HomeMy WebLinkAbout2021-12-21 10:00AM REGULAR MEETINGBRAZOS COUNTY
BRYAN, TEXAS
NOTICE OF MEETING AND AGENDA
L`
jolt DEC 1 I A 11: 00
BRAZOS COUNTY COMMISSIONERS COURT
THE COMMISSIONERS COURT OF BRAZOS COUNTY WILL MEET
IN REGULAR SESSION ON DECEMBER 21, 2021 AT 10:00 AM IN
THE COMMISSIONERS COURTROOM OF THE COUNTY
ADMINISTRATION BUILDING, 200 SOUTH TEXAS AVE., SUITE 106,
BRYAN, TX 77803. THE PUBLIC MAY WATCH THE MEETING LIVE
AT FACE BOOK.COWBRAZOSCOUNTYTX
Invocation and Pledge of Allegiance
• U.S. and Texas Flag - Commissioner Aldrich
2. Call for Citizen input and/or concerns
Consider and take action on agenda items: 3-24
3. Re -appointment of J. J. Ruffino to the Board of Directors of the Brazos Central
Appraisal District. Term of appointment is January 1, 2022 - December 31, 2023..
4. Approval to accept a $25.00 donation to purchase Christmas giftsforyouth in the
Juvenile Detention Center.
5. Approval of payment authorization to Precision Matthews Machinery Co. in the amount of
$11,761.93 for a milling machine for the Facilities Services Department. A purchase
order from FY 21 was not reopened in FY 22.
6. No award for Bid #22-082 for Various Aggregates, Cold Mix and Other Road Materials.
7. Permission to re -advertise Bid #22-082 Various -Aggregates, Cold Mix and Other Road
Materials for Brazos County.
8. No award of Bid #22-083 Crack Seal due to no responses. Request approval for
permission to re -advertise Bid #22-083 Crack Seal - Re -advertisement.
9. Permission to advertise Bid #22-088 for Heavy Machinery Rental for Road & Bridge
and Facilities Services.
10. Permission to Advertise Bid# 22-090 for Road Signs and Sign Post for Road & Bridge.
11. Approval of the Administrative Services Agreement with Texas Association of Counties
i
for 2022.
12. Approval of I nterlocal Cooperation Contract between Brazos County and Texas
Department of Public Safety for FY 2022 - FY 2025.
13. Approval of contract with Axon for CI P 22-575 for Law Enforcement Refresh and Digital
Evidence Management. This contract is a 5 -year commitment and is purchased through
our cooperative agreement with Sourcewell Contract #010720-AXN.
14. Approval of request to cancel the remainder of Contract #C I P 21-617 with Lessman
Roofing for the IT building roof, and award this portion of the contract to Duro-Last
Roofing. Lessman will still be responsible for finishing the Health Department roof and
all associated warranties, etc.
15. Approval of Amendment #1 to Contract 21-632 with I nnofin Solutions to move the
expiration from December 31, 2021 to March 31, 2022.
16. Approval of renewal for Contract 22-095R Termite Treatment for Boonville Heritage
Park with Allstar Pest Control.
17. Approval of I nterlocal Agreement #22-097 with Education Services Center Region 19 to
promote efficient administration of government procurement.
18. Consider and take action on the Suddenlink Communications utility permit to lay 6,995
I
feet of fiber optic cable for intemet services along Old Reliance Road from Carrabba
Road to Andert Road. Site is located in Precinct 2.
i
19. Consider and take action on the Suddenlink Communications utility permit to lay 8,055
feet of fiber optic cable for intemet services along Carrabba Road from SH 21 to Old
Reliance Road. Site is located in Precinct 2.
20. Consider and take action on the Suddenlink Communications utility permit to install a 2 j
inch conduit along 375 feet of Lakefront Drive and 630 feet of Hardy Weedon Road for
the installation -of internet services. Sites are located in Precinct 2.
21. Consider and.take action on the Bryan Texas Utility (BTU) utility permit for 3 bores under
Shirley Road to provide electrical service for Garrison Creek Subdivision. Site is
located in Precinct 2.
22. .Budget Amendments.
• a. Budget Amendments FY 20/21 56.1
• b. Budget Amendments FY 21/22 11.1-11.6
23. Personnel Change of Status.
• a. Employment & Separations
• b. Personnel Action Forms
24. Payment of Claims.
25. Acknowledgement of FY 2021-2022 Budget to Actuals by Fund as of December 15,
2021.
26. Juvenile director's report on detention population.
27. Sheriff's report on inmate population.
28. Announcement of interest items and possible future agenda topics.
� COs. 3�_ pg,-,a�__
29. Call for Citizen input and/or concerns
30. 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. However, responses
from the County Judge or Commissioners to unlisted public comment topics could become deliberation on a matter without
notice to the public. To ensure the public has notice of all matters the Commissioners Court will consider, the County Judge
and/or Commissioners may choose not to respond to public comments, except to correct factual inaccuracies, recite existing
policy in response to an inquiry or to ask that a matter be listed on a future agenda. See Texas Open Meetings Act 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. THE
PUBLIC MAY WATCH THE MEETING LIVE AT FACEBOOKCOMIBRAZOSCOUNTYTX 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.
i
MINUTES
DECEMBER 21, 2021
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,
December 21, 2021 with the following members of the Court present:
Duane Peters, County Judge, Presiding;
Steve Aldrich, Commissioner of Precinct 1, Absent;
Russ Ford, Commissioner of Precinct 2;
Nancy Berry, 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 - Commissioner Aid rich
Judge Peters led the prayer and pledge in CommissionerAldrich's absence.
2. Call for Citizen input and/or concerns
There was no citizen input.
Consider and take action on agenda items: 3-24
3. Re -appointment of J. J. Ruffino to the Board of Directors of the Brazos Central
Vol.
�14 P 130
Appraisal District. Term of appointment is January 1, 2022 - December 31, 2023.
Commissioner Ford commended the Brazos Central Appraisal District and the good job
they do. He added that the new appraiser will continue to do a great job.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
4. Approval to accept a $25.00 donation to purchase Christmas gifts for youth in the
Juvenile Detention Center.
A copy of the donation form is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
i
5. Approval of payment authorization to Precision Matthews Machinery Co. in the amount of
$11,761.93 for a milling machine for the Facilities Services Department. A purchase
order from FY 21 was not reopened in FY 22.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
6. No award for Bid #22-082 for Various Aggregates, Cold Mix and Other Road Materials.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
7. Permission to re -advertise Bid #22-082 Various Aggregates, Cold Mix and Other Road
Materials for Brazos County.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
8. No award of Bid #22-083 Crack Seal due to no responses. Request approval for
permission to re -advertise Bid #22-083 Crack Seal - Re -advertisement.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Bevy, Cauley, Ford, Peters. Absent: Aldrich.
9. Permission to advertise Bid #22-088 for Heavy Machinery Rental for Road & Bridge
and Facilities Services.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
10. Permission to Advertise Bid# 22-090 for Road Signs and Sign Post for Road & Bridge.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
11. Approval of the Administrative Services Agreement with Texas Association of Counties
for 2022.
A copy of the service agreement is attached.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
12. Approval of Interlocal Cooperation Contract between Brazos County and Texas
Department of Public Safety for FY 2022 - FY 2025.
A copy of the contract is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
13. Approval of contract with Axon for Cl P 22-575 for Law Enforcement Refresh and Digital
Evidence Management. This contract is a 5 -year commitment and is purchased through
our cooperative agreement with Sourcewell Contract #010720-AXN.
A copy of the contract is attached.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
14. Approval of request to cancel the remainder of Contract #CI P 21-617 with Lessman
Roofing for the IT building roof, and award this portion of the contract to Duro-Last
Roofing. Lessman will still be responsible for finishing the Health Department roof and
all associated warranties, etc.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
15. Approval of Amendment #1 to Contract 21-632 with I nnofin Solutions to move the
expiration from December 31, 2021 to March 31, 2022.
A copy of the amended contract is attached.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Russ Ford. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
16. Approval of renewal for Contract 22-095R Termite Treatment for Boonville Heritage
Park with Allstar Pest Control.
A copy of the renewal of contract is attached.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Russ Ford. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
17. Approval of Interlocal Agreement #22-097 with Education Services Center Region 19 to
promote efficient administration of government procurement.
A copy of the interlocal agreement is attached.
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Russ Ford. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
18. Consider and take action on the Suddenlink Communications utility permit to lay 6,995
feet of fiber optic cable for internet services along Old Reliance Road from Carrabba
Road to Andert Road. Site is located in Precinct 2.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
19. Consider and take action on the Suddenlink Communications utility permit to lay 8,055
feet of fiber optic cable for internet services along Carrabba Road from SH 21 to Old
Reliance Road. Site is located in Precinct 2.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
20. Consider and take action on the Suddenlink Communications utility permit to install a 2
inch conduit along 375 feet of Lakefront Drive and 630 feet of Hardy Weedon Road for
the installation of internet services. Sites are located in Precinct 2.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
21. Consider and take action on the Bryan Texas Utility (BTU) utility permit for 3 bores under'
Shirley Road to provide electrical service for Garrison Creek Subdivision. Site is
located in Precinct 2.
Motion: Approve, Moved by Commissioner Russ Ford, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
22. Budget Amendments.
• a. Budget Amendments FY 20/21 56.1
56.1 Reallocate funds for District Attorney - Crime Fund.
• b. Budget Amendments FY 21/22 11.1-11.6
Vol. 3q i 33�
--- pg. 1 �...
11.1 Reallocate funds for County Clerk.
11.2 Reallocate funds for Juvenile Services.
11.3 Reallocate funds for Hotel Occupancy Tax Fund.
11.4 Transfer funds from Contingency Fund to Exposition Complex.
11.5 Transfer funds from General Fund to General Capital Improvement Fund.
11.6 Reallocate fund for Records Management.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Nancy Berry. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
23. Personnel Change of Status.
• a. Employment & Separations
• b. Personnel Action Forms
A copy of the Personnel Change of Status requests is attached.
Motion: Approve, Moved by Commissioner Irma Cauley, Seconded by Commissioner
Russ Ford. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
24. Payment of Claims.
Claims
8112201 - 8112351
9003880-9003931
Motion: Approve, Moved by Commissioner Nancy Berry, Seconded by Commissioner
Irma Cauley. Passed. 4-0. Ayes: Berry, Cauley, Ford, Peters. Absent: Aldrich.
25. Acknowledgement of FY 2021-2022 Budget to Actuals by Fund as of December 15,
2021.
The Court acknowledge receipt of the FY 2021 - 2022 Budge to Actuals by Fund as of
December 15, 2021.
26. Juvenile director's report on detention population.
Juvenile Director Linda Ricketson reported there are 24 juveniles in the detention center
21 are male and 3 are female, and 29 have electronic monitors. Ms. Ricketson noted
there are 6 youth in medical isolation as per protocol for new intakes.
27. Sheriff's report on inmate population.
Sheriff Wayne Dicky stated there were 575 inmates in jail,495 inmates are male and 80
are female, 44 have electronic monitors and 20 are pending for processing. Sheriff
Dicky reported there is no one positive for COVI D-19.
28. Announcement of interest items and possible future agenda topics.
Commissioner Berry wished everyone a safe and Happy Holiday from the Court and
said she is looking forward to 2022.
29. Call for Citizen input and/or concerns
Ann Boney stated she would like to wish the Court a Happy Holiday as well.
30. Adjourn.
The foregoing minutes of the Commissioners Court Meeting held December 21, 2021
have been examined and are approved in open Court this 11th day of January 2022, in
Bryan, Brazos County, Texas.
Duane Peters
County Judge
Russ Ford
Commissioner, Precinct 2
Irma Cawley
Commissioner, Precinc4
Attest:
Kar McQueen -
County Clerk
Steve Aldrich
Commissioner, Precinct 1
sNwmawRM-1i
Commissioner, Precinct 3
Vol. Pg. l3�
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BRAZOS COUNTY
BRYAN, TEXAS
RE - APPOINTMENT
The Commissioners Court of Brazos County does hereby approve the appointment of
J. J.Ruflno
to the
Board of Directors of the Brazos Central Appraisal District
The term of this appointment is January 1, 2022 through December 31, 2023.
0s::L-
Duane Peters Date
County Judge
Brazos County Administration Bldg. • 200 S. Texas Ave. . Suite 332._..! Bryan, Texas 77803 . Fax: (979) 3B1-4503
VOL pg. ��
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C,
RJ. Holmgreen Brazos County Juvenile Justice Center
:.,.1904 W
Office (91
xt SH 21:* Bryan, Texas 77803
9) 823-3544 * Fax (979) 8234211
� VolAF]
3u� pg. \L
3
Item Coversheet
DEPARTMENT: Purchasing
DATE OF COURT MEETING:
ITEM:
TO:
FROM:
DATE:
FISCAL IMPACT:
BUDGETED:
DOLLAR AMOUNT:
ACTION REQUESTED OR
ALTERNATIVES:
ATTACHMENTS:
File Name
Payment Auth.odf
BRAZOS COUNTY
BRYAN,TEXAS
NUMBER:
12/21/2021
I
Page 1 of 1
i
Approval of payment authorization to Precision Matthews Machinery Co. in the amount of
$11,761.93 for a milling machine for the Facilities Services Department. A purchase order
from FY 21 was not reopened in FY 22.
Commissioners Court
Beth Martinez
12/13/2021
False
False
$0.00
Approval of payment authorization to Precision Matthews Machinery Co. in the amount of
$11,761.93 for a milling machine for the Brazos County Facilities Department. A purchase
order from FY 21 was not reopened in FY 22.
Description Type
Payment Authorization Backup Material
A�PIt,
Dune Peters Date
County Judge
Vol. 3--Y-q ---- -- Pg- JQ--
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Payment Authorization
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brochure(s) or syllabus, registration forms, etc.
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"I, the requisitioner, hereby certify that the item(s) and/or
service(s) on this requisition have been or will be used
exclusively for the benefit of Brazos County. They have
been•purchased In compliance with Section 262.021 -
Section 262.034 of the Local Government Code. I further
certify that I am aware of the criminal penalties resulting
from the violation of these State laws."
Re >sitioue
Approved/County Judge
Approved/County Auditor
3qq pg. \L-�3_
TOTAL $3
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1060 Montour' West:I 'nj##jaI.P0k
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412.787.2876'
sales @Cpr'cCb1onmatthdWs.com'
Bill To
Email: ew6erz@bra.z0S.c'.0iAn;ytxwgqv,
Phone: 979-3.,'614465
Cotirity, ofBrazos..
-206 N Washington Ave.
Bryan, TX 7-79.03
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1060*.Mon tour -Westln4ugfrial Park,
Qbftbpoli PA -151.08 1:4111
412.787.:2876 1217. -2876
saleg&xecisiomnaithews.com
Bill To
.Email: 'ewoerz@brazoscounVU.go.v-
Pho.no,. '979'-36-1-4465.
Z06---gWashington Ave
Bryan, TX 7.7803
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Invoice
P.O. No.
Date,
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2.1 . 0 . Q . 0740
1213/2624
Inv -2383-3
County.. of Rriios
266..N'Vaihiqgton Ave
Bryan, -TX-77903
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12/15/21, 9:39 AM
Item Coversheet
BRAZOS COUNTY
BRYAN, TEXAS
0
DEPARTMENT: Purchasing
NUMBER:
DATE OF COURT MEETING:
12/21/2021
ITEM:
No award for BID #22-082 for Various Aggregates, Cold Mix and Other Road Materials.
TO:
Commissioners Court
FROM:
Summer Dubec
DATE:
12/15/2021
FISCAL IMPACT:
False -
BUDGETED:
False
DOLLAR AMOUNT:
$0.00
NOTES/EXCEPTIONS:
This Item needs to precede the item requesting permission to re -advertise #22-082 Various
Aggregates, cold mix and other road materials.
ATTACHMENTS:
File Name
Description Type
No Attachments Available
APPROVED
Duane Peters 6"
County Judge Date
https://brazos.novusagenda.com/agendaweb/CoverSheet.aspx?ltemlD=25043 1/1
op
Brazos County
Purchasing Department
g p
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361-4290 FAX (979) 361-4293
BRAZOSCOUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: December 21, 2021
BID NUMBER: 22-082
TITLE: Various Aggregates, Cold Mix and Other Road Materials
REQUESTING DEPARTMENT: Purchasing
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: oa4llal
P g - -A-47--
Brazos County
Purchasing Department
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361-4290 FAX (979) 361-4293
BRAZOSCOUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: December 21, 2021
BID NUMBER: 22-083
TITLE: Crack Seal
REQUESTING DEPARTMENT: Road & Bridge
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: PJ9A LIP
erg>i..311__ pgejq—�—) _
Brazos County
_r Purchasing Department
�T} r
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361-4290 FAX (979) 361-4293
BRAZOSCOUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: December 21, 2021
BID NUMBER: 22-088
TITLE: Heavy Machinery Rental
REQUESTING DEPARTMENT: Purchasing
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: �i �/ I /,(Zl
VOL pg.] -q -q----
08 !r
Brazos County
.} Purchasing Department
200 S. TX AVE., SUITE 352 BRYAN, TX 77803
PHONE (979) 361-4290 FAX (979) 361-4293
BRAZOSCOUNTY
BID/RFP/RFQ DOCUMENTATION SHEET
The Purchasing Department would like to request Commissioner's Court approval to advertise
and go out for Bid on the following:
DATE: December 21, 2021
BID NUMBER: 22-090
TITLE: Road Signs and Sign Posts
REQUESTING DEPARTMENT: Purchasing
APPROVAL SIGNATURE:
Duane Peters, County Judge
DATE APPROVED: I�'laI M
y Asso-o�a
Hr �0 TEXAS ASSOCIATION -Of COUNTIES
HEALTH AND -EMPLOYEE BENEFITS POOL
coutsTt
ADMINISTRATIVE SERVICES AGREEMENT
(the Agreement)
between
TEXAS ASSOCIATION OF COUNTIES
HEALTH AND EMPLOYEE BENEFITS POOL
(HEBP)
and
Brazos County
(Plan Administrator)
Group Number: 217225
Effective Date: January 1, 2022
Vol.
ADMINISTRATIVE SERVICES AGREEMENT
Table of Contents
Page No.
RECITALS...............................................................................................................................3
SECTION I. DEFINITIONS.....................................................................................................3
SECTION II DUTIES AND RESPONSIBILITIES OF HEBP....................................................6
SECTION III. DUTIES AND RESPONSIBILITIES OF PLAN ADMINISTRATOR ...................11
SECTION IV. TERM AND TERMINATION.............................................................................16
SECTION V. LIMITATION OF LIABILITY AND INDEMNIFICATION...................................16
SECTION VI. ACCESS TO INFORMATION...........................................................................18
SECTION VII. CONFIDENTIALITY..........................................................................................19
SECTION Vlll. MISCELLANEOUS PROVISIONS...................................................................20
SECTION IX. ATTACHMENTS TO THIS AGREEMENT........................................................22
Exhibit Number One: Fee Schedule
Addendum A: Transfer Payment and Other Financial Responsibilities
Addendum B: Required Notices
2
THIS ADMINISTRATIVE SERVICES AGREEMENT (the Agreement) is made and
entered into as of the Effective Date indicated on the cover page of this Agreement and
is by and between Texas Association of Counties Health and Employee Benefits
Pool (referred to as HEBP) and Brazos County (referred to as Plan Administrator or
Member).
u
RECITALS
WHEREAS, Plan Administrator, a.governmental entity, has voluntarily established a self-
funded employee health and welfare benefit plan ("the Plan") for the benefit of certain of
its officials, employees, retirees and their dependents and the Plan Administrator shall
be the final arbitrator and have the final authority regarding interpretation of the Plan;
WHEREAS, Plan Administrator desires to engage HEBP, also a governmental entity, to
administer, supervise, and generally manage, certain health benefit coverages and to
provide those services described below and in any attachments hereto to Plan
Administrator to assist the Plan Administrator in performing its Plan Administration
functions. HEBP shall not be deemed to have any discretionary authority or discretionary
control regarding management of the Plan or any assets of the Plan; and
WHEREAS, HEBP and Member understand and agree that HEBP may use independent
contractors to perform some or all of the services to be performed by HEBP pursuant to
this agreement;
NOW THEREFORE, the parties agree as follows:
Section 1. Definitions
1.01 Administrative Charge means the Monthly consideration that is required by
HEBP for the administrative services performed under this Agreement in support
of the Plan. These charges are indicated in Item Five of the most current Fee
Schedule.
1.02 Agreement means this Administrative Services Agreement and any
amendments, addenda, exhibits, appendices, and/or schedules attached hereto.
1.03 Certificate of Creditable Coverage means a document that is generated for
Participants terminating coverage under Member's Plan. The certificate is
provided to Participants as evidence for credit of health coverage held under
Member's Plan while it is administered by HEBP.
1.04 Claims Administrative Documents may include any benefit booklets, exhibits
(including Plan Service Area exhibit), and any other addenda, amendments, or
changes hereto.
1.05 Claims Administrator means the Texas Association of Counties Health and
Employee Benefits Pool (HEBP). It is understood by the parties to this
Agreement that HEBP may, in its sole discretion, use independent contractors to
perform some or all of its responsibilities under this Agreement.
1.06 Effective Date means the date shown on the cover page of this Agreement.
1.07 Fee Schedule means the attached specifications setting out certain particulars of
this Agreement or any other subsequent set of specifications supplied by HEBP
as a replacement Fee Schedule. The specifications or items of the Fee Schedule
shall be applicable for the Fee Schedule Period, except that any item of the Fee
Schedule may be changed in accordance with the provisions detailed in
SECTION III - DUTIES AND RESPONSIBILITIES OF PLAN ADMINISTRATOR,
Section 3.05b of this Agreement.
1.08 Fee Schedule Period means the period of time beginning and ending on the
dates shown in Item One of the most current Fee Schedule.
1.09 Member means Somewhere County, a self-insured governmental entity and
member of HEBP.
1.10 Month means each succeeding calendar month period beginning on the
Effective Date of this Agreement.
.1.11 Network means identified physicians, other professional health care providers,
hospitals, ancillary providers, and other health care facilities and pharmacies that
are available to Participants in the Plan.
1.12 Participant means an individual official or dependent(s) of an official, employee
or dependent(s) of an employee, a retired official, employee or dependent(s) of a
retired employee, and certain continued persons and their dependents covered
under a continuation provision, whose coverage has become effective in
accordance with the terms of Member's Plan.
1.13 Plan means a program of health and welfare benefits established by Member for
the benefit of certain of its officials, employees, retirees and their dependents.
1.14 Plan Administrator as used in this Agreement, is the Member.
1.15 Plan Service Area means a geographical area in which a Network of preferred
providers is offered and available, and is used to determine eligibility for
managed health care benefits under Member's Plan.
1.16 Plan Year means the twelve-month period beginning on the Effective Date
indicated on the cover page of this Agreement and continuing for twelve
consecutive calendar Months thereafter (unless an alternative period of time is
specified).
1.17 Records means a Participant's medical, financial, or personal data (including
patient -specific diagnoses) or data that enable one to derive such Participant's
medical, financial, or personal data.
1.18 Run -Off Claim means a claim incurred preceding termination of this Agreement
that is considered for payment during the Run -Off Period.
1.19 Run -Off Period means the twelve -Month period immediately following
termination of this Agreement.
1.20 Subscriber means an individual official, employee, retired employee or
continued person whose coverage has become effective under this Agreement.
1.21 Subscriber Unit means the specific coverage issued for an individual Subscriber
and his or her covered dependent(s), if any, under the Plan whose coverage is
identified by a unique Subscriber identification (ID) number.
1.22 Supplemental Billing means an invoice billing for costs due and payable to
HEBP that is separate and apart from the Administrative Charge detailed in this
Agreement. Any customized materials or additional services or supplies mutually
agreed between the parties and not documented in the most current Fee
Schedule may be subject to Supplemental Billing.
1.23 Termination Administrative Charge means the consideration that is required
by HEBP for the services performed during the Run -Off Period.
1.24 Timely means within ten (10) calendar days following the occurrence of an
event, the receipt of a billing statement, or the creation of any legal or contractual
obligation, unless an alternative standard is specified and agreed to in writing by
the Plan Administrator and HEBP. A charge, equal to the amount specified in
SECTION VIII, MISCELLANEOUS PROVISIONS, Daily Charge subsection, may
be assessed for late remittances.
1.25 Valid Claim means a claim incurred for supplies and/or services rendered to a
Participant that is determined by the Claims Administrator or the Plan
Administrator to be a covered benefit under the Plan during the term of this
Agreement. For additional information regarding Valid Claim, which may also
include Network access fees and Subscriber liability recalculations, refer to
Addendum B attached to and made a part of this Agreement.
Pg.
Section II. Duties and Responsibilities of HEBP
2.01 Participant Eligibility. In connection with the processing of claims for benefits,
HEBP will determine if a Participant is enrolled under the Plan based on eligibility
and other information provided by the Plan Administrator. HEBP does not have
discretionary authority to determine eligibility under Member's Plan. Plan
Administrator shall make all final determinations regarding eligibility.
2.02 Claims Services.
a. Claims Administration. HEBP shall administer claims as provided in this
Agreement. HEBP is empowered by the Plan Administrator to do all things it
deems necessary to carry out the terms and purposes of Member's Plan only
as expressly stated in this Agreement or as mutually agreed to in writing
between the parties hereto. HEBP has discretion, subject to Member's final
authority, to determine whether claims are payable under the Member's Plan.
b. Claims Processing. HEBP will receive claims, enter claims data into the
claims processing system, determine whether benefits are payable in
accordance with the Plan Administrator's specifications, provide utilization
review, apply allowable amount determinations, and administer coordination
of benefits with other plans, when appropriate. HEBP will use its best efforts
to correctly process claims and pay benefits in accordance with information
provided by the Plan Administrator.
c. Claims Payment. if HEBP determines that a claim for benefits is a Valid
Claim, or if Plan Administrator directs HEBP, in writing, to honor a claim for
benefits, HEBP will arrange for the payment of the claim pursuant to the
terms of this Agreement and Addendum A: Transfer Payment and Other
Financial Responsibilities.
d. Claims Notification. HEBP will prepare and mail explanation of benefit
forms for medical and dental claims.
e. Claims Recovery. The Plan Administrator acknowledges that, because of
the great volume of claims processed by HEBP, unintentional administrative
errors may occur. When HEBP becomes aware of a claims overpayment,
HEBP will promptly take the appropriate action, in accordance with HEBP's
standard procedures, to recover the excess payment at HEBP's sole
expense. HEBP, however, will not be required to enter into litigation to obtain
a recovery, nor will HEBP be required to reimburse the Plan, except for gross
negligence or intentional acts by HEBP.
nl, "It 19 pg. �5(0
HEBP will provide reasonable assistance to Plan Administrator in pursuing
rights of recovery arising from claim overpayments or such provisions as
coordination of benefits, subrogation, and fraud detection. Only subrogation
recoveries are subject to those fees indicated in Item Three of the most
current Fee Schedule.
Claim Review and Interpretation of the Plan. HEBP will receive and review
claims for benefits under the Plan. The operation and administration of the
Plan require uniformity regarding the intent and the interpretation of the Plan's
provisions. The Plan Administrator has full and complete authority and
discretion to make decisions regarding Plan provisions and to determine
questions of eligibility and benefits.
HEBP assumes only the authority and discretion as given by the Plan
Administrator to interpret benefits based on medical necessity, allowable
amount, or experimental/investigational guidelines that are in accordance with
the provisions in Member's Plan. Any decision that is not arbitrary or
capricious shall be final and conclusive, subject to any right to appeal a
determination to the Plan Administrator.
On occasion, HEBP, in its role as Claims Administrator, may deny all or part
of submitted claims. HEBP will provide a full and fair review of any
determination of a claim, any determination of a request for precertification,
and any other determination made as the Claims Administrator in accordance
with the benefits and procedures detailed in Member's Plan. HEBP will use
its best efforts, consistent with administrative practices and any procedures
established in writing between HEBP and the Plan and consistent with
industry standards, to accurately process all claims.
g. Referral of Certain Claims/Inquiries. As provided in this Agreement, HEBP
will receive eligibility information, review and process claims, and respond to
customer inquiries; however, HEBP does not have final authority to determine
Participants' eligibility or to establish or construe the terms and conditions of
Member's Plan. Therefore, in certain instances, HEBP may refer certain
claims to the Plan Administrator for review and final decision, particularly
when those claims for services do not appear to qualify for payment under
Member's Plan, claims or inquiries where there is a question of eligibility,
claims where there is a question as to the amount of payment due, and
claims involving litigation or the threat of litigation. Such referral shall be at
the sole discretion of HEBP.
h. Claim Dispute Resolution. If the Plan provides an appeals process, HEBP
will cooperate by providing Records and documents. HEBP does not have
final authority to make determinations regarding eligibility or benefits.
Vol.
J
i. Pharmacy Benefit Management. HEBP will provide pharmacy benefit
management services, including claims administration, formulary
management, pharmacy network management and mail-order pharmacy.
j. Eligibility Management. HEBP will provide an eligibility management
program including access to an oh -line eligibility database; weekly eligibility
feeds to contractors, error resolution and periodic eligibility reports.
2.03 Participant and Provider Education. In accordance with its standard
procedures, HEBP will assist the Plan Administrator, if requested, in initial
enrollment activities, including education of Participants about benefits, the
enrollment process, selection of health care providers, and how to file a claim for
benefits. HEBP will also issue claim submission instructions on behalf of the
Plan Administrator to health care providers who render services to Participants.
2.04 Reports. HEBP shall provide Monthly billing statements and periodic reports. In
the event that Plan Administrator purchases stop -loss coverage from HEBP, all
necessary reporting, tracking, notification, and other similar financial and/or
administrative services for settlements of such stop -loss policy will be included.
2.05 Claim Payment Information and Records. HEBP shall maintain current
Records on all Participants and shall safeguard the confidentiality of any medical
information contained in such Records, pursuant to SECTION VII
CONFIDENTIALITY of this Agreement. HEBP shall maintain adequate Records
of claims made and benefits paid in such form and format as may be determined
by HEBP. Plan Administrator shall have rights in and access to such Records,
subject to the terms of SECTION VI ACCESS TO INFORMATION and SECTION
VII CONFIDENTIALITY of this Agreement and the Business Associate
Agreement previously executed by HEBP and Member.
HEBP will provide copies of individual claim information for a specific Participant
as provided in the Business Associate Agreement. Upon receipt of a written
request from the Plan Administrator, HEBP will provide the specified information
in accordance with the terms of the Business Associate Agreement.
2.06 Reporting Services. HEBP will prepare and file annual Internal Revenue
Service (IRS) 1099 forms for the reporting of payments to health care providers
who render services to Participants and who are reimbursed by the Plan for
those services.
2.07 Participant -Provider Relationship/Network Providers/Network Information.
The choice of a health care provider should be made solely by the Participant.
The Claims Administrator does not furnish health care services or supplies but
only makes payment for eligible health care expenses that are incurred by
Participants. HEBP, as the Claims Administrator, is not liable for any act or
8
omission by any health care provider. The Claims Administrator does not have
any responsibility for a health care provider's failure or refusal to provide services
or supplies. Care and treatment received are subject to the rules and regulations
of the health care provider selected by the Participant and are available only for
sickness or injury treatment acceptable to the health care provider.
When the Plan Administrator has managed health care coverage, HEBP shall
make available via the intemet to Plan Administrator's Participants Networks and
Network information. Upon request, HEBP shall periodically furnish Network
provider directories to Participants enrolled under managed health care coverage
administered by HEBP. The directories will list names, locations, and other
information specific to those physicians, hospitals, and other health care
providers and facilities in the Participant's designated Plan Service Area.
2.08 Certificates of Creditable Coverage. HEBP shall generate Certificates of
Creditable Coverage for all Participants terminating group health coverage
provided by the Plan, including coverage held under the Consolidated Omnibus
Budget Reconciliation Act of 1985 (COBRA), as required by the Health Insurance
Portability and Accountability Act of 1996 (HIPAA). The documents will provide
the period of coverage beginning on the Participant's date of enrollment in the
Plan (if provided by the Plan Administrator as specified under SECTION III —
DUTIES AND RESPONSIBILITIES OF PLAN ADMINISTRATOR, 3.02 of this
Agreement) and ending with the Participant's date of termination as verified by
eligibility records provided by Plan Administrator and maintained by HEBP.
These Certificates of Creditable Coverage will be mailed to the Participant's last
known address as provided to HEBP by the Plan Administrator. If such address
is not made available to HEBP or is unavailable, the Certificate of Coverage will
be sent to the Plan Administrator for appropriate delivery.
2.09 Client Services and Materials. As Claims Administrator, HEBP will provide
those items selected from the listing below:
a. Enrollment Materials. Implementation materials, if elected by the Plan
Administrator, will be provided by HEBP during the enrollment process. Any
custom designed materials may be subject to Supplemental Billing.
b. Subscriber Identification Cards. HEBP will provide Subscriber
identification cards for PPO Managed Health Care benefit coverage or
Subscriber identification cards for Traditional (Out -of -Area) Indemnity benefit
coverage. A Subscriber identification card will be prepared for each officer
and employee and for each eligible family member. If the Plan Administrator
requires customization of the Subscriber identification cards, a Supplemental
Billing may be prepared by HEBP and submitted to the Plan Administrator for
payment. HEBP will also provide Subscriber identification cards for
prescription drug benefits.
9
c. Claims Administrative Documents and other Attachments. Claims
Administrative Documents will be provided. The Claims Administrative
Documents and all attachments will be identified in the most current Fee
Schedule attached to and made a part of this Agreement. Any customization
of these documents at the request of the Plan Administrator, which requires
manuscript modifications, may be subject to Supplemental Billing.
d. Managed Care Networks. As applied to managed health care coverage,
preferred provider Networks will be available and accessible. All decisions
relating to medical care and treatment remain exclusively with the health care
provider and the patient.
e. Provider Directories. Network provider directories and periodic updates will
be furnished by the Claims Administrator for each Subscriber upon their
enrollment under the managed health care coverage benefits administered by
HEBP. This service will be identified in the most current Fee Schedule
attached to and made a part of this Agreement.
f. Customer Service. A toll-free customer service telephone number, as listed
in the benefit booklets and on the identification cards, will be available to
Participants and their health care providers during normal customer service
hours.
g. Medical Precertification Helpline. For those services determined by the
Plan Administrator and provided in writing to HEBP that require
precertification, HEBP will review, in advance, the medical necessity of those
services covered under the Plan. A toll-free medical precertification helpline
will be made available for Participants and their health care providers to call
for assistance.
h. Case Management. Case Management is a service provided by the Claims
Administrator whereby alternative benefits may be offered which are not
otherwise eligible expenses but would prove to be more effective for the
Participant and a cost savings to the Plan Administrator.
L Utilization Review. Utilization review management services are provided by
HEBP as the Claims Administrator. Concurrent reviews, discharge planning
and retrospective reviews are designed to reduce the occurrence of
unnecessary or inappropriate hospitalizations of patients.
10
PgJ�
j. Disabled Dependent Eligibility Review. HEBP will provide medical review
to determine continued Dependent eligibility based on receipt of a completed
Dependent Child's Statement of Disability Form provided by the Subscriber.
If medical records or supporting documentation are required, such
requirements will be communicated to the Subscriber who will be responsible
for obtaining that information (including payment of any fees that may be
assessed by a third party to provide such records) and submitting the
information to HEBP.
2.10 Additional Services Not Specified. HEBP may provide additional services not
specified in this Agreement. Such services will be mutually agreed upon
between Plan Administrator and HEBP and will be identified in the most current
Fee Schedule or through Supplemental Billing.
Section Ill. Duties and Responsibilities of Plan Administrator
3.01 Plan Documents. The Plan Administrator shall furnish to the HEBP all
documents under which the Plan is established. The Plan Administrator may
request, in writing, changes to the benefits or administration of the Plan within
thirty (30) days in advance of such change. Plan Administrator understands that
changes in benefits are subject to prior approval by HEBP and may result in
adjustments to the Administrative Charge as explained in Subsection 3.05,
Administrative Charges and Charges for Additional Services, below.
3.02 Provision of Eligibility Information. Plan Administrator will provide, on a
Timely basis, from the date of receipt, eligibility information (including all changes
in Participant eligibility whether by reason of termination, change in classification,
additions, and any other reason, by entering such changes into the eligibility
database in a format acceptable to HEBP. HEBP shall be entitled to rely on the
accuracy of such information. Any loss related to the accuracy or availability of
eligibility information, by either HEBP or the Plan Administrator, shall be subject
to the terms of SECTION V LIMITATION OF LIABILITY AND
INDEMNIFICATION of this Agreement. The Plan Administrator shall maintain
any enrollment applications and change forms completed by Participants and
allow HEBP reasonable access to this information as needed for administrative
purposes.
11
paCg1_
Eligibility information includes but is not limited to:
a. Copies of Subscribers' application forms, if on paper;
b. Participants' home addresses (including any dependent's address, if different
from that of the Subscriber);
c. Participants' prior health coverage information; and
d. Subscribers' employment dates and Participants' enrollment dates.
3.03 Distribution of Information. Plan Administrator shall maintain and distribute to
all eligible Participants (and return to HEBP, if necessary) all appropriate materials
and forms as may be required to comply with applicable law.
3.04 Notification of Loss of Eligibility. If a Participant ceases to be eligible for
benefits, Plan Administrator will convey the termination to HEBP in a Timely
manner upon knowledge of such information. Upon termination of the Participant,
Plan Administrator, and not HEBP, will be liable for any and all claims occurring
between the date eligibility is lost and the date HEBP receives actual notice of the
termination of the Participant.
3.05 Administrative and Other Charges.
a. Plan Administrator will pay to HEBP the Administrative Charges specified in
this Agreement within ten (10) days of the first day of each Month.
Administrative Charges will be paid based upon enrollment information HEBP
receives regarding current enrollment as of the first day of each Month.
Appropriate adjustments will be made for enrollment variances. HEBP shall
provide notification regarding any discrepancies.
b. Pharmacy Benefit Management Fees are assessed and collected per
prescription filled.
c. HEBP reserves the right to change the Administrative Charge if a substantial
change occurs in the number or composition of employees covered, which
results from:
1. A change in the benefit specifications provided under the contract; or
2. A change in the Member's contribution level or other consideration paid by
the Member if it results in a decrease in participation; or
12
V0 I - -3A9 P g - AL -a-
3. A substantial change in the number of Subscribers covered under this
contract. A substantial change would be deemed to have occurred when
the number of employees covered changes by:
10% or more over a 30 day period; or
25% or more over a 90 day period.
In such event, HEBP reserves the right to adjust the rates on any due date
occurring between the date such substantial change is identified and the
next Fee Schedule period.
d. Additional charges may be imposed if:
1. Either HEBP or Member files for bankruptcy or reorganization under state
or federal law.
2. The Administrative Charge becomes subject to premium tax. Any
Administrative Charges shall automatically be increased by the amount of
any taxes imposed, increased, or adjudged due by any lawful authority on
or after the contract date, which HEBP is required to pay or remit, whether
relating to fees, services, benefits, payments, or any other aspect of this
contract.
3. Future changes mandated by legislation or other law result in an increase
in cost to HEBP in performing under this Agreement.
e. In addition to the Administrative Charge, Plan Administrator shall reimburse
HEBP for the direct cost of special or customized supplies, reports, forms, or
other services provided by HEBP for Plan Administrator and indicated in the
most current Fee Schedule. Reimbursement of charges for additional services
will be limited to those mutually agreed upon by Plan Administrator and HEBP
before HEBP incurs the cost of such services.
f. In addition to the amounts due and payable each Month, HEBP may charge
Plan Administrator for:
1. Reasonable fees for the reproduction or return of Records requested by
Plan Administrator, a governmental agency, or pursuant to a court order;
and
2. Any other fees that may be assessed by third parties for services rendered
to the Plan Administrator and/or any other fees for services mutually agreed
G
13
34� Pg.
upon by the parties, as shown in Item Three of the most current Fee
Schedule.
g. Performance of all duties and obligations of HEBP under this Agreement are
contingent upon the payment of Administrative Charges in accordance with
'Section 3.05a of this Agreement.
3.06 Bank Account. Plan Administrator will establish an account with a state or
nationally chartered bank (to be agreed upon by HEBP and the Plan
Administrator). Plan Administrator shall maintain such account in conformance
with Addendum A: Transfer Payment and Other Financial Responsibilities.
3.07 COBRA Administration Compliance. The Member is responsible for complying
with COBRA and the Public Health Services Act concerning continuation of health
coverage.
3.08 Final Determination of Claims/Inquiries. Member, as the Plan Administrator,
retains the final authority and responsibility to establish and construe the terms
and conditions of Member's Plan and to determine Participant eligibility. Certain
claims and/or inquiries will be referred to the Plan Administrator for final review and
determination in the following instances:
a. Pursuant to SECTION II —DUTIES AND RESPONSIBILITIES OF. HEBP, 2.02,
g, when claims for services do not appear to qualify for payment under
Member's Plan, claims or inquiries where there is a question of eligibility, claims
where there is a question as to the amount of payment due, and claims
involving litigation or the threat of litigation; -and
b. Pursuant to SECTION II —DUTIES AND RESPONSIBILITIES OF HEBP, 2.02,
h, when a Participant chooses to appeal adverse determinations with the Plan
Administrator after exhaustion of all remedies offered by HEBP.
3.09 Compliance with Applicable Law. Plan Administrator will comply with all legal
requirements applicable to the Plan and satisfy any and all reporting, notice,
14
\101. CAR—— Pg. -
disclosure, filing, and modification requirements imposed by applicable laws and
regulations (state and/or federal).
3.10 Plan Administrator Liaison. Plan Administrator shall designate a Pool
Coordinator, who will:
a. Obtain and follow-up on additional service information;
b. Verify eligibility of Participants;
c. Assist in resolving claim disputes and recurring problems with the
administration procedures specific to Members Plan;
d. Report suspected fraud or other abuse of Member's Plan;
e. Evaluate other specific situations that warrant attention; and
f. Coordinate with and assist HEBP on any matters necessary to facilitate the
proper administration of this Agreement.
3.11 Acceptance of Networks and Plan Service Areas. Plan Administrator shall be
provided notice of the Plan Service Areas that are available for the Plan
Administrator's managed health care benefit coverage and prescription drug
coverage. The Plan Administrator agrees to accept Network providers and
facilities located in such Plan Service Areas as in -network providers and facilities
beginning on the Effective Date shown on the cover page of this Agreement.
HEBP reserves the right to manage the Networks, as needed, in these Plan
Service Areas.
Section IV. Term and Termination
4.01 This Agreement shall continue in full force and effect from Plan Year to Plan Year
unless terminated as provided herein.
4.02 This Agreement may be terminated as follows:
a. By either party at the end of any Plan Year following written notice to the
other party given at least thirty (30) days prior to the end of the Plan Year;
b. Except as provided in Section 4.03, below, by HEBP for cause, upon ten (10)
days prior written notice (pursuant to the requirements in SECTION Vlll -
MISCELLANEOUS PROVISIONS, Notices and Satisfaction subsection), if
Plan Administrator fails to meet any of its duties or obligations as provided in
SECTION 111 - DUTIES AND RESPONSIBILITIES OF PLAN
ADMINISTRATOR within thirty (30) days after notice of such deficiency is
given to Plan Administrator by HEBP in writing;
c. By Plan Administrator for cause, upon ten (10) days prior written notice
(pursuant to SECTION Vlll MISCELLANEOUS PROVISIONS, Notices and
15
pg. t lis ---
Satisfaction subsection) to HEBP, if HEBP fails to correct any deficiency in
the performance of its duties or obligations as provided in SECTION II
DUTIES AND RESPONSIBILITIES OF HEBP within thirty (30) days after
notice of such deficiency is given to HEBP by Plan Administrator in writing;
d. By both parties on any date mutually agreed to in writing; or
e. By either party, in the event of fraud or misrepresentation of a material fact by
MEMBER or HEBP.
4.03 HEBP shall have the right to terminate this Agreement immediately:
a. Upon failure of the Plan Administrator to pay Administrative Charges in
accordance with the provisions of SECTION III- DUTIES AND
RESPONSIBILITIES OF PLAN ADMINISTRATOR, 3.05 a; or
b. Upon failure of the Plan Administrator to fund amounts due for payment of
claims in accordance with Addendum A: Transfer Payment and Other
Financial Responsibilities; or
c. If HEBP is no longer the sole provider of Administrative Services to the Plan.
Section V. Limitation of Liability and Indemnification
i
5.01 Regarding disputes between Member and HEBP that do not involve or.implicate
liability of Member to a third party, liability for any errors or omissions by HEBP
(or its officers, directors, employees, agents, or independent contractors) in the
administration of this Agreement; or in the performance of any duty or
responsibility contemplated by this Agreement, shall be limited to the maximum
benefits which should have been paid'under this Agreement had the errors or
omissions not occurred (including HEBP's share of any arbitration expenses
incurred) unless any.such errors or omissions are adjudged to be the result of
intentional misconduct, gross negligence, or intentional breach of a duty under
this Agreement by HEBP.
5.02 Except as provided otherwise under Section 5.03, below, if a claim of a third
party arises from HEBP's performance under this Agreement, HEBP agrees to
indemnify and hold harmless Plan Administrator, its officers, employees, agents,
and affiliates against any and all liability, risks, expenses; costs, damages, losses
or judgments incurred by Plan Administrator, or any of its officers, or employees,
agents and affiliates to the extent such liability, obligations, risks, expenses,
costs, damages, losses or judgments arise out of or result from, or are attributed
to a breach of this Agreement by HEBP or the negligence, gross negligence or
r _ 16
intentional, willful, or reckless acts or omissions of HEBP in the performance of
services or duties pursuant to this Agreement.
5.03 As Plan Administrator has final authority to determine eligibility and benefits
under its Plan and HEBP defers final benefit and eligibility determinations to the
Plan Administrator, HEBP shall have no liability for its determinations of eligibility
or benefits except for a determination concerning eligibility or benefits that is
reversed by Plan Administrator, in which case HEBP's potential liability shall be
limited to damages arising in whole or in part during the period of time between
HEBP's original denial and the reversal of that decision by Plan Administrator.
HEBP will not be liable in situations where the Plan Administrator provides
coverage that is outside the scope of its coverage document. -
5.04 The Plan Administrator agrees to indemnify and hold harmless HEBP, its officers,
directors, employees, affiliates and agents against any and all liability,
obligations, risks, expenses, costs, damages, losses, or judgments incurred by
HEBP or any of its officers, d i rectors,. employees, agents and affiliates to the
extent such liability, obligations, risks, expenses, costs, damages, losses or
judgments arise out of, result from, or are attributed to a breach by the Plan
Administrator or its agents, directors, employees or affiliates of this Agreement,
or by negligence, gross negligence or intentional, willful, or reckless acts or
omissions of the Plan Administrator or its agents, officers or employees, in the
performance of their obligations under this Agreement.
Examples of the conduct covered by this section include, but are not limited to:
a. An interpretation of the Plan by the Plan Administrator or authorized agents
upon which HEBP relies;
b. Erroneous or incomplete information, including eligibility information,
furnished to HEBP by the Plan Administrator, its employees or its agents;
c. A breach of this Agreement by the Plan Administrator or authorized agent of
the Plan Administrator; and
d. Any action or proceeding resulting from an alleged failure to pay benefits
under the Claims Administrative Document, except to the extent of HEBP's
negligence.
17
i
5.05 The provisions of this section survive the termination of this Agreement.
5.06 Plan Administrator and HEBP agree to immediately notify each other of any
cause or action for which either party could ultimately be required to accept
liability for performance of its duties and responsibilities under this Agreement.
Plan Administrator and HEBP also agree not to compromise or settle any such
cause or action without the express written consent of the other party. Each
party may, at its discretion, choose to defend any such cause or action.
Section VI. Access to Information
6.01 Access to Information. HEBP and Plan Administrator will allow each other
reasonable access to administrative information. Plan Administrator will allow
HEBP prompt access to claims reporting systems. However, access to
information that is a Record shall be under the terms of SECTION VIII
CONFIDENTIALITY of this Agreement.
6.02 Audits. HEBP will, with thirty (30)_days prior written notice from Plan
Administrator, allow Plan Administrator or an authorized agent of the Plan
Administrator (mutually agreed to by both parties to this Agreement) to inspect or
audit all information and files maintained by HEBP concerning this Agreement.
Plan Administrator will be responsible for all costs associated with the inspection
or audit. A Plan Administrator or its agent that has access to the information and
files maintained by HEBP will agree not to disclose any proprietary or confidential
information and to hold harmless and indemnify HEBP in writing of any liability
from disclosure of such information pursuant to SECTION VII
CONFIDENTIALITY of this Agreement.
6.03 Duration. These rights of access and examination continue for three (3) years
following the termination of this Agreement. HEBP will disclose information in
accordance with the Business Associate Agreement executed by the parties.
6.04 Disclosure of Information. During the time Records are in its custody or
control, HEBP will take all reasonable precautions to prevent disclosure or use
for a purpose unrelated to claims administration. HEBP will disclose information
only as necessary for HEBP or Member to provide services pertaining to
Member's Plan, or as required by law. Any disclosures of Protected Health
Information will be consistent with the Business Associate Agreement.
6.05 Compliance with Laws and Regulations. HEBP and Plan Administrator will
comply with applicable state and federal laws and regulations regarding
s
1
18
PQ-TLZ
confidentiality or privacy of Records and other information, and cooperate to
ensure such compliance.
6.06 Special Requests. If the Plan Administrator requests a report in a customized
format that requires system enhancements, or re -programming by HEBP, or
customized requests for claim Record information, such requests will be
evaluated as to the complexity and the associated costs involved to provide this
information. Plan Administrator will be responsible for any additional costs that
may be incurred and understands that any new program designs will delay the
transfer of information and Records for the successor administrator.
All such information and Records described herein shall be subject to the terms
of SECTION VII — CONFIDENTIALITY.
Section VII. Confidentiality
7.01 HEBP and Plan Administrator agree that Records are valuable and confidential
information.
7.02 HEBP agrees to protect as confidential and not disclose Records and the
information they contain to any person or entity other than the Plan Administrator
except as permitted by the Business Associate Agreement, and to use Records
to perform services for Plan Administrator pursuant to this Agreement.
7.03 Should Plan Administrator request Records or the information contained in
Records from HEBP, Plan Administrator agrees to indemnify and hold harmless
HEBP and its directors, officers, and employees against any and all loss, liability,
damage, penalty, and expense resulting from or arising out of any allegation or
claim based upon the disclosure by HEBP of any Record, or any information
contained within a Record to Plan Administrator.
Nothing contained herein shall be construed to require HEBP to provide Plan
Administrator with copies of individual claim information for a specific Participant
Vol. Po.,,V-U-q 19
unless the Plan Administrator secures a valid written release from the Participant
specifically related to the claim information.
7.04 HEBP and Plan Administrator agree that HEBP's obligations in 6.02, above, do
not apply to information that:
a. Is, or becomes, in the public domain;
b. Is independently developed by Plan Administrator;
c. Is previously known by Plan Administrator;
d. Is rightfully legally acquired from a third party not under an obligation of
confidentiality;
e. Is disclosed pursuant to subpoena or similar process of a court or
governmental agency; or
f. Is disclosed pursuant to a written release executed by a Participant.
Section VIII. Miscellaneous Provisions
8.01 Arbitration. In the event the parties fail to agree with respect to any matter
covered herein, wherein the amount in contest does not exceed two hundred fifty
thousand dollars ($250,000.00), the question in dispute shall be submitted for
arbitration in Austin, Texas. Upon declaration by one of the parties hereto that a
deadlock exists, the parties shall select an arbitrator. If the parties fail to agree
on an arbitrator within thirty (30) days, the American Arbitration Association shall
select an arbitrator.
The arbitrator will submit a decision within thirty (30) days after appointment or as
soon as reasonably feasible and such decision shall be binding on the parties
hereto. Arbitration expenses will be shared equally by the parties. All other
expenses (legal, incidental, etc.) shall be borne by the losing party or, if both
parties prevail, be apportioned by the arbitrator to each party. Arbitration
proceedings will be governed by the Rules of the American Arbitration
Association then in effect.
This arbitration provision does not preclude arbitration for a matter in controversy
that exceeds two hundred fifty thousand dollars ($250,000.00). If either HEBP or
Pian Administrator is named as a defendant in litigation filed by a third party
20
concerning this Agreement, this section does not apply to such litigation, and the
parties agree that Section VI may be applicable to such litigation.
Nothing contained herein shall be construed to prohibit the parties from a written
mutual agreement to submit a dispute in excess of two hundred fifty thousand
dollars ($250,000.00) to binding arbitration.
8.02 Assignment. Except as provided in Section 1.05, no part of this Agreement, or
any rights, duties, or obligations described herein, shall be assigned or delegated
without the prior express written consent of both parties. Any such attempted
assignment shall be null and void. HEBP's standing contractual arrangements
for the acquisition and use of facilities, services, supplies, equipment, and
personnel shall not constitute an assignment under this Agreement.
8.03 Captions. Captions, appearing in this Agreement and its attachments are
provided for convenience only and in no way define, limit, construe, or describe
the scope of sections or paragraphs to which they are inserted.
8.04 Daily Charge. Upon the sole discretion of HEBP, a daily charge shall be
assessed for the late remittance of any amount(s) due and payable to HEBP by
Plan Administrator. This charge shall be calculated by multiplying the amount
due times the lesser of:
a. The rate of .0219% per day (which equates to an amount of 8.0% per
annum); or
b. The maximum rate permitted by state law.
8.05 Enforcement. Any delay or inconsistency in the enforcement of any part of this
Agreement shall not constitute a waiver of any rights with respect to the
enforcement of this Agreement at any future date nor shall it limit any remedies
which may be sought in any action to enforce any provision of this Agreement.
8.06 Entirety. This Agreement and any attachments (including the Business
Associate Agreement), shall constitute the entire Agreement between the parties
for the purposes of this Agreement and shall supersede any and all prior or
contemporaneous Agreements or understandings, either oral or in writing,
between the parties respecting the subject matter herein.
8.07 Forces Majeure and Majesture. Neither party shall be liable for any failure to
Timely perform its obligations under this Agreement if prevented from doing so
by a cause or causes beyond its commercially reasonable control including, but
not limited to, acts of God or nature, fires, floods, storms, earthquakes, riots,
strikes, wars, or restraints of government.
8.08 Gender and Mode. The use herein of a personal pronoun in the masculine or
feminine gender or in the singular or plural mode, shall be deemed to include the
opposite gender or mode unless the context clearly indicates the contrary.
8.09 Governing Law and Limited Waiver of Sovereign Immunity. This Agreement
shall be governed by, and shall be construed in accordance with, the laws of the
State of Texas. HEBP, as a governmental entity, hereby consents to be sued for
breach of this Agreement, but only in Travis County, Texas.
8.10 Legal Construction. Should any provision(s) contained in this Agreement be
held to be invalid, illegal, or otherwise unenforceable, the remaining provisions of
the Agreement shall be construed in their entirety as if separate and apart from
the invalid, illegal, or unenforceable provision(s) unless such construction were to
materially change the terms and conditions of this Agreement.
8.11 Modifications. Except for the Fee Schedule, which may be changed at any time
in accordance with the provisions described in SECTION III — DUTIES AND
RESPONSIBILITIES OF PLAN ADMINISTRATOR, 3.05b, of this Agreement by
notifying the Plan Administrator in writing of such change, no modification,
amendment, change, or waiver of any provision of this Agreement shall be valid
unless agreed to in writing by an officer of HEBP and an authorized
representative of the Plan Administrator.
8.12 Notices. All notices given under this Agreement must be in writing and shall be
deemed to have been given for all purposes when personally delivered and
received or when deposited in the United States mail, first-class postage prepaid
22
and addressed to the parties at their respective addresses or when transmitted
by facsimile.
For the Plan Administrator, the name, address and facsimile number of the Pool
Coordinator shall be provided to HEBP, and notices shall be sent to the Pool
Coordinator or the County Judge.
The Plan Administrator will provide HEBP with the name and address of a person
with authority to address financial issues related to this Agreement.
For HEBP, the address and facsimile for the financial contact division is as
shown below:
Quincy Quinlan
Director of Health & Benefits Services
Texas Association of Counties Health and Employee Benefits Pool
P.O. Box 2131
Austin, Texas 78768-2131
FAX: (512) 481-8481
Section IX. Attachments to this Agreement
The following Exhibits are attached to and made a part of this Agreement:
• Exhibit One: Fee Schedule
• Addendum A: Transfer Payment and Other Financial Responsibilities
• Addendum B: Required Notices
23
IN WITNESS WHEREOF, the parties have executed this Agreement to take effect on
the Effective Date.
Texas Association of Counties Member Brazos County
Health and Employee Benefits Pool r�
By: Signature:
Susan Redford
TAC Executive Director
Printed Name: Duane Peters
Title: Brazos County Judge
Date: Date: halo 1 IQ,
q24
&SSa,,
H -TEXAS Ass OCIATION Of COUNTIES
*D y* HEALTH AND EMPLOYEE BENEFITS POOL
� L'OIIKt�
FEE SCHEDULE — 05
Specifications for the
ADMINISTRATIVE SERVICES AGREEMENT
(the Agreement)
between
TEXAS ASSOCIATION OF COUNTIES
HEALTH AND EMPLOYEE BENEFITS POOL
(HEBP)
and
BRAZOSCOUNTY
(Member)
Group Number: 217225
Effective Date: January 1, 2022
11 ) 701
pg -i7-
These specifications are to apply for the period of time indicated herein and shall continue in
force and effect until the end of the Fee Schedule Period, the Agreement is terminated, or this
Fee Schedule is superseded in whole or in part by a later executed Fee Schedule.
Item One
Fee Schedule Period
These specifications are for the Fee Schedule Period commencing on January 1, 2022 and
ending on December 31, 2022.
Item Two
Reports
Monthly billing statement .......................................................................... No additional charge
Stop -loss reporting, tracking, and notification ............................................... No additional charge
Standard reports* as specified by the most current reporting policy ............. No additional charge
* Any additional reports required by the Plan Administrator must be mutually agreed upon
between the Plan Administrator and HEBP. Such reports may be subject to additional charges,
which will be addressed through Supplemental Billing.
* HEBP provides administrative claims payment services only and does not assume any
financial risk or obligation with respect to claims.
Item Three
Charges for Additional Services
The following Additional Services shall be furnished:
Subrogation.................................................................................15.0% of any recovered amounts
B1ueCard® Program/Network access fees .............................. The lesser of 10.0% of the discount
or $2,000 per claim
B1ueCard® Worldwide Program International Group.......:..........................BCWW Fee Schedule
(10 or more member living outside of the USA)
Domestic Group............................................................................................. No additional charge
(under 10 members living outside of the USA)
Optional Services for International or Domestic Group...............................BCWW Fee Schedule
Wellness Management.......................................................................$4.05 per contract per month
Expanded UM: Pain Management, Joint, and Spine....................$0.52 per contract per month
MD Live Telehealth (Medical and Behavioral Health) ................ $0.53 per contract per month
Rx Administration......................................................... $1.67 per member per month
2
Item Four
Plan Design Materials
Claims Administrative Document
Schedule of Specifications
Exhibit A - Plan Service Area
Benefit Booklets:
Accept/Decline
ID ❑ Benefit Booklets..................................................0 No additional charge
❑ $Supplemental Billing*
❑ 0 Customized Benefit Booklets .............................❑ No additional charge
❑ $Supplemental Billing*
❑ 0 Customized Covers .............................................❑ No additional charge
❑ $Supplemental Billing*
Subscriber Identification (ID) Cards:
Accept/Decline
D ❑ Subscriber ID Cards.............................................0 No additional charge
❑ $Supplemental Billing*
❑ 0 Customized ID Cards .......................................... ❑ No additional charge
❑ $Supplemental Billing*
Network Provider Directories: .......................................................... [91 No additional charge
Per employee enrolled in Managed Care coverage, only ❑ $Supplemental Billing*
Subscriber Claim Forms, Application Forms,
Enrollment Materials: ................. ONo additional charge
❑ $Supplemental Billing*
Special Mailings: Cost has been included in Administrative Charge: Yes 0 No ❑
Identification Cards mailed to home addresses Yes 0 No ❑
Provider Directories mailed to home addresses Yes ❑ No ❑x
*Any customized materials or additional services or supplies not documented in this Fee
Schedule may be subject to Supplemental Billing upon mutual agreement of the parties.
3
Item Five
Administrative Charges and Credits
A. The Administrative Charge, calculated Monthly, shall be equal to the sum of the amounts
obtained by multiplying the total number of covered Subscriber Units by category by the
appropriate factors shown below.
Fee schedule
Medical Dental
$41.82 $3.89 For each Composite Subscriber Unit
B. The Termination Administrative Charge shall be equal to the amount obtained by
multiplying the sum of all covered Subscriber Units during the three months immediately
preceding the date of termination by the factors shown below:
Medical Dental
$0.00 $0.00 For each Composite Subscriber Unit
C. In further consideration of the administrative services rendered pursuant to this Agreement,
HEBP will retain 50% of any manufacturers rebates earned by HEBP as a result of sale of
prescription drugs to Participants in the Plan. The remaining 50% will be allocated to the
Member.
D. Pharmacy Benefits Management Fees per prescription filled are invoiced periodically as
follows:
$0.00 per electronic claim
$0.00 per manual claim
$0.00 per mail order claim.
4
Vol. 3pg.
Item Six
PIan Coverage
Health Benefit Plan coverage inclusive of one or more of the following:
:PPO Managed Health Care coverage
Dental Care coverage (optional per group)
By: Signature:
Susan Redford
TAC Executive Director
Printed Name: f)lc.PtNE--
Title: W c�PjT`f c'u-Coc
Date: Date: I OZ l al I a- (
5
NT �zT'EXAS ASSOCIATION Of COUNTIES
*, wy* HEALTH AND EMPLOYEE BENEFITS POOL
ADDENDUM A TRANSFER PAYMENT AND
OTHER FINANCIAL RESPONSIBILITIES
forthe
ADMINISTRATIVE SERVICES
AGREEMENT
(the Agreement)
between
TEXAS ASSOCIATIONS OF COUNTIES
HEALTH & EMPLOYEE BENEFITS POOL
(HEBP)
HEBP provides administrative claims payment services only and does not assume
any financial risk or obligatlon with respect to claims.
and
BRAZOS COUNTY
Group Number: 217225
Effective Date: January 1, 2022
ADDENDUM A TRANSFER PAYMENT AND
OTHER FINANCIAL RESPONSIBILITIES
The Transfer Payment and Other Financial Responsibilities (Transfer Payment Agreement)
described herein shall apply to the Administrative Services Agreement ("the Agreement")
between the Texas Association of Counties Health and Employee Benefits Pool (HEBP) and
Brazos County to which this Addendum A will be attached beginning January 1, 2022 and shall
remain in full force and effect according to the terms of the Agreement unless amended or
replaced by the parties to this Agreement in writing.
All provisions of the Agreement, its addenda, schedules, and amendments shall apply to this
Addendum A, including any definitions. This Transfer Payment Agreement replaces and
supersedes the Banking Arrangement and other Financial Responsibilities attached to the
Agreement as Addendum A.
v � • �q ,__w.�.. �'��o IPS_
SECTION I. DEFINITIONS AS USED IN THIS ADDENDUM A:
1.1 HEBP's Bank means a banking entity organized and existing under the laws of
the United States, whose address and account number are provided on each
request for Transfer Payment and each claim settlement.
1.2 Net Claims Paid means the net benefit payment calculated by HEBP, upon
submission of a Valid Claim, in accordance with the benefits specified in Brazos
County's health benefit Plan, plus any supplemental charges as authorized in the
Agreement.
1.3 Transfer Payment means a payment (in the amount outlined in Section 2, below),
via electronic draft initiated by HEBP, from Brazos County to HEBP's Bank.
1.4 Transfer Payment Period means a seven day period, beginning Saturday and
ending the following Friday.
SECTION II. NET CLAIMS TRANSFER PAYMENT
2.1 In consideration of the HEBP's responsibilities as set forth in this Agreement and
at the end of each Transfer Payment Period, Brazos County shall transfer to the
HEBP's Bank an amount equal to the Transfer Payment Period's Net Claims Paid
less any refunds or reimbursements due to Brazos County including but not limited
to stoploss claims, subrogation payments or provider refunds.
2.2 The Transfer Payment Period shall be weekly. The HEBP shall advise Brazos
County by e-mail or facsimile, at an e-mail address or facsimile number to be
furnished by Brazos County prior to the effective date of this Transfer Payment
Agreement, of the amount of Net Claims Paid pursuant to this Agreement for which
reimbursement has not been previously made by Brazos County to the HEBP.
2.3 if any day on which a Transfer Payment is due is a holiday, such payment will be
made on the next business day.
2.4 Transfer Payment must be made within 48 hours of notification. Late payments
are subject to the penalties outlined in section 8.04 of the Agreement. If Transfer
Payment is not made within 48 hours, claims processing may be suspended and
a minimum deposit may be required in order to resume processing of claims.
SECTION III. OUT-OF-STATE CLAIMS
K
3.1 Out -of -State Claims
(a) In the event that Valid Claims, as defined in the Agreement, are incurred by
Brazos County Participants in states other than Texas, then those other
participating Blue Cross and/or Blue Shield plans will pay most claims
directly to their providers. HEBP is required under these arrangements to
reimburse such other participating Blue Cross and/or Blue Shield plans.
(b) On a weekly basis, HEBP shall notify Brazos County of, and Brazos County
shall include in the Transfer Payment, the amounts HEBP reimbursed such
other participating Blue Cross and/or Blue Shield plans.
3
y p.6S6
xTEXAS ASSOCIATION Of COUNTIES
*,* HEALTH .AND EMPLOYEE :BENEFITS POOL
! L'OUT�Si
ADDENDUM B
REQUIRED NOTICES AND DISCLOSURES
forthe
ADMINISTRATIVE
SERVICES AGREEMENT
(the Agreement)
between
TEXAS ASSOCIATION OF COUNTIES
HEALTH AND EMPLOYEE BENEFITS POOL (HEBP)
HEBP provides administrative claims payment services only and does not assume any
financial risk or obligation with respect to claims.
and
Brazos County
Group Number:
217225
Effective Date: January 1, 2022
1
REQUIRED NOTICES AND DISCLOSURES
Blue Cross and Blue Shield Association Non -Contracting Agent Notice
The Group Health Plan (GHP), on behalf of itself and its Participants, understands
that this Agreement constitutes a contract solely between the GHP and Texas
Association of Counties Health and Employee Benefits Pool (HEBP). HEBP has
subcontracted certain of its responsibilities to Blue Cross Blue Shield of Texas
(BCBSTX). BCBSTX is a division of Health Care Service Corporation. Health Care
Service Corporation is a Mutual Legal Reserve Company, and an independent
licensee of the Blue Cross and Blue Shield Association (the Association). The
license from the Association permits BCBSTX to use the Blue Cross and Blue
Shield Service Marks in the State of Texas. BCBSTX is not contracting as the agent
of the Association. Said GHP also understands that it has not entered into this
Agreement based upon representations by any person other than BCBSTX. No
person, entity, or organization other than BCBSTX shall be held accountable or
liable to the GHP for any of BCBSTX's obligations to the GHP created under this
Agreement. This paragraph shall not create any additional obligations whatsoever
on the part of BCBSTX other than those obligations created under other provisions
of this Agreement.
BlueCard
Like all Blue Cross and Blue Shield Licensees, the Claim Administrator participates
in a program called "BlueCard." Whenever Participants access health care services
outside the Claim Administrator's service area, the claims for those services may be
processed through BlueCard and presented to the Claim Administrator for payment
in conformity with network access rules of the BlueCard Policies then in effect
("Policies"). Under BlueCard, when Participants receive covered services within the
geographic area served by an on-site Blue Cross and/or Blue Shield Licensee
("Host Blue"), the Claim Administrator will remain responsible to the Employer for
fulfilling the Claim Administrator's contract obligations.
However, the Host Blue will only be responsible, in accordance with applicable
BlueCard Policies, if any, for providing such services as contracting with its
participating Providers and handling all interaction with its participating Providers.
The financial terms of BlueCard are described generally below.
Liability Calculation Method Per Claim
The calculation of a Participant's liability on claims for covered services incurred
outside the Claim Administrator's service area and processed through BlueCard will
2
\10 Io g I bq _.___
be based on the lower of the Provider's billed charges or the negotiated price the
Claim Administrator pays the Host Blue.
The calculation of the Employer's liability on claims for covered services incurred
outside the Claim Administrator's service area and processed through BlueCard will
be based on the negotiated price the Claim Administrator pays the Host Blue.
The methods employed by a Host Blue to determine a negotiated price will vary
among Host Blues based on the terms of each Host Blue's Provider contracts. The
negotiated price paid to a Host Blue by the Claim Administrator on a claim for
covered services processed through BlueCard may represent:
(1) The actual price paid on the claim by the Host Blue to the health
care Provider ("Actual Price"), or
(ii) An estimated price, determined by the Host Blue in accordance with
BlueCard Policies, based on the Actual Price increased or reduced to
reflect aggregate payments expected to result from settlements, withholds,
any other contingent payment arrangements and non -claims transactions
with all of the Host Blue's health care Providers or one or more particular
Providers ("Estimated Price"), or
(iii) An average price, determined by the Host Blue in accordance with
BlueCard Policies, based on a billed charges discount representing the Host
Blue's average savings expected after settlements, withholds, any other
contingent payment arrangements and non -claims transactions for all of its
Providers or for a specified group of Providers ("Average Price"). An
Average Price may result in greater variation to the Participant and the
Employer from the Actual Price than would an Estimated Price.
Host Blues using either the Estimated Price or Average Price will, in accordance
with BlueCard Policies, prospectively increase or reduce the Estimated Price or
Average Price to correct for over- or underestimation of past prices. However, the
amount paid by the Participant and the Employer is a final price and will not be
affected by such prospective adjustment. In addition, the use of a liability calculation
method of Estimated Price or Average Price may result in some portion of the
amount paid by the Employer being held in a variance account by the Host Blue,
pending settlement with its participating Providers. Because all amounts paid are
final, the funds held in a variance account, if any, do not belong to the Employer and
are eventually exhausted by Provider settlements and through prospective
adjustments to the negotiated prices.
Statutes in a small number of states may require a Host Blue either (1) to use a
basis for calculating a Participant's liability for covered services that does not reflect
the entire savings realized, or expected to be realized, on a particular claim or (2) to
add a surcharge. Should any state statutes mandate liability calculation methods
that differ from the negotiated price methodology or require a surcharge, the Claim
3
d
Vol. pg.
Administrator would then calculate the Participant's liability and the Employer's
liability for any covered services consistent with the applicable state statute in effect
at the time the Participant received those services.
Return of Overpayments
Under BlueCard, recoveries from a Host Blue or from participating Providers of a
Host Blue can arise in several ways, including, but not limited to, anti -fraud and
abuse audits, Provider/hospital audits, credit balance audits, utilization review
refunds, and unsolicited refunds. In some cases, the Host Blue will engage third
parties to assist in discovery or collection of recovery amounts. The fees of such a
third party are netted against the recovery. Recovery amounts, net of fees, if any,
will be applied in accordance with applicable BlueCard Policies, which generally
require correction on a claim -by -claim or prospective basis.
BlueCard Fees and Compensation
The Employer understands and agrees (1) to pay certain fees and compensation to
the Claim Administrator which the Claim Administrator is obligated under BlueCard
to pay to the Host Blue, to the Blue Cross Blue Shield Association, or to the
BlueCard vendors and (2) that fees and compensation under BlueCard may be
revised from time to time without the Employer's prior approval in accordance with
the standard procedures for revising fees and compensation under BlueCard. Some
of these fees and compensation are charged each time a claim is processed through
BlueCard and include, but are not limited to, access fees, administrative expense
allowance fees, Central Financial Agency Fees, and ITS Transaction Fees. Also,
some of these Claim -based fees, such as the access fee and the administrative
expense allowance fee, may be passed on to the Employer as an additional Claim
liability. Other fees include, but are not limited to, a toll-free phone number fee and a
fee for providing certain Provider directories.
VOL - 3.qq pg._.�gL
INTERLOCAL COOPERATION CONTRACT
I. CONTRACTING PARTIES and AUTHORITY
The Department of Public Safety (DPS) and Brazos County are contracting under the authority of Texas
Government Code Chapter 791 (the Interlocal Cooperation Act).
Brazos County certifies that it has the authority to contract for the services by authority granted in
Chapter 262, Local Government Code (County Purchasing Act), and Texas Code of Criminal Procedure
art. 2.17.
DPS certifies that it has authority to perform the services contracted for by authority granted in Texas
Government Code Chapter 411.
BACKGROUND and PURPOSE
Brazos County has a need for assistance in testing of Seized Drug analysis of evidence and requests that
DPS provide Seized Drug analysis of evidence submitted by Brazos County.
DPS has the ability to assist in this regard and agrees to provide Seized Drug analysis of evidence
submitted by Brazos County.
Ill. STATEMENT OF SERVICES TO BE PERFORMED
DPS will perform the following services.
A. DPS will analyze evidence submitted by Brazos County requesting Seized Drug analysis.
B. At its discretion, DPS will assign the services of two full time equivalent (FTEs) to perform
analysis under this Contract. Each FTE will be a DPS employee.
C. DPS will attempt to provide a thirty -calendar -day or less turn -around time, from the date of
submission to the DPS Laboratory, for seized drug cases with two items or less tested. Turn-
around time for case submissions with more than two items tested could exceed thirty
calendar days for analysis. Case submissions with additional requests for testing outside the
scope of the contract (like but not limited to friction ridge development on seized drugs
cases) will delay the completion of the case. Cases will be expedited but the total analysis
time will exceed 30 days.
D. The assigned DPS FTEs will work on Brazos County cases awaiting seized drug analysis up
until the monthly contract amounts are tested before examining evidence from other
agencies as long as this Contract is in place.
E. At its discretion, DPS will assign the FTEs other work after the monthly contract amounts
are tested under this Contract, within the parameters of DPS Crime Laboratory policies and
Page 1 of 5
voa. 3�q pg. �87�1
procedures. Case submissions by Brazos County will not exceed 140 cases per month (seized
drug) or 364 items tested, whichever is reached first under this Contract.
F. If under this Contract, Brazos County does not submit the monthly contract amounts, DPS
will assign the FTEs other backlogged work.
G. DPS will provide Brazos County a Certificate of Analysis for each case submitted under this
Contract.
Brazos County understands or will perform the following.
A. Brazos County understands that DPS is solely responsible for the employment and
management of the DPS personnel. Brazos County understands that it will have no input
into DPS's decisions regarding management or work of DPS personnel.
B. Brazos County will ensure that a valid subpoena is issued to any DPS Laboratory analyst
needed for court testimony with at least two weeks prior notice when available.
C. Brazos County will continue to follow all laboratory policies and procedures outlined in
DPS's Laboratory Customer's Handbook, unless otherwise noted.
a. Misdemeanor evidence analysis is permitted at discretion of Brazos County but the
testing will count toward the 140 cases and 364 items tested per month. No
additional testing (such as friction ridge analysis) will be included on misdemeanor
cases submitted.
b. If all items submitted require testing, this must be communicated on the submission
form accompanying the evidence submission.
D. Cases submitted to DPS from Brazos County during the duration of this Contract will not be
outsourced to a lab outside of the DPS Laboratory System for analysis.
E. Brazos County will not be responsible for paying any testimony fees associated with
testimony given in any judicial proceeding in connection with services provided by DPS
pursuant to the provisions of this Contract. If testimony is required by former or retired DPS
employees, DPS is not responsible for the associated travel costs; Brazos County may be
responsible for per diem including travel expenses. Testimony fees are not included in this
expectation.
F. Brazos County understands the DPS cannot compel testimony of former or retired
employees who provided work under the Contract.
G. Brazos County understands that if testimony is needed for a case previously worked by a
former or retired employee, it will work with the appropriate entity to:
a. Evaluate whether a peer review affidavit by a current employee can serve in place of
testimony
b. Encourage the use of video testimony as authorized by statute
Page 2 of 5
VO I. �y�. pg.���
c. Submit the evidence for re -analysis only using the current Expedite Analysis / Re-
analysis Request form after all other options have been exhausted. Cases requiring
re -analysis will not count toward the monthly number of cases submitted or items
tested. Additionally, the evidence may be worked by any qualified DPS employee,
not necessarily the individual hired under this Contract.
H. Brazos County understands DPS provides standard litigation packets upon request. If
discovery material beyond a litigation packet is required for every case completed under
this Contract, additional personnel resources must be included.
IV. CONTRACT AMOUNT and BASIS FOR CALCULATING COSTS
The total amount of this contract will not exceed $740,872.70. This amount is intended to cover the
actual cost of having two DPS Forensic Scientists available to Brazos County during its business hours
and it includes salary, equipment, and operational costs (see Exhibit A). Brazos County will remit to DPS
by check all costs for performing the services as identified. To accomplish the stated goals of the
agreement, DPS may invoice for more than the annual amount stated in Exhibit A for any given year.
The cumulative total of those invoices will not exceed the total of the Contract.
The Contract allows for analysis of up to 140 cases per month (seized drug) or 364 items tested,
whichever is reached first under this Contract. If more than 140 cases per month (seized drug) or 364
items tested are submitted, they will be processed in the same manner as case submissions from other
agencies, not having an Interfocal Cooperation Contract with DPS.
V. TERM OF CONTRACT and AMENDMENTS
This contract is effective December 5,.2021. The contract will terminate on August 31, 2025, or upon
written request of either party with 30 calendar days' written notice, whichever occurs earlier. This
contract may only be amended or extended by mutual written agreement of the parties.
VI. NOTICE
The respective party will provide any required notice as noted in this section. Either party may change
its information in this section by giving the other party written notice and the date upon which the
change will become effective.
If to DPS: Brady Mills, Chief, Crime Laboratory Division, 5800 Guadalupe, Austin TX 78752, Email:
brady.mills@dps.texas.gov. Phone 512-424-7151.
If to Brazos County: Earl Gray, Brazos County Attorney, 300 E. 26th Street, Suite 1300, Bryan, TX, Email:
egray@brazoscountyty.gov. Phone 979-361-4472.
VII. CERTIFICATIONS
The Parties certify that (1) the Contract is authorized by the governing body of each party; (2) the
purpose, terms, rights, and duties of the Parties are stated within the Contract; and (3) each Party will
Page 3 of 5
«0
make payments for the performance of governmental functions or services from current revenues
available to the paying party.
The undersigned signatories have full authority to enter into this Contract on behalf of the respective
Parties.
Brazos County
Duane Peters
County Judge
Signature of Authorized Representative
Date: 1 -2 19- 1, /a I
Texas Department of Public Safety
Steven C. McCraw
Director
Signature of Authorized Representative
Date:
Page 4 of 5
I°vas. _— gig. 190
EXHIBIT A
Page 5 of 5
vno. 3Ltq P ri. ► G I
—
Year 1
Year 2
Year 3
Year 4
'
FS III
FS II
FS If
FS II
SALARY AND BENEFITS
Forensic Scientist II salary
$5,919.76
$4,633.87
$4,948.97
$5,542.85
Number of FTEs
2
2
2
2
Base Salaries
$142,074.24
$111,212.88
$118,775.28
$99,771.30
Benefits @ 32% of salary
$45,463.76
$35,588.12
$38,008.09
$31,926.82
TOTAL SALARY AND BENEFITS
$187,538.00
$146,801.00
$156,783.37
$131,698.12
Annual training costs
$1,000.00
$1,000.00
$1,000.00
$1,000.00
Licensing Fee 1
$450.50
$409.50
Operating and equipment expense
$30,927.86
$23,531.76
$23,531.76
$17,648.82
Administrative costs (2S516)
$5,461.65
$4,258.32
$4,507.88
$3,733.67
Annual Total
225,378.0D
175,591.08
185,823.01 1
154,080.61
Contract Total I 1
1
$740,872.70
Page 5 of 5
vno. 3Ltq P ri. ► G I
—
AXON
Master Services and Purchasing Agreement between
Axon and Agency
This Master Services and Purchasing Agreement ("Agreement") is between Axon Enterprise, Inc., a Delaware
corporation ("Axon"), and the agency on the Quote ("Agency"). This Agreement is effective as of the later of the
(a) last signature date on this Agreement or (b) signature date on the Quote ("Effective Date"). Axon and Agency
are each a "Party" and collectively "Parties". This Agreement governs Agency's purchase and use of the Axon
Devices and Services detailed in the Quote Appendix ("Quote"). It is the intent of the Parties that this Agreement
act as a master agreement governing all subsequent purchases by Agency for the same Axon products and services
in the Quote, and all such subsequent quotes accepted by Agency shall be also incorporated into this Agreement
by reference as a Quote. The Parties therefore agree as follows:
1 Definitions.
"Axon Cloud Services" means Axon's web services for Axon Evidence, Axon Records, Axon Dispatch,
and interactions between Evidence.corn and Axon Devices or Axon client software. Axon Cloud Service
excludes third -party applications, hardware warranties, and my.evidence.com.
"Axon Device" means all hardware provided by Axon under this Agreement.
"Quote" means an offer to sell and is only valid for devices and services on the quote at the specified prices.
Any terms within Agency's purchase order in response to a Quote will be void. Orders are subject to prior
credit approval. Changes in the deployment estimated ship date may change charges in the Quote.
Shipping dates are estimates only. Axon is not responsible for typographical errors in any offer by Axon,
and Axon reserves the right to cancel any orders resulting from such errors.
"Services" means all services provided by Axon under this Agreement, including software, Axon Cloud
Services, and professional services.
2 Term. This Agreement begins on the Effective Date and continues until all subscriptions hereunder have
expired or have been terminated ("Term").
All subscriptions including Axon Evidence, Axon Fleet, Officer Safety Plans, Technology Assurance Plans,
and TASER 7 plans begin after shipment of the applicable Axon Device. If Axon ships the Axon Device in
the first half of the month, the start date is the 1st of the following month. If Axon ships the Axon Device in
the second half of the month, the start date is the 15th of the following month. For purchases solely of Axon
Evidence subscriptions, the start date is the Effective Date. Each subscription term ends upon completion
of the subscription stated in the Quote ("Subscription Term").
Upon completion of the Subscription Term, the Subscription Term will automatically renew for an additional
5 years ("Renewal Term"), provided that. prior to such renewal, the parties shall negotiate in good faith and
arrive on mutually agreed-upon pricing and terms. prior to such renewal, the parties shall negotiate in good
faith and arrive on mutually agreed-upon pricing and terms. New devices and services may require
additional terms. Axon will not authorize services until Axon receives a signed Quote or accepts a purchase
order, whichever is first.
3 Payment. Axon invoices upon shipment. Payment is due net 30 days from the invoice date. Payment
obligations are non -cancelable. Agency will pay invoices without setoff, deduction, or withholding. If Axon
sends a past due account to collections, Agency is responsible for collection and attorneys' fees.
4 Taxes. Agency is responsible for sales and other taxes associated with the order unless Agency provides
Axon a valid tax exemption certificate.
5 Shipping. Axon may make partial shipments and ship Axon Devices from multiple locations. All shipments
are FOB destination. Title and risk of loss pass to Agency upon delivery to Agency. Agency is responsible
for any shipping charges in the Quote.
6 Returns. All sales are final. Axon does not allow refunds or exchanges, except warranty returns or as
provided by state or federal law.
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 13.0
Release Date: 3/31/2021 Page 1 of 23
Vol, 3A9 Pq. �� aZ
Master Services and Purchasing Agreement between
AXON
Axon and Agency
7 WarrantV.
7.1 Hardware Limited Warranty. Axon warrants that Axon -manufactured Devices are free from
defects in workmanship and materials for 1 year from the date of Agency's receipt, except Signal
Sidearm, which Axon warrants for 30 months from the date of Agency's receipt. Axon warrants its
Axon -manufactured accessories for 90 -days from the date of Agency's receipt. Used conducted
energy weapon ("CEW") cartridges are deemed to have operated properly. Extended warranties
run from the expiration of the 1 -year hardware warranty through the extended warranty term. Non -
Axon manufactured Devices are not covered by Axon's warranty. Agency should contact the
manufacturer for support of non -Axon manufactured Devices.
7.2 Claims. If Axon receives a valid warranty claim for an Axon manufactured Device during the
warranty term, Axon's sole responsibility is to repair or replace the Device with the same or like
Device, at Axon's option. A replacement Axon Device will be new or like new. Axon will warrant the
replacement Axon Device for the longer of (a) the remaining warranty of the original Axon Device
or (b) 90 -days from the date of repair or replacement.
If Agency exchanges a device or part, the replacement item becomes Agency's property, and the
replaced item becomes Axon's property. Before delivering a Axon Device for service, Agency must
upload Axon Device data to Axon Evidence or download it and retain a copy. Axon is not
responsible for any loss of software, data, or other information contained in storage media or any
part of the Axon Device sent to Axon for service.
7.3 Spare Axon Devices. For qualified purchases, Axon may provide Agency a predetermined number
of spare Axon Devices as detailed in the Quote ("Spare Axon Devices"). Spare Axon Devices are
intended to replace broken or non-functioning units while Agency submits the broken or non-
functioning units, through Axon's warranty return process. Axon will repair or replace the unit with
a replacement Axon Device. Title and risk of loss for all Spare Axon Devices shall pass to Agency
in accordance with shipping terms under Section 5. Axon assumes no liability or obligation in the
event Agency does not utilize Spare Axon Devices for the intended purpose.
7.4 Limitations. Axon's warranty excludes damage related to: (a) failure to follow Axon Device use
instructions; (b) Axon Devices used with equipment not manufactured or recommended by Axon;
(c) abuse, misuse, or intentional damage to Axon Device; (d) force majeure; (e) Axon Devices
repaired or modified by persons other than Axon without Axon's written permission; or (f) Axon
Devices with a defaced or removed serial number.
7.4.1 To the extent permitted by law, the above warranties and remedies are exclusive.
Axon disclaims all other warranties, remedies, and conditions, whether oral, written,
statutory, or implied. If statutory or implied warranties cannot be lawfully disclaimed,
then such warranties are limited to the duration of the warranty described above and
by the provisions in this Agreement.
7.4.2 Axon's cumulative liability to any Party for any loss or damage resulting from any
claim, demand, or action arising out of or relating to any Axon Device or Service will
not exceed the purchase price paid to Axon for the Axon Device, or if for Services,
the amount paid for such Services over the 12 months preceding the claim. Neither
Party will be liable for direct, special, indirect, incidental, punitive or consequential
damages, however caused, whether for breach of warranty or contract, negligence,
strict liability, tort or any other legal theory.
Statement of Work. Certain Axon Devices and Services, including Axon Interview Room, Axon Channel
Services, and Axon Fleet, may require a Statement of Work that details Axon's Service deliverables
("SOW"). In the event Axon provides an SOW to Agency, Axon is only responsible to perform Services
described in the SOW. Additional services are out of scope. The Parties must document scope changes in
a written and signed change order. Changes may require an equitable adjustment in fees or schedule. The
SOW is incorporated into this Agreement by reference.
9 Axon Device Warnings. See www.axon.com/legal for the most current Axon Device warnings.
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 13.0 a s
Release Date: 3/31/2021 3iA9 pg.
Page 2 of 23
AMasterXON
Services and Purchasing Agreement between
Axon and Agency
10 'Design Changes. Axon may make design changes to any Axon Device or Service without notifying Agency
or making the same change to Axon Devices and Services previously purchased by Agency.
11 Bundled Offerings. Some offerings in bundled offerings may not be generally available at the time of
Agency's purchase. Axon will not provide a refund, credit, or additional discount beyond what is in the
Quote due to a delay of availability or Agency's election not to utilize any portion of an Axon bundle.
12 Insurance. Axon will maintain General Liability, Workers' Compensation, and Automobile Liability
insurance. Upon request, Axon will supply certificates of insurance.
13 Indemnification. Axon will indemnify Agency's officers, directors, and employees ("Agency Indemnitees")
against all claims, demands, losses, and reasonable expenses arising out of a third -party claim against an
Agency Indemnitee resulting from any negligent act, error or omission, or willful misconduct by Axon under
this Agreement, except to the extent of Agency's negligence or willful misconduct, or claims under workers
compensation.
14 IP Rights. Axon owns and reserves all right, title, and interest in Axon devices and services and suggestions
to Axon, including all related intellectual property rights. Agency will not cause any Axon proprietary rights
to be violated.
1s IP Indemnification. Axon will indemnify Agency Indemnitees against all claims, losses, and reasonable
expenses from any third -party claim alleging that the use of Axon Devices or Services infringes or
misappropriates the third -party's intellectual property rights. Agency must promptly provide Axon with
written notice of such claim, tender to Axon the defense or settlement of such claim at Axon's expense and
cooperate fully with Alcon in the defense or settlement of such claim. Axon's I P indemnification obligations
do not apply to claims based on (a) modification of Axon Devices or Services by Agency or a third -party not
approved by Axon; (b) use of Axon Devices and Services in combination with hardware or services not
approved by Axon; (c) use of Axon Devices and Services other than as permitted in this Agreement; or (d)
use of Axon software that is not the most current release provided by Axon.
16 Agency Responsibilities. Agency is responsible for (a) Agency's use of Axon Devices; (b) breach of this
Agreement or violation of applicable law by Agency or an Agency end user; and (c) a dispute between
Agency and a third -party over Agency's use of Alcon Devices.
17 Termination.
17.1 For Breach. A Party may terminate this Agreement for cause if it provides 30 days written notice
of the breach to the other Party, and the breach remains uncured at the end of 30 days. If Agency
terminates this Agreement due to Axon's uncured breach, Axon will refund prepaid amounts on a
prorated basis based on the effective date of termination.
17.2 By Agency. If sufficient funds are not appropriated or otherwise legally available to pay the fees,
Agency may terminate this Agreement. Agency will deliver notice of termination under this section
as soon as reasonably practicable.
17.3 Effect of Termination. Upon termination of this Agreement, Agency rights immediately terminate.
Agency remains responsible for all fees incurred before the effective date of termination. If Agency
purchases Axon Devices for less than the manufacturer's suggested retail price ("IVISRP") and this
Agreement terminates before the end of the Term, Axon will invoice Agency the difference between
the MSRP for Axon Devices received, including any Spare Axon Devices, and amounts paid
towards those Axon Devices, as shown on Exhibit 1. Only if terminating for non -appropriation,
Agency may return Axon Devices to Axon within 30 days of termination. MSRP is the standalone
price of the individual Axon Device at the time of sale. For bundled Axon Devices, MSRP is the
standalone price of all individual components.
18 Confidentiality. "Confidential Information" means nonpublic information designated as confidential or,
given the nature of the information or circumstances surrounding disclosure, should reasonably be
Title: Master Services and Purchasing ing Agreement between Axon and Agency
Department: Legal
Version: 13.0
Release Date: 3/31/2021 Page 3 of 23
Ahjk� AXO N Master Services and Purchasing Agreement between
Axon and Agency
understood to be confidential. Each Party will take reasonable measures to avoid disclosure, dissemination,
or unauthorized use of the other Party's Confidential Information. Unless required by law, neither Party will
disclose the other Party's Confidential Information during the Term and for 5 -years thereafter. Axon pricing
is Confidential Information and competition sensitive. If Agency is required by law to disclose Axon pricing,
to the extent allowed by law, Agency will provide notice to Axon before disclosure..
19 General.
19.1 Force Majeure. Neither Party will be liable for any delay or failure to perform due to a cause beyond
a Party's reasonable control.
19.2 Independent Contractors. The Parties are independent contractors. Neither Party has the
authority to bind the other. This Agreement does not create a partnership, franchise, joint venture,
agency, fiduciary, or employment relationship between the Parties.
19.3 Third -Party Beneficiaries. There are no third -party beneficiaries under this Agreement.
19.4 Non -Discrimination. Neither Party nor its employees will discriminate against any person based
on race; religion; creed; color; sex; gender identity and expression; pregnancy; childbirth;
breastfeeding; medical conditions related to pregnancy, childbirth, or breastfeeding; sexual
orientation; marital status; age; national origin; ancestry; genetic information; disability; veteran
status; or any class protected by local, state, or federal law.
19.5 Export Compliance. Each Party will comply with all import and export control laws and regulations.
19.6 Assignment. Neither Party may assign this Agreement without the other Party's prior written
consent. Axon may assign this Agreement, its rights, or obligations without consent: (a) to an
affiliate or subsidiary; or (b) for purposes of financing, merger, acquisition, corporate reorganization,
or sale of all or substantially all its assets. This Agreement is binding upon the Parties respective
successors and assigns.
19.7 Waiver. No waiver or delay by either Party in exercising any right under this Agreement constitutes
a waiver of that right.
19.8 Severability. If a court of competent jurisdiction holds any portion of this Agreement invalid or
unenforceable, the remaining portions of this Agreement will remain in effect.
19.9 Survival. The following sections will survive termination: Payment, Warranty, Axon Device
Warnings, Indemnification, IP Rights, and Agency Responsibilities.
19.10 Governing Law. The laws of the state where Agency is physically located, without reference to
conflict of law rules, govern this Agreement and any dispute arising from it. The United Nations
Convention for the International Sale of Goods does not apply to this Agreement.
19.11 Notices. All notices must be in English. Notices posted on Agency's Axon Evidence site are
effective upon posting. Notices by email are effective on the sent date of the email. Notices by
personal delivery are effective immediately. Contact information for notices:
Axon: Axon Enterprise, Inc. Agency:
Attn: Legal Attn:
17800 N. 85th Street Street Address
Scottsdale, Arizona 85255 City, State, Zip
legal@axon.com Email
19.12 Entire Agreement. This Agreement, including the Appendices and any SOW(s), represents the
entire agreement between the Parties. This Agreement supersedes all prior agreements or
understandings, whether written or verbal, regarding the subject matter of this Agreement. This
Title: Master Services and Purchasing Agreement etween Axon and Agency
Department: Legal
Version: 13.0
Release Date: 3/31/2021 Page 4 of 23
"V®9.1 �q pg. tqS_
DocuSign Envelope ID: 95916AO7-B8C5-48C3-9668-5D9916E79819
Agreement may only be modified or amended in a writing signed by the Parties.
Each representative identified below declares they have been expressly authorized to execute this Agreement as
of the date of signature.
Axon Ent .8"'lelgey:
vyisutL
�OI�u, f,
Signature:
Name: Robert E Driscoll
Title: VP, Assoc. General counsel
Date: 12/16/2021 1 11:38 AM MST
Agency
L)��.�
Signature: (L,1me, `J
Name: 1 DgkAs
Title:
Date:
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 Page 5 of 23
vii. 3 q-- pg.
AXON� Master Services and Purchasing Agreement
Axon Cloud Services Terms of Use Appendix
Definitions.
"Agency Content" is data uploaded into, ingested by, or created in Axon Cloud Services within
Agency's tenant, including media or multimedia uploaded into Axon Cloud Services by Agency.
Agency Content includes Evidence but excludes Non -Content Data.
"Evidence" is media or multimedia uploaded into Axon Evidence as 'evidence' by an Agency.
Evidence is a subset of Agency Content.
"Non -Content Data" is data, configuration, and usage information about Agency's Axon Cloud
Services tenant, Axon Devices and client software, and users that is transmitted or generated when
using Axon Devices. Non -Content Data includes data about users captured during account
management and customer support activities. Non -Content Data does not include Agency Content
"Personal Data" means any information relating to an identified or identifiable natural person. An
identifiable natural person is one who can be identified, directly or indirectly, in particular by
reference to an identifier such as a name, an identification number, location data, an online identifier
or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural
or social identity of that natural person.
2 Access. Upon Axon granting Agency a subscription to Axon Cloud Services, Agency may access
and use Axon Cloud Services to store and manage Agency Content. Agency may not exceed more
end users than the Quote specifies. Axon Air requires an Axon Evidence subscription for each
drone operator. For Axon Evidence Lite, Agency may access and use Axon Evidence only to store
and manage TASER CEW and TASER CAM data ("TASER Data"). Agency may not upload non-
TASER Data to Axon Evidence Lite.
3 Agency Owns Agency Content. Agency controls and owns all right, title, and interest in Agency
Content. Except as outlined herein, Axon obtains no interest in Agency Content, and Agency
Content is not Axon's business records. Agency is solely responsible for uploading, sharing,
managing, and deleting Agency Content. Axon will only have access to Agency Content for the
limited purposes set forth herein. Agency agrees to allow Axon access to Agency Content to (a)
perform troubleshooting, maintenance, or diagnostic screenings; and (b) enforce this Agreement
or policies governing use of the Axon products.
4 Security. Axon will implement commercially reasonable and appropriate measures to secure
Agency Content against accidental or unlawful loss, access or disclosure. Axon will maintain a
comprehensive information security program to protect Axon Cloud Services and Agency Content
including logical, physical access, vulnerability, risk, and configuration management; incident
monitoring and response; encryption of uploaded digital evidence; security education; and data
protection. Axon agrees to the Federal Bureau of Investigation Criminal Justice Information
Services Security Addendum.
5 Agency Responsibilities. Agency is responsible for (a) ensuring Agency owns Agency Content;
(b) ensuring no Agency Content or Agency end user's use of Agency Content or Axon Cloud
Services violates this Agreement or applicable laws; and (c) maintaining necessary computer
equipment and Internet connections for use of Axon Cloud Services. If Agency becomes aware of
any violation of this Agreement by an end user, Agency will immediately terminate that end user's
access to Axon Cloud Services.
Agency will also maintain the security of end user names and passwords and security and access
by end users to Agency Content. Agency is responsible for ensuring the configuration and utilization
of Axon Cloud Services meet applicable Agency regulation and standards. Agency may not sell,
transfer, or sublicense access to any other entity or person. Agency shall contact Axon immediately
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 Page 6 of 23
Volo pg. lu
AXON M ster Services and Purchasing
� a g Agreement
if an unauthorized party may be using Agency's account or Agency Content, or if account
information is lost or stolen.
To the extent Agency uses the Axon Cloud Services to interact with YouTubeO, such use may be
governed by the YouTube Terms of Service, available at
hftps:/Iwww.youtube.com/static?temr)late=terms.
6 Privacy. Agency's use of Axon Cloud Services is subject to the Axon Cloud Services Privacy
Policy, a current version of which is available at https://www.axon.com/legal/cloud-services-
privacy-policy. Agency agrees to allow Axon access to Non -Content Data from Agency to (a)
perform troubleshooting, maintenance, or diagnostic screenings; (b) provide, develop, improve,
and support current and future Axon products and related services; and (c) enforce this Agreement
or policies governing the use of Axon products.
7 Axon Body 3 Wi-Fi Positioning. Axon Body 3 cameras offer a feature to enhance location
services where GPS/GNSS signals may not be available, for instance, within buildings or
underground. Agency administrators can manage their choice to use this service within the
administrative features of Axon Cloud Services. If Agency chooses to use this service, Axon must
also enable the usage of the feature for Agency's Axon Cloud Services tenant. Agency will not see
this option with Axon Cloud Services unless Axon has enabled Wi-Fi Positioning for Agency's Axon
Cloud Services tenant. When Wi-Fi Positioning is enabled by both Axon and Agency, Non -Content
and Personal Data will be sent to Skyhook Holdings, Inc. ("Skyhook") to facilitate the Wi-Fi
Positioning functionality. Data controlled by Skyhook is outside the scope of the Axon Cloud
Services Privacy Policy and is subject to the Skyhook Services Privacy Policy.
8 Storage. For Axon Unlimited Device Storage subscriptions, Agency may store unlimited data in
Agency's Axon Evidence account only if data originates from Axon Capture or the applicable Axon
Device. Axon may charge Agency additional fees for exceeding purchased storage amounts. Axon
may place Agency Content that Agency has not viewed or accessed for 6 months into archival
storage. Agency Content in archival storage will not have immediate availability and may take up
to 24 hours to access.
Location of Storage. Axon may transfer Agency Content to third -party subcontractors for storage.
Axon will determine the locations of data centers for storage of Agency Content. For United States
agencies, Axon will ensure all Agency Content stored in Axon Cloud Services remains within the
United States. Ownership of Agency Content remains with Agency.
10 Suspension. Axon may temporarily suspend Agency's or any end user's right to access or use
any portion or all of Axon Cloud Services immediately upon notice, if Agency or end user's use of
or registration for Axon Cloud Services may (a) pose a security risk to Axon Cloud Services or any
third -party; (b) adversely impact Axon Cloud Services , the systems, or content of any other
customer; (c) subject Axon, Axon's affiliates, or any third -party to liability; or (d) be fraudulent.
Agency remains responsible for all fees incurred through suspension. Axon will not delete Agency
Content because of suspension, except as specified in this Agreement.
11 Axon Cloud Services Warranty. Axon disclaims any warranties or responsibility for data
corruption or errors before Agency uploads data to Axon Cloud Services.
12 Axon Records. Axon Records is the software -as -a -service product that is generally available at
the time Agency purchases an OSP 7 bundle. During Agency's Axon Records Subscription Term,
Agency will be entitled to receive Axon's Update and Upgrade releases on an if -and -when available
basis.
The Axon Records Subscription Term will end upon the competition of the Axon Records
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AXONMaster Services and Purchasing Agreement
Subscription as documented in the Quote, or if purchased as part of an OSP 7 bundle, upon
competition of the OSP 7 Term ("Axon Records Subscription")
An "Update" is a generally available release of Axon Records that Axon makes available from time
to time. An "Upgrade" includes (i) new versions of Axon Records that enhance features and
functionality, as solely determined by Axon; and/or (ii) new versions of Axon Records that provide
additional features or perform additional functions. Upgrades exclude new products that Axon
introduces and markets as distinct products or applications.
New or additional Axon products and applications, as well as any Axon professional services
needed to configure Axon Records, are not included. If Agency purchases Axon Records as part
of a bundled offering, the Axon Record subscription begins on the later of the (1) start date of that
bundled offering, or (2) date Axon provisions Axon Records to Agency.
13 Axon Cloud Services Restrictions. Agency and Agency end users (including employees,
contractors, agents, officers, volunteers, and directors), may not, or may not attempt to:
13.1 copy, modify, tamper with, repair, or create derivative works of any part of Axon Cloud
Services;
13.2 reverse engineer, disassemble, or decompile Axon Cloud Services or apply any process
to derive any source code included in Axon Cloud Services, or allow others to do the same;
13.3 access or use Axon Cloud Services with the intent to gain unauthorized access, avoid
incurring fees or exceeding usage limits or quotas;
13.4 use trade secret information contained in Axon Cloud Services, except as expressly
permitted in this Agreement;
13.6 access Axon Cloud Services to build a competitive device or service or copy any features,
functions, or graphics of Axon Cloud Services;
13.6 remove, alter, or obscure any confidentiality or proprietary rights notices (including
copyright and trademark notices) of Axon's or Axon's licensors on or within Axon Cloud
Services; or
13.7 use Axon Cloud Services to store or transmit infringing, libelous, or other unlawful or
tortious material; to store or transmit material in violation of third -party privacy rights; or to
store or transmit malicious code.
14 After Suspension or Termination. Axon will not delete Agency Content for 90 -days following
termination. There will be no functionality of Axon Cloud Services during these 90 -days other than
the ability to retrieve Agency Content. Agency will not incur additional fees if Agency downloads
Agency Content from Axon Cloud Services during this time. Axon has no obligation to maintain or
provide Agency Content after these 90 -days and will thereafter, unless legally prohibited, delete all
Agency Content. Upon request, Axon will provide written proof that Axon successfully deleted and
fully removed all Agency Content from Axon Cloud Services.
1s Post -Termination Assistance. Axon will provide Agency with the same post -termination data
retrieval assistance that Axon generally makes available to all customers. Requests for Axon to
provide additional assistance in downloading or transferring Agency Content, including requests
for Axon's data egress service, will result in additional fees and Axon will not warrant or guarantee
data integrity or readability in the external system.
16 U.S. Government Rights. If Agency is a U.S. Federal department or using Axon Cloud Services
on behalf of a U.S. Federal department, Axon Cloud Services is provided as a "commercial item,"
"commercial computer software," "commercial computer software documentation," and "technical
data", as defined in the Federal Acquisition Regulation and Defense Federal Acquisition Regulation
Supplement. If Agency is using Axon Cloud Services on behalf of the U.S. Government and these
terms fail to meet the U.S. Government's needs or are inconsistent in any respect with federal law,
Agency wili immediately discontinue use of Axon Cloud Services.
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AXON Master Services and Purchasing Agreement
reement
17 Survival. Upon any termination of this Agreement, the following sections in this Appendix will
survive: Agency Owns Agency Content, Storage, Axon Cloud Services Warranty, and Axon Cloud
Services Restrictions.
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Axon Customer Experience Improvement Program Appendix
Axon Customer Experience Improvement Program (ACEIP). The ACEIP is designed to
accelerate Axon's development of technology, such as building and supporting automated features,
to ultimately increase safety within communities and drive efficiency in public safety. To this end,
subject to the limitations on Axon as described below, Axon, where allowed by law, may make
limited use of Agency Content from all of its customers, to provide, develop, improve, and support
current and future Axon products (collectively, "ACEIP Purposes"). However, at all times, Axon
will comply with its obligations pursuant to the Axon Cloud Services Terms of Use Appendix to
maintain a comprehensive data security program (including compliance with the CJIS Security
Policy for Criminal Justice Information), privacy program, and data governance policy, including
high industry standards of de -identifying Personal Data, to enforce its security and privacy
obligations for the ACEIP. ACEIP has 2 tiers of participation, Tier 1 and Tier 2. By default, Agency
will be a participant in ACEIP Tier 1. If Agency does not want to participate in ACEIP Tier 1, Agency
can revoke its consent at any time. If Agency wants to participate in Tier 2, as detailed below,
Agency can check the ACEIP Tier 2 box below. If Agency does not want to participate in ACEIP
Tier 2, Agency should leave box unchecked. At any time, Agency may revoke its consent to ACEIP
Tier 1, Tier 2, or both Tiers.
1.1 ACEIP Tier 1.
1.1.1. When Axon uses Agency Content for the ACEIP Purposes, Axon will extract
from Agency Content and may store separately copies of certain segments or
elements of the Agency Content (collectively, "ACEIP Content"). When
extracting ACEIP Content, Axon will use commercially reasonable efforts to
aggregate, transform or de -identify Agency Content so that the extracted
ACEIP Content is no longer reasonably capable of- being associated with, or
could reasonably be linked directly or indirectly to a particular individual
("Privacy Preserving Technique(s)"). For illustrative purposes, some
examples are described in footnote 11. For clarity, ACEIP Content will still be
linked indirectly, with an attribution, to the Agency from which it was extracted.
This attribution will be stored separately from the data itself, but is necessary
for and will be solely used to enable Axon to identify and delete all ACEIP
Content upon Agency request. Once de -identified, ACEIP Content may then be
further modified, analyzed, and used to create derivative works. At any time,
Agency may revoke the consent granted herein to Axon to access and use
Agency Content for ACEIP Purposes. Within 30 days of receiving the Agency's
request, Axon will no longer access or use Agency Content for ACEIP Purposes
and will delete any and all ACEIP Content. Axon will also delete any derivative
works which may reasonably be capable of being associated with, or could
reasonably be linked directly or indirectly to Agency. In addition, if Axon uses
Agency Content for the ACEIP Purposes, upon request, Axon will make
available to Agency a list of the specific type of Agency Content being used to
generate ACEIP Content, the purpose of such use, and the retention, privacy
preserving extraction technique, and relevant data protection practices
1 For example; (a) when extracting specific text to improve automated transcription capabilities, text that could be used
to directly identify a particular individual would not be extracted, .and extracted text would be disassociated from
identifying metadata of any speakers, and the extracted text would be split into individual words and aggregated with
other data sources (including publicly available data) to remove any reasonable ability to link any specific text directly
or indirectly back to a particular individual; (b) when extracting license plate data to improve Automated License Plate
Recognition (ALPR) capabilities, individual license plate characters would be extracted and disassociated from each
other so a complete plate could not be reconstituted, and all association to other elements of the source video, such
as the vehicle, location, time, and the surrounding environment would also be removed; (c) when extracting audio of
potential acoustic events (such as glass breaking or gun shots), very short segments (<1 second) of audio that only
contains the likely acoustic events would be extracted and all human utterances would be removed.
Title: Master Services a fid Purchasing Agreement between Axon and Agency
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� Master Services and Purchasing Agreement
applicable to the Agency Content or ACEIP Content ("Use Case"). From time
to time, Axon may develop and deploy new Use Cases. At least 30 days prior
to authorizing the deployment of any new Use Case, Axon will provide Agency
notice (by updating the list of Use Case at https://www.axon.com/aceip and
providing Agency with a mechanism to obtain notice of that update or another
commercially reasonable method to Agency designated contact) ("New Use
Case").
1.1.2. Expiration of ACEIP Tier 1. Agency consent granted herein, will expire upon
termination of the Agreement. In accordance with section 1.1.1, within 30 days
of receiving the Agency's request, Axon will no longer access or use Agency
Content for ACEIP Purposes and will delete ACEIP Content. Axon will also
delete any derivative works which may reasonably be capable of being
associated with, or could reasonably be linked directly or indirectly to Agency.
1.2 ACEIP Tier 2. In addition to ACEIP Tier 1, if Agency wants to help further improve Axon's
services, Agency may choose to participate in Tier 2 of the ACEIP. ACEIP Tier 2, grants
Axon certain additional rights to use Agency Content, in addition to those set forth in Tier
1 above, without the guaranteed deployment of a Privacy Preserving Technique to enable
product development, improvement, and support that cannot be accomplished with
aggregated, transformed or de -identified data.
❑ Check this box if Agency wants to help further improve Axon's services by
participating in ACEIP Tier 2 in addition to Tier 1. By checking this box, Agency hereby
agrees to the Axon Customer Experience Improvement Program Tier 2 Terms of Service,
available at https://www.axon.com/sales-terms-and-conditions and incorporated herein by
reference.
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AXON� Master Services and Purchasing Agreement
Professional Services Appendix
Utilization of Services. Agency must use professional services as outlined in the Quote and this
Appendix within 6 months of the Effective Date.
2 Body -Worn 'Camera Full Service (BWC Full Sendgpl. BWC Full Service includes advance
remote project planning and configuration support and up to 4 consecutive days of on-site service
and a professional services manager to work with Agency to assess Agency's deployment and
determine which on-site services are appropriate. If Agency requires more than 4 consecutive on-
site days, Agency must purchase additional days. BWC Full Service options include:
System set up and configuration
• Instructor -led setup of Axon View on smartphones (if applicable)
• Configure categories and custom roles based on Agency need
• Register cameras to Agency domain
• Troubleshoot IT issues with Axon Evidence and Axon Dock ("Dock") access
• One on-site session included
Dock configuration
•:
'Work -with Agency`to.decide. the -ideal location of -Docks and set•configurations on Dock
• Authenticate Dock with Axon. Evidence•using admin credentials from Agency
On-site assistance not to include physital mounting of docks .
Best practice implementation planning session
• Provide considerations for the establishment of video policy and system operations best
practices based on Axon's observations with other agencies
• Discuss the importance of entering metadata in the field for organization purposes and other
best practice for digital data management
• Provide referrals of other agencies using the Axon camera devices and Axon Evidence
• Recommend rollout plan based on review of shift schedules
System Admin and -troubleshooting training sessions
Step-by-step explanation and assistance for Agency's configuration of security, roles & permissions,
categories & retention, and other specific settings for -Axon Evidence
Axon instructor training (Train the Trainer)
Training for Agency's in-house instructors who can support Agency's Axon camera and Axon Evidence
training needs after Axon has fulfilled its contractual on-site obligations
Evidence sharing training
Tailored workflow instruction for Investigative Units on sharing Cases and Evidence with local
prosecuting agencies
'End user -go -live training -and support sessions
•
.-Assistance with device set up and configuration
Training on device use, Axon Evidence, and Evidence Sync
Implementation document packet
Axon Evidence administrator guides, camera implementation guides, network setup guide, sample
Policies, and categories & roles guide
Postgo-live review
3 Body -Worn Camera Starter Service (BWC Starter). BWC Starter includes advance remote
project planning and configuration support and one day of on-site Services and a professional
services manager to work closely with Agency to assess Agency's deployment and determine
which Services are appropriate. If Agency requires more than 1 day of on-site Services, Agency
must purchase additional on-site Services. The BWC Starter options include:
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AXON Master Services and
� 9 Agreement
Purchasing
System set up and configuration (Remote Support)
• Instructor -led setup of Axon View on smartphones (if applicable)
• Configure categories & custom roles based on Agency need
• Troubleshoot IT issues with Axon Evidence and Axon Dock ("Dock") access
Dock configuration
• Work with Agency to decide the ideal location of Dock setup and set configurations on Dock
• Authenticate Dock with Axon Evidence using "Administrator' credentials from Agency
• Does not include physical mounting of docks
Axon instructor training (Train the Trainer)
Training for Agency's in-house instructors who can support Agency's Axon camera and Axon Evidence
training needs after Axon's has fulfilled its contracted on-site obligations
End user go -live training and support sessions
• Assistance with device set up and configuration
•
Training on device use, Axon Evidence, and Evidence Sync
Implementation document packet
Axon Evidence administrator guides, camera implementation guides, network setup guide, sample
policies, and categories & roles guide
Body -Worn Camera Virtual 1 -Day Service (BWC Virtual). BWC Virtual includes all items in the
BWC Starter Service Package, except one day of on-site services.
CEW Services Packages. CEW Services Packages are detailed below:
System set up and configuration
• Configure Axon Evidence categories & custom roles based on Agency need.
• Troubleshoot IT issues with Axon Evidence.
• Register users and assign roles in Axon Evidence.
• For the CEW Full Service Package: On-site assistance included
• For the CEW Starter Package: Virtual assistance included
Dedicated Project Manager
Assignment of specific Axon representative for all aspects of planning the rollout (Project Manager).
Ideally, Project Manager will be assigned to Agency 4-6 weeks before rollout
Best practice implementation planning session to include:
• Provide considerations for the establishment of CEW policy and system operations best
practices based on Axon's observations with other agencies
• Discuss the importance of entering metadata and best practices for digital data management
• Provide referrals to other agencies using TASER CEWs and Axon Evidence
• For the CEW Full Service Package: On-site assistance included
• For the CEW Starter Package: Virtual assistance included
System Admin and troubleshooting training sessions
On-site sessions providing a step-by-step explanation and assistance for Agency's configuration of
security, roles & permissions, categories & retention, and other specific settings for Axon Evidence
Axon Evidence Instructor training
• Provide training on the Axon Evidence to educate instructors who can support Agency's
subsequent Axon Evidence training needs.
• For the CEW Full Service Package: Training for up to 3 individuals at Agency
• For the CEW Starter Package: Training for up to 1 individual at Agency
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AXON� Master Services and Purchasing Agreement
TASER CEW inspection and device assignment
Axon's on-site professional services team will perform functions check on all new TASER CEW Smart
weapons and assign them to a user on Axon Evidence.
Post go -live review
For the CEW Full Service Package: On-site assistance included.
For the CEW Starter Package: Virtual assistance included.
e Smart weapon i ransition Service. I ne Smart weapon i ransltion Service includes:
Archival of CEW Firing Logs
Axon's on-site professional services team will upload CEW firing logs to Axon Evidence from all TASER
CEW Smart Weapons that Agency is replacing with newer Smart Weapon models.
Return of Old Weapons
Axon's on-site professional service team will ship all old weapons back to Axon's headquarters.
Axon will provide Agency with a Certificate of Destruction
'Note: CEW Full Service Dackaoes for TASER 7 include Smart Weapon Transition Service instead of 1 -
Day Device Specific Instructor Course.
7 Signal Sidearm Installation Service. If Agency purchases Signal Sidearm Installation Service,
Axon will provide one day of on-site Services and one professional services manager and will cover
the installation of up 100 Signal Sidearm devices per package purchased. Agency is responsible
for providing an appropriate work area and ensuring all holsters that will have Signal Sidearm
installed onto them are available on the agreed-upon installation date(s). Installation includes:
8 Out of Scope Services. Axon is only responsible to perform the professional services described
in the Quote and this Appendix. Any additional professional services are out of scope. The Parties
must document scope changes in a written and signed change order. Changes may require an
equitable adjustment in the charges or schedule.
9 Delivery of Services. Axon personnel will work Monday through Friday, 8:30 a.m. to 5:30 p.m.,
except holidays. Axon will perform all on-site tasks over a consecutive timeframe. Axon will not
charge Agency travel time by Axon personnel to Agency premises as work hours.
10 Access Computer Systems to Perform Services. Agency authorizes Axon to access relevant
Agency computers and networks, solely for performing the Services. Axon will work to identify as
soon as reasonably practicable resources and information Axon expects to use and will provide an
initial itemized list to Agency. Agency is responsible for and assumes the risk of any problems,
delays, losses, claims, or expenses resulting from the content, accuracy, completeness, and
consistency of all data, materials, and information supplied by Agency.
11 Site Preparation. Axon will provide a hardcopy or digital copy of current user documentation for
Te Axon Devices ("User Documentation"). User Documentation will include all required
environmental specifications for the professional Services and Axon Devices to operate per the
Axon Device User Documentation. Before installation of Axon Devices (whether performed by
Agency or Axon), Agency must prepare the location(s) where Axon Devices are to be installed
("Installation Site") per the environmental specifications in the Axon Device User Documentation.
Following installation, Agency must maintain the Installation Site per the environmental
specifications. If Axon modifies Axon Device User Documentation for any Axon Devices under this
Agreement, Axon will provide the update to Agency when Axon generally releases it
Title: Master Services and Purchasing Agreement etween Axon and Agency
Department: Legal
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Removal of existing connection screws that affix a holster to a holster mount
Proper placement of the Signal Sidearm Mounting Plate between the holster and the mount
Reattachment of the holster to the mount using appropriate screws
Functional testing of Signal Sidearm device
8 Out of Scope Services. Axon is only responsible to perform the professional services described
in the Quote and this Appendix. Any additional professional services are out of scope. The Parties
must document scope changes in a written and signed change order. Changes may require an
equitable adjustment in the charges or schedule.
9 Delivery of Services. Axon personnel will work Monday through Friday, 8:30 a.m. to 5:30 p.m.,
except holidays. Axon will perform all on-site tasks over a consecutive timeframe. Axon will not
charge Agency travel time by Axon personnel to Agency premises as work hours.
10 Access Computer Systems to Perform Services. Agency authorizes Axon to access relevant
Agency computers and networks, solely for performing the Services. Axon will work to identify as
soon as reasonably practicable resources and information Axon expects to use and will provide an
initial itemized list to Agency. Agency is responsible for and assumes the risk of any problems,
delays, losses, claims, or expenses resulting from the content, accuracy, completeness, and
consistency of all data, materials, and information supplied by Agency.
11 Site Preparation. Axon will provide a hardcopy or digital copy of current user documentation for
Te Axon Devices ("User Documentation"). User Documentation will include all required
environmental specifications for the professional Services and Axon Devices to operate per the
Axon Device User Documentation. Before installation of Axon Devices (whether performed by
Agency or Axon), Agency must prepare the location(s) where Axon Devices are to be installed
("Installation Site") per the environmental specifications in the Axon Device User Documentation.
Following installation, Agency must maintain the Installation Site per the environmental
specifications. If Axon modifies Axon Device User Documentation for any Axon Devices under this
Agreement, Axon will provide the update to Agency when Axon generally releases it
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AXONMaster Services andh
Purc asing Agreement
12 Acceptance. When Axon completes professional Services, Axon will present an acceptance form
("Acceptance Form") to Agency. Agency will sign the Acceptance Form acknowledging
completion. If Agency reasonably believes Axon did not complete the professional Services in
substantial conformance with this Agreement, Agency must notify Axon in writing of the specific
reasons for rejection within 7 calendar days from delivery of the Acceptance Form. Axon will
address the issues and re -present the Acceptance Form for signature. If Axon does not receive the
signed Acceptance Form or written notification of reasons for rejection within 7 calendar days of
delivery of the Acceptance Form, Axon will deem Agency to have accepted the professional
Services.
13 Agency Network. For work performed by Axon transiting or making use of Agency's network,
Agency is solely responsible for maintenance and functionality of the network. In no event will Axon
be liable for loss, damage, or corruption of Agency's network from any cause.
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Technology Assurance Plan Appendix
If Technology Assurance Plan ("TAP") or a bundle including TAP is on the Quote, this appendix applies.
1 TAP Warranty. The TAP warranty is an extended warranty that starts at the end of the 1 -year
Hardware Limited Warranty.
2 Officer Safety Plan. If Agency purchases an Officer Safety Plan ("OSP"), Agency will receive the
deliverables detailed in the Quote. Agency must accept delivery of the TASER CEW and
accessories as soon as available from Axon.
3 OSP 7 Term. OSP 7 begins after Axon ships the Axon Body 3 or TASER 7 hardware to Agency. If
Axon ships in the first half of the month, OSP 7 starts the 1st of the following month. If Axon ships
in the second half of the month, OSP 7 starts the 15th of the following month ("OSP 7 Term").
4 TAP BWC Upgrade. If Agency has no outstanding payment obligations and purchased TAP, Axon
will provide Agency a new Axon body -worn camera ("BWC Upgrade") as scheduled in the Quote.
If Agency purchased TAP Axon will provide a BWC Upgrade that is the same or like Axon Device,
at Axon's option. Axon makes no guarantee the BWC Upgrade will utilize the same accessories or
Axon Dock.
5 TAP Dock Upgrade. If Agency has no outstanding payment obligations and purchased TAP, Axon
will provide Agency a new Axon Dock as scheduled in the Quote ("Dock Upgrade"). Accessories
associated with any Dock Upgrades are subject to change at Axon discretion. Dock Upgrades will
only include a new Axon Dock bay configuration unless a new Axon Dock core is required for BWC
compatibility. If Agency originally purchased a single -bay Axon Dock, the Dock Upgrade will be a
single -bay Axon Dock model that is the same or like Axon Device, at Axon's option. if Agency
originally purchased a multi -bay Axon Dock, the Dock Upgrade will be a multi -bay Axon Dock that
is the same or like Axon Device, at Axon's. option.
6 Upgrade Delay. Axon may ship the BWC and Dock Upgrades as scheduled in the Quote without
prior confirmation from Agency unless the Parties agree in writing otherwise at least 90 days in
advance. Axon may ship the final BWC and Dock Upgrade as scheduled in the Quote 60 days
before the end of the Subscription Term without prior confirmation from Agency.
7 Upgrade Change. If Agency wants to change Axon Device models for the offered BWC or Dock
Upgrade, Agency must pay the price difference between the MSRP for the offered BWC or Dock
Upgrade and the MSRP for the model desired. If the model Agency desires has an MSRP less than
the MSRP of the offered BWC Upgrade or Dock Upgrade, Axon will not provide a refund. The
MSRP is the MSRP in effect at the time of the upgrade.
8 Return of Original Axon Device. Within 30 days of receiving a BWC or Dock Upgrade, Agency
must return the original Axon Devices to Axon or destroy the Axon Devices and provide a certificate
of destruction to Axon including serial numbers for the destroyed Axon Devices. If Agency does not
return or destroy the Axon Devices, Axon will deactivate the serial numbers for the Axon Devices
received by Agency.
9 Termination. If Agency's payment for TAP, OSP, or Axon Evidence is more than 30 days past due,
Axon may terminate TAP or OSP. Once TAP or OSP terminates for any reason:
9.1 TAP and OSP coverage terminate as of the date of termination and no refunds will be
given.
9.2 Axon will not and has no obligation to provide the Upgrade Models.
9.3 Agency must make any missed payments due to the termination before Agency may
purchase any future TAP or OSP.
Tit e: Master Services and Purchasing Agreement between Axon ana Agency
Department: Legal
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AXON Maste n Purchasing
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g Bement
TASER 7 Appendix
This TASER 7 Appendix applies to Agency's TASER 7, OSP 7, or OSP 7 Plus purchase from Axon.
Duty Cartridge Replenishment Plan. If the Quote includes "Duty Cartridge Replenishment
Plan", Agency must purchase the plan for each CEW user. A CEW user includes officers that use
a CEW in the line of duty and those that only use a CEW for training. Agency may not resell
cartridges received. Axon will only replace cartridges used in the line of duty.
Trainin . If the Quote includes a training voucher, Agency must use the voucher within 1 year of
issuance, or the voucher will be void. Axon will issue Agency a voucher annually beginning on the
start of the TASER Subscription Term. The voucher has no cash value. Agency cannot exchange
it for another device or service. Unless stated in the Quote, the voucher does not include travel
expenses and will be Agency's responsibility. If the Quote includes Axon Online Training or Virtual
Reality Content Empathy Development for Autism/Schizophrenia (collectively, "Training
Content"), Agency may access Training Content. Axon will deliver all Training Content
electronically.
Extended Warranty. If the Quote includes an extended warranty, the extended warranty coverage
period warranty will be for a 5 -year term, which includes the hardware manufacturer's warranty plus
the 4 -year extended term.
4 Trade-in. If the Quote contains a discount on CEW-related line items, including items related to
OSP, then that discount may only be applied as a trade-in credit, and Agency must return used
hardware and accessories associated with the discount ("Trade -In Units") to Axon. Agency must
ship batteries via ground shipping. Axon will pay shipping costs of the return. If Axon does not
receive Trade -In Units within the timeframe below, Axon will invoice Agency the value of the trade-
in credit. Agency may not destroy Trade -In Units and receive a trade-in credit.
Agency Size
Days to Return from Start Date of TASER 7 Subscription
Less than 100 officers
30 days
100 to 499 officers
90 days
500+ officers
180 days
5 TASER 7 Subscription Term. The TASER 7 Subscription Term for a standalone TASER 7
purchase begins on shipment of the TASER 7 hardware. The TASER 7 Subscription Term for OSP
7 begins on the OSP 7 Start date.
6 Access Rights. Upon Axon granting Agency a TASER 7 Axon Evidence subscription, Agency may
access and use Axon Evidence for the storage and management of data from TASER 7 CEW
devices during the TASER 7 Subscription Term. Agency may not upload any non-TASER 7 data
or any other files to Axon Evidence. Agency may not exceed the number of end users than the
Quote specifies.
7 Privacy. Axon will not disclose Agency Content or any information about Agency except as
compelled by a court or administrative body or required by any law or regulation. Axon will give
notice if any disclosure request is received for Agency Content, so Agency may file an objection
with the court or administrative body.
8 Termination. If payment for TASER 7 is more than 30 days past due, Axon may terminate
Agency's TASER 7 plan by notifying Agency. Upon termination for any reason, then as of the
date of termination:
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 i - - - -- -- --~ -f Page 17 of 23
Vol. --ZLJ,7 Pg
AXON� Master Services and Purchasing Agreement
8.1 TASER 7 extended warranties and access to Training Content will terminate. No refunds
will begiven.
8.2 Axon will invoice Agency the remaining MSRP for TASER 7 products received before
termination, as set forth in Exhibit 1. if terminating for non -appropriations, Axon will not
invoice Agency if Agency returns the CEW, rechargeable battery, holster, dock, core,
training suits, and unused cartridges to Axon within 30 days of the date of termination.
8.3 Agency will be responsible for payment of any missed payments due to the termination
before being allowed to purchase any future TASER 7 plan.
Title: Master Services and Purc as ng Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020I - -- '-1 - — -- - - - - - — -M Page 18 of 23
®i. 3dq P. 69
AXON � Master Services and Purchasing Agreement
ent
Axon Auto -Tagging Appendix
Scope. Axon Auto -Tagging consists of the development of a module to allow Axon Evidence to
interactwith Agency's Computer -Aided Dispatch ("CAD") or Records Management Systems CRMS").
This allows end users to auto -populate Axon video meta -data with a case ID, category, and location -
based on data maintained in Agency's CAD or RMS.
2 Support. For thirty days after completing Auto -Tagging Services, Axon will provide up to 5 hours
of remote support at no additional charge. Axon will provide free support due to a change in Axon
Evidence, so long as long as Agency maintains an Axon Evidence and Auto -Tagging subscription.
Axon will not provide support if a change is required because Agency changes its CAD or RMS.
3 Chances. Axon is only responsible to perform the Services in this Appendix. Any additional
Services are out of scope. The Parties must document scope changes in a written and signed
change order. Changes may require an equitable adjustment in fees or schedule.
4 Agency Responsibilities. Axon's performance of Auto -Tagging Services requires Agency to:
4.1 Make available relevant systems, including Agency's current CAD or RMS, for assessment
by Axon (including remote access if possible);
4.2 Make required modifications, upgrades or alterations to Agency's hardware, facilities,
systems and networks related to Axon's performance of Auto -Tagging Services;
4.3 Provide access to the premises where Axon is performing Auto -Tagging Services, subject
to Agency safety and security restrictions, and allow Axon to enter and exit the premises
with laptops and materials needed to perform Auto -Tagging Services;
4.4 Provide all infrastructure and software information (TCP/IP addresses, node names,
network configuration) necessary for Axon to provide Auto -Tagging Services;
4.5 Promptly install and implement any software updates provided by Axon;
4.6 Ensure that all appropriate data backups are performed;
4.7 Provide assistance, participation, and approvals in testing Auto -Tagging Services;
4.8 Provide Axon with remote access to Agency's Axon Evidence account when required;
4.9 Notify Axon of any network or machine maintenance that may impact the performance of
the module at Agency; and
.4.10 Ensure reasonable availability of knowledgeable staff and personnel to provide timely,
accurate, complete, and up-to-date documentation and information to Axon.
5 Access to Systems. Agency authorizes Axon to access Agency's relevant computers, network
systems, and CAD or RMS solely for performing Auto -Tagging Services. Axon will work diligently
to identify as soon as reasonably practicable resources and information Axon expects to use and
will provide an initial list to Agency. Agency is responsible for and assumes the risk of any problems,
delays, losses, claims, or expenses resulting from the content, accuracy, completeness, and
consistency of all data, materials, and information supplied by Agency.
Title: Master Services and Purchasing Agreemen etween Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 vo 1. q
Page 19 of 23
� c
AXON Master Services and
� 9 Agreement
Purchasing
Axon Fleet Appendix
Agency Responsibilities. Agency must ensure its infrastructure and vehicles adhere to the
mihimum requirements to operate Axon Fleet 2 or Axon Fleet 3 (collectively, "Axon Fleet") as
established by Axon during the qualifier call and on-site assessment at Agency and in any technical
qualifying questions. If Agency's representations are inaccurate, the Quote is subject to change.
Cradlepoint. If Agency purchases Cradlepoint Enterprise Cloud Manager, Agency will comply with
Cradlepoint's end user license agreement. The term of the Cradlepoint license may differ from the
Axon Evidence Subscription. If Agency requires Cradlepoint support, Agency will contact
Cradlepoint directly.
Third -party Installer. Axon will not be liable for the failure of Axon Fleet hardware to operate per
specifications if such failure results from installation not performed by, or as directed by Axon.
4 Wireless Offload Server.
4.1 License Grant. Axon grants Agency a non-exclusive, royalty -free, worldwide, perpetual
license to use Wireless Offload Server ("WOS"). "Use" means storing, loading, installing,
or executing WOS solely for data communication with Axon Devices for the number of
licenses purchased. The WOS term begins upon the start of the Axon Evidence
Subscription.
4.2 Restrictions. Agency may not: (a) modify, alter, tamper with, repair, or create derivative
works of WOS; (b) reverse engineer, disassemble, or decompile WOS, apply any process
to derive the source code of WOS, or allow others to do so; (c) access or use WOS to avoid
incurring fees or exceeding usage limits; (d) copy WOS in whole or part; (e) use trade
secret information contained in WOS; (f) resell, rent, loan or sublicense WOS; (g) access
WOS to build a competitive device or service or copy any features, functions or graphics
of WOS; or (h) remove, alter or obscure any confidentiality or proprietary rights notices
(including copyright and trademark notices) of Axon or Axon's licensors on or within WOS.
4.3 Updates. If Agency purchases WOS maintenance, Axon will make updates and error
corrections to WOS ("WOS Updates") available electronically via the Internet or media as
determined by Axon. Agency is responsible for establishing and maintaining adequate
Internet access to receive WOS Updates and maintaining computer equipment necessary
for use of WOS. The Quote will detail the maintenance term.
4.4 WOS Support. Upon request by Axon, Agency will provide Axon with access to Agency's
store and forward servers solely for troubleshooting and maintenance.
Axon Vehicle Software.
5.1 License Grant. Axon grants Agency a non-exclusive, royalty -free, worldwide, perpetual
license to use ViewXL or Dashboard (collectively, "Axon Vehicle Software".) "Use" means
storing, loading, installing, or executing Axon Vehicle Software solely for data
communication with Axon Devices. The Axon Vehicle Software term begins upon the start
of the Axon Evidence Subscription.
5.2 Restrictions. Agency may not: (a) modify, alter, tamper with, repair, or create derivative
works of Axon Vehicle Software; (b) reverse engineer, disassemble, or decompile Axon
Vehicle Software, apply any process to derive the source code of Axon Vehicle Software,
or allow others to do so; (c) access or use Axon Vehicle Software to avoid incurring fees
or exceeding usage limits; (d) copy Axon Vehicle Software in whole or part; (e) use trade
secret information contained in Axon Vehicle Software; (f) resell, rent, loan or sublicense
Axon Vehicle Software; (g) access Axon Vehicle Software to build a competitive device or
service or copy any features, functions or graphics of Axon Vehicle Software; or (h)
Title: Master Services and Purchasing Agreement etween Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 VOL ��� p Page 20 of 23
AXON� Master Services and Purchasing Agreement
remove, alter or obscure any confidentiality or proprietary rights notices (including copyright
and trademark notices) of Axon or Axon's licensors on or within Axon Vehicle Software.
Axon Fleet Upgrade. If Agency has no outstanding payment obligations and has purchased the
"Fleet Technology Assurance Plan" (Fleet TAP), Axon will provide Agency with the same or like
model of Fleet hardware ("Fleet Upgrade") as schedule on the Quote.
If Agency would like to change models for the Axon Fleet Upgrade, Agency must pay the difference
between the MSRP for the offered Axon Fleet Upgrade and the MSRP for the model desired. The
MSRP is the MSRP in effect at the time of the upgrade. Agency is responsible for the removal of
previously installed hardware and installation of the Axon Fleet Upgrade.
Within 30 days of receiving the Axon Fleet Upgrade, Agency must return the original Axon Devices
to Axon or destroy the Axon Devices and provide a certificate of destruction to Axon, including
serial numbers of the destroyed Axon Devices. If Agency does not destroy or return the Axon
Devices to Axon, Axon will deactivate the serial numbers for the Axon Devices received by Agency.
7 Privacy. Axon will not disclose Agency Content or any information about Agency except as
compelled by a court or administrative body or required by any law or regulation. Axon will give
notice if any disclosure request is received for Agency Content, so Agency may file an objection
with the court or administrative body.
8 Axon Fleet Termination. Axon may terminate Agency's Fleet subscription for non-payment. Upon
any termination:
8.1 Axon Fleet subscription coverage terminates, and no refunds will be given.
8.2 Axon will not and has no obligation to provide the Axon Fleet Upgrade.
8.3 Agency will be responsible for payment of any missed payments due to the termination
before being allowed to purchase any future Fleet TAP.
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/20201 �� Page 21 of 23
AXONM ter Services and Purchasing
� as g Agreement
Axon Respond Appendix
This Axon Respond Appendix applies to both Axon Respond and Axon Respond Plus.
Axon Respond Subscription Term. If Agency purchases Axon Respond as part of a bundled
offering, the Axon Respond subscription begins on the later of the (1) start date of that bundled
offering, or (2) date Axon provisions Axon Respond to Agency.
If Agency purchases Axon Respond as a standalone, the Axon Respond subscription begins the
later of the (1) date Axon provisions Axon Respond to Agency, or (2) first day of the month following
the Effective Date.
The Axon Respond subscription term will end upon the completion of the Axon Evidence
Subscription associated with Axon Respond.
2 Scope of Axon Respond. The scope of Axon Respond is to assist Agency with real-time
situational awareness during critical incidents to improve officer safety, effectiveness, and
awareness. In the event Agency uses Axon Respond outside this scope, Axon may initiate good -
faith discussions with Agency on upgrading Agency's Axon Respond to better meet Agency's
needs.
Axon Body 3 LTE Requirements. Axon Respond is only available and usable with an LTE
enabled body -worn camera. Axon is not liable if Agency utilizes the LTE device outside of the
coverage area or if the LTE carrier is unavailable. LTE coverage is only available in the United
States, including any U.S. territories. Axon may utilize a carrier of Axon's choice to provide LTE
service. Axon may change LTE carriers during the Term without Agency's consent.
4 Axon Fleet 3 LTE Requirements. Axon Respond is only available and usable with a Fleet 3
system configured with LTE modem and service. Agency is responsible for providing LTE service
for the modem. Coverage and availability of LTE service is subject to Agency's LTE carrier.
5 Axon Respond Service Limitations. Agency acknowledges that LTE service is made available
only within the operating range of the networks. Service may be temporarily refused, interrupted,
or limited because of: (a) facilities limitations; (b) transmission limitations caused by atmospheric,
terrain, other natural or artificial conditions adversely affecting transmission, weak batteries, system
overcapacity, movement outside a service area or gaps in coverage in a service area and other
causes reasonably outside of the carrier's control such as intentional or negligent acts of third
parties that damage or impair the network or disrupt service; or (c) equipment modifications,
upgrades, relocations, repairs, and other similar activities necessary for the proper or improved
operation of service.
With regard to Axon Body 3, Partner networks are made available as -is and the carrier makes no
warranties or representations as to the availability or quality of roaming service provided by carrier
partners, and the carrier will not be liable in any capacity for any errors, outages, or failures of
carrier partner networks. Agency expressly understands and agrees that it has no contractual
relationship whatsoever with the underlying wireless service provider or its affiliates or contractors
and Agency is not a third -party beneficiary of any agreement between Axon -and the underlying
carrier.
6 Termination. Upon termination of this Agreement, or if Agency stops paying for Axon Respond or
bundles that include Axon Respond, Axon will end Aware services, including any Axon -provided
LTE service.
Tit e: Master Services and Purchasing Agreement between Axon an Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 q.ve ,.. Page 22 of 23
r � 13
I Vol. 39 fig. o�
AXON� Master Services and Purchasing Agreement
Add-on Services Appendix
This Appendix applies to Axon Citizen for Communities, Axon Redaction Assistant, and Axon
Performance.
Subscription Term. If Agency purchases Axon Citizen for Communities, Axon Redaction
Assistant, or Axon Performance as part of OSP 7, the subscription begins on the later of the (1)
start date of the OSP 7 Term, or (2) date Axon provisions Axon Citizen for Communities, Axon
Redaction Assistant, or Axon Performance to Agency.
If Agency purchases Axon Citizen for Communities, Axon Redaction Assistant, or Axon
Performance as a standalone, the subscription begins the later of the (1) date Axon provisions
Axon Citizen for Communities, Axon Redaction Assistant, or Axon Performance to Agency, or (2)
first day of the month following the Effective Date.
The subscription term will end upon the completion of the Axon Evidence Subscription associated
with the add-on.
Axon Citizen Stora-ge. For Axon Citizen, Agency may store an unlimited amount of data submitted
through the public portal ("Portal Content"), within Agency's Axon Evidence instance. The post-
termination provisions outlined in the Axon Cloud Services Terms of Use Appendix also apply to
Portal Content.
Performance Auto-Taaainu Data. In order to provide some features of Axon Performance to
Agency, Axon will need to store call for service data from Agency's CAD or RMS.
Title: Master Services and Purchasing Agreement between Axon and Agency
Department: Legal
Version: 12.0
Release Date: 12/18/2020 _—__ ' T Page 23 of 23
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12/15/21, 4:34 PM
Item Coversheet
R
BRAZOS COUNTY
BRYAN, TEXAS
DEPARTMENT: Purchasing
NUMBER:
DATE OF COURT MEETING:
12/21/2021
ITEM:
Approval of request to cancel the remainder of contract # CIP 21-617 with Lessman
Roofing for the IT building roof, and award this portion of the contract to Duro-Last
Roofing. Lessman will still be responsible for finishing the Health Dept. roof and all
associated warranties, etc.
TO:
Commissioners Court
FROM:
Wm. Charles Wendt
DATE:
12/15/2021
FISCAL IMPACT
False
BUDGETED:
False
DOLLAR AMOUNT:
$0.00
Approval of request to cancel the remainder of contract # CIP 21-617 with Lessman
ACTION REQUESTED OR
Roofing for the IT building roof, and award this portion of the contract to Duro-Last
ALTERNATIVES:
Roofing. Lessman will still be responsible for finishing the Health Dept. roof and all
associated warranties, etc.
ATTACHMENTS:
File Name Descri tp ion Type
12-9-2021 - 2 Duro- Durolast Pricing Proposal Backup Material
Last Roofing Proposal for Brazos County IT Building,g_df
APPR+ID
�J,1l( 21
Duane Peters
County Judge Date
Vol. aq— pg._
https://brazos.novusagenda.com/agendaweb/CoverShoot.aspx?ItemID=25047 111
AMENDMENT TO 21-632 — ORACLE EPM SUPPORT SERVICES
THIS AMENDMENT TO 21-632 Oracle EPM Support ("Amendment") is entered into and effective
this 21st day of December, 2021 ("Effective Date") by and between Brazos County ("Customer"), and
InnoFin Solutions, LLC ("Provider") each of which may alternatively be referred to herein as a "Party" and
collectively as the "Parties". All capitalized terms in this Amendment shall have the same meaning as in the
Agreement (as defined below) unless otherwise stated herein.
RECITALS
WHEREAS, the Parties entered into that certain original contract # 21-632 ("Agreement") for purposes
of Innofin to provide of the service for Oracle EPM support for Brazos County; and
WHEREAS, the Parties desire to amend the contract term as set forth in original contract # 21-632.
AGREEMENT
NOW THEREFORE, in consideration of the above premises, and other good and valuable
consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree to amend
the Agreement as follows:
1. The contract term is amended to expire on March 31, 2022.
2. Conflict/No Other Modifications. In the event of a conflict between the terms of this Amendment
and the terms of the Agreement, this Amendment shall control. All other terms of the Agreement
shall remain unchanged and in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be signed by their
authorized representatives as of the Effective Date. This Amendment may be executed in counterparts, all of
which taken together shall constitute one instrument. Electronic or facsimile signatures are acceptable forms of
execution of this Amendment and shall be binding on all Parties hereto.
0 '' • v 1 . 1 1Mr1
Siggn�ature
'r ne
Title
Date
INNOFIN SOLUTIONS
IL
Signature
Kimberly Champion
Name
Owner
Title
12/13/2021
Date
I VOL X30 -L-- - -,;2��___
Purchasm"g Department
200 SOUTH TEXAS AVE. SUITE 352 BRYAN, TX 77503
PHOME (979) 3614290 FAX (979) 361-4293
December 6, 2021
All. Star Pest Corruol
8899 Greenbranch Loop
Bryan, TX 77808
Re. Renewal of Contract 922-69SR for fermate :Treatment ofBooriev,ille for Brazos County.
Brazos County appreciates the quality work your company has provided and would like to exercise the
renewal option for Term to Treatment of BoonevUle 22-095R, previously known at 19-135, 20-106R,
21-1161
All terms, conditions, and pricing shall remain the same. This renewal term will be for one year from
April 12, 2022 to April 1.1, 2023.
To accept the renewal option, please fill out the information and sign below. Return the signed
documents by email to sdubecz@brazbscountytx.gpv or fax to (979) 3614293. Please then..submit an
updated Certificate of Insurance by email or mail to the address listed above. Please retumacteptanee
at soon as possible. If you have any questions; Z may be reached at (979) 3614294.
Contact Name -
E -Mail. a, i) 94—al 02 P6n l b(6 (� l Ulm
pne: qI1 9� - ,
ALL S A FEST CONTROL
J ��/ ST C
Duane peters, County jud"agde
d�
Date
lalat/a1
W,te
�ESC19
Seng 2& undoaalUMMU l Sd11I'M 8 HAP& CO&
Education Service Center 6611 Boeing Drive
Region 19 El Paso, Texas 79925-1010 (915) 780-5019
El Paso & Hudspeth Counties www.esel9.net FAX: (915) 780-5061
(SS-PUR-F032.1)
RESOLUTION
AUTHORIZATION FOR USE OF ESC REGION 19 ALLIED STATES COOPERATIVE
WHEREAS, the Brazos County (Agency Name) of Bryan . (City),
Texas, pursuant to the authority granted under Section 271.101 to 271.102 of the Local Government Code,
desires to participate in the ESC -Region 19 Allied States Cooperative, in the best interest of the taxpayers
through cooperative savings to be realized.
NOW, THEREFORE, BE IT RESOLVED BY Brazos County (Agency Name)
IOF THE Bryan. (City), TEXAS AS FOLLOWS:
I
The terms and conditions of the agreement have been reviewed by the Governing Body of they
Brazos• county! i (Agency Name) and found to be acceptable and in the best
interests of the Brazos county(Agency Name) and its citizens are hereby in all
ittiings approved.
The Brazos County (Agency Name) is authorized to enroll and participate in the
E;SC Region 19 Allied States Cooperative and purchases through this program shall be deemed to meet
competitive purchasing requirements. '
bULY PASSED AND APPROVED THIS THE DAY OF rbCr 20 aI .
;ATTEST: (Authorized Signature)
08/08/16 SS-PUR-F032.2
VO
:. " �9
—
+-�q-
-
Pg,eq
Page 1 of 1
EDUCATION SERVICE CENTER REGION 19 • ALLIED STATES COOPERATIVE
6611 BOEING DRIVE • EL PASO, TX 79925.1010.915.780.5019 - Fax: 915.780.5061
Upon agreement and authorized approval by the governing body of each of the parties, this agreement will be in effect between the referenced
parties, in which Education Service Center- Region 19 Allied States Cooperative will cooperatively bid out goods and services. This agreement shall
automatically renew on the anniversary date. Either party may terminate this agreement with or without cause given a 30 -day notice.
Authority for cooperative contracting is granted under Government Code Title 7, Chapter 791 Interlocal Cooperation
Contracts, Subchapter B General Interlocal Contracting Authority and Subchapter C Specific Interlocal Contracting
Authority and Local Government Code, Chapter 271, Subchapter F, Section 271.101. and Section 271.102.
Region 19 Education Service Center through Allied States
Cooperative will:
• Provide organizational and administrative support to
facilitate member requirements
• Provide staff necessary for efficient operation of the
purchasing cooperatives
• Provide administrative support for contract compliance with
awarded bidders
• Comply with competitive bidding requirements
• Disseminate information in an expedient manner regarding
awards and information related to specified contracts
• Maintain the ESC -Region 19 Allied States Cooperative
website
• Provide specific contract requirement bid processing
services during the contract period on a case by case basis.
Purchasing Co-op Members will:
• Designate a contact person for communications
• To the extent permitted by law, indemnify and save
harmless Education Service Center - Region 19 Allied
States Cooperative, the Region 19 Board of Directors,
and Region 19 employees or representatives from all suits
and claims resulting or arising from any breach of this
Agreement or related agreements by the Co-op member
and any negligent or intentional acts of Co-op member,.its
employees or agents. This Interlocal Agreement does not
constitute a waiver of the sovereign immunity of any of the
parties hereto.
• Submit copies of all purchase orders utilizing ESC -Region
19 ASC contracts to ESC Region 19 ASC.
• Pay awarded vendors in compliance with the payment
terms set forth in the contracts.
• Notify ESC -Region 19 Allied States Cooperative in writing of
any non-compliance issues with awarded vendors.
• Mutually agree with ESC -R19 (ASC) on specific contracts to
be utilized due to market coverage by vendors.
Each party paying for the performance of governmental
function or services must make those payments from
current revenues available to the paying party.
Please return approved agreement to: Procurement Director -
rshernandez@esc19.net & Ihernando@esc19.net
ESC -Region 19 Allied States Cooperative
6611 Boeing Drive, EI Paso, TX 79925
Purchasing Cooperative Member
1. Wm. Charles Wendt
Name
cwendt@brazoscountytx.gov
Email
Z, Kaitlyn Battles
Name
kbattles@brazoscountytx.gov
Email
200 South Tx. Ave., Ste. 352
Address:
Bryan . TX 77803
City State Zip
979-361-4292 979-361-4293
Telephone Fax
3/9/99 9S-PUR-F025.
V®I- R -q � Pg. 04q
,lr�
ESC19
Sen{ngdcedu�xnd r�mrt5aafflPmo6N(oo�a
Page 9 of 9
Item Coversheet
BRAZOS COUNTY
BRYAN,TEXAS
Page 1 of 1
DEPARTMENT:
CC 2021 - Utility Permit -
Road and Bridge NUMBER:
Suddenlink Communications - Old
'
Reliance Road - 6,625 of cable for
inte
DATE OF COURT MEETING: 12/21/2021
ITEM:
Consider and take action on the Suddenlink Communications utility permit to lay 6,995 feet
of fiber optic cable for internet services along Old Reliance Road from Carrabba Road to
Andert Road. Site is located in Precinct 2.
TO:
Commissioners Court
FROM:
Darrell Kolwes
DATE:
12/09/2021
FISCAL IMPACT:
False
BUDGETED:
False
DOLLAR AMOUNT:
$0.00
ATTACHMENTS:
Fite Name
Description Tvpe
Utility Permit -
Suddenlink
Utility Permit - Suddenlink Communications - Old Reliance Road - 6 625 of cable for intemet service-pdf
Communications - Old Backup
Reliance Road - 6,625' Material
of cable for intemet
service
Duane Peters
County Judge Date
0 - ---------- q0
httos://brazos.novusaizenda.com/AizendaWeb/CoverSheet. asnx?ItemID=25013 &Meetin-aI... 12/17/2021
NOTIFICATION OF PROPOSED INSTALLATION AND?OR REPAIRS.
OF TELEPHONE- FACILITIES AND DESIGNAT91VG
PLACE, HENT OF. UTILITY IN COUNTY -RIGHT OF WAY
TO: THE COUNTY ENGINEER OF BRAZOS COUNTY, TEXAS
Comes now SUDDENLINK COMMUNICATIONS [company i�ame], Hereinafter referred to as
"Companv".a DELAWARE' [state] Corporation, with authority to transact business in Texas, acth.ig by and
through ks_ duly authorized representative, and hereby notifies the County Engineer of its intent to lay, -construct,
mamiain, repair and/or operate a telephone facility under, over, across and/or along certain County Roads as
shown an drawings and diagrams attached hereto and'Said•location described as follows:
PROPOSED NEIL' SUDDENLINK UNDERGROUND INSTALL.OF NEWZ" CONDUIT WITH 96CT FIBER
PUSHED/PULLED WITHIN FOR APPROX 6,995'.'BEGINNING AT PROPOSED 24"06"x24" VAULT
(30.722558;;96.300039) FIBER WILL BORE:@60" MIN DEPTH UNDERNEATH OLD RELIANCE RD HEADING.
SOUTHEAST FOR APPROX QT TO PROPOSED 24"x36"x24" VAULT
(30.722464,-96.299656). FIBER WILL CONTINUE ALONG THE ROW OF OLD RELIANCE RD KEEPING 3'
FROM BACK OF ROW AND MAINTAINING A 42" MIN DEPTH FOR :APPROX 6625` TO PROPOSED
24"06"x24"(30.730758; 96.281260) WHERE. THE FIBER RILL MAKE A 90 DEGREE TURN TO BORE -
NORTHWEST.@G0" IMIN DEPTH UNDERNEATH.OLD RELIANCE RD FOR APPROX 70, EXITING THE ROW:
OF OLD RELIANCE RD TO NEW ALTICE' VAULT. (30.730872,-96.28i442). .
The location and description of the proposed installation and appurtenances most be fitlly shown on
detailed drawings attached to this Notification.
The Company shall commence actual construction/work in good;faith within 60 days from the -date of
said permit and shall complete said construction /work within _'30 working days. (COMPANY -
MUST FILL-IN). Ifsuch bonstruction isnot begun by the 60th day, Company.�vill be required -to
..
Company declares that prior to filing ibis application, it has ascertained the location of all existing
utilities, both -aerial and underground, -arid the filing of this application is priina` facie evidence that tile.
proposed installation will not conflict with any existing utility.
A copy of this notice shall be kept at the job site any time work is being performed.
In the:event of deviation from this notice, the Brazos County Engineer's Office or its designated
representative will be notified as soon as practicable.' =
Approval of County Engineer's Office may take as long as two weeks after complete applicatioriis-
received.:
Failure to notify the County Engineer's Office within 24 hours of beginning construction shall constitute
grounds for job shutdown:.:
By signing below, I cetlify that 1 am authorized to represent the Company listed below, and that the
Company agrees to the .conditions/provisions included in this notirication.
St nnP..M.TNK ('OMMT TNT' ATTONS_____
Company:Naine
_EUSEM.CCLIISKFY.
By:
Signature .:
TT'AT::S.RVF('.F.S C'ONK71,
T�T(; TANT
Title
1650 Summit Lake Drive, Suite 105,'Tallahassee, FL32317
Address'
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BRAZOS COUNTY ROADWAY SAFETY AND ROAD
PRESERVATION STANDARDS FOR WORT{ CONDUCTED IN
BRAZOS. COUNTY RIGHTS OF WAY
A. Genera! Reauirements
1. Adequate drainage shall be maintained in ditches at all times..
2. 'Permittee will use best management practices'("BMP") (EPA and TCEQ both provide lists of examples of
BMPs) to minimize erosion and sedimentation resulting from the proposed insEallation.
-3. The permittee shall take precautions to avoid damage to. property.: Ail County Right of Way and property
shall be restored to-.ts.original condition, as far as practical, in the opinion of:the County. Engineer or
appointed representative.
4. The. construction and maintenance of such utility shall not interfere with the property or rights of a prior
occupant.
5. Permittee shall not interfere with other utilities located in the right of way. 'in the event damages occur,
permittee will be liable to the County or other utilities running through the right -of way.
6. County Engineer shall determine whether or not permittee's plans'shall inconvenience the public. - if it is*:;
deterinined that inconvenience to thepublic exists, then the County Engineer will decide whether sueh-
project.will be allowed or if an alternative exists so as not to inconvenience the::public. . .
B. Sa n Regnirements
.1. Proper traffic control measures must be put in place prior to beginning worl.and remain in place during
the'duration ofthe job:- All traffic:control measures must -follow the Texas Manual of UMform-Traffic
Control Devices (TIviUTCD). See Traffic Control Requirements below:
2. During construction, all. safety regulations of the Texas Department of Transportation shall be observed.
3. Perrriih6e must take:•such precautions and measures, including placing and displaying safety devices, as:"
may be necessary, in:order to safil''conduct the public through the project area.: Company shall provide
flagmen, signs, signals or devices necessary to provide complete safety to the public.
-4. Adequate provisions must be made'to cause minimum inconveniences to traffic and adjacent property._
owners.
5. No cable, conduit and/or pole line shall be laid, constructed, maintained and/or• repaired so as to constitute
a danger or hazard •of any kind to persons or vehicles using sueh.road. - Any.poles placedid the Right of
„.
Way for future installation shall be placed at the back of the Right of Way:. Exceptions may, b"approved. '
by the:CountyEngineer.
C. Traffic Control Plate
1. A traffic control plan, -pursuant to the TMUTCD.or Engineered Traffic Control. Plan must be provided
for the:foliowing:
a. Any construction .(i.e: pit, excavation, hole) left open overaiglit, requires specific' nighttime traffic
control measures pursuant to.the TMUTCD;
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b. If construction is within ten (10). feet of the roadway; or
C. Any work performed in the road right-of-way;
2. Plao must be attached to the penriitand kept at the job site'any'time work'is being perform''ed.
3. Plan must set forth the time of completion for the job.
D. Desien Sfaxdards
-I. All overhead installations shall conform to clearance standards of the Texas Department of Transportation:
and the pole be placed in the designated area for power specified as set forth in the Texas Ulililies Code,
Seclioir 18LO45..
2. All pole installation.(including lighting) shall be' placed at the backside of the Right of Way"to ensure
safety to the public.` Any pole placed in violation of this requirement will be required to -be moved to the
appropriate location at the company's expense. Exceptions may be -'approved by the County Engineer.
3. All.underground installations shall.(these are minimum depths: -utility may place deeper)
a. be:placed at a.minimum depth of. forty-eight:(48) inches biloWi the top 'ofthe pavement;
b. beat least thirty=six (36) inches below ditch flow line when -installation is witliin the area measured
from top of baok.to top of bank;
c. be at least forty-eight (48) inches below ditch flow line if low pressure gas orpetroleum lines." For
high pressure gas and petroleum lines, see High" Pressure Pipelines requirements listed below;
d.. not be closer.than ten (10) feet from the edge. of pavement: Exceptions iria . apply m rights of
way'of :.
Y, PR Y g
less than 60 feet.
4. Water -Lines: All water lines must be a minimum 36 -inches below the ditch flow tine and cased.
Waterlines shall be cased if crossing under the roadway.
5. Utilities in -all new developments that have 60 feet or greater of right of way -'shall be installed within
designated locations based upon the type of utility. The locations shall be as follows: (measured from
back -of right-of-way).
Power 0 to 2 feet, nominally; :l'
Phone — 2 to 4 feet, nominally 3'
Gas — 4 to 6 feet, nominally 5'
Cable '6 to 8 feet, nominally 7'.
_ 6: Utilities with less*than 60 feet right-of-way in all,new'developments 5hall install the utility in;a similar:
manner as referenced in No. 3 above; however, the County Engineer or its designated representative will -
provide final approval of each. utility location.
7.. The.length. of any.treheh. to be oPened in advance of the pipe, conduit or ducts may not be'loriger than 40.0.
if left open overnight or unattended:
8.. Crossings under a county road shall:
a. be bored or jacked..ABSOLUTELY NO OPEN CUTS WITHIN COUNTY ROAD PAVEMENT; -
b. be pressuregrouted for the full length of the crossing f the annular space. between pipe:abd casing and
soil exceeds 6 `(1) inch. Brazos County.'must be given 24 hours notice of pressure grouting
Operations and have the opportunity to have an inspector -on site to observe pressure grouting
operations; "
c. TxDOT Standard Specification Item 476 shall be followed for all boring, jacking, tunneling and joints.
4. Bore Pits:
a. no pits shall remain open longer than 2 days;
b. all pits shall have -proper traffic control measures in place. See Traffic Control Plan listed, above.
c. pits shall NOT be Iocated within ten (10) feet'from the edge of pavement without prior approval from
the County Engineer or his representative;.. - -
d. when pits are to:.remain open -for more than 8 hours, due diligence_ will b used in protecting the spoil
pile to prevent .drainage problems;
e. based upon soil conditions, the County Engineer or his representative may require shoring to protect
pavement integrity; .
f. based upon soil conditions, the County Engineer or his representative may require pits be placed
further from the edge of road.:.::
10. Any installation within ten (10) feet of edge of pavement shall meet the following:
a. location must be approved by the County Engineer or his representative
b. backfilled with cement stabilized material. =
c, based upon soil: conditions, the County Engineer or his representative may require shoring to
protect pavement integrity..
d. all excess water and mud shall be removed from the trench prior to backfilling. Any backfill placed
during a rainy period.or at other times where excess water cannot be prevented from entering the
trench will be considered TEMPORARY and shall be replaced with PERMANENT cement stabilized
material as soon as weather permits; .
e. all disturbed base and paveinent'materials shall be removed and restored to the satisfaction of the
County Engineefbr his representatives.
f. no side or lateral tamping to fill voids under the base and -pavement materials is allowed.'
11. Company must be careful to not jeopardize the slope or integrity of the shoutder.of the road. -.ln the event
- - Company damages the slope, shoulder or an'y other portiond ifie'right-of-WaYqompanywill be
responsible for repairing the damage and replacing the right -of --way to the condition it was prior to
commencing construction.
12.. Operation. of construction and/or maintenance egiiipment on the traveled surface of any improved County
road will not be permitted, except in an instance'whereby the laying, construction, maintenance and/or
repair of cables, conduits and/or pole lines cannot be accomplished by any other method and in this event'
all such equipment shall be of the rubber tire variety. Appropriate traffic control shall be provided
meeting TMUTCD requirements.
13. In the event said construction and/bt maintenance and/or repair..requires Company to remove; cut or
jeopardize any section of the road (asphalt, cement, road base, etc.), Company will be required to provide
a performance bond or letter of credit'securing necessary repairs. Said bond amount will be.defermined by'.
the County Engineer. .
14. The applicant shall.stibm it a letter of "No Objection" from the Army Corps of Engineers for all
designated wetlands and environmentally sensitive lands.
Fes.- -Enwreencv work
1. In the event Company is required to perform emergency services, that requires;excavation in a County
Right of Way, and :linable to notify the County Engineer prior to conducting emergency repairs, Company.
shall notify County. Engineer within 24 hours of beginning construction/repairs. -This will allow the
County Engineer's.Office an opportunity to inspect the site to ensure the integrity of the County Right.of
Way.arid traffic safety controls used.... ...
F. • Repairs to gXtius�facilities
t. Maintenance and/or repair to existing cables, conduits, and/or pole lines which require disturbance of the
soil, shall not be:performed until plans describing such maintenance and/or:repair have been. approved by ..
the County Engineer or its designated representative and a permit has been obtained.
G Relocatiaia of utilities
1. When and if.the County Engineer determines that it is necessary: for the construction, repair, improvement, -.
alteratipn or relocation of all or any portion of said road, any or all poles, wires pipes, cables°or other
facilities and appurtenances authorized hereunder, shall be removed from said road, or reset or.relocated
thereon, as required: by the County Engineer within a reasonable time as determined by the County
Engineer and Utility Company, and at the expense of the Utility Company:
H Hirt Pressure Ptgeliiees
1. All utility Permits for high pressure pipelines (generally 60 PSI. or greater), whether pertaining to
controlled access or non -controlled access installations, should contain the following additional
information in the description of.the permit.
-diameter
-wall thickness
-material specification
.:-minimum yield strength
=max'inium operation pressare:of the pipeline
2. With the exception of the maximum operation pressure of the pipeline, this information is to be supplied
for both the carrier pipe and the casing.
3. Assurance must also be -given that.:the installation: material and design meet the minimum Federal Safety
Standards for Liquid and Gas Pipe Lines. 'Assurance must be provided on company letterhead and signed
by an: authorized representative of the company. ... ..
:4'- Petroleum Pipelines:::.. .
Depth
Type of Pipeline below dee 6 esf ditch rade ` Special Itenuireinents
Encased Pipe Less than 10' Must be covered with concrete pad at least 36". deep -.
Encased Pipe ; Greater than.] 0' - - . .. No concrete pad required .
-Non-Cased Pipe Less than 161 Must be:coveied ivith.concrete padat.least 48" deep
Non -Cased Pipe Greater than 10' No concrete pad requited
Concrete pad shall be minimum of 3" thick and width shall be'pipe diameter plus I8" minimum.
5. Under:no circumstances will a ipeline be installed parallel to.a County Road within the Right=of
p
Way.'; Transmission lines have been:determined to be petroleum pipelines (which -includes natural
gas lines) and shall not be parallel to"a.County Road.
6. Natural Gas Distribution is aline that serves the final customer.
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Item Coversheet
BRAZOS COUNTY
BRYAN,TEXAS
Page 1 of 1
r
DEPARTMENT:
CC 2021 - Utility Permit -
Road and Bridge NUMBER:
Suddenlink Communications -
Carrabba Road - 8,055 feet of
cable for inter
DATE OF COURT MEETING: 12/21/2021
ITEM:
Consider and take action on the Suddenlink Communications utility permit to lay 8,055 feet
of fiber optic cable for internet services along Carrabba Road from SH 21 to Old Reliance
Road. Site is located in Precinct 2.
TO:
Commissioners Court
FROM:
Darrell Kolwes
DATE:
12/09/2021
FISCAL IMPACT:
False
BUDGETED:
False
DOLLAR AMOUNT:
$0.00
ATTACHMENTS:
File Name
Description Tvpe
Utility Permit- Suddenlink
Utility Permit - Suddenlink Communication - Carrabba Road - 8 055 feet of longitudinal line.ndf
Communlcation - Carrabba Backup
Road - 8,055 feet of Material
longitudinal line
APPRO
a Ila(
Duane eters nate
County Judge
Vol. —3jq_ pg. o1b
httt)s://brazos.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=25005&MeetingI... 12/17/2021
NOTII±I.CA'TION OF:PROPOsED.;INSTALLATION.AND/OR;REPAIRS
:..OF.TCLEPHONE FACILITIES AND;DESIGNATYNG
II-ACEMENT OF. UTILITY IN COUNtYRIGH T OF WAY
-TO: THE COUNTY ]ENGINEER
OF I3IiAZOS COUNTY, TEXAS
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1. Adequate drainage -shall be maintained in ditches at all times.
2. Permittee will use best management practices ("PMP") (EPA and TCEQ both provide lists orexamples of
BMPS) to minimize erosion and sedimentation resulting from the proposed installation.
3. The.permittee shall take precautions to avoid damage to property. All County Right of Way and property.
shall .be restored to its original condition, as far as practica), in.the opinion of the. County Engineer or
appointed representative.
4. The construction and maintenance of such utility shall not interfere with the property or rights of a prior
occupant.
5. Permittee shall not interfere with other utilities located in the right of way. In the event damages occur,
permittee will be liable to the County or other utilities running through the right of way.
6. County Engineer shall determine whether or not permittee's plans shall inconvenience the public.- If it
determined .that inconvenience to the public exists, then the County Engineer will decide whether such
project will be allowed or if an -alternative exists so as not to inconvenience the public.
B. Safety Itegrrlremenls
1. Proper traffic control measures must be put in place prior to beginning work and remain in place during.
the duration of the job. All traffic control measures must follow the Texas Manual of Uniform Traffic
Control Devices (TMUTCD). See Traffic Control Requirements below.
2. During construction, all safety regulations of the Texas Department of Transportation shall be observed.
3. Permittee .must take'such precautions and measures, including -placing and displaying safety devices, as:
may be 6ecessary,'in order to safely conduct the. public through the. project area. Company shall provide
flagmen, signs, signals or devices necessary to provide complete -safety to the'public.
4. Adequate provisions must be made to cause minimum inconveniences to traffic and adjacent property
owners.
5. No cable, conduit and/or pole line shall be laid, constructed, maintained and/or repaired so as to constitute
a danger or hazard of any kind to: persons or vehicles using such road. Any poles placed in the Right of.
Way.for future installation shall be placed at the back of the Right.of Way, Exceptions may be approved
by the County -Engineer.
C. Traffic Control Plari
1. A traffic. control plan, pursuant to the TMUTCD or Engineered Traffic Control Plan must be provided
for the following:
a. Any construction (i.e. pit, excavation, hole) left open overnight, requires specific ni httime traffic
control measures pursuant to the TMUTCD;
P
:.
b. If construction is within ten (10) feet of the roadway; or
c. Any work performed in the road right-of-way;
2.
PIan must be attached to the peiniit`and kept at the job site any time work is being performed..- --
3.
Plan must set forth the time of completion for the job.
D Desien.Staaidards
1..
All overhead installations shall conform to clearance standards of the Texas Department of Transportation..:
and the pole be placed in the designated area for power specified as set forth'in the Teras Utilities Code,
Section 181.045,
2.
All pole installation .(including lighting) shall be placed at the backside of the Right of Way to ensure
safety to the public.:: Any pole placed in violation of this requirement will be required to be moved to the ' ..
appropriate location at the company's expense. -Exceptions maybe approved by the County Engineer.
3.
All underground installations shall (these are minimum depths' -utility may.place deeper):
a. : be.placed at a :mmimum depth of forty-eight,(48) inches below the top of the pavement; -
b. be at least thirty-six (36) inches below ditch .flow line when .installation is within the area measured -
from top of bank to top of bank;
c. beat least forty-eight (48) inches below ditch flow line if low pressure gas or petroleum lines. For
high pressure gas and petroleum lines, see High Pressure Pipelines requirements listed below;
d. not be closer than ten (I0)'feet. from the edge *of pavement. Exceptionsmay apply in rights.of way of,:'.-*'
-
less than 60 feet.
4.
Water Lines: All water lines must be a minimum 36 -inches below the ditch flow line and cased.
Waterlines shall be:cased if crossing under the roadway.
S.
Utilities in all new developments that have 60 feet or greater of right of way shall be installed.. within
designated locations based upon the type of utility. -.The locations shall be as' follows: (measured from
back of right-of-way).
Power- 0 to 2:feet, nominally -l'
Phone —2 to 4 feet, nominally 3'
Gas — 4 to 6 feet, nominally'S'
Cable — 6 to 8 feet, -nominally 7'.. .
.:: 6.
Utilities:with less than 60 feet right=of way in'all..new developmi nts shall install the -utility in:a.similar
manner as referenced in No. 3 above; however, the County Engineer or its designated representative
provide final approval of each utility location.
::._... -.7.
The. length of any:,trpikh to be opened in advance: of the pipe, conduit or ducts niay not be longer than 400'.::-
if left open over night or unattended:.
8.
Crossings under a county road shall:.
a. be bored or jacked.. ABSOLUTELY NO OPEN CUTS WITHIN COUNTY:KUAD PAVEMENT; _
b. be pressure grouted for the full -len -length of the crossing i the:annular 'pace between pipe acid casin g and:
g f p�p
soil exceeds one (I) inch. Brazos County must be given 24 hours notce of pressure grouting
operations and have the opportunity to have an inspector on site to observe pressure grouting
operations;
VOL 3 gig.
c. TYDOT Standard Specification Item 476 shall be followed for all boring, jacking, tunneling and joints.
9. Bore Pits:
a. . no pits shall remain open longer than 2 days;
b. all pits shall have proper traffic control measures in place. See Traffic Control Plan listed above.
c. pits shall NOT be located within ten (10.) feet from the edge'. of pavement without prior approval from
the County Engineer or his representative;
d. .when pits are to remain open for more than 8 hours, due diligence will be used in protecting the spoil.
pile to prevent drainage problems;
e. .based upon soil conditions, the County Engineer or his•representative may require shoring to protect
pavement integrity;
f. based upon soil conditions, the County Engineer or his representative may require pits be placed
further from the edge of road.
10. Any installation within ten (10) feet of edge of pavement shall meet the following:
a. location must be approved by the CountyEngineer or his representative
b: backfilled with cement stabilized material.
:.
C. based upon soil conditions, the County Engineer or his representative may require shoring to
protect pavement integrity.
d. all excess water and mud shall. be removed from the trench prior to backfilling. Any backfill placed
during a rainy'period or at other times where excess water cannot be prevented from entering the
trench will be considered TEMPORARY and shall be replaced with PERMANENT cement stabilized
material as soon as weather permits;
e. all disturbed base and pavement materials shall be removed and restored to the satisfaction of the:.
County Engineer or his representatives.
f. no side or lateral tamping to fiiI voids under the base and pavement materials is allowed.
11. Company must be careful to not jeopardize the slope or integrity of the shoulder of the road. In the event
Company damages the slope, shoulder or any other portion of the right-of-way, Company will be
responsible for repairing the damage and replacing the right -of. way to the 'condition it was prior to
commencing construction.
12. Operation of construction and/or maintenance equipment on the. traveled surface of any improved County:
road will not be: permitted, except ik an instance whereby the laying, construction, maintenance and/or.='..
repair of cables, conduits and/or pole lines cannot be accomplished by any other method and in "this event
all such equipment shall be of the'rubber tire variety. Appropriate traffic control shall be provided
meeting TMUTCD requirements.'.::.,
13. In the event said .construction and/or maintenance and/or repair. requires Company to remove; cut or
jeopardize any section of the road ,(asphalt, cement, road base, etc.), Company will be required to provide
a performance bond or letter of credit securing necessary repairs. Said bond amount will be determined by'
the County Engineer.
14. The applicant shall submit a letter of "No Objection" from the Army Corps of Engineers for all
designated wetlands and environmentally sensitive lands.
E. &Mency work
1. In the event Company is required to perform emergency services, that requires excavation in a County. '
Right:of.Way, and unable.to notify. the County: Engineer prior to conducting emergency repairs, Company
Vol.. = l�
shall notify County Engineer within'24 hours of beginning construction/repairs. This will allow the
County Engineer's Office an opportunity to inspect the site to ensure the integrity of the County Right -of
Way, and traffic safety controls used,
F. Repairs lo existing facilities
1. Maintenance"andlor repair to existing cables, conduits,'and/or pole'lines:ivhiich require disturbance of tlie' - .
soil, shall not be performed until plans describing such maintenance and/or repair have been approved by
the County Engineer or its designated representative and a permit has been obtained.
G Relocation of utilifies
1. When -and if the County. Engineer determ ines that it is necessary 'for the construction, repair, improvement,
alteration or relocation of all or any portion of said road, any or all poles, wires, pipes, cables -or other
facilities and appurtenances authorized hereunder, shall be removed from said road, or reset or relocated
thereon, -as required by the County Engineer within a reasonable time as determined by the County
Engineer and.Utility Company, and at the expense of the Utility Company:
H. High Pressure Pipelines
1. All utility Permits for high pressure pipelines (generally 60 PSI or greater), whether pertaining to
controlled access or non -controlled access installations, should contain the following additional
information in the description of the permit.
-diameter
-wall thickness
material specification
-minimum yield strength
maximum operation pressure of the pipeline
2. With_ the exception of the maximum operation pressure of the pipeline, this information is to be supplied
for both the carrier pipe and the casing.
3. Assurance must also be. given that'the installation material and design meetthe'minimum Federal Safety ' .
Standards for Liquid and Gas Pipe -Lines. - Assurance must be provided ori company letterhead and signed
by an;authorized representative of the company. '.
4. Petroleum Pipelines:
Depth
Tvue of Pipeline (below deeaest ditch erode) Special Reauirements' . .
Encased Pipe Less than 10' Must be.covered with concrete pad at least 36" deep.
Encased Pipe Greater than -:10' ' . No concrete.pad required
Nontiised Pipe Less than 10' Must be covered with -concrete pad at least 48" deep
Non -Cased Pipe Greater than 10' No concrete pad required
Concrete pad shall be minimum of3" thick and width shall be pipe diameter plus l8" minimum.
5. Under no circumstances will a pipeline be installed parallel to a County Road within the Right�of
Way:.:.Transmission lines have been deterrn*d.to be petroleum pipelines (which includes natural
gas. lines) and shall 'not be parallel to.a'County Road.
6.. Natural Gas Distribution is a line that serves the final customer.
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Item Coversheet
DEPARTMENT:
Road and Bridge
DATE OF COURT MEETING:
ITEM:
TO:
FROM:
DATE:
FISCAL IMPACT:
BUDGETED:
DOLLAR AMOUNT:
A B op
5,
f0
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BRAZOS COUNTY
BRYAN,TEXAS
NUMBER:
Page 1 of 1
CC 2021 - Utility Permit- Sudde
Communications - Lakefront Dr a
Hardy Weedon Rd - Install cc
12/21/2021
Consider and take action on the Suddenlink Communications utility permit to install a 2 inch cond
along 375 feet of Lakefront Drive and 630 feet of Hardy Weedon Road for the installation of intern
services. Sites are located in Precinct 2.
Commissioners Court
Darrell Kolwes
12/14/2021
False
False
$0.00
ATTACHMENTS:
File Name Description
Utility Permit -
Suddenlink
Communications
- Lakefront Dr
Utility Permit - Suddenlink Communications - Lakefront Dr and Hardy Weedon Rd - Install conduit and fiber optic for intemet services.odf and Hardy
Weedon Rd -
Install conduit
and fiber cptic
for intemet
services
A"0
-Ttrl
0.i tat
Duane Peters Date
County Judge
Vol. Pg 5a(l
https://brazos.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=2503 8&MeetingI... 12/17/2021
NOTIFICATION OF PROPOSED INSTALLATION AND/OR REPAIRS
OF TELEPHONE FACILITIES AND DESIGNATING
PLACEMENT OFF-IUTILITY IN COUNTY RIGHT OF WAY
TO: THE COUNTY; ENGINEER OF RRAZOS COUNTY, TEXAS
Comes now Suddenlink Communications . [company name], hereinafter referred to. as
"Company a Texas [state] Corporation, with authority to transact business in Texas, acting by .
and through its duly authorized representative, and hereby notifies the County Engineer of its intent to
lay, construct, maintain, repair and/or operate a telephone facility under,' 'over, across and/or along
certain County Roads as shown on drawings *and diagrams attached hereto and said location described as
folfows:
Install 2" conduit a distance .of 375 feet inside the south side right of way 6f Lakefront
Drive and bore under Hardy Weedon Road and run conduit a distance of 630 feet inside
th6 ;south side right of way. of Hardy..Weedon Road .as shown on attached drawings.
Suddenlink will push-pull a 48 -count line through conduit 'and install 3 underground
vaults.
The location .and description -of the proposed installation and appurtenances must be fully shown_ on
detailed drawings attached to this Notification. .
The Company.shall commence actual construction/work in good faith within 60 daysfrom the date.of
._
said permit and shall complete said construction.%work within .:-:.146 working days. (COMPANY
MUST FILL. IN). If such construction -is not :begun by the 60th .day, .Company will be :required . io"
provide a new notice.
Company declares that prior -to filing. this application, it has ascertained the location 'of -all existing
utilities, both aerial and underground; and the filing of this application is prima facie evidence that the
o osed installation will not. conflict with an xllstin utility.
..Pr.P Y e� g t5'• :•
A copy of this notice shall be kept at the job site any time work is being performed.
In the event' of deviation from this notice, the Brazos County Engineer's Office or: its. designated
representative. will be notified as soon as practicable. .
Approval of County Engineer's Office may take as long as two weeks after complete application is
:. received.
Vol. Pg.-aiq-5--
BRAZOS COUNTY ROADWAY SAFETY AND ROAD
PRESERVATION STANDARDS FOR WORK -CONDUCTED IN
BRAZOS COUNTY RIG1HTS OF WAY
A. General Requirements
I. Adequate drainage shall be maintained in ditches at all times.*.
2. Permittee will use best management practices ("BMP") (EPA and TCEQ both_provide lists of examples of
BM?s) to minimize.erosion and sedimentation resulting from the proposed installation.
3. The permittee shall take precautions to avoid damage to property. All County Right of Way and property
shall.be restored to its original condition, as far as practical, in the opinion of the County Engineer or
appointed representative.
4. The construction and maintenance of such utility shall not interfere with the property or rights of a prior -
occupant.
5. Permittee shall not interfere with other utilities located in the right -of way. In the event damages occur,
perniittee will be liable to the County or other utilities running -through the right of way.
6. County Engineer shall determine whether or not permittee's plans shall inconvenience the public. If it is -
determined that inconvenience to the'public exists, then the County Engineer.will decide whether such
projeci4ill be allowed or if an alternative exists so as not to inconvenience. the public.
B. Safety Requirements
1. Proper traffic control measures must be put in place prior to beginning work and remain in, place during
the duration of the job. All traffic control measures must follow the Texas Manual of Unifari_n Traffic
Control Devices (TMUTCD).. See Traffic Control Requirements below.
2. During construction, all safety regulations of the Texas Department of Transportation shall be observed.
3. Permittee must taW such precautions and measures, including placing and displaying safety devices, .as
may benecessary, in order to safely conduct the public through the project area. Company shall provide
flagmen, signs, signals or devices necessary to provide comple'te.safety to the public.
4. Adequate provisions must be made.fo cause minimum inconveniences to traffic and adjacent property
owners:..
5. No cable, conduit and/or pole line shall be laid, constructed, maintained and/or repaired so as to constitute
a danger or hazard of any kind to.persons or vehicles using such road. Any poles placed in the Right of
Way :for future installation -shall be placed at the back of the Right bf Way: Exceptions may be approved
bythe:County Engineer.
C. Traffic Control Plan
1. A traffic control plan, pursuant to.the TMUTCD or Engineered Traffic Control Plan must:be provided
for the':following:
a. Any construction (i.e: pit, excavation, hole) left open overnight, requires. specific nighttime_ traffic
control. measures pursuant to the TMUTCD;
b. If construction. is within ten (I0)'feet of the roadway; or
C. Any work perfonned in the road right-of-way;
2. Plan must be attached to the permit and kept of the job.site any time work is'being performed.-
.. 3. PIan must set forth the time of completion for the job.
::D. Desi n S'tanilards
1. All overhead installations shall conform to clearance standards of the Texas Department of Transportation
and the pole be placed in the designated area for power specified as set.forth in the Texas Utilities Code,
Section'I81.04 .
2. All pole installatioid(including lighting) shall be'placed at the•backside of the Richt of Way to ensure
safety to the public. - Any pole placed in violation of this requirement will be required to be moved to the
appropriate location at the.company's expense.. Exceptions may be approved by the County Engineer.
3. All.underground installations shali (these are minimum depths.- utility in i pla ' Aeeper):
a. e'placed at a niriimum depth-of forty-eight {48).inches below the top:ofthe pavement;
b. be at least thirty-six (36) inches. below ditch-flow line when installation iswithin the"
.area measured y
from top of bank to top of bank; .
c. be at least forty-eight (48) inches below ditch_fiow line if low pressure gas or.petroleum lines. For
high pressure gas and petrol 661n lines, see-High Pressure Pipelines requirements listed, below;
d. not be closer than ten (10) feet from the edge of pavement. _Exceptions may apply in rights, of way of
less than 60 feet.
4. Water Lines: All water lines must be a minimum 364nches below the ditch tlowline and cased.
Waterlines. shall be cased if crossing under the roadway.
5. Utilities in all new developments.that have 60 feet or greater of right of way shall be installed within' - .
:. designated locations.based upon the type of utility. The locations shall be as follows: (measured from
back'of right-of-way).
Power.— 0 to 2-feet, nominally :l'
Phone — 2 to 4 feet, nominally 3'
Gas — 4 to 6 feet, nominally 5'
Cable- 6 to 8 feet, nominally T.
6.. - Utilities:with, less than..60 feet right-of=way in all new developments shall install the utility in a similar
manner as referenced in No. 3 above; however, the County Engineer or its designated representative-will'
provide final approvel of each utility location.
7. -The'length of any trench to be opened in advance of the pipe, conduit or ducts may not be longer than 400'
i le ...open over night or unattended.'
8. Crossings under a county road shall:
a. be:bored or jacked. ABSOLUTELY NO OPEN CUTS WITHIN COUNTY:ROAD PAVEMENT;
b. be: ressure grouted for the full length of the erossin i the.annular s ace .between i e.and casin and
soil exceeds one:. !_ inch. Brazos County ?4 hours notice of pressure grouting_
:) ty mpst be given...
operations and have the opporiunity to have an inspector on site to observe pressure grouting
operations;
VOL `: pg._
c. TOOT Standard Specification Item 476 shall be followed for all boring, jacking, tunneling and joints.
9.. Bore-Pits:
a. no pits shall remain open longer.than 2 days;
b. all pits shall have proper traffic-control measures in place. See Traffic Control Plan listed above.
C. pits shall NOT be located within ten (10) feet from the edge of pavement without prior approval from
the CountyEngineeror his representative; .
d. when pits are to remain open for more than 8 hours; due diligence will be used in protecting the spoil
pile to prevent drainage problems;
e. based upon soil conditions, the CountyEngi. ieer or his'representative mAy require shoring to protect:
pavement integrity;
f. based upon soil conditions, the County.Engineer or his representative may require pits be placed
further from the edge of road..:.
10.. Any installation within ten (10) feet of edge of pavement shall meet the following:
a. location must be approved by the County Engineer or his:eepresentative
b. backfilled with cement stabilized material.
c. based upon soil conditions, the County Engineer or his representative may require shoring to
protect pavement integrity.
d.... all excess water and mud shall.be. removed from the trench prior to backfilling..-Any.batk.fill placed .. -
during a rainy period'or at other times where excess water cannot be.prevented from entering the
trench will be considered TEMPORARY and shall be replaced with PERMANENT cement stabilized
material as soon as weather. pennits;
e. all disturbed base and pavement materials shall be removed and restored to the satisfaction of the:
County Engineer or his representatives.
f. no side or lateral tamping to fill voids under the base and pavement materials is allowed..-'
11. Company must be careful to not jeopardize the slope or integrity of the shoulder of the road. -In the event.
Company damages the slope, shoulder or any other portion of the right-of-way, Company witl be
res gnsible for repairing the dame a and re laain the ri ht-of.-ti�a to the condition it was prior to .
p. g g.. P g g Y ..:..
P.:::
commencing construction. -
�-_12.. Operation of construction and/or inaintenance.equipment on the traveled surface of any improved County.;
road will not be permitted; except in-an instance whereby thc1aying, constRiction, maintenance and/or »:
repair of cables, conduits and/or pole lines cannot be accomplished by any- other method•and 'in this event
all such equipment shall be of the rubber tire variety. Appropriate traffic control shall be provided
meeting TMUTCD.requiremeitts.
13. In the event said construction andlor:maintenance. and/or repair requires Company.to remove; cut or -
Jeopardize any'section of the road (asphalt, cement, road base; etc.), Company will be required to provide -
a performance band or letter of credit securing necessary repairs:.Said bond amount will be determined by
"the County Engineer.
14. The applicant shall submit a letter of "No Objection" from the Army Corps of Engineers for all ..
designated wetlands and environmentally sensitive lands.
E Einewency work
1. In the event Company is required. to:perform emergency services, that requires excavation in 'a County
Right:of Way, and. unableto notify the County Engineer prior to conducting emergency repairs, Company
g.
._ _ -
shall notify County_Engineer within 24 hours of beginning construction/repairs. This will allow the
County Engineer's Office an opportunity to inspect the site to ensure the integrity of the County Right of
Wayland traffic safe controls used.
F . Repairs to existing facilities
1. Maintenance and/or repair to existing cables, conduits,.and/or pole lines which require distttrbance of the
soil, shall not be performed until: plans describing such maintenance and/or'repair have been approved by .
the County Engineer or its designated representative and a permit has been obtained.
G. Relocation of utilities
I. When..and if the County. Engineer determines that it is necessary for the construction, repair; improvement,
alteration or relocation of all or any .portion of said road, any or all poles, wires, pipes, cables or other -
facilities and appurtenances auihorized'hereunder, shall be removed from said road; or reset,6'relocated
thereon, as required by the County. Engineer within a reasonable time as determined by the County
Engineer and Utility Company,"and at the expense of the Utility Company.::.
H. Hiell Pressure Pipelines
1. All utility Permits for high pressure pipelines (generally 60 PSI or greater), -whether pertaining to
controlled access or non -controlled access installations, should contain the following additional
information in the description of the perizit.
-diameter
-wall thickness
-!Material specification
-minimum yield strength
=maximum operation pressure of the pipeline
2. With the exception of the maximum operation pressure of the pipeline,this information is to be supplied
for both the carrier pipe and. the casing.
3. Assurance must also be given thatihe installation material and design'
nieerthe minimum. Federal Safety
Standards for Liquid and Gas Pipe Lines. Assurance must be provided on company letterhead and signed
by an authorized: representative of the' company.
4. Petroleum Pipelines: '
Depth
Typk of Pipeline (below deepest ditch erode) Special Iteauirements
Encased PipeLess than 10' Must be covered with concrete pad at least 36" deep
Encased.Pipe Greater than'.] 0'. No concrete pad required
Non -Cased Pipe Less than 10' Must be covered witfi concrete pad at'teast 48" deep
Non -Cased Pipe Greater than 10' No concrete pad required
Concrete pad shall be minimum of 3" thick and width shall be pipe diameter.plus 18":minimum:
5._ Under'circumstances will a pipeline be installed parallel to a County'ltoad :within the Ri hi -of -
Way. Transmission lines have been determined. to be petroleum: pipelines (which'ineludes natural
gas- lines) and shall not be parallel to a County Road.
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VOL pg.
COMMISSIONER COURT MINUTES OF
DECEMBER 21, 2021
ARE CONTINUED IN VOLUME 350 PAGE 1
co,
Vol. L4 pg. �_
COMMISSIONER COURT MINUTES OF
DECEMBER 21, 2021
ARE CONTINUED FROM VOLUME 349
Pg
Item Coversheet
BRAZOS COUNTY
BRYAN,TEXAS
Page 1 of 1
H
DEPARTMENT:
Road and Bridge NUMBER: CC -2021 -Utility Permit -Shirley
Road -BTU -Garrison Creek
DATE OF COURT MEETING: 12/21/2021
ITEM:
Consider and take action on the Bryan Texas Utility (BTU) utility permit for 3 bores under
Shirley Road to provide electrical service for Garrison Creek Subdivision. Site is located in
Precinct 2.
TO:
Commissioners Court
FROM:
Joe Salvato
DATE:
12/16/2021
FISCAL IMPACT:
False
BUDGETED:
False
DOLLAR AMOUNT:
$0.00
ATTACHMENTS:
File Name
Descriation Tvae
Utility Permit - BTU - Shirley
Road - 3 bores.adf Utility Permit - Shirley Road - BTU Backup Material
1 r,
g
ASR
Duane Peters Date
County Judge
12/17/2021
BRAZOS COUNTY :. •:
•PROCEDURES TO BE FOLLOWED FOR ACTIVITY
1N, MINDER, ACROSS OR ALONG
BRAZOS COUNTY ROADS, STREETS, HIGHWAYS
Anyone proposing to conduct activity in a Brazos County Right of Way (in, under; across, or along), shall apply fora_
-permit. Such activity, including but not limited to laying, constructing,: maintaining, and/or repairing cable, conduit;
pole lines, gas :lines, or any other utility, shall apply for a permit. To make application for a permit, the following must
be submitted:
1. Complete application form (attached hereto);
2. Attach a.Vicinity.Map or Key Map page; and'
. .
3. Provide detailed::canstruction:drawings indicating the scope of work, and compliance: with the attached
Brazos County Design Standards and Safety Precaution Requirements for Work Conducted in Brazos County
Rights of Way.
The completed application and all of its appurtenances shall not contain'any false information nor conceal any material -
facts.
Only after -obtaining the Right -of Way. -Permit can construction begin: Early start on any construction, other than
emergency situations, will not.be considered'.:Permittingmay take up to hvo weeks. .
A separate OPpli.cation must be filed for'eabh.work site.
Written notices are required:
1. 24 hours in advance of construction start up;
2. If an'emergency existed, 24 hours notice after construction'started; and
3. Notification that construction is. complete and ready for County to inspect to ensure right of
way.is returned back to original condition.
-Provide Notice to:
Darrell Kolwes.
Phone Number_: (979) 822-2.127 cit. 3033;--:;-:.--.-
2617
033.:2617 High►day 21 -West--: :.,.:. .
Bryan, Texas77803.
e-mail - dkcilwes@brazoscountytx.gov .
Failure to obtain a permit and/or not fy the County Engineer's Office. within 241torrrs of beginiring constrrlctiai.
'shall constitute grounrls for jab shrrtdoipn.
:. . ' ....
APPLICATIONIFOR ELECTRICAL UTILITY PEItMIT
DESIGNATING PLACEMENT OF UTILITY IN'C®iUNTY IdGHT:O1F.dWAY
Length of TYPE OF CONSTRUCTION
Road Namc'. & Block Nuinbcr::. Oussiri
::: (CHEC1f ONC)
Jac ad I Atria! .. :
7200 Shirley Road :.
7300 ShfifW Road 70'
.7400 ShideV Road.
BRAZOS COUNTY ROADWAY_ SAFETY. AND ROAD
PRESERVATION STANDARID$ FOR WORK:CONAUCTED IN
RAZOS COUNTY RIGHTS OF WAY .. .
3.. -Plan must set forth the time of completion for the job.
D. Design Standards
1. All overhead installations shall coliform to clearance standards of :the Texas Department of Tianspoitation and
the pole be placed in the designated area for power specified as set forth in the Teras Utilities Cade. Section
181.045:
2. All pole installation (including lighting) shall be placed at the backside of the Right of Way to ensure safety to
the public. Any pole placed in violation of this requirement will be required to be moved to the appropriate
location at the company's expense. Exceptions may be approved by the County Engineer.
3. All underground installations shall (these are minimum depths —.utility may place deeper):
a. be placed at a minimum deplh of forty-eight (48) inches below the top of the pavement;
b. -be at least thirty-six (36) inches below ditch flow line when installation is within the area measured from
App of bank to top of bank;
c. be at.lcast forty-eight (48) inches below ditch flow line if low pressure gas or petroleum lines. For high
pressure gas and petroleum lines, see High Pressure Pipelines requirements listed below;
d. -hot be closer than ten (10) feet from the edged pavement. Exceptions may apply in rights of way of less
than 60'.
4. Water. Lines: All water lines must be a minimum 36-inches below the ditch flow line and cased. Waterlines
shall be cased if crossing under the roadway. '
'5. Utilities in all new developments that.have 60 feet or greater of right of way shall be installed within
designated locations based upon the type of utility. The locations s11a11 be as follows: (measured frotit back of
right-of--way).
Power-0-2 feet, nominally l'
Phone — 24 feet, nominally 3'.
Gas —4-6 feet, nominally.5'
Cable — 6-8 feet, nominally 7'
.6. Utilities.with Iess than 60 feet right-of--way in all new developments'shall install the utility in a.similarmanner.
as referenced in; No..:3 above, however, .the County Engineer or. its designated representative will provide final .
approval.of each utility location.
7. The length of any trench to be opened in advance of the pipe, conduit or ducts.may not be Ionger than 400' if
..
left open over night or unattended..:..
8. Crossings under a county road shall: -
a. be- bored or jacked. ABSOLUTELY NO OPEN CUTS WITHIN COUNTY ROAD PAVEMENT;
-b. be' pressure grouted for the full length of the crossing ijthe annular space between pipe and casing and.
-soil exceeds -one (1) inch. Brazos County must be given 24 hours notice of pressure grouting operations :
and have the opportunity to have:an inspector on site to observe pressure. grouting operatibas;- -
c. -TXDOT Standard Specification Item 476 shall be followed. foroll boring, jacking, tunneling and joints..
9. Bore. Pits
" a. nopits shall remain open longer than 2 days;
b. all pits shall have proper traffic control measures in place. See Traffic Control Plan listed above.
C. pits shall NOT be located within ten (10) feet from the edge of pavement without prior approval from the
County Engineer or his representative;
d. when pits are to remain open for more than 8 hours, due diligence will be used in protecting the spoil pile
to prevent drainage problems; .
VOA.. P9o_a__T
c. based upon soil conditions, the County Engineer or his representative may require shoring to protect
pavement integrity;
f. based upon soil conditions, -the County Engineer or his representative may require pits be placed further
from the edge of road
10. Any installation within ten (10) feet of edge ofpavement shall meet the following:
a. location must be approved by the County Engineer or his representative
b.* .backfilled with:cement stabilized material.
c. based upon soil conditions, the County Engineer or his representative mayregdire shorini to protect
pavement integrity.
d. All excess water and mud shall be removed from the trench prior to backfilling. Any backfill placed
during a rainy period or at other times where excess water cannot be prevented from entering the trench
will be considered TEMPORARY and shall .be replaced with PERMANENT cement stabilized material
as soon as weather permits;
e. All disturbed Base and pavement materials shall be removed and restored to the satisfaction of the County
Engineer or his representatives.:'
F No side or lateral tamping to fill voids under the base and pavement materials is allowed.
11. Company must be careful to not jeopardize the slope or integrity of the shoulder of the road. In the event
Company damages the slope, shoulder or any other portion of the right-of-way, Company will be responsible
for repairing the damage and replacing the right -of --way to the condition it was prior to commencing
construction.
12. Operation of construction and/or maintenance equipment on the traveled surface of any improved County road
will riot be permitted, except in an instance whereby the laying, construction, maintenance and/or repair of . .
cables, conduits'and/or pole lines cannot be accomplished by any other method and in this event all such
equipment shall be of the rubber tiro variety. Appropriate traffic control shall be provided meeting TMUTCD .
requirements.
13. In the event said construction and/ormaintenance and/or repairrequires Company to remove, cut or
jeopardize any section of the road (asphalt, cement; road base, ete),. Company will 'be required to provide a
performance bond or letter of credit -securing necessary repairs. Said bond amount will be determined by the
County Engineer.
14. The applicant shall submit a letter of "No Objection": from theArmy Corps of Engineers for all designated
wetlands and environmentally sensitive lands.
E. Emergency work
1. In the event Company is required to perform emergency services,_ that requires excavation in a County Right
of Way, and unable to. notify the County Engineer prior to conducting emergency repairs, Company 'shall
notify.County'Engincer within 24 Hours of beginning construction/repairs. This .will allow the -County
Engineer and Road &.Bridge Office an opportunity.to inspect the'site to ensure the integrity of the County
Right of Way and traffic safety controls used.
F Repairs to existing facilities
1. Maintenance and/or repair to existing.cables, conduits, and/or pole, lines which require disturbance of the soil,
shall not be performed until plans describing such maintenance .and/or repair have been approved by the
County Engineer or designated representative and a permit has been obtained.
G. Relocation of utilities:
1. When and if the County Engineer determines that it is necessary for the construction, repair, improvement; .
alteration or relocation. of all or any portion of said road, any or all poles, wires, pipes cables or other facilities
and appurtenances aiithorized hereunder, shall be reinoved from said road, or reset or relocated thereon, as
required by the County Engineer within a reasonable time as determined by the County Engineer and Utility
Company, and at the expense of the'Utility Company:, -
VCI� �a�.
H. High Pressure Pipelines
1. All :utility Permits for high pressure pipelines (generally 60 PSI or greater), whether pertaining to controlled ..
access ornon-controlled access installations, should contain the,following additional. information in the
description of the peiinit: `
-diameter
' '-wall thickness
=material specification
:.
-minimum 'cId strength
maximum operation pressvic of the pipeline
2. With the exception of the maximum operation pressure of the pipeline, this. infofthation is to be supplied for .
both the carrier pipe.and the casing.
3. Assurance must also be given that the installationimaterial and design meet the minimum Federal Safety
Standards for Liquid acid Gas Pipe Lines. Assurance must be provided on company letterhead and signed by an
authorized representative of the company.
4. Petroleum Pipelines:
Depth
Type df Pipeline ,...:: (below deepest ditchgrade) :Special Requirements
Encased Pipe Less. than 10' Must be covered with concrete pad at least 36"deep
Encased. Pipe Greater than 10'
No concrete pad required
Non -Cased Pipe Less than 10' Must be covered with. concrete pad at least 4W'deep.
Non=Cased Pipc Gri quer than 10' No concrete pail required
The Concrete pad shall be minimum of 3" thickand width shall be pipe'diameter plus B"
minimum.
..
5. Under no circumstances willl apipeline be installed parallefto a County Road within;' :the Right -
of Way. Transmission lines have been determined to be petroleum pipelines (which includes natural gas
lines) and shall not be parallel to a County Road.
6. Natural Gas Distribution is a line that serves the final customer:
Vol. __fib pg. �.�
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BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2020-2021 BUDGET YEAR
NO. 20121 56.1
On this the 21st day of December 2021 at a regular meeting of the Commissioners' Court, the
following members were present:
A. Duane Peters, County Judge, Presiding
B. Steve Aldrich, Commissioner, Precinct 1
C. Russ Ford, Commissioner, Precinct 2
D. Nancy Berry, Commissioner, Precinct 3
E. Irma Cauley, Commissioner, Precinct 4
F. Karen McQueen, County Clerk
The following proceedings were held:
THAT WHEREAS, on 21st day of December 2021 the Court heard and approved a budget
amendment(s) for the 2020-2021 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 2020, the following
amendment(s) to the original budget are hereby authorized, as described on the attached page(s).
ADOPTED AND APPROVED this the 21st day of December 2021.
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By: R) -"-� —
Duane Peters, County Judge
Original: County Clerk's Office and
Attached to the original budget
District Attorney
Crime Fund
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 20121 - 56.1
�De aitrrienYAp `: ",,��= �"_,,�� r'" �` ��Date • � x�?'r;..,. -.:I
Co JOg€ Approval< ;:
E vo
FUND DIV
ACCT DRlCR
ACCOUNT NAME
Increase Decrease
34000 00000000
49070000 CR
Sales of Ca ital Assets
157 482.00
34000 00000000
47010000 DR
Reserve Fuad Balance
157 482.00
E vo
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENT(S) FOR THE 2021-2022 BUDGET YEAR
NO. 21/22 11.1-11.6
On this the 21st day of December 2021 at a regular meeting of the Commissioners' Court, the
following members were present:
A. Duane Peters, County Judge, Presiding
B. Steve Aldrich, Commissioner, Precinct 1
C. Russ Ford, Commissioner, Precinct 2
D. Nancy Berry, Commissioner, Precinct 3
E. Irma Cauley, Commissioner, Precinct 4
F. Karen McQueen, County Clerk
The following proceedings were held:
THAT WHEREAS, on 21st day of December 2021 the Court heard and approved a budget
amendment(s) for the 2021-2022 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 7 September 2021, the following
amendment(s) to the original budget are hereby authorized, as described on the attached page(s).
ADOPTED AND APPROVED this the 21st day of December 2021.
THE COMMISSIONERS COURT OF BRAZOS COUNTY, TEXAS.
By:
Duane Peters, County Judge
Original: County Clerk's Office and
Attached to the original budget
Vol. _�— Pg. 1�
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 21/22-- 11.1
wl UP
DeEdAe_AAPp►ro1 .. A.. - »zDafe= ' s
- -. .....-•,•., W i F n ' l
'h`aexAccenutm-I~,u"`o3�;Ont�"w''r.asr.i �:a.i�,.w.'�,�.,��.rint�ss�`n•�.ett'S.�,zew*�mi .�sar....�_
3 ' P k c+ -.+,piSWa_....
k t,A.�"^t:uaM
7777777,7
FUND DIV
ACCT
DRICR
ACCOUNT NAME
Increase Decrease
01000 21000100
61601000
CR
Travel
244.00
01000 21000100
65540000
DR
Copier/Printer/Fax Maintenance
244.00
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 21122 -11.2
1De-.-,-e. Provaly z x11_Date
m
i a�a�411
w
�tl �ACCOUetln PO 05eS°.
� :.. ,: � „ ,
�, .
;#fd es � b+�.: "-a?<A5 .r.m� �, 4�'tY.0 �7.i��o".^.,,ti�:.�S�:L.,,.�..V�F'
FUND
DIV
ACCT
DRICR
ACCOUNT NAME
Increase Decrease
01000
31000220
46023000
CR
Donations - Other
25.00
01000
31000220
61235000
DR
Donations - Other
25.00
pg. l7 _
I�
to the
BRAZOS COUNTY, TEXAS
BUDGETAMENDMENTS
No. 21122 -11.3
4
i
(De, arfinentAppiov_al_ Y.x
F Date-•; i.'`J
FUND
DIV
ACCT
DRICR
ACCOUNT NAME Increase Decrease
�Co i geAejiroval
vi p� /A
tt.K 441,h�.
FUND
DIV
ACCT
DRICR
ACCOUNT NAME Increase Decrease
11000
11002500
61010000
CR
Advertising 5,240.40
11000
11002500
71030000
DR
Employment Services 5,240.40
vol. pg. pg. l � _
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 21122 .11.4
�— — '
De artme ""roii 1 r i> ate 7a:. E
3 —�,—
FUND DIV
ACCT
�Co 9e.__A0Pfoval.,....;
01000 11001500
VOL _. 350 _ 'a 1 Q
FUND DIV
ACCT
DR/CR ACCOUNT NAME Increase Decrease
01000 11001500
61130000
CR Contingenry 8,000.00
01000 36000100
71030000
DR Employment Services 8,000.00
VOL _. 350 _ 'a 1 Q
BRAZOS COUNTY, TEXAS
BUDGETAMENDMENTS
No. 21!22 -11.5
12121/2n21
FUND DEPARTMENT DIVISION
CATEGORY DESCRIPTION
Increase Decrease
Commissioners' Information Technology -
Court -Non Capital Non Capital
Departmental Support
65 590.00
Commissioners'
Court - Non Capital
Other Financing Uses
652590.00
General Permanent
Improvement Fund
Other Financing Uses
652 590.00
General Permanent Information TechnDlOoy -
Improve Fund Capital
Capital Outlay
652,590.00
Increase Decrease
06000
14000006
60500000
CR
E ui ment & IT Enhancement
652 590.00
06000
00000000
91110000
DR
Transfer to Capital Improvement Fund
652,590.00
45000
00000000
49012600
CR
Transfer from Commissionces Court - Non Capital
652,590.00
45000
63140001
80286000
DR
Equipment - Other
652,590.OD
General Fund and General Capital Improvement Fund
Reallocation of funds to the appropriate department's account to cover the cost of the Digital Evidence Management & Patrol Video Refresh Project CIP #22-575).
Mari.,
.P.
�or[►ceonntii .Pd'oses"f1nl"�agr,�;�."�.
����`�.`x�..s,d.,.a,e.t.�_u..r
. ..:;. ;?,�xr:?,'?w �., ...` �:"` ��.�ds.�r.�`sa'r�"�-���",.rtr���.,
:., hs,.c,.,�rxs.�
FUND
DIV
ACCT
DR/CR
ACCOUNT NAME
Increase Decrease
06000
14000006
60500000
CR
E ui ment & IT Enhancement
652 590.00
06000
00000000
91110000
DR
Transfer to Capital Improvement Fund
652,590.00
45000
00000000
49012600
CR
Transfer from Commissionces Court - Non Capital
652,590.00
45000
63140001
80286000
DR
Equipment - Other
652,590.OD
VOL
BRAZOS COUNTY, TEXAS
BUDGET AMENDMENTS
No. 21122.11.6
12/2112021
FUND
DEPARTMENT
DIVISION CATEGORY DESCRIPTION
Increase
Decrease
County Records
Management
Records Management
Salary and Wages
110,756.00
County Records
Management
Records Management
Benefits
84981.00
County Records
Management
Records Management
Departmental Support
40,599.65
County Records
Management
Records Management
Repair and Maintenance
100.00
County Records
Management
Records Management
Contractual Services
2,695.00
County Records
Management
Records Management
Capital On lay
6,000.00
County Records
Management
Other Financing Uses
245 131.65
General Fund
Other Financiag Uses
245,131.65
General Fund
Records Management
Salary and Wa es
General Fund
Records Management
Benefits
84 981.00
General Fund
Records Management
Departmental Support
40,599.65
General Fund
Records Management
Repair and Maintenance
100.00
General Fund
Records Management
Contractual Services
E110,756.001
8,695.00
Records Management
Reallocation of funds to the appropriate departmenfs account due to Senate Bill 41 Section 135.154 County Records Management and Preservation. On December 14, 2021, Commissioners' Court approved moving
all expenses from Records Management in the County Records Management to the General Fund. tem 49
EDepartnient�t rovai:'
gTd
cC,
Co
BRAZOS COUNTY, TEXAS
BUDGETAMENDMENTS
No. 21/22.11.6
12121/2021
FUND DEPARTMENT DIVISION CATEGORY DESCRIPTION Increase I Decrease
F-o"
--10TiPusEsr: 92.,.
FUND
DN
ACCT
DR/CR
ACCOUNT NAME
Debit
Credit
19000
50000100
51200000
CR
Salary Department Heads
10 000.00
19000
50000100
52610000
CR
Hourly Staff
100000.00
19000
50000100
51810000
CR
Longevity - County
1.00
19000
50000100
51990000
CR
Accrued Salary and Wages
755.00
19000
50000100
53100000
CR
Social Security
10 000.00
19000
50000100
53101000
CR
Flex Benefit
234.00
19000
50000100
53200000
CR
Retirement
24 000.00
19000
50000100
53300000
CR
Employee Health Insurance
50,000.00
19000
50000100
53800000
CR
Worker's Comp
291.00
19000
50000100
53990000
CR
Accrued Employer Benefits
456.00
19000
50000100
60170000
CR
Copier/Printer/Fax Sulies
620.00
19000
50000100
60211000
CR
Software-NoTag
15,000.00
19000
50000100
60360000
CR
Furniture
2,500.00
19000
50000100
60500000
CR
Equipment & IT Enhancement
15 ,000.00
19000
50000100
61500000
CR
Pdndn-g
62.59
19000
50000100
61680000
CR
Training
2,000.00
19000
50000100
61750000
CR
Telephone - Cellular
917.06
19000
50000100
61801000
CR
Travel
4,500.00
19000
50000100
65540000
CR
Co ier/Prinier/Fax Maintenance
100.00
19000
50000100
71025000
CR
Contract Services
2,695.00
19000
50000100
80670000
CR
Ca iml Outlay
6,000.00
19000
00000000
49028000
DR
Transfer from General Fund
245,131.65
01000
00000000
91300000
CR
Transfer to Records Management
245 131.65
01000
50000100
51200000
DR
Salary Department Heads
10 000.00
01000
50000100
51610000
DR
Hourly Staff
100000.00
01000
50000100
51810000
DR
Longevity - County
1.00
01000
50000100
51990000
DR
Accrued Salmy and Wages
755.00
01000
50000100
53100000
DR
Social Security
10 000.00
01000
50000100
53101000
DR
Flex Benefit
234.00
01000
50000100
53200000
DR
Retirement
24,000.00
01000
50000100
53300000
DR
Employee Health Insurance
50 000.00
01000
50000100
53800000
DR
Worker's Comp
291.00
01000
50000100
53990000
DR
Accrued Employer Benefits
456.00
01000
50000100
60170000
DR
Copier/Printer/Fax Supplies
620.00
01000
50000100
60211000
DR
Software -No Tag
15,000.00
01000
50000100
60360000
DR
Furniture
2,500.00
01000
50000100
60500000
DR
Equipment & 1T Enhancement
15 000.00
01000
50000100
61500000
DR
Printing
62.59
01000
50000100
61680000
DR
Training
2,000.00
01000
50000100
61750000
DR
Telephone - Cellular
917.06
010D0
50000100
61801000
DR
Travel
4,500.00
01000
50000100
65540000
DR
Conic..Maintenance
100.00
01000
50000100
71025000
DR
Contract Services
8,695.00
PERSONNEL
CHANGE OF STATUS REQUESTS
Commissioner Court Date: 12-21-2021
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 Judge
Chappell, Donny
Greer, Colton
Facilities Services — Administration Turek, Shelley
Justice of the Peace — Pct. 1 — Administration
Flores, Gelinda
Approved in Commissioners' Court: 12-21-2021
� A7�County Judge's or Commissioner's Signature:
(This Copy to be attached to minutes)
Change of Status
Change of Status
Change of Status
Change of Status
Personnel Change of Status
(Dec 15, 2021)
Commissioners' Court Date:
Department Submitting Information:
Purpose of Submissions:
12-21=2021
Human Resources
Consider and Take Action on Change
Employment
"y �Departmenttame
r " �1ployee,Name, 3y
��
cf�^�ga'�?:�j..�;�r�-..�;, :. �.-. u
-f �: m�.,r�✓ m�.en* r`�,�.�i�t
i�� ,p'. G �iiC.i} �4 "H 'S+ {vAJ.
€Z`^.—.4 y'. d�2r�'n�"�. *Yi @
�
t5
f
4
k} -41
"
Separations
�, "` Departntent�fyame'� � '�,
Eni loyee Names��a
Sheriff Office - )ail
Huq, Mukammel
Administration
k} -41
Approved in Commissioners' Court: 12-21-2
County Judge's or Commissioner's Signature:
(This Copy to be attached to minutes)
Vol. —3b --Q - -- Pg a4--