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HomeMy WebLinkAbout1996-03-05-0900AM-Regular•I 1 . 'r BRAZOS COUNTY BRYAN. TEXAS AGENDA BRAZOS COUNTY COMMISSIONERS COURT MEETING THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, MARCH 5, 1996 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 26TH STREET, SUITE 115, BRYAN, TEXAS. C] Z • 1 1. Invocation - Commissioner Cauley. 2. Pledge of Allegiance - Commissioner Cauley. 3. Citizens input and/or concerns. At this time, the Judge will open the floor to citizens wishing to address the Court on county-related issues not scheduled on the agenda. Please limit subject matters to five minutes. The Commissioners will receive the information, conducHesearch into the matter, and/or place the matter on a future agenda for discussio . (A recording is made of the meeting; therefore, please give your name and address for the record.) Consider and take action on agenda items 4 - 21: 4. Personnel Change of Status. 5. Payment of claims. 6. Budget Amendment 95/96-17. 7. Liability Insurance. 8. Support of the Brazos Valley Development Council's' Regional Juvenile Justice Delinquency Prevention grant application. 9. Tax Resale Deeds and authorization for County Judge to execute deeds for the following transactions: a. Tract of land out of the J.E. Scott Survey, Abstract 50, being more particularly described by metes and bounds description as Tract 1 in Volume 583, Page 632, Deed Records of Brazos County, Texas to Qiang Fu and Lingyu He. b. Lots 5, 6 and 7, Block 15 of Castle Heights Subdivision (Revised) and being the same property conveyed in Volume 261, Page 158, Deed Records of Brazos County, Texas to John A. Edwards and Ammie Edwards. 10. Resolution to create a County Purchasing Department and adoption of a budget for 1996. 11. Adoption of County Purchasing Policies and Procedures. V IL 100 Commissioners Court Meeting Agenda, March.5, 1996 Page Two 12. Exemption from competitive bidding for consulting engineers. 13. Agreement for Materials Engineering and Related Construction Inspection and Material Testing Services from Buchanan/Soil Mechanics, Inc. for various projects needed by Road & Bridge. 14. Requisition from Capital Expenditures for radios for the Sheriffs Office (budgeted). 15. Requisition from Capital Expenditures for furniture for Risk Management Officer. 16. Cooperative Agreement with the Texas Forest Service for the Cost Share Program for Dry Hydrants. 17. Request from GTE to place a road bore in the right-of-way of Meadow Lark Circle at its intersection with Scott Lane for cable installation. Site is located in Precinct 2. 18. Request from GTE to place a road bore in the right-of-way of North Dowling Road approximately 1100 feet from its intersection with Blue Ridge Drive to relocate buried cable for roadway improvements. Site is located in Precinct 1. 19. ' Request from GTE to relocate buried cable in the right-of-way of North Dowling Road beginning at its intersection with Hopes Creek Road and extending for a distance of 2740 feet for scheduled roadway improvements. Site is located in Precinct 1. 20. Request from Wickson Creek Special Utility District to place a road bore in the right-of- way of Dilly Shaw Tap Road approximately 0.2 miles from its intersection with Frieda Lane. Site is located in Precinct 2. 21. Request from Wickson Creek Special Utility District to place a road bore in the right-of- way of Cliff Road approximately 0.3 miles from its intersection with State Highway 21. Site is located in Precinct 3. 22. - Acknowledge receipt of Quarter Ending 12-31-95 Investment Report and the January, 1996 Treasurer's Report. • 23. Call for citizen input and/or concerns. 24. Announcement of interest items and possible future agenda topics. 25. Adjourn. The building is wheelchair accessible. Handicap parking spaces are available, Any request for sign interpretive services must be made 48 hours before the meeting. To make arrangements, call (409) 361-4102. 3 ~ VO -PAGE • • • , A ti i x y COMMISSIONERS' COURT REGULAR MEETING MARCH 5, 1996 A regular meeting of the Commissioners' Court of Brazos County, Texas was held in the Commissioners' Courtroom in the Courthouse in Bryan, Brazos County, Texas, beginning at 9:00 a.m. on Tuesday, March 5, 1996, with the following members of the Court present: Alvin W. Jones, County Judge, Presiding; Gary Norton, Commissioner of Precinct 1; Sandie Walker, Commissioner of Precinct 2, Absent; Randy Sims, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Mary Ann Ward, County Clerk. The following citizens and officials were in attendance: Ruth McLeod Executive Assistant Susan Gandy Secretary to County Judge John Reynolds Auditor Cheryl Turney Auditor's Office Kay Hamilton Treasurer Richard Vance County Engineer Bobby Riggs Sheriff Fred Forsthoff Emergency Management Bill Jeanes Risk Management E. A. Wentrcek Juvenile Services Edwin Dobbins Bldg. Maintenance Marijane Deen Computer Network Services Irene Jett Auditor's Office Julie Ramirez County Attorney's Office Tony Jones Brazos County Resident Phyllis H. Fahlquist League of Women Voters Lamar Sawyer PENCO/Hartford Shirley Copeland Ins. Network of Texas Kenny Mallard Ins. Network of Texas Commissioner Cauley gave the invocation and led the pledge of allegiance. The was no citizen input.and/or concerns. voL '7 I- I. S.4.a5.. ti._ _ .n.a. .5.! _ ..Y... d. !.s~a'..L..i 4,Li ,..fa.:.L r,~iv*'•..•:, .The Court proc eeded to consider the change of status of the following employees. NAME DEPARTMENT REASON 1 Holland, Shelley Aud/Treasurer Transfer Alaniz, Jose Brazos Center New Employee Reyes, Raul Jr. Brazos Center New Employee Towslee, Billy BVNTTF Resignation Sandel, Sheri Comp.Network Services Resignation Green, John F Comp.Network Services New Employee Conrad, Tammy JP Precinct 1 New Employee Nowak-Garza, T Sheriff Office Resignation Grimes, Gary E Sheriff Office New Employee Ransom, Vicky Tax Office Resignation Bennett, Linda S Tax Office Trans W/Sal Inc Karisch, Diana C Tax Office Trans W/Sal Inc Gresham, Alisa M Tax Office Trans W/Sal Inc Vasquez, Jessica P Tax Office Trans W/Sal Inc i Reed, Carolyn E Tax Office Trans W/Sal Inc Boehme, Teresa K Tax Office Trans W/in Dept Funicelli, C. Tax Office Trans W/in Dept on motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the changes as submitted with a notation that the position in the office of Justice of the Peace, Precinct 1 was a temporary position. The Court next considered the following Claims as submitted by the County Treasurer for payment: 96-004521 through 96-004726 On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the Claims as submitted. The Court next.considered Budget Amendment ((95/96-17, which would reallocate funds budgeted for the Risk Management, Justice of the Peace, Precinct 1, Welfare, Non-Departmental, Environmental Protection, Permanent Improvement Fund, and County Fire Protection. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to approve the budget amendment as submitted, a copy of which is attached hereto. The next matter before the Court was the County liability insurance coverage. Kenny Mallard, representative of Insurance Network of Texas, informed the Court that Hartford insurance had agreed to extend county coverage for sixty (60) days at a cost of $55,000.00 to allow the county to consolidate all liability insurance for bidding purposes. On V0L, 7 PAQR_.. ~ r4i..~.~+i.6.L.y.Jrsit)'.-,•.~.+"---- - - -~i 4_r-~..i.wu~ - ^.ac..._.:___ ~5._ ~~~.__.._._~_.__~...~....~..,._...-r.^-'-__ _-•-n..--._ v • i k J 1 r • is r ,t i F a a Y, r, v r i motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to extend current insurance coverage for the additional sixty (60) days at a cost of $55,000.00 to allow the county to consolidate all liability insurance bids. The next matter before the Court was consideration of support of the Brazos Valley Development Council's Regional Juvenile Justice Delinquency Prevention grant application. This will allow the Brazos Valley Development Council to purchase services for Brazos County juvenile probationers that would not otherwise be available. On motion by Commissioner Cauley, seconded by Commissioner Walker, the Court voted unanimously to support the Brazos Valley Development Council's Regional Juvenile Justice Delinquency Prevention grant application. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to authorize the County Judge to execute the a Tax Resale Deed to the following individuals: Qiang Fu and Lingyu He - Tract of land out of the J. E. Scott Survey, Abstract No. 50 Brazos County, Texas on motion by Commissioner Norton, seconded by Commissioner Sims, the Court voted unanimously to authorize the County Judge to execute the a Tax Resale Deed to the following individuals: John A. Edwards and Ammie Edwards - Lots 5,6 and 7, Block 15, of Castle Heights Subdivision (Revised), City of Bryan, Brazos County, Texas on motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to adopt a resolution authorizing the establishment of the Purchasing Department in compliance with Subchapter B, Chapter 262, Section 262.0115 of the Local Government, Code. Included in the motion was approval.of a budget amendment for 1996 funding $67,000 from the General Fund and $12,300 from the Capital Expenditures Fund for the operation of the department for the remainder of the fiscal year. A copy of the Resolution is attached., VOL- 4._ 1 i The next matter before the Court was the adoption of the County Purchasing Policies and Procedures. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to adopt the County Purchasing Policies and Procedures as submitted. A copy is attached hereto. The Court next considered an Exemption from Competitive Bidding Requirements of Local Government Code, Section 262.024(a)(A). This is for the purchase of Engineering Services, from Buchanan/Soil Mechanics, Inc.. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to approve the Exemption of Competitive Bidding Requirements and authorized the payment for all personal /professional services from the designated firm for the 1995-1996 fiscal year. The next matter before the Court was an agreement for materials engineering and related construction inspection and material testing services from Buchanan/Soil Mechanics, Inc. for various projects needed by the Road and Bridge Department. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to enter into agreement for materials engineering and related construction inspection and material testing services from Buchanan/Soil Mechanics, Inc. for various projects needed by the Road and Bridge Department. The Court next considered approval of a requisition from Capital Expenditures for the purchase of radios for the sheriff's Office. This is a budgeted item in the 1995/1996 county budget. Cost of the two (2) radios and rapid chargers is $1,249.00. On motion by Commissioner Norton, seconded by Commissioner Cauley, the Court voted unanimously to approve the requisition in the amount of $1,249.00 to be paid from Capital Expenditures for the purchase of radios for the Sheriff's Office. The Court next considered approval of a requisition from Capital Expenditures for the purchase of a one (1) 60 inch round table, five (5) side chairs and one (1) executive swivel VOL-J PAGE 4 J • • • chair for the Risk Management Officer. Total cost is $911.10. On motion by Commissioner Cauley, seconded by Commissioner Norton, the Court voted unanimously to approve the requisition in the amount of $911.10 to be paid from Capital Expenditures for the purchase of office furniture for the Risk Management Officer. The next matter for consideration was a cooperative • Agreement with the Texas Forest Service for the Cost Share Program for Dry Hydrants. Brazos County has requested assistance from the Forest Service in developing wildfire E protection on certain rural lands. The Forest Service will make available certain fire control equipment and tools to be used in the suppression of natural cover and structural fires and for other emergencies which threaten the loss of life and property. Cost of implementation will be shared by the County and the Forest Service. On motion by Commissioner Sims, seconded by Commissioner Norton, the Court voted unanimously to enter into a cooperative Agreement with the Texas Forest Service for the Cost Share Program for Dry Hydrants. A copy of the Agreement is attached hereto . The Court next considered the request from GTE to place a road bore in the right-of-way of Meadow Lark Circle at its ~r intersection with Scott Lane for cable installation. The site is located in Precinct 2. The County Engineer stated that all appeared to be in order and recommended-approval. On motion by Commissioner Norton, seconded by Commissioner Sims, the Court voted unanimously to approve the request from GTE and authorized the installation. A copy of the request is attached hereto. The Court next considered the request from GTE to place a road bore in the right-of-way of North Dowling Road 3 approximately 1100 feet from its intersection with Blue Ridge Drive to relocate buried cable for roadway improvements. The site is located in Precinct 1. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Norton, seconded by Commissioner Voi- Cauley, the Court voted unanimously to approve the request of GTE and authorized the installation. A copy of the request is attached hereto. The Court next considered the request from GTE to relocate buried cable in the right-of-way of Porth Dowling Road beginning at its intersection with Hopes Creek Road and extending for a distance of 2740 feet for scheduled roadway improvements. The site is located in Precinct 1. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Norton, seconded by Commissioner Cauley, the Court voted unanimously to approve the request from GTE and authorized the installation. A copy of the request is attached hereto. The Court next considered the request from Wickson Creek Special Utility District to place a road bore in the right-of- way of Dilly Shaw Tap Road approximately 0.2 mile from its intersection with Frieda Lane. The site is located in Precinct 2. The County Engineer stated that all appeared to be in order and recommended approval. On motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the request from Wickson Creek Special Utility District and authorized the installation. A copy of the request is attached hereto. The Court next considered the request from Wickson Creek Special Utility District to place a road bore in the right-of- way of Cliff Road approximately 0.3 mile from its intersection with State Highway 21. The site is located in Precinct 3. The County Engineer stated that all appeared to be in order and recommended approval. on motion by Commissioner Sims, seconded by Commissioner Cauley, the Court voted unanimously to approve the request from Wickson I Creek Special Utility District and authorized the installation. A copy of the request is attached hereto. The Court received,. approved and ordered filed as submitted the Treasurer's report for January 1996 and Quarter ` J E~ J.i._..t.._rr:~_ 1. •~f ~~,~.,.,'aL~avtisrsnn,.r.,..^sto.:,..~.^. _._.i.~'.. _.r .~.,d-_....t,.. ~,.~.,t: r~t., _ , Li . . . . w _ . . . , I. I . G ~ am l , 1 . r Ending 12-31-95 Investment Report. A copy of which is attached to and made a part of these minutes. J is • Under citizen input and/or concerns the Purchasing Agent asked for some guidance in locating suitable space for the new department. Commissioner Norton said he wanted to use the storeroom on the second floor temporarily. Commissioner Sims suggested using the space next to the Tax Office. The County Judge made the following comments: a) He referenced a letter from TxDOT concerning FM 1179 b) He has received correspondence from Texas Department of Criminal Justice on how jails will operate. They will now let Jail Standards Commission participate c) There will be a meeting March 7, 1996, at 9:00 a.m. in Austin, senate subcommittee concerning state jail system, county jail capacity, and jailing out of state inmates in county jails. d) announced the Chamber of Commerce was forming a new division called the Agrifood Council e) League of Women Voters request for production of book has been researched by the District Attorney's office and county can not provide monies to an organization There being no further business to come before the Court, the meeting was adjourned. F V0 . -PAGRAAL .....t....x. r....L...~.... .~....._~:.w~~a.a.a.'...I..~.w.w. - ~....i~7i,.aa...,~,..~.':asca...,.:L.H.....~....~..,w...+ ............:.L~,...~...,i..tu..n..._.~.~~..~w~.r.L..,. The foregoing minutes of the Commissioners Court meeting held March 5, 1995 have been examined and are approved in open Court this the g~ 1 day of 1994 , in Bryan, Brazos County, Texas. Gz~- Alvin W. Jones County Judge San ie lke Commissio , Precinct Carey Ca ey, Jr. ' Commissi ner, Preci c 4 A&ag= Mary Avfn and County Clerk S I vo .pAaE.., •~a~e/n+s•hv1 .T~.A'7VP1U1~R~{W~iT'w]~sJC+"+ +o.e~~"'? a~'i~T~ :-v~ __--_'~,:..a~~}1 .i t~nr~~._ ~sis.aL~y:a~.s:' .k:= i•.' ~•Xa~i, °.~•1~',.~;'/ ~ 1 ~ • X9 Randy S) Xs Commi ioner, Precinct 3 01 01, t f - _ 1 r v _ i BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 1995-1996 BUDGET YEAR NO. 95/96-17 5 On this the 5th day of March 1996 at a special meeting of the Commissioners' Court, the following members were present: Alvin W. Jones, County Judge, Presiding Gary Norton, Commissioner, Precinct 1; Sandie Walker, Commissioner, Precinct 2; ' Randy Sims, Commissioner, Precinct 3; Carey Cauley, Commissioner, Precinct 4; Mary Ann Ward, County Clerk. • I. The following proceedings were held: THAT WHEREAS, on March 5, 1996, the Court heard and approved a budget amendment for the 1995-1996 budget year for Brazos County, ' s Texas. WHEREAS, an expenditure is necessary due to the necessity to meet unusual and unforeseen conditions which could not be reasonably included in the original budget adopted September 26, 1995 the following .amendment(s) to the original are hereby authorized, as described on the attached 1 page(s). Y ' • ADOPTED AND APPROVED this the 5th day of March 1996 ~ ' k THE COMMISSIONERS' COURT OF BRAZOS COUNTY,,TEXAS. a By: C/- Alvin W. Jones, County Judge F x Original:- County Clerk's Office and attached to the original budget t Copies: County Auditor t County Treasurer I. Commissioners' Court Minutes } Budget Amendment File r 0 S - 64 PAOR , ,.j _ .~,....a...~y. -1.. . , ..u •ur... . ww _ . .,L._-.. ~wi.,..nvY...~ J...4wa-vw J.,. w.,.......•1rsa~^.~.'..J+/.w..._.aL.v.L.~_~..a..,-.~.,.~«. 01 125001 607400 Safety Recognition 500.00 01 125001 611100 Conference & Seminar Fees 200.00 01 125001 615000 Printing and Filming 350.00 01 125001 616800 Training 1,200.00 01 125001 618010 Travel - In County 1,500.00 01 125001 618020 Travel - Out of County 100.00 01 125001 614400 Meals and Lodging 650.00 01 M 125001 617500 Telephone - Cellular 700.00 01 125001 612800 Dues 360.00 01 125001 802030 Computer - Hardware 7,395.00 01 125001 802860 Equipment - Other 6,500.00 Risk Management - To reallocate General Fund budget as approved in Commissioners Court on February 27, 1996. See attachment. 01 110015 611300 Contingency 2,825.00 Contingency - To increase contingency for the adjusted Risk Management budget above. I -T I I BALANCING TOTAL 21,190.00 21,190.00 'D J27/96 L, / r. • U- BRAZOS COUNTY, TEXAS } BUDGET AMENDMENTS NO. 95/96 -17 FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 240001 516400 Hourly- Temporary 1,770.00 01 240001 531000 Social Security 136.00 01 240001 538000 Worker's Compensation 4.00 Justice of Peace - Pct 1 - Lyons - To set up temporary personnel budget as approved i n Commissioners Court Feb. 27, 1996. 01 110015 611300 Contingency 1,910.00 Contingency - To decrease contingency to allow increase in the above budget. BALANCING TOTAL 1,910.00 1,910.00 ~p~~Q~'ti,~ ~ •i.7tr:-rte.=~^:,r,,:r;ct:..f..~;.",t`^_ :~-i-_nn-T:~r c . • _r.__~_._~...r_vp.!f.~w..-•.rvw ~.r.{e_•.a.u:.rr~Y.v..tu_•w.r.+i....S..,u+.w--~_.r1~.r..vl~,~.. +t-_~ i _W_-.._._ _J Vrepare'dB0 ; M r ,Date_~ 2128196 t 1 , . BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95196 -1T FD DIV ACCT PROJ DESCRIPTION DR CR 01 110040 619500 Welfare Contributions 500.00 County Welfare - To increase budgetted line item to allow for unforeseem expenditures. I 01 110005 616200 Subscriptions and Publications 500.00 Non-Departmental - To decrease line item budget to reclassify to increased needs in County Welfare budget. i F71 I I I BALANCING TOTAL- 500.00 500.00 . 1 ,1 (~z' ~ ~ ~1 •~N "ti=' ` x ~'n d;"'! •~~i~tri ~),~•:'~.~~a!_;_:S'!}' ,lti..n ~ r F' ~i' e f • i BRAZOS COUNTY, TEXAS BUDGET ADJUSTMENTS NO. 95196 -17 t i i 01 01 4 FD DIV ACCT PROJ ACCOUNT NAME Dr Cr I 45 630005 613250 Furniture - Minor 5,000.00 45 630005 803520 Furniture 5,000.00 Permanent Improvement Fund - To reclassify budget line items to allow for capital purchased less than the two hundred dollar limitation. t BALANCING TOTAL 5,000.00 5,000.00 Y e.+. , "^.'^.•J'nx:CYv 'e<9++»x<.....v~.'.."xtta~ . 4.~~+4'.f ' ' ^,°e.*7'i,C-'TI- -f 71'7'[`A.""*'W,C•".i'Z"??'fT:.~„~/~,.~~~ ~Pr6parod,Sy; f A .;r e: ti~ r ~,Dalte:} . .s r...r.... ,...~..r....«a. tilrLu t..~.w`-..~.,-rr..' »..d...,....a.u.~.. " .a.:.caSz.:~.....w..1..+../........n.:~-..._...».~.~.~a..».......~.~ • _ _ 1 Y. . _ J aA•t;...,i3av,.. 1 L BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95196 -17 FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 320001 715030 Rental - Land 2,000.00 Environmental Protection - To increase budget for lease agreement by and between David Taylor dated 2/27/96 for property used to park moveable dumpsters for waste I materials. I 01 110030 652800 Dry Hydrants and Adapters 1,900.00 County Fire Protection - To reverse the budget amendment No.95/96-08, dated Dec.27, 1995. The expenditure was reimbursed by Texas Forest Service. 01 110015 611300 Contingency 100.00 Contingency - To decrease contingency by the net amount to balance the above budget amendments. Balancing Totals 2,000.00 2,000.00 j repred f3jr: MKW; YAPPFvat S'iF; Date: 21292919E `Dace•: c} , Y, w:w.~..,.,,<...„:i<: ~rw.. ,.„.a,,. ,il~a,s:ax .v„~ 9, .+nf.,,,.... ,1 71X,..,,a':,.aaJ..ei..Y..,.,.; SV a,w.kw. w,x`,.,~..A„•,~.,a. III voi, • 61. t a , r i • 1 t BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS NO. 95/96 - 08 /ZI A 7/qs I FD DIV ACCT PROJ ACCOUNT NAME Dr Cr 01 110030 652800 D Hydrants and Adapters 1,900.00 01 110015 611300, Contingency 1,900.00 County Fire Protection - To setup expenditure line item budget for the 5 dry hydrant kits which are to be reimbursed by the Texas Forest Service per the Cost Share Program and the Volunteer Fire Departments. : t Gor i D l 090 68 0 1 4iG920 p opmen e eve nem , Community Support - To adjust expenditure line item budget to allow for increase in activities in Fiscal Year 1995 in accordance with amendment to Contract between Brazos County and B/CS EDC. ~ Lr- s BALANCING TOTAL 51.900.00 51,900.00 "ate- ,~Ya~-95 ~'a~~• - - ~ ~ ~ • .i • 'a BALANCING TOTAL 51,900.00 51,900.00 14, ire r ate: ''%tr~~•'95 ~~Lr ~„-pi,r.~ - ~I Bpi - _ ,~r-._. --.......a,.l.f.i i.L.•.~~' t_..J...r..1..v~+...~..,.............4w.l...i........~..n tea...... ....e~....~l~rr...r.-_ ..r... ~~.~+..y • • • R Y • ~v BRAZOSCOUNTY RESOLUTION Creation of Brazos County Purchasing Department WHEREAS, Subchapter B, Chapter 262, Section 262.0115 of the Local Government Code authorizes the Commissioners Court of each County with a population of more than 100,000 to establish a Purchasing Department, and to employ a person to act as Purchasing Agent at the pleasure of Commissioner's Court; and WHEREAS, the Commissioners Court lof Brazos County is of the opinion that the County would be well served by the creation of the Purchasing Department and the employment of a Purchasing Agent, THEREFORE, it is ordered, adjudged and decreed that the office and position permitted by statute be created effective the 1.9 day of April, 1996, to remain in effect until further orders are issued by this Court, I AND FURTHER, it is ordered, adjudged and decreed that the Commissioners Court adopt an initial operating budget of $ 67.000.00 , to fund the operations of the Purchasing Office through September 30, 1996, NOW, THEREFORE, we, the undersigned members of Commissioners Court for Brazos County, Texas hereby approve and endorse the creation of the Purchasing Department of Brazos County, effective April . 1996. IN TESTIMONY WHEREOF, witness our hands this nth day of fib, 1996: Alvin W. Jones Gary Norton Sandie Walker r Randy Sims Carey Cauley, Jr. Brazos County Judge Commissioner Prct. 1 Commissioner Prct. 2 Commissioner Prct 3 Commissioner Prct.,4 7 IZA&I M Aim Ward, County Clerk Voi. Z.-PAnE I I I.~ Ipurbudye xis SAL_ARIES - - Purchasing Agent Asst. PurchasmgAgent - - - - - - + Buyer Asst_Buyer/Inventory Manager Administrative Secretary BRAZ_OS COUNTY PROPOSED OPERATING BUDGET. PURCHASING DEPARTMENT T-~ , - - - 6 month -1995!1996 •1996/1997 j 997/1998 '198811999 15,250 2 31,450 1 32,394 33,366 28,000 - - - - - - - - - - i------- - - 1' 11,486, 3_ _24,607- 25,345 26,105 9,818, - 21,034r_21,665_- -_22,315 9,077; 19,446± I 20,050: 20,652 45,631 1 96,5371 1 99,454' 130,438 ~ I retirement - 3,200;6,758, 6,962 9,131 social security 3,5001 7,385 7,608, _ 9,979 group insurance 6,0001 j 12,0001 1 13,200: 13,200 workers comp 109 222 2291 300 unemploy. insurance 240 _ 240 240'1 300 13,049 26,605 28,239, 32,909 DEPARTMENTAL SUPPLIES office supplies 1,200 2,000 2,200'1 2,400 1,2001 - 2,000'1 2,200 2,400 1 DEPARTMENTAL SUPPORT 7 advertising 3.000,1 6,000 6,000'1 6,000 bonds 200 200 250 conference & seminar fees continuing education 800 150 1,000 ^250 1,000 2501 1,200 350 dues _ 5 270 1 470 4701 470 printing & filming 1,000 500 5001 500 misc 250 100 100 100 meals and lodging 1,000 1 1,300 1,300 1,500 travel 500 700 700 800 7,120 '1 10,520 10,5201 11,170 TOTAL OPERATING BUDGET 67,000 1 135,662 1 1 140,4131 176,917 CAPITAL OUTLAY office furniture 6 2,100 1,000 1,000 1,000 plain paper fax 1,800 i laser printer 1,500 _ matrix printer 500 4 computer hardware 7 5,400 11 2,000 computer software 8 1,000 '1 500 12.300 1 1 1,000 1,000 3,500 I 1 Budgeted at Step 1 2 assumes 3% COLT 3 Step 2 + 3% COLI '1 4 assumes hiring of Asst. PA. 5 NPI(1), GSC(1), TCPA(3), BVPPA(3) 6 desks, chairs, file cabinets - 2 people '1 7 PC computers for 3 people 8 Novelle networking, Windows, Word, Excel ■ . r. I • • • 4 ~ r t f _ D S 7 f B-R-A-ZOSCOUNTY,TEXAS PURCHASING MANUAL 1996 w . S• J r; t f . . VA ~ ...,.........~,..,.,,_..~_._....._.~.~..~.,~..r...._,~~._.,.......ya..r.rw...i,v~.~.....:......~ru.s.__r....i=a_.s...=__u...r..,~.n._a...r._.c..w~..u.._._.s__... ~._.u....._... r TABLE OF CONTENTS Resolutions ii - iv Forward v Purchasing Policy Statement 1 Glossary of Terms 2-4 Ethical Standards and Relationships 5-6 Responsibilities 7 Purchase Categories $ - 9 The Requisition Process : . . 10 - 13 . The Purchase Order Process . . 14 - 16 The Competitive Bid Process % 17 - 20 Exemptions from Competitive Bidding 21 - 22 Inspecting, Testing, and Receiving 23 - 24 Invoices 25 Property Salvage and Disposal 26 Fixed Assets and Annual Inventory 27 Appendices 28 Sample Forms ' Legal Authorities s- _V0L--kZ-.jPAQ'E J3~ 4A ! ~ .C •J!' .,b~~~y'~• ~~...7 14-•. -tat ~,'4•,.+"" `°',.c ~ 1 f i 0e 1 •I 0 L BRAZOSCOUNTY RESOLUTION Creation of Brazos County Purchasing Department WHEREAS, Subchapter B, Chapter 262, Section 262.0115 of the Local Goverrunetit Code authorizes the Commissioners Court of each County with a population of more than 100,000 to establish a Purchasing Department, and to employ a person to act as Purchasing Agent at the pleasure of Commissioner's Court; and WHEREAS, the Commissioners Court of Brazos County is of the opinion that the County would be well served by the creation of the Purchasing Department and the employment of a Purchasing Agent, THEREFORE, it is ordered, adjudged and decreed that the office and position permitted by statute be created effective the 1.9 day of Apui , 1996, to remain in effect until further orders are issued by this Court, AND FURTHER, it is ordered, adjudged and decreed that the Commissioners Court adopt an initial operating budget of $ 61.000.00 , to fund the operations of the Purchasing Office through September 30, 1996, NOW, THEREFORE, we, the undersigned members of Commissioners Court for Brazos County, Texas hereby approve and endorse the creation of the Purchasing Department of Brazos County, effective April 1. 1996. IN TESTIMONY WHEREOF, witness our hands this 51h day of March, 1996: Alvin W. Jones Brazos County Judge Gary Norton Commissioner Prct. 1 Sandie Walker Commissioner Prct. 2 Randy Sims Commissioner Prct 3 Carey Cauley, Jr. Commissioner Prct. 4 M Ann Ward, County Clerk ' VO ;PAGE S I . P t I I BRAZOS COUNTY RESOLUTION Adoption of Brazos County Purchasing Policy WHEREAS, the following policy, having been discussed and reviewed by the Commissioners Court; and, WHEREAS, the following policy supersedes and replaces any and all previous policies, either written or unwritten; and, WHEREAS, all department heads are to ensure that all employees are aware of the attached policy and for their compliance with same; and, THEREFORE, it is ordered, adjudged and decreed that the following policy for Purchasing is adopted by Brazos County, effective the 1sl day of APAL 1996, to remain in effect until further orders are issued by this Court. IN TESTIMONY WHEREOF, witness our hands this Jh day ofMarc h, 1996: Alvin W. Jones Gary Norton Sandie Walker Randy Sims Carey Cauley, Jr. Brazos County Judge Commissioner Prct. 1 Commissioner Prct. 2 Commissioner Prct 3 Commissioner Prct. 4 NON PAGE*iii- pryy,,._ k •_~iy ~ ~:J . ~ a' • v i = ~ - ~ ~ayv'••r•y`'i • i' F '{r,,! ' . r _ 1 • ~ f. , • ` " a ~ ~.~a---~ ~ .r . I •I ITiL.~ Y~•~ 1~: ii 1 • , r-,**\ I ~_A- ary Ann Ward, County Clerk • • • BRAZOSCOUNTY RESOLUTION Adoption of Brazos County Purchasing Procedures WHEREAS, the following procedures, having been discussed and reviewed by the S Commissioners Court; and, i WHEREAS, the following procedures supersede and replace any and all previous procedures, either written or unwritten; and, i WHEREAS all de artment heads are to ensure that all em to ees are aware of the i f C , p p y attached procedures and for their compliance with same; and, THEREFORE, it is ordered, adjudged and decreed that the following procedures for Purchasing are adopted by Brazos County, effective the 19 day pf April, 1996, to remain in effect until further orders are issued by this Court. IN TESTIMONY WHEREOF, witness our hands this Jh day of Mph, 1996: Alvin W. Jones Brazos County Judge Gary Norton Commissioner Prct. 1 Sandie Walker Commissioner Prct. 2 Randy Sims Commissioner Prct. 3 Carey Cauley, Jr. Commissioner Prct. 4 Max~ Ann Ward, County Clerk ' i VC) PAGE ~3 FORWARD + Public purchasing is the process of acquiring goods and services that are necessary to provide the public with the services they require. The goals of public purchasing include the following: i * purchase quality goods and services; * get the best possible price for goods and services; * delivery of goods and services when and where needed; * assure a continuing supply of needed goods and services; * guard against misappropriation of any assets procured. i Most importantly, public purchasing must ensure: * that responsible bidders are given a fair opportunity to compete for the County's business. This is done partially by the statutory requirements for competitive bids and proposals, and partially by the County's own purchasing procedures; * that public funds are safeguarded. Although the purchasing department does not usually designate the types of purchases to be made, it should see that the best value is received for the public dollar; * that public spending is not used to enrich elected officials or government employees, or to confer favors on favored constituents. This manual has been adopted by the Commissioners Court of Brazos County for use by all elected officials and employees. It is intended to assist them in reaching these goals- while complying with all applicable laws and local policies. This manual cannot address every situation; and, when an unusual situation occurs or a difficult legal problem arises, the final authority for county purchasing procedures is the law itself. This manual will outline the methods -of procurement and the duties and responsibilities of the Purchasing Agent and Departments as adopted and approved by the Brazos County Commissioners Court on the 19 day of April. 1996. i k VOLLZ PAG r `r:"-~.:54~~~' tix'~~•.i.-=+7at~:a.~`n.~,:•~.-.:N`::,=r..;5~w . "c:;,+:.:~,~d.~'J:J4: •+3 • ,'S~LN`..C ~trr: "cf'-...4~Yl+w i , : , 1 . fi t • s • STATEMENT OF PURCHASING POLICY It is the policy of Brazos County that all purchasing shall be conducted strictly on the basis of economic and business merit to best promote the interest of the citizens of Brazos County. Brazos County encourages free and unrestricted competition on all bid requests and purchases ensuring the taxpayers the best possible return on each dollar. All contracts and purchases shall be handled so as to obtain the best value for the County, with bids or quotations solicited whenever practical. The responsibility of purchasing ultimately rests with the Commissioners Court. The Purchasing Agent, as an agent of the Commissioners Court, aids in the purchasing process but is subject to the Court's direction as to reasonable specifications and maximum prices on items to be purchased. The Brazos County Commissioners Court has established a Purchasing Department to assist each elected official, department head, and their staff to procure necessary goods and services at the best possible price within all Federal, State and County purchasing laws, The Federal Common Rules of Procurement, OMB Circular A-128 and A-133 will be referred to and upheld with all purchases utilizing Federal funds, particularly in grants and pass through funds. The Texas State Legislature has passed and made a part of the Local Government Code, Section 262, more commonly known as the County Purchasing Act. It shall be the policy of Brazos County to fully comply in all aspects with the rules, regulations, and procedures, as they appear and are amended from time to time, in that act. Brazos County will further comply with Section 113.901 of the Local Government Code as it pertains to the requirements for approval of accounts and requisitions. Furthermore, it is the intention of the Brazos County Commissioners Court that all individuals within each department directly or indirectly involved in the purchasing function shall follow the purchasing policies and procedures approved and adopted by this Commissioners Court as outlined in this manual effective and in force April 1, 1996 and as amended from time to time. !1 , - - a - r VOA-7 PAGE _ ,.Y ,.k~i. - ,S-~~ .l. ..•.•II .W a'S Ir• 1tisG•N.•'~ ~ • , I I I 1 GLOSSARY OF TERMS Authorized Signature - A signature that has been approved by the department head to initiate a purchase request and which is recognized by the County Auditor to authorize the expenditure of funds from a designated account. Award Basis - Factors that have been determined to be necessary, which lead to a decision to make a purchase at what has been determined to be the "best price" and for which delivery will be accepted from a selected vendor. Bid Advertisement - A Public notice put in a newspaper of general circulation containing information about an Invitation For Bid or a Request for Proposal. Bid Bond - A bond required of a contractor that ensures that the contractor will enter into the contract for which he has submitted a formal written bid and/or proposal. ' Bidder's List - A list (maintained by the purchasing department) of vendors who have signified in writing an interest in submitting bids for particular categories of goods and services. Bgyer - Any employee of the Purchasing Department functioning under the direction of the Commissioners Court. Capital Items - A capital item is generally an item that has a unit cost in excess of $200.00 and has a life expectancy of greater than three (3) years. Certain items with a unit cost of less than $200.00 are designated as reportable for the purpose of equipment accountability, e.g., calculators, chainsaws, electric drills, etc. Commodity Code - A specific group of materials categorized into distinct classes that have been assigned a numerical reference number within the accounting and reporting system. Competitive Bidding - The process wherein a vendor openly competes with other vendors through a formal process for the County's business. Contract - A formal, written agreembnt executed by the County and a vendor containing the essential terms and conditions under which goods or services are to be furnished to the County. A contract becomes a commitment of the County's funds when properly signed and dated by the County Judge. Customers - Is a term that encompasses all the operating departments within the County. Encumbrance - The process wherein the County sets aside funds for the purchase of supplies, goods, services, or equipment in one budgetary-accounting period' and pays for the purchase in another budgetary-accounting period. Expedite - The procedure to do what is necessary to speed up the process of delivery of merchandise' to the department, either through the requisition process or through vendor assistance. 2 VO FAO E i i.e 1 z.l 2r Al la^ s ,~.t ":!.riiA'..,J y _++4.~:~: ;5'r:c,_,r'.. _ _«I, dN, : • I yi • FOB Destination Point - Is a designation that indicates that transportation charges are paid by the vendor, and the vendor is responsible for the merchandise until it reaches the County's ! r designated delivery point. F n 13 Ship ninint - Is a designation that indicates that shipping charges are added to the invoice and paid for by the County. The County takes possession of the goods at the point of shipment and is responsible for them from that point. Fund Approval - The process wherein the County Auditor verifies that moneys are available at the specific budgetary fund level to encumber the expenditure within the approved budget, as well as available to make the payment for the goods and services when delivered. • • Goods - A generic term that includes all types of property to be purchased by the County; equipment, supplies, materials, component and repair parts. Invitation To Rid - Is a formal written document that requests from bidders a firm price and delivery details for specified merchandise listed on a purchase requisition. An invitation to bid is always required when the anticipated level of expenditure will be greater than $15,000. It may be used at anytime the Purchasing Agent and the Commissioners Court feels it is justified. Lease - Is a specific contract for the use of real estate or personal property for a specified period of time with a specified rent or other compensation to be paid. Lowest Responsible Bid - Is the lowest bid or offer received by the County. It meets all the specifications, requirements, terms and conditions of the Invitation To Bid. It is expressly understood that the lowest responsible bid includes any related costs to the County, using a JaW r. concept. The term "responsible" refers to the financial and practical ability of the bidder to perform the contract. The term is also used to refer to experience or safety record of the vendor with the County. Performance Bond - Is a bond that is normally required of all contractor's doing business with the County, which guarantees vendor performance during the execution of the contract. i Purchase - An act that includes the acquisition of goods or services, to include the act of leasing personal or real property. Separate, sequential and component purchases shall be treated as a single purchase. Purchasing -The act, function and responsibility for the acquisition of goods and services. Purchasing Department - A department created to be responsible for assisting all departments ' with the acquisition of goods and services to support their departmental mission. A department ; created by and responsible to the Commissioners Court of Brazos County. Department has the express responsibility for ensuring that County departments are in compliance with the policies and procedures set out in this manual. VOL-2 OA®E~ • i- _c .l.W_'Idn i .ei..ria.-.a~~ +Ys J'~_..u!-. Y.W..ua~.r..C.J ..r ~-tti.w..++..ti.......w~,...A ..4.......+.....»L..w....w.... u.• ......r.+., . i I I , Purchase Order - A formal, binding, legal agreement issued by the County's Purchasing Department. A purchase order is requested by a 'departmental requisition that details the merchandise or services required. When accepted by a vendor without qualifications within a specified time period, the agreement becomes a contract. A Purchase Order grants the vendor the authority to deliver an invoice for goods and services. It is the County's commitment to accept the goods and services and pay for them at the agreed price. Request For Proposal.- A formal written document requesting that potential vendors make an offer for services to the County. The offer allows for negotiations after the proposals have been received, but before a contract is awarded. This process is normally used for the acquisition of insurance coverage, and for high technology items. Requered Delivery Date - A specific date for delivery requested by the ordering department and which has been placed on the purchase order by the Purchasing Department and transmitted to the vendor. 1 Requisition - The source document for all purchasing activity. This form communicates a department's needs to the Purchasing Department, and authorizes the Purchasing Department to enter into a contractual relationship for delivery of the goods and/or services. The requisition is for communicating internal requirements and should not be used by the departments for the order and delivery of goods and/or services. j Services - Is a generic term to include all work or labor performed for the County on an j independent contractor basis, including maintenance, construction, manual, clerical or professional services. Specifications - This statement contains a detailed description of the terms of the contract, as well as an enumeration of particulars, required details, and all other restrictions for goods and/or services. The enumeration of the specifications should be descriptive, but not restrictive. State Contract Item - An item available through the State of Texas General Services Commission Cooperative Purchasing Program. The State has publicly advertised and received qualified bids for specific items. These appear on a listing periodically published by the State. ( Brazos County has elected to participate in the cooperative purchasing program for governmental subdivisions and other state agencies. - I Surplus Prouty - Item no longer needed by a department, regardless of its value or condition. Vendor - Is a generic term applied to individuals and companies alike who provide goods and services to Brazos County. I f . voL,--2-, ~1 U--~ f • f ETHICAL STANDARDS AND RELATIONSHIPS •a t i 1. ' r h ETHICAL STANDARDS Public employees should conduct themselves in such a manner as to foster public confidence in the integrity of Brazos County's purchasing process. To achieve this purpose, it is essential that persons or companies' doing business with Brazos County observe the ethical standards prescribed: A. It shall be a breach of ethics to attempt to realize personal gain through public employment with Brazos County by any conduct inconsistent with the proper discharge of the employee's duties; B. It shall be a breach of ethics to attempt to influence any public employee of Brazos County to breach the standards of ethical conduct set forth in this code; t C. It shall be a breach of ethics for any employee of Brazos County to participate directly or indirectly in a procurement when the employee knows that: * the employee or any member of the employee's immediate family has a financial interest pertaining to the purchase; * a business or organization in which the employee, any member of the employee's immediate family, has a financial interest to the purchase; or * any other person, business or organization with whom the employee or any member of the employee's immediate family is negotiating or has an arrangement concerning prospective employment is involved in the procurement. D. It shall be a breach of ethics to offer, give, or agree to give any employee or former employee of Brazos County, or for any employee or former employee of Brazos County to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendations, preparation of any part of a program requirement or purchase request, influencing the content of any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitations' or proposal therefore pending before this County. E. It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for Brazos County, any person associated therewith, an inducement for the award of a subcontract or order. F. The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set forth in every contract and solicitation therefore. VQ ,F, G. It shall be a breach of ethics, for any employee or former employee of Brazos County knowingly to use confidential information for actual or anticipated personal gain, or the actual or anticipated gain of any person. NOTE: These common standards of ethics have been reproduced from the Model Procurement Code for State and Local Governments developed by the Texas State Comptrollers Office. H. RELATIONSHIPS The buyer-seller relationship is one of mutual confidence and satisfaction between the County and the Supplier. It is the Purchasing Departments responsibility to maintain a list of approved, qualified bidders for all commodities needed and to maintain a list of preferred providers for annual contracts. To avoid the appearance of conflict of interest, all County personnel should not accept favors, gifts, or entertainment offered by any Supplier to the County. .0 I • - , , , ~ ~ Its ~ I Ils- 3L-. _ a v' ~iz . d . y erdx'l' ~ L;' ~ ' ; • i+•~aY~..: - RESPONSIBILITIES L h PURCHASING DEPARTMENT A. Assist in the selection of responsible vendors. B. Assist in obtaining pricing information C. Determine that the purchase price is reasonable and that requirements for competition and performance have been met. D. Assist the individual departments to develop quality and quantity specifications for goods and services to be purchased along with required delivery schedules. E. Encourage competition between vendors through negotiations, competitive bidding and quantity buying. , F. Utilize annual supply agreements whenever possible in order to maximize the advantages and economies of quantity buying. G. Continuously monitor requisitions by all departments to facilitate consolidation of purchases where possible. H. Ensure that the County has the ability to take advantage of quantity and pricing discounts whenever they are available. 1. Explore the use of cooperative purchasing programs with the State of Texas and other local governmental units. J. Control the cost of purchasing for the County. H. DEPARTMENT/REQUISITIONER A. Allow sufficient time for the Purchasing Department to issue a purchase order and the vendor to make delivery. B. Assist the Purchasing Department with specifications that require an engineering or technical background. ' C. When requested, to supply to the Purchasing Agent a list of anticipated requirements in advance. D. Inform the Purchasing Department of any abnormal or unusual demands. E. Under any circumstances, not to obligate Brazos County without a purchase order, except for an emergency or expedited purchase, as outlined in this manual. F. Avoid illegal purchases. G. Requisition items with a complete, clear, concise description of the item(s) or service(s) requested. O .I i,: ct - ....[i.. _s. PURCHASE CATEGORIES The County has established various levels of purchasing categories that have been outlined below. The purchase of all goods and services described in this manual fall within one of the established categories. These categories are necessary in order to evaluate whether or not competitive bidding requirements apply to the purchase. If it is determined that competitive bidding requirements do not apply, then the purchase category will indicate what pricing information must be obtained from vendors before a purchase order can be placed. i When evaluating which category a purchase will fall into, it is important to bear in mind certain j requirements established by County Statutes and State Law. The Texas Local Government Code requires competitive bidding or proposals for all County purchases exceeding $15,000.00 in amount for a product or with a vendor. The laws also prohibit the County from making "separate, sequential, or component purchases to avoid the competitive bidding requirements." A violation is a Class B misdemeanor ($2,000.00 fine and/or 180 days in jail) and conviction results in immediate removal from employment and ineligibility for other public office for four years (LGC Section 262.034 - 262.035). ~I By routing all purchases through the Purchasing Department, it becomes possible for purchases of similar goods and/or services to be identified and the purchase from the same vendor to be noted. In this manner it becomes possible to identify areas where competitive bidding or proposals will be required. THE PURCHASING AGENT RESERVES THE RIGHT TO DEVIATE FROM THE POLICY FOR ANY PURCHASES UNDER THE $15,000.00 COMPETITIVE BIDDING THRESHOLD, if it is in the best interest of the County, if it will facilitate specific County operations. If a deviation from the policy is required, the Purchasing Agent will authorize the deviation by signing the Purchase Order giving approval. A written explanation may be requested from the using department by the Purchasing Agent. 1. CATEGORY 1- PURCHASE, LESS THAN $500.00 A. The individual department head may exercise discretionary purchasing and acquisition of such purchases as authorized within the scope of this manual and within the authority provided within the current fiscal year budget. These purchases will be accomplished • through the use of purchase orders created and issued directly by the department, and 1 approved by the Department Head and County Judge (no requisition' required). Competitive quotations are encouraged, but not required. ' I U. CATEGORY 2 - PURCHASE MORE. THAN $500-00 BUT LESS THAN $2.000.00 A. Three telephone quotations, at minimum, are required for purchases of goods and services i with a total cost of more than $500.00, but less than $2,000.00. All such purchases require a purchase order. The ordering department may solicit the quotations or leave the responsibility up to purchasing. The department is still responsible for initiating the requisition. V0 IPA - % F,:.. *i 01 III. CATEGORY 3 - PURCHASES MORE THAN $2,000,00. BUT LESS TITAN 510 000 A. A minimum of three written quotations are required for purchases of goods and services with a total cost of more than $2,000.00, but less than $10,000.00. The ordering department may solicit the quotations or leave the responsibility up to purchasing. The department is still responsible for initiating the requisition. All such purchases require a purchase order approved by the Purchasing Agent. IV. CATEGORY 4 -PURCHASES OF MORE THAN $10.000 BUT LESS THAN $15,000 A. The Purchasing Department will be responsible for securing specifications and for soliciting vendor responses and price quotes. All purchases require a minimum of three written quotations, or at the discretion of the Purchasing Agent competitive bid responses may be solicited. All purchases require a purchase order approved by the Purchasing Agent and the County Judge. V. CATEGORY 5 -PURCHASES MORE THAN 515.000.00 , A. Sealed competitive written bids or proposals must be secured by the Purchasing Department for all transactions reasonably anticipated to be in excess of $15,000.00. This category not only includes single product or service purchases, but several purchases with the same vendor for different products (See Section on Competitive Bid Process). . 4 r, _Pao VOL .r. w.. ...l.Y.tY-..r~.~•nl..•~u, .~~.1~. ....~r..iM._~~~.rA.1~ W.ra..+_.l.w~ati.~.. •.iL r.N4.~. _ 4.. 1L2~ n 1-~. -.J, +a ].rah n. THE REQUISITION PROCESS The County will be undergoing a series of changes as we implement a new accounting and financial management system with automated purchase orders. This section of the Purchasing Manual will attempt to guide you through both the manual requisitions and the automated requisition system. I. GENERAL INFORMATION A. Local Government Code, Section 113.901 requires the use of requisitions. "The requisition must be made, signed, and approved in triplicate. The originals must be delivered to the person from whom the purchase is to be made before the purchase is made. The duplicate copy must be filed with the county auditor. The triplicate copy must remain with the officer requesting the purchase." B. Any commitment to acquire goods or services without an authorized purchase order is prohibited except as allowed in this manual for emergency situations and/or in times when downtime of equipment or idleness of that equipment would result in unnecessary hardship or expense to the County (see Emergency/Expedited Purchase Orders). C. The following examples illustrate purchasing procedures that have as their intent the avoidance of competitive bidding requirements. They are in violation of the law (Local Government Code, Section 262.023): * Component Purchases - purchasing a series of components that normally would have been purchased as a whole. * Separate Purchases - purchasing an item in a series of separate purchases that normally would have been purchases in one. * Sequential Purchases - purchases made over a period of time that in normal purchasing practices would be made as one purchase. D. The requisition must be prepared far enough in advance of the Required Delivery Date (RDD) to enable the County Purchasing Department to perform its duties, and to allow for delivery by vendor. E. The department head, or duly authorized person within the department, initiates, .prepares, and signs the requisition. THE DEPARTMENT HEAD IS ULTIMATELY RESPONSIBLE FOR VERIFYING THAT SUFFICIENT FUNDS ARE AVAILABLE TO COVER THE PURCHASE AND MAY BE PERSONALLY LIABLE FOR THE PAYMENT IF FUNDS ARE NOT AVAILABLE TO COVER THE PURCHASE. F. In order to ensure a timely purchase, a requisition must be completed totally and contain all required data, thereby allowing proper processing. VOL 2 PACE r r • r~ i G. The County Purchasing Department is available to assist end-user departments with ? vendor selection. Purchasing can refer users to vendors whose products or services have been satisfactorily utilized by other County offices. H. If a trade-in is involved, requisitions must show the equipment number of the equipment to be traded. Items that lack an assigned equipment number should be identified on the requisition by the complete serial number, make, model, and any other pertinent descriptive information. 1. Requisitions will not be approved by the Purchasing Department when it is noted that sufficient funds are not available. The department head will be notified and the requisition returned noted "budget amendment necessary prior to approval." J, It is recommended that each department maintain some internal control of its requisitions. It is recommended that each department keep a copy of each requisition, compiled in numerical order, in a suspense file, until the requested item is received. k - • K. A requisition shall be used as PAYMENT AUTHORIZATION for utility bills, personal reimbursements, indigent health care, child placement for juvenile detention, autopsies, postage, and any other payment authorizations approved by the County Auditor. These requisitions shall be sent directly to the County Auditor's for approval and forwarded to the Treasurer's Office for payment. A purchase order from Purchasing is not required. L. Vendor Identification Form. This form allows departments to begin purchases with companies or individuals with whom Brazos County has never done business. This form should be completed by the requesting department BEFORE the purchase of any product or service from such a company or individual. Completed forms are to be returned to the Treasurer's Office. I~ k ~J II. TH E MANUAL. REQUINI'1 ION A. Assuming that funds are available, the non-automated requisition is prepared using a five (5) part preprinted form. The following information should be provided by the using department on each manual requisition form: (see Appendix I A.) 1. Pay To - name of vendor, if known. j 2. Address - address and phone number of vendor, if known. 3. Buyer - name or initials of individual preparing the requisition. 4. Division - the name and phone extension of the division. 5. Date Entered - requisition date. 6. Date Required - required delivery date and or time. 7. Order through Department - check here if you would like the Purchase Order returned to you so that you may place the order. 8. Order through Purchasing - check here if you would like the Purchasing Department ; to place the order and send a copy of the P. O. to you. 9. Description - specifications or complete description of item and/or service, model or parts number is applicable. , 10. Quantity - quantity required. 11. Unit Price = unit price, if known. ! 040 t t PAG E i I ~I I,a 12. Freight - shipping and handling costs, if known; otherwise specify "add" or "none." 13. Fund/Division/Account/Project Number - budget line item from which purchase will be funded. 14." Requisitioned By - the requisition must be signed by an authorized department representative, or department head. B. Upon receipt of the requisition, the Purchasing Department will prioritize the requisition based on delivery requirements. It is the intention of the Purchasing Department to process all requests within a reasonable amount of time. If a request cannot be processed within a reasonable time, the department will be notified. C. Approval and signatures are affixed by the Department Head/Authorized Individual, County Judge, and Purchasing Agent/Buyer. The requisition is then distributed as follows: 1. COPY 1 - VENDOR: this white copy shall be returned to the department on request and provided to the vendor as an original Purchase Order. 2. COPY 2 - RECEIVING: this blue copy shall be returned to the department. Once goods and/or services are received this copy shall be initialed and dated by the department and forwarded to the County Auditors Office. 3. COPY 3 - TREASURER-ACCOUNTS PAYABLE: this green copy shall be forwarded to the County Auditors Office and ultimately forwarded'to the Treasurers Office for payment of goods/services. 4. COPY 4 - AUDITOR'S OFFICE-ARCHIVAL: this yellow copy shall be retained by the Purchasing Department for record retention. 5. COPY 5 - DEPARTMENT: this pink copy shall be retained by the Department for record retention. III. THE UTOMATED REQUISITION A. Assuming that funds are available, the automated requisition is prepared using a 3 part preprinted form. The following information should be provided by the using department on each electronic requisition: (see Appendix I B.) 1. Requisition - the system will automatically number the requisitions. 2. Division/Fund - enter the division/fund generating the requisition. 3. Date Requested - the system automatically dates the requisition. 4. Date Required - required delivery date/time. 5. Ship Code - the address to which goods should be delivered. 6. Receiving Vendor/Address/Number- the name and address of vendor, if known; this field requires the number assigned to a vendor by the Treasurers Office. 7. Buyer - name/initials of individual able to answer/clarify questions regarding request. 8. Comments - notes or comments, if any. ' 9. Vendor - same as (6) above. 10. Commodity - commodity code, if known. 11. Stock No. - full description and/or specifications of items requesting. Wlthf 3,5V u -_Z- p4~(@U I . r 7. •s 01 01 t 12. Measure - unit of measure, i.e. each, foot, ton, case, etc. 13. Quantity - quantity required. 14. Unit Price - unit price, if unknown - provide estimated price. 15. Extended $ - system automatically extends pricing. 16. Freight - shipping and handling costs, if known. 17. Division/Fund/Account/Project/Account - budget line item from which purchase will be funded. B. With the automated requisition process, the Department will be able to approve the requisition electronically or print the requisition and approve by authorized signatures. C. Upon receipt of the requisition, the Purchasing Department will prioritize the requisition based on delivery requirements. It is the intention of the Purchasing Department to process all requests within a reasonable amount of time. If a request cannot be processed within a reasonable time, the department will be notified. D. Approval and signatures are affixed by the Department Head/Authorized Individual, County Judge, and Purchasing Agent/Buyer. The requisition is then distributed as follows: 1. COPY I - TREASURER-ACCOUNTPAYABLE: green copy shall be forwarded to the County Auditors Office and ultimately forwarded to the Treasurers Office for payment of goods/services. 2. COPY 2 - PURCHASING-ARCHIVAL: yellow copy shall be retained by the Purchasing Department for record retention. 3. COPY 3 - DEPARTMENT: pink copy shall be retained by the Department for record retention. NOTE: The RECEIVING copy is not necessary on the automated system because there is a function within the software that allows departments to print receiving reports. 6.• L; VO PAGE • 1 •.V`. ~L•'. i W • • h,.t. •.4Y a. r~•:.. r J..^.. -.J .h..j55:11. • .•l.^I.\lid..l. THE PURCHASE ORDER PROCESS 1. GENERAL INFORMATION A. The purchase order is a contract between the County and a vendor. A purchase order authorizes the vendor to both invoice and ship the materials or supplies specified. It is also the vendor's indication to expect timely payment if goods and/or services are rendered as specified on the purchase order. All purchase orders will be written concisely and clearly to avoid misunderstandings and unnecessary correspondence with vendors. B. Several types of purchase orders exist. The Standard Purchase Order, the Blanket Purchase Order and the Emergency Purchase Order will all be used depending on the individual situation and/or purchase being made. II. BASIC PURCHASE ORDERS A. STANDARD PURCHASE ORDER 1. The standard purchase order is used for routine purchases and is processed and prioritized according to delivery requirements. It is the intention of the Purchasing Department to process all requests within a reasonable amount of time. If a request cannot be processed within a reasonable time, the department will be notified. The standard P. O. is the most commonly used Purchase Order. B. THE MANUAL PURCHASE ORDE R 1. The manual requisition will be converted to a purchase order by the Purchasing Department and be distributed as outlined in the MANUAL REQUISITION PROCESS. C. THE AUTOMATED P IR HA ORDER 1. The automated requisition will be converted to a four (4) part purchase order after the Purchasing Department approves the request. Approval will be based on request meeting the requirements outlined in this manual. The Purchasing Department will print all purchase orders for computer generated requisitions except as allowed in this manual and distributed as follows: a. COPY 1 - VENDOR: the white copy shall be returned to the department on request and provided to the vendor as an original Purchase Order. b. COPY 2 - TREASURER-ACCOUNTS PAYABL : the green copy shall be forwarded to the County Auditors Office and ultimately forwarded to the Treasurers Office for payment of goods/services. c. • COPY 3 - PURCHASING-ARC EVAi_.: the yellow copy shall be retained by the Purchasing Department for record retention 11~ipA(OF r. • i 4 S d. COPY 4 - DEPARTMENT: the pink copy shall be forwarded to the Department for record retention. NOTE: The RECEIVING (blue) copy is not necessary on the automated system because there is a function within the software that allows departments to print receiving reports. III. THE BLANKET PURCHASE ORDER A. The blanket purchase order (sometimes referred to as an open purchase order) serves as a cost cutting tool. It is used to reduce both processing and reaction time, effort and paperwork. It is a contract with a specific vendor that allows frequent or small purchases by department without going through repetitive bidding procedures, (e.g., annual contracts, office supplies, shop supplies, etc.) Blanket purchase orders are not to be used to circumvent the competitive pricing system employed by the County. Its general purpose is to eliminate numerous requisitions and purchase orders for small or frequent dollar items or services, and to allow for consolidation of the. payment process. B. The blanket purchase order will be used in the following situations: 1. When the vendor and price of the desired item(s) is set by competitive bid or contract 'but the total quantities are not determinable at the initiation of the project. 2. For small, frequent purchases of office supplies, computer supplies, shop supplies, etc., where the County has selected a Preferred Provider that allows significant discounts for quantity buying. 3. At the discretion of the Commissioners Court, when it is determined that to do so is in the best interest of the County., C. • Blanket purchase orders must be requisitioned as with any purchase and must contain the same information as a standard purchase order: 1. Name, address, telephone number. 2. A description of the items that are to be purchased. "Miscellaneous Supplies" is not adequate, but "Auto repair parts having a per item cost of less than $25.00" is acceptable. 3. Total dollars that the County is being asked to commit to the purchase order. This can never exceed budgeted funds available in a specific division. 4. The period of time that the purchase order is to cover. No blanket purchase order will be allowed to extend beyond the County's fiscal year end except for annual contracts that may expire throughout the year. VOL--~ IYAGE ti I ; u , D. All requests for blanket purchase orders are. to follow normal requisition procedures. Once received in the Purchasing Department, the Purchasing Agent/Buyer will prepare the required analysis to be placed before the Commissioners Court. The Commissioners Court may withdraw any blanket purchase order at any time. E. Upon the approval and issuance of a blanket purchase order, the requesting department assumes several responsibilities. These include maintaining a running total of the purchases, and ensuring that no "overruns" occur. The County is not responsible for any overruns of blanket purchase orders. The responsibility for payment will fall to the offending end user. F. The Purchasing Department will maintain a schedule of all blanket purchase orders but shall not be responsible for accounting for the over expenditure or releasing the encumbrance. IV. THE EMERGENCY PURCHASE ORDER A. The Expedited Purchase Order (often referred to as an emergency purchase order), is intended to be used in (1) a case of public calamity, where the prompt purchase of items is required to provide for the needs of the public or to preserve the property of the County; (2) a case where,the item is necessary to preserve or protect the public health or safety of residents of the County; and, (3) a case where the purchase of an item is made necessary due to unforseen damage to public property. B. If an emergency arises during normal working hours, the affected department head, or his/her authorized representative shall: 1. Notify the Purchasing Department of the situation and possible cost, if known; 2. the department will give Purchasing a requisition number (a manual number or a computer generated number); 3. and within the working day or not exceeding the next working day, the department will submit a requisition to Purchasing noting the reason for the emergency. C. If an emergency should arise after regular hours, the department head or his/her authorized representative may proceed with the emergency acquisition. On the next business day following, a confirming requisition, invoice, and completed receiving report will be sent to the Purchasing Department. The Purchasing Department will then assign a Purchase Order number and forward that number to the appropriate vendor. EMERGENCY PURCHASES EXCEEDING $10,000.00 CANNOT BE MADE WITHOUT PRIOR APPROVAL FROM COMMISSIONERS COURT. • r . 16 ~~L PAGO _ • • 0 E, THE COMPETITIVE BIDDING PROCESS I. COMPETITIVE BIDDING A. Purchases of more than $15,000.00 from one vendor must be made through formal. G written, sealed, competitive bids. Departments are prohibited from making "split purchases" in an effort to circumvent the formal bid requirement. t B. The user department shall be responsible for establishing specifications and providing a I complete written set of the specifications to the Purchasing Department along with a completed requisition. Specifications may be written on a technical or functional basis. The use of brand names in the specifications is to be avoided. When developing specifications, it will be the Purchasing Department's responsibility to ensure that a fair competitive environment exists. The Purchasing Agent will finalize the specifications to ensure they are proper for inserting in the bid package. Purchasing will develop a bid calendar and submit the calendar to the user department for approval. The procedure is jointly undertaken in order to establish a quality level of goods or services being procured. C. Once the bid specifications are put together by the Purchasing Agent and the requesting department, a formal request will be placed before the Commissioners Court, requesting approval to advertise for bids. It is the desire of the Commissioners Court that the County Purchasing Agent be the chief coordinator and operator of the bidding system. The County Purchasing Agent takes no exception to this duty. The Purchasing Agent will be responsible for adherence to any and all legal requirements of competitive bidding. In addition, the Purchasing Agent will develop standard terms and conditions that will be used for all of the County's formal bidding situations. D. In addition to soliciting vendors through newspaper advertisements, it will be the Purchasing Agent and the department user's responsibility to identify possible vendors • who would be interested in submitting a bid to Brazos County. The Purchasing Agent will be required to use pre-bid conferences when it anticipated that they will be useful in answering vendor's questions and to ensure that the same- information is disseminated equally. It is of the utmost importance that those who intend to bid understand the County's needs. The Purchasing Agent will document all material changes to bidding conditions or specifications resulting from pre-bid conferences, vendor inquiries, and all other reasons. These material changes shall be issued in an addendum by the Purchasing Agent to all known bidders (i.e., all vendors who have requested a bid packet). E. It will be the Purchasing Agent's responsibility to receive all bid proposals and to document such receipt on the date and time as advertised. It will be the Purchasing Agent's responsibility to coordinate with the user department a time to evaluate the bids. The County will follow the practice of using a total cost bid analysis for evaluating the lowest responsible bid, unless the bid specifications dictate otherwise. Once an evaluation has been prepared, the Purchasing Agent and the user department head will make a joint recommendation to the Commissioners Court for consideration and award. VOL-1-9CFAISGE 45S' r 1 i F. The Commissioners Court is required to approve the specifications and the award of bids for all purchases and contractual arrangements for goods and/or services that are in excess of $15,000.00. Upon approval by the Commissioners Court, the Purchasing Agent is responsible for the preparation of a formal purchase order. A copy of this purchase order, and the County's acceptance will then be transmittcd'to the successful vendor. H. REQUEST FOR PROPOSALS A. A process similar to the sealed bid procedure may be used for the procurement of goods and services that are highly specialized and technical in nature - The Request For Proposal (RFP). The user department should consult with the Purchasing Agent before specifications are written for an RFP. B. Important distinctions between a normal sealed bid and an RFP include: 1. Normal bids stipulate the award of the contract to the "lowest and most responsible bidder." An RFP permits price and other factors to be considered, allowing a contract award to a vendor other than the one offering the lowest price. 2. Normal bids utilize detailed specifications about the nature of the goods and services required by the County. An RFP may specify only the function to be served by the goods and services, leaving the vendors to determine how to best achieve the desired function. 3. State law requires that the RFP specify the relative importance of price and other evaluation factors. The user department and/or the Purchasing Agent may conduct discussions with offerors after the submission proposal. The final terms of the contract may be negotiated during these discussions and prior to the award of the contract by the Commissioners Court. III. PROFESSIONAL. SERVIC t . A. GENERAL 1. These services are characterized by their reliance on mental or intellectual skills, often accompanied by formal certification or licensing by a state or other regulatory agency. Examples of professional services include accounting, architecture, economics, engineering, financial advisory services, law, laboratory services and consulting, medicine, surveying, etc. 2., State law exempts. the procurement of these services from competitive bidding requirements (Professional Service Acts, VCTS). Professional service consultants should be selected on the basis of demonstrated competence and qualifications. User departments should negotiate fees on the basis of what is fair and reasonable for similar services, rather than on a low bid basis. f i • • 0 B. INFORMAL SELECTION 1. The following process should be followed in the selection of the consultant. First, initial selection of the consultant based on demonstrated competence and qualifications. Price should not be considered at this time. Second, the department head (with the assistance of the Purchasing Agent) should then proceed to negotiate an acceptable fee structure with the selected consultant. If the fee negotiations are not acceptable, then the fee negotiation process should be undertaken with the second qualified consultant. Negotiations should continue with prospective consultants until an agreement can be reached. Third, the negotiated contract and fee structure document should be turned over to County legal council for review. Finally, the document, once approved by said Council, should be placed on the agenda of the Commissioners Court for approval, acceptance and signing. 2. For professional services procurement involving anticipated fees of less than $10,000.00, the process as outlined above may be followed by the department head with assistance and guidance from the Purchasing Agent. For procurement of professional services involving an anticipated - fee exceeding $10,000.00, the Commissioners Court requires that a formal UP procedure be followed. The department head would be required to coordinate the selection process with the Purchasing Agent. Deviations from the RFP requirement must be based on unusual circumstances and must be approved by the Purchasing Agent, County Auditor, County legal council and Commissioners Court. 3. To comply with the State's Professional Services Procurement Act, price may not be considered in the initial selection of a consultant. It is important for user departments to keep this in mind when procuring professional services. 4. In the event that fees for service exceed the $10,000.00 plateau, the department head is required to meet with the County Judge and the Purchasing Agent immediately to address how best to rectify the situation. C. FORMAL SELECTION PROCEDURE 1. When a user department wishes to initiate an RFP to procure professional services, it should submit the following information to the Purchasing Agent: a. A description of the project or the activity to be undertaken. b. An estimate of the cost of construction, including an estimate of the cost for the consultant, for projects involving construction. c.• A statement of the available funds for the program in the current operating budget. d. A description of the minimum and desirable qualifications for the consultant. i f: 4 ~ -.s~ _ :.~..lVi.. +ii 'r.. :wti .',J~s.: r'A : .-...71.. _ :a~_~ •wti :i~:S•~~' r e. An outline of the types of information (e.g., education, professional memberships, results of similar projects, references) to be submitted by the consultant for evaluation. 2. The Purchasing Agent will prepare a draft RFP and calendar to be reviewed with the user department. Once approved, the Purchasing Agent will place the calendar before the Commissioners Court for approval. Once approved the Purchasing Agent will then place advertisements in the paper and distribute RFPs to potential consultants. Proposals will either be evaluated by the user department, or a committee established by the Commissioners Court. A recommendation is made and a fee is negotiated. Once negotiations are completed, the County legal council will draft a contract based on the RFP and the consultant's proposal. The final agreement will be brought back to Commissioners Court for review and approval. i I t VOL 1` ' , , „ r,- ~ \ `.i .71 tel. ,l , ~ t. , I'T i~•••• tom`,,; .•r ' ri~ ~ .r (i±"~t° \ ~i ~ Ai , •ti ;,y., of'o ' ' 4. _ u _ "4a~.iir. t.La. ~:'r1v_~.isR2%ile;.t7'~v~*a.•rat•4''~"_'•,:....y •'rr - ~ ~ 4.. ,\tr . •I \ 1 • • • EXEMPTIONS FROM THE COMPETITIVE BID PROCESS I. GENERAL A. If an item or vendor is granted an exemption under these provisions by the Commissioners' Court, then an exemption form will be prepared by the Purchasing Agent. The form should be signed as of the day the exemption is granted. A copy of the form will be maintained by the Purchasing Agent. One copy of the form will be placed in the vendor's accounts payable file (when a vendor is granted exemption). One copy will be attached to the requisition and purchase order (when exemption is granted for a single purchase). B. If an item is deemed to be a sole source purchase, then a statement will need to be provided to the Commissioners Court that establishes the fact that the vendor is the sole source. This statement should be prepared by the Purchasing Agent and signed by the Purchasing Agent and dated. II. EXEMPTIONS Local Government Code, Section 262.024 allows the purchase of any of the following items as exempt from the requirements established by this policy if the Commissioners Court by order grants the exemption: A. An item to be purchased in a case of public calamity, if prompt purchase is necessary to relieve the necessity of the citizens or to preserve the property of the County. This exemption may only be requested by the a member of the Commissioners Court, the County Sheriff, and the County Road Engineer, B. An item necessary to preserve or protect the public health or safety of the residents of the County, C. An item necessary because of unforeseen damage to public property, D. A personal or professional service, E. Any work performed and paid for by the day, as the work progresses, F. Any land or right-of-ways, G. An item that can be obtained from only one source, to include; 1. items for which competition is precluded because of the existence of patents, copyrights, secret processes, or natural monopolies; 2. films, manuscripts, books, 3. electric power, gas, water and other utility services, and 21 3 9 VOL ._a..:.au.1.,w......r.i...!l:.Miw.:3..._~=+..sue.-.-~,.-.t~...~..to..t..... .~.i`.d-'S ~.1~OI.rS.. •r..~ r..~.+..u..,.w+rit.J..,..~+...~a.a.~a..i r, 1 . III . I/ 1. 1 4. captive replacement parts or components for equipment, H. An item of food, 1. Personal property sold; 1. at an auction with the use of a state licensed auctioneer, 2. at a going out of business sale held in compliance with Subchapter F, Chapter 17 of the Business & Commerce Code, 3. by a political subdivision of the state or the federal government. J. Any work performed under a contract for community and economic development made by the County under LGC §381.004. K. Renewal or extension of a lease, or of equipment maintenance agreements are exempt from the requirements as set out in this policy if the Commissioners Court so orders and grants the exemption, and if; 1. The lease and/or maintenance agreement has gone through the competitive bidding procedure within the preceding year, 2. The renewal and/or extension does not exceed one year, and 3. The renewal and/or extension is the first such renewal and/or extension. PAGE' I 1 • -a_~ -~i,~.:r••FY.A. - I` ,t, V., •'tr•"'.°' . v.~t` ' `.;•wul'~i.-;3 7:`. ht-' r (7 • 4 v r r~ INSPECTING, TESTING, AND RECEIVING Departments should contact the vendor, or Purchasing Department, if materials and/or services are not received or performed by the due date. Always keep the Purchasing Department apprised of the situation. 1. INSPECTING Since there is no central receiving point, each department is responsible for receiving commodities and services. Any shortages, late deliveries, damaged merchandise or other problems relating to the vendors' performance should be reported to the Purchasing Department as soon as possible. Initially, affected Departments should call the Purchasing Department, and follow up with a written explanation of the situation. A. When receiving ordered goods, the user will conduct an initial inspection of the merchandise to determine its condition. A comparison is made of the goods received against the product specifications. Once a determination has been made that articles(s) received meet specifications and are not damaged, the receiving report should be signed and sent to the Auditor. B. If freight is visibly damaged, receiving personnel should instruct the freight line driver to: I . note the damage on the freight bill and then, 2. sign the freight bill. C. If there has been concealed damage, save the shipping cartons. Notify the freight line and request an "inspection report of concealed damage." A receiving report noting the damage should be completed and rrtatched with the receiving copy of the Purchase Order. D. All boxes and packing materials should be kept in the e%ent of visible or concealed damage freight shipments. E. Damaged freight should always.be reported to the freight line, within the same day after the delivery, if possible. F. Damaged supplies, equipment, or materials should not be returned to the freight line, or the vendor. If the vendor requests return of the items, the Purchasing Department should be notified. The items should be returned after determining that a claim has been filed, and that authorization has been given by the vendor and/or Purchasing Department. II. T " TIN G A. Arrangements for the utilization of outside testing laboratories' will be made by the Purchasing Department. Payment for testing will normally be made from the requesting departriients' budget; however, if the test reveals' non-spec material has been supplied the vendor will pay for the testing or face disqualification from future bidding. . 23 ~~rvl/""' VOL.12- 0 I If 11 r l I W III. RECEIVING A. All materials and equipment received in poor condition, damaged, or noncompliance with the contract should be reported to the Purchasing Department in writing as soon as possible. All relevant documentation should be retained by the department. The Purchasing Department will notify the vendor, and prescribe corrective action. B. Departments shall pay particular attention to the delivery ticket, and how it matches with the Brazos County Receiving Copy of the Purchase Order. The employee receiving the materials must verify that all items were shipped as stated on the delivery ticket, and sign clearly and legibly, his/her own full signature. C. The department will receive a blue copy of the Manual Purchase Order to be used as a receiving ticket. This should be initialed and dated. Those departments with access to the automated purchasing function may create a Receiving Report on the computer. All Receiving Reports shall be forwarded to the County Auditor, where it will be.matched with the vendors invoice and forwarded to the Treasurers Office for payment processing. IV. INCOMPLETE/PARTIAL ORDERS A. In the event an order is incomplete, the department should make the inquiry for scheduled shipment of the remaining order or contact the Purchasing Department to make that inquiry. B. To authorize payment for a partial order, the delivery ticket, indicating the purchase order number, date, vendor, and items received, should be signed. The delivery ticket should be forwarded to the County Auditor, accompanied by a photocopy of the purchase orders' blue receiving copy marked clearly "PARTIAL DELIVERY." t " ! 24,, . • , . .y • (fir .t ' ~ 't' 7 r ` % r •t , v ~Hs,_1S"~ds~w~. ~U:_..r~e2~z7'~.s:;a~::d•.-.~~6t~1as?ts~"~~W.•li.Lj• ir~.,~C~:, i'Is~~t7~~~-°~ ~'r'~ti~ L'.ric.a' •7i-'•y ` g 1 l INVOICES t I. INVOICES A. The invoice is an itemized statement of merchandise shipped or delivered to an end user and is a guide for the County in settling financial obligations incurred. Invoices arc based upon Purchase Orders and therefore should contain the same information. Any difference between the invoice and the Receiving Report copy of the Purchase Order should be resolved with the vendor immediately, and always before forwarding for payment. B. All invoices should be mailed by the vendor directly to the Auditor's Office at the address listed below: Brazos County Auditor's Office ATTN: Accounts Payable 300 East 26th Street, Suite 314 Bryan, Texas 77803 C. The invoice should contain the following information: 1. THE PURCHASE ORDER NUMBER, 2. an itemized list of merchandise received, 3. the prices, terms, quantities, and other pertinent information from the Purchase Order. D. The County Auditor's Office shall receive a copy of the requisition from Purchasing, a copy of the Purchase Order from Purchasing, a Receiving Report from the Department, and an Invoice from the vendor. All this documentation shall be bundled and forwarded to the County Treasurer for payment as expeditiously as possible, following the requirements of the Government Code, Title 10, Subchapter B. Section 2251.021. PROPERTY SALVAGE AND DISPOSAL : I I i I. SALVAGE A. Throughout the fiscal year, many times, items may outlive their usefulness and become unserviceable or obsolescent. Prior to taking any item out of service, it should first be determined that the item in question could not be transferred to another using department for continued service. If it is found that the item is no longer serviceable to the County, it shall be reported to the Purchasing Department for ultimate disposal. Fixed Asset Transfer Request/Authorization (Form 308•13C) must be completed by the using department. II. DISPOSAL A. " Upon approval by Commissioners' Court, surplus or salvage material and equipment may be disposed of in of the following methods: 1. public auction, 2. trade-in on new equipment, 3. sealed competitive bids, 4. ordered destroyed or distributed as unsalvageable. B. Upon written notification by the department that an item is in need of disposal, the Purchasing Department will assume ownership until final disposal. I E: • v~ - 26 PAG E r - ~ a•• ~ al'I;'i IAA ./.J 1 • • F FIXED ASSETS AND ANNUAL INVENTORY I. FIXED ASSETS 3 A. On January 24, 1994, the Commissioners Court of Brazos County approved the accounting policy and procedures for fixed assets. Please refer to that policy as necessary for more detailed information. B. Brazos County Purchasing Department will be responsible for all purchases paid from Capital Expenditures. Requisitions for these fixed assets will be approved by the Commissioners Court in open session. C. Upon receipt and payment of these purchases, the items will be placed on the departments fixed asset listing and tagged with a Brazos County Property Identification Number. II. ANNUAL.INVENTORY , A. The Purchasing Agent shall provide a copy of the inventory of all Brazos County property to his/her Appointment Board and the County Auditor annually. B. At the conclusion of the Annual Inventory the Inventory Manager shall prepare the following: 1. A report to the responsible official that the inventory was completed and all property (could) (could not) be located. Missing items will be identified. 2. A letter to the County Auditor listing the item not located (not necessary if all property is found). 3. A corrected listing of all County property that belongs to the applicable department on the date of the inventory. One copy of this list will be. provided to the Department Head and one copy will be filed with the Purchasing Department. << • ,f V~ PAGE l ' APPENDICES 1. Requisition Form A. Manual Requisition B. Automated Requisition II. Purchase Order A. Manual Purchase Order B. Automated Purchase Order III. Standard Purchase Terms and Conditions IV. Signature Authority Form V. Telephone Quote Sheet Form 350-BC VI. Bid Exception Form 348-BC VIII. Vender Identification Form IX. Legal Authorities A. Vemons Civil Statutes B. Vernon's Texas Codes Annotated - Local Government Code Jyy.(~\•,1..1.5r.'J..li~.!, [e.n 1' _ ;~1 (A ` 4 J ,ti ' t'i J~ ` _ ix• • - , 1 I C. County Purchasing Act • • • 02706 • P.O.#• BRAZOS COUNTY Requisition Vendor Buyer: Pay To: Division: Address: 2 Date Entered: Date Required: (1 State Contract P. O. Competitive Bid Order through Department: [](~D Exemption-Local Govt. Code Sec. M Order through Purchasing: c-'LaJ FOLLOW ALL INSTRUCTIONS ON REVERSE SIDE OF FORM. Attach ALL supporting data such as invoices, meal and hotel receipts, airline tickets, seminar brochure(s) or syllabus, registration forms, etc. INVOICE INVOICE UNIT DATE NUMBER Q DESCRIPTION QUANTITY PRICE TOTAL f' I • f i FREIGHT $ !2 TOTAL $ . 33 "1, the requisitioner, hereby certify that the item(s) and/or IImp DIVISION ACCOUNT PRO, AMOUN service(s) on this requisition have been used exclusively for the benefit of Brazos County. They have been purchased in compliance with Section 262.021 - 262.034 of the "County - Purchasing Act" I further certify that I am aware of all " requirements of Section 262.021- 262.034 and I am aware of the criminal penalties resulting from the violation of that Act" i (14) Requisitioned By Approved by County Judge Approved by County Auditor . TOTAL I • 1 1 r UPDATE REQUISITIONS: ADD CHANGE DELETE QUERY HELP END ADD REQUISITIONS 01/19/96 PERIOD 4/96 REQUISITION V DIV/FUND (P DATE REQUESTED Q DATE REQUIRED SHIP CODE REC VENDOR ADDR # DATE APPROVED DATE REJECTED DATE BIDS REQUESTED DATE BIDS DUE DATE AWARDED BUYER COMMENTS g ENTER Y IF CORRECT OR N TO REENTER- UPDATE REQUISITIONS: ADD CHANGE DELETE .QUERY HELP END ADD REQUISITIONS 12/09/94 PERIOD 4/96 REQ NUMB 72 ITEM NO 1 VENDOR ADDRESS 0 PO NUMBER ITEM NO COMMODITY VEN PROD # STOCK NO. MEASURE I l( QUANTITY I 0.00 UNIT PRICE ( 0.0000 EXTENDED $15 0.00 FREIGHT ~(0 0.00 TAX % 00 0.00 TOT COMMOD DIST. TYPE A CODE *N/A* REM PERCENT REM AMT DIV/FUND ACCOUNT -.PROJECT ACCOUNT PERCENT AMOUNT ti TOTAL REQ ENTER Y IF CORRECT OR N TO REENTER ENTER VENDOR ITEM SHOULD BE,PURCHASED FROM PRESS CONTROL-T FOR NOTES VOL • • .4 ' R ,~,ualwd.►a1A~r i►~r S1ii.. ~~~A_M~rJi•-. _4 02336 BRAZOSCOUNTY I• Requisition Vendor#• Buyer:- Pay To: 1' h ✓e- Y-P Division: " •JC< U[ >t l G ~J Address: MwAuM-err) a.✓ e.R-Date Entered: 10 Q LILT VJ 0550 Date Required: 7-11 , 1-g00- 761 7,9 00 State Contract P. O. Competitive Bid M Order through Department: El Exemption-Local Govt. Code Sec. Order through Purchasing: FOLLOW ALL INSTRUCTIONS ON REVERSE SIDE OF FORM. Attach ALL supporting data such as invoices, meal and hotel receipts, airline tickets, seminar brochure(s) or syllabus, registration forms, etc. I INVOICE DATE INVOICE NUMBER DESCRIPTION QUANTITY UNIT PRICE TOTAL utGr r ~~n~ 2_ '15 3 50 rU a~- LP20 ? wlVipm 744 w t~ i t. FREIGFrr m TOTAL $ 5 50 ••I, the requisitioner, hereby certify that the item(s) and/or FUND DIVISION ACCOUIS PROJ. H AMOUNI n ' service(s) on this requisition have been used exclusively for o 342-0 5~ . the benefit of Brazos County. They have been purchased in compliance with Section 262.021 - 262.034 of the "County Purchasing Act_" 1 further certify that 1 am aware of all requirements of Section 262.021 - 262.034 and 1 am aware of the criminal penalties resulting from the violation of that Act_" Requisitioned By ' I ; Approved by ty Judge ^+c'~ / ~f~ TOTAL Approved by Autlttos V®u PAGE _ ....~....J.-._.~.a. r ~.~....r.....«.s..uu..Gw.....~+:....L~J...a.a~tuu.+_~L..-..-....,. BILL TO: BRA.ZOS COUNTY Auditor's Office 300 E. 26th St., Suite 314 Bryan, TX 77803 PAGE 1 PO # 30 VENDOR 8811 PURCHASE ORDER DATE 11/21/95 P U R C H A S E 0 R D E R I REQUIRED DATE - - - APPROVED DATE 11/27/95 VENDOR SHIP TO ALTEX ELECTRONICS BRAZOS COUNTY - CNS ATTN: ACCOUNTS RECEIVABLE 202 E. 27TH ST., SUITE 102 11342 I.H. 35 NORTH BRYAN, TX 77803 SAN ANTONIO, TX 78233-5792 BUYER SANDEL BLANKET NO CONFIRMING NO CONTACT ROBERT VEGA PHONE # 800-531-5369 ` TERMS FREIGHT VEND PROD NO ITEM COMMODITY NO QUANTITY UNIT MEASURE UNIT PRICE EXTENDED PRICE 1 100.00 ea .26 26.00 205-04- - COMPUTERS, DATA PROCESSING, WORD PROCESSING SYSTEM SERVICE/MAINTENANCE (DATA PROCESSING MAINFRAMES AND PERIPHERALS) MP-8S 8 PIN F/24AWG SOLID WIRE SUBTOTAL FREIGHT TAX PURCHASE ORDER TOTAL 26.00 3.50 0.00 29.50 r. ACCT # 006~Q~:JACJ S B►ams County is exempt from Sales Tax ACCT0 _T S ` ACCT q S Valid when s' by ItAZOS COUM acing Agent A . o .6 f w.ww ww •••'VIQai' ~ ~0~1'i17~~+l7~~w• ww.w-n R1.f/'_ ~ 'Y,a-".+-.tom-+~.....:..a.~a, - -~'~~'^'~..~>'~~+''.i.tfv' •i, ♦s. r ,-N,. :f'• ..'i.. ~^I - 'k[, - - TEXAS COUNCIL OF ENGINEERING LABORATORIES AGREEMENT FOR MATERIALS ENGINEERING AND RELATED CONSTRUCTION INSPECTION AND MATERIALS TESTING SERVICES Ll This Agreement is by and between BRAZOS COIJNI'Y, 2617 Highway 21 West, Bryan, Texas 77803 hereinafter called CLIENT and BUCHANAN/SOIL MECHANICS, INC., hereinafter called LABORATORY, who agree as follows: 1. DECLARATIONS. CLIENT desires to engage LABORATORY to provide Materials Engineering and related construction inspection, and materials testing services in connections with CLIENT's project ("THE PROJECT") described as follows: Various Projects for 1996 Fee Schedule Rates a) LABORATORY has submitted a fee schedule to CLIENT, a copy of which is attached hereto and made a part hereof as EXHIBIT "A" for Materials Engineering and related construction ' inspection and materials testing services, which fee schedule is acceptable to CLIENT. b) LABORATORY warrants to CLIENT that the quoted "Estimate of Costs" is correct within a tolerance of $100, or 25%, whichever is greater. J I . i 2. SCOPE OF WORK. ' LABORATORY shall provide Materials Engineering and related construction inspection and materials testing services for THE PROJECT in accordance with the accompanying proposed "scope of services" made a part hereof as EXHIBIT "B" or the "terms and conditions" made a part of this Agreement. EXECUTED THIS S day of 19 gi&_. BV: 2;iQ + ~ . C NT R, By: s LABORA 'TORY , VOLL~ PAME zlt a- w4 mss. u.a ,~._~.....~._._..7.... .rr.i., r. r.. .._..a a.'.. r _ TEXAS COUNCIL OF ENGINEERING LABORATORIES TERMS AND CONDITIONS TO AGREEMENT FOR MATERIALS ENGINEERING AND RELATED CONSTRUCTION INSPECTION AND MATERIALS TESTING SERVICES ARTICLE I. SERVICES. LABORATORY will: agencies or authorities. 1.1 Act for CLIENT in a professional manner, using that degree 3.2 LABORATORY shall not be responsible for acts of omissions of care and skill ordinarily exercised by and consistent of any party(s) involved in the design of THE PROJECT or with the standards of the profession practicing in the the failure of any contractor or subcontractor to construct same or similar locality of THE PROJECT site. any aspect of THE PROJECT in accordance with 1.2 Provide only those services that, in the opinion of recommendations contained in any correspondence or verbal LABORATORY, lie within the technical and professional recommendation issued by LABORATORY. areas of expertise of LABORATORY and which LABORATORY is 3.3 LABORATORY is not authorized to revoke, alter, relax, adequately staffed and equipped to perform. enlarge or release any requirement of THE PROJECT 1.3 Perform all technical services under the general direction specification or other contract documents nor to approve or of a Registered Professional Engineer and in substantial accept any portion of the work, unless specifically accordance with the basic requirements of the appropriate authorized in writing by CLIENT or his authorized Standards of The American Society for Testing and representative. LABORATORY shall not have the right of Materials, where applicable, or other standards designated rejection or the right to stop the work, except for such by CLIENT. periods as may be required to conduct the sampling, 1.4 Promptly submit formal reports of all tests, inspections testing, or inspection of operations covered by the and services performed indicating, where applicable, Agreement. compliance with THE PROJECT specifications or other 3.4 This Agreement may be terminated by either party on ten ' contract documents. Such reports shall be complete and (10) days written notice or by mutual agreement. If this factual, citing the tests performed, methods employed, Agreement is terminated by either party, LABORATORY shall values obtained, parts of the structure or PROJECT area be paid in full for all services performed through the involved. termination date, and the CLIENT shall be provided with a 1.5 Employ testing machines which have been calibrated within complete report of the results of tests and analysis a period not exceeding twelve (12) months from the time of conducted prior to termination. use by devices of accuracy traceable to the National 3.5 Neither CLIENT nor LABORATORY may delegate, assign, sublet Bureau of Standards of the United States Department of or transfer his duties or interest in this Agreement Commerce, and, upon request, submit to CLIENT or his without the written consent of the other party. authorized representative documentation of such 3.6 The only warranty made by LABORATORY in connection with its calibration. services performed hereunder is that it will use that 1.6 Consider all reports to be confidential property of degree of care and skill as set forth in Article 1.1 above. CLIENT, and distribute reports only to those persons, No other warranty, expressed or implied, is made or organizations, or agencies specifically designated in intended for services provided hereunder or furnishing oral writing by CLIENT or his authorized representative. or written reports of findings made. 1.7 Retain all pertinent records relating to the services ARTICLE 4. INSURANCE: performed for a period of five years following submission 4.1 LABORATORY shall secure and maintain throughout the full of a report, during which period the records will be made period of this Agreement sufficient insurance to protect it available to CLIENT at all reasonable times. adequately from claims under applicable Work'man's ARTICLE 2. CLIENT'S RESPONSIBILITIES. Client or his Compensation Acts and of bodily injury, death or property authorized representative will: damage as may arise from the performance of services under 2.1 Provide LABORATORY with all plans, specifications, this Agreement. LABORATORY will, upon request, file • addenda, change orders, approved shop drawings, and other certification of such insurance coverage with CLIENT or his information for the proper performance of LABORATORY. authorized representative. 2.2 Issue authorization in writing, giving LABORATORY free 4.2 No insurance of whatever kind or type which may be carried access to THE PROJECT site, and to all shops or yards by LABORATORY, is to be considered as in any way limiting where materials are prepared or stored. the contractor's or subcontractor's responsibility for 2.3 Designate in writing a person or firm to act as CLIENT's damages resulting from his operations or for furnishing representative with respect to LABORATORY's services to be work and materials to THE PROJECT. CLIENT agrees therefore, performed under this Agreement; such person-or firm to to include or cause to be included in THE PROJECT's have complete authority to transmit instructions, receive construction contract, such requirements for insurance information and data, interpret and define CLIENT's coverage and performance bonds to be secured and maintained policies and decisions with respect to THE PROJECT, and to by THE PROJECT contractor as CLIENT deems adequate to order, at CLIENT's expense, such technical services as may indemnify CLIENT, LABORATORY, and other concerned parties, be requested by LABORATORY, against claims for damages and to insure compliance of work 2.4 Designate in writing those persons or firms who are performance and materials with PROJECT requirements. authorized to receive copies of LABORATORY's inspection ARTICLE S_ PAYNENT: and test reports. 5.1 CLIENT will pay LABORATORY for services and expenses in 2.5 Advise LABORATORY sufficiently in advance of any accordance with the attached fee schedule. LABORATORY's operations so as to allow for assignment of personnel by invoices will be presented at the completion of its work or LABORATORY for completion of the required services. Such monthly and will be paid within thirty (30) days of receipt advance notice shalt be in accordance with that by CLIEMT or his authorized representative. established by mutual agreement of the parties. 5.2 LAE=TORY shall be paid in full for all services under the 2.6 Direct THE PROJECT contractor, either by the Construction Agreement, including any overruns of CLIENT's contract or Contract or direct written order to: any unforseen need for LABORATORY's services exceeding (a) Secure and deliver to LABMTORY, without cost to original contract requirements. Payment for such services LABORATORY, preliminary representative samples of those Shall be made irrespective of any claim by CLIENT for materials he proposes to use which require testing, compensation for, additional work conducted. Any such claim together with any relevant data of the materials. shall in no respect delay payment of fees for services (b) Furnish such causal labor and aLL facilities needed performed by LAW°ATORY. by LABORATORY to obtain and handle samples at THE PROJECT ARTICLE 6. EXTEE'IT OF AGL.= -M ff: and to facilitate the specified inspection and tests. 6.1 This Agreement, including these terms and conditions (C) Provide and maintain for use of IA ORATCRY, adequate represents the entire agreement between CLIENT and space at THE PROJECT for safe storage and proper wring of L1'L: .9TCnY and bupersedes all prior negotiations, test specimens which must remain on TILE PROJECT site prior representations or agreements, written or oral. The to testing. AgrEC-ant may be amended only by written instrument signed ARTICLE 3. CUTE AL CMIYIONS: by CLIEiIT and L ='2ATORY. ' 3.1 LAS ?ATCRY, by the performance of services covered ' ARTICLE a_ A,PUCAME LAH. hereunder, does not in any way assume, abridge or abrogate 7.1 The Agreement shall be governed by the laws of the State of any of those duties responsibilities or authorities with W PROJECT t il T d i Te£',-r.;•', 9 cus omar y veste regard to THE PROJEC n T 4 / f 4 ..3 5. - - a`• "".~si+1i,~r`~ri4ti+:r::!ctisuail..:.f'~~''"K3,""`~°.rd~'~+-~.:1~._.~n. :il'. i•.:a'- 1'n.:_i a~:y~:e _5'`' Y 1, ..V ,.gyn.' re: . i~ .s.?•__ •'--=~'-~°~Si.'---~.-••.~{~~:~~...~.::...►er:.~~..y.~"`:+.~.~._~:e..-..sue i.. . 0 • . r x G . k y TEXAS COUNCIL OF ENGINEERING LABORATORIES E AGREEMENT FOR MATERIALS ENGINEERING AND RELATED CONSTRUCTION ~INSPECTION AND MATERIALS TESTING SERVICES This Agreement is by and between BRAZES COUNTY, 2617 Highway 21 West, Bryan, Texas 77803 hereinafter called CLIENT and BUCHANAN/SOIL MECHANICS, INC., hereinafter called LABORATORY, who agree as follows: 1. DECLARATIONS. CLIENT desires to engage LABORATORY to provide Materials Engineering and related construction inspection and materials testing services in connections with CLIENT's project ("THE PROJECT") described as follows: Various Projects for 1996 Fee Schedule Rates a) LABORATORY has submitted a fee schedule to CLIENT, a copy of which f is attached hereto and made a part hereof as EXHIBIT "A" for Materials Engineering and related construction ' inspection and materials testing services, which fee schedule is acceptable to CLIENT. b) LABORATORY warrants to CLIENT that the quoted "Estimate of Costs" is correct within a tolerance of $100, or 25%, whichever is greater. 2. SCOPE OF WORK.. LABORATORY shall provide Materials Engineering and related construction inspection and materials testing services for THE PROJECT in 'I accordance with the accompanying proposed "scope of services' made a part hereof as EXHIBIT "B" or the "terms and conditions" made a part of this Agreement. EXECUTED THIS day of , 19 t. ' By: _ CLIENT By. LABORA ORY., PAC Vol- i _ . n.1....._:w•.,ii...:f...T..t...aw.~_.~16r.e.4.s....tuL:..a._..L/air.•...e...t.•'.scr..,wi..+..+_~.-.....~ti...o_3.rr..,..A\::r....._+__,_.....i ......a,. ...ter. w~ .r.-u't ..J 'd:. .t S... a.i,, .1 L_.iL - :r' rr.•rR.J ..e.-J.rt rv-_--. 1 J . r' Y • FEE SCHEDULE 3 - CONSTRUCTION MATERIALS TESTING AND INSPECTION This schedule of charges is for testing of samples delivered to our Bryan laboratory, obtaining samples, and field testing services performed at locations within the immediate Bryan/College Station area. Personnel and transportation charges will be made for round trips over 30 miles by our personnel for field testing and inspection, and for procurement, preparation and/or delivery of samples to our laboratory. A vehicle charge of $12 per trip will be used for round trips less than 30 miles. SOILS AND BASE MATERIALS Compaction and Control Tests UNIT PRICE 3.1.01 Optimum Moisture/Density Relationship, ASTM and AASHTO methods: 1. Using a 4-inch diameter mold (Method A) 115.00 2. Using a 6-inch diameter mold (Method B) 130.00 3.1.02 Optimum Moisture/Density Relationship, TSDHPT Tex-113-E method 140.00 3.1.03 Maximum and Minimum Density 60.00 3.1.04 In-place Field Density and Moisture Content (minimum charge of 3 tests per trip): 1. Nuclear Gauge method, per test 25.00 2. Harris Cup method, per test 30.00 3. Sand Cone method, per test 40.00 4. Recheck, Nuclear Gauge method, per test 25.00 3.1.05 California Bearing Ratio (CBR), soils and aggregates, per specimen 115.00 3.1.06 TSDHPT Triaxial Compression Test, Tex-117-E Quotation 3.1.07 Soil-cement compressive strength, Tex-120-E, per specimen (does not include Item 3.1.02) 105.00 ' 3.1.08 Special processing, mixing additives, and/or sample preparation for above items, per hour 29.00 Soil. Subgrade and Base Material Tests 3.2.01 Moisture Content, laboratory measured 4.00 3.2.02 Atterberg Liquid and Plastic Limits, Plasticity Index . . . . . . . . . . . . . . . . : . . . 24.00 • 3.2.03 Sieve Analysis: . 1. Soils, through No. 200 sieve 24.00 2. Soils, with plus No.4 size 34.00 3.2.04 Sieve Analysis, aggregate with binder: 1. Through No. 40 sieve I 34.00 2. Through No. 260 sieve 54.00 3.2.05 TSDHPT Ball Mill, Tex-116-E 100.00 3.2.06 Hydrometer Analysis, not including sieve analysis 52.00 3.2.07 Percent Passing No. 200 Sieve 20.50 3.2.08 Gradation of soil-lime mixture, TSDHPT Item 260 25.00 3.2.09 pH determination of soil or soil-lime mixture, per ' test (Does not include 3.2.12) 9.00 3.2.10 Permeability: 1. Falling Head (specific gravity not included) 75.00 2. Constant Head 86.00 3.2.11 Pinhole Dispersion Test 105.00 Page 1 of 4 January 1994 7- . L y, r - • i R~'itu .~.n.w..~ - ..~ni.. ,.a.L..a:.....+:i...LL;n,ix.•.u.i:..5ti` - .:f.,r.~+_.~z..:::a :.aS..'•^ •,.::~i• - a ` "+'`r f - _ .•aRa:dL.f%I~..ti:Y-~Y,r.Sy.cy~,.3~:~+~~Yai.~.~3C •~r •l., r -v:~..~'+~a1iJS.N.a/..tS.:.iiyiy L..• v....r.x..~ (9 ~Y b; f FEE SCHEDULE 3 - CONSTRUCTION MATERIALS TESTING AND INSPECTION UNIT PRICE 3.2.12 Preparation of sample for above items (includes splitting base sample, slaking, washing over No. 40 or No. 200 sieve, preparing base binder for additional testing, mixing additives, remolding or compacting specimens and other special processing), per hour $29.00 CONCRETE AND MASONRY TESTS Cylinders, Beams and Cubes 3.3.01 Casting cylinders, including slump (minimum charge of 3 cylinders per trip), per cylinder 10.00 3.3.02 Air Content determination when casting cylinders or beams 17.00 3.3.03 Unit Weight, ASTM C 138 (not including personnel time) . 18.00 3.3.04 Compressive Testing of Cylinders: 1. Made by our personnel, per cylinder 11.50 2. Delivered to our laboratory, per cylinder' 14.00 3. Hold cylinders, per cylinder . 10.50 3.3.05 Casting beams, including slump (minimum charge of 3 beams per trip), per beam 14.00 3.3.06 Flexural Testing of Beams: • 1. Made by our personnel, per beam 15.00 2. Delivered to our laboratory, per beam 16.00 3. Hold beams, per beam 11.50 3.3.07 Molding Mortar Cubes (minimum charge of 6 cubes per trip), per cube . 6.00 3.3.08 Compressive Testing of Mortar Cubes, per cube . 8.00 NOTE:Inspection and/or standby in excess of 1 hour when in conjunction with casting test specimens will be charged at the applicable personnel rate. Picking up, transporting cylinders back to lab and stripping from molds are not included in above rates and will be charged at the appropriate personnel rates plus vehicle surcharge. Concrete Corin g and Tests 3.4.01 Coring machine rental, per day 75.00 3.4.02 Portable power generator (if required, 5 hour minimum), per hour 8.00 3.4.03 .4.03 diameter, per inch of thickness (not including Coring, 4- 0 equipment rental, personnel and transportation charges) 8.50 3.4.04 Compressive testing of concrete cores, per core . . . . . . . . . . . . . . . . . . . . . . 16.50 3. ,4.05 End preparation of concrete cores for testing, per end 9.00 3.4.06 Soiltest Model CT-320 Concrete Test Hammer rental (minimum 3-hour charge), per hour 23.00 Page 2 of 4 ` January 1994 VOL- JPAG . . _...........~.i ~-r-.k- Yu:t-.e .stt~.~.. r..~.....w..--.L,~.Ji..t.'..ua.u,..r...~'xit...,41.....`..-..-+.>t..w1~.~..r1...~.l.nilL~rsn....Ja~...s..rs-. _.....n....,. ♦ r. r L' • . • N FEE SCHEDULE 3 - CONSTRUCTION MATERIALS TESTING ANb INSPECTION Concrete Mix Desip-ns Mix design includes mixing the trial batch; determining the slump, air content, and yield; and casting and testing 6 compressive or 3 flexural tests specimens. Tests on aggregates and time spent obtaining materials, computing mix proportions, consultation and reporting, will be charged at the appropriate personnel rate. UNIT PRICE 3.5.01 Mix Design using cement factor method $115.00 AGGREGATE TESTS 3.6.01 Sieve Analysis, aggregate without binder: 1. Washed 24.00 2. Dry 20.00 3.6.02 Specific Gravity 34.00 3.6.03 Absorption 20.00 3.6.04 Clay lumps and friable particles, percent 35.00 3.6.05 Unit Weight (loose and rodded) 34.00 3.6.06 Percent Passing No. 200 Sieve 20.50 3.6.07 Organic impurities in sands for concrete 25.00 3.6.08 Los Angeles -Abrasion 100.00 3.6.09 Sulfate Soundness (5 cycle) (coarse or fine, not both) 185.00 3.6.10 Special processing and preparation of aggregate for above items, per hour 29.00 ASPHALTIC MATERIAL TESTS 3.7.01 r Bitumen content and aggregate gradation 110:00 3.7.02 Mixing asphaltic concrete (3 specimens per set), per set 30.00 3.7.03 Molding test specimens for Density and/or Stability (3 specimens per set), per set 30.00 3.7.04 Density of laboratory molded specimens (3 specimens per set), per set 28.00 3.7.05 Marshall Stability (3 specimens per set), per set 60.00 3.7.06 Marshall Flow Value (3 specimens per set), per set . 9.00 3.7.07 Hveem Stability (3 specimens per set), per set 70.00 3.7.08 Maximum Specific Gravity of paving mixtures, ASTM D-2041 or Tex-227-F 25.00 3.7.09 Coring 4-inch diameter asphaltic pavement, thickness up to 6 inches (not including personnel and transportation charges): 1. Minimum 3 cores per trip, each . 35.00 2. Additional core, same trip, each 30.00 NOTE: Patching pavement will be charged at the appropriate personnel rates 3.7.10 Density of asphaltic pavement cores and blocks, each ' •20.00 Page 3 of 4 January 1994 voL__Z__Pa~ ~g a• J FEE SCHEDULE 3 - CONSTRUCTION MATERIALS TESTING AND INSPECTION UNIT PRICE 3.7.11 Thickness determination of asphaltic pavement cores or blocks, each $5.00 3.7.12 Nuclear Gauge Density (minimum charge of 3 tests per trip 25.00 3.7.13 Index of Retained Strength Quotation PERSONNEL RATES AND SPECIAL SERVICES 0 Charges for services of engineering technicians will be made at the following rates for sampling, field inspections and tests not otherwise charged on a per-test basis. Overtime rate will be charged after eight (8) hours per day, Saturdays, Sundays and holidays at standard rate x 1.5. 3.8.01 Engineering Technician: Regular rate, per hour 25.00 3.8.02 Certified Engineering Technician: Regular rate, per hour 28.50 3.8.03 Senior Engineering Technician: Regular rate, per hour 34.00 3.8.04 Transportation, per mile 0.45 3.8.05 Per diem, per man per day Cost + 15% 3.8.06 Equipment rental Quotation 3.8.07 Reproduction/postage(over 4 reports), per page 0.35 3.8.08 Direct expenses Cost + 15% Rates for tests and services not listed are available upon request. Note: All tests taken or performed before 8:00 a.m. and after 5:00 p.m. on regular work days, Saturdays. Sundays and Holidays will be charged at regular fee schedule rate plus applicable personnel overtime rate. REIMBURSABLE EXPENSES 4.2.01 Transpoitation'(company-owned vehicle), per mile 0.45 4.2.02 FAX transmission, first page 10.00 -4.2.03 FAX transmission, additional pages .75 4,2.05 Professional staff per diem, per man-day Cost + 15% 4.2.06 Reimbursable expenses: Cost + 15% 1. Long distance telephone 2. Transportation (other than company-owned vehicle) 3. Miscellaneous travel expenses 4. Reports/reproduction 5. Subcontract costs 6. Federal Express 7. Direct Expenses RECORDS/RESEARCH 4.4.03 File Research/Reproduction 1st hour $50.00 (otherwise $25/hr, $50.00 minimum) V_.~ Page 4 of 4 January 1994 VOL.7- JPAG F, r r a • T;i - - ....~.r..~ _ .-.w~. .x .sue++....~. _ _ n.• w~•i~•tl..v r 'a~.w5. • -,+..i oJ~ _ .s :.r. •n: e~C..:.6, _i :.t'-a:.: 'a ~a', r»~a', FEE SCHEDULE 4 • STAFF SERVICES This schedule is for standard services on an hourly basis for regular hours within the U.S.A., and includes payroll costs, administrative overhead and profit. Authorized overtime will be charged at 1.5 times the regular rate for classifications 4.1.09 through 4.1.13. Insurance certificates will be furnished by insuring agency on request. PERSONNEL CLASSIFICATION UNIT PRICE 4.1.01 Principal Engineer, Consultant $75.00 4.1.02 4.1.03 Engineer 6 45.00 4.1.04 4.1.05 4.1.06 Engineer 3 30.00 4.1.07 4.1.08 4.1.09 Stenographer 20.00 4.1.10 Computer Operator/Offioe Technician 18.00 4.1.11 Drafter 2 26.00 4.1.12 Drafter 1 20.00 4.1.15 Laboratory Manager 45.00 The above rates are for serviges performed in the ordinary course of business on a first-come, first-served and/or time available basis. Services performed on a time preemption basis are available on request at double the above rates. REIMBURSABLE EXPENSES 4.2.01 Transportation (company-owned vehicle), per mile 0.45 4.2.02 FAX transmission, first page 10.00 4.2.03 FAX transmission, additional pages .75 4.2.05 Professional staff per diem, per man-day Cost + 15% 4.2.06 Reimbursable expenses: . Cost + 15% 1. Long distance telephone 2, Transportation (other than oompanyowned vehicle) 3. Miscellaneous travel expenses 4. Reports/reproduction 5. Subcontract costs 6. Federal Express 7. Direct Expenses RECORDS/RESEARCH 4.4.03 File Research/Reproduction 1st hour $50.00 (otherwise $251hr, $50.00 minimum) r Page Iof I January 1994 7rnry ~ ..r3 y ~i~. _ 1 i~L~•si~~' `_~im` 'tr, ~ , t . ~,s,: , ; . J ~ 1 .r ' <ae..: - -..A. _ 01 •I FORM FCD 33-A If 4,_ 1 Case # 2050 COOPERATIVE AGREEMENT FOR t COST SHARE PROGRAM . i~ . -..._-..r;~+....~J..:4..•.+a...=.1.!..aim.Mu.,...._a..~:..a~.....`..u.ai.:_.L•i..~Y.a[~.s.._»i.1.•.~..c...L..:.: +r-~ .:.+t?..L.+u. -.wk.~Y...rw...a........o:a.-..w..._.....wrr..-a... .•......_w ~unw I. This cooperative agreement is made this 21st day of February, 1996, by and between Brazos County located at Bryan, Texas, hereinafter referred to as the COOPERATOR, and the Texas Forest Service, a Member of The Texas A&M University system, hereinafter referred to as the SERVICE. This agreement concedes that prevention and suppression of natural cover fires threatening forest and range lands, human lives, structural improvements and all other rural values is of mutual concern to both parties. A. The COOPERATOR has requested the assistance of the SERVICE in developing wildfire protection on certain rural lands. B. The SERVICE has found that such cooperation is necessary to enhance the organization of fire protection on forested, non-forested watershed, and rural land in the State. II. THE SERVICE AGREES: A. To make available certain fire control equipment and tools as per • attached equipment list(s) to be used in the suppression of natural cover and structural fires and for other emergencies which threaten the loss of life and property. B. To license federal excess motor equipment provided under this agreement. C. To provide repair parts for equipment maintenance purposes-when available. D. To permit removal of any accessories which the COOPERATOR has added to the equipment prior to its return to the SERVICE. E. To provide technical assistance in operational fire planning, use of equipment, and training in fire prevention and wildland fire suppression. Vol. P A / ,QF ' ~ r "L ..'d. a .fir. ..ati .i .1. ' f.l: `t~ ' III. THE COOPERATOR AGREES: A. To develop an operational fire plan and to cooperate fully with the SERVICE in coping with wildfire problems. Also to cooperate with other county, area and regional fire service organizations in coping with mutual fire problems. B. To use equipment and tools provided solely in the suppression of natural cover or structural fires or for other emergencies which threaten the loss of life or property. C. To have federal excess equipment in service within six months of acquisition by the cooperator. D. To title and license non federal excess motor_equipment provided under i this agreement. E. To secure equipment at a mutually agreeable location, to paint federal excess motor equipment and to be responsible for all additional repair, and operational costs. F. To provide for adequate equipment storage and maintenance and to permit annual cquipmtnt in©poctione by SERVICE rapr®e@ntativ®®, G. That federal excess-equipment may not be altered without prior approval of the SERVICE, and that federal excess property must be returned to the SERVICE for final disposition. H. To maintain current liability and property damage insurance for each piece of equipment loaned; to assume full liability for injury to the operator or others injured by said equipment and for damages resulting from movement or use; and to hold'the SERVICE free and harmless from any and all claims, damages, costs and charges whatsoever. - ~a v PAG F. VOL, a ~r.=:LViW.L/r+~..u.L.r~aa.~-+a.i..J.d..N,. - s,dwLC, ` - i . _ ~Y-=~ ~'l.i.r...~_~si'.•L ~''~K ~ n=~ _ _ ~a.y. _ k - rf ,-~~it..'x. _ _ , r Y, a:-.9 , ~•:S4y~ y.. 0 0 • ~ y •1 i 1 0 I. To have all motor vehicles inspected annually by an approved vehicle inspection station, and to submit a copy of the certificate of inspection to the SERVICE. i J. To provide systematic training to members in fire prevention and suppression, safety and first aid. IV. The above noted equipment has been purchased in part with federal funds and therefore is subject to use and disposition regulations dealing with federal property management: federal share of property shall be amount computed by applying 50% to the current fair market of the equipment involved at the time i of disposition and converting to a dollar value.. This is then the federal share in re-investment for new equipment or for monies returned. V. Violation of listed stipulations could result in termination of this cooperative agreement and further participation in and use of available funds in the Rural Fire Protection program. VI. In witness whereof, the parties hereto have executed this agreement effective as of the 21st day of February, 1996. • i Brazos County TEXAS FOREST SERVICE, a Member of COOPERATOR The Texas.A&M University System By Title J✓ State Forester, Texas Forest Service , APPROVAL RECOMMENDED: Head, Fire Control Department - i "An Equal Opportunity Employer's .r ti BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 03/05/96 ITEM: Request from GTE to place a road bore in the right-of-way of Meadow Lark Circle at its intersection with Scott Lane for cable installation. Site is located in Precinct 2. SOURCE OF FUNDS: N/A 1. PRESENTATION: A) No work will be permitted between front slope and/or back slope. B) The line shall be installed within 3-5 of and parallel to the right-of-way line. C) If clearing of brush, trees and other obstruction is necessary, it shall be the Applicant's responsibility to do so and to remove all cleared brush, trees, etc. from county right-of-way. D) Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. II. ACTION REQUESTED OR ALTERNATIVES: SUBMITTED BY: APP ED BY: J ichard F. Vance, P. E. Commis ' ner Sandie Walker County Engineer Precinct 2 CC96-012 Approved in ommissioners' Court Date: lvin . Jones, Co my Judge Alvin-W.- # VOLAM~ ~PA~ • l GENERAL TELEPHONE COMPANY NOTICE OF COMMUNICATION LINE INSTALLATION February 21, 1996 *I.. r TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: Formal notice is hereby given that GTE will construct a communication line within the right-of-way of a County Road in Brazos County, Texas as follows: Beginning approximately 3788' from FM 2223 at the intersection of Meadow Lark Circle and Scott Lane, bury across Scott Lane from GTE Sta. 0+00 to 0+09 continue and bore across Scott Lane from GTE Sta. 0+09 to 0+54. A total distance of 54' and at a depth of 4 1/2'. Continue north and 3' within east R.O.W. line from GTE Sta. 0+00 bury a line to Sta. 50+36, a distance of 5036' and at a depth of 30". The location and description of this line and associated appurtenances is more fully shown by two (2) copies of drawings attached to this notice. The line will be constructed and maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that tender of this notice by GTE does not constitute a waiver, surrender, abandonment or impairment of any property rights, franchise,, easement,'license, authority, permission, privilege or right now granted by law or may be granted in the future and any provision or provisions so con- strued shall be null and void. Construction of this line will begin in February 26, 1996. GENERAL TELEPHONE COMPANY 5416 9P6060B #005 - 4er . eGC , t Alan Colley Senior Engineer - OSP 301 Industrial Blvd Bryan, Texas 77803 ..E • V PAQE c4n-9/ f i t s, x~ t tt - _ • ........~~t~w lam. tee. ~ r` . Z fl . 1 ~T CRs to til i is /Y!/MrOC~G o r LDVLJ!//7 (3 ~ ' LEy"i/GT~ ~IrCvN~NiT I I/ 1.4 6046 . PC:t~ M17 Cyr. 6.7W QQ cw T*a cou"aww 4-5;b A C?A7 IC 074 Vr- Q") aor 1 ' t k r r E R i I• E• 0 0 . I a 4 r ' WP3 0920 0m ~h lI 02008786 - PL CA 36• DEPTH NOTE: LOCATE ALL BURIED 01008786 WPI \of .m m 282225 AND OR UNDERGROUND UTILITIES (9P606GR> Mw BEFORE DIGGING IN Y HIS AREA sa1E 54' & PL ASP 25 .23.10 22 i s. ti}~c ~t ~6 C 1 I RPM A-Ili yy .r •i 1.411VC e, 022101-2102 (PP> ACROSS SCOTT LN g Sy ~ XDO.3-25 <PP> AT 6' DEPTH b o m' I b~ mm/ x e. 9 < \ 0 \ • 0~ / mMm 0•mMIA \ W / ~U01% \ \ r ~6 / I / maN ~pN^N 1'1 Ifl ~.ONp cio o ~ \ cj N U U \ sC !ry \ X962 \ 2 6962 (80)_ \ M•122425 \ \ 6q4'2423.10 AES 25-24 \ ~ - / C2,2101-2119 y g~ \ S / XDD.20-20 ~ y \ C2 212 -2 3 3 9 ~ . 12 A 9y 1 vj \ . e 9 963 (80) / 6 X00.24-25 • , \ S~ e M 122425 / 3"A, / i i A / AE0 25-24 t0 c2.2101.21021(25n ><D0.1.2 (PP> v / / 02.2103=2119 XD020-20 02.2121-2121 / (C2.2122-212-bQ57> 1DO.222 (PP) C2.2123-2123 10.24.25 NOTE AREA 00966 2423.10 (80) M'240007 CASEFF/25 TYP - C2.2101-2113 XD0.26-27 C2.2128-2137 t 9 q0 '961-e ti '961 (80) b 0 M0122450 0'2423.10 AE8 50-24 C2.2101-2119 XDD.20-20 lY C2.2121-2123 i N , \ XD0.24-27 8- ; 43 4 X00,44-48 C2.2149-2149 X00.50-50 i / 0Z4 3.10 \ \ 4 X00,26.21 \ 02.2128-2143 0 / XDD.44-49 (PP> \ X00.50-50 a \ 3 G ID S❑ AREA STATE: TX _ DIVISION: south cen EXCH.. 5413 REM. CO.: 000 W.C» 7780 WO No.:9P606GR CONTROL NUMBER: 010 TITLE:PROP SRV LORETTA PATRANELLA TAX DST.: 45001 + TWP: RNG-- SECS SAL:1-BK DATE: 02/13/96 [REV. DATE: SCALE:('-100' FILE: WP2 WwN EN6 [AP RVO PRINT ' JME JME 2 OF 6 THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL r.rw..1~~,Mri w~FlR.r+d+R~•-,W~~ .....u ~_r ...~.~....r+.1...... ~r..r.r.~G~•/YIwYt .M~i~',~w.o:wr4.a .C!+ ia,.~ Q a 3 1 , 7-77 j ' f~aS~;"-~v.... ;'i•:~~\aL .3~~ tip - r , . 'l~:\• •r •Z'~ i•~, ~.h:t{: JV''~(S+ ~~•`4':.~' ~1 ~ti,~~~.,~'~\_'~'J~'~+~~''+x' `V:~~'T'''f ;{••~;:+,.~':^i ~ j. `^rl., ti::v.. •`::1•: :klx{~:li.`:~:+~'J~''i'F'~::iY./.iY•l:/:A•i '.'lL;yi; i...w'l~. ~i ~ •..r.n~v'.: ~i::: a"~r ~ - - _ 'ii_ ~ .ems 7GS2~'71a.4^~«~•'xs~... a•yl~a?~4~"~E':~S!'•zL'~~TY'_*a4F~:R7'rir-.:v.,:pN.)~w.xetl~F'sr~:v.'::=`,)'1'~,;~:s,"'z'f~n~'~'it.~•"'y"-~+•F3.".'•~Y+:Cy~l?tTSTY84~'S3'as rc-n...'•-•.-- .+la '~u.n~=3.~~.a...a~.i...•r `.r.~Jawiti..:i..Y~>S.uisl+[a:wsrT~e..:L..:,titi.~eLuLSSa.~•'~.;x .R, r i R,• ~~j..~,~c ui : ru~+_•r__~wYv_. _~,,~_j• ) 0, a c r~ I, t, i 1 I r i k• ti- E r•. f f f r~ i '.a I WP5 . t k ti PL CA 36*DEPTH 82008787 - 92838787 WN <RP6e6GR> M-282225 b ASP 25-22 C2.2181-2102 G" ACROSS OR Nob S L 4~ K-111, t ~r .z~ PLOW THW DR t f F, • I 587q SCOTT OLN PL CA 361DEPTH up 1Y 92MO766 lop, Y ACROSS RD L I. ASP 25-22 b. 36'OEPTH C2.2101-2182 CPP> d LMON PACIFIC RESOURCES ELAINE HESTI ER 01 A% t .I WP3 NOTE AREA- sli. AREA STATE: TX 1 • TwP: RNG.: SEC.: SAL: 1-83( t r n f k ....-...w....+r,r•r...•..~....~•-•"-~-- _ .~,.~.e...~..•-..,.,,.+*r.,l++q-.•7+~+rR+-.-..._ ` - - - - - ~!tIC_~St~~.., V_ f THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL • I. wP6 r 5 / • r . ra w P A f 1 :I . i. F y~A Ah' 9FF ym l9 ♦ ' FF Y ♦ Gs ti N i 1 _CAUT ION: FERGUSON BURLESON RING CIGH PRESS E c S LINE TELL' 409-596-2683 1-806.211-2154 PER HELEN AT FERGUSON GAS CONTROL THIS PIPELINE IS A POLY LINE WITH NO METAL STRIP. LINE CANNOT BE LOCATED NOR DEPTH PROVIDED. THERE ARE FLAGS AT VENTS, THEY WILL COME OUT NO WITNESS WHEN WE DIG. ' o RX ~OOJ poi ~~ao ti o Qa OQ 0 am ~ PJ ~~~Q A ti OQ Q4, ,ty Q` y~ V ~ s~, a0 Q~ ♦ oar • Q ♦ S1 ♦ C' 00 ♦ v 1 Q WP4 ® Sll AREA STATE: TX DIVISION: southeen EXCH.: 5413 REM. CD.:060 W.C.: 7730 WO NOJ 9P606GR CONTROL NUMBER: 010 TITLE:PROV SRV LORE TTA PATRANELLA TAX OST.: 45801 TWP1 RNG.: SEC.: SAL: 1-ft DATE: 02/14/96 REV. DATE: CALE:I•=100' FILE: WP5 DRWN ENG APRVD PRINT JHE JHf 5 OF 6 E I 1 J i i THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL c r• r~ K !t' Y C 1 r, i E' r. r. F 3 I t • i Fa e\A~ m +88 9 ?"3 0 vs ~ s PLACE 1352' 2 PAIR BURIED DROPWIRE a s C j i~ r: 1 ti r a •4 •r I F 's S L A GRAVEL APPLICANT LOKTTA PATRANELLA 11,5795 6388 SCOTT LN 778-5182 02.2101 TRAILER AT TOP OF HILL _ f 0 .t s . 7!•v ..l.. '.3 .i. - ....t. .a.. - tip. a S.I..ba - i BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridoe NUMBER 560001 DATE OF COURT MEETING: 03/05/96 ITEM: Reguest from GTE to place a road bore in the right-of-way of North Dowling Road approximately 1100' from its intersection with Blue Ridge Drive to relocate buried cable for roadway improvements. Site is located in Precinct 1. SOURCE OF FUNDS: N/A I. PRESENTATION: A) No work will be permitted between front slope and/or bads slope. B) The line shall bd installed within 3-5' of and parallel to the right-of-way line. C) If clearing of brush, trees and other obstruction is necessary. it shall be the Applicants responsibility to do so and to remove all cleared brush, trees, etc. from county right-of-way. D) Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility construction. II. ACTION REQUESTED OR ALTERNATIVES: BMITTED BY: APPRO D BY: Richard F. Vance, P.E. Commi n r Gary Norton County Engineer Precin 1 CC96-013 Approved in Commissioners' Court Date: -q15 fqz./ Alvin .Jones, ounty Judge VA PAC M.~..-..,~, - ° l.v•_I uy .rc _ - 1_v, b'. w a+.-t> x~*i. r' b :•?1.xieL . ~rl •`~+3 01 • GTE Telephone Operations Central Area Engineering Department. 301 Industrial Blvd Bryan, Texas 77803 February 21, 1996 Reply To Bryan, TX Richard Vance Brazos County Engineering Office County Engineer 2617 W. Hwy 21 Bryan, TX 77803 Dear Mr. Vance: Subject: AGRMNTS 24 BURIED CABLE 5416 9P6060B #005 Enclosed are Form ED-135 and work location sketch showing the location of our proposed buried cable line on County Roads in Brazos County at Wellborn, Texas. This work is to be completed on Work Order 9P6060B #005 which is scheduled for April 15, 1996. If you have any questions concerning this work, please contact Charles Allen at our office in Bryan, telephone 409-821-4761 within 15 days so. that we may explain or modify our proposal, otherwise, it is understood that this proposal is approved. Sincerely, Alan Colley Senior Engineer - OSP 1 AC:ec Attachment s & lb d A part of GTE Corporation V0 ,PAQ { .I +A ~ 1' h " GENERAL TELEPHONE COMPANY NOTICE OF COMMUNICATION LINE INSTALLATION February 21, 1996 1. N TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: AL JONES Formal notice is hereby given that GTE will construct a communication line within the right-of-way of a County Road in Brazos County, Texas as follows: On North Dowling Road approximately 1100' north of Blue Ridge Drive a buried cable will be placed under N. Dowling from the west to the east R.O.W. It will then extend north 3' inside the east R.O.W. for a distance of 202' at a depth of 30". This entire project is to facilitate your road widening project. The location and description of this line and associated appurtenances is more fully shown by four (4) copies of drawings attached to this notice. The line will be constructed and . maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that tender of this notice by GTE does not constitute a waiver, surrender, abandonment or impairment of any property rights, franchise, easement, license, authority, permission, privilege or right now granted by law or may be granted in the future and any provision or provisions so con- strued shall be null and void. Construction of this line will begin in April 15, 1996. GENERAL TELEPHONE COMPANY 5416 9P6060B #005 Alan ColleY / Senior Engineer - OSP 301 Industrial Blvd Bryan, Texas 77803 VO PAS 'r ' ' ~ _4s~~ r dr`.,.~i___.l_'~ t.y~ • C.,'tf r; .~.a x~ ti- , ..'aar.Gnti►:\s • ~ , TS.~f~?' ~ ~ , •,S4 n1r.Saf~S'~rr u9..~r',i+.~i~"~sa:..:ui -i'rii• ..ry.~` '1Gn\~9i-~ V. •-s ~ +.1.~yitgY•:.~' ~ , - . THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL i i e r' C i f F ' t , L E e r i - Y • 1 I• f t C • • r . •2002661 API tgP6060B> N 202250 327 ~<23.10 ` L/Ll:50.22 r C2902d01.250. i .III met , ~ I M'J)IW. a~C 1000•g71J}y p067•))h7e1 h~3 ' 11 ti= • i ' •10ee)I] reet• 3SiP N•7717ee ~ $ • '1 ' K Ie0•)) 4 j 115 C20eJ17hT01 ~ ` ~ ~n ~ - • 700!717 mY - M'271761 I . • ~r- W-2 12 1te ~ ~ /C • J (!e0 176• 63 t e „'/8J• 11010 "MIN" u j» ~ ~ ` $►A 0 • t► AOgIN { _C200i~n)~01 .y / 30 t•J - 16'77• p • . . A 10 •!0011 rm r Q ~ • . M•)77trie1 , , w p . p ~ ♦ r~e1 Jt t1e) 21 a a C r>~ 310 -s' it p 21rsllyc, --6 i Rp I y ~ t « ~ rQ ITArIE OtQD 1 -`•~Bl. ~ ' • cow"A4 i ~1na i 16 t7%« Ieee TY► MS2/ ip0.301 6e0 e7,251.1a1 0{ri [?002.301.373 11 26.0 x00.616 fe00 8 out ®eei m>t- *It002 242110 m51 • o f • I tr2R~e210 11P H-2-,0664 -II IN 002110 1667 W ti Ig l tkr7 11 • 1000 • C21.I.1~ 300 I ri m , 9 ~~n ' [1007.1.1¢0 pt [21.626 0 ~ CP360 C ti~~i W0.161.200 • ' pl [71.1251.132'0 IN C21.1-158 IN C21A26 650 Q y,+o R pl 110D.226.300 IN 021 .1251.1300 OU I ' . ' T C202.1-375 IN XLW26 360 N q ' • u ® 0111 xtb.676.1000 , •11267 CBS,« t ~ N•J]7~E0 r 36' 7Q7.'e J otr 026.24 { TEXAEEEAAST E W MEXICO WTAX c2m2j Lt DIVISION: SOuTEXCµ•t 5AIG M.Ca6g30 WO PGC608 CONTN.Vn a m$ AC 5i 7J 7171-Es Ta£LOC CABLE N.DCWIING RO O t7w)U•38 5 AF SALt T MPr RNG: SEC.L. NOTES TO FAC TWP& o2/w/ REV.0ATE1 SCALEtr-tea' ash NOTES TO 002451 LOCATE ALL BLIRIED UTILITIES ~ NE DROPS BE BE PLACED 70 DRWN ENG APRVD PRINT 1 IN THIS AREA. THAT hzW FILELTfPi CWA CWA •'F" OF DIGGING IN BEFORE ABLE r PLACE ON PRINTS. gORr:S AS CUSTOMERS. • 5µ111,N PRINTS. _ 1 WORK SAFELY ' THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL ' COLLEGE STATION SPCR 5416 W 0 9P6060B 005 f -14~4 v ~!Q !a o pvp t, f~~'~ r4;.~~1'°~' . •a~'c;t i%°:~;.::. i~,..t.; .r zir~t'•`•-'';: °.r.~'K ~•:~i~.;<~li~l {~it•y',•~~.: ~ • 'r .t.•4.~ .r' :K.:,'.; 1' . ' y VRI W PAO • o r a ' ~ .y(._ _ _ .,'a .~f L f~~. ~ 4 y' ,+s,~ K'~ri •~s~:r• ••,.~_~~...~az.~: •i~`.~'.li~it :i~ti~i• 7._~ • 1 f/ _.c.. a-+e°riaii9~~.°:ia` i~"•"----.:.-.~'. `-..•'_:maLe u]~(:,Lt.ua •,i+ I 61 r BRAZOS COUNTY COMMISSIONERS' COURT ACTION FORM DEPARTMENT Road and Bridge NUMBER 560001 DATE OF COURT MEETING: 03/05/96 ITEM: Request from GTE to relocate buried cable in the right-of-way of North Dowling Road beginn ing at its intersection with Hopes Creek Road and extending for a distance of 2740' for scheduled roadway improvements. Site is located in Precinct 1. SOURCE OF FUNDS: N/A 1. PRESENTATION: A) No work will be permitted between front slope and/or back slope. B) The line shall be installed within 3-5' of and parallel to the right-of-way line. C) If clearing of brush, trees and other obstruction is necessary, it shall be the Applicant's responsibility to do so and to remove all cleared brush, trees, etc. from county right-of-way. D) Construction shall be in strict conformance to the latest Texas Manual of Uniform Traffic Control Devices for Streets and Highways, published by the Texas Department of Transportation, and all other State and Federal laws governing utility constriction. II. ACTION REQUESTED OR ALTERNATIVES: S WITTED BY: APPRO BY: I s ra a Richard F. Vance, P.E. Commiss' r a Norton County Engineer Precin 1 CC96-014 Approved in Commissioners' Court , ' Date: 3 11 .r t < Alvin W. Jones, C my Judge r s VO PAGE 41- O % a....~~. w.U.r..I.,.o.:i.c...~...'r_f. •.~.L:..i.:+. _.._r,.a -cuv` .w....c.r~_ c..+.:iaaa:lu.•.ii.:r.llt~.-,...•i::..~i '.L_... av..i:.... ~L~...-.:...... ;.e...~..........._...J~.+:, •,...~...~....:nA.....,~ ILA February 21, 1996 GTE Telephone Operations Central Area Engineering Department 301 Industrial Blvd Bryan, Texas 77803 Reply To Bryan, TX Richard Vance Brazos County Engineering Office • County Engineer 2617 W. Hwy 21 Bryan, TX 77803 Dear Mr. Vance: Subject: AGRMNTS:24 BURIED CABLE 5416 9P6060B #004 Enclosed are Form ED-135 'and work'. location sketch showing the location of our proposed buried cable line on County Roads in Brazos County at, College Station, Texas. i This work is to be completed on Work Order 9P6060B #004 which is scheduled for April 15, 1996. If you have any questions concerning this work, please contact Charles Allen at our office in Bryan, telephone 409-821-4761 within 15 days so that we may explain or modify our proposal, otherwise, it is understood that this proposal is approved. Sincerely, Alan Colley Senior Engineer - OSP AC:ec Attachment 1. i i i • ~ ~ orb A G A part of GTE Corporation V0 PAGO I •._....,~r.....u.Gir.~vl......+~►aa~..wu~r.WR~ _ _ _ : 4_.~~-~._~ir _ _ .iy i iv. ..,.•.bY~.A~ ~:I~14 1 A ` ~•r~c + i.'~ 4±~naldY *rsr5.'.• i ,.~~i13...~~.:".Sr.~s:,:..Lri+ :~.~..~_....V.._ . _ . s_. s s GENERAL TELEPHONE COMPANY NOTICE OF COMMUNICATION LINE INSTALLATION 4D February 21, 1996 . a TO THE COMMISSIONER'S COURT OF BRAZOS COUNTY ATTENTION COUNTY JUDGE: AL JONES Formal notice is hereby given that GTE will construct a communication line within the right-of-way of a County Road in Brazos County, Texas as follows: Beginning at the intersection of Hopes Creek and North Dowling Rd. a buried cable will be placed 8' in east R.O.W. of North Dowling extending south for a distance of 2740' at a minimum depth of 36". Due to the existing water line being located 6 1/2' inside of the R.O.W. and to avoid damaging tree root system, we propose to place a buried line along, parallel to and 8' inside the R.O.W. This entire project is to facilitate your road widening project. The location and description of this line and associated appurtenances is more fully shown by four (4) copies of drawings attached to this notice. The line will be constructed and maintained on the County Road right-of-way in accordance with governing laws. Notwithstanding any other provision contained herein, it is expressly understood that tender of this notice by GTE does not constitute a waiver, surrender, abandonment or impairment of any property rights, franchise, easement, license, authority, permission, privilege or right now granted by law or may be granted in the future and any provision or provisions so con- strued shall be null and void. Construction of this line will begin in April 15, 1996' GENERAL TELEPHONE COMPANY 5416 9P6060B #004 11Xxt- i ' Alan Colley Senior Engineer - OSP 301 Industrial Blvd Bryan, Texas 77803 k r V0 4/0 . . ,,......~s.....r,`_~...~..Xl.f.x...w`.c.....,roa.~t...........i..~._,.....~~..i.: -..~.r+..1r..M.,...~....,.-.~_:>+.I.. ~~rY+:.+,l.:.t._.!......_.._._. :.o.a a...1 i.~..~-...i....i.....~~.. ~..,.....w.a.. .....wY~. u..L "T THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL • u a2 • gar xlt?6•I~3 an + L77T.171.7l0 Aq. lw7j1i•151 mmm f" w%N(AT N*28z m ' c u V e.► u3 .201 761 , 7 y~p• H • 9 . (QVT37 301 « - PUra-0 W20459 r $ n ~ r 11581 p12l1•t9/ Off Y.Q ~rp p rN w N I► . ~ Ei pG On w tl ~ w ID 6 ~ h I AM? f~1Y N . - Z _ 15~• h u • N wli fp AP15. 1 w APT4 fi • K fI h~_ N ,C• NA NA n „ y NA _10 ryA IV 4 rb•t •A~n N.•Z.i ry P~`~ 61~•I 'e h rw n 11]91 IU09 • 4y 11129 117] N 11515 K nri r . >n\ p - • "1 • w Il73 _~t. n 11583 n 11629 r ~3 Nii a. ~ ~i Q~ w w m r e r h n 2! I'D ~ / W.g1•tl0 e~ ;A ~N~ fm Q Nt..h\ i0~\n N.d••\N ~ •ri . Y' N Y • v..n . V:.I'ItJ • fr Y y W v:l'MJ4 • - ~ °iii r1 n o t. ,psi ...........pDy..-------- N { ~xrw - - "'8 • rrrrrrr rrrrr rrrrrrr rr rrrr rrrrr rrrrr rrrr - rrrr- rrr• a c L-310 DOWLING RD 'BOW 35'SORE DOWLING RD 25'eoAE 25 eoA> 25 eoRE Iii . Y 1 ? ' - - - - - - - - - - - - - ----------------4---~ -M-a--->`- U32 1 w t & Q a • tSr~$~ Y • ♦ r4a"~9/~ r ~ ~ ' ~p w- a Nw II188 h 6~ fr¢ ~ ~ n•e 1~ ~ir7 w hw~ 1~1 @~8'~j f • • PQ r0 ♦ • • • • • • 7 rr•• Q ` i. r• 4•/ 11 w . wr~a r~r 1~ pI N ~ p ~~6.~ w w w w moel NNN o 'V ~T p' r•' r r QQQ ord. r QQQ Q • ( N 11141 N 1'j+~s a NN N y N 400W NN N r-~- r N w'~ilisr NOTES TO CONST " LOCATE ALL BURIED UTILITIES BEFORE DIGGING IN THIS AREA. (GTE) ® PLACE NEW CABLE AND BORES TEXAS/NEW M X STATE, lx AS SHOWN ON PRINTS. DIVISIONI SOUTH EAST EXCH 15116 REM. CD.1000 W, CABLE TO BE PLACED 36" DEEP. W a 96 w0 NO.19P60608 CONTROL NUMSERI 001 rmw ' WORK SAFELY. U C 6 0 r w m 4 TITLEI RELOC CABLE N.DOwLING ROAD TAX OST.1 45004 iWP1 RNG.1 SEC.1, SAL11•A2 NOTES TO FAC SEv. DATE, SCALEt I•slee' MAKE DROPCUTS AND REOUEST DATE, 02/15/96 NEW DROPS TO BE BURIED DRWN ENG APRVO PRINT FILE1wPl CwA CWA 2 OF 3 t i i THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL F I I ~I s F s : 0 0 01L WELL ` I • i I ' I . I ' I I ' I I 35.1 KFT ~ I 2007 OHMS I 8.19 DBS 1 ' I T. P. 1 ~ 1 • - BiQ`~ r ~ t I s 8 FERGUSON BURLESON . ILei Be a P~ COUNTY PIPELINE • B 4 m'` 409-596-2083 OR a~ r t' -g n. - 817-325-1321 I h= h hA ' tV • 1 Q• V ; I MS~n --~02~■ ~ . 11717 \ I' • 11667 ~~~~n ~,$n~~ b ~o n o \0 . ~..nu u 1 a 4 2029133 (PP) n ° <9P60608> M'282250 ' 2423,1@. ----._.....-ROW-• ...0' - - - - - - - - - - - - - - - - - - - 0s C3037.201-250 <PP> L-310 ° I- •1eg68 rnPX-7v E DOWLING RD x • I .y , 30130 - •13°56 :PP%•7 111- --6r /y X0.2423,10 ~v.~{6~aTclo~e{> N•~12-- -Zi --------------v L'f.?~Ib -5-------K' -----x-- - - - - - - - - - - ----•--9---.~ . Ire. Ire CL 7QJ01•? 5 - - -------3 - - - C3a37.337.350 - - - - - - - b~ S S C3037.276-300 . < n NOTES TO CONST m a • m LOCALE ALL BURIED UTILITIES TExaSiNEw MExICO STATEc i% BEFORE DIGGING IN THIS EA • AREA. n n PLACE NEW CABLE AND BORES n DIVISION, SDUTM EAST EXCHs 5416 REM CD: 020 m S p - - AS SHOWN ON PRINTS. a W.Cs6g60 WO NO.:W62600 CONTROL Nu~-,BER, ea4 ec a 4A CA~ CABLE TO BE PLACED 36" DEEP. m N a TITLE:RELOC C43LE KDOWLING ROAD TAX DST., 4:224 ub N y, N N N WORK SAFELY TWpc Rt;G.,. SEC.:. SAL, I•AI NOTES TO FAC y [4 DATE: 02/15/46 REv. OATS: SCALE, r-IC0' 4 r- ott MAKE OROPCUTS AND REOUE51 ORWN ENG APRVO PRINt NEW DROPS TO BE BuRIEa FILE%WP2 CWA CWA 3 OF 3 RE aq~~ y~r~•y-nl~jr w!V'.e.M~!9r_w~•rrn'•l1M.R _ - F~ r Y THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL .r~ ~ .a • _1"~ „ •1: -.l_ ,-.i. 1 ..!+5... r, s kf, - .lr,?.". ±A', .r r . r • .rte. • • • • ♦•V •/+M••V•~.M(VVx.•. r. • _ r A ~ COLLEGE STATION POST OAK 5416 W 0 9P6060B 004 N 1 frEED1r~ , t - w• i- it' -'r.s::ts;~.,•t:~,~,r.~': tr iii-Y'•ti lt'___ •y 'a' - _ 0 0 REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT-OF-WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE BRYAN, TEXAS 77803 Formal notice is hereby given that (applicant) Witkson Creek S.U.D. proposes to place a (type) water line %C IYthe right-of-way of (road) Dilly Shaw Tap Rd. In Brazos County, Texas as follows: The location or description of the proposed installation is more fully shown by 3 copies of the drawings attached to this notice. I understand and agree that: 1. The County Engineer must be notified 72 hours prior to the beginning of construction in order that they might be on hand to designate the actual location of the installation. 2. That all damage to the roadways and right-of-ways will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become necessary due to widening or lowering, or other alteration of the roadway or right-of-way. 4. That Brazos County is in no way responsible for any damage that might occur to any existing utility lines in the right-of-way. 5. That the line will be constructed and maintained on the County right-of- way in accordance with governing laws. 6. That the line or lines will be constructed no less than forty-eight inches (48") lower than the center of the roadway whether there is, or is not, a borrow ditch. 7. That all sites will be barricaded during the construction period. Construction of this line will begin.., on or after (date) 5th day of March , 19 96 Firm: Wick on Creek S,.V.D. By: Kent Watson. Title: General Manager Address: P. o. Box 4756% Bryan, Texas 77805 Phone: 409-589-3030 I { lei f t s. APPROVED BY COMMISSIONERS' COURT ON: 3 Date Alvin W. Jones County Judge i JV0 . . AB... t' M p .Z. 4,1 A C'~~~ THE FOLLOWING DOCUMENT IS THE BEST IMAGE POSSIBLE DUE TO THE POOR QUALITY OF THE ORIGINAL r. , r 4u11 I ~ Shay i • il7i k• ' . ~ i Gas - G I• _ , . . ~ I Alec, 1 r G I 09 h T • E~ i IP 0 Pro ; ;M . PiD posad ~s L , F( Ln . rm - ¢,d a lix, 9 c( a~ P,aa~•l r , , - • . .,e too 5 ~ r, cat r Ilha ~ I+h I e . t~~~ .i . GCI 0 5 ( S1 1l7 Lt4L'o S G DIII 5 I P' ha To , ! I ~Vlkx~ b\/: -Ann'oun k. ~ 0 4 i C 6 c . ~ .ew'~. a.rw w..Ytt wv.•Y• t•W S...Y .wYi.w[.trrMw..www. `rS~f..+. +n Y.rw-.kr u..n.... . ...r.. rer..w.tn wY.'tYat/: eY•MW•V.r -trw.,t~1Y4Y.iN+n.+4 Y.t'J1._rFVl.44YMM-• - - - - .nr~• , V REQUEST FOR PROPOSED INSTALLATION IN COUNTY RIGHT-OF-WAY TO THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS BRAZOS COUNTY COURTHOUSE , BRYAN, TEXAS 77803 Formal notice is hereby given that (applicant) Wickson Creek S.U.D. proposes ' to place a (type) wat6r• -line the right-of-way of (road) Cliff Road In Brazos County, Texas as ollows: The location or description of the proposed installation is more fully shown by 3 0 ' copies of the drawings attached to this notice. I understand and agree that: • 1. The County Engineer must be notified 72 hours prior to the beginning of construction in order that they might be on hand to designate the actual location of the installation. 2. That all damage to the roadways and right-of-ways will be repaired to their original condition to the satisfaction of the County Engineer. 3. That Brazos County reserves the right to require Applicant to relocate or lower any such line at no cost to Brazos County, should same become ' necessary due to widening or lowering, or other alteration of the roadway or right-of-way. 4. That Brazos County is in no way responsible for any damage that might occur to any existing utility lines in the right-of-way. 5. That the line will be constructed and maintained on the County right-of- way in accordance with governing laws. 6. That the line or lines will be constructed no less than forty-eight inches (48") lower than the center of the roadway whether there Is, or is not, a borrow ditch. 7. That all sites will be barricaded during the construction period. Construction of this line will begin on or after (date) Sth day of Marsh 19.9r,. Firm: Wicks n Creek Special Utility District By; Kent Watson Title: Genera Manager Address: P. O. Box 4756 Bryan, Texas 77805 Phone: 409-589-3030 ' APPROVED BY COMMISSIONERS COURT ON: Date Alvin . Jones f~0 r County Judge vim . ...[✓.w_ +."...J`/..`bRl.diYri.W.tfff~+b.~.:._JSr.wtiltWL. w...J• •{wLJU.Ma.a....4t•JA..r.S.t1.af...r..r~.L..:..u.~.a:.r+..w..:w.+.+.u...{t_1y...r.JY...r rv..l+. ...~Y.r. r.ru_...w~•rY. a,w ..Y i G ...x i~t►~ _ - - Flush -r Val -r ve. -e- Zd P-Oaj- sore- L L I i fo rd ffk, hems TANK s 1 y~S f e pro sad ' po P,00 d Using (,.{l' lehCwsoamen-t wi F 3" PVC wa-ter line- e0c, to:,(!( Drawn by : A..r yo„n9 a -as-qc~ l • i I ' t 3 n f ~ f 4 61 The information below lists the accounts and the percentage each account makes up of the invested funds with Texpool as of 12-31-95: Fund Amount Percent General Fund $ 8,165,242.82 49.00 Road & Bridge $ 1,328.06 0.01 General Permanent Impv. $ 7,065,202.29 42.00 General Obligation Debt $ 1,340,202.41 8.00 t 0 Voter Registration $ 32,103.03 Health & Life Fund $ 206,901.20 TOTAL $16,810,979.81 To the best of our knowledge the above in Investment Policy of Brazos County. Kay Hami n Brazos County Treasurer 0.13 0.86 100.00 formation is in compliance with the A A-1 Terri V~Vhite Brazos County Deputy Treasurer 0 l r ' 1 Y' r r N...M1I~'f r1 ,1•I. v. i.,_r!'n • •S_A!.rN... ref. K:..: 1' r:,J .l ~:t:' cHi. L~~..~~•• '~j.. • i I • 1 FYI 12/31/95 INVESTMENTS : • Govt.Securities Corp. $ 0.00 Merrill Lynch @ Houston $ 0.00 State of Texas - Texpool $16,810,979.81 Total Amount Invested $16,810,979.81 INTEREST: r Received from 10/01/95 THRU 12/31/95 $ 252,3 TEXPOOL INTEREST RATE: (0%) (0%) (100%) (100%) 66.58 The -monthly average yield for the month of December 1995 was 5.7449% 'on a simple daily basis. (This information came from a call to the Texpool Integrated Voice Response System on January 5,1996.) t W.' 1•.~r"f~' l ice'-_,• / 4 1 . y •t , • ' r •:.f•-` jT r •4. t` 1 j ~ _ tr~G- .J~r..:,LfYyi'. ►ti . ~''r yi 1'~. ~~f .~ih'K= c~ ~+.L •2t' - - - ~ I s♦7r~1 ~,lmr'~1'id~iaL+r=kl. 4: 1,M.•~.w _ _ i k L 1 k • ! 1 1 1996 INVESTMENT INTEREST EARNED (OCT,95 - SEPT.961 PG.1 DATE DESCRIPTION AMLINTEREST YTD BALANCE • k 10/31/95 Texpool October interest 88,738.82 88,738.82 11/30/95 Texpool November interest 81,611.55 170,350.37 12/31/95 Texpool December Interest 82,016.21 252,366.58 A l /r -•-~..r, y 7 VjjL ~ i. ~.w ..ra.~w...+.r._aa..atijr.-...uL.Ie.:.sa~.••u.«iu,.a~w...'1~;.:.ae..,w...iv+.l-..rr...mw...r..~_~...dw...r..C. ~~Lrti.r:..~.au_-u.~...._.w.w.i~..~...u...r_u..r...~..w..-.....~c:-_~w.~u...~.d~w_~,.:.+-~..t..r_~ a; ~v i r, ~f E'{ 'i TS (OCT.95-SEPT.96) ~S A r! 9 i ATE 30/95 25/95 TINT. ,TRSF. ANCE 2]/95 29/95 J.INT. TRSF. ANCE D7/95 ;.INT. TRSF. ANCE , r; c; s~ ! x 'f a ask i f~ 0 0 - r. , I E , G t r- r t t G k G 10 , JANUARY 1996 TREASURER'S REPORT NAME UND FUND BALANCE INCOMING XPOOL INVESTED TE SUB-TOTAL DISBURSED FUND BALANCE INVESTED BAL.IN ACCT. E 12!31195 INTEREST-January 1131196 1131196 ENERALFUND 606.11 10,617, 436.85 6,529 , 92,258.19 17,239,301.15 2,534,574.15 .00 14,704 727 , . _ ,501.01 13 757 25.99 947,2 . ROAD & BRIDGE GENERAL L 82,578.21 397,620.19 6.30 480 204.10 , MTV 214,373.81 -T. 265,830.89 1,334.36 264,496.53 ELATERA L ROAD STA 1,399.76 J 327.76 - 1,727.52 - , 1,727.52 - 81,727.52 SLIG.DEAT SVC. GEN., ,386,482.89 98,825.86 355.77 691,664.52 - 1,691 ,664.52 1,346,558.18 345,106.34 - I"_1PV G,.N.P~~CJIAN~NT B 204 320.58 18,4Q6.20 Wig 1,246.58) 421480.20 7, 46,761.03 , 7,374,719.17 , 7,083,955.71 - . - 310,763.46 • ~AL,_TH D EPARTr.pENT . 861.40 58, 119,489.44 - 178,350.84 66,935.85 , , 111,414 - „ . • , . 111,414.99 . - n+o HEALTH LIFE 522 247.33 267,930.62 981.21 .16 791,159 7 235,728.5 555,430.59 207,8$2.41 548.18 347, W AIL BOLD BOARD FUND 6,352.39 87.18 _ .57 47,Q3 s - 7,039.57 - „ 47,039.57 , TOTAL .67 19,999,848 7,832,724.10 98,354.89 27,930,927.66 3,098,373.41 24,832,554.25 22,377,231.67 ,322.58 2,455 Note: Gen.Permanent Impv.'s Texpoof interest is transfered to General Fund per Auditors Office. i 4 a '