADDITIONAL INSURED, the policy(ies) must he endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on this certificate does not confer rights to the rnnifirate holder in lieu of such endomement(sl. Anco Insurance BICS P. O. Box 3888 Bryan, TX 77805 Sid Alexander INSURED Ingram Wallis & Co., Inc. 2100 Villa Maria, Suite 100 Bryan, TX 77802 Bill nnveoAnCC CFOTICIOATF NI IrdGFFT RFLniION NiIMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTVATHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR TYPEOFINSURANCE ROM POLICY NUMBER POLICY I DE IMPMEMP I UNITS A GENERAL UABIUTY X COMMERCIAL GENERAL LIABILITY DLNMS -MADE OCCUR SISBAN08465 10110/2013 1011012014 EACH OCCURRENCE $ 1,D00,00 PREMISES (ES Opsuaennl s 300,00 MED EXP(Any one Perron f 10,00 PERSONAL &AOV INJURY s 1,000,00 GENERAL AGGREGATE S 2,000,0 GENL AGGREGATE LIMIT APPLIES PER: C F7 X I POLICY PRO LOC PRODU CIS - COMPX)P AGO f 2,000,00 Emp Ben. s 5,00 A AUTOMOBILE LNBILnY ANY AUTO ALL OWNED SCHEDULED AUTOS HIRED AUTOS X NON -OWNED AUTOS 61SBANQ8455 1011012013 10110/2014 (CEO S INGLE LIMIT 11000100 BODILY INJURY (Per person) s BODILY INJURY (Per aocitleN) f Pft P AMA PERA I s _ $ A 1( UMERELUIUAB EXCESS LIAR X OCCUR CLAIMS -MADE 61SBAN08455 1011012013 1011012014 EACH OCCURRENCE Is 1,000,ODO AGEGATE GR f 1,000,00 DIED I X RETENTION 10000 �f A WORKERS COMPENSATION AND EMPLOYERY UABIUTY ANY PROPRIETORIPARTNERIEXECUTIVEY� (OMM,dotory In NH) EXCLUDED? 0yes deeabe undw °ESCRIPTION OF OPERATIONS Me NIA 61WECEX985B 10/1012013 10/1012014 X WC STATU- 09N, LIMITS I E.L EACH ACCIDENT s 1,000,00 E.L. DISEASE - EAEMPLOYE f 1,000,00 E.L. DISEASE - POLICY LIMIT 13 1,000.00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Addhimal ReMaMs Schedule, It Mon spate ie n Wind) Brazos County, Texas E. Duane Peters PO Box 914 Bryan, TX 77805 -0914 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHOIU F REPRESENTATIVE qablao-ve— ® 1 OAR -4070 ACORD CORPORATION_ All riahts msomad. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD Vol. 206 Pg. /,5�40 BRAZOS COUNTY, TEXAS REQUEST FOR QUALIFICATIONS FOR AUDITING SERVICES RFQ NO. 2014-45 AUDIT OF THE FINANCIAL STATEMENTS AND GRANT PROGRAMS FOR EACH OF THE THREE FISCAL YEARS ENDING SEPTEMBER 30, 2014 - 2016 r1i higram,WalliS &Co,P.G CERTIFIED PUBLIC ACCOUNTANTS Contacts: THOMAS A. WALLIS JAMES D. INGRAM, IV 979 - 776 -2600 July 8, 2014 Vol. 206 Pg. l V BRAZOS COUNTY, TEXAS REQUEST FOR QUALIFICATION'S TABLE OF CONTENTS Section Page I LETTER OF TRANSMITTAL 1 2 PREVIOUS PERFORMANCE/EXPERIENCE 2 3 AVAILABLE RESOURCES AND CONSULTANT LOCATION 13 4 METHODOLOGY AND TIMELINE 15 5 IMPACT ON COUNTY STAFF 19 6 LITIGATION 20 7 STATEMENT OF AFFIRMATION 21 Vol. 206 Pg. / SECTION 1 LETTER OF TRANSMITTAL Vol. 206 Pg. / Y -'' U Ingram,Wa11is &CO.,r.C. CERTIFIED PUBLIC ACCOUNTANTS July 8, 2014 Brazos County Purchasing Department Attn: Leslie Contreras, Asst. Purchasing Agent 200 S. Texas Ave., Ste. 352 Bryan, TX 77803 Ingram, Wallis & Company, P.C. welcomes the opportunity to present our credentials to perform professional services for Brazos County, Texas (the "County") as described in the accompanying proposal. Our understanding of the work to be performed for the County in accordance with your Request for Qualifications RFQ No. 2014 -45 issued June 20, 2014, is as follows: • Conduct audits of the financial statements of Brazos County, Texas and the Brazos County Health District for the fiscal year ending September 30, 2014 and subsequent fiscal years. • Conduct audits of the financial statements of the Brazos County Juvenile Probation Department and Brazos County Community Supervision & Corrections Department for the fiscal year ending August 31, 2014 and subsequent fiscal years. • Conduct financial and compliance audits of Federal and State Financial Assistance Programs in accordance with Government Auditing Standards, issued by the Comptroller General of the United States and the provisions of OMB Circular A -133 and the State ofTexas Single Audit Circularfor the fiscal year ending September 30, 2014 and subsequent fiscal years. At the conclusion of our audits we will issue reports on the above. We will schedule our work to insure that Your reporting deadlines are met. Ingram, Wallis and Company, P.C. warrants that it is in compliance with all State of Texas laws relating to the operations of professional corporations. In addition, we warrant that our responsibilities shall not be delegated or subcontracted without the prior written permission of the County. We hope this commitment to serve is an indication of how interested we are in serving Brazos County, Texas. Should you have any questions regarding information included in our proposal or require additional information, we encourage you to contact James D. Ingram, IV Qdi4 @ingram- wallis.com), President, or Thomas A. Wallis (twallis @ingram- wallis.com), Chairman, at 979 - 776 -2600 or by mail at 2100 E. Villa Maria, Suite 100, Bryan, TX 77802. S ncerely, as A. Wallis Chairman James 0. b,gram, III I Thomas A. Wallis I lames D. Ingram, IV I Rickard L. Webb T. 979.776.2600 F. 979.774.7759 E. iwe ®ingram•wallis.com 2100 East Villa Maria, Suite 100 • Bryan, Texas 77802 Vol. 206 Pg. S'4z SECTION 2 PREVIOUS PERFORMANCE /EXPERIENCE Vol. 206 Pg. / k.5' Client Service Team In the context of professional services, there is only one true meaningful yardstick of commitment: The experience and reputation of the personnel assigned to the engagement. Accordingly, for each of our clients, a "client service team" composed of representatives of each ofour practice areas is designated. The special expertise of these individuals and their familiarity with the County will assure that all of your concerns wil I be addressed by personnel having the necessary technical expertise and familiarity with the County's unique circumstances. The team operates continuously on a coordinated basis to maintain the quality and responsiveness of our professional services to the client. Team Omanization We recognize that the operations ofthe County are both unique and complex and, as such, an efficient audit of the County's financial statements will require expertise in several areas. For example, we believe that an effective audit team should not only possess expertise in the government services industry, but should also have expertise in auditing large, complex organizations. Accordingly, our proposed team is composed of individuals with the various technical backgrounds and industry expertise necessary to deal with the unique characteristics of the County. This team has been developed to provide a sound basis for ensuring that all technical, administrative and quality assurance requirements of the engagement are effectively carried out The team seeks to accomplish the following: Provide clear and direct lines of communications between the team and the County's management, financial services, accounting and operating personnel. Specify individual responsibilities and authorities for all aspects of the engagement. Apply the total technical resources and capabilities of Ingram, Wallis & Company, P.C. Although there are important "institutional" differences between accounting firms, we believe that the single most important determination of an effective client/auditor relationship is the people who perform the work. On the basis of our assessment of your service needs, we have selected a team which we feel will meet such needs completely. Responsibilities of Team Members All of the following persons are with Ingram, Wallis & Company, P.C., and are properly licensed to practice as a CPA in Texas: Engagement Partner. The engagement audit partner has overall and ultimate responsibility for all work performed for a client. Thomas A. Wallis will serve as engagement audit partner for the County. Tom has over 41 years experience in the full -time practice of public accounting. He assists and advises with services to governmental and nonprofit related clients that include Brazos County, KAMU -TV, and KAMU -FM. Concurring Partner. The concurring partner provides an objective and independent review of the financial statements and reports and is available to other team members for consultation on technical accounting and auditing matters. James D. Ingram, IV will serve as concurring partner for the County. Vol. 206 Pg. / Y� Jim has over 33 years experience in the full -time practice of public accounting and is a firm- designated specialist in governmental accounting and auditing. His background includes service as an engagement or concurring audit partner to the City of College Station, Brazos County, Texas A &M Research Foundation, Brazos County Emergency Communications District, Texas A &M University 12's Man Foundation, KAMU -TV, KAMU -FM, KPVU -FM, Health for All, Inc., Brazos Valley Food Bank, and the George Bush Presidential Library Foundation. Audit Manaeer. The audit manager maintains continuing contact with each audit engagement through review of workpapers, discussions with staff accountants and meetings with client personnel. They are responsible for working with the supervising audit partner on the resolution of problems and in the overall administration of the engagement. They will also be responsible for coordinating the work performed by team members responsible for the various sections of the engagement into the overall audit plan and, ultimately, into inclusion in the basic financial statements. Melissa M. Suehs will serve as audit manager for the County. Melissa has over 17 years experience in the practice of accounting and auditing. She currently serves as audit manager for Brazos County, the Texas A &M Research Foundation, and the Texas A &M University 12`s Man Foundation. Staff. In addition to the personnel listed above, Ingram, Wallis & Company, P.C. will assign only full time employees who meet continuing education requirements to the audit. It is anticipated that three additional staff members will be required. All professional staff assigned to the County engagement will have attained levels of continuing professional education which will meet or exceed the GAO requirements and those of the State Board of Public Accountancy. Ingram, Wallis & Company, P.C. is local. Our partners and managers are accessible to the County's management, financial, and accounting personnel. It is understood that the individuals named in this proposal will be the individuals who actually do the work associated with the County's audits. Ingram, Wallis & Company, P.C. reserves the right to replace personnel with individuals with similar education and experience. Ingram, Wallis & Company, P.C. maintains that our success as a professional service organization requires that we maintain a rich diversity of personnel able to render excellent service to the public and to the financial community. The policy of the firm is seek and employ men and women of skill, integrity and enthusiasm and to provide them with the means to develop professionally, without regard to race, color, religion, sex, age, national origin, handicap or veteran status. su Es R €sumBs for these individuals are shown on the following pages. Vol. 206 Pg. /87 THOMAS (TOM) A. WALLIS ROLE IN ENGAGEMENT Tom will serve as your engagement audit partner, ensuring that our services meet your expectations, and consulting on technical issues. PERTINENT EXPERIENCE Tom has over 41 years experience in public accounting and heads the firm's audit practice. In this role, he directs the progress of each of the firm's accounting and auditing engagements and is available for consultation on technical accounting and auditing issues. He has participated in numerous accounting and auditing engagements for a wide range of industries, including local government. Tom serves as engagement, advisory, or concurring partner on the following relevant engagements: - Brazos County, Texas - Brazos County Emergency Communications District - KAMU -TV - KAMU -FM KPVU -FM Health for All, Inc. Texas A &M Easterwood Airport Passenger Facility Charge Account PROFESSIONAL AND COMMUNITY ACTIVITIES - American Institute of Certified Public Accountants - Brazos Valley Chapter, Texas Society of Certified Public Accountants - Texas Society of Certified Public Accountants - Brazos Valley Rehabilitation Center - Bryan- College Station Chamber of Commerce - Bryan Cemetery Association . St. Joseph Foundation - Brazos County Industrial Foundation - Bryan Rotary Club EDUCATION Texas A &M University, BBA Texas A &M University, MBA CONTINUING EDUCATION Tom has completed 185 hours of continuing education in the past three reporting periods, including 104 hours in accounting and auditing. Vol. 206 Pg. 10' Texas State Board of Public Accountancy �...i 333 Guadalupe, Tower 3 suite 900, Austin, Texas 787013900 This individual is licensed to practice in Texas. Control Number: 0008988 Form No: 14032894 Vol. 206 Pg. ;' j" JAMES (JIM) D. INGRAM, IV ROLE IN ENGAGEMENT Jim will serve as concurring parmer for the County. He will provide the independent and objective review of the financial statements and will be available for consultation on accounting matters. PERTINENT EXPERIENCE Jim has over 33 years in public accounting and possesses the necessary experience in resolving complex technical accounting and auditing issues. Jim currently serves as advisory, engagement, or concurring partner of the following relevant engagements: - City of College Station, Texas - Brazos County, Texas - Texas A &M Research Foundation - Brazos County Emergency Communications District - Texas A &M University 12d Man Foundation - KAMU -TV - KAMU -FM - KPVU -FM - Brazos Valley Food Bank - Health for All, Inc. - George Bush Presidential Library Foundation PROFESSIONAL AND COMMUNITY ACTIVITIES - American Institute of Certified Public Accountants - Texas Society of Certified Public Accountants - Brazos Valley Chapter, Texas Society of Certified Public Accountants - Brazos Valley Museum - Bryan - College Station Jaycees - Bryan Viking Club - Bryan - College Station Chamber of Commerce . Boys and Girls Clubs of the Brazos Valley - Wells Fargo Bank Advisory Board EDUCATION Texas A &M University, BBA CONTINUING EDUCATION Jim has completed 176 hours of continuing education in the past three reporting periods, including 104 hours in accounting and auditing. Vol. 206 Pg. / 9W Texas State Board of Public Accountancy 333 Guadalupe, Tower 3 Suite 900, Austin, Texas 78701.3900 �•,_... 'tu This individual is licensed to practice in Texas. Control Number: 0030269 Form No: 14001896 Vol. 2 06 Pg. 1,9Y MELISSA M. SUEHS ROLE IN ENGAGEMENT Melissa will serve as audit manager for the County and will ensure that fieldwork is completed in a timely manner and professional staff members are properly supervised. PERTINENT EXPERIENCE Melissa has over 17 years of experience in accounting and auditing. She has been with Ingram, Wallis & Company for approximately 14 years where her emphasis has been placed on governmental and not- for -profit accounting and auditing. She has recently served as audit manager on the following engagements: - Brazos County, Texas - Texas A &M Research Foundation - Texas A &M University 12`s Man Foundation PROFESSIONAL AND COMMUNITY ACTIVITIES - Texas Society of Certified Public Accountants - Brazos Valley Chapter, Texas Society of Certified Public Accountants EDUCATION Texas A &M University, BBA CONTINUING EDUCATION Melissa has completed over 160.5 hours of continuing education in the past three reporting periods, including 104 hours in accounting and auditing. Vol. 206 Pg. / 11�- Texas State Board of Public Accountancy 333 Guadalupe, Tower 3 Suite 000, Austin, Taxes 70701 -3900 This individual is licensed to practice in Texas. License ID: 075541 Expires: 8131fLU14 Control Number: 0122201 Form No: 13065270 9 Vol. 206 Pg. Gj Audit Engagements Ingram, Wallis & Company, P.C. regularly audits the financial statements of several government and nonprofit organizations which have auditing, accounting and reporting requirements similar to the County. Some ofour recent government and nonprofit clients include: • Brazos County, Texas • City of College Station, Texas • Texas A &M Research Foundation • George Bush Presidential Library Foundation • Brazos County Emergency Communications District • Northwest Leon County Emergency Services District No. 3 • Bluebonnet Groundwater Conservation District • Texas A &M University 12`" Man Foundation • KAMU -TV • KAMU -FM • KPVU -FM • Texas Poultry Federation (and its affiliates) • Health for All, Inc. • Brazos Valley Food Bank • Brazos Valley Symphony Society We believe that an effective audit team should, in addition to possessing expertise in the government service industry, also have expertise in auditing large and complex organizations. In this regard, Ingram, Wallis & Company, P.C.'s audit clients include: • Kurten Farms, Ltd. • Bryan Construction Company, Inc. The best indicator of service you can expect from us comes from those with whom we have previously worked. We urge you to contact the following governmental references for whom we have performed services in the last three years: City of College Station. Texas During 1992, we were appointed auditors for the City of College Station, Texas. The City, which has a fiscal year end of September 30, requires approximately 845 hours to complete. Jim Ingram serves as the engagement partner on the audit. Since appointment we have accomplished the following: Completed our auditors' reports on the City's basic financial statements on a timely basis. Assisted in the implementation of new GASB pronouncements. Reviewed compliance with provisions of Federal financial assistance programs in accordance with the Single Audit Act, OMB Circular A -133 and issued our reports thereon. Suggested improvements that were reported in our letter to the City Council. Contact: Jeff Kersten Chief Financial Officer P.979- 764 -3555; F.979- 764 -3899 jkersten @cstx.gov 10 Vol. 206 Pg. / /�/ Brazos County. Texas We have served Brazos County, which has a fiscal year end of September 30, as auditors since 1994. The audit, including the audits of the various departments, requires approximately 900 hours to complete. Tom Wallis serves as the engagement partner. During that time we have: • Completed our auditors' report on the County's basic financial statements on a timely basis. • Assisted in the implementation of new GASB pronouncements. • Reviewed Compliance with provisions of Federal and State financial assistance programs in accordance with the Single Audit Act, OMB Circular A -133, and the State of Texas Single Audit Circular, and issued our reports thereon. • Annually audited the Brazos County Health District and issued our opinion on the basic financial statements. • Annually audited the statement of revenues and expenditures and changes in fund balance - regulatory basis for the Brazos County, Texas Juvenile Probation Department using Texas Juvenile Justice Department basis of accounting and provided our report thereon. Issued our independent auditors' report on the combined financial statements of the Brazos County Community Supervision and Corrections Department using a prescribed basis of accounting that demonstrates compliance with TDCJ -CJAD financial repotting requirements on an annual basis. • Suggested improvements in the internal control structure in our letter to the audit committee. Contact: Duane Peters County Judge P. 979 -361 -4102 dpeters@co. brazos. tx.us Texas A &M Research Foundation Since our appointment in 1990, we have served as independent auditors for the Texas A &M Research Foundation. The Foundation has a fiscal year end of August 31 and requires approximately 700 hours to complete. Rick Webb serves as the engagement partner. During that time we have: Annually audited the Foundation's financial statements and issued our opinion thereon. • Reviewed compliance with provisions of Federal and State financial assistance programs in accordance with the Single Audit Act, OMB Circular A -133, and the State of Texas Single Audit Circular, and issued our reports thereon. • Issued a management letter to the Board containing our recommendations for improvements in the Foundation's internal control structure. • Cooperated with the State Auditor and provided workpapers and reports for inclusion in Comprehensive Annual Financial Report (CAFR) for the State of Texas. Contact: Leo Paterra President P. 979 -845 -8670 1paterra @tamus.edu II Vol. 206 Pg. / 9J� I J O TeL 210342.8000 40 Loop 170 Fax'. 21044DOB66 State te 200 WwW.bdcxam San Mtania. TX 7a216 System Review Report November 22, 2011 To the Shareholders of Ingram, Wallis & Company, P.C. and the Peer Review Committee of the Texas Society of CPAs We have reviewed the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C. (the firm) in effect for the year ended June 30,2011. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firms compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aigRa.org/orsunmary. As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards and audits of employee benefit plans. In our opinion, the system of quality control for the accounting and auditing practice of Ingram, Wallis & Company, P.C., in effect for the year ended June 30, 2011, has been suitably designed and complied with to provide the firm with reasonable assurance of perforating and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass roith deficiency (us) or fail, Ingram, Wallis & Company, P.C. has received a peer review rating of pass. 12 Vol. 206 Pg. / j 6 SECTION 3 AVAILABLE RESOURCES AND CONSULTANT LOCATION Vol. 206 Pg. / %% Backeround Ingram, Wallis & Company, P.C. (incorporated under the laws of the State of Texas) was officially formed in 1980, however, its founding member began practicing in 1955. We are a local firm with local ties and concentrate our professional and community service efforts in the Brazos Valley. Ingram, Wallis & Company, P.C. maintains one office located in Bryan, Texas and employs the following personnel: Officers /shareholders 3 Thomas A. Wallis, Chairman James D. Ingram N, President Richard L. Webb, Vice President, Secretary, Treasurer All of whose addresses are: 2100 E. Villa Maria Ste, 100 Bryan, Texas 77802 Managers 3 Seniors 1 Other professional staff 4 Support staff . 2 Registered Agent: James D. Ingram 2100 E. Villa Maria Ste. 100 Bryan, Texas 77802 Ingram, Wallis & Company, P.C.'s clients represent many facets of the business, governmental, and nonprofit worlds. Our clients range from large, complex organizations to small, conventional businesses. Accordingly, for each of our clients, a "client service team" composed of representatives of each of our practice areas is designated. Resources Ingram, Wallis & Company, P.C. is a member of the Governmental Audit Quality Center (the "Center "). The Center serves as a comprehensive resource for member firms. In addition to being a member of the Center, Ingram, Wallis Company, P.C. has two firm-designated specialists in governmental accounting and auditing, Jim Ingram and Rick Webb. Jim Ingram will serve as the concurring partner for the County. License Ingram, Wallis & Company, P.C. is properly licensed to practice public accountancy in the State of Texas. 13 Vol. 206 Pg. -L ES, Texas State Board of Public Accountancy 333 Guadalupe, Tower 3 Butte 900, Austin, Texas 78701-3900 ` The office is licensed to practice in Texas. Firm Control Number: 0069729 Office License ID: U03118 Form No: 14003172 14 Vol. 206 Pe. / 9 SECTION 4 METHODOLOGY AND TIMELINE Vol. 206 Pg. GD Proposed Segmentation of the Engagement We have developed an engagement plan for serving the County which is comprehensive in scope, integrated in its many aspects, and designed to bring maximum benefit to the County. We will plan, schedule and coordinate our audits of the County in the most economical and efficient way. The audits will be scheduled, as much as practicable, at times that are most convenient to your accounting personnel and at times when they are least burdened with periodic workloads. Our audit work will be conducted in the following three phases: Planning Phase (August) The objectives of the planning phase are to: • Obtain a general familiarity with the County's operations and financial position, the interrelationship of important activities and accounts, and any significant changes from the preceding year. • Plan for assistance by and coordination with County personnel. • Identify at an early stage any known accounting, auditing, and reporting problems, or other similar conditions. • Anticipate potential problems from any planned, pending or probable developments. • Consider audit timing priorities and estimate or reevaluate the time required for preliminary and final work for each audit area. To accomplish these objectives, we will: • Review correspondence with regulatory and funding agencies. • Schedule a planning meeting of our audit team with the County's top financial management. Discuss with accounting personnel the specifics of all significant manual and automated accounting systems and obtain accounting policy and procedure manuals. • Arrange audit planning meetings with financial and accounting representatives to evaluate internal control procedures and develop audit programs as necessary. • Analytically review the financial position, results of year -to -date operations, and cash flows. • Review minutes of meetings of the Commissioners' Court • Meet with the County's operations, planning, and grants management personnel to identify issues relating to the desired external financial reporting structure of the County. Interim Audit Phase (September/October) In the interim audit phase, we will finalize our audit plan and begin our preliminary audit testing. During this phase, we will: • Finalize the audit program. • Obtain, or update, and review copies of the laws under which the County was created, debt agreements, and contracts. Review internal controls on manual and automated systems and reach a conclusion regarding their adequacy. • Update our analytical review of year -to -date operations. • Begin detail testing of revenue and expense transactions. 15 Vol. 206 ft. fie/ Update our review of minutes of the Commissioners' Court Request County staff prepare year -end cash, debt, and grant receipts confirmation letters. Final Audit and Reporting Phase (December/March) During this phase we will: • Review confirmation letters and resolve differences. • Test long -term debt. • Test the balances and transactions in the property accounts. • Complete review of compliance items. • Review audits of contracts under Federal and State grants. • Review other compliance requirements. • Audit, as necessary, accrued expenses and other liabilities, by examining the details of the accounts and analyses prepared by the County; comparison to independent statistics; confirmation; etc. • Review GASB34 conversion entries. • Review actuarial reports and lawyers' letters for potential impact on statements and footnotes. • Complete the analytical review of operations. • Complete our testing of revenues and expenses. • Obtain representations on compliance with Federal and State grant regulations and other matters from the County personnel responsible for Federal and State grants and other matters. • Complete our review of minutes of the Commissioners' Court. • Review with management a draft of the financial statements and our reports thereon. • Review with management drafts of report formats and notes. Issue our reports. • Review with management the draft of our report to management. • Issue our report to management. • Present our reports and findings before the Audit Committee. • Commence planning for the following year's audit. Level of Staff and Estimated Hours A summary of estimated hours for the audits for the four County entities, including the Federal and State Single Audits, follows: Barring any unusual circumstances, we do not expect the number of hours to change significantly in future years. 16 Vol. 206 Pg. 26.2 Planning Interim Final Total Hours Partners 4 8 20 32 Managers 12 24 450 486 Staff Accountants 24 28 315 367 Clerical -- — 15 15 Total hours 40 60 800 900 Barring any unusual circumstances, we do not expect the number of hours to change significantly in future years. 16 Vol. 206 Pg. 26.2 Audit Aouroach We disagree with those in our industry who regard the audit as a commodity. As a client, you will receive a high - quality, cost - effective audit of your financial statements. But our services will go far beyond perfunctory attest functions. In the course of conducting our audits, we fully expect to develop information and insights concerning your operations that will be of direct value to the County. Our approach to audit service is to be truly responsive to your needs. We are available for you throughout the year to provide timely advice and assistance in financial, administrative and other matters, as well as to perform the efficient, top-quality audit for which we are widely recognized in governmental, business and professional circles. During our audits, we place special emphasis on identi in and communicatine opportunities to increase the effectiveness and efficiency of your operations. Our audit approach will be tailored to meet your specific needs through comprehensive audit planning and assessment of risk based on a thorough understanding ofthe County. Audit planning and risk assessment help us focus our auditing procedures on critical areas and to design our procedures to provide meaningful constructive services. Risk assessment is based upon the following: • Thorough examination of the system of internal accounting control, including data processing. • Identification of specific concerns of management and the Commissioners' Court. • Overall materiality and its impact on the financial statements. Inherent risk of the operations. We will design our audit of the County to meet the highest technical standards, to provide the County with cost - effective services and constructive recommendations, and to increase our effectiveness as business advisors to you. The foundation of our ability to provide these services is an understanding of the significant factors affecting the County's business, and sensitivity to the Court's and management's key concerns. We build upon this foundation by performing audit procedures which respond to the risks associated with the County's financial reporting. We also will develop client service objectives which focus our expertise on areas of particular importance to you and, thereby, provide constructive business advice to the County. Compliance with Laws and Regulations In order to comply with Government Auditing Standards which require the auditor to test compliance with applicable laws and regulations, Ingram, Wallis & Company, P.C. will design its audit to provide reasonable assurance of detecting errors, irregularities and illegal acts resulting from violations of laws and regulations that have a direct and material effect on the determination of financial statement amounts. We will rely on the County's management to identify and disclose to us all laws and regulations that have a direct and material effect on the basic financial statements of the County. Federal and State Awards In testing compliance for Federal and State programs, we will review the requirements which apply to each major program included in the compliance supplement for audits performed in accordance with OMB Circular A -133 and the State of Texas Single Audit Circular. Professional judgment will be used to determine the nature, timing and extent of substantive tests used in testing the City's compliance with the compliance requirements. 17 Vol. 206 Pg. e,2—d-:5' In addition to the requirements for testing under OMB Circular A -133 and the Stare of Texas Single Audit Circular, transactions in all areas/departments will be subject to compliance testing. The number of transactions selected will be based on our planning and professional judgment. Just as the number of selections tested may vary from year to year, the departments selected may also vary due to changes within the County and our annual planning process. Subsegpent Years In the second and subsequent years, we would expect our audit approach, including the staffing, sampling and test work, to be flexible to respond to any potential changes in laws, regulations or internal controls effecting the financial statements of the County. Conclusion No two audits are the same. Each client's circumstances will differ and, accordingly, we apply our professional judgment and experience to identify and evaluate risks — and to determine the most appropriate audit responses. An adequate understanding of the County's business is critical in this process. Our understanding of governmental entities and our knowledge of the concerns of the County's Management also enables us to use our professional expertise to ensure that as a natural by- product of the audit, we can serve as effective business advisors to the County. 18 Vol. 206 Pg. ,26 SECTION 5 IMPACT ON COUNTY STAFF Vol. 206 Pg. �2-6-5� The County Auditor's office has previously provided trial balances, account reconciliations, property, plant, and equipment schedules, debt service supporting schedules, grant records, closing entries and financial statements, including preparing the Comprehensive Annual Financial Report for the County. County staff has also prepared all audit confirmations. We do not anticipate requesting any additional schedules or documentation that have not been provided in the past. E Vol. 206 Pg. X66 SECTION 6 LITIGATION Vol. 206 Pg. Ingram, Wallis & Company, P.C. has not been, nor is it currently, a party to any litigation. In addition, there are no pending claims against the firm. 20 Vol. 206 Pg. agO Y - SECTION 7 STATEMENT OF AFFIRMATION Vol. 206 Pg. �� Evaluation Waiver By submitting a Statement of Qualifications or response, each Firm indicated below agrees to waive any claim it has or may have against Brazos County (the Owner), Engineers, Consultants and their respective Commissioners, directors, employees, or agents arising out of or in connection with (1) the administration, evaluation, or recommendation of any Statement of Qualifications or response; (2) any requirement under the Request for Qualification or related documents; (3) the rejection of any Statement of Qualifications or response or any part of any Statement of Qualifications or response; and/or (4) the award of a Contract, if any. The Firm further agrees the Owner reserves the right to waive any requirements under the documents or the Contract Documents, with regards to acceptance or rejection of any Statement of Qualifications, and recommendation or award of the contact. STATEMENT OF AFFIRMATION "The undersigned affirms that he /she is duly authorized to execute this waiver by the person(s) or business entity making the proposal." Firm's Name: Ingram, Wallis & Company, P.C. Address: 2100 E. Villa Maria, Ste. 100; Bryan, TX 77802 Proposer's Name: Thomas A. Wallis Position/Title: Chairman Proposer's Signature: cyll� LJ Date: Subscribed and sworn to me on this Y day of in the year g o / SJ Notary Public My Commission expires 2-671-.2016 R!sr Navy Am ON Vol. 206 Pg. /d CERTIFICATION OF QUALIFICATIONS The undersigned affirms that they are duly authorized to execute this Proposal, that this Proposal has not been prepared in collusion with any other Contractor, and that the contents of this Proposal have not been communicated to any other Contractor t r to the official opening. Signed By. Title: Chairman Typed Name: Th as A. Wallis Company Name: Mailing Address: Ingram, Wallis & Company, P.C. P.O. Box or Employer Identification Number: Social Security Number: Acknowledgement of Addendum #1 100 Phone No. (979) 776 -2600 City State #2_ #3_ #4, #S 22 Vol. 206 Pr -2 // Initial Each Received E or qR J k # a tiJ� >, or Qa Brazos County Purchasing Department 200 S. TX. AVE., STE 352 BRYAN, TX 77903 PHONE (979) 361 -4292 FAX (979) 361 -4293 Addendum #1 to 2014 -45 Independent Auditing Services Issued: July 3, 2014 Change: Questions and Answers Reason: Questions received on Brazos Online Bidding System 1. Have there been any significant audit adjustments in the past? If so, what was the nature of those adjustments? Me 2. What do you consider the most significant risk at this time facing the County? Inherent risks of taking money and spending money and Risks of changes to laws and funding every two years. 3. Why is the County considering changing auditors? Will the current auditor be able to submit a response for this request for qualifications? The current Audit Provider will be able to submit a response. Brazos County is only going out for solicitation due to the fact that it has not been solicited for several years. 4. Has there been a change in key accounting/finance/purchasing personnel in the County from the prior year? Does the County anticipate turnover of key accounting /finance/purchasing personnel? I do not anticipate turnover of key accounting or finance personnel at this time. The current chief financial officer has been in that position since 2003 and the majority of accounting staff have been in place for 4 or more years. 5. Will there be any significant change in federal or state funding anticipated? There are about 2 state grants coming into place over the next year. The amounts of the grants are not significant to the county, however they are new grants and reporting and accounting for the grants is either subcontracted, or in development at the state level. 23 Vol. 206 Pg. �/� 6. How many major programs do you typically have per year and how many do you anticipate in the future? As can be seen in the Comprehensive Annual Financial Report for the Year Ended September 30, 2013, Brazos County had 3 programs over the $300,000 threshold. We anticipate adding 2 during the near future, one from TxDOT and one from the Texas Department of Agriculture. 7. What were the audit fees for the past 3 years? Do the past audit fees include single audit fees, CAFR or other fees? If not, can the County provide the additional fees for single audit services, CAFR or other services for the past 3 years? Brazos County — Audit of FY 2011 - $57,829.37, FY 2012 - $59,489.09, FY 2013 - $62,433.71 Health District — Audit of FY 2011 - $7,601.08, FY 2012 — 7,85 1.10, FY 2013 - $8,254.48 Juvenile Department — All OCBOA statements — Audit of FY 2011 - $12,400.00, FY 2012 - $12,750.00, FY 2013 - $13,411.30 CSCD — All OCBOA statements — Audit of FY 2011 - $6,906.33, FY 2012 - $9,010.22, FY 2013 - $9,507.24 The above audit fees include single audit fees and review of the CAFR. The County staff prepares the CAFR and the external auditors review. There were no other services provided. This addendum should be signed by an authorized representative of the respondent and returned with the bid documents as specified in the bid. Acknowledgement o.Af ddend • �-- -- Signature: �fi� Printed Name: A 24 Vol. 206 Pg. � /� 2014 to Date BRAZOSCOUNTY RFQ 201445 Continuing Education Courses and Hours Completed By Partners and Staff of Ingram, Wallis & Company, P.C. James Thomas Melissa Kathleen Chris Ingram IV A. Wallis Suehs Sullivan Chapman 1/13 Federal Tax Update 8 8 8 8 8 2/18 Personal and Professional Ethics for Texas CPA's - 4 2 6/07 Performing Efficient Audits of Employee Benefits 5/06 Accounting Profession Issues Update Yellow Book Update 1 I - 1 7/16 Annual Update for Accountants and Auditors 8 8 8 8 8 7/23 CSI for CPA'S, Part 2 8 8 8 8 8 7/24 Governmental Update 4 4 4 4 4 7/24 Nonprofit Update 4 4 4 4 4 Personal and Professional Ethics for Texas CPA's Total CPE Hours 32 37 33 32 33 Currently Scheduled for 2014 8/19 Applying OMB Circular A -133 to Not -for- Profits and Governmental Organizations 8 8 8 8 8 8/27 2014 Compilation & Review Update 8 8 8 8 8 Anticipated Total CPE Hours 48 53 49 48 49 2013 James Thomas Melissa Kathleen Chris Ingram IV A. Wallis Suehs S 'van hC adman 1 /10 Federal Tax Update 9 1/18 Prosystem FX Practice Management 2 3/30 Auditing Accounting Estimates & Fair Value Meas. 5/07 Accounting Profession Issues Update 2 6/07 Performing Efficient Audits of Employee Benefits 6/11 -12 Yellow Book Update 6 /12 What to Expect from a Rapidly Changing I.R.S. 1 7/16 Exploring the Updated Internal Control Framework 8 7/29 Accounting and Auditing Standards Update 8 7/30 Nonprofit Organizations Update 4 7/30 Government Accounting and Auditing Update 4 8119 Personal and Professional Ethics for Texas CPA's - 8/23 Financial Statement Presentation and Disclosures - 822 -23 Advanced Estate Planning Conference 20 9/26 I See It! Bringing into Focus New Clarified Aud. Stds. 8 9/30 Common Frauds and Internal Controls for Rev. Porch. - 1024 Personal and Professional Ethics for Texas CPA's 4 11/19 Annual Yellow Book Update and Review 8 12/03 Oil and Gas Tax Symposium 8 Total CPE Hours 83 Vol. 206 Pg. azllzz 8 8 8 2 2 2 - 8 16 1.5 2 - - 8 8 8 8 8 8 4 4 4 4 4 8 8 8 8 8 8 8 8 8 50.5 57 50 42 2012 James Thomas Melissa Chris Ingram N A. Wallis Suehs Chapman 1 /10 Federal Tax Update 8 8 8 5/08 Accounting Profession Issues Update 1 1 1 - 5/16 Business Fraud Update - 8 5/24 Audit of 401(k) Plans - - - 6 6/21 Audit Workshop: Best Practices 8 8 8 - 7/02 Nonprofit Auditing and Accounting Update 2011 -2012 - - - 8 7 /10 2012 Accounting and Auditing Update 8 8 8 - 7/l 1 Government Accounting and Auditing Update 4 4 4 - 7/1l Nonprofit Organization Update (2012) 4 4 4 - 7/18 Retirement Plan — Current Topics - - - 2 8/08 Common Frauds and Internal Controls 4 8 8 - 8/23 -24 2012 Advanced Estate Planning Conference - 20 8/29 Compilation and Review Update 8 8 8 8 10103 1 See It! Bringing Into Focus the New Clarified ... 8 8 - - 10/09 Regulatory Update /Standard Setting Matters - 4 - - 12/5 -6 Accountants Liability: No Good Deed Goes Unpunished 3.5 3.5 3.5 - 12/17 Annual Accounting and Auditing Update 2012 -2013 - - - 8 9/14 Total CPE Hours 52.5 76.5 52.5 40 2011 James Thomas Melissa Chris Ingram IV A. Wallis Suehs Chapman 1 /11 Federal Tax Update 8 8 8 1/26 Fed Tax Policy/Professional Standards Update 1 5/20 Audits of 401(k) Plans - 8 5/23 Delivering World Class Client Services 7 7 - 5/24 Management of an Accounting Practice 2 6/24 Illuminating the Value of Difference 1 - - - 7/14 Audit Workpapers: Documenting and Reviewing 8 8 8 - 7/20 Governmental Accounting and Auditing Update 8 8 8 - 7/26 Personal and Professional Ethics - - 4 - 8/01 -02 Yellow Book Standards/Single Audit Series 2011 - 16 8/08 Personal and Professional Ethics 4 - 8/08 Financial Statistics Survey - 8 8/09 Management of an Accounting Practice - 2 - 8/16 AICPA's Annual Update: Top 12 Audit Issues 8 8 8 8/22 Internal Controls Design, Evaluation, & Comm. 8 8 8 - 8/31 Compilation & Review Update: Advanced Issues - - - 8 9/14 Accounting and Auditing Update 8 8 - 9/14 Joint Ethics Enforcement Program - 3 - 11 /01 Personal and Professional Ethics 4 - - 11/28 Annual Accounting and Auditing Update 2011 -2012 - - 8 12 /12 2011 Not for Profit Accounting and Auditing Update 8 - Total CPE Hours 61 74 52 40 Vol. 206 Pg. S� c 2 co k E EX /2 B° . � 5 k� 3� » q 4 0 q / \}\ f ƒ2 |� ` f= / ( 2 -E2 =22 aE /CO |g2| cc �.A§ `© ■ 00 co }Id \ R. RD \ E � { \ \\ co af7; )j2) »$ ;7 § »/D R7�■ !$a£ ) ; \ ! ) H / Vol 206 P..22—L co m @q Im . . . k !;@ ® r- IT $ ) , � m ` k// k k k k ƒ �Ln ) ;© / 2 , , / \}\ f ƒ2 |� ` f= / ( 2 -E2 =22 aE /CO |g2| cc �.A§ `© ■ 00 co }Id \ R. RD \ E � { \ \\ co af7; )j2) »$ ;7 § »/D R7�■ !$a£ ) ; \ ! ) H / Vol 206 P..22—L 42 Brazos County Purchasing Department 200 SOUTH TEXAS AVE SUITE 351 BRYAN;TX77403 PHONE (979) 361 -6290 PAX (979) 361.4293 August 1, 2014 L11h1aC.LD.R. 30I .N. Earl Rudder Prwy. Bryan, TX 77802 Phone 979. 774.9131 Fu: Email: kdupper@lithia.com Attn: Kelso Dupper. Re. Renewal of Corr lraeljor Window Tint - 3014 -78R Brims County would like to exercise the renewal option for Vehicle Tint 2014.78R previously known as 2013.41. All terms, cohdhions end pricing shall remain the same. After Commissioner's Court approval, the renewal will start August 15, 2014 to August 14, 201 J. . To accept the renewal option, plena fill out the information and sign below. Return the signed documents by email to gdsvls®brezoscoumytx,8ov or fax to (979) 361.4293. Please Then submis the original signed documents and on updated CaUlloate of Insurance by mail to the address listed above. Please return acceptance as soon ss possible. If you Ireve.any quest Ions, 1 may be reached at (979) 361.4291. ConlsUNome: s^ r{X1' Telephone: 47a- 77Y - '8j() ;4L: a... 97q -77t/- It UTHIA CJ.D.R, Slgnabua Date B Z COU TY u Iq I Wine Peas, County Judge Dale Vol. 206 Pg. ,� �� ci G .0 F O V1 N N 1fi M N V7 � � rti R s '1. R C "I. W 1� �O' O W.R O O O OS �O� O = � ✓� ' Lrr O n > a3 of � � 3 A 44 , v V � O � � 0 d a 0 u u u i a � s d c d O R ' > O d ¢ O C u '•�• i o W F J a' W E tn °� a W 10 o� d � y c � d o � cc d= Q g � Zr Vol. 206 Pg. ,� �� June 24,2014 P rojecC Brazos County Tax Office 4151 County Park Port Bryan, Tx 77802 Contractor: LDF Construction, Inc. 2650 Old Lcuetta Loop, Ste. 2 Spring, TX 77388 -4730 CHANGE ORDER REQUEST NO. 02 Architect: Brown Reynolds Architects, Inc 2700 Earl Rudder Fwy. South, Ste 4000 College Station, Tx 77845 We hereby request approval of the following for a change order to our contract: 1. Add for reducing height of two piers per proposal request 1. Submitted by: LDF Construction, Inc. Kyle Foster Project Manager Reduce piers $575.00 Overhead & Fee 86.00 TOTALADD $661.00 Approved for Change Order by: Brown Reynolds Watford Architects, Inc. Aar "fVse k— A`L I0tY Date: 4/ Z(aw Z�� D8t8 County Judge Vol. 206 Pg. , �y w CompuLink, Ltd. P.O. Box 2041 Lake Ozark, MO 65049 -2041 888 - 879 -1980 FAX. 573-552-8254 w .00mpulink- Ild.mm 6k R mf B ru4e 1-"w &d Sy¢a,.© e_."" July 29, 2014 Pro -Forma # 319 Pro -Forma Statement, invoice mailed after system is up and running Ms. Diana Talley, Resource Specialist BRAZOS COUNTY 2671 Hwy 21 West Bryan, TX 77803 Visual R &B IMS® Road & Bridge Application Fuel Module, ftp /DropBox, Eqp Update $ 3,000.00 Module(s) for exclusive use of Sheriff, Purch, etc. 2,000.00 First Year Server Usage, daily backups, support 3,000.00 Data Conversion 1,000.00 Grand Total $ 9,000.00 Vol. 206 Pg. d ,Z6 Software Lease Agreement I, Richard L. Knoch as a duly authorized representative of CompuLink, Ltd. "Vendor' willingly attest to perform (or deliver) as per this Software Lease Agreement ( "Contract ") for Brazos County for the period of described below. I further agree to all of the provisions and specifications contained in this Contract. TERM The term of this Software Lease Agreement will begin upon the successful installation after acceptance by the County, and will continue for one (1) year. An annual lease payment submitted to CompuLink, Ltd will renew the lease for one (1) additional year. There is no limitation on the number of renewals allowed to Brazos County. SCOPE OF WORK This Contract provides that CompuLink, Ltd (Vendor) will allow Brazos County ( "County") complete usage of all modules and submodules (150 +) in Visual Road and Bridge Integrated Management System& Vendor.will also provide unlimited usage of all pre - written reports and will write custom reports at the request of County at no additional costs. Software support (including telephone and web - based), maintenance, and future upgrades are included in the annual lease payment due to Vendor. Vendor is solely responsible for all server side connectivity to the internet. PRICING The lease price for the initial three (3) years of the Contract shall be three thousand dollars and no /10ths ($3,000.00) per annum, to be paid annually upon the effective date of this Contract and on that date each year after, if renewed. After this three (3) year period has expired, rates can be increased by an amount equal to an increase in the published Federal Inflation Rate. During the first (1 ") year of the Contract, Vendor will perform the following additional services: 1. Convert and preload existing Brazos County data as provided in .xis or .xlsx format for a one (1) time fee of $1,000.00. 2. Create and provide to the County, a usable module for updating fuel usage and hoursl miles of runtime on equipment via information received from the County's fuel software for a one (1) time fee of $3,000.00. This module will populate the hours/ mileage into the vendor's R&B IMS® system. 3. Create and provide to the County, a usable module for limited use by the County Sheriffs Department and Purchasing Department for a one (1) time fee of $2,000.00. Prices in Paragraphs 1 -3 above shall be all inclusive. All prices must be written in ink or typewritten. Pricing on all transportation, freight, drayage and other charges Vol. 206 Pg. ;,;-/ are to be prepaid by the Vendor and included in the bid prices. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, vendor 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. ASSIGNMENT The Vendor 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. CONTRACT OBLIGATION Contract is not binding on Brazos County until Brazos County Commissioners Court has approved the award of the Contract to Vendor and the Brazos County Judge or other person authorized by Brazos County Commissioners Court has signed the Contract. 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 Vendor. HOLD HARMLESS AGREEMENT Vendor shall indemnify and hold Brazos County harmless from all claims for personal injury, death and /or property damage resulting directly or indirectly from Vendor's performance. Vendor 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 Vendor'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. WARRANTY Vol. 206 Pg. Z� Vendor warrants an uptime of 99.99% unless downtime is caused by hardware failure or external hacking. Vendor further assures that they will take necessary precautions to avoid either event. INVOICES & PAYMENTS Vendor shall submit an original invoice that contains an itemized list of billed items at least sixty (60) days prior to the expiration of the current and respective term of the Contract. Any invoice that cannot be verified by the Contract price andlor is otherwise incorrect, shall be corrected by the Vendor. When multiple deliveries and/or services are required, the Vendor 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. The Vendor will provide an invoice for each month in which Brazos County is responsible for payment, during the duration of the Contract. 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 Vendor; 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. Vendors shall comply with all applicable federal, state and local laws and regulations. Vendor 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. 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. Vol. 206 Pg. 02 �' 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 Vendor breaches any of the terms therein, including warranties of Vendor or if the Vendor 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 a written notice. Termination will take effect immediately upon Vendor receiving written notice. If this Contract is terminated, the vendor recognizes that the data entered into the software is owned by Brazos County and shall be returned to Brazos County intact on a media that is acceptable to the 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 Vol. 206 Pg. �� Nothing in this Agreement shall be construed as making Brazos County responsible for the payment of compensation and /or any benefits for Vendor including health, property, motor vehicle, workers' compensation, disability, death, and dismemberment insurance for the Vendor'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 by the Vendor. 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 the actions of the Vendor 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: BRAZOS COUNTY: Brazos County, Texas Duane Peters, Brazos County Judge 200 South Texas Avenue, Suite 332 Bryan, Texas 77803 VENDOR: Sales Contact Name: Phone Number: Billing Info: Rirharri I Knnrh 1- 888- 879 -1980 P.O. Box 2041 Lake Ozark, MO 650do_9na1 - — 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 Vol. 206 Pg. ��� This Agreement represents the entire and integrated agreement between Brazos County and the Vendor 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 Vendor shall be retained and made available by the Vendor 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 Vendor 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, Vendor 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 Vendor shall retain such records until the audit is concluded and all issues resolved. Vendor shall provide Brazos County with copies of such audits that be conducted with respect to the Contract. AUDIT RESPONSIBILTY The Vendor 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 Vendor shall repay to Brazos County the full amount received for duplicate billings, erroneous billings, false or deceptive claims. The Vendor 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. INDEMNIFICATION The Vendor 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 Vendor 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 Vendor 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. Vendor shall defend, indemnify and save harmless Brazos Vol. 206 Pg. o� lz� County, its officers, agents and employees in accordance with this indemnification clause regardless of whether the injury or damage is caused in part by Brazos County, its officers, 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 of this proposal. The signatory also agrees to all provisions and specifications of this Contract. Signed By:k&A"dL,. Knpak Title: Typed Company Name: Richard L Knoch Compul-ink, Ltd. Email Address: compulinkltd(a)cs.com CEO Phone No. 800- 879 -1980 Mailing Address: P.O. Box 2041 Lake Ozark MO 65049 -2041 P. 0. Box or Street City State Zip Tax Identification Number: 43- 1274383 pr ed b Com ner's Court on this day of2014 by holding the position of t? Vol. 206 Pg. �2,7 M k b O`~f Y 011�T�0 BRAZOS CO V 1. l 1 COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bride e DEPT. NUMBER 56001000 DATE OF COURT MEETING: August 19.2014 ITEM: Consider and take action on request from Don Clark on behalf of the Brazos Valley Museum of Natural History for lane closure of a portion of Bird Pond Road on October 4 2014 from 7.00 am to 11.00 pm to accommodate the annual Buffalo Stampede event. Site is located in Precinct 2. NOTES/EXCEPTIONS: W)INT910:401:I,�a % t R. Alan Munger, County Engineer This Request i Approved 0 (or) Denied ❑ by Commissioners' Court Date: E. -Duane Peters, Vol. 206 Pa. ;.-a"' 6 BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT: Road & Bridge MEETING DATE: August 18, 2014 SUBJECT: Utility Permit — Texas Communications Consider and take action on the Texas Communications utility permit to bore under Steep Hollow Road, Project will provide telephone services to new customer. Site is located in Precinct 2. SUBMITTED BY: eAwv Jo V. Salvato Right of Way Agent APPROVED BY: I. Ammycaydet na Commissioner Precinct 2 This request is Z PROVED / DENIED El by Commissioners' Court Duane Peters, County Judge DATE: Vol. 206 Pg. 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 Comes now Texas Communications [company name], hereinafter referred to as "Company" a Texas [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, construct, 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 follows: 1 ''A" fiber duct to be bored and placed under the right of way at the approximate address of 10546 Steep Hollow Rd, Bryan TX 77809. The location and description of the proposed installation and appurtenances must be fully 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 5 working days. (COMPANY MUST FILL IN). If such construction is not begun by the 60th day, Company will be required to provide a new notice. Company declares that priorto filing this application, it has ascertained the location of all existing utilities, both aerial 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. Vol. 206 Pg. z30 Failure to notify the County Engineer's Office within 24 hours of beginning construction shall constitute grounds forjob shutdown. By signing below, I certify that I am authorized to represent the Company listed below, and that the Company agrees to the conditions /provisions included in this notification. Texas Communications Company Name Jim Sheldon By: Signature Vice President Title 1389 N Harvey Mitchell Pkwy. Bryan TX 77803 Address 979- 775 -6239 Telephone Number jsheldon(a),texascom com E -mail Vol. 206 Pg. Al. ACCEPTANCE OF 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 0B — except as noted below: EXCEPTIONS: NUIY� r Braz runty Engineer Vol. 206 Pg. a2�' Vol. 206 Pg. ,- 9-� a m N O O C � N 3 r r no Q j L° O m OA Y h d m v � 5 c 0 f0 C C .c� C L Q% j O f?0 � N O 0 C N O t 0 3 > v w � to s2 C v V) m 0 0 +� V t 'D 0 C*4 3 O 3 � O o r L W ^^ C^L' ^W W N Vol. 206 Pg. ,- 9-� v y BRAZOS COUNTY ROADWAY SAFETY AND ROAD PRESERVATION STANDARDS FOR WORK CONDUCTED IN BRAZOS COUNTY RIGHTS OF WAY A. General Requirements 1. Adequate drainage shall he maintained in ditches at all times. 2. Permittee will use best management practices (`BMP ") (EPA and TCEQ both provide lists of examples of BMPs) 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. 5. Permittee shall not interfere with other utilities located in the right of way. In the event damages occur, permittee 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. Safety 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 Uniform Traffic Control Devices (TMUTCD). See Traffic Control Requirements below. 2. During construction, all safety regulations of the Texas Department of Transportation 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 minimum inconveniences to traffic and adjacent property owners. 5. No cable, conduit and /or pole line shall he 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 maybe approved by the County Engineer. C. Traffic Control Plan A traffic control plan, pursuant to the TMUTCD or Engineered Traffic Control Plan must be provided for the following: a. any construction (i.e. pit, excavation, hole) left open overnight, requires specific nighttime traffic control measures pursuant to the TMUTCD; b. if construction is within ten (10) feet of the roadway; or c. any work performed in the road right -of -way; Vol. 206 Pg. 2-3� 2. Plan must be attached to the permit and kept at the job site anytime work is being perforated. 3. Plan must set forth the time of completion for the job. D. Design Standards 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 Utilities Code, Section 181.045. 2. All pole installation (including lighting) shall be placed at the backside of the Right of Way to ensure safety to the public. Any pole placed in violation of this requirement will be required to he 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 minimum 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) inches 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 from the edge of pavement. Exceptions may apply in rights 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. 5. 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 I' Phone — 2 -4 feet, nominally 3' Gas — 4 -6 feet, nominally 5' 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 orjacked. ABSOLUTELY NO OPEN CUTS WITHIN COUNTY ROAD PAVEMENT; b. be pressure grouted for the full length of the crossing if the annular space between 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 on site to observe pressure grouting operations; c. TxDOT Standard Specification Item 476 shall be followed for all boring, jacking, tunneling and joints. Vol. 206 Pg. AJ'� 9. Bore Pits a. no pits shall remain open longer than 2'days; 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 require 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 ten (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 shall be removed from the trench prior to backtilling. 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 lateral tamping 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 the 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 he 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 bond 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 environmentally sensitive lands. E. Emergency wvrk I. 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's Office an opportunity to inspect the site to ensure the integrity of the County Right of Way and traffic safety controls used. Vol. 206 Pg. ,2:37 F. Repairs to existing facilities Maintenance and/or repair to existing cables, conduits, and /or pole lines which 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 its designated representative and a permit has been obtained. G. Relocation of utilities When and if the County Engineer determines that it is necessary for the construction, 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, shall be removed from said road, or reset or relocated thereon, as required by the County Engineer within a reasonable time as determined by the County Engineer and Utility Company, and at the expense of tile Utility Company. H. High Pressure Pipelines I. All utility Permits for high pressure pipelines controlled access or non - controlled access information in the description of the permit. - diameter -wall thickness - material specification (generally 60 PSI or greater), whether pertaining to installations, should contain the following additional - 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 installation material and design meet the minimum Federal Safety Standards for Liquid and Gas Pipe Lines. Assurance must be provided on company letterhead and signed by an authorized representative of the company. 4. Petroleum Pipelines: Depth Tyne of Pipeline (below deepest ditch grade) Special Reauirements Encased Pipe Less than 10' Must be covered with concrete pad at least 36" deep Encased Pipe Greater than 10' No concrete pad required Non -Cased Pipe Less than 10' Must be covered with concrete pad at least 48" deep Non -Cased Pipe Greater than 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 Road. 6. Natural Gas Distribution is a line that serves the final customer. Vol. 206 Pg. Z-3k u� .F �y�y fig 40 gP�� PLp L[E get ! eeq s J call -P�e •'P aYb E�lY A I f� sli P ! aP- 1fli b! E y= �u pp f#ate a�Igy it; EE9 Il s; jf1Efi -q6 119E i ° +g `2 ¢ 3 aij Ho if film -------- a •— .— wli.mw- �oy.G1Y _— — +NI�S _e� t • J.nlmut - weirws C> .r wl.ws - - � - - - •MII.s6 a a O5>_ bN E5 6 Vol. 206 Pg. z3 s K W O p� SQL N V Z I — O — VCOC W O r .V.. W CC; > O V pY 2 K W O y =J bX S R � N - - � o N V aU ~ N O U Y W O N � O � — LgZ W C W> 0€ Y JL(F�afS:ga$ °RR9$ �a8�6IA %Y ".AKSSRK' F oil �s 4SE ^2:2 ss1! u� .F �y�y fig 40 gP�� PLp L[E get ! eeq s J call -P�e •'P aYb E�lY A I f� sli P ! aP- 1fli b! E y= �u pp f#ate a�Igy it; EE9 Il s; jf1Efi -q6 119E i ° +g `2 ¢ 3 aij Ho if film -------- a •— .— wli.mw- �oy.G1Y _— — +NI�S _e� t • J.nlmut - weirws C> .r wl.ws - - � - - - •MII.s6 a a O5>_ bN E5 6 Vol. 206 Pg. z3 s K W O p� SQL N V Z I — O — VCOC W O r .V.. W CC; > O V pY 2 K W O y =J bX S R � N - - � o N V aU ~ N O U Y W O N � O � — LgZ W C W> 0€ Y _e� t • J.nlmut - weirws C> .r wl.ws - - � - - - •MII.s6 a a O5>_ bN E5 6 Vol. 206 Pg. z3 s K W O p� SQL N V Z I — O — VCOC W O r .V.. W CC; > O V pY 2 K W O y =J bX S R � N - - � o N V aU ~ N O U Y W O N � O � — LgZ W C W> 0€ Y BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridle DEPT. NUMBER 56001000 DATE OF COURT MEETING: August 19. 2014 ITEM: Consider and take action on the Replat of Lot 5R Block I Ramby Subdivision; 11.27 Acres; 2 Lots Moses A. Foster Survey, A -M Brazos County, Texas. Site is located in Precinct 2. SOURCE OF FUNDS: N/A EXCEPTIONS/REQUIREMENTS: NOTES: • Owner/Developer: MBL Metals /dba AMC Solutions • Surveyor: Phillip C. Payne SUBMITTED BY: APPROVED BY: L R. Alan Munger, P lammy Ca ena County Engineer 6 Cornmispfoner, Precinct 2 This Request is 0 AIDuVane D / D ] by Commissioners' Court E. Peters, County Judge S 11511 Date Vol. 206 Pg.d Application for Development Brazos County Subdivision and Development Regulations Brazos County Engineering Department 2617 Hwy 21 West, Bryan, Texas 77883 (979) 822 -2127 rUse Only. ]I Muter Plan _ Final Plat _ Re -Plat Amending Plat _ Property Description Road Location: ')+a4-G_ H is L, t.!c• u i Legal Description: . Co— -9 1/ n.t+i,y Subdivision Description J Subdivision Name: RePLA -_T uF L+T SR, Lv k Ra A' Total number of lots: Total Acreage: /), 7 AL Property Owne- Owner name(s): Current mailing Phone nurnber(s; Applicant or At Name and Addre Phone number(s; Name and Address: Phone number(s): Application is for `/ Residential O Mobile Home Park O Commercial (i,K Other ( ) Is any of the property located in a Floodplain or Flood Hazard area? L S (yesino) Acknowledgmcnc The hood hazard boundary maps and other flood data used by Brazos County to evaluating flood hazards to proposed developments arc wmidered reasonable and accurate for regulatory purposes and arc based on the bat available scientific and engineering data On rue occasions greater floods can and will occur and flood heights may to increased by mans -made or natural nausea- Issuance of a Ftoodplain Permit in accordance with the Baazas Country Flood Damage Prevention Ordinance does not imply that development outside the areas orspecial flood bated will be free from flooding or flood damage. Issuance of a permit shall not smite liability an the part of Brands County or any officer or employee orfirsrm County in the event flooding or flood damage dots owur. Is part or all of the property within an ETI of a City? NO (yes/no) Will any construction occur in TxDOT right -of- -ways? n)G (yes/no) Application Check List: Copies of finished plat with corrections (if any): ❑ 9 copies to Brazos County ❑ One (1) copy to Brazos County Health Dept. ❑ One (1) copy to Brazos County 91 l ❑ One (1) copy to local Water District or Company Letters or approval (to be sent by the approving institution directly to Brazos County Engineering): ❑ Letter from Bruns County Health Dept. — For onsite sewage evaluation. ❑ Letter from Brazes County 9l 1— For road names. ❑ Letter 6om Water District or Company. — Stating water availability, etc.. If property is within an ETJ of a city: ❑ Approval notification from appropriate city. SVI)IJi%" 5 t 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 app4nlM ' is not finished or dated tmtil all documents listed above are riled at the Brazos County Engirt c II applicabl e blanks are filled in the application above. Applicanature Date County Witness Vol. 206 Pg. '� V/ Date Engineer /Surveyor Check List for Plat Pre - Approval d 1) Property located within a City Extra Territorial Jurisdiction (ETJ), contact with that City is required before plat approval. 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. 7) Include the words; "MASTER DEVELOPMENT PLAN — NOT FOR RECORD" er / "FINAL PLAT' or "RE -PLAT' or "AMENDING PLAT' in letters 'h" high. e7 4) Vicinity map which includes enough of surrounding area to show genent location of subject property in relation to major roads and any city limits and county boundaries. No / scale required but include north arrow. !] S) Tide Block with the following information: Fir Name and address of subdivider, recorded owner, planner, engineer and surveyor. Proposed name of Subdivision (Subdivision name & street names will be approved through the Brazes County 911.) (Replan need to retain original subdivision name.) G( Date of preparation. (Include the date of any revisions on the plat.) 4V Engineer's scale in feet. 5/, Total area intended to be developed. CIS Re -plat or Amending Plat, existing tat and block description or Abstract name and number. I/ 6) North Arrow. ❑ 7) Location of any current city orcounty limit lines, if applicable. Q' 8) Subdivision boundary indicated by henry lines. Boundary must include all of parent tact. 9) Descriptions by metes and bounds of the subdivision which shall close within accepted land surveying standards. (Shown on drawing; not separate description) / 9 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 comer of the survey or tract, or an original comer of the original survey of which it is a part. / 9 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. - 9/ 13) Note the FEMA FIRM Map panel number and revision date on plat. ❑ 14) , Topographic information, including contours at two foot (2 fQ intervals, nowline elevation and flow direction. 15) Proposed drainage concept shown on plan, showing flow paths to primary system. Vol. 206 Pg. ;) V;-- B' 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 orcontiguous with the boundary of or forming a boundary with the subdivision, as well as, those within the subdivision; for the following: - Existing Proposed ❑ N' A , 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. ❑ D If A 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.) .. ❑ ❑WA Street offsets and/or intersection angles meet ordinance. ❑ ❑,rA Alleys ❑ ❑ tj A Reserve tracts. ❑ QdA Well site locations. er ❑ Pipelines: label company with volume and page. f� ❑ Utility Services. (water, wastewater, electrical, natural gas, cable, phone, etc.) 0i ❑ Easements. ❑ ❑ N% Drainage Structures and improvements per en&eering analysis. or G( A number or letter to identify each lot or site and each block. D ❑ 'j 0, Public areas. ❑ ❑ N A Other Public improvements, including but net limited to parks, schools and other public facilities. 17) All off -site easements for infrastructure construction must be shown on the final plat with a volume and page listed to indicate where the separate instrument easements were filed, / Separate instrument easements must be filed prior or concurrently with final plat. D 18) Proposed phasing. The Master Plan and each phase must be able to stand alone to meet ordinance requirements. infrastructure costs should be separate for each phase of the ( subdivision. 11 19) Bring this check list with one copy of plat for pre - approval to meeting; date and 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 77807 (979)822 -2127 Vol. 206 ft. X113 19 BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2013 -2014 BUDGET YEAR NO. 13/14 44.1-44.9 On this the 19th day of August 2014 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 19th day of August 2014 the Court heard and approved a budget amendment for the 2013 -2014 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 10 September 2013, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 19th day of August 2014. THE C011MSSIONERS COURT OF BRAZOS COUNTY, TEXAS. By Duane Peters, County Ju ge Original: County Clerk's Office and Attached to the original budget Vol. 206 Pg. �� BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 13/14.44.1 811912014 ®"® ®ML�MF• ACCOUNTNAME �TD realize-the venue tax collected for the pp�od of ApdI 1, 2014 to June 30, 2014. Vol. 206 Pg. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13!74 - 44.2 Fbilq Reallocation of funds to purchase additional security cameras in order to enhance security in Juvenile Detention Center by providing camera surveillance in critical areas of Detention. Vol. 206 Pg. BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 13/14.44.3 8/19/2014 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 2000 21005000 61130000 CR Contingency 8,000.00 2000 21005000 67286000 CR Equipment - Other 1000.00 2000 21005000 71020000 CR Computer Contracts 1000.00 2000 21005000 67342000 CR Furniture 1,000.00 2000 21005000 60360000 CR Furniture 1,000.00 2000 21005000 71025000 DR Contract Services 12 000.00 County Clerk Management Fun Reallocation of funds for the recreation, restoration & archival work on Property Record Index Books in the County Clerk's Office and Tax books in the Tax Assessor's Office. Vol. 206 Pg. a% BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13114.44.4 Reallocation of funds to purchase a leased fax machine that will expire in August 2014. This machine will be used as a backup for the Vol. 206 Pg. g 4/�r BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13114.44.5 8/19/2014 FUND DIV ACCT PROJ DR1CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contingency 50,000.00 0100 11020000 61D20000 DR Autopsy 50,000.00 General Fund Contingency and Court Support - Civil Reallocation of funds for auto sies for the remainin of FY 14. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13/14 - 44.6 8/19/2014 ACCOUNTNAME 1 11 111 11 .1 •1111 _JHM 1 ' ti ' SJ UM 111 11 111 -m . .i Electronic ®- Detention Reallocation of funds to the correct account for the purchase of a camoordcr, carrying case and memory card for the use in record Ii uth behaviors, etc. Vol. 206 Pg. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13114. 44.7 8/1912014 FUND DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 0100 11001500 61130000 CR Contineencv 294.00 0100 24201100 51610000 CR Hourl -Staff 3,139.00 0100 24201100 53100000 CR Social Security 240.00 0100 24201100 53200000 CR Retirement 439.00 0100 24201100 53800000 CR Workers Comp 1.00 0100 24201100 53300000 CR Employee Health Insurance 950.00 01001 24201200 51610000 DR Hourly - Staff 3,380.00 0100 24201200 53100000 DR Social Security 259.00 0100 24201200 53200000 DR Retirement 473.00 0100 24201200 53800000 DR Workers Comp 1.00 0100 24201200 53300000 DR Employee Health Insurance 950.00 E I General Fund Con tto enc , Justice of the Pence, Pct. 2,1 and Justice of the Peace, Pct. 2.2 Reallocation of funds to the correct division for the creation of a Clerk new position that was approved on August 12, 2014, Item # 9 and #10 during Commissioner's Court. Vol. 206 Pg. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 13114 • 44.8 8/19/2014 Vol. 206 Pg. BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. iW4 - 44.9 8/19!2014 ���•��� . � � ..�. tit � ii •�� �� �� -� iii �� Vol. 206 Pg. 5�� BRAZOS COUNTYTAX ASSESSOR 7� k coL1 OR PROJECT 1 RILING CONDITION ASSESS.NENT AVON sSES Summary of Services (PRV) Preservation Create permanent log including current condition page order and treatments. Dismantle by hand. Surface clean sheets to remove deposits. This includes dust, soot, airborne particulate, sedimentation, insect detritus, or even biological /mineral contaminants. Tools include a microspatula, soft dusting brush, latex sponge, powdered vinyl eraser, or soft block eraser. Remove any non - archival repairs or fasteners, such as residual glues. All tape and previous mends to be removed to the extent possible without causing damage to paper and inks. Mend tears with Japanese tissue. All materials are acid free and reversible. Deacidify sheets after careful testing. Magnesium oxide deacidifies (or neutralizes) acid inks and paper by providing an alkalize reserve. This chemical is inert and safe, and does not degrade the sheet. Testing ensures an 8.5 pH with a deviation of no more than t .5. Encapsulate each sheet in aLay Flat Archival PolyesterPocket °. Each custom envelope is composed of SKC Films, Skyroll SH72S® Mylar and includes a patented lay flat design. This envelope is welded to prevent invasion of atmospheric pollutants. Rebind in an custom -fitted and stamped binder. Volumes may return as split if they have high page counts. A dedication and treatment report is included in the binder. All volumes are rehoused in Disaster Safe County Binders— except the 1905 Poll Tax Ledger. The Poll Tax Ledger will be rehoused in an Indestructo binder or a Heritage Recorder binder. Any index tabs are repaired or replaced, as necessary. Final quality check with reference to original log sheet. (IM) Archival Imaging and Image Processing Capture images at a minimum of 300 dpi at 256 gray levels, ensuring the highest quality for poor contrast and readability. Gray -scale ensures optimum resolution for each page. Digitized images are accumulated as Group IV bi -tonal images in a standard TIFF format. Kofile's IMAGE PERFECT application software uses custom image clean up and enhancements such as deskew, despeckle, character repair, and zonal processing. Annotations are electronically added on the re- created image to assist in record keeping. All images are certified. Each image is checked. We verify effectiveness and minimum legibility through rigorous and systematic quality control. Upon completion, County receives one MASTER COPY (DVD or CD), and one COPY. Kofile can hold a security copy for safe keeping. We do not sell, distribute, or grant unauthorized access to County records. KO F I L E SFRVATiON 4.1 Vol. 206 Pa. Project Inventory & Itemized Pricing 4.2 Vol. 206 Pg.� OLUME ,. ..., .. _ ' LEVEL OF', NOTES ERVICE PAGE COUNT PRICE QUOTE , r ECORDS SERIESTIRE r, .. Abstract of City Lots 1914 -1933 Index infrant PRV /IM 464 $2,231.321 Assessor Abstract 2 Land 1882 -1896 PRV /IM 411 $1,975.74 Assessor Abstract Town Lots 1 PRV /IM 454 $2,183.10 Assessor Abstract Town Lots 2 PRV/IM 396 $1,903.40 Assessor Abstract Town Lots 3 PRV/IM 415 $1,995.03 Assessor Abstract of Land 1 PRV/1M 422 $2,028.78 Assessor Abstract 3 PRV /IM 640 $3,080.05 Assessor Abstract City Addition 1 PRV /1M 454 $2,183.10 Assessor Abstract 4 PRV /IM 640 $3,080.05 Assessor Abstract of Land 5 PRV/IM 509 $2,448.33 Assessor Abstract of Town Lots 5 PRV /IM 529 $2,544.77 AssessorAbstract of Land 6 PRV /IM 555 $2,670.15 Assessor Abstract of City Lots 4 PRV /IM 489 $2,351.88 Assessor Abstract of Land 8 PRV /1M 641 $3,084.88 Assessor Abstract of Land 7 PRV /IM 640 $3,080.05 Assessor Abstract of Lots 6 PRV /IM 406 $1,951.50 Assessor Abstract of City Additions 2 Few attachments b paper clips PRV /IM 640 $3,080.05 Brazos Co. Poll Tax Ledger 1905 PRV /IM 91 $722.95 Abstract LedgerNo.2 PRV /IM 357 $1,715.33 Abstract Record of Personal Property Tears &Tape PRV /IM 591 $2,843.76 TOTAI 9,744 "; 4 7,154 24; 4.2 Vol. 206 Pg.� BRAZOS COUNTY TAX ASSESSOR & COL I �GTOR CONDITION ASSESSMENT AUGUST 1, 2014 ( Project Price Quote Please reference TSMAS Contract number TI MAS -13- 36010, Kofile Preservation, Inc., when processing your order. Prices are good for 90 days from the date of the quote. Prices are based on estimated page counts. Billing will reflect actual page counts. PRV003 96272 Preservation of Historical $2,300.00 Book 20 $46,000.00 Record Books (Conservation, Archival Imaging, & Rebinding) — Complete PRV004 96272 1 Additional Paper I $144.28 Hour 8 $1,154.24 Conservation— Adhesive (Date) _.. _... 4.3. Vol. 206 Pg. .7-15Z TOTALI $47,154.241 KOFILEV 14 sERVar10N 8"&0SC0UNTYC= CONDITION ASSESSMENT PROJECT PRICING AUGUST I, W14 Summary of Services (PRV) Preservation Create permanent log including current condition page order and treatments. Dismantle by hand. Surface clean sheets to remove deposits. This includes dust, soot, airborne particulate, sedimentation, insect detritus, or even biological /mineral contaminants. Tools include a microspatula, soft dusting brush, latex sponge, powdered vinyl eraser, or soft block eraser. Remove any non - archival repairs or fasteners, such as residual glues. All tape and previous mends to be removed to the extent possible without causing damage to paper and inks. Mend tears with Japanese tissue. All materials are acid free and reversible. Deacidify sheets after careful testing. Magnesium oxide deacidifies (or neutralizes) acid inks and paper by providing an alkalize reserve. This chemical is inert and safe, and does not degrade the sheet. Testing ensures an 8.5 pH with a deviation of no more than t .5. Encapsulate each sheet in a Lay Flat Archival Polyester Pocket". Each custom envelope is composed of SKC Films, Skyroll SH72SO Mylar and includes a patented lay flat design. This envelope is welded to prevent invasion of atmospheric pollutants. Rebind in an custom -fitted and stamped binder. Volumes may return as split if they have high page counts. A dedication and treatment report is included in the binder. The Index Books are rebound in a TMC Binder. The six miscellaneous books are rebound in Heritage Recorder binders. Any index tabs are repaired or replaced, as necessary. Final quality check with reference to original log sheet. (IM) Archival Imaging and Image Processing Capture images at a minimum of 300 dpi at 256 gray levels, ensuring the highest quality for poor contrast and readability. Gray -scale ensures optimum resolution for each page. Digitized images are accumulated as Group W bi -tonal images in a standard TIFF format. Kofile's IMAGE PERFECT application software uses custom image clean up and enhancements such as deskew, despeckle, character repair, and zonal processing. Annotations are electronically added on the re- created image to assist in record keeping. All images are certified. Each image is checked. We verify effectiveness and minimum legibility through rigorous and systematic quality control. Upon completion, County receives one MASTER COPY (DVD or CD), and one COPY. Kofile can hold a security copy for safe keeping. We do not sell, distribute, or grant unauthorized access to County records. (RC) Re- creation Print on 28 Pound Acid -Free and Pre- Punched Linen Ledger. Bind in a Heritage Recorder Binder with metal rim index tabs mounted on heavy stock. KO F I L E BRVATION 4.1 Vol. 206 Pg. ,;�57 Project Inventory & Itemized Pricing 7i'n RECORDS ERIES OE'� 61M6 D A ,N, FV LEVEL'017�--,�� SERVICE OUNT '7 Transcribed to A, B Sovereignty Laminated & tabs. PRV/IM/RC 450 $3,334.79 Index to Deeds — General Index to E 1899-1920 Laminated & tabs. PRV/IM/RC 600 $4,134-28 Deeds Return split into three. General Index to F 1899-1920 Laminated & tabs. TRV/IM/RC 600 $4,134.28 Deeds Return split Into three. General Index to G 1899-1919 2D Laminated & tabs. PRV/IM/RC 6130 $4,134.28 Deeds Return split into three. General Index to A, B, C 1874-1925 PRV/IM/RC 600 $4,134.28 Deeds of Trust I I Direct/Reverse C 1875-1886 Laminated & tabs. PRV/IM/RC 400 $3,068.29 Index to Deeds Direct/Reverse D 1883-1899 Laminated & tabs. PRV/IM/RC 500 $3,601.29 Index to Deeds Direct/Reverse E 1900-1907 Laminated & tabs. PRV/IM/RC 450 $3,334.79 Index to Deeds Direct/Reverse F 1907-1913 Laminated & tabs. PRV/IM/RC 600 $4,134.28 Index to Deeds Direct/Reverse G 1912.1920 Laminated & tabs. PRV/IM/RC 600 $4,134.28 Index to Deeds Direct/Reverse H 1920-1926 Laminated & tabs. PRV/IM/RC 600 $4,134.28 Index to Deeds Direct/Reverse 1 1926-1931 Laminated 6, tabs. PRV/IM/RC 350 $2,801.69 Index to Deeds Direct/Reverse J 1931-1935 Laminated & tabs. PRV/IM/RC 350 $2,801.69 Index to Deeds General Index to C 1926-1939? Bound tabs. PRV/IM/RC 320 $2,641.90 Deeds of Trust I General index to D 1940-1947 PRVAM/Rc Soo $3,601.29 Deeds of Trust General Index to E 1948-1955 PRV/IM/RC 500 $3,601.29 Deeds of Trust General Index to F 1956-1961 PRV/IM/RC 500 $3,601.29 Deeds of Trust 4.2 Val' 206 Pg. _g�:g BRAZOS COUNTYCLEN[ CONDITION ASsEssmENT AUGUST t, W1/ KO F I L E FNVATION 4.3 Vol. 206 Pg. �_S ECORD,SSERIES TITLE OWME ATE; OTES .7PRVIIM COUNT RICE QUOTE'. General Index to Deeds of G 1961 -1967 /RC $3,068.29 Trust 400 Index to Deeds, Deeds of A -K 1936 -1946 /RC $3,334.79 Trust, ML 450 Index to Deeds, Deeds of L -Z 1936 -1946 PRV /IM /RC $3,334.79 Trust, ML 450 Reverse Index to Deeds, A -K 1936 -1946 Stamped in PRV /IM /RC $3,068.29 Deeds of Trust, and ML red, not 400 bound. Reverse Index to Deeds, L -Z 1936 -1946 Stamped in PRV /IM /RC $3,068.29 Deeds of Trust, and ML red. 400 Direct Index to Deeds A -K 1947 -1953 PRV /IM /RC 450 $3,334.79 Direct Index to Deeds L -Z 1947 -1953 PRV /IM /RC 450 $3,334.79 Direct Index toDeeds A -Z 1954 -1955 PRV /IM /RC 450 $3,334.79 Direct Index to Deeds A -Z 1956 -1958 PRV /IM /RC 500 $3,601.29 Direct Index to Deeds A -Z 1959.1962 PRV /IM /RC 500 $3,601.29 Direct Index to Deeds A -Z 1962 -1965 PRV /IM /RC 500 $3,601.29 Direct Index to Deeds A -Z 1966 -1967 Blank PRV /IM /RC 350 $2,801.80 pages at the end Reverse Index to Deeds A -K 1947 -1953 PRV /IM /RC 450 $3,334.79 Reverse Index to Deeds L -2 1947.1953 PRV /IM /RC 450 $3,334.79 Reverse Index to Deeds A -Z 1954 -1955 PRV /IM /RC 450 $3,334.79 Reverse Index to Deeds A -Z 1956.1958 PRV /IM /RC SDO $3,601.29 Reverse Index to Deeds A -Z 1959 -1962 PRV /IM /RC 500 $3,601.29 Reverse Index to Deeds A -Z 1962 -1966 PRV /IM /RC 500 $3,601.29 Reverse Index to Deeds A -Z 1966.1967 Blank PRV /IM /RC 300 $2,535.30 pages at the end TOTAL 16,970 5124,156.28 KO F I L E FNVATION 4.3 Vol. 206 Pg. �_S 4.4 Vol. 206 Pg. ;- (Ob ECORDS SERI ES TITLE �`OLl1ME DATE, -,'. OTES `'" LEVEL - SERVICE PAGE COUNT -RICE QUOTE County Superintendent's Office 1933.1934 Unbound. PRV /IM 67 $666.88 Registrar of County Bonds Bound Folio. PRV /IM 80 $729.57 Naturalization Record Index in Front. PRV /1M 40 $536.68 Marriage Record A 18441857 Tears ea in Extremely Poor Condition. PRV /IM 100 $826.02 Record of Trade Marks Bound. PRV /IM 30 $488.46 Deed Record B Tape & Weak Edges PRV/IM 420 $2,369.17 TOTAL 737 1 $5,616.78 4.4 Vol. 206 Pg. ;- (Ob BRAZOS COUNTY CLERK CONDITION ASsEssMENT AUGUST 1, 3014 Project Price Quote Please reference TXMAS Contract number TXMAS -13- 36010, Kofile Preservation, Inc., when processing your order. Prices are good for 90 days from the date of the quote. Prices are based on estimated page counts. Billing will reflect actual page counts. Due to the Texas Comptroller of Public Accounts' (CPA) new regal t�iopnregarding all State - issued contracts (including Term and TXMAS contracts). Should ounty wish to pursue this project, any resulting Purchase Orders must be issued online through the TxSmartBuy System website at <www.txsmartbuy.com />. (Signature .thar d,O.f(,i I TITLE: (CUIVIW1 �1(Ad* DATE: O I19 f 14 KO F I L E ERVATION 4.5 Vol. 206 Pg. 6 / XMAS* .i,NIGP ' b' .. ... XIMIAS PART NO !DESCRI PiION _. NIT PRICE, NITOF. TY . PRICE ART NO ,.. CODE:.' ;: . .. ,...,...W EASURE ,..U., .: , PRV001 96272 Preservation of Historical $2,250.00 Book 36 $81,000.00 Hour 35 Record Books (Conservation, IMGP003 92030 Archival Imaging of Bound $0.77 Page 737 Archival Imaging, & Rebinding) Positive /Typescript or PRV004 96272 Additional Preservation $144.28 Hour 65 $9,378.20 BRC008 92030 Re- creation of Index Book (12" $938.28 Book 36 $33,778.08 x 18" to 16" x 20" /Poly Tabs) TOTAL $124,156.28 (Signature .thar d,O.f(,i I TITLE: (CUIVIW1 �1(Ad* DATE: O I19 f 14 KO F I L E ERVATION 4.5 Vol. 206 Pg. 6 / XMAS PART NO IGP ODE ,Y XMAS PARLNO DESCRIPTION ' • •'' UNIT PRICE -UNIT OF - MEASURE TY. PRICE ,.... PRV004 96272 Additional Preservation $144.28 Hour 35 $5,049.29 IMGP003 92030 Archival Imaging of Bound $0.77 Page 737 $567.49 Positive /Typescript or Manuscript TOTAL $5,616.78 (Signature .thar d,O.f(,i I TITLE: (CUIVIW1 �1(Ad* DATE: O I19 f 14 KO F I L E ERVATION 4.5 Vol. 206 Pg. 6 / PERSONNEL CHANGE OF STATUS REQUESTS Commissioner Court Date: August 19, 2014 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 District Clerk Kleinschmidt, Cameron New Hire Langley, Michelle Resignation Tseng, Kelsey Resignation Collections Autrey, Margaret Lee, Anita Expo Complex Asbury, Stephanie Kozlowski, Holly Urrutia, Gilbert Juvenile Maldonado, Reyna Holmes, Elton Drake, Brandon Justice of the Peace 2.2 and Bridge Darling, Rox Darling, Rox Wilkerson, Lisa Ybarra, Alysia Alvarado, Jr., Manuel Galindo, Calistro Garcia, Albert Tally, Diana Vol. 206 Pg. Reinstated Resignation New Hire Cell Phone Allowance Resignation Resignation Resignation New Hire New Hire Transfer w /in Dept New Hire Transfer w/in Dept. Transfer w /in Dept Transfer w /in Dept Transfer w /in Dept. Promotion zz Tax Office PERSONNEL CHANGE OF STATUS REQUESTS Page 2 Brunson, Kristina New Hire Davenport, Cathy Resignation Jones, Harriett Resignation Luna, Raquel New Hire Approved In Commissioners' Court: August f9—.'W4; County Judge's or Commissioner's Signature: (This Copy to be attached to minutes) Vol. 206 Pg. 3