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Home My WebLink About2016-05-31 10:00AM REGULAR MEETINGBRAZOS COUNTY BRYAN,TEXAS NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET IN REGULAR SESSION ON MAY 31, 2016 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 Mallard 2. Call for Citizen input and/or concerns Consider and take action on agenda items 3-13: 3. Appointment of the following as fire commissioners for Brazos County Emergency Services District #4: • a. Steve Godby; term is 5131/2016 -12-31-2017 • b. John Foster, term is 5/31/2016 -12/31/2016 4. Approval of Section 3.09.1 ID Card Policy 5. Consideration of changes to the Capital Asset Policy to include changing the taggable, trackable threshold from $500 to $5000. Grant purchases and guns will still be tagged and tracked but all other listed items will not unless they are over $5,000. 6. Approval of the Job Description for Transition Training (Class Code 0213, Position 2) County Judge. 7. Approval to amend contract 2016-009 Pest Control to add the Fleet Services Building. 8. Award of RFQ 2016-105, Architect for Expansion of Juvenile Justice Center. 9. Approval of renewal contract 2016-182R Hot Mix Asphalt with Knife River. 10. Tax Refund Applications for the following: • a. Carrabba Family Ltd. Partnership -overpayment -$281.97 • b. Ricardo Munoz -overpayment -$11.56 • c. Mary E. Scerra-overpayment-$15.53 • d. Ray & Nancy Hansen -overpayment -$49.46 • e. Cheryl Bell -overpayment -$41.55 • f. Cheryl Bell -overpayment -$42.49 • g. Warhorse Vacuum Services -overpayment -$1003.25 • h. John Boswell -overpayment -$18.27 • i. Green Tree Servicing -overpayment -$50.92 • j. Juan Nieto-overpayment-$237.96 • k. Edinda Liu -overpayment -$84.37 • I. Grace & Milton Jordan -overpayment -$11.22 • m. Walter Zajicek-overpayment-$20.72 • n. Walter Zajicek-overpayment-$30.86 • o. Beachcomber Oil & Gas -overpayment -$23.01 • p. Arts Fencing -overpayment -$15.06 • q. Caldwell Country Chevrolet -overpayment -$45.10 • r. Nephrology Services -overpayment -$65.78 • s. Vanderbilt Mortgage & Finance -overpayment -$133.55 • t. Beulah Dibble -overpayment -$35.00 • u. Beulah Dibble -overpayment -$25.00 • v. Douglas Venuti-overpayment-$500.00 • w. Jim Davis -overpayment -$636.08 • x. Madeline Caste nson-ove rpayment-$1 5.60 • y. Vickie Tway -overpayment -$15.19 • z. University Title Company -overpayment -$105.40 • aa. Tina Phan -overpayment -$113.87 • bb. Gary Guest -overpayment -$120.85 • cc. Landmark Advisors -overpayment -$9.06 • dd. Michael Allen -overpayment -17.42 • ee. Galindo Interest, LTD -overpayment -$33.67 11. Budget Amendments. Budget Amendments FY 15/16 35.1 - 35.4 12. Personnel Change of Status. Personnel Action Forms 13. Payment of Claims. 14. Sheriffs report on inmate population. 15. Announcement of interest items and possible future agenda topics. 16. Call for Citizen input and/or concerns 17. Adjourn. PUBLIC COMMENTS Public Comment during the Commission Meeting may be for all matters, both on and off the agenda, and be limited to four minutes per person. Persons are invited to submit comments in writing on the agenda items and/or attend and make comment at the Commission meeting. Members of the public are reminded that the Brazos County Commissioners Court is a Constitutional Court, with both judicial and legislative powers, created under Article V, Section 1 and Section 18 of the Texas Constitution. As a Constitutional Court, the Brazos County Commissioners Court also possesses the power to issue a Contempt of Court Citation under Section 81.024 of the Texas Local Government Code. Accordingly, members of the public in attendance at any Regular, Special and/or Emergency meeting of the Court shall conduct themselves With proper respect and decorum in speaking to, and/or addressing the Court; in participating in public discussions before the Court; and in all actions in the presence of the Court. Those members of the public who are inappropriately attired and/or who do not conduct themselves in an orderly and appropriate manner Will be ordered to leave the meeting. Refusal to abide by the Court's Order and/or continued disruption of the meeting may result in a Contempt of Court Citation. it is not the intention of the Brazos County Commissioners Court to provide a public forum for the demeaning of any individual or group. Neither is it the intention of the Court to allow a member (or members) of the public to insult the honesty and/or integrity of the Court, as a body, or any member or members of the Court, or County employees, individually or collectively. Accordingly, profane, insulting or threatening language directed toward the Court and/or any person in the Court's presence and/or racial, ethnic or gender slurs or epithets will not be tolerated. Violation of these rules may result in the following sanctions: 1. cancellation of a speaker's time; 2. removal from the Commissioners Court; 3. a Contempt Citation; and/or 4. such other and/or criminal sanctions as may be authorized under the Constitution, Statutes and Codes of the State of Texas. The County Commissioners Court can deliberate or take action only if a matter has been listed on an agenda properly posted prior to the meeting. During the public comment period, speakers may address matters not listed on the published agenda. The Open Meeting Law does not expressly prohibit responses to public comments by the Commissioners Court. Flowever, 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 Wil consider, the County Judge and/or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite emsting policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act Section 551.042. INVOCATION Any invocation that may be offered before the official start of the Court meeting shall be to and for the benefit of the Court. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Court and do not necessarily represent the religious beliefs or views of the Court in part or as a whole. No member of the community is required to attend or participate in the invocation and such decision will have no Impact on their right to actively participate in the business of the Court. The Commissioners Courtroom of the County Administration Building, 200 South Texas Ave., Suite 106, Bryan, TX77803 Is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the meeting. To make arrangements, please call (979) 361-4102. MINUTES MAY 31, 2016 BRAZOS COUNTY COMMISSIONERS COURT REGULAR MEETING 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, May 31, 2016 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 Mallard Call for Citizen input and/or concerns Commissioner Mallard asked if a date and time could be scheduled for the Health District to make a presentation on mosquitoes. Consider and take action on agenda items 3-13: Appointment of the following as fire commissioners for Brazos County Emergency Services District #4: Vol. 'J J pg, a. Steve Godby; term is 5/31/2016 - 12-31-2017 b. John Foster: term is 5/31/2016 - 12/31/2016 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 4. Approval of Section 3.09.1 ID Card Policy A copy of the policy is attached. Motion: Approve, Moved by Commissioner Lloyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 5. Consideration of changes to the Capital Asset Policy to include changing the taggable, trackable threshold from $500 to $5000. Grant purchases and guns will still be tagged and tracked but all other listed items will not unless they are over $5,000. County Auditor Katie Butler spoke about the reasons for the changes to the Capital Asset Policy. Mrs. Butler stated that departments spend significant time tracking items. She also said that checks and balances will continue to exist. Judge Peters stated that he has no problem with raising the threshold because of all the extra time and effort that departments use tracking the items. A copy of the policy is attached. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner Irma Cauley. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 6. Approval of the Job Description for Transition Training (Class Code 0213, Position 2) County Judge. A copy of the job description is attached. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 4-1. Ayes: Catalena, Mallard, Peters, Wassermann. Nays: Cauley. Approval to amend contract 2016-009 Pest Control to add the Fleet Services Building. A copy of the amended contract is attached. Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Irma Cauley. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. vol.. _�2Illy y Pa. � ja 8. Award of RFQ 2016-105, Architect for Expansion of Juvenile Justice Center. The Court voted unanimously to accept the recommendation of the Purchasing Agent and awarded RFQ 2016-105 Architect for Expansion of Juvenile Justice Center to Treanor Architects. A copy of the bid tabulation and contract is attached. Motion: Approve, Moved by County Judge Duane Peters, Seconded by Commissioner Sammy Catalena. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 9. Approval of renewal contract 2016-182R Hot Mix Asphalt with Knife River. A copy of the renewal of contract is attached. Motion: Approve, Moved by Commissioner -Loyd Wassermann, Seconded by Commissioner Sammy Catalena. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 10. Tax Refund Applications for the following: • a. Carrabba Family Ltd. Partnership -overpayment -$281.97 • b. Ricardo Munoz -overpayment -$11.56 • c. Mary E. Scerra-overpayment-$15.53 • d. Ray & Nancy Hansen -overpayment -$49.46 • e. Cheryl Bell -overpayment -$41.55 • f. Cheryl Bell -overpayment -$42.49 • g. Warhorse Vacuum Services -overpayment -$1003.25 • In. John Boswell -overpayment -$18.27 • i. Green Tree Servicing -overpayment -$50.92 • j. Juan Nieto-overpayment-$237.96 • k. Erlinda Liu -overpayment -$84.37 • I. Grace & Milton Jordan -overpayment -$11.22 • m. Walter Zajicek-overpayment-$20.72 • n. WalterZajicek-overpayment-$30.86 • o. Beachcomber Oil & Gas -overpayment -$23.01 • p. Arts Fencing -overpayment -$15.06 • q. Caldwell Country Chevrolet -overpayment -$45.10 • r. Nephrology Services -overpayment -$65.78 • s. Vanderbilt Mortgage & Finance -overpayment -$133.55 • t. Beulah Dibble -overpayment -$35.00 • u. Beulah Dibble -overpayment -$25.00 • v. Douglas Venuti-overpayment-$500.00 • w. Jim Davis -overpayment -$636.08 • x. Madeline Caste nson-overpayment-$1 5.6 0 • y. Vickie Tway -overpayment -$15.19 • z. University Title Company -overpayment -$105.40 • aa. Tina Phan -overpayment -$113.87 • bb. Gary Guest -overpayment -$120.85 • cc. Landmark Advisors -overpayment -$9.06 • dd. Michael Allen -overpayment -17.42 • ee. Galindo Interest, LTD -overpayment -$33.67 Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner Kenny Mallard. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 11. Budget Amendments. Budget Amendments FY 15/16 35.1 - 35.4 35.1 Transfer of funds from General Fund Contingency to Sheriff's Office -Admin. 35.2 Reallocate funds for Juvenile Services. 35.3 To recognize a donation made to Juvenile Services. 35.4 To recognize a donation made to Information Technology. Motion: Approve, Moved by Commissioner Sammy Catalena, Seconded by Commissioner LLoyd Wassermann. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 12. Personnel Change of Status. Personnel Action Forms A copy of the Personnel Change of Status requests is attached. Motion: Approve, Moved by Commissioner LLoyd Wassermann, Seconded by Commissioner Kenny Mallard. Passed. 4-1. Ayes: Catalena, Mallard, Peters, Wassermann. Nays: Cauley. 13. Payment of Claims. Claims 71 4487 7-71 451 09 Motion: Approve, Moved by Commissioner Kenny Mallard, Seconded by Commissioner LLoyd Wassermann. Passed. 5-0. Ayes: Catalena, Cauley, Mallard, Peters, Wassermann. 14. Sheriff's report on inmate population. Sheriff Chris Kirk congratulated Jail Administrator Wayne Dicky on being elected president of the American Jail Association. Sheriff Kirk stated there were 639 inmates in jail, 42 have electronic monitors and 21 are pending for monitors. 15. Announcement of interest items and possible future agenda topics. Vol. _ 7� 5 Commissioner Cauley announced the new exhibit Tarzan: Myth and Mystery at the Brazos Valley Museum of Natural History on display June 16, 2016 through October 29, 2016. Dr. Doug Vance informed the Court that one of the Juvenile Probation Officers lost her home in the tornado last week. 16. Call for Citizen input and/or concerns The Court honored Ruth McLeod for fifty (50) years of outstanding service to Brazos County. The County Judge presented Ms. McLeod with a plaque commending her dedication to Brazos County and the vital role she plays in the county. Judge Peters invited everyone to attend a reception honoring Ms. McLeod at the conclusion of the meeting. 17. Adjourn. The foregoing minutes of the Commissioners Court meeting held May 31, 2016 have been examined and are approved in open Court this �"IT'' day of 2016, in Bryan, Brazos County, Texas. Duane Peters County Judge Commissioner, Precinclf 4 Attest: Karen McQueen County Clerk V-1. � tag. •Lloyd W sserm ann Commissioner, Precinct 1 Kenny Mallar Commissioner, recinct 3 D9 1 0i 2 BRAZOS COUNTY COMMISSIONER'S CURT DAY r/lMd Name (PLEASE PRLNT) V -lAl OF Y�-4 , �►�VI/I1--� -,< V -k 20 /6 Organization (PLEASE PRINT) r1�'z 112&-715 Vol. f'g_�J 2 �T�2 BRAZOS COUNT' COMMISSIONER'S COURT SAY OF , 20&__ o o AM/ Name Organization (PLEASE PR IKT) (PLEASE PRLNTT) t / � C/77 Ot r,tcl-Li7 ��O7i0(� �LOV2�. Section 3.09.1 Employee Identification (ID) Card/Badge Policy Brazos County ID cards will contain at a minimum the Brazos County name and seal, the employee's name, and a photo of the employee. APPROVED New Hires L Qk5i 31 1 V Duane Peters Date • All New Hires will receive their ID card at orientation County Judge Courthouse Security will setup building access for the ID cards once they receive the Proximity Card Key Registration Form from the New Hire's Elected Official or Department Head. Replacement ID Cards • It is the responsibility of each employee to account for the whereabouts of his/her ID card. Any lost or stolen card must be immediately reported to the employee's Elected Official or Department Head. The Elected Official or Department Head will need to notify Courthouse Security of the loss/stolen ID so that the building access can be removed from the system. Employees may receive 1 replacement ID card at no charge every 5 years; thereafter, the employee will be required to pay $8.50 for any subsequent ID card replacements. Employees will need to make their payment at the Treasurer's Office and then bring the receipt to Human Resources before a new ID will be processed. Human Resources will replace cards that are defective at no charge (this does not cover intentional damage); the employee will be required to turn in the defective card in order to obtain a new ID card at no charge. Leaving Employment • Upon leaving employment with Brazos County, all employees are required to return their ID card to their Elected Official or Department Head. • Elected Officials or Department Heads should notify Courthouse Security as soon as possible of an employee that is leaving or has left so that the access the employee had may be removed from the system. • All ID cards issued by Brazos County remain the property of the County. • Elected Officials or Department Heads should send the IDs to HR for destruction. • HR will notify Courthouse Security of the employee leaving to ensure access is removed from the system. Vol.-�cJ� _f7Lg_svS�—%� 5 BRAZOS COUNTY CAPITAL ASSET POLICY BRAZOS COUNTY, TEXAS CAPITAL ASSET POLICY Approved by Commissioners' Court April 8, 2003 Revised by Commissioner's Court May 10, 2005 Revised by Commissioner's Court Anust 26, 2008 Revised by Commissioner's Court May 31St, 2016 Duane Peters Date County Judge Vol. � � 5� _ Py. � �� BRAZOS COUNTY CAPITAL ASSET POLICY CONTENTS Page Introduction 1 SubchaplerA -Capital Asset Definitions and Guidelines Capital Asset Definitions and Guidelines 1-2 Capital Asset Classification 2 Capitalization Thresholds 2-3 Capital Asset Donations 3-4 Capital Leases 4-5 Capita! Asset Acquisition Cost 5-6 Capitalized Additions or Improvements 6 Capita! Asset Impairments 6-7 Depreciating Capita! Assets 68 Residual or Salvage Value 8_97 Sale, Disposal, or Retirement of Capital Assets 9 Insurance and lnswonce Recoveries 97 Assets Held in Trust 9 Controlled Assets Identification of Assets_ Assets Assigned to Employ Annual Asset Certification Interdepartmental Transfer of properly Disposal of Unwanted Property Subchapter B. Capital Asset Categories — Land and Land Improvements Land Definition Land Improvement Definition Capitalization "Threshold Subchapter C. Capital Asset Categories —Buildings and Building Improvements Building Definition Capitalization Threshold Subchapter D. Capital Asset Categories—Improvements Other than Buildings Improvements Other Than Buildings Definition Capitalisation Threshold 6 Val i 108 8-910=11 119 129 12-130 130 131 13F 144- 142 141 152 153 169 196 19 BRAZOS COUNTY CAPITAL ASSET POLICY CONTENTS Pate Subchapter E. Capital Asset Categories — Infrastructure Infrastructure Definition 19-207 Jointly Funded Infrastructure 204-7 Maintenance Costs 2047 Snbcha , Wwte l Infrastructure Improvements Required Steps to Upgrade a Gravel Road Depreciation for Infrastructure Assets Capitalization Threshold Subchapter F. Capital Asset Categories —Machinery, Equipment, and Other Assets Machinery, Equipment, and Other Assets Definition Jointly Funded Machinery, Equipment, and Other Assets Capitalization Threshold Subchapter G. Capital Asset Categories —Leasehold Improvements Leasehold Improvements Definition Capitalization Threshold Subchapter H. Capital Asset Categories — Construction in progress Construction in progress Definition Capitalization Threshold Subchapter I Capital Asset Cateeories— Cbmtnder Software 4-821 21-22444-9 22-2319-29 239 24} 24-253 252 263 26-273 274 274 274 274 274 Capitalization Threshold 28 Appendix A"— CapitalAssetCodes 239-31-37 Appendix `B"—Glossary of Appendix "C"—Depreciation Lives 32-3428-39 35-364-12 App"'cndix"W" Listed�^ BRAZOS COUNTY CAPITAL ASSET POLICY BRAZOS COUNTY CAPITAL ASSET POLICY Introduction The Governmental Accounting Standards Board (GASB) sets Generally Accepted Accounting Practices (GAAP) for governmental agencies. Issued in June 1999, GASB Statement No. 34 (or GASB 34) set new GAAP requirements for reporting capital assets including infrastructure assets like roads, bridges etc.. The County has --started the implementedatietre€the new reporting model in fiscal year 2003. The County Auditor's Office, the Purchasing Office, and Management of the Road and Bridge Department collaborated on the original draft of this policy. The State of Texas Capital Asset Guide served as the basis for the Brazos County Capital Asset Policy and was used with permission from the State Comptroller. The Capital Asset Policy is essential in assisting County Offices to implement GASB 34. Detailed instructions and procedures will be developed by the County Auditor and the County Engineer as needs arise. Included in this guide are asset category definitions, capitalization thresholds, depreciation methodologies, and examples of expenditures for each class of assets. Additionally, guidelines for leasehold improvements and constriction in progress have been included. Subchapter A - Capital Asset Definitions and Guidelines Capital Asset Definitions and Guidelines Capital assets are real or personal property that have a value equal to or greater than the capitalization threshold established for the particular category of the asset and have an estimated useful life of greater than three years. A capital asset can also include intangible assets which are defined by GASB 51 as lacking physical substance nonfinancial in nature and have a multiple period useful life. Intangibles include water rights. computer software. and easements. A capital asset is to be reported and depreciated in govermnent-wide statements whereas a non -capitalized asset is expensed in the year of acquisition. Vol.r'ys�� BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter A - Capital Asset Definitions and Guidelines (contr'1uuedj Capital Asset Definitions and Guidelines (continued) The County has invested in a broad range of capital assets that are used in the County's operations, which include the following major categories: (1) Land and land improvements (2) Right-of-way (3) Buildings and building improvements (4) Improvements other than buildings (5) Infrastructure (6) Machinery, equipment and other assets (7) Leaseliold improvements (8) Constriction in progress Capital Asset Classification Capital assets acquired through purchase, construction, donation and capital lease that meet or exceed the County's established capitalization thresholds and useful life requirements must be uniformly classified utilizing the County Auditor's account structure and the corresponding capital asset code structure. A current copy of the codes is attached as Appendix "A" to this guide. Capitalization Thresholds A capitalization threshold is the monetary part of the criteria by which an organization determines whether an asset should be reported on the balance sheet. The criteria also include the item's estimated useful life. The Commissioners' Court has established standard capitalization thresholds for each major class of asset. All County offices are required to use these thresholds. Periodically the County Auditor will be responsible for reviewing current standards. The County Auditor upon review may propose changes to the County's uniform useful lives and residual values for each class of asset and subclasses where appropriate. Any change in the threshold for capitalization must be approved by the Commissioners' Court. BRAZOS COUNTY CAPITAL ASSET POLICY SubehapterA - Capital Asset Definitions and Guidelines (continued) Capitalization Thresholds (continued) Class of Asset Threshold Land/land improvements/right-of-way Capitalize All Buildings/building improvements $25,000 Improvements other than buildings $5,000 Infrastructure $50,000 Machinery, equipment and other assets $5,000 Leasehold improvements $5,000 Construction in Progress $5,000 Capital Asset Donations (i) Donations are defined as voluntary contributions of resources to a governmental entity by a non-governmental entity. The donated capital assets will be capitalized at fair market value (FMV) at the time of the donation. Fair market value (FMV) is the price that property would sell for on the open market. It is the price that would be agreed on between a willing buyer and a willing seller, with neither being required to act, and both having reasonable knowledge of the relevant facts. If determining historical costs is not practical due to inadequate records, reporting should be based on estimated of fair market value at the date of donation. Note: A voluntary contribution of resources beriveen governmental entities is not a donation. BRAZOS COUNTY CAPITAL ASSET POLICY (a-�--County Offices must follow the Brazos County Property Donation Procedure gi I ^ sqpt u M l and current statutes before accepting donated property. fn -go he f n ..: f r ,ea lust -Fie -obtained axd previded (die dat. the asset is to be placed ainte serviee (2) The asset's fair...erket value (3) The asset's salvage val e !m The .. ..etas estimated t sefal-life (5) Any ancillary charges required to plaee the asset -into -Service (6) If the set is art ..fa- network or subsystern of a ..etwork (such •�� Subchapter A -Capital Asset Definitions and Guidelines (continued) Capital Asset Donations (continued) (. (2) Once accepted by Commissioners' Court, donated capital assets are reported at fair market value plus ancillary charges, if any, at the time of the donation. The donated capital assets must be classified utilizing the County Auditor's account structure and the corresponding capital asset code structure. They are depreciated over their estimated usefill lives as determined for each asset class. If the County receives a donation of a capital asset and intends to sell the asset ^ Vol- �-�J � rg.o�1 Sl✓- - BRAZOS COUNTY CAPITAL ASSET POLICY immediately, revenue must be recognized (sales price). In these cases the receiving County office must provide supporting documentation regarding the sale or contract -to -sell to the County Auditor. This supporting documentation will allow the Auditor to determine when revenue should be recognized. And, allow the County Auditor to better advise the Commissioners' Court when they consider the donation. some cases, donated capital assets are given with the stipulation (time requirement) that the asset cannot be sold, disbursed or consumed until a specified number of years have passed or a specific event has occurred. For such cases, the capital asset should be reported as "Net Assets — Restricted" as long as the restrictions or time requirements remain in effect. The receiving County office should provide the County Auditor with any such restrictive stipulations. Capital Leases (1) Buildings, equipment or other assets leased by the County should be capitalized if the lease agreement meets any one of the following criteria: (a) The lease transfers ownership of the property to the lessee by the end of the lease term. (b) The lease contains a bargain purchase option. (c) The lease term is equal to 75 percent or more of the estimated economic life of the leased property. Capital Leases{fent+ea (d) The present value of the minimum lease payments at the inception of the lease, excluding executory costs, equals at least 90 percent of the fair value of the leased property. SubehapterA - Capital Asset Definitions and Guidelines (continued) Capital Leases (continued) Vol. _o �✓�..—Pg � - BRAZOS COUNTY CAPITAL ASSET POLICY (2) Leases that do not meet any of the above requirements will be recorded as operating leases. (3) County Offices should notify the County Auditor when potential capital leases are being developed to ensure that leases are recorded as required by Generally Accepted Accounting Principles. When a capital lease is involved, County Offices must provide the County Auditor with the same information regarding the asset as with any other asset acquisition. Capital Asset Acquisition Cost (1) Capital assets should be recorded and reported at their acquisition or historical costs, which include the vendor's invoice cost, initial installation cost to include in-house labor, modifications, attachments, accessories or any item necessary to make the asset usable and render it available for service. Capitalized costs also include ancillary charges such as freight and transportation charges, in -transit insurance charges, handling and storage charges, site preparation costs and professional fees. (2) The County will not capitalize interest during construction on assets that are constructed or otherwise produced for the County's own use (including assets constructed or produced for the County by others for which deposits or progress payments have been made), unless the construction contract is greater than $15 million. (3) If something other than cash is used to pay for the asset, the fair -market value of the non-cash payment or consideration determines the asset's cost or acquisition value. When the value of the consideration paid can't be determined, the asset's fair -market value determines its cost. V01. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter A - Capital Asset Dernitions and Guidelines (continued) Capital Asset Acquisition Cost (continued) Capital Asset .en-Cest-(son ineed) (4) In the event of a trade-in, the County's net book value of the asset being traded will be added to the purchase price of the new asset. For example: Cost of Equipment Traded Accumulated Depreciation to Date of Trade Book Value of Equipment Traded Cash paid in Exchange of New Equipment Book Value of New Equipment $12.000 Capitalized Additions or Improvements $15,000 8,000 $ 7,000 5.000 1) The historical cost of a capital asset should include the cost of any subsequent additions or improvements if it meets the capitalization threshold within its class: and either (a) Increase their utility (through increased capacity or serviceability) or (b) Extend their total estimated useful life. (2) The expenditure that does no more than return a capital asset to its original condition, regardless of amount, should be classified as repairs and maintenance expenditure. (3) When a given action has both a repair component and an improvement component, an appropriate portion of the cost should be assigned of each component. (4) County offices and departments must notify the County Auditor for such additions or improvements to ensure proper capitalization of and accurate accounting of the capital assets. Capital Asset Impairments Accounting standards define asset impairment as "a significant, unexpected decline in the service utility of a capital asset". "Service utility" is the usable capacity that at acquisition was expected to be used to provide service". To qualify, a decline in service utility must be both: (1) Significant (in relation to the asset's current service utility) and Vol. pg, a3� BRAZOS COUNTY CAPITAL ASSET POLICY (2) Unexpected (not part of the normal life cycle of the asset or foreseeable at the time the asset was acquired). Impairment must be permanent. A mere temporary decline in the service utility of an asset would not qualify as impairment. The restoration costs incurred as a result of capital asset impairment should be capitalized. SubchapterA - Capital Asset Dernitions and Guidelines (continued) Capital Asset Impairments (continued) When determining if an asset has been impaired the following will be considered: (1) Physical damage were action would be needed to restore lost service utility: (2) Chances in laws, regulations or other environmental factors that negatively affect service utility: (3) Technological developments that negatively affect service utility, or evidence of obsolescence: (4) Change in the manner or duration of use of a capital asset that negatively affect is service utility (ex: putting an asset to a less than optimal use or deciding to use a capital asset for less than its useful life): (5) Stopple of construction; (6) Stoppage of development (for internally generated intangible assets): If the impaired asset will no longer be used in operations. it should be treated the same as capital assets sold. disposed of. or retired. If the impaired asset will continue to be used in operations, the impairment should be calculated using either the restoration cost approach. the service units approach. or the deflated depreciated replacement cost approach. The restoration cost approach is used when the impairment is from phvsical damage such as fire, wind and storms. The service units approach is used when the impairment is from environmental factors, technological changes, obsolescence, or changes in the manner or duration of use. The deflated depreciated replacement cost approach is used to measure impairment losses from change in the manner or duration of use. Impairments are reported net of the insurance recovery, in which case an impairment gain is possible. If the County is able to recover impainnent losses through disaster assistance programs sponsored by higher levels of government (such as the Federal Emergency Management Agency), the assistance is. in substance, a grant and should be recognized separately as revenue in its own right. There are two ways to treat the adiustment to the cafrvin value of the impaired asset: (1) The entire amount of the impairment can be treated as a direct increase to accumulated depreciation based on the notion that the impainnent is essentially a reduction of the capital assets useful life or _ E �fS R BRAZOS COUNTY CAPITAL ASSET POLICY (2) The impairment can be treated as a proportionate reduction of both the reported value of the asset and accumulated depreciation based on the notion that the impairment represents the effective retirement of a portion of the asset. SubehapterA - Capital Asset Definitions and Guidelines (continued) Depreciating Capital Assets (1) Capital assets would be depreciated over their estimated useful lives. Some assets such as land and library books (with current annotations), have unlimited useful lives and are considered inexhaustible. Therefore such assets are not depreciated. (2) It is anticipated that capital assets, excluding infrastructure assets, will be depreciated using the straight-line depreciation method. This method provides that depreciation for one-year equals the cost of the asset (less anticipated salvage value) divided by the years of anticipated useful life (see Appendix "C" it is ,..,..., Sed ttiantiei rated o a salvage value and that arniiial depfeciatien will he based of, assets ewfied at the end of the prier fiseal)�ear in of purchase e half y" aElepreeiatienin be e)Epensed and one yearls depreciatienyea, will be expensed in the year of dispasition if the asset -at; net .eek .'altie at the date e f sale During the budgetary process, depreciation will not be required to be budgeted by the operating department for which the asset supports. Depreciation is a non-cash item and therefore it is not anticipated that "cash" or a "cash equivalent" will exchange hands during the year, but will be expensed on an annual basis when the County presents its government -wide statements. County Offices may be requested to provide the county auditor with technical information necessary to evaluate an asset's useful life or residual value. County oats to depreciate vehicles and some machinery using the service quantity method Under this method the depreciation varies annually, depending on the level of use of the asset during the period. When use varies Vol.._ J`� — Pg BRAZOS COUNTY CAPITAL ASSET POLICY from period to period, this method more realistically reflects the decline in service potential through depreciation expense than does a method that recognizes depreciation based on the Massage of time but disreeards the level of activity. c..x..i.,..tei- a C,..kffl nom..... ne . . Residual or Salvage Value Residual or salvage value is an estimate of the amount that will be realized at the end of the useful life of a depreciable asset through sale or disposal. This value may be based on (1) general guidelines from some professional organizations such as GFOA, etc., (2) information from other governmental entities, (3) internal experiences, or (4) estimates provided by professionals such as engineers, architects, etc. Subchapter A - Capital Asset Definitions and Guidelines (continued) Residual or Salvage Value (continued) The County engineer will be responsible for establishing residual salvage value for all of the County's heavy equipment. The County Auditor will establish a residual salvage value for vehicles and work trucks and other "general fixed assets. All assets without a designated salvage value it will be assumed that they will be consumed within their estimated useful life. Sale, Disposal, or Retirement of Capital Assets County Offices are to transfer all property to be disposed of to the Purchasing Agent. The pure acing policy needs to be Once the property is disposed of, the purchasing department will need to provide the county auditor with all information required to properly record the sale, disposal, or retirement of an asset. In general, this information must include the value of any asset or value received from the disposal of the asset, including any proceeds of insurance or Risk Management Self= Insurance reimbursements. Refer to the Purchasing Policy and Procedures Manual under "Disposal of Property" for procedures covering the sale of capital assets. Insurance and Insurance Recoveries Accurate and complete information on capital assets is essential to properly insuring the assets against loss or damage. The Risk Manager is responsible for determine applicable vol._ Ng. 5 f BRAZOS COUNTY CAPITAL ASSET POLICY coverage needed based on information gathered and provided in accordance with this policy. For accounting and financial reporting purposes. an insurance recovery is recognized as soon as it becomes realizable. A recover is considered to be realizable if the insurer has admintted or acknowledged coverage. Insurance recoveries associated with a capital asset will be reported as an other financing source (like the proceeds from the sale of a capital asset) if the recovery is sienificant. Assets Held in Trust Capital assets held by the County on behalf of a non -county entity and under the temporary control of the County should be recorded as "assets held in trust" until returned to the owners. This includes assets owned by the federal government that have been loaned to the County. This would also include "seized" assets that have been authorized by the Courts to be used by a county agency on a temporary basis. Assets purchased with federal or state grant funds in which the asset remains the property of the granting agency would also be included in this category. No depreciation would be recorded for assets held in trust until they ownership is transferred to the County- Subehapter A - Capital Asset Definitions and Guidelines (continued) Assets Acquired for Sale Governmental funds do not report capital assets or depreciation because such assets are normally used in operations and are not available for spendine. However. specific items of land building and equipment are occasionally acquired with the intent of sale meaning that they qualify as financial assets (assets held for resale). which will convert to cash in due course The most common examples are foreclosure properties, redevelopment properties. and donated assets held for resale rather than retained for use in operations. Assets that fall into this category are properties that are "struck off' to the County at tax sales held by the Sheriff. These properties will be reported on the financial statements at an amount equal to the taxes, penalties and interest owed to Brazos County. Controlled Assets Controlled Assets are assets that fall below the capitalization threshold, but have been identified by Commissioner's Court as assets that should be secured and tracked for accountability. Controlled assets are defined as: —R J P �� BRAZOS COUNTY CAPI'T'AL ASSET POLICY n ^ ,.. red with „ value o $500 „_..,ere >_..t les than $5,000, and a..,. life OF aor Assets aequireJ .Aith ^ .,.i. ^ ^^tee than $259 (but toss than $cum a sec„ l n� ,.az years eF-tmore,-afid acil'-.e nsget-ig"'1 `l-isted, Izefn.'�-Item"' 'ate I'bo /L,,t �.^ ed eleettenic equipment, eopiefs, et.. Se n « ..,1:, "D" A... "Li Tet ^) (0(a)Guns, regardless of cost, or (4) b�Assets that are purchased with another entity's funds such as grants. Assets that require tagging and tracking will be determined based on the grant requirements or the requirements of the funding agency, as appropriate. Accountability of Controlled Assets shall be accomplished by assigning a fixed asset number to the asset and accounting for it in the annual inventory certification with all other assets. Items with a value of $250 or less will not be assigned a fixed asset number. However, each department shall properly identify and mark the assets as "Property of Brazos County" and reasonable care should be exercised to ensure that the asset is being used for County purposes only. Additions, deletions or changes to the "Listed Items" must be approved by Commissioner's Court. Identification of Assets All non -computer-related assets belonging to Brazos County that meet the criteria of a capital or controlled asset shall be properly tagged with a fixed assets identification number provided by the Purchasing Department. All computer-related products purchased through Information 'technology Department will be assigned asset identification numbers by the Information Technology Department. Subchapter A - Capital Asset Definitions and Guidelines (continued) Identification of Assets (continued) Depa tment The identification tag sticker is issued along with a D Fixed Asset Transfer Sheet, which needs to be filled out by the department that purchased the item. The department will then be responsible for placing the sticker in a visible location on Vol. i% ;:r:� F;1_ ✓7 BRAZOS COUNTY CAPITAL ASSET POLICY the asset within 5 working days and completing the required sections of the transfer sheet. The completed transfer sheet will be returned to the Purchasing or Information Technology o..n,.t.,... e#- a r,.. iM1 es;e, n,.r...is-tKtd-6teidefines identit is ation-o€-Assets-"ii ti naed) Department in a reasonable time frame. In the event that the identification tag sticker will not adhere effectively to the asset, then the department receiving the asset shall use the most effective means to properly identify the asset with the inventory asset number and mark the asset as "Property of Brazos County." Stamping, engraving, permanent marker, or any other method that is not easily removed will be sufficient for tagging the asset. Exceptions to tagging assets are land, buildings, and roads. In addition, assets such as guns and covert surveillance equipment may be exempt when the tagging of the asset may hinder the usefulness of the asset. Alternative records should be kept at the department to aide in the identification of the asset, including cross-reference to serial numbers when available. Assets Assigned to Employees Assets assigned to individual employees such as -e" ..hare, laptops guns, vehicles, pagers, and Fadies are to be documented by the assigning department and available for review by the Auditor's office. The documentation should include the employee's name, a description of the asset, any available serial numbers and asset identification numbers if applicable, the date the asset was assigned to the employee and the initials of the employee indicating receipt of the asset. All changes to assets assigned to employees are to be documented at occurrence and the documentation should be reviewed and initialed by the employee at least annually. Capital assets will be entered into the financial software used by the County. Information entered will include assigned asset number, asset description, asset location. initial cost, date acquired, serial numbers. depreciation, disposal date etc. The tables used in the financial software will be maintained by the Purchasing department. Purchasing will be responsible for updating information on assets with periodic review and reconciliation with expenditures by the County Auditor. Subchapter - Capital Asset Definitions and Guidelines (contintted) Annual Asset Certification Vol. __ jam_ py�� BRAZOS COUNTY CAPITAL ASSET POLICY it is ..,....ned that the dDepartments will be provided with a printout of the assets assigned to that department each year. The department head or their designated representative will ensure that a complete inventory review of the assets assigned to the department is performed. Any required additions/ deletions/ changes are to be noted on the list and communicated to the Purchasing Department with the appropriate documentation attached, such as a completed transfer form or police report. Once the department has completed the review, the elected official or department head is to certify to the accuracy of the list and return it to the Purchasing Department within 30 days. Each will be held accountable for the assets entrusted to their control. A copy of the inventory will be retained by the elected official / department head, the Purchasing Agent and the County Auditor. Accountability On July 1, of each year the Purchasing shall file an inventory of all property of the County with the Commissioner's Court (Local Government Code §262.011(i)). The inventory as filed will be by department. The inventory will clearly represent the property, plant and equipment each department is to be held accountable for. When an elected official and/or department head terminates employment with the County it is the responsibility of the elected official / department head to coordinate a date and time with the County Auditor to complete a physical inventory of the assets assigned to the elected official/department head. Commissioner's Court will not release the elected official/ department head from liability until all assets assigned for responsibility have been accounted for and turned over to the Commissioner's Court. The elected official / department head will be personally responsible for replacing assets that are found missing at current replacement cost. All elected officials / department heads which have been issued software purchased and/or developed by the County and thatit is no longer being used are required to return the software to the Information Technology Department. Each elected official / department head is responsible for insuring that the software is returned and that the County Auditor is properly notified. Commissioner's Court does not permit nor does it allow any elected official, department head or employee of Brazos County and/or anyone who may have the occasional Vol, �h J�5 , PQ,. s. p BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter A - Capital Asset Definitions and Guidelines (continued) Accountability (continued) access to a department in Brazos County buildings, to make a copy of any software that has been licensed to the County or developed by the County. Interdepartmental Transfers of Property When property as defined in this policy is transferred from one department to another; a transfer sheet must be signed by representatives of both the transferring and receiving departments in order to be considered complete. A copy of the completed transfer sheet shall be sent to the Purchasing Department so that the transfer can be recorded in the County's fixed asset system accordingly. c..r., r.,........ A . 4pi r a set Def" tMns aHd Gttide1kies Disposal of Unwanted Property When a non -computer-related fixed asset is determined to no longer be of use to a department, the department should contact the Purchasing Department and complete a transfer sheet detailing all available information for the item. The Purchasing Department will decide whether the item needs to be transferred to other department for use or to be sent to surplus (auction). Items that have been determined to be of no use to any other department shall be sent to auction. Any assets put to auction that do not sell can be destroyed and disposed of with the Connnissioners' Court's approval. The surplus of computer hardware is to be handled by the Information Technology Department. Once the Department has determined that a computer can be safely disposed, a completed transfer sheet will be sent to the Purchasing Department. The transfers and the disposals of the assets will be recorded in the County's fixed asset system by the Purchasing Department. Subchapter B. Capital Assel Categories —Land and Land Improvements Land Definition Land is the surface or crust of the earth, which can be used to support strictures, and may be used to grow crops, grass, shrubs, and trees. Land is characterized as having an unlimited life (inexhaustible life). Land is to be capitalized but not depreciated. It is recorded at historical cost and remains at that cost until disposal. < Vol. ?�-�' BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter B. Capital Asset Categories — Land and Land Improvements (continued) Land Improvement Definition Land improvements consist of earth moving and similar improvements, which ready land for its intended use. The costs associated with improvements to land can be added to the cost of the land if they met any of the following conditions: (1) expenditures for improvements that do not require maintenance or replacement (2) expenditures to bring land into condition to commence erection of structures (3) expenditures for improvements not identified with structures, and (4) expenditures for land improvements that do not deteriorate with use or passage of time. Depreciation Land and land improvements are inexhaustible assets and do not depreciate over time. Inexhaustible assets have unlimited useful lives. uhei... •,•isrrrr�rS:icrc�iicsv^r;2v--L i�ss"lz^s.ril L-.^s�s'.r'r I;nrr.,'.'ements Capitalization Threshold All acquisitions, including donations, of land and land improvements will be capitalized. There is not a nominal level established for capitalization of land and/or land improvements. Examples of expenditures to be capitalized as Land and Land Improvements are as follows: (1) Purchase price and/or fair market value at time of donation (2) Commissions (3) Professional fees (title searches, architect, legal, engineering, appraisal, surveying, environmental assessments, etc.) (4) Land excavation, fill, grading, drainage (5) Demolition of existing buildings and improvements (less salvage) (6) Removal, relocation, or reconstruction of property of others (railroad, telephone and power lines) BRAZOS COUNTY CAPITAL ASSETPOLICY (7) Interest on any mortgages accrued at date of purchase (8) Accrued and unpaid taxes at date of purchase (9) Other costs incurred in acquiring the land (to) Right-of-way Subehapter C. Capital Asset Categories — Buildings and Improvements Building Definition A building is a structure that is permanently attached to the land, has a roof, is partially or completely enclosed by walls, and is not intended to be transportable or moveable. Buildings that are an ancillary part of the County's road system, such as rest area. facilities will be reported as infrastructure rather than as buildings. Buildings should be recorded at either their acquisition cost or construction cost. A building improvement materially extends the useful life, increases the value, adds capacity, or increases efficiency of the building. A building improvement should be capitalized and depreciated. Examples of building improvements include, but are not limited to, the addition (not replacement) of an elevator or air conditioning system unit. Improvements also include the replacement of existing equipment (such as lighting or air conditioning) which cost substantially more than the original. snnerennrenrerr� Depreciation (1) Buildings and building improvements are depreciable assets. The depreciation method will be determined by the County Auditor's Office for all buildings and building improvements (see Appendix "C"). Depreciation for a building or an improvement begins the first day of the fiscal year following, the year the building or improvement is placed in service. Placed in service is when the Certificate or Occupancy or Certificate of Completion is obtained. (2) Buildings designated as "historical" by the Texas Historical Commission are not depreciated unless used in the operations of the County. However, any improvements not deemed "historical" by the Texas Historical Commission are BRAZOS COUNTY CAPITAL ASSET POLICY depreciated the same as any other improvements made to a building (see Appendix `B"). (2j(3) Long term building improvements with multiple phases will begin being depreciated upon completion of each phase and on the first day of the fiscal year following the year the phase is placed into service. Subchapter C. Capital Asset Cateeories —Buildings and Improvements (continued) Capitalization Threshold The capitalization threshold for buildings and building improvements is $25,000 (see chart on page 3). Examples of expenditures to be capitalized as Buildings: (1) PURCHASED BUILDINGS (a) Original purchase price; (b) Expenses for remodeling, reconditioning or altering a purchased building to make it ready to use for the purpose for which it was acquired if it extends the useful life, increases the value, adds capacity or increases efficiency of the building; (c) Environmental compliance (i.e., asbestos abatement); (d) Professional fees (legal, architect, inspections, title searches, etc.); (e) Payment of unpaid or accrued taxes on the building to date of purchase; (i) Cancellation or buyout of existing leases; and, (g) Other costs required to place or render the asset into operation. (2) CONSTRUCTED BUILDINGS (a) Completed project costs; (b) Interest accrued daring construction (for contracts in excess of $15 million); (c) Cost of excavation or grading or filling of land for a specific building; WExpenses incurred for the preparation of plans, specifications, blueprints, building permits, etc.; Vol. ��5� f'g. — i� 19 -- BRAZOS COUNTY CAPITAL ASSET POLICY vtiber.,.. ier Cl. Capital ,i.. ei Gategei-i s BW1dine-s-tn d4mprovemeWs ( *FAt&hzAti (e) Professional fees (architect, engineer, management fees for design and supervision, legal); (f) Costs of temporary buildings used during construction; (g) Unanticipated costs such as rock blasting, piling, or relocation of the channel of an underground stream; (h) Permanently attached fixture or machinery that cannot be removed without impairing the use of the building; (i) Parking lots, landscaping and fencing; 0) Additions to buildings (expansions, extensions, or enlargements); and, (k) Build -out of interior spaces to specifications SnbchapterC. Capital Asset Categories—Buildines andlmprovements (continued) Capitalization Threshold (continued) (a) BUILDING IMPROVEMENTS (3) @*Conversion of attics, basements, etc., to usable office, clinic, research or classroom space structures attached to the building such as covered patios, sumrooms, garages, carports, enclosed stairwells, etc. fdj(c) Installati on or upgrade of heating and cooling systems, including ceiling fans and attic vents f e)(d) Original installation/upgrade of wall, ceiling, or floor covering such as carpeting, tiles, paneling, or parquet ffj(e) Structura 1 changes such as reinforcement of floors or walls, installation or replacement of beams, rafters, joists, steel grids, or other interior framing Py.� BRAZOS COUNTY CAPITAL ASSET POLICY (g)(f) Installati on or upgrade of window or door frame, upgrading of windows or doors, built-in closets and cabinets (hj(a) Interior renovation associated with casings, baseboards, light fixtures, ceiling trim, etc. f)(h) Exterior renovation such as installation or replacement of siding, roofing, masonry, etc. on or upgrade of plumbing and electrical wiring [Fall a {#j(� Installati on or upgrade of phone or closed circuit television systems, networks, fiber optic cable, wiring required in the installation of equipment (that will remain in the building) c) costs associated with the above improvements Other Note: For an imnrovemenifelih.een.a;,t to be capitalized, it must be a part of a major repair or rehabilitation project that increases the value, and/or useful life of the building. For example, renovation of the County Courthouse is included. A replacement may also be capitalized if the new item/part is of significantly improved quality and higher value compared to the old item/part, such as a replacement of an old shingle roof with a new fireproof the roof. Replacement or restoration to the original utility level would not be capitalized. Determinations must be made on a case by case basis. County Offices should contact the County Auditor's Office prior to encumbering funds if there is uncertainty regarding proper capitalization under Generally Accepted Accounting Principles. VI BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter C Capital Asset Categories — Bnildinzs and Improvements (continued) Capitalization Threshold (continued) (3)f4l_MAINTENANCE EXPENSE (after completed construction) The following are examples of expenditures that are not capitalized as improvements to buildings. Instead, these items should be recorded as maintenance expense. (a) Adding, removing and/or moving of walls relating to renovation projects that are not considered major rehabilitation projects and do not increase the value of the building; (b) Improvement projects of minimal or no added life expectancy and/or value to the building; (c) Plumbing of electrical repairs; (d) Cleaning, pest extermination, or other periodic maintenance; (e) Interior decoration, such as draperies, blinds, curtain rods, wallpaper; (f) Exterior decoration, such as detachable awnings, uncovered porches, decorative fences, etc.; (g) Maintenance -type interior renovation, such as repainting, touch-up plastering, replacement of carpet, tile, or panel sections, sink and fixture refinishing, etc.; (h) Maintenance -type exterior renovation such as repainting, replacement of deteriorated siding, roof, or masonry sections; (i) Replacement of a part of component of a building with a new part of the same type and performance capabilities, such as replacement of an old boiler with a new on of the same type and performance capabilities; and 0) Any other maintenance -related expenditure which does not increase the value of the building. E __.. i. i-9.. a� BRAZOS COUNTY CAPITAL ASSET POLICY BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter D. CapilalAsset Categories—Improvements Other than Buildings Improvements Other Than Building Definition Improvements other than buildings are capital assets, not specifically identifiable to an individual building, that reflect the cost of permanent improvements and add value to the property, usually the land. Such improvements made to a facility or to land should be capitalized. Depreciation Improvements other than buildings are depreciable assets. The depreciation method will be determined by the County Auditor's Office (See Appendix "C"). Capitalization Threshold The capitalization threshold for Improvements Other Than Buildings is $5,000. Examples of expenditures to be capitalized as Improvements Other Than Buildings. (1) Fencing and gates (2) Parking lots/driveways/parking barriers (3) Outside sprinkler systems (4) Recreation areas and athletic fields (including bleachers) (5) Golf courses (6) Paths and trails (7) Septic systems (8) Swimming pools, tennis courts, basketball courts (9) Fountains (10) Park pavilions (11) Retaining walls (12) Water wells Subchapter E. Capital Asset Categories —Infrastructure Infrastructure Definition Infrastructure assets are long-lived capital assets that normally can be preserved for a significant greater number of years than most capital assets and that are normally stationary in nature. Examples include roads, bridges, tunnels, drainage systems, water systems, and dams. Infrastructure assets do not include buildings, drives, parking lots or any other examples given above that are incidental to property or access to the property. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter E. Capital Asset Categories — Infrastructure (continued) Infrastructure Definition (continued) Infrastructure improvements are capital additions that materially extend the useful life or increase the value of the infrastructure, or both. Infrastructure improvements should be capitalized. Note: The County has developed retroactive reporting of infrastructure assets that were acquired or significantly reconstructed, or that received major renovations, restorations, or improvements in the fiscal years ending after June 30, 1980 to the beginning of the effective date of GASB 34. They are encouraged to be reported but are not required to be reported by GASB 34. Jointly Funded Infrastructure (1) Infrastructure constructed jointly by the County and other governmental entities should be capitalized by the entity responsible for future maintenance. (2) The County Engineer is responsible for infrastructure and therefore is required to provide the County Auditor and Purchasing Agent: (a) the date the asset was placed in service, (b) the asset's cost or acquisition value, (c) the asset's salvage value, (d) the asset's estimated useful life, and (e) whether the asset is part of a network of a subsystem of a network. The County Engineer should consult in advance with the County Auditor when the County will pay for both partial ownership and partial maintenance of an infrastructure asset. The County Auditor and the County Engineer are responsible for developing the required accounting procedures. Maintenance Costs Maintenance costs allow the County to preserve existing infrastructure to be used during its originally established useful life. Maintenance costs are expensed in the period incurred. �n Vol. _��✓` i='t). G ..rJ BRAZOS COUNTY CAPITAL ASSET POLICY SubekapterE. CapilalAsselCategories— Infrastructure Infrastructure Improvement Preservation costs are generally considered to be those outlays that extend the useful life of an asset beyond its original estimated useful life, but do not increase the capacity or efficiency of the asset. Preservation costs should be capitalized if the expenditure increases the capacity or efficiency of the asset. Additions and improvements are those capital outlays that increase the capacity or efficiency of the asset. A change in capacity increases the level of service provided by an asset. For example, additional lanes can be added to a road, or the weight capacity of a bridge could be increased. A change in efficiency maintains the same service level, but at a reduced cost, for example, a computer controlled traffic signal that reduces servicing costs because it requires minimal servicing compared to older electro -mechanically controlled models. The cost of additions and improvements should be capitalized. The following elements are to be considered for capitalization: (1) All contractual costs associated with new construction and road and bridge upgrades, (2) Internal direct labor costs to include benefits, (3) Materials (4) Machine hours (5) Equipment lease expense Required Steps to Upgrade a Gravel Road There are several steps that the County will need to take in the process of upgrading a county gravel road to a paved road. The process will include several steps and will require the capitalization of labor and material costs. The capitalized costs will need to be capitalized either as right-of-way, land, drainage, and/or roads/bridges. 1. Justify the necessity for a roadway upgrade 2. Perform Average Daily traffic Count to determine qualifications 3. Review location related to maintenance requirements Note: Labor and material associated with the first three steps should be accounted for as general maintenance overhead — there is no indication that the project will go fonvard. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter E. CapitalAssel Categories—Infrastructure Required Steps to Upgrade a Gravel Road (continued) 4. Layout road alignment 5. Examine right-of-way requirements 6. Review right-of-way with land owners 7. Obtain Commissioner's approval 8. Allow for possible condemnation of property 9. Examine need for utility relocation 10. Have survey performed (metes and bounds) 11. Have deeds drawn up 12. Have property appraised 13. Obtain Commissioners' court approval to negotiate the purchase of the property 14. Relocate utilities (capitalized as road costs) 15. Build fences (Right of way - labor, materials, machine hours) 16. Complete drainage survey 17. Install drainage structures 18. Build road (labor, materials, machine hours) 19. Install new signs and appropriate markings (Signs and markings should be accounted for maintenance overhead) Depreciation for Infrastructure Assets GASB 34 allows governments the option to use the "modified" approach when considering depreciation for infrastructure. The modified approach states that infrastructure assets that are part of a network or subsystem of a network and are not required to be depreciated as long as the following criteria are met: (1) The County shall manage the infrastructure assets using an asset management system. The asset management system should: (a) Have a current inventory of infrastructure assets (b) Perform condition assessments of the eligible infrastructure assets and summarize the results using a measurement scale. (c) Estimate each year the annual amount to maintain and preserve the infrastructure assets at the condition level established and disclosed by the government. Voi. _17(_2-5 pg. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter E. Capital Asset Categories — Infrastructure Depreciation for Infrastructure Assets (continued) (2) The County shall document that the infrastructure assets are being maintained at approximately (or above) an established level. This level must be defined and disclosed by the County. The second requirement requires Professional judgment due to the various asset management systems and condition assessment methods. The County will perform a condition assessment at least annually and a complete County wide assessment of its infrastructure at least once every three years, with the methodology for evaluation sufficiently documented, and that the results of the three most recent evaluations will provide reasonable assurance that the assets are being maintained at the disclosed condition level. Any methodology used by the County will be. well documented in order that the assessment can be replicated. Annually the county engineer will be required to initiate a report to the Commissioners' Court detailing the networks and or subsystems that were evaluated and certify that the work performed preserved the network and or subsystem, or improved them. The County will rely on the Texas Department of Transportation's "Off -Road" report for bridge evaluation every two years. If the infrastructure assets are not maintained at the appropriate level the County will be required to depreciate infrastructure assets retroactively and amend previously issued financial statements. Capitalization Threshold The capitalization threshold for infrastructure acquired is $50,000. Examples of infrastructure assets: (1) Roads, streets, curbs, gutters, sidewalk, fire hydrants (2) Bridges (3) Waterway improvements such as docks, bulkheads, erosion control improvements (4) Dam, drainage facility (5) Radio or television transmitting tower (6) Electric, water and gas (main lines and distribution lines, tunnels) (7) Fiber optic and telephone distribution systems (between buildings) (8) Light system (traffic, outdoor, street, etc,) (9) Signage Vol, BRAZOS COUNTY CAPITAL ASSET POLICY SubchapterF. Capital Asset Calegories —Machinery, Equipment, and Oilier Assets Machinery, Equipment, and Other Assets Definition: The capital assets that fit in thise category include fixed or moveable tangible assets that are used for operations of the County and will benefit the County for more than three years from the date the asset first renders service. Also included are improvements or additions to existing personal property that materially increase the value, life, efficiency, or capacity of the asset. This category includes the following: 1. Machinery, Equipment, and Furniture Machinery includes such items as bulldozers, cement mixers, and hoists. Equipment includes such items as automobiles, trucks, radi�er-snetwork switches. copiers, and safety items. Furniture and fixtures includes desks, chairs, tables, service counters, and bookcases. 2. Computer saftware G.... ent ..ekeies relating to the capitalization of e.... puter seftwafe F . the County will nat ehange The on!y eests to be , apital:Fed will be these easts that pfeyide he GE)?:.,t.. Aith ., extended e that can he evaluated. Deppietal=y rights a e re .•b be ,. pitalize 9 Weensing and .., nte..anee fi�es e to be e sed in the paid-. �� a.ei--rev-rr�e$r paid`: 3=2.Library books and reference materials of an academic, professional, or research library A library book is an academic, professional, or research composition bound into a separate volume and identifiable as a separate copyrighted unit. Library reference materials are information sources other than books which include journals, periodicals, microforms, audio/visual media, computer-based information, manuscripts, maps, documents, and similar items which provide information essential to the learning process or which enhance the quality of academic, professional or research libraries. Some books have a cultural, aesthetic, or historical value, and efforts are usually applied to protect and preserve these assets in a manner greater than that for similar assets without such cultural, aesthetic, or historical value. 1101 J�J �L �� BRAZOS COUNTY CAPITAL ASSET POLICY Subehapter F. is Machine"-, Equipme t, and Other Assets--�d) 4:3.Works of art and historical collections or individual items of significance that are owned by the County These assets are not held for financial gain, but rather for public exhibition, education or research in furtherance of public service. They generally have to be capitalized at their historical cost (or estimated fair value at the date of donation), whether they are held as individual items or in collections. Jointly Funded Machinery, Equipment, and Other Assets Machinery, equipment and other assets paid for jointly by the County and other governmental entities should be capitalized by the entity responsible for future maintenance. Subchapter R Capita! Asset Categories — Machinery, Equipment, and Other Assets (continued) Jointly Funded Machinery, Equipment, and Other Assets (continued) The County Offices responsible for fature maintenance must provide the County Auditor and Purchasing Agent with all information required allowing the asset to be recorded and depreciated according to Generally Accepted Accounting Principles (GAAP). County Offices should consult in advance with the County Auditor when the County will pay for both partial ownership and partial maintenance of a capital asset. The County Auditor will determine the required accounting procedures. Depreciation The depreciation method will be determined by the County Auditor's Office for all machinery, equipment, and other assets that are subject to depreciation (see Appendix "C"). Note: Professional, academic and research library books and materials are considered inexhaustible assets and should not be depreciated. These library books and materials have an economic benefit or service potential that is used up slowly, and their estimated useful lives are extraordinarilylong. Note: Exhaustible works of art and historical treasures, i.e. items whose useful lives are diminished by display or educational or research applications should be depreciated. Inexhaustible works of art and historical treasures items should not be depreciated as the economic benefit or service potential is used up so slowly that the estimated useful lives are extraordinarily long. ------- — --_.------------ Vol.�s� :)gj O BRAZOS COUNTY CAPITAL ASSET POLICY .. .. nsern_r_rei� �rfff R!,re,�rersR,.,r.Wdl 7,ewf�.J�,n� e BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter F. Capital Asset Categories — Machinery. Equipment, and Other Assets (continued) Machinery, Equipment, and Other Assets (continued) Capitalization Threshold The capitalization threshold for machinery, equipment, and other assets acquired is $5,000 and should include such costs as: (1) Freight charges (2) Handling and storage charges (3) Original contract or invoice price (4) In -transit insurance charges (5) Sales, use, and other taxes imposed on the acquisition (6) Installation charges (7) Charges for testing and preparation for use (8) Cost reconditioning used items when purchased (9) Parts and labor associated with construction of equipment Note: Costs of extended warranties and/or maintenance agreements beyond the first vear, which can be separately identified from the cost of the equipment, should not be capitalized. Subchapter G. Capital Asset Categories —Leasehold Improvements Leasehold Improvements Definition (1) Leasehold improvements include construction of improvements made to existing structures by the lessee, who has the right to use the improvements over the term of the lease. These improvements will revert to the lessor at the expiration of the lease. Moveable equipment or office fiimiture that is not attached to the leased property is not considered a leasehold improvement. Leasehold improvements do not have a residual value. Leasehold improvements should be capitalized as a Building Improvement. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter G. Capital Asset Categories -Leasehold improvements (continued) Leasehold Improvements Definition (continued) (a) -The County Office responsible for coordinating a leasehold improvement must provide the County Auditor with the f 'l^^^n^ i«P^nfhtfia . (lithe date the improvement is placed in service, acs the cost or fair market value, (b�—Tthe estimated useful life and the remaining life of the lease (ej(2) . and aAny ancillary charges required to place the improvement into service o..r,,.r.,. te; c r,,.. dal ,�.. et • e Depreciation Leasehold improvements are capitalized by the lessee and are amortized over the shorter of (1) the remaining lease term, or (2) the useful life of the improvement. Improvements made in lieu of rent should be expensed in the period incurred. If the lease contains an option to renew and the likelihood of renewal is uncertain, the leasehold improvement should be depreciated over the life of the initial lease term or useful life of the improvement, whichever is shorter. The depreciation method will be determined by the County Auditor's Office for all leasehold improvements. Capitalization Threshold The capitalization threshold for leasehold improvements is $5,000. Subchapter K Capital Asset Categories - Construction in Progress Construction in Progress Definition Construction in Progress includes the cost of buildings and other strictures, infrastructures (roads, bridges, etc.), and capital -related additions, alterations, reconstruction, and installations that are substantially incomplete. Construction in Progress should be capitalized and not depreciated. Depreciation Depreciation is not applicable while assets are accounted for as Construction in Progress. When completed and placed in service, constructed assets are treated like any other capital asset. Capitalization Threshold IV -----� ..' — BRAZOS COUNTY CAPITAL ASSET POLICY The capitalization threshold for Construction in Progress is $5,000. Construction in Progress assets should be capitalized to their appropriate capital asset categories upon the earlier occurrence of substantial completion, occupancy/acceptance, or when the asset is placed into service. BRAZOS COUNTY CAPITAL ASSET POLICY Subchapter L Capital Asset Cateeories — Computer Software Definition Computer software is intangible asset that could be either acquired through purchase or generated internally by the Countv. The software upgrades and enhancements which are the modifications to enable the software to perform tasks that it was previously incapable of performing should also be included if the project costs meet the $5.000 capitalization threshold Costs incurred for maintenance or that cannot be reasonably separated between maintenance and minor upgrades should be expensed as repairs and maintenance. Depreciation Computer software should be depreciated using straight-line method over an eiaht- year period (estimated useful life) as determined by the Auditor's Office (see Appendix `B"). Capitalization Threshold The capitalization threshold for computer software is $5.000. The specific guidance for capitalizing expenditure related to internally generated computer software is as follows: Preliminary Stage Development Stage Post -Implementation/ Operation Stage Characteristics Determination of whether a project is Management authorizes Software is accepted and commits to funding and operating technologically and financially feasible Demonstration that there Software is coded. Ongoing maintenance is intent to complete the tested, implemented. that does NOT increase rp oiect INITIAL training useful life occurs Initial investigations or Procurement and Ongom trg ainm designs contracting GAAP Principle Expense Capitalize Expense Betterments are capitalized if they increase useful life or service utility of the software BRAZOS COUNTY CAPITAL ASSET POLICY APPENDIX "A" BRAZOS COUNTY, TEXAS CAPITAL OUTLAY CLASSIFICATION AND ACCOUNTS 8000 - CAPITAL OUTLAY 8010 -BUILDINGS & BUILDING IMPROVEMENTS 80100000 BUILDINGS - ORIGINAL COUNTY INITIATED STRUCTURE FROM FOUNDATION UP 80101000 BUILDNGS RENOVATION 80101001 BUILDINGS RENOVATION -ADMIN. 80101002 BUILDNGS RENOVATION - PORTABLES 80101003 BUILDNGS RENOVATION - COURTHOUSE 80110000 BUILDINGS - JP OFFICES 80120000 BUILDINGS - SHERIFF ADMIN. 80130000 BUILDINGS - SHERIFF JAIL 80140000 BUILDINGS - EXPO PORTABLES 80150000 BUILDNGS - R&B 8020 - INFORMATION TECHNOLOGY SYSTEM 80201000 FILE SERVERS 80203100 HP SERVER 80203300 HARDWARE STORAGE 80203500 COMPUTER REPLACEMENT 80205000 COMPUTER - NETWORK COSTS (NETWORK COMPONENTS - SUCH AS ROUTERS, SWITCHES, HUBS, TRANCEIVERS) 80207000 COMPUTER -ROUTING COSTS 80209000 COMPUTER - PERIFERALS 8021 -SOFTWARE 80211000 SOFTWARE - MULTI-USER LICENSES OR COUNTY WIDE SOFTWARE SERVING MORE THAN ONE INDIVIDUAL OR DEPARTMENT 80211100 NOVELL UPGRADES 80211500 COMPUTER SOFTWARE - GIS 80211600 COMPUTER SOFTWARE - ROAD -MANAGEMENT 80212000 SOFTWARE FINANCIAL ACCOUNTING 80212500 SOFTWARE CASH RECIEPT 80212600 SOFTWARE JAIL MGT 80213500 SOFTWARE JUDICIAL 80213800 SOFTWARE ELECTRONIC IMG 80213900 SOFTWARE TAX ASSESSOR/COLLECTOR 8023 - COPIERS z� ----------- -- -- BRAZOS COUNTY CAPITAL ASSET POLICY 80230000 COPIERS 8028 & 8029 - EQUIPMENT 80281000 EQUIPMENT - ELECTRONIC 80281300 EQUIPMENT - SWITCHING 80281500 EQUIPMENT - LAW LIBRARY 80283000 EQUIPMENT - JAIL 80284000 EQUIPMENT - SURVEILLANCE 80285000 EQUIPMENT - OFFICE 80286000 EQUIPMENT - OTHER 80286500 EQUIPMENT - JUVENILE CENTER 80287000 EQUIPMENT - RADIOS 80289000 EQUIPMENT - R&B 80291000 EQUIPMENT - BUILDING MAINTENACE 80292000 EQUIPMENT -X-RAY 80293000 EQUIPMENT -EXPO CENTER 80294000 EQUIPMENT - TELEPHONE 8030 - SYSTEMS 80300000 EQUIPMENT - DONATED 80310000 800 MHZ COMMUNICATION SYSTEM 80320000 FUEL MANAGEMENT 80342000 FURNITURE 80370000 IMAGING 8040 - LAND AND LAND IMPROVEMENTS 80440000 LAND DEMOLITION COSTS EXCAVATION, FILL, GRADING, DRAINAGE REMOVAL/RELOCATION SETTLEMENT CHARGES- TO INCLUDE 8060 - IMPROVEMENT OTHER THAN BUILDINGS 80610000 PARKING LOT FENCING - COUNTY PROPERTIES EXTERIOR LIGHTING 80670000 PRINTERS TAXES, APPRAISAL, Ir [vol. pq TITLE SEARCHES, SURVEYING 80444000 LANDSCAPING 80445000 LANDFILL IMPROVEMENTS 80450000 CAPITALIZED COSTS - LAND 80455000 LEASEHOLD IMPROVEMENT 80460000 LEGAL FEES - LAND ACQUISITION PARK/RECREATIONAL AREA 80470000 LIBRARY BOOKS 8060 - IMPROVEMENT OTHER THAN BUILDINGS 80610000 PARKING LOT FENCING - COUNTY PROPERTIES EXTERIOR LIGHTING 80670000 PRINTERS TAXES, APPRAISAL, Ir [vol. pq BRAZOS COUNTY CAPITAL ASSET POLICY 8070 - INFRASTRUCTURE 80710000 RIGHT OF WAY ACQUISITION RIGHT OF WAY ACQUISITION - EXCHANGE 80710500 RADIO TOWER 80710600 RO SH6 80712100 RO SH21 COULTER/KURTEN 80715000 ROADS CAPITAL 80720000 SECURITY SYSTEM 8080 - VEHICLES 80890000 VEHICLES ROAD AND BRIDGE WORK TRUCK PATROL CAR WORK CREW VAN JUVENILE VAN SEDANS 8090 - OTHER 80940000 BRAZOSCENTER -IMPROVEMENT BRAZOS COUNTY CAPITAL ASSET POLICY APPENDIX "B" Capital Asset Guide Glossary ANCILLARY CHARGES — Includes costs that are directly attributable to asset acquisition — such as freight and transportation charges, site preparation costs, and professional fees. BASIC FINANCIAL STATEMENTS — Comprised of the government -wide financial statements, fund financial statements, and notes to the financial statements. BASIS OF ACCOUNTING — Refers to when transactions or events are recognized for reporting purposes. CAPITAL ASSETS —"Land, improvements to land, easements, buildings, building improvements, vehicles, machinery, equipment, works of art and historical treasures, infrastructure, and all other tangible or intangible assets that are used in operations and that have initial useful lives extending beyond a single reporting period." (GASBS No. 34, para. 19) CAPITAL PROJECTS FUNDS — Used to report financial resources to be used for the acquisition or construction of major capital facilities (other than those financed by proprietary fiords or in trust funds for individuals, private organizations, or other governments). Capital outlays financed from general obligation bond proceeds should be accounted for through a capital projects fund. COUNTY ENGINEER — Director of the County's Road and Bridge Department and responsible to Commissioners' Court for developing the methodology to allow the County to preserve and improve its current infrastructure. DEPARTMENT — Used throughout this policy to mean both elected offices and non elected departments DIRECT EXPENSES — Expenses that are specifically associated with a service, program, or department; thus, making them clearly identifiable to a particular function. ELIGIBLE INFRASTRUCTURE ASSETS — "Infrastructure assets that are a part of a network or subsystem of a network." (GASBS No. 34, para. 23) GENERAL CAPITAL ASSETS — Capital assets of the government that are not specifically related to activities reported in proprietary or fiduciary funds. General capital assets are associated with, and generally arise from, governmental activities. BRAZOS COUNTY CAPITAL ASSET POLICY GENERAL FUND — Used to account for all financial resources except those required to be reported in another fiord. GENERAL INFRASTRUCTURE ASSETS — Infrastructure assets associated with or arising from governmental activities to include, but not limited to: roads, bridges, dams, drainage systems, retention ponds, utility systems, etc. INDIRECT EXPENSES — Expenses incurred for common or joint purposes benefiting more than one function or lower classification in the statement of activities and that cannot be readily assigned to the fimetion or classification specifically benefited. Indirect expenses are those remaining after direct expenses have been determined and assigned directly to the applicable functions or other classifications. For example, some functions, such as general government, support services, or administration, report expenses that are, in essence, indirect or overhead expenses of the government's other functions. INFRASTRUCTURE ASSETS — "Lon.—lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets." (GASBS No. 34, para. 19) Examples of infrastructure assets include roads, highways, bridges, tunnels, drainage systems, water and sewer systems, dams, and lighting systems. Unless they are an ancillary part of a network of infrastructure assets, buildings should not be considered infrastructure assets under the provisions of GASBS No. 34. MODIFIED APPROACH — Approach that permits governments to not depreciate a network or a subsystem of a network of infrastructure assets if two requirements are met: (1) the government manages the eligible infrastnichue assets using an asset management system that has certain characteristics, and (2) the government documents that the eligible infrastructure assets are being preserved approximately at (or above) a condition level established and disclosed by the government. NET ASSETS — The difference between assets and liabilities (that is, assets less liabilities). NETWORK OF ASSETS — "Composed of all assets that provide a particular type of service for a government. A network of infrastructure assets may be only one infrastructure asset that is composed of many components. For example, a network of infrastructure assets may be a dam composed of a concrete dam, a concrete spillway, and a series of locks." (GASBS No. 34, footnote 14) BRAZOS COUNTY CAPITAL ASSET POLICY SUBDIVISION - Real property in the County that has been subdivided into lots and blocks or into small subdivisions. The recognition and plating of the property has been recognized by and approved by the Commissioners' Court, and all easements and right-of-ways have been property transferred to the County. SEGMENT — An identifiable activity (or grouping of activities) reported in an enterprise fund or an other stand-alone entity for which bonds or other debt instruments (such as certificates of participation) are outstanding. A segment has a revenue stream pledged in support of the debt and a requirement to separately account for the activity's revenues, expensed, gains and losses, assets, and liabilities. SUBSYSTEM OF A NETWORK OF ASSETS —"Composed of all assets that make up a similar portion or segment of a network of assets. For example, all the roads of a government could be considered a network of infrastructure assets. Interstate highways, state highways, and rural roads could each be considered a subsystem of that network." (GASBS No. 34, footnote 15) BRAZOS COUNTY CAPITAL ASSET POLICY APPENDIX "C" Deprecation Lives The County will use the following lives to provide annual depreciation for general fixed assets and infrastructure (if applicable): Land None Library Books (collectively) None Building 40 years Building Improvement 20 years Building — temporary 25 years Radio towers 20 years Leasehold Improvements 5 years or the term of the lease whichever is longer Other Improvements - Parking Lots, sidewalks 20 years Curbs and gutters 20 years Right -of way None Roads — concrete 30 years Roads — asphalt/rural 15 years Roads — asphalt/urban 20 years Roads — seal coat 10 Years Roads — gravel 15 years Roads — non -paved (dirt) 50 years Bridge — concrete girder 20 years Bridge — concrete slab 35 years Bridge — culvert 20 years Bridge — pre -stressed girder 30 years Bridge —steel girder 25 years Bridge — steel truss 45 years Bridge — timber stringer 25 years Dam 50 years Drainage facility 20 years Electrical Generation Systems 22 years Electrical Systems 10 years Lighting system — traffic, outdoors 15 years Plumbing Systems 10 years Aircraft 6 years Boat(less than 20 feet) 5 years Appliances 8 years Computer — Hardware 6 years Computer — Software 8 years Copiers 5 years Furniture & Fixtures 7 years Equipment (Non -Office) 10 years Equipment (Office) 5 years General Equipment 6 years Law Enforcement Equipment 5 years Life Safety Equipment 5 years Mower/Shredder 5 years Fire hydrants 25 years BRAZOS COUNTY CAPITAL ASSET POLICY APPENDIX "C" (continued) Deprecation Lives Rollers 15 years Signage 10 years Trailers 10 years Watercraft 20 years Central Air/Heat Systems 10 years Chip Spreader 10 years Tractor 6,000 Hours Haul/Dump/Tractor/Water/Sand Truck 300,000 miles Vehicles — Road and Bridge 90,000 miles Vehicles — SO- Investigation, Special Services and Administration 90,000 miles Patrol and Work Crew Vans 75,000 miles Jail Pickups, Vans and Transport Vans 100,000 miles Vehicles -Bus 9 years Water Truck 120,000 miles Broom Sweeper 5,000 hours Dozer 6,000 Hours Excavator 6,000 hours Forklift 6,000 hours Loader — Backhoe 6,000 Hours Loader — Track and Wheel 8,000 Hours Maintainer/Grader 9,000 Hours Brazos County Job Description Last Updated: September 2015 Templar. Revision 1.20811512012 Class Number :213— Title: Transition Training Gro ------- Pay p 17__Department:County FLSA Status:Non Exempt Reports To: County --------- Approved Approved � Date: 1 10/01/2015 _ EEOC Category: Office and Clerical Position End Temporary 7/29/2016 Employee Date: Signature: 7} Mal. �1 GT7u on special protects as ; Supervision Received: County Judge � I Given: 1l his is a non supervisory position. ----... --..._ _-....... Education -_____ -----... ..----- -_._.....-- _.. Required ,I - rred: - ` -.---_. - - - -- - . Experience Required. Preferred: Certificates, Licenses, Registrations - — _ Required: (None 1 Preferred: - -- --- ---- — — - APP I Physical Demands Demands Typical• I...---1 / __ i 1 Duane Peters Date County Judge Vol. -1-7) 35J p to �7 Work Typical: I IQ 2016-009 Pest Control May 20, 2016 - September 30. 2017 Recommended Award: Allstar Pest Control. Approve by Co missio B('S COOR b0 this S�day of 2 16 by 'holding the position of Kraig' (()(tTL�� vol.-Wi. ��.j ORTHO ORKIN ABC SHAMROCK RP LEE ALLSTAR SWOBODA 1 Brazos County Courthouse $70.70 $100.00 $100.00 $80.00 $110.00 $90.00 NO BID 2 Tax Office Space $36.30 $30.00 $60.00 $30.00 $45.00 $35.00 NO BID 3 Maintenance Building $36.30 $30.00 $30.00 1 $25.00 $20.00 $35.00 NO BID 4 Health Department $43.97 $30.00 $50.00 $25.00 $25.00 $30.00 NO BID 5 Adult Probabtion $45.38 $30.00 $35.00 $25.00 $25.00 $35.00 NO BID 6 Brazos Center/Museum $86,63 $75.00 $100.00 $60.00 $75.00 $65.00 NO BID 7 Arena Hall $27.23 $30.00 $40.00 $30.00 $25.00 $30.00 NO BID 8 Ag Extension $20.30 $30.00 $35,00 1 $25.00 $20.00 1 $30.00 NO BID 9 Road and Bridge $89.10 $30.00 $40.00 $25.00 $25.00 $30.00 NO BID 10 11 Detention Center/Jail Juvenile Justice + 2 Portable Buildings $247.50 $165.00 $100.00 $80.00 $100.00 $90.00 $100.00 $75.00 $110.00 $25.00 $90.00 $75.00 NO BID NO BID 12 Administration Building $78.38 $40.00 $50.00 $35.00 $80.00 $40.00 NO BID 13 Sheriffs Office $82.50 $40.00 $45.00 $35.00 $35.00 $30.00 NO BID 14 Maxwell Building $35.31 $30.00 $45.00 $25.00 $25.00L $35.00 NO BID 15 Expo Center $371.21 $100.00 $115.00 $90.00 $150.00 $95.00 NO BID 16 Brazos County Storage $16.50 $20.00 $25.00 $20.00 $25.00 $25.00 NO BID 17 JP Pct. 3 $23.93 $30.00 $35.00 $25.00 $25.00 $30.00 NO BID 18 Low Risk Facility $49,50 $35.00 $50.00 $30.00 $40.00 $35.00 NO BID 19 Old MHMR Building $35.97 $40.00 $40.00 $35.00 $35.00 $35.00 NO BID 20 Old Tax Office $78.54 $30.00 $40.00 $30.00 $20.00 $30.00 NOB 21 Fleet Services $30.00 Total $1,640.25 $930.00 $1,125.00 $825.00 $940.00 $930.00 $0.00 Recommended Award: Allstar Pest Control. Approve by Co missio B('S COOR b0 this S�day of 2 16 by 'holding the position of Kraig' (()(tTL�� vol.-Wi. ��.j AGREEMENT BETWEEN COUNTY AND TREANOR ARCHITECTS THIS DOCUMENT HAS WITH AN ATTORNEY IS MODIFICATION. IMPORTANT LEGAL CONSEQUENCES; CONSULTATION ENCOURAGED WITH RESPECT TO ITS COMPLETION OR THIS AGREEMENT is made on the day of 2016 Between the COUNTY: BRAZOS COUNTY, TEXAS c/o Brazos County Commissioners' Court Attention: County Judge 200 South Texas Ave., Ste. 332 Bryan, Texas 77803 and the ARCHITECT: Treanor ARCHITECTS. P.A. 1700 Pacific Avene, Suite 2630 Dallas, TX 75201 for the following PROJECT: Juvenile feasibility study and cost analysis as per attached scone of work If funded by Commissioners' Court, subsequent design of the Juvenile Detention Facility expansion can be added as an amendment to this contract with associated scope and The COUNTY and ARCHITECT agree as set forth below. ARTICLE I ARCHITECT RESPONSIBILITY 1.1 ARCHITECT'S SERVICE 1.1.1 The ARCHITECT'S services consist of those services performed by the ARCHITECT, ARCHITECT'S employees and the ARCHITECT'S consultants as enumerated in Articles 2 and 3 of this Agreement. Agreement Detwcen County and ARCHITECT7 cq,� of l0 �t01—'-W�—1 1.1.2 The ARCHITECT'S services shall be performed as expeditiously as is consistent with professional skill and care and the orderly progress of the Work. The ARCHITECT shall submit for the COUNTY'S approval a schedule for the performance of the ARCHITECT'S services which may be adjusted as the Project proceeds and shall include allowances for periods of time required for the COUNTY'S review and for approval of submissions by authorities having jurisdiction over the Project. Time limits established by this schedule approved by the COUNTY shall not, except for reasonable cause, be exceeded by the ARCHITECT or the COUNTY. ARTICLE II SCOPE OF ARCHITECT'S BASIC SERVICES 2.1 DEFINITION 2.1.1 The ARCHITECT'S Basic Services consist of those described in attached Exhibit "A" and incorporated by reference hereto — SCOPE OF BASIC SERVICES TO BE PROVIDED BY TREANOR ARCHITECTS. P.A. , TO BRAZOS COUNTY. ARTICLE III ADDITIONAL SERVICES 3.1 GENERAL 3.1.1 The services described in attached Exhibit "A" as Additional Services are not included in the Basic Services. It is expressly understood and agreed that ARCHITECT shall not furnish any of the additional services without the prior written authorization of the COUNTY or the COUNTY'S designee. The COUNTY shall have no obligation to pay for such additional services, which have been performed without the prior written authorization of the COUNTY as herein above provided. 3.1.2 Services which could possibly be required, but at the time of this Agreement were yet to be determined and which are not included in the Basic Services or Additional Services as identified and described in EXHIBIT "A", shall be considered Contingent Additional Services. A list of possible Contingent Additional Services that could be needed as the Project proceeds is included at the end of Exhibit "A." 3.1.3 It is expressly understood and agreed that the ARCHITECT shall not furnish any of the Contingent Additional Services without the prior written authorization of the COUNTY or the COUNTY'S designee. The COUNTY shall have no obligation to pay for such Contingent Additional Services, which have been performed without the prior written authorization of the COUNTY as herein above provided. ARTICLE IV COUNTY'S RESPONSIBILITY 4.1 The COUNTY shall provide full information regarding requirements for the Project, including a program, which shall set forth the COUNTY's objective, schedules, constraints and criteria. Agreement Between County and ARCHITECT Page 2 of 10 pa --------- - - J 4.2 The COUNTY shall establish and update an overall budget for the Project, including the Construction Cost, the COUNTY'S other costs and reasonable contingencies related to all of these costs. 4.3 The COUNTY shall designate a representative authorized to act on the COUNTY'S behalf with respect to the Project. The COUNTY, or such authorized representative, shall render decisions in a timely manner pertaining to documents submitted by the ARCHITECT in order to avoid unreasonable delay in the orderly and sequential progress of the ARCHITECT'S service. 4.4 The COUNTY shall give prompt written notice to the ARCHITECT if the COUNTY becomes aware of any fault or defect in the Project or non-conformance with the contract documents. Any delay by the COUNTY in providing said notice shall not constitute a waiver, a bar or act to estop the COUNTY from exercising any of its rights under this contract. 4.5 Examine all studies, reports, sketches, drawings, specifications, proposals and other documents presented by the ARCHITECT, obtain advice of an attorney, insurance counselor and other consultants as the COUNTY deems appropriate for such examination and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of the ARCHITECT. 4.6 The proposed language of certificates or certifications requested of the ARCHITECT or the ARCHITECT'S consultants shall be submitted to the ARCHITECT for review and approval at least 14 days prior to execution. The COUNTY shall not request certifications that would require knowledge or services beyond the scope of this Agreement. 4.7 The COUNTY shall also provide those specific items identified in the attached Exhibit A incorporated by reference hereto — ITEMS TO BE PROVIDED BY THE COUNTY TO THE ARCHITECT. ARTICLE V PROJECT COST 5.1 DEFINITION 5.1.1 The Project Cost shall be the total cost or estimated cost to the COUNTY of all elements of the Project designed or specified by the ARCHITECT. 5.1.2 The Project Cost shall include the cost at current market rates of labor and materials furnished by the COUNTY and equipment designed, specified, selected or specially provided by the ARCHITECT, plus a reasonable allowance for the Contractor's overhead and profit. In addition, a reasonable allowance for contingencies shall be included for market conditions at the time of bidding and for changes in the work during construction. 5.1.3 Project Cost does not include the compensation of the ARCHITECT and the ARCHITECT'S consultants, financing or other costs which are the responsibility of the COUNTY. 5.2 RESPONSIBILITY FOR PROJECT COSTS }}} Agreement Between County and ARCHITECT Page 3 of 10 pg. y� 5.2.1 Evaluations of the COUNTY'S Project budget, preliminary estimates of Project Cost and detailed estimates of Project Cost, if any, prepared by the ARCHITECT, represent the ARCHITECT'S best judgment as a design professional familiar with the construction industry. It is recognized, however, that neither the ARCHITECT nor the COUNTY has control over the cost of labor, materials or equipment, over the Contractor's methods of determining bid prices, or over competitive bidding, market or negotiating conditions. Accordingly, the ARCHITECT cannot and does not warrant or represent that bids or negotiated prices will not vary from the COUNTY'S Project budget or from any estimate of Construction Cost or evaluation prepared or agreed to by the ARCHITECT. ARTICLE VI USE OF ARCIIITECT'S DRAWINGS, SPECIFICATIONS AND OTHER DOCUMENTS 6.1 The COUNTY shall be the absolute and unqualified owner of all drawings, preliminary layouts, record drawings, sketches and other documents prepared pursuant to this Agreement by the ARCHITECT with the same force and effect as if the COUNTY prepared same. Copies of complete or partially completed mylar reproducible, preliminary layouts, record drawings, sketches and other documents prepared pursuant to this Agreement shall be delivered to the COUNTY when and if this Agreement is terminated or upon completion of this Agreement, whichever occurs first. The ARCHITECT may retain one set of reproducible copies of the documents and these copies shall be for the ARCHITECT'S sole use in preparation of studies or reports for the COUNTY. The ARCHITECT is expressly prohibited from selling, licensing, or otherwise marketing or donating these documents, or using the documents in preparation of other work for any other client, without the prior express written permission of the COUNTY. 6.2 All documents including reports, drawings and specifications prepared by the ARCHITECT pursuant to this Agreement are instruments of service in respect of the Project. They are not intended or represented to be suitable for reuse by the COUNTY or others on extensions of the Project or on any other project. Any reuse without written verification or adaptation by the ARCHITECT for the specific purposes intended will be at the COUNTY'S sole risk and without liability or legal exposure to the ARCHITECT. Any such verification or adaptation will entitle the ARCHITECT to further compensation at rates to be agreed upon by the COUNTY and the ARCI-IITECT. 6.3 Submission or distribution of documents to meet official regulatory requirements or for similar purposes in connection with the Project is not to be construed as publication in derogation of the ARCHITECT'S reserved rights. ARTICLE VII TERMINATION, SUSPENSION OR ABANDONMENT 7.1 This Agreement may be terminated by either party upon not less than fourteen (14) days written notice should the other party fail to substantially perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. 7.2 If the COUNTY suspends the Project for more than thirty (30) consecutive days, the ARCHITECT shall be compensated for services performed prior to notice of such suspension. 7.3 This Agreement may be terminated by the COUNTY upon not less than fourteen (14) days written notice to the ARCHITECT in the event that the Project is permanently abandoned. Agreement Hctwecn County and ARCHrrECT _i Page 4 of 10 Vol.=? P`g _�� If the COUNTY abandons the Project for more than ninety (90) consecutive days, the ARCHITECT may terminate this Agreement by giving written notice. 7.4 If the COUNTY fails to give prompt written authorization to proceed with any phase of services after completion of the immediately preceding phase, the ARCHITECT may, after giving seven (7) days written notice to the COUNTY, suspend services under this Agreement. 7.5 Failure of the COUNTY to make payments to the ARCHITECT in accordance with this Agreement shall be considered substantial nonperformance and cause for termination. 7.6 If the COUNTY fails to make payment when due to the ARCHITECT for services and expenses, the ARCHITECT may, upon seven (7) days written notice to the COUNTY, suspend performance of services under this Agreement. Unless the ARCHITECT receives payment in full within seven (7) days of the date of the notice, the suspension shall take effect without further notice. In the event of a suspension of services, the ARCHITECT shall have no liability to the COUNTY for delay or damage caused by the COUNTY because of suspension of services. 7.7 In the event of termination that is not the fault of the ARCHITECT, the ARCHITECT shall be compensated for services performed prior to termination, together with Reimbursable Expenses, if any, then due. ARTICLE VIII MISCELLANEOUS PROVISIONS 8.1 Unless otherwise provided, this Agreement shall be governed by the law of the principal place of business of the COUNTY. Venue for any dispute or disagreement regarding the terms of this Agreement shall be in Brazos County, Texas. 8.2 Causes of action between the parties to this Agreement pertaining to acts or failures to act shall be deemed to have accrued and the applicable statutes of limitation shall commence to run not later than either the date of Substantial Completion, or the date of issuance of the final Certificate for Payment for acts or failures to act occurring after Substantial Completion. 8.3 The COUNTY and the ARCHITECT, respectively, bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representative of such other party with respect to all covenants of this Agreement. Neither the COUNTY nor the ARCHITECT shall assign this Agreement without the express written consent of the other party. 8.4 This Agreement represents the entire integrated agreement between the COUNTY and the ARCHITECT and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both the COUNTY and the ARCHITECT. 8.5 Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the COUNTY or the ARCHITECT. 8.6 Unless otherwise provided for in this Agreement, the ARCHITECT and the ARCHITECT'S consultants have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, hazardous materials in any form at the Project Agreement Between County and ARCHITECT Page 5 of 10 I Vol.3S1 P �� site, including but not limited to asbestos, asbestos products, polychlorinated biphenyl (PCB) or other toxic substances. 8.7 The ARCHITECT shall have the right to include representations of the design of the Project, including photographs, among the ARCHITECT'S promotional professional materials. The ARCHITECT'S materials shall not include the COUNTY'S confidential or proprietary information, if the COUNTY has previously advised the ARCHITECT in writing of the specific information considered by the COUNTY to be confidential or proprietary. 8.8 COMPLIANCE AND STANDARDS. The ARCHITECT agrees to perform the work hereunder in accordance with generally accepted standards applicable thereto, and shall use that degree of care and skill commensurate with the surveying profession to comply with all applicable state, federal and local laws, ordinances, rules and regulations relating to the work to be performed hereunder and the ARCHITECT'S performance. 8.9 INDEMNIFICATION: ARCHITECT shall save and hold harmless the COUNTY from and against any and all claims and liability due to activities of the ARCHITECT, its agents or employees, performed under this Agreement and which result from any negligent act, error, or omission of the ARCHITECT, or of any person employed by the ARCHITECT. The ARCHITECT shall also save harmless the COUNTY from and against any and all expenses, including attorney's fees which might be incurred by the COUNTY in litigation, or otherwise, resisting said claims or liabilities which might be imposed on the COUNTY as the result of such activities by the ARCHITECT, its agents or employees. 8.10 LIQUIDATED DAMAGES: It is acknowledged that the ARCHITECT's failure to achieve substantial completion of the Work within the Contract Time provided by the Contract Documents will cause the COUNTY to incur substantial economic damages and losses of types and in amounts which are impossible to compute and ascertain with certainty as a basis for recovery by the COUN'T'Y of actual damages, and that liquidated damages represent a fair, reasonable and appropriate estimate thereof. Accordingly, in lieu of actual damages for such delay, the ARCHITECT agrees that liquidated damages may be assessed and recovered by the COUNTY as against ARCHITECT and its Surety, in the event of delayed completion and without the COUNTY being required to present any evidence of the amount or character of actual damages sustained by reason thereof, therefore ARCHITECT shall be liable to the COUNTY for payment of liquidated damages in the amount of $0 for each day that Substantial Completion is delayed beyond the Contract Time as adjusted for time extensions provided by the Contract Documents. Such liquidated damages are intended to represent estimated actual damages and are not intended as a penalty, and ARCHITECT shall pay them to COUNTY without limiting COUNTY's right to terminate this agreement for default as provided elsewhere herein. ARTICLE IX PAYMENTS TO THE ARCHITECT 9.1 PAYMENTS ON ACCOUNT OF BASIC SERVICES 9.1.1 Upon approval by the COUNTY, or the COUNTY'S designee, payment for Basic Services shall be made monthly and shall be in proportion to services performed that month within each phase of service. Agreement Between C my and ARCHITECT _/ Page 6 of 10 9.2 PAYMENTS ON ACCOUNT OF ADDITIONAL SERVICES 9.2.1 Upon approval by the COUNTY or the COUNTY'S designee of the ARCHITECT'S statement of services rendered or expenses incurred, payment on account of the ARCHITECT'S Additional Services and for Reimbursable Expenses shall be made monthly. 9.3 PAYMENTS WITHHELD 9.3.1 No deductions shall be made from the ARCHITECT'S compensation on account of penalty, liquidated damages or other sums withheld from payments to Contractors, or on account of the cost of changes in the Work other than those for which the ARCHITECT has been found to be liable. 9.4 ARCHITECT'S ACCOUNTING RECORDS 9.4.1 Records of Reimbursable Expenses pertaining to Additional Services and services performed on an hourly basis shall be available to the COUNTY or the COUNTY'S authorized representative at mutually convenient times. 9.5 LIMIT OF APROPRIATION 9.5.1 Prior to the execution of this Agreement, the ARCHITECT has been advised by the COUNTY and the ARCHITECT fully understand and agrees, such understanding and agreement being of the absolute essence to this Agreement, that the total maximum compensation that ARCHITECT may become entitled to hereunder, and the total maximum sum that the COUNTY shall become liable to pay to the ARCHITECT hereunder, shall not, under any conditions, circumstances or interpretations hereof, exceed the sum certified as available by the County Auditor in the Auditor's Certificate attached hereto. ARTICLE R BASIS OF COMPENSATION The COUNTY shall compensate the ARCHITECT from funds obtained through current revenue of Brazos County as follows: 10.1 BASIC COMPENSATION 10.1.1 For Basic Services, as described in Article 2, Basic Compensation shall be computed as follows: In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF FEES. 10. 1.2 For Reimbursable Travel Expenses, the ARCHITECT shall be compensated based on the attached Exhibit `B", Vendor Travel Policy. Agreement Between County and ARCHITECT _—c,�i 7 Page 7 of 10 10.2 COMPENSATION FOR ADDITIONAL SERVICES 10.2.1 For Additional Services of the ARCHITECT, as described in Article 3, compensation shall be computed as follows: In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF FEES. 10.3 COMPENSATION FOR CONTINGENT ADDITIONAL SERVICES 10.3.1 For Contingent Additional Services of the ARCHITECT, as described in Article 3, compensation shall be computed as follows: In accordance with the attached Exhibit "A" incorporated by reference hereto, SCHEDULE OF FEES. 10.3.2 Payments shall be made by the COUNTY in accordance with Texas Government Code Chapter 2251. The COUNTY shall pay the ARCHITECT'S invoice as approved by the COUNTY's designee within thirty (30) days after the COUNTY'S designee's approval of the same, provided that the approval or payment of any such invoice shall not be considered to be evidence of performance by the ARCHITECT to the point indicated by such invoice or of receipt or acceptance by the COUNTY of the work covered by such invoice. ARTICLE XI OTHER CONDITIONS OR SERVICES 11.1 INSURANCE 11.1.1 The ARCHITECT shall file with the COUNTY a Certificate of Errors and Omissions Insurance having minimum limits of One Million and No/100 Dollars ($1,000,000.00) for each occurrence and annual One Million and No/100 Dollars ($1,000,000.00) aggregate. Such Errors and Omissions Insurance shall have a deductible not in excess of Two Hundred Thousand and No/100 Dollars ($200,000.00) self-insured. Such Certificate shall bear the endorsement "Not to be canceled without thirty (30) days prior notice to BRAZOS COUNTY, TEXAS." The ARCHITECT shall maintain the Errors and Omissions Insurance at all times this Agreement is in effect and for a period of five (5) years after completion of the Project. Failure to maintain the required insurance shall be deemed to be a material breach of this Agreement. 11.1.2 The ARCHITECT shall also provide Worker's Compensation, automobile and comprehensive general liability politics. The ARCHITECT shall deliver the insurance certificates to the COUNTY. The coverage provided herein shall contain an endorsement providing thirty (30) days notice to the COUNTY prior to any cancellation of coverage. Said coverage shall be written by an insurer acceptable to the COUNTY and shall be in a form acceptable to the COUNTY. If the ARCHITECT has canceled or allowed to lapse any of these insurance policies then the COUNTY may pay for such insurance and may hold the amount of such payment out of the ARCHITECT's fees or be otherwise reimbursed. Failure to maintain the required insurance shall be deemed to be a material breach of this Agreement. Agreement Between County and ARCHITECT , / 1 Page 8 of 10 11.2 PERIODS OF SERVICE 11.2.1 The ARCHITECT shall begin work immediately upon receipt of the Notice -to -Proceed in writing by the COUNTY or the COUNTY's designee. The project will proceed according to the schedule shown in Exhibit "A." The schedule makes certain assumptions regarding review processes and other activities that are beyond the control of the ARCHITECT. 11.2.2 Working days shall be defined as standard workdays between Monday and Friday, exclusive of holidays. 11.2.3 This schedule assumes an orderly progression of the ARCHITECT'S services. Delays beyond the control of the ARCHITECT may be cause for extension of this period of service, in which case the ARCHITECT shall submit in writing to the COUNTY its request for such extensions a minimum of thirty (30) calendar days prior to the end of the affected service period. 11.2.4 If the COUNTY has requested significant modifications or changes in the general scope, extent or character of the Project, the time or performance of the ARCHITECT'S services shall be adjusted equitably. Agreement Between County and ARCHITECT f7-1 Page 9 of 10 VUR. __Pg._�� This Agreement entered into as of the day and year first written above. The undersigned officers and/or agents of the parties hereto are the properly authorized officials and have the necessary authority to execute this Agreement on behalf of the parties hereto, and each party hereby certifies to the other that any necessary resolution extending said authority have been duly passed and are now in force and effect. COUNTY, TEXAS ARCHITECT FIRIM Duane Peters, County Judge Principal Acting by and through the authority of the Brazos County Commissioners Court Attest: County Clerk Approved as to Form: Assistant County Attorney Agreement Between County and ARCHITECT - '-y�-'------ — ---- Page Io of io Vol. YCI ,� STRENGTH THROUGH EXPERTISE 1 U \I V OR ARCHITECTS May 4, 2016 Wm. Charles Wendt Purchasing Agent Brazos County, Texas 200 S. Texas Ave, Ste. 352 Bryan, TX 77803 Charles, Thank you for the opportunity to provide services to Brazos County related to the proposed expansion to your Juvenile Justice Center. We are excited to get started and honored to have been selected. Based on the discussions, we understand the County desires consulting services to provide a feasibility study for an expansion to the existing facility to address additional pre and post -adjudicated detention housing, associated administrative offices and supports spaces, JJAEP school program, and required parking and site amenities. The scope of services will also include a cost analysis for the proposed expansion including phasing options and potential alternates. We understand the service needed for this effort will be a sequential process of specific steps to develop the project program and scope, and to develop possible solutions to the problems identified. The services would conclude with the complete architectural services for the implementation of the final solution, but only after written approval of the County, prior to any work. Below is a brief scope of work for each of these steps that describe the purpose and outcome of each step. Review of Existing Documents and Information: Purpose: This step allows our team to review existing program documents and existing drawings. During this step we will also review current programming associated with the juveniles in detention and the JJAEP program. We will develop a preliminary program of spaces to review with the stakeholders. We will also develop a base computer model of the existing facility to be used to develop the potential solutions. We will develop a review of the facility based upon current building codes, ADA, and the Texas Standards for Pre and Post Adjudication Juvenile Detention Centers. This step will provide our team with the background to develop a preliminary program and evaluation of potential expansion options. Deliverable: During Workshop #1 we will present a preliminary program of spaces for discussion, along with an evaluation of the existing facility compared to the desired regulations indicated above. Workshop 1- Goals, Priorities and Parameters / Program and Concept Ideas: Purpose: This workshop will be a 3 day workshop that will provide an interactive design process between the stakeholders and the design team. We will conduct a discussion with the stakeholders and other decision makers on the setting of goals, priorities and parameters for the project. Our team will also present a presentation on current trends with the juvenile justice system to determine the appropriate concepts to implement within this project. These discussions will lay the foundation to allow the stakeholders to discuss the issues of the juvenile center. ATLANTA, GEORGIA • DALLAS, TEXAS • DENVER, COLORADO • KANSAS CITY, MISSOURI • LAWRENCE, KANSAS • ST. LOUIS, MISSOURI -TOPEKA, KANSAS www.1reanorarChItccIs.com Vol. Page 2 of 2 The team will meet with each stakeholders and review the preliminary program of spaces to arrive at a working program of spaces to be used for concept development. Using this program the team will lead discussions of updated expansion concepts, phasing concepts, estimates of probably costs, exterior building materials, and visual appearance. The stakeholders will participate in interactive discussion of the ideas. The concepts will be further developed during the workshop and presented for discussion. The team will meet with the stakeholders throughout the workshop period and conclude with one or two potential expansion concepts and possible phasing ideas that will be moved forward. Deliverable: This workshop will conclude with a published document that will include a synopsis of the stakeholder's goals, priorities and parameters. It will also include a diagrammatic plan and site plan of the building, and a narrative confirming the staffing and operations of the building. Workshop 2- Concept Design Review: Purpose: Via video conferencing, the design team will provide updated concept floor plan and site plan options. The team will lead discussions of the updated expansion concepts, phasing concepts, estimates of probably costs, exterior building materials, and visual appearance. It will include a visual interpretation of the building in the form of a computer model. A finalized floor plan and site layout will be determined. Deliverable: Two to three weeks following the Workshop a deliverable will be published that will include a plan and site plan of the expansion, and a narrative confirming the occupancy, proposed staffing and operations of the building. It Will include an updated confirmation of the cost estimate for the project and potential schedule. A draft will be provided for review prior to the final presentation. Feasibility Study Final Presentation: We shall present the final study and deliverables, noted above, to the stakeholders and other potential decision makers. The fees for the services described above are proposed to be a lump sum of $37,500 plus reimbursable travel expenses. We estimate the expenses to be between $3,500 and $5,000. If desired, we can establish a lump sum proposal including all expenses. The fees for the implementation of the Architectural/Engineering Services are proposed at 7.5% of the cost of construction for all necessary Architectural, Structural, Civil, Mechanical, Electdcal, and Security Electronic Engineering and designed alternates. The fee assumes a majority of the scope of work is new construction with limited portion of the scope to include renovation/remodel of the existing facility. We believe these services will allow Brazos County to have very deliberate and careful steps to understanding the need and to finding a solution that is sized appropriately for your Juvenile Justice Center. Following these steps will allow the County to consider alternatives, as well as ensuring good stewardship of County resources to know the facility will serve the County for years to come. Please review this proposal and if you should have any questions or comments please do not hesitate to contact me at your convenience. Again, we look forward to assisting Brazos County on this project. Sincerely, TREANOR ARCHITECTS, P.A. T. 7Andrew, AIA, LEED AP Principal ATLANTA, GEORGIA • DALLAS, TEXAS • DENVER, COLORADO • KANSAS CITY, MISSOURI • LAWRENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS www.treanorarchitects._______ RRAZOS COUNTY, TEXAS VENDOR TRAVEL POLICY AND PROCEDURES POLICY AND PROCEDURES FOR VENDOR TRAVEL AND REIMBURSEMENT BRAZOS COUNTY, TEXAS A. GENERAL DEFINITIONS 1. Accountable Plan - a plan under which a vendor is reimbursed for expenses or receives an allowance to cover expenses. The following four conditions must be satisfied: a. There must be a Brazos County business purpose for the expenses, b. The vendor must clearly state and properly support that there was a business purpose for the expense, C. The vendor must substantiate that the expense was incurred by providing documentation or be deemed to have documented the reimbursed expenses, and, d. The vendor is required to return to the County any amounts received in excess of documented expenses. 2. Actual Expenses - the actual cost of any allowable travel expenses supported by proper receipts and/or statements. 3. Auditor - the County Auditor and/or his designated staff. 4. Official County Business - a business function performed for Brazos County due to a contractual obligation. 5. Duty Station - the primary place of employment. 6. Travel Expenses - transportation (airline fares, personal auto, public transportation, parking, and taxi), meals, lodging, and incidental expenses associated with traveling while working on County business. Incidental Expense - a necessary and reasonable expense incurred by a County vendor while traveling on official County business. This does not include transportation, meals, lodging, tips, gratuities, alcoholic beverages, laundry, or in -room video rental. 8. Mileage - the distance from a duty station to a destination. As noted in the following procedure, the County will reimburse mileage based on an internet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com. 9. Mileage Rate - the rate of reimbursement established by the Commissioners' Court in December of each calendar year for use of a personal or company automobile while on County business. P:\ Policies and ProcedureskPolicics\Travel\Vendor Travel Policy 12f4/12 BRAZOS COUNTY, TEXAS VENDOR TRAVEL POLICY AND PROCEDURES 10. Meal Expense — limited to $36.00 a day for meals, if a vendor is away from their duty station overnight. 11. Vendor — person or entity that is not an employee of Brazos County. Includes all persons performing work for a contract with Brazos County whether as a sole proprietor or an employee of a corporation. B. General Poliev Statement All reasonable and necessary travel by a vendor for which a contract budget has been established, and for which the travel is required in order for the vendor to conduct County business is authorized. All Countyreimbursed travel must be for official County business only. It is the responsibility of the vendor to see that all travel expense forms are properly completed, documented, signed and forwarded to the County Auditor's office within thirty (30) calendar days of the travel return date or by the next monthly billing date. C. Meals Meal reimbursement will be made when the vendor is required to travel away from their primary duty station to perform a contractual obligation for Brazos County. The reimbursement will be based on the detailed, itemized receipt, up to the maximum per meal as listed below. Summary credit card receipts or statements are not acceptable and will not suffice as proper documentation and will not be eligible for reimbursement by the County. 1. Meals will be reimbursed at the amounts listed, taxes included: Breakfast $ 8.00 Lunch $ 10.00 Dinner $ 18.00 2. The County will not reimburse a vendor for more than $36.00 per day for meals. Meal reimbursement will not be provided to a vendor who is less than seventy five (75) miles away from their duty station unless the vendor is away overnight. D. Mileage The County will reimburse a vendor for mileage only for appropriate County business. Mileage reimbursement will be made based on the duty station address to specific destination address as documented by using an intemet mapping service such as mapquest.com, yahoomaps.com or googlemaps.com, at the existing reimbursement rate set by Commissioners' Court. This rate is $.54 per mile for calendar year 2016. E. Lodging F:\ Policies and Procedures\Policies\Tmvel\Vendor Travel Vol. BRAZOS COUNTY, TEXAS VENDOR TRAVEL POLICY AND PROCEDURES The County will reimburse the vendor for the actual cost of lodging expenses incurred, not to exceed the rate used by the State of Texas for the location, excluding taxes, while traveling to fulfill a contractual obligation for Brazos County. The County will only be responsible for the amount allowed for the destination set by the State of Texas. If the room charge is greater than allowed, the vendor should be prepared to be responsible for the difference. The State of Texas follows the U.S. General Services Administration per diem rates by location. Rates are set by fiscal year, effective October 1 each year. The rates can be found by searching by city or zip code at this website: http://www.gsa.gov/portal/cateaory/100120. *The County will reimburse for self parking at any rate with receipts. Valet parking will be reimbursed if it is the only parking available and is documented as such by the hotel. In the event self parking and valet parking are available and the vendor chooses to use valet parking the County will only reimburse up to the rate equal to the self parking rate. Vendors who incur lodging charges defined as unacceptable for reimbursement are responsible for these payments. These charges are to be accounted for and payment rendered to the facility by the vendor at check out. If any of these charges are billed directly to the County by a lodging facility, the vendor will be responsible for remitting reimbursement to the County Treasurer. The County will not pay for room service laundry fees, alcohol, videos or movies, or any other miscellaneous fees. These are the sole responsibility of the vendor. F. AIR FARE and CAR RENTALS All vendors are required to travel by the least expensive mode of travel. The vendor should evaluate whether travel by airplane to the destination point is cheaper than traveling by other means. The County will only reimburse for the least expensive mode of travel, unless the vendor can show good cause for using another mode. When the final destination is over 350 miles air travel should be considered. Car Rentals should only be utilized when required for the vendor to fully cavy out their official business. Taxi cabs, buses, and hotel shuttle services are usually less expensive than car rentals. The County will not reimburse for expenses incurred for personal reasons. The County will not reimburse for first class travel. The County will only reimburse for necessary car rental at the sedan rate (no luxury cars) and necessary gasoline for the rental with receipts. The County will not reimburse for mileage on a rental car. G. MISCELLANEOUS The vendor needs to be aware that a credit card receipt is not documentation for an expenditure. All requests for reimbursements and/or requests for the County to pay for a travel related expenditure must be supported by documentation. It is the vendor's responsibility to secure the documentation at the time of expenditure. In the event that no documentation is secured, a certification as to the expenditure is not sufficient to support reimbursement. Some form of contemporaneous record must be received from the vendor. F:\ Policies and Procedures\Polieies\Travel\Vendor Travel Policy 1234/12_Y` _ COMMISSIONER COURT MINUTES OF MAY 31, 2016 ARE CONTINUED IN VOLUME 236 PAGE 1 vol. I 3.� Pg. 7 C� COMMISSIONER COURT MINUTES OF MAY 31, 2016 ARE CONTINUED FROM VOLUME 235 Vol. G' Pg. REQUEST FOR QUALIFICATIONS Architectural Services for the Expansion Of the Juvenile Justice Center RFQ No. 2016-105 DUE DATE: Thursday March 10, 2016 at 2:00 p.m. CST Brazos County Administration Building 200 S. Texas Ave., Ste. 352 Bryan, TX 77803 (979)361-4292 Index of Contents 1 \ ^: , I '--�_ j Introduction......................................... ............................................................ 3 Scopeof Proposal...........................................................................................................................3 Definitions...................................................................................................... 4 Scheduleof Events.............................................................................................4 Conditions of Proposal.........................................................................................5 Addenda and Modifications..................................................................................8 Examination of Documents and Requirements.............................................................8 ProposalSubmittal.............................................................................................9 Trade Secrets, Confidential Information and the Texas Public Information Act.......................9 Conflictof Interest..............................................................................................10 ProposalAward...............................................................................................lo Insurance.......................................................................................................12 RankingCriteria..............................................................................................18 Architectural Services Selection Evaluation Information................................................18 Contract........................................................................................................21 Certification of Proposal....................................................................................22 vol. 3 _. Pg _ 3 A. Introduction Brazos County requests Statements of Qualifications in accordance with the instructions in this i document, for architectural services to complete a feasibility study and cost analysis for the i expansion of the Juvenile Justice Center. Proposals allow the County to negotiate with each firm after review of qualifications and proposals; therefore, proposals must be good for a period of not less than 120 days. It is understood that Brazos County Commissioner's Court reserves the right to arrive at such determination by whatever means deemed appropriate, and shall be the sole judge in the matter. Request for Qualifications/Proposals will be received by the Brazos County Purchasing Department until Thursday, March 10, 2015 at 2:00 p.m. CST and publicly opened and acknowledged at the Brazos County Purchasing Department, Suite 352, Brazos County Administration Building, 200 South Texas Ave., Bryan, Texas,77803. B. Scope of Proposal Brazos County is interested in hiring an architectural firm to complete a feasibility study and cost analysis for the potential expansion of the Juvenile Justice Center, currently located at 1904 West State Highway 21 in Bryan, Texas. Brazos County anticipates completion of this study and analysis prior to July 1, 2016, with the potential for design services to begin October 1, 2016. Any construction activities would begin on approximately October 1, 2017. Funding for each of these steps is contingent on budgetary approval by the Brazos County Commissioners' Court. Responding architectural firms should be experienced in the design of detention facilities and preference will be given to juvenile detention facilities. The scope of work should include a thorough review (site analysis) of the juvenile department grounds in order to determine and recommend on option(s) for expansion. At minimum, this will include a site review, a cost analysis, a design and construction analysis, as well as determination regarding the potential for expandability with recommended options. Scope of Expansion The scope of expansion should consider and encompass, but not be limited to, four primary areas; (1) Juvenile Detention Center (2) Juvenile Administration Building (3) Parking Lot (4) Portable Buildings Juvenile Detention Center The work should include recommendations on expanding the juvenile detention center from its current 48 pre -adjudication capacity; (44 bed pre -adjudication & 4 security beds) by studying the feasibility and associated cost of constructing an additional 48 pre -adjudication beds plus an additional 12 security housing beds in addition to constructing between 24-48 new post- adjudication beds with 6 additional post -adjudication security housing beds. In addition to adding the indicated bed space the study should consider the need to add adequate space to accommodate additional staff offices, resident programming to-includemulti-purpose Vol, rooms, staff break room, resident day rooms, educational programming including teacher offices, education storage, and fully equipped classrooms, kitchen services with adequate frozen and dry food storage, outdoor lighting, intake processing, intake offices, intake holding cells, intake storage, Intake showers and restrooms, Intake offices, medical services — offices, exam rooms, medical storage, & medical isolation areas, mental health services —offices and counseling rooms, visitation — contact and non -contact rooms, laundry, administration, training, dining spaces, staff meeting rooms, additional staff and resident restrooms, general storage, maintenance storage, janitorial storage, resident property storage- both pre and post adjudication, as well as security & special needs housing areas, security perimeter fencing with razor wire, expanded control booth operations and space, both indoor and secure outdoor recreational areas, expanded police picket / sally port, pedestrian vestibules, loading dock and storage area, as well as room for future expansion. i Expansion options must include consideration of all applicable building codes and regulations including those contained within the Texas Administrative Code Chapter 343 Standards for Pre and Post Adjudication Juvenile Detention Centers. Juvenile Administration Building The work should include recommendations on expanding and or remodeling of the juvenile administration building in order to accommodate the need for additional staff offices, meeting areas, training areas, programming areas, counseling areas, and courtroom needs. Parking Lot The work should include recommendation on expanding the existing parking lot to accommodate projected increase parking needs by staff, clients, parents, and visitors to include applicable regulations and permits. Portable Buildings — JJAEP School Program The work should include recommendations on the potential elimination of our two portable buildings currently being used for our school program and for staff office and training space, and expanding the building design recommendations to accommodate these areas. Summary: Written recommendations should be submitted to the County by the end of July 2016. Cost options should include total cost, as well as projected cost for each of the four phases. It is Brazos County's intent that the architect firm selected will complete the initial feasibility study and cost analysis. If the Commissioners' Court allocates money in the next fiscal year's budget, this firm may also be awarded a contract to complete the design of the approved expansion. If funds are budgeted to complete the expansion project, the same architect firm may be contracted to provide services for the full duration of the design development, preparation of construction and bidding documents, and construction administration phases of the project. The architect will also be responsible for attending weekly or bi-weekly meeting with County personnel. C. Definitions ------—._r Voi., 6� J, Pg.-- 5- I D. Tentative Schedule of Events Release of RFQ..................................................................Friday, February 19, 2016 Advertisement Dates........................................................... Friday, February 19, 2016 Friday, February 26, 2016 Deadline for Questions........................................Tuesday, March 8, 2016 at 5:00 p.m.CST SOQ/ Proposal Submission Deadline.........................Thursday, March 10 at 2:00 p.m. CST SOQ Review/ Contract Evaluations/ Negotiations ................................................March AnticipatedAward.........................................................................................April E. CONDITIONS OF THE PROPOSAL VOL'f--- Definitions: In order to simplify the language throughout this proposal, the following definitions shall apply: a. BRAZOS COUNTY - Same as County. b. COMMISSIONERS' COURT - The elected officials of Brazos County, Texas given the authority to exercise such powers and jurisdiction of all county business as conferred by the State Constitution and Laws. C. CONTRACT - An agreement between the County and a Supplier to furnish supplies and/or services over a designated period of time. d. FIRM — An entity submitting a Statement of Qualifications (SOQ) in response to this Request for Qualifications. e. COUNTY - The government of Brazos County, Texas and its authorized representatives g. FEE PROPOSAL — A Proposer's written response outlining a proposal of fees for architectural and engineering services for the described work. h. PROPOSAL — A Proposer's submittal package including a Qualification Statement. i. RESPONDENT — An individual or group that submits a submittal package in response to this RFQ. i. STATEMENT OF QUALIFICATIONS (SOQ) — Proposer's written response presenting their qualifications of competency, experience, knowledge, and resources necessary to provide architectural and/or engineering services for the described work. j. REQUEST FOR QUALIFICATIONS (RFQ) — That portion of this document soliciting a Qualification Statement from A/E Provider. D. Tentative Schedule of Events Release of RFQ..................................................................Friday, February 19, 2016 Advertisement Dates........................................................... Friday, February 19, 2016 Friday, February 26, 2016 Deadline for Questions........................................Tuesday, March 8, 2016 at 5:00 p.m.CST SOQ/ Proposal Submission Deadline.........................Thursday, March 10 at 2:00 p.m. CST SOQ Review/ Contract Evaluations/ Negotiations ................................................March AnticipatedAward.........................................................................................April E. CONDITIONS OF THE PROPOSAL VOL'f--- The following instructions apply to all Requests for Qualifications and become a part of terms and conditions of any proposal submitted to the Brazos County Purchasing Department, unless otherwise specified elsewhere in this Request for Qualifications. All Proposers are required to be informed of these Terms and Conditions and will be held responsible for having done so: I. Upon acceptance and approval by the Commissioners' Court, this proposal effects as part of the working contract between Brazos County and the successful respondent for the period and/or project designated. 2. Proposals must be received by the Purchasing Department prior to the time and date specified. Late proposals will not be accepted for any reason. 3. The County reserves the right to accept or reject in part or in whole, any proposals submitted, and to waive any technicalities deemed to be in the best interest of the County. 4. Brazos County shall not be responsible for any verbal communication between any employee of the County and any potential Proposer. Only written qualifications and fee proposals will be considered. 5. Brazos County reserves the right to reject any proposal that does not fully respond to each specified item. 6. The Proposer must include Employer Identification Number or Social Security Number for the proposal to be valid. 7. Should there be a change in ownership of the awarded firm; the contract shall be canceled unless a mutual agreement is reached with the new owner to continue the contract with its present provisions and prices. This contract is nontransferable by either party. 8. The County may cancel this contract at any time for any reason, provided a thirty days written notice is given. 9. Acceptance of the plans shall be made by Commissioner's Court when all terms and conditions have been met to satisfaction of the court, including the submission to the County of any and all documentation as may be required. 10. Proposals cannot be altered or withdrawn after receiving time without written approval of Commissioner's Court. 11. Proposals will not be considered if submitted by telephone, fax or any other means of rapid dispatch, nor will a Proposal be considered if submitted to any other person or department other than specifically instructed department. Proposals shall include full firm name, mailing address and telephone number and be signed by an authorized representative. r� Vol, �.. 9__� __ j 12. It is our policy not to furnish proposal results over the phone. A tabulation sheet will be posted on the Brazos County website upon approval by Commissioner's Court. t3. This Proposal will be made a part of any resulting contract entered into by the County. 14. It is the intent and purpose of Brazos County to solicit competitive responses through the RFQ process. It shall be the Proposer's responsibility to advise the County of any language, requirement, or any combination thereof, inadvertently restricts of limits the requirements stated in this RFQ to a single source. Such notification must be submitted in writing and must be received by the Brazos County Purchasing Department no later than five (5) business days prior to the Proposal opening date. A review of such notification will be made. 15. Questions regarding the Proposal shall be submitted in writing through the Brazos Valley Online Bidding System at ht!ps://brazosbid.estx.gov/Default.asp. 16. All proposals shall be submitted in accordance with the instructions herein. 17. There is no expressed or implied obligation for Brazos County to reimburse responding service providers for any expenses incurred in preparing Proposals in response to this request. 18. During the evaluation process, Brazos County reserves the right, in the best interest of the County, to request additional information or clarification and to request a meeting with the Proposer. 19. At the public opening, there will be no disclosure of contents and Statements of Qualification will be kept secret during the negotiation process. 20. The contract shall be awarded to the responsible firm whose SOQ is determined to be the best as a result of negotiations and considering the relative importance of die evaluation criteria set forth in the Request for Qualification. 21. This RFQ process shall adhere to the Texas Government Code Chapter 2254.004. All firms deemed to be qualified will be given fair and equal consideration, and discussions may be conducted with these entities. For the purpose of obtaining best & final offers, the Proposals may be revised before awarding the contract. Oral negotiations shall be confirmed in writing prior to contract award. However, the contract may be awarded without presentations and conferences. 22. Proposal shall be clear, concise, and in conformance with requirements listed herein. 23. Brazos County is exempt from Federal Excise, State Sales and Transportation taxes. Tax exemption certificates will be executed by the Purchasing Agent upon request. i diol. ✓ pg. r' 24. Payment terms are no later than thirty (30) calendar days after the receipt of the invoice by the Brazos County Auditor's office. Payments will be made after approval at a regularly scheduled meeting of the Brazos County Commissioners Court. 25. The successful firm will be selected based on demonstrated competence and qualifications; and contract negotiations will begin with the most highly qualified firm as determined by the County. If a satisfactory contract cannot be negotiated with the most highly qualified firm, as set out herein; the County shall formally end negotiations with such firm and shall select the next most qualified firm. The County shall negotiate with such firm to reach a fair and reasonable price. This process will continue until a successful agreement can be reached by both parties. r 26. Brazos County reserves the right to retain the winning firm for additional architectural projects. The rates negotiated during this process will apply to those additional projects and will be held firm for a period of two (2) years. This contract may be extended for an additional three (3), one year periods if approved by both parties. 27. The successful offeror agrees to extend prices and terms to all entities that have entered or will enter into joint purchasing inter -local cooperation agreement(s) with Brazos County. 28. All individuals who may be present at the Brazos County Juvenile Detention Facility, must pass a criminal history background check as conducted by DPS, have their records submitted to the FBI for clearance, and pass a "Child abuse/neglect central registry check" via the Texas Department of Protective Services. F. ADDENDA AND MODIFICATIONS Any changes, additions or clarifications to the RFQ will be made by numbered addenda and must be acknowledged in the SOQ. 2. Any firm in doubt as to the meaning of any part of these requirements may request an interpretation thereof from the Purchasing Agent. At the request of the Proposer, or in the event the Purchasing Agent deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Purchasing Department. Such addendum will be posted on the County website and will become a part of the Proposal package, having the same binding effect as provisions of the original Proposal. No verbal explanation or interpretations will be binding. In order to have a request of interpretation considered, the request must be submitted in writing and must be received by the Purchasing Department no later than five (5) business days prior to the Proposal opening date. 3. All addenda, amendments and interpretations of this solicitation shall be in writing. Brazos County shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by the County in writing or in this RFQ should be used in preparing Proposal responses. C --�- r i 4. The County does not assume responsibility for receipt of any addendum sent to Proposers. 5. A copy of all addenda issued must be signed and returned with your Proposal. G. EXAMINATION OF DOCUMENTS AND REO U1REMENTS Each Proposer shall carefully examine all RFQ documents and be thoroughly familiar with all requirements prior to submitting a Proposal. 2. Before submitting a Proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of the RFQ. Failure to make such investigations and examinations shall not relieve the Proposer of the obligation to comply, in every detail, with all provisions and requirements of the RFQ. H. PROPOSAL SUBMITTAL 1. All Proposals must include this document and any subsequent addenda. One (1) original and five (5) couies of vour Proposal must be submitted in the specified form and the Proposer must sign and date their Proposals in the space provided. The original must be clearly marked "ORIGINAL" on the front cover. 2. Any information regarding warranties and/or maintenance agreements pertaining to said Proposal item(s) are to be included in the Proposal response. 3. All Proposals, responses, inquiries or correspondence relating to or in reference to this RFQ, and all reports, and other documentation submitted by Proposers shall become the property of Brazos County when received. 4. This RFQ includes the County's Standard Agreement for Professional Services. By submitting a SOQ, the firm is agreeing to sign the County's Standard Agreement for Professional Services without modification. L TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT L Brazos County, Texas is subject to the Texas Publication Information Act, Chapter 552, Texas Government Code. Proposals submitted to Brazos County, Texas in response to this RFQ are subject to release by the County as public information. If the Proposer believes that the Proposal response, or part of it are confidential, as proprietary information, (s)he must specify that either all or part is excepted, and provide specific and detailed justification for its claim of confidentiality. Vague and general claims to confidentiality are not acceptable. All Proposals or parts of the Proposals which are not marked as confidential will be considered public Vol„ o� �SO pg, /a information after a contract has been awarded. The successful Proposal may be considered public information even though parts are marked confidential. 2. Brazos County, Texas assumes no responsibility for asserting legal arguments on behalf of Proposers. Proposers are advised to consult with their legal counsel concerning disclosure issues resulting from this proposal process and to take precautions to safeguard trade secrets and other proprietary information. 3. Marking your entire Proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Public Information Act. f J. CONFLICT OF INTEREST The Proposer shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of Brazos County. 2. By signing and executing this Proposal, the Proposer certifies and represents to the County the Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this Proposal. 3. With the exception of interviews and other contacts initiated by Brazos County relevant to the selection process, Proposers, their employees or representatives, are prohibited from contacting any official or employee of Brazos County, except the Purchasing Agent in regard to this RFO from the issuing date of the RFO until the date the Brazos County Commissioner's Court meets to consider award of the Proposal Any uch contact will be grounds for rejection of the vendor's proposal K. PROPOSAL AWARD 1. Brazos County, at its sole discretion, reserves the right to reject any or all Proposals, reject any particular item on a Proposal, and to waive immaterial formalities and to accept the offer most advantageous to the County. 2. All Qualification Statements are evaluated for compliance with the RFQ. Failure to comply with the listed Conditions of Proposals may result in disqualification of the Proposal. 3. Should there be a tie among Proposers; the tie will be broken by drawing of lots by the County Judge at a regularly scheduled open meeting of the Brazos County Commissioners' Court. 4. Before the County may award a contract to a nonresident Proposer, the nonresident Proposer's proposal will be subjected to the same criteria that a Texas Proposer would be subjected to as a nonresident Proposer in the nonresident Proposer's home state. E01:1 L`� 5. Any contract made, or purchase order issued, as a result of this RFQ shall be entered into in the State of Texas and under the laws of the State of Texas. In connection with the performance of work, the Proposer agrees to comply with the Fair Labor Standard Act, Equal Opportunity Employment Act, and all other applicable Federal, State and local laws, regulations and executive orders to the extent that the same may be applicable. Proposer further understands and agrees that venue shall be in Brazos County, Texas. 6- NO INDIVIDUAL OR ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT BRAZOS COUNTY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS REQUEST FOR QUALIFICATIONS. L. INSURANCE PROFESSIONAL SERVICES INSURANCE REQUIREMENTS Before commencing work, the successful firm shall be required, at his own expense, to furnish Brazos County Purchasing Department with evidence showing insurance coverage, meeting the minimum levels set forth below, to be in force throughout the term of the contract: The following listed Insurance Requirements are considered the "Minimum" for any Contractor I Professional Service Provider to work on behalf of BRAZOS COUNTY 1) Commercial General Liability General Liability with a minimum limit of General Aggregate limit shall apply per project Products-Comp/Ops Aggregate Personal Injury & Adv. Liability 2) Automobile Liability Owne&'Non-Owned and Hired $1,000,000 per occur $2,000,000 $1,000,000 $1,000,000 $1,000,000 3) Workers Compensation Coverage Statutory & Employers Liability w/waiver of subrogation $1,000,000 4) Umbrella I Excess Liability 5) Architect's Professional Liability (E & O) $1,000,000 (Minimum) $1,000,000 (Minimum) 6) Additional Requirements: a. Additional Insured: The General Liability and Umbrella/Excess Liability Insurance Programs will be endorsed to add the following as Additional Insured: Brazos County (ISO Policy Endorsements CG 20 10 or equivalent). b. Additional Insured: The Auto Liability Insurance Program will be endorsed to add the following as Additional Insured: Brazos County c. Waiver of Subrogation: All Insurance Programs including Professional will be endorsed to provide a Waiver of Subrogation in favor of: Brazos County. d. Subcontractor's General Liability, Auto Liability and Umbrella/Excess Liability Insurance Programs will be endorsed as "Primary" to that of the General Contractor and Brazos County. e. Subcontractor will be responsible for the "Same" Insurance Compliance of other Contractors I Professional Services Providers hired by the General Contractor. f All Insurance Programs are to be endorsed to provide a 30 -Day Notice of Cancellation to the Certificate Holder. g. Subcontractor's General Liability and Umbrella Insurance Program are to be endorsed with the Aggregate Per Project Endorsement. h. An "Original Certificate" of Insurance will evidence compliance with the Insurance Requirements. i. It will be the Subcontractor's responsibility to insure their owned or rented tools and equipment required for this project. j. Insurance Carrier's AM Best's Rated A-7 or better and licensed to do business in the State of Texas. Before commencing work, the successful firm shall be required, at his own expense, to furnish Brazos County Purchasing Department with evidence showing insurance coverage, meeting the minimum levels set forth below, to be in force throughout the term of the contract: Please state the limits of each policy you have in effect. A. Architect's Professional Liability (E & O) with a minimum limit of $ 1,000,000. B. General Liability with a minimum limit of $1,000,000 per occurrence and $2,000,000 general aggregate. General aggregate limit shall apply per project. C. Auto Liability with a combined limit of $1,000,000. D. Statutory Worker's Compensation with waiver of subrogation. t All insurance shall be occurrence form only. The proof of insurance shall be made on an Accord 25 form and the form shall.have an original signature of an authorized representative, not the agent. Description of operations shall include the name of the project. Brazos County is to be named as additional insured on Comprehensive Coverage. The Architect agrees to indemnify, defend and hold harmless the County, it's employees, and agents from and against any loss damage. Each insurance policy to be furnished by the successful party shall include, by endorsement to the policy, a statement that a notice shall be given to Brazos County by certified mail thirty (30) days prior to cancellation or upon any material change in coverage. (- The Contractor shall procure and maintain at its sole cost and expense for the duration of this Agreement insurance against claims for injuries to persons or damages to property ( that may arise from or in connection with the performance of the work hereunder by the ( Contractor, its agents, representatives, volunteers, employees or subcontractors. The Contractor's insurance coverage shall be primary insurance with respect to the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be considered in excess of the Contractor's insurance and shall not contribute to it. Further, the Contractor shall include all subcontractors as additional insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein. All Certificates of Insurance and endorsements shall be furnished to the County's Representative and approved by the County before work commences. ( 1. GENERAL REQUIREMENTS APPLICABLE TO ALL POLICIES a. Only insurance carriers licensed and admitted to do business in the State of Texas will be accepted. b. Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only. C. "Claims Made" policies will not be accepted. d. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to Brazos County. e. Upon request, certified copies of all insurance policies shall be furnished to Brazos County. A. Definitions: Certificate of coverage ("certificate') - A copy of a certificate of insurance, a certificate of authority to self -insure issued by the Texas Worker's Compensation Commission, or a coverage agreement )TYVCC-81), TWCC-83, or TWCC-84), showing statutory worker's compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - includes the time from the beginning of the work on the project until the Contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the proiect ("subcontractors" in section 406.096 fol the Texas Labor Code)) - includes all persons or entities performing all or part of the j Vol, J pa �' ..._. services the Contractor has undertaken to perform on the project, regardless of whether that person has employees. This includes, without limitation, independent Contractors, subcontractors, leasing companies, motor carriers, owner -operators, employees of any such entity or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, handing, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. B. The Contractor shall provide coverage, based on the proper reporting of classification codes and payroll amounts and filing of any coverage agreements, that meets the .statutory requirements of Teras Labor Code, Section 401.011 (44) for all employees of the Contractor providing services on the project, for the duration of the project. C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. i D. It the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. E. The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity: (1) a certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file providing services on the project, and certificates of coverage showing coverage for all person; and i (2) no later than seven calendar days after receipt by the Contractor, a new certificate of coverage showing extension oj'coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. F. The Contractor shall retain all required certificates of coverage for the duration of the project and for one year thereafter. G. The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within 10 calendar days after the Contractor knew or should have known, or any change that materially affects the provision of coverage of any person providing services on the project. H. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. L The Contractor shall contractually require each person with whom it contracts to provide services on a project, to: (1) provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreement, that meets the statutory requirements of -Vol. _9JlO . PB�—��___� �. Texas Labor Code, Section 401.011 (44) for all of its employees providing services on the project, for the duration of the project; (2) provide to the Contractor, prior to, that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project; f (3) provide the Contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. f (4) obtain from each other person with whom it contracts, and provide to the Contractor: (a) a certificate of coverage, prior to the other person beginning work on the project; and (b) a new certificate of coverage showing extension of coverage, prior to the end { oj'the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; l ( (S) retain all required certificates of coverage on file for the duration of the project and for one year thereafter; `. (6) notify the governmental entity in writing by certified mail or personal delivery, within 10 calendar days after the person know or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and (7) contractually require each person with whom it contracts, to perform as required by paragraphs (a) -(g), with the certificates of coverage to be provided to the person for whom they are providing services. J. By signing this contract, or providing, or causing to be provided a certificate of coverage, the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier, or, in the case Of a self-insured with the commission's Division of Self -Insurance regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. 2. CERTIFICATES OF INSURANCE shall be prepared and executed by the insurance company or its authorized agent, and shall contain the following provisions and warranties: a. The company is licensed and admitted to do business in the State of Texas. b. The insurance policies provided by the insurance company are underwritten on forms that have been provided by the Texas State Board of Insurance or ISO. F------ - .—.—._ ---- – ---I Vol„ J pg._�' _ C. All endorsements and insurance coverage according to requirements and instructions contained herein. d. The form of the notice of cancellation, termination, or change in coverage provisions to Brazos County. e. Original endorsements affecting coverage required by the section shall be furnished with the certificates of insurance. Brazos County is to be named as additional insured on Comprehensive Coverage. The Architect agrees to indemnify, defend and hold harmless the County, it's employees, and agents from and against any loss damage. M. RANKING CRITERIA The evaluation of professional qualifications of the Proposers will be based on the following criteria: 1. Organization 5 points 2. Experience of Firm's Proposed Personnel with Juvenile 30 points Detention Facilities 3. Process of Planning and Project Management 20 points 4. Firm's Proposed Subcontractors and their Experience 20 points With Detention Facilities 5. Schedule and Budget Control 20 points 6. Uniqueness 5 points TOTAL 100 POINTS N. ARCHITECTURAL SERVICES SELECTION EVALUATION INFORMATION The Proposer shall provide a response to each of the following items to receive consideration in the evaluation of qualifications for providing architectural services for this project. Any false or misleading information included in the proposals can be grounds for the removal of the firm's proposal from consideration. Please provide the following information in the sequence and format prescribed by this questionnaire. If the firm is a joint venture, provide information for all firms. Supplemental materials providing additional information may be attached to the back of the required information. The information requested below is to be provided in this format at the front of the nr000sal or SOO. Do not list Brazos County as a reference below. 1. Organization (5 Points) 1.1 Name of firm 1.2 Address 1.3 Phone, email and fax 1.4 Form of Business organization (corporation, partnership, individual, joint venture, other) 1.5 Year founded 1.6 Primary contact regarding this response 1.7 How many years has your organization been in business in its current capacity? Vol, _� j,y�—Pg. %—� f i 1.8 How many years has your organization been in business under its present name? Under what other former names has our organization operated? t.9 Provide an organizational chart detailing positions, names and job duties of individuals responsible for this project. 1.10 If your organization is a corporation, answer the following: Date of incorporation, State of incorporation, President's name, Vice President's name(s), Secretary's name, Treasurer's name. 1.11 If your organization is a partnership, answer the following: Date of organization, Type of partnership (if applicable), Name (s) of general partner(s). 1.12 If your organization is individually owned, answer the following: Date of organization, Name of Owner. 1.13 If the form of your organization is other than those listed above, describe it and name the principals. r' i 2 Experience of Firm's Proposed Personnel (30 Points) i 2.1 List five (5) related projects designed by your firm's proposed personnel. This can include detention facilities, juvenile justice facilities, etc. For each project, provide the name, type and scope of project, location (city or town), anticipated completion date, actual completion date, number and amount of change orders, names, phone numbers and email address of the owner. 2.2 Provide a complete list of all projects currently in progress or completed by your firm's proposed personnel within the last three years. 2.3 List and describe worts completed for public entities (schools, cities, counties or state) in the last 5 years. 2.4 Has your organization or any of the partners, principals, officers or personnel filed any lawsuits or requested arbitration with regard to construction contracts within the last five years? If so, describe. 2.5 Has your organization or any of the partners, principals, officers or personnel been in litigation or arbitration with regard to construction contracts in the last five years? Is any litigation currently pending? If so, describe_ 2.6 What percentage of your work is for repeat clients? 3 Process of Planning and Project Management (20 Points) 3.1 Describe your organization's management plan and concepts for working with the owner during design and construction. 3.2 Describe your organization's methods of estimating costs. 3.3 Describe your plan for assuring that the project design meets the owner's requirements. 3.4 Describe your procedures and objectives for reviewing the design and construction documents for quality control/constructability and providing feed -back to the owner. 3.5 Describe your firm's start up and close out procedures for this project. FVol, _Os_ r r 3.6 Describe how you will evaluate factors pertaining to the long-term durability and life cycle cost of the project. What is the owner's involvement in this process? 3.7 Describe the firm's contingency plan and how you will continue this project if you sustain a loss to a key member without compromising project quality, schedule or budget constraints. 4 Firms Proposed Subcontractors (20 Points) 4.1 Identify, by name, the specific major consultant firms (MEP engineer, structural engineer, etc.). Prior to contracting with an architectural firm, Brazos County reserves the right to interview any of the project personnel assigned to the work. Include all educational background, licenses held and their status for the personnel that are proposed for this project. 4.2 The firm shall not reassign the project personnel without prior approval of the owner. 4.3 How many projects are the personnel working on that are committed to this project, if awarded? 4.4 List five (5) similar detention projects that have been designed and completed by the proposed consultant firm personnel. For each project, provide the name, type and scope of project, location (city or town), anticipated completion date, actual completion date, number and amount of change orders, names, phone numbers and email address of the owner. 4.5 List three (3) projects that the proposing architect has worked with the proposed consultant firm. Include the consultant's responsibility for the project. 5 Schedule and Budget Control (20 Points) 5.1 Describe, in detail, the project scheduling system or methodology you propose to use in this project. 5.2 Identify all key steps, phases, milestones, approvals and project meetings you anticipate in a proposed schedule for the project. 5.3 For the projects listed in response to question 3.2 above, provide a list of the project costs indicating the initial estimate, the original bid amount, the negotiated bid amount (if any), the final closeout cost, change orders and the reason for the change orders. 5.4 Will the consultant fees be included in the basic architectural service provided by the firm? If not, how do you propose to bill the County for those services? Which services will be self -performed and which ones will be sub -contracted? 5.5 Describe how you propose to control the quality of construction. 6 Uniqueness (5 Points) 6.1 In 300 words or less, explain why you believe your organization is uniquely qualified to provide design services for Brazos County. Include '7 LVOI,_� any other information, which you feel would be helpful in the selection of your firm in this project. O. CONTRACT *If chosen as the architect for this project, you will be asked to sign a professional services contract. P. CERTIFICATION OF PROPOSAL The undersigned affirms that they are duly authorized to execute this Proposal, that this Proposal has not been prepared in collusion with any other Architect, and that the contents of this Proposal have not been communicated to any other Architect prior to the official opening. Signed By: Title: Principal Typed Name: Andrew Pitts Company Name: Mailing Address: Treanor Architects, P.A. Phone No. 214-310-1018 1700 Pacific Avenue, Suite 2630 Dallas TX 75201 P. O. Box or Street City State Zip Employer Identification Number: Social Security Number: N/A 48-1165626 CORPORATE SEAL IF SUBMITTED BY A CORPORATION END OF REQUEST FOR PROPOSAL NO. 2016-105 By signing below, Brazos County agrees that this RFQ 2016-105 will be awarded as dictated on the associated bid tabulation sheet and contract with the vendor whose name appears above and both parties agree to the terms and ontained herein. 0 Brazos County Commissioner's Court Date 5/ 3l ilh Attest: Brazos County Clerk � I( f" r y PTE Ol T #, \, Brazos County °rTY of eq:o Purchasing Department 200 S. TX. AVE., STE 352 BRYAN, TX 77803 PHONE (979) 361-4292 FAX (979) 361-4293 Addendum #1 to 2016-105 Architect for Expansion of Juvenile Justice Center Issued: March 8, 2016 Change: Correction of section reference Reason: Vendor Questions Page 18, section 5.3 should read as follows: 1., 5.3 For the projects listed in response to question 2_3 above, provide a list of the project costs indicating the initial estimate, the original bid amount, the negotiated bid amount (if any), the final closeout cost, change orders ( and the reason for the change orders. The change is in bold and underlined. This addendum should be signed by an authorized representative of the respondent and returned with the bid documents as specified in the bid. Acknowledgement of Adden um: t Signature: Printed Name: T. Andrew Pitts VolC]� -I Brazos County �k Purchasing Department 200 SOUTH TEXAS AVE SUITE Jit IMYAN,'I'X 77803 PHONE' (979) 361-4290 FAX (979) 361-4293 May 23, 2016 Knife River Phone: 979-361-2941 6310 Stale HWY 21 Nest pax: 979-361-2981 Bryan, TX 77807 Email: jon.stowt@kniferiver.com Attn: Jon Stow Re: Renewal of Confraci jor flof hfi.c iisphalt— 2016-182R, previously known as 2015-5111, 2014-54R and 2013-52 Brazos County appreciates the quality work your company has provided and would like to exercise the renewal option for Hol dfi-r Asphalt-2016-IS2R, previously known as 2015-51, 2014-54R and 2013-52. All terms, conditions, and pricing shill remain the same. ']'his renewal will be for one year starting June 29, 2016 through June 28, 2017. It is required that Knife Riva gels a Payment and a Performance Bond In the amount of $949,821.36. 1 have attached a spreadsheet of the total estimated cost of liot Nlix that Road and Bridge will require for the duration of this rencavat. Payment and Vel fornannee Bond most be received by Ilrazos County prior to star( of this renewal. To accept the renewal option, please fill out the information and sign below. Return the signed documents by email to Iconlrerts n brazoscoiuitytx.gov or las to (979) 361-4293. ]'lease then submit the original signer( documents Contact Name: Janyiht4C. 'Telephone: 41-19 - 361 - a 38 F. 6IaiI: T n • W �;IC (La K11: C( -i aca. L4P s pax: Duane Peters, County Judge Date 1—'_---------- _ - -- - -- BID TABULATION 2016-182R Previously known as 2013-52, 2014-54R and 2015-51 R HOT MIX ASPHALT June 29,2016 through June 28, 2017 t�� p zKriife RrverF.i; s Brazos Paving Type II, FGSMA HMAC Cit of College Station x'`$131 50/tons $172.50/ton Product Name �?"°3'�FGSMA7PG 762?,.;= FGSMA PG 76-22 Product NumberPi„s,-lft+ ,39346076A 3934606 2 Type II, FGSMA HMAC (Road and Bridge) $6901Sa "! $9.251SY Product Name.i;,.F,GSNWPG,76`-22j' k4a: FGSMA PG 76-22 Product Number. ;";`39346076A;s-`=3 3934606 3 TYPE C, HMAC 2" MINIMUM - 500 Tons $b14 00/SY, $18.00/SY Product Name Type e C MIX 64-22 Product Number ;ira,":!',i:39410;RS1ktr^S..fi 39410 4 TYPE C HMAC 2" MINIMUM - 1000 Tonsil 1$9j05/SY�s�� .aH.u`rEi'+J ek.fri r't"s $18.00/SY Product Name-"'Type„C PG 6g" -22?~ -a Type C MIX 64-22 Product NumberX"s'i.`%aa 3941QRSi'„+^ 39410 5 TYPE D, HMAC 1.50” MINIMUM - 500 Tons,�,�,w�.ayy,�, �x,arr `x$11?50/SYx $18.25/SY Product Name's ;`;Type;D P,G"64?22r` Type D Mix 64-22 Product Numberd,;�;39417RS„i1°`.° 39417 6 TYPE D, HMAC 2" MINIMUM - 1000 Tons 1 $7 00(Y :a+ ; 1 $ 8.251SY Product Name :,Type",D,PG 64=221,1,,=--s, Type D Mix 64-22 Product Number 39417 39417 7 Location of Supplier 6310 SH 21 West, Bryan 6310 SH 21 West, B an 8 Estimated Delivery 3 Weeks 1-2 Weeks RECOMMENDED AWARD: KNIFE RIVER ppr by CommissirCourt on this day of 2016 by Q ng the position of 'vt C1 05l.m�n"1 WV 1 =SC OJ CT m rl: L6 cc b3 to N3 U3 W WV 1 =SC cc cl! 0 CD (D 0 0 0 (D Q a. L M CL C- m 0. < < < < < < m (DU) (D CD 3: —0 rr lzOoN 13 2-6 16 z C) Z� 5 6 5 w WV 1 BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2015-2016 BUDGET YEAR NO. 15/16 35.1-35.4 On this the 31st day of May 2016 at a regular meeting of the Commissioners' Court, the following members were present: A. Duane Peters, County Judge, Presiding B. Lloyd Wassermann, Commissioner, Precinct I 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 31 st day of May 2016 the Court heard and approved a budget amendment for the 2014-2015 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 8 September 2015, the following amendment(s) to the original budget are hereby authorized, as described on the attached page(s). ADOPTED AND APPROVED this the 31 st day of May 2016, THE COiNhNHSSIONERS COURT OF BRAZOS COUNTY, TEXAS. By: Duane Peters, County Judge Original: County Clerk's Office and Attached to the original budget BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 15/16 - 35.1 5/24/2016 FUND DIV ACCT PROJ DR/CRI ACCOUNT NAME I Increase Decrease 0100 1 11001500 61130000 CR IContingencc 1000.00 0100 25000100 1 60050000 I DR Clothing/Uniforms 1. 00.00 I I I I I I I I I � I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I General Fund Cmttingene) and SO - Admin Reallocation of funds to erchase uniforms for de utieS. I I I I I I I I Vol. �� _.. BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 15116 - 35.2 5131/2016 FUNDI DIV ACCT PROJ DR/CRI ACCOUNT NAME Increase Decrease I 0100 310001001 7/102=000 CR I ContractSen•ices 1 3.300.00 01001 310001001 61530000 DR 1F>vcholo:icalTestSu Iv 3.300.00 I I I I I I I I I f I I I i I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I 1 F—I I I I I I I I I I I 1 Juvenile Sen'ices Reallocation of hmus to purchas.avcholo-ical iese cu lies for the • outh. I I I I I I I I I I I I I I �� as ran Date: - • '- 5/25/2016 BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 15116 • 35.3 CR To recognize a donation in the amount of 5300 frori George's Paint iU Body to be used for Recidivism Reduction Program (Summer Pmvram). The donation was aonroved by Commissioner's Court on %lag 24. 2016. VOA. _ 46024000 BRAZOS COUNTY, TEXAS BUDGETAMENDMENTS No. 15/16 - 35.4 5131/2016 Donation; - Decrease recognize a donation in the amount of 59,63530 from ARC Government Solutions for ten Panasonic Body Warn Cameras. The donation . 11nrnvrd by Cnmmi¢ci nner'c Cnun on Mav 24. 2016. I i. PERSONNEL I2. CHANGE OF STATUS REQUESTS Commissioner Court Date: May 31, 2016 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 County Attorney Alvarado, Mireya Transfer w/in Dept. Bouis, Melissa Transfer w/in Dept. Carroll, Ashley Transfer w/in Dept. Dowling, Sondra Retirement Kopetsky, Holly Transfer w/in Dept. Tracy, Joseph Transfer w/in Dept. County Judge Milam, William S. Separation Warford, Tamm! New Hire Exposition Complex Gardner, Keri Resignation Exposition Complex - Fair Admin. Warford, Tammi Transfer to Another Dept. & Cell Phone Allowance Tax Office Munoz, Sonya Resignation Approved in Commissioners' Court: May 31, 2016 : L�LCounty Judge's or Commissioner's Signature: (This Copy to be attached to minutes) vol. -r-- _9