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HomeMy WebLinkAbout2002-08-27-0900AM-Regular11~ BRAZOS COUNTY BRYAN. TEXAS FILED 0 AUG 22 P W.,25 BENDS toutim Mm. TMA NOTICE OF MEETING AND AGENDA BRAZOS COUNTY COMMISSIONERS COURT THE COMMISSIONERS COURT WILL MEET IN REGULAR SESSION ON TUESDAY, AUGUST 27, 2002 AT 9:00 A.M. IN THE COMMISSIONERS COURTROOM OF THE BRAZOS COUNTY COURTHOUSE, 300 EAST 261"H STREET, SUITE 115, BRYAN, TEXAS. Invocation and Pledge of Allegiance - Commissioner Thornton. 2. Call for citizen input and/or concerns. Consider and take action on agenda items 3 -16: 3. Budget Amendment 01/02-38. 4. Payment of Claims. 5. Personnel Changes of Status. 6. Title IV-E County Legal Services Contract with the Texas Department of Protective and Regulatory Services. 7. Tax Resale Deeds and authorization for the County Judge to execute Tax Resale Deeds for the following property: a. Lot 20, Block 1, James Addition, City of Bryan, to Sharon A. Lewis, b. Lot 21, Block 1, James Addition, City of Bryan, to Sharon A. Lewis. 8. Authorizing out-of-state travel for the following Metropolitan Planning Organization staff members: a. Jennifer Bearden to attend the "Tools of the Trade" 8`h National Conference on Transportation Planning for Small and Medium-sized Communities, September 18-20, 2002, in Cincinnati, Ohio. b. Mike Parks to attend the Association of Metropolitan Planning Organizations I Vh Annual Conference, September 18-21, 2002, in Los Angeles, California. /1-111 Commissioners Court Meeting Agenda August 27, 2002 Page Two 9. Proclamation recognizing September as Leukemia and Lymphoma Awareness Month. 10. Requisition for additional consulting services by Texas Consulting Associates to analyze communication lines and internet access. 11. Renewal of Annual Contract with First Star Transport for armored car service. • 12. Extension of the current Office Furniture Bid #2002-046. 13. Authorizing the Purchasing Department to advertise fbiJgg' #2001'2-067 - Property & Casualty Insurance and/or Alternative Risk Financing. 14. Blanket Purchase Orders. 15. Approving the Treasurer's Report for the Month of July, 2002. 16. Approving the minutes from the following Commissioners Court meetings: a. Regular meetings conducted on May 7, 2002, May 14, 2002, May 21, 2002 and May 28, 2002; b. Public Hearing conducted on May 7, 2002; C. Workshop Session conducted on May 21, 2002. 17. Acknowledge receipt of monthly reports from elected officials and department heads. 18. Announcement of interest items and possible future agenda topics. C, 19. Call for citizen input and/or concerns. 20. Convene into Executive Session pursuant to §551.071 of the Texas Government Code to seek advice of an attorney with regard to legal matters and pursuant to §551.072 of the Texas Government Code to deliberate the purchase of real property. 21. Consider and take action on Executive Session. 22. Adjourn. The Courthouse is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive services must be made two business days before the meeting. To make arrangements, call (979) 361-4102. 0 COMMISSIONERS' COURT REGULAR MEETING AUGUST 27, 2002 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, August 27, 2002, with the following members of the Court present: Alvin W. Jones, County Judge, Presiding; Tony Jones, Commissioner of Precinct 1; Wm.S. Thornton, Commissioner of Precinct 2; C. B. Jones, Commissioner of Precinct 3; Carey Cauley, Jr., Commissioner of Precinct 4; Karen McQueen, County Clerk. The attached sheet contains the names of the citizens and officials that were in attendance. Commissioner Thornton gave the invocation and led the pledge of allegiance. Under citizen input and/or concerns, the following person spoke: Commissioner C. B. Jones announced that his grandson, Chance Jones, won the World Championship barrel racing competition in Abilene, Texas. The County Judge asked his assistant to prepare a resolution. The Court next considered Budget Amendment #01/02-38.1 through 38.3, which would reallocate funds for Justice of the Peace, Precinct 4, Constable, Precinct 1 and Emergency Vol Page a(PG - 31 • Commissioners' Court meeting August 27, 2002 2 Management. Commissioner Cauley moved to approve the budget amendment. Commissioner Thornton seconded the motion. Commissioners Tony Jones, Thornton, C. B. Jones and Cauley voted "Aye". The County Judge voted "No". The motion passed. A copy of the budget amendment is attached hereto. The Court next considered the following Claims as • submitted by the County Treasurer for payment: 20033955 through 20034181 On motion by Commissioner Tony Jones, seconded by Commissioner Thornton, the Court voted unanimously to approve the Claims as submitted. The Court proceeded to consider the change of status of employees as submitted on the attached Personnel Action Requests. On motion by Commissioner Cauley seconded by Commissioner Thornton, the Court voted unanimously to approve the changes as submitted. • The next matter before the Court was approval of the Title IV-E County Legal Services Contract with the Texas Department of Protective and Regulatory Services. On motion by Commissioner Thornton, seconded by Commissioner Tony Jones, the Court voted unanimously to approve the Title IV-E County Legal Services Contract with the Texas Department of Protective and Regulatory Services. A copy is attached. Vol 34 Page c~ G-7 0 Commissioners' Court meeting August 27, 2002 3 The court next considered Tax Resale Deeds and authorization for the County Judge to execute Tax Resale Deeds for the following property: a. Lot 20, Block 1, James Addition, City of Bryan, to Sharon A. Lewis. On motion by Commissioner Thornton, seconded by Commissioner Cauley, the Court voted unanimously to authorize the County Judge to execute the Tax Resale Deed. b. Lot 21, Block 1, James Addition, City of Bryan, to Sharon A. Lewis. On motion by Commissioner Thornton, seconded by Commissioner Cauley, the Court voted unanimously to authorize the County Judge to execute the Tax Resale Deed. The next matter for consideration by the Court was a request submitted by the Metropolitan Planning Officer seeking approval for out of state travel for himself and his Assistant Jennifer Bearden. Mr. Parks would be traveling to Los Angeles, California to attend the Association of MPO's annual conference September 18`h through the 219C, 2002. Ms. Bearden would be traveling to Cincinnati, Ohio to attend the "Tools of the Trade" 8ch National Conference on Transportation Planning for Small and Medium Sized Cities conference September 18th through the 20th, 2002. On motion by Commissioner Thornton, seconded by Commissioner Cauley, the Court voted unanimously to grant the request from the Metropolitan Planning Officer and approved payment of out of state travel expenses for Mr. Mike Parks and Ms. Jennifer Bearden. Vol 34 page a(o 9 /"'-1, • Commissioners' Court meeting August 27, 2002 4 The County Judge read aloud a Proclamation designating the month of September 2002 as "Leukemia and Lymphoma Awareness Month". The Court joins with the State of Texas and the Leukemia and Lymphoma Society to promote the understanding of blood related cancers and to support educational programs and research programs to find a cure for these diseases. On motion by the County Judge, seconded by Commissioners Tony Jones, Thornton, C. B. Jones, and Cauley, the Court moved to proclaim the month of September 2002 as "Leukemia and Lymphoma Awareness Month" throughout Brazos County. The next matter for consideration was a requisition for additional consulting services by Texas Consulting Associates to analyze communication lines and internet access. On motion by Commissioner Tony Jones, seconded by Commissioner Cauley, the Court voted unanimously to approve payment of the requisition in the amount of $640.00. The Court proceeded to consider the renewal of Annual Contract with First Star Transport for armored car service. ® On motion by Commissioner Thornton, seconded by Commissioner Cauley, the Court voted unanimously to renew the current contract for an additional year beginning October 1, 2002 through September 30, 2003. There is an increase in the monthly rate from $900.00 to $1,050.00. Vol 34 Page a & 9 0 1~\ Commissioners' Court meeting August 27, 2002 5 The next matter for consideration was approval for the extension of the current Office Furniture Bid #2002-046. On motion by Commissioner Tony Jones, seconded by Commissioner Thornton, the Court voted unanimously to approve the three (3) month extension. The next matter for consideration was approval for the Purchasing Agent to advertise Request for Proposal #2002-067, Property and Casualty Insurance and/or alternative risk financing. On motion by Commissioner Tony Jones, seconded by Commissioner Cauley, the Court voted unanimously to authorize the Purchasing Agent to advertise for Request for Proposal #2002-067, Property and Casualty Insurance and/or alternative risk financing. The Court proceeded to consider the following blanket Purchase Orders: Labatt Food Juvenile Services $2,600 Scarmardo Produce Jail $3,150 Alliant Food Jail $6,200 Sysco Food Ser Jail $6,200 Performance Jail $7,000 Ben E. Keith Jail $1,250 Cain's Coffee Jail $ 600 Glazier Jail $1,000 Butterkrust Jail $1,600 Lilly Dairy Jail $3,800 Team Systems Jail $ 900 Brazos Wholesale Jail $ 500 Ray Criswell Jail $1,000 Vol 34 Page d--7 0 E • • Commissioners' Court meeting August 27, 2002 6 On motion by Commissioner Tony Jones, seconded by Commissioner Thornton, the Court voted unanimously to approve the Blanket Purchase Orders as submitted. On motion by Commissioner Thornton, seconded by Commissioner Tony Jones, the Court voted unanimously to receive, approve and order filed as submitted the Treasurer's report for July 2002. A copy of which is attached to and made a part of these minutes. The Court next considered approval of the minutes of the Commissioners' Court meetings held in May, 2002 on the following dates: a) Regular Meeting - 7tn, 14th, 21st 28th b) Public Hearings - 7th c) Workshop - 21't On'motion by Commissioner Thornton, seconded by Commissioner Cauley, the Court voted unanimously to approve the minutes as submitted. The Court acknowledged receipt of the Extension Service reports for June, July & August 2002 and acknowledged receipt of reports from the following County and Precinct Offices showing revenues collected and remitted to the County Treasurer: County Clerk District Clerk Vol 3y- page a- I C~ Commissioners' Court meeting August 27, 2002 7 Constable Precinct 1 Constable Precinct 2 Constable Precinct 3 Constable Precinct 4 Brazos County Events Facilities Road & Bridge Sheriff A copy of the Officials' reports can be viewed in the County Auditor's office. Under announcement of interest items and possible future agenda topics the County Judge made the following comments: a) There will be a Commissioners Court meeting on the 3rd and 10th of September, but have canceled the meeting on the 17th If either Commissioners Tony Jones, C. B. Jones or Cauley can't attend the meeting on the 10th then he will need to know so that meeting can be canceled too. He and Commissioner Thornton will not be at that meeting. Karen McQueen, County Clerk made the following comment: a) There is another vendor for electronic voting equipment in room 108 today. There was no citizen input and/or concerns. At 9:16 a.m. the County Judge announced the meeting closed to the public so that the Court could meet in closed Executive Session to seek the advice of an attorney concerning ~ legal matters pursuant to Section 551.071 of the Texas Government Code and to deliberate the purchase of real property as allowed under Section 551.072 of the Texas Government Code. Vol 3`f Page 9--79- • Commissioners' Court meeting August 27, 2002 8 At 9:57 a.m. the County Judge announced the meeting open to the public and that no action would be taken on the Closed Session. There being no further business to come before the Court, the meeting was adjourned. • u Vol 34 Page a-73 0 The foregoing minutes of the Commissioners Court meeting held August 27, 2002 have been examined and are approved in open Court this the 291 day of a-Tno- , 2002, in Bryan, Brazos County, Texas. Alvi W. Jones County Judge Wm. S. T ornton Commissioner, Precinct 2 To Jo s Commissioner, Precinct 1 C. B. J s Commiss' ner, Precinct 3 G CL rey Ca ey, Jr. K ren McQueen Commissi ner, Precinc 4 County Clerk g:~ Vol 34 Page a:14 • u u BRAZOS COUNTY`CONBUSSIONERS COURT / MEETING ON c~ 200 ~ AT Poo am NAMF. ORGANIZATION/DEPARTMENT (r c~--- okj ZwNe, ~ ~ ~o Q 2 ti ~v~z . kd,l if r ass 0 BRAZOS COUNTY'CON MISSIONERS COURT MEETING ON ~-7 200 AT Z &V kAt 0'' BRAZOS COUNTY, TEXAS BUDGET AMENDMENT(S) FOR THE 2001-2002 BUDGET YEAR NO. 01/02-38.1 through 38.3 On this the 27th day of August 2002 at a regular meeting of the Commissioners' Court, the following members were present: Alvin W. Jones, County Judge, Presiding Tony Jones, Commissioner, Precinct 1; Wm. S. Thornton, Commissioner, Precinct 2; C. B. Jones, Commissioner, Precinct 3; Carey Cauley, Jr., Commissioner, Precinct 4; Karen McQueen, County Clerk. • The following proceedings were held: THAT WHEREAS, on August 27, 2002 the Court heard and approved a budget amendment for the 2001-2002 budget year for Brazos County, 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 4, 2001 the following amendment(s) to the original are hereby authorized, as described on the attached page(s). r . ADOPTED AND APPROVED this the 27th day of August 2002. THE COMMISSIONERS' COURT OF BRAZOS COUNTY, TEXAS. is By: Alvin W. Jones, County Judge Original: County Clerk's Office and attached to the original budget copies: County Auditor County Treasurer Commissioners' Court Minutes 3 ),77 0 BUDGET AMENDMENTS No. 01102 - 38.1 R/27/2002 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 244011 672855 DR Minor - Typewriters $ 102.99 01 244011 615000 CR Printing 102.99 Justice of t he Peace Precinct 4 102.99 102.99 reatet~ By~~~°.~it,we~ kdc APProved;By::' 11 4-14 Date.~;<. ^ ~ :lJ *8%J 9CZ00 bite: Y -v u BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 01/02 - 38.2 8/27/02 • FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 301011 600800 Dr. Clothin niforms $ 100.00 01 301011 606000 Dr. Office Supplies 135.00 01 301011 611100 Dr. Conference & Seminar Fee 25.00 01 301011 659500 Cr. Vehicle Mantenance 50.00 01 301011 678900 Cr. Vehicle Equipment 210.00 Constable Precinct 1 To reallocate budget to allow for unanticipated expenditures for the fiscal ear ended 9/30/02. 260.00 260.00 -IR 141 M,*" • BRAZOS COUNTY, TEXAS BUDGET AMENDMENTS No. 01/02 - 38.3 8/27/02 FD DIV ACCT PROJ DR/CR ACCOUNT NAME Increase Decrease 01 355001 672860 Dr. Other Equipment $ 200.00 01 355001 618010 Dr. Travel 400.00 01 355001 606000 Dr. Office Supplies 500.00 01 355001 659500 Cr. Vehicle Maintenance 600.00 01 355001 725900 Cr. Professional Fees 500.00 Emergency Management To realloca te funds per re quest. 1,100.00 1,100.00 ON yi/jo I--- • PERSONNEL CHANGE OF STATUS page 1 of 1 COURT DATE: August 27, 2002 DEPARTMENT: Personnel PURPOSE: Arove Personnel Change of Status ■ / ■ / ■ ■ ■ ■ ■ ■ / / / / ■ l ■ / ■ ■ ■ ■ ■ ■ / ■ ■ ■ ■ ■ / ■ ■ / / ■ ■ • ■ / ■ ■ ■ ■ ■ ■ / ■ ■ ■ / ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 1 ■ DEPARTMENT NAME EMPLOYEE NAME ACTION REQUESTED TAX OFFICE CANALES, ALFREDO RESIGNATION DELERY, ALLISON L. NEW HIRE - TEMPORARY COUNTY ATTORNEY YOUNG, WHITNEY RESIGNATION RISINGER, BRIAN TO FILL POSITION VACATED YOUNG • GREENING, CRAIG REAPPLYING STATE SUPP. JUSTICE OF THE PEACE, LUNA, AIDA NEW HIRE - FULL-TIME PCT. 2 PL. 2 JUVENILE SERVICES JACKSON, TAMARA RESIGNATION ALLEN, SHIRLEY TRANSFER WITHIN DEPT MCKOY, REBECCA TJPC SUPPLEMENT MOSLEY, JR., CHARLES STATE SUPPLEMENT • Approved in Commissioners' Court: August 27. 2002 County Judge's or Commissioner's Signature: (This copy to be attached to minutes) If fflz~~~ TEXAS DEPARTMENT OF ftar CTIVE AND REGULATORY SERVICES ExECimvE DIRECMR Thomas Chapmond October 17, 2002 Margaret Lalk Brazos County 300 East 26th St., Suite 310 Bryan, Texas 77803 RE: FY 03 Contract Renewal Title IV-E Legal Contract No.: 7990003 Dear Ms. Lalk: Enclosed is your copy of the above-referenced FY 03 contract. If you have any questions, please call me at (512) 834-3201. Sincerely, Sheila Brockington Contract Manager cc: Contract File BOARD MEMBERS Richard S. Hoffman Chair, Brownsville John R. Castle, Jr Dallas Anne C. Crews Dallas Naomi W. Ledo Huntsville Catherine Clark Mosbacher Houston Onmry Salinas Strauch San Antonio 7901 CAMERON RD., BAY -fig a $ 95 • (512) 834-3201 • Texas Dept of Protective State of Texas Form 2292CUVE and Regulatory Services March 2002 Title 1V-E County Legal Services Contract Contract # 7990003 L Parties. The Texas Department of Protective and Regulatory Services (PRS), hereinafter referred to as the Department, and Commissioners' Court of Brazos Conn ty (a subdivision of the State of Texas), hereinafter referred to as the Contractor, do hereby make and enter into this contract, which, together with its incorporated documents, constitutes the entire agreement under the above referenced contract niimber between the Department and the Contractor. The Department and the Contractor make this contract for the following mutual considerations. II. Authority to Contract. The Department is authorized to enter into this contract under Human Resources Code Chapter 40. Pursuant to 40.0566 and 40.058, this contract is not subject to Chapter 771 or 791 of the Government Code. r~ III. Governing Law. This contract shall be governed by and construed in accordance with the laws of the State of Texas. Unless otherwise mutually agreed, venue will be in State District Court, Travis County, Texas. Resulting payments shall be due and payable in Travis County, Texas. IV. Contract Elements. This contract between the parties and any successor or permitted assignee consists of the signed written contract and all instruments incorporated by reference which are the documents listed in Section XI of this contract The contract includes all elements in this document and in the attachments. The Cost Allocation Plan is a required attachment This contract may be amended only in writing and by mutual agreement. V. Financial Limitations and Considerations. A. Funds Availability. This contract is at all times contingent upon the availability and receipt of federal fiords that the Department has allocated to this contract; and if funds for this contract become unavailable during any budget period, this contract may be immediately terminated or reduced at the discretion of the Department. B. Amount of Payment. The Department agrees to pay the Contractor from available federal funds for services rendered in accordance with the terms of this contract upon receipt of a proper and verified statement and after deducting any known previous overpayment made by the Department If project income accrues, the Contractor shall add the program income to funds committed to the contract services and shall use them to further eligible IV-E objectives, or the Contractor shall deduct program income from the total allowable costs in determining the net allowable costs on which the Federal share of costs is based. Is C. Basis for Payment. The basis for payment for services rendered under this contract is indicated in the service terms with the Cost Allocation Plan. The Contractor agrees to this basis for payment and to adhere to the fiscal and billing policies and procedures of the Department. The Department is not obligated to pay unauthorized costs or to pay more than the Contractor's allowable and actually incurred costs consistent with federal and state regulations. The Contractor is responsible for submitting bills in an accurate and timely manner for each quarter by the end of the following quarter and for notifying the Department of any need to expedite payment. If the quarterly bills for the county average or are expected to average less than $1,000 per quarter, the County may request, and the Contract Manager for the Department may grgnt written permission to submit bills on an annual basis with the bill for each quarter submitted and documented separately but at the same time before the end of the first quarter of the following fiscal year. The Department will make reasonable efforts to process all bills received in an accurate and timely manner but does not warrant immediate payment. D. The Contractor understands and agrees that: 1. The reimbursement made to the Contractor shall not exceed the Contractor's actual costs to provide the services under this contract and that the Contractor's actual costs, both direct and indirect, must be allowable, reasonable and allocable to Subtitle IV-E of the Social Security Act according to the Office of Management and Budget Circulars A-87 and A-110, 40 TAC §§732.240-256 and any other applicable Department regulations. i 0 34-, i 4- L. Texas Dept of Protective State of Texas Form 22820 LIVE and Regulatory Services Marsh 2002 Title IV-E County Legal Services Contract Transfers between line items of tht; budget, which is an integral part of the Cost Allocation Plan, will be allowed without prior approval from the contract manager when transfers are for allowable items as defined by the Department and do not result in a significant change in the character or scope of the program Any transfers must be described and reported ~cvcry quarter by letter along with a revised Cost Allocation Plan and supporting narrative to the Department. Prior written approval must be secured when transfers, regardless of the amount, would result in a significant change in the character or scope of the program Lack of prior approval in time instances will be grounds for disallowance or recovery of unapproved payments, other adverse action, or termination of this contract at the option of the Department. E. Physical Property. The Contractor shall assume responsibility for the protection of all physical property and equipment purchased under this contract and shall take appropriate measures to meet this obligation. The Contractor shall furnish the Department with a written, factual report of the theft of, or damage to, any equipment purchased under this contract, including circumstances concerning the loss. In addition, in the event of any theft, vandalism, or other offense against the properties, the Contractor shall notify appropriate local law enforcement authorities. F. Equipment. The Contractor shall follow the provisions of Title 45 Code of Federal Regulations (CFR) Part 74 regarding the title to any equipment bought under this contract with funds allocated to the Contractor or its subcontractor. Title to equipment shall vest with Contractor or Subcontractor as stated in 45 CPR Part 74.34. The Contractor shall not give any security interest, lien, or otherwise encumber any item of equipment purchased with contract funds. The Contractor shall permanently identify all equipment purchased under this contract by appropriate tags or labels affnted to the equipment and to maintain a current inventory of equipment which is available to the Department at all times upon request. G. Regulation Compliance. The Contractor shall remain in compliance with 45 CFR Part 74, Office of Management and Budget (OMB) Circular A-110, OMB Circular A-87 and 40 Texas Administrative Code (TAC) §§732240-256. In the event of any conflict or contradiction between or among the regulations referenced in this contract term, the regulations shall control in the following order of precedence: 45 CFR Part 74, OMB Circular A-110, OMB Circular A-87 and 40 TAC §§732240-256. H. Lobbying Limitations. The Contractor shall not use any finding under this contract to influence the outcome of elections or the passage or defeat of any legislative measures. I. Matching Requirements. The Contractor shall provide at least the amount of non-Federal share as identified in the contact Cost Allocation Plan or through other written notice from the Department. J. Taxes. The Department shall not be liable for state, local, or federal excise taxes. The Contractor must be able to demonstrate on-site compliance with the Federal Tax Reform Act of 1986, Section 1706, amending Section 530 of the Revenue Act of 1978, dealing with issuance of Form W-2's to common law employees. The Contractor is responsible for both Federal and State Unemployment insurance coverage and standard Workers' Compensation Insurance coverage. The Contractor must comply with all Federal and State tax laws and withholding requirements. The Department will not be liable to the Contractor or its employees for any Unemployment or Workers' Compensation coverage, or Federal of State withholding requirements. K. Force Majeure. Neither parry shall be financially liable to the other party for delays or failures to perform in contract performance caused by force majeure (Le. those causes generally recognized under Texas law as constituting impossible conditions). Such delays or failures to perform shall extend the period of performance until these exigencies have been removed. The party seeking to avail itself of this clause shall notify the other party within five (5) business days or otherwise waive the right as a defense, unless notification is impractical under the circumstances, in which case, notification shall be done in as timely a manner as possible. The Contactor agrees that breach of this provision entitles the Department to reduce or stop payments or finmediately terminate this contract • Texas Dept of Protective State of Texas Form 2282CUVE and Regulatory Services March 2002 Title IV-E County Legal Services Contract L. Accounting. The Contractor shall adhere to Generally Accepted Accounting Principles promulgated by the American Institute of Certified Public Accountants and OMB Circular A-87; and follow Department fiscal management policies and procedures in submitting timely billings and maintain fin- ial records required to be kept under this contract M. Record Keeping. The Contractor shall maintain financial, programmatic, and supporting documents, statistical records, inventories of non-expendable property acquired, and other records pertinent to claims submitted during the contract period for a minimum of five years after the termination of the contract period, or for five years after the end of the federal fiscal year in which services were provided if this contract has no specific termination date. If any litigation, claim, or audit involving these records begins before the five-year period expires, the Contractor will keep the records and documents for not less than five years and until all litigation, claims, or audit findings are resolved. The case is considered resolved when a final order is issued in litigation, or a written agreement is entered into between the Department and the Contractor. Contract period means the beginning date through the ending date specified in the original contract; extensions are considered to be separate contract periods. N. Reviews. The Contractor shall cooperate fully in any social studies or fiscal and programmatic monitoring, • auditing, evaluating, or other reviews pertaining to services rendered by the Contractor and subcontractor which may be conducted by the Department or the United States Department of Health and Human Services, or their authorized representatives; and to be responsible for any audit exception or other payment irregularity regarding this contract or subcontract, but only if such exception or irregularity is due to the sole negligence of the Contractor, which may be found after review by the Department or the United State Department of Health and Human Services; and to be responsible for the timely and proper collection and reimbursement to the Department of any amount paid in excess of the proper billing amount. 0. Notice of Funding. The Contractor shall place proffinent notices acknowledging the funding it receives from the Department in all of its literature that describes services covered by this contract. This notice will also appear in the Contractor's annual financial report, if any is issued. VI. Reporting Requirements. A. The Contractor shall submit service delivery reports required by the contract or self-evaluations of performance and other reports requested by the Department in appropriate format and on a timely basis; and to the extent permitted or required by law, make available at reasonable tithes and for reasonable periods, clients' records and other programmatic or financial records, books, reports, and supporting documents for reviewing and copying by the Department, the U.S. Department of Health and Human Services, or their authorized representatives. B. In developing, copying, and disseminating reports or other information under this contract, the Department and • Contractor agree to the following: The Contractor retains all rights to copyright, use, reproduce, and distribute any material written or produced by the Contractor that is the subject of this contract. If the contractor develops any materials using fiords from this contract, the Contractor must grant the Department and the federal government a royalty-free, nonexclusive, and irrevocable license or right to reproduce, translate, publish, use, disseminate, and dispose of such materials and to authorize others to do so for governmental purposes. VII. Additional Responsibilities of Contractor and Subcontractor. The Contractor shall be responsible to the Department for any subcontractor's performance under this contract The Contractor shall, and will require any subcontractor to agree to: 34 a t Texas Dept of Protective Form 2282CLNE and Regulatory services State of Texas March 2(X12 Title IV-E County Legal Services Contract A. Provide services in accordance with the provisions of this contract; and to allow the Department and its representatives to monitor, audit, evaluate and otherwise revieVr the services provided and related documentation, but only to the extent permitted or required by law. B. Notify the Department immediately and in advance of any significant change affecting the Contractor, including change of the Contractor's name or identity, ownership or control, governing board membership, personnel appointed under this Contract, payee identification number, and other. Notice will be provided in writing to the Department within ten (10) working days of the change. C. Refrain from transferring or assigning this contract or from entering into any subcontract for the services under this contract without prior written approval from the designated official Department signatory. Request for approval must be submitted in writing by the Contractor and include the qualifications of the subcontractor to perform and meet the standards of this contract. The Contractor shall be responsible to the Department for any subcontractor's performance. D. Provide statements from subcontractors signed by an official duly authorized to legally obligate the subcontractor and attest to the fact that it shall provide the services as represented in this contract, including the incorporated documents, with no disruption to service delivery. A similar statement must be signed by each subcontractor who will provide services as part of the contract. Each subcontractor may be required to submit ownership information and other information related to this contract. The Contractor may disclose any information regarding subcontractors. E. Remove any employee from direct client contact who is alleged to have committed an offense of abuse, neglect, or exploitation; or an offense against the person, an offense against the family, or an offense involving public indecency under the Texas Penal code; or an offense under the Texas Controlled Substances Act. If it is determined that the employee has not committed such offenses, the employee may again be assigned to direct client contact; however, the Contractor or Subcontractor shall notify the Department of its intent to do so ten (10) working days prior to the reassignment The Contractor or Subcontractor must provide the Department with further information concerning the reasons for the reassignment upon the request of the Department. If the employee is found to have committed any of the offenses listed in this paragraph, the employee shall not be reassigned to duties involving any direct contact with clients. F. Comply with all applicable federal and state regulations and with PRS policies and procedures regarding services delivered under this contract included by not limited to the following: 1. Federal Financial Participation (FFP) requirements in accordance with Titles 45 and 48 of the Code of Federal Regulations and federal circulars, as amended. Title VI of the Civil Rights Act of 1964 (Public Law 88-352), Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112), The Americans with Disabilities Act of 1990 (Public Law 101-336), and all amendments to each, and all requirements imposed by the regulations issued pursuant to these acts. In addition, the Provider agrees to comply with Title 40, Chapter 73 of the Tmm Administrative Code. These provide in part that no persons in the United States shall, on the grounds of race, color, national origin, sex, age, disability, political beliefs or religion be excluded from participation in, or denied, any aid, care, service or other benefits provided by federal and/or state funding, or otherwise be subjected to discrimination. Health and Safety Code Section 85.113 (relating to workplace and confidentiality guidelines regarding AIDS and HIV). 4. Immigration Reform and Control Act of 1986 regarding employment verification and retention of verification forms for any individuals who will perform any labor or services under this contract. -34 • Texas Dept of Protective State of Texas Form 2282CUVE and ~gt&tory Services Match 2002 Title 1V-]E County Legal Services Contract 5. Establish a method to ensure the confidentiality of records and other information relating to clients according to applicable federal and state law, rules and regulations. This provision does not limit the Department's right of access to client case records or other information relating to clients served under this contract, except to the extent that the Department acts outside of applicable state or federal law, rules or regulations applicable to such record or information. 6. Promptly report any suspected case of abuse or neglect to the appropriate Child Protective Services' offices within the Department as required by the Texas Family Code, Chapter 261. All reports must be made within 24 hours of the discovery of the abuse or neglect 7. If specific qualifications are set forth in job descriptions required by the Department, only personnel with the required qualifications will be assigned to fill functions unless a written waiver is granted by the Department. 8. To the extent permitted by Law, Contractor will verify and disclose, or cause its employees and volunteers to verify and disclose criminal history and any current criminal indictment involving an offense against the person, an offense against the family, or an offense involving public indecency under the Texas Penal Code as amended, or an offense under Chapter 281 of the Texas Health and Safety Code. This verification • and disclosure will be required of all who have direct contact with clients. 9. Comply with state and federal licensing and certification requirements, health and safety standards, and regulations prescribed by the United States Department of Health and Human Services and the Texas Department of Protective and Regulatory Services. 10. All applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). 11. Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94- 163). G. Submit an annual financial and compliance audit of the Contractor's fiscal year-end in accordance with Single Audit requirements of OMB Circular A-133 (Audits of State, Local Government, and Non-Profit Organizations), if applicable. H. Contractor has full responsibility to anticipate and mitigate any four digit year related events that could adversely affect the timely performance of this Contract or the date-related operations of any goods and/or services provided pursuant to it Contractor warrants the fault free performance in the processing of date and/or date-related data by any product developed and delivered to Department pursuant to this Contract. Fault-free performance includes manipulation of data with dates prior to, through, and beyond January 1, 2000, and during leap years. Contractor agrees that all software developed and delivered pursuant to the Contractual requirements herein shall use four digit year elements. Contractor further agrees that four digit year elements will be used in any electronic data interchange that may occur with the Department as a result of this Contract. Contractor shall not be entitled to additional compensation or additional time to perform the obligations under this Contract as a result of Year 2000 events. VIII. Service Provisions. The Contractor agrees to provide services as specified below unless amended by both parties: A. Statement of Need. Title IV-E of the Social Security Act provides financial assistance to States for expenditures related to the preparation for and participation in judicial determination for cases filed by the Department in order to carry 3 987 ~J Tcxas Ucpt of Protective State of Texas Form 2282CIJVF and Regulatory Services March 2002 'T'itle IV-E County Legal Services Contract out applicable provisions of Title IV-1?. The Department is responsible for this program, but may contract with counties for such services to children wbo have been determined to be eligible under IV-E. B. Goal. The goal of this contract is to provide fair, adequate and expeditious judicial determinations regarding children eligible for services under Subtitle IV-E of the Social Security Act, including the training of county staff in areas necessary for the administration of this portion of the State IV-E plan. C. Service Provisions. Contractor will assist the Department in providing fair, adequate and expeditious judicial determinations regarding children eligible for services under Subtitle IV-E of the Social Security Act Such services will be in accordance with the attached Cost Allocation Plan and with Subtitle N-E of the Social Security Act. D. Contract Outcomes and Outputs. Contractor will report the activities and outcomes of each case in which it participates pursuant to this contract and will provide a brief description of each short-tern training in which its employees participate pursuant to this contract E. Reporting and Record Keeping. The distribution and apportionment of salaries and wages must be in compliance with OMB Circular A-87. The Contractor shall submit bills: a) on a quarterly basis, b) using form 4116'X, State of Texas Purchase Voucher and other TDPRS or Contractor forms or sufficient documentation to support the claim as appropriate, and c) within 1 quarter of the quarter in which services were provided. In order to accommodate counties which bill small amounts each quarter, a Contractor may submit four quarterly bills for an entire fiscal year within one quarter of the end of that fiscal year. Any bill or amended bill which is submitted to the Department later than 7 quarters after the end of the quarter of the expense shall not be processed by the Department unless the Department determines, in the Department's sole discretion, that the Department is able to submit the bill to the federal government for payment in a proper and timely fashion. DC. Cost Allocation Plan. The Department agrees to and shall reimburse the Contractor from Subtitle IV-E fiords the reasonable, allowable and allocable costs according to the approved Cost Allocation Plan found in Attachment A of this contract The parties to this agreement have negotiated a detailed budget in the required format along with a narrative justifying both the budget and the allocation of costs to Subtitle IV-E of the Social Security Act, and the parties mutually believe that this Attachment A reflects appropriate costs for Subtitle IV-E. If costs are determined not to be reasonable, allowable and allocable under Subtitle IV-E, the Department shall not reimburse for those costs and shall recover any previous payments for such costs. If bills are inadequately documented or appear to be unallowable in whole or in part, the Department shall notify Contractor within 30 days. The Cost Allocation Plan should be amended for each fiscal year with the written agreement of the contract manager for the Department If the contract is automatically renewed, and if the parties have not agreed to an amended Cost Allocation Plan, then the Cost Allocation Plan is also renewed without amendment but may be later amended by agreement of the patties. X. Provisions for Termination of Contract and Dispute Resolution. A. If the Contractor fails to provide services according to the provisions of this contract, the Department may, upon written notice of default to the Contractor, terminate all or any part of the contract after giving Contractor notice of at least 30 business days and an opportunity to comply with provisions of the contract 6 ---t: • Texas Dept of Protective State of Texas Fox" 22"2C`,iVE and Regulatory Services March 2002 Title IV-E County Legal Services Contract within 30 business days. Termination is not necessarily an exclusive remedy but will be in addition to any other rights and remedies provided Ivy law or under this contract. B. The Department shall suspend or revoke this contact if the Contractor is found liable for or has a contract, license, certificate or permit of any kind revoked for Med eaid fraud. The Department shall also suspend or revoke this contract if the Contractor's license, certificate or permit has been revoked by any agency listed in Article lI of the General Appropriations Act passed by the 75th Texas Legislature. C. That the Department, based on information from monitoring or other verifiable sources, may terminate this contract for cause or take other actions: 1. To include requiring the Contractor to take specific corrective actions in order to remain in compliance with any contractual tens, 2. To recoup payments made to the Contractor or impose administrative error sanctions based on audit findings of violations of contract requirements, and • 3. To suspend, place into abeyance or remove any contractual rights to include, but which are not limited to, withholding of payment, cessation of placement and removal of all contract rights. D. If federal or state laws or other requirements are amended or judicially interpreted so that either party cannot reasonably fulfill this contract, and if the parties cannot agree to an amendment that would enable substantial continuation of the services, the parties shall be discharged from any further obligation under this contract. E. This contract may be terminated at any time by mutual consent. In addition, either party to this contract may consider it to be canceled by giving 30 days written notice to the other party. This contract will be terminated at the end of the 30-day period. Nothing in this Section shall be construed to prohibit immediate written notice of termination of the contract pursuant to Sections XA., X.B., and X.C., above. This contract shall otherwise terminate by the date specified pursuant to Section XII below. F. At the end of the contract term or other contract termination or cancellation, the Contractor shall in good faith and in reasonable cooperation with the Department, aid in transition to any new arrangement or provider of services. The respective accrued interests or obligations incurred to date of termination must also be equitably settled. G. Contract Dispute Resolution. 1. The dispute resolution process provided for in Chapter 2260 of the Texas Government Code shall be used, as further described herein, by the Department and the Contractor to attempt to resolve any claim for breach of contract made by the Contractor. • a. A contractor's claims for breach of this contract that the parties cannot resolve in the ordinary course of business shall be submitted to the negotiation process provided in Chapter 2260, subchapter B. of the Government Code. To initiate the process, the contractor shall submit written notice, as required by subchapter B, to James R. Huse or his designee. Said notice shall specifically state that the provisions of Chapter 2260, subchapter B, are being invoked. A copy of the notice shall also be given to all other representatives of the Department and the Contractor otherwise entitled to notice under the parties' contract. Compliance by the contractor with subchapter B is a condition precedent to the filing of a contested case proceeding under Chapter 2260, subchapter C, of the Government Code. b. The contested case process provided in Chapter 2260, subchapter C, of the Government Code is the contractor's sole and exclusive process for seeking a remedy for any and all alleged breaches of 0 Texas Dm" of P`otectwe State of Texas F~ 2282CLNE and Regulatory Services March 2002 Title IV-E County Legal Services Contract contract by the Department if the parties are unable to resolve their disputes under subparagraph 1. of this parngmph... c. Compliance with the contested =tl process provided in subchapter C is a condition precedent to seeking consent to sue from the Legislature under Chapter 107 of the Civil Practices and Remedies Code. Neither the execution of this contract by the Department nor any other conduct of any representative of the Department relating to the contract shall be considered a waiver of sovereign unity to suit. 2. The submission, processing and resolution of the contractor's claim is governed by the published rules adopted by the Department pursuant to Chapter 2260, as currently effective, hereafter enacted or subsequently amended. 3. Neither the occurrence of an event nor the pendency of a claim constitute grounds for the suspension of performance by the contractor, in whole or in part. M. Incorporation by Reference. The following instruments are incorporated into the contract for all purposes and are on file with the Department, the Contractor, and subcontractor(s): A. Attachment A, Cost Allocation Plan and supporting narrative B. Designation of authorized signatory for the Contractor C. Form 2046, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts D. Form 2047e, Certification Regarding Federal Lobbying E. Copy of approved Indirect Cost Agreement XII. Effective Dates of Contract. This contract shall be in force effective the I day of Septembe r and continuing through the 31 day of August 2003. This contract shall automatically renew for one fiscal year at a time through August 31, 2007 unless terminated by one or both parties or unless the contract is amended to contain different tens. In case of amendment, the contract, as amended, shall automatically renew unless terminated, or unless this term is amended. XIM Execution of Contract. For the faithful performance of the terms of this contract, the parties hereto in their capacities as state affix their signatures and bind themselves during the effective dates. Texas Department of Protective Contractor. Comrnissioners' Court of Brazos County and Regulatory Services Signature Printed Name: 5,__ a__,r, TWWS011 Printed Tide: ,Re-.ajQ al Ri,reCtor ~o Date A Signs Printed Narne: Alvin W. Jones Printed Title: County Judge KCas Z2 z0 t Date O3 and Regulatory Smim gYa aaaur, Y...Y. - .uy July 2001 Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts ` Federal Regulations (45 CFR part 76) require the Texas Department of Protective and Regulatory Services (PRS) to determine whether each potential contractor has been debarred or suspended or proposed for debarment o suspension under 48 CFR part 9, are ineligible, as defined in 45 CFR §76.105(1) or has accepted a voluntary exclusion. Each covered contractor must also make the same determination for each of its covered subcontractors. Contractors and subcontractors are both referred to as lower tier participants in this Certification. Instructions for Certification By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below: 1. • The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. • 2. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances, whether the circumstances occur before the contract begins, during the term of the contract, or during the term of an extension of the contract. 3. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of federal rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 4. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. do you anticipate having subcontractors under this proposed contract? Do you h Wo ❑ Yes • 5. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9A, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Nonprocurement Programs. 991 -34 '~29/ E and Regulatory Services `-r,-.....6 - ..............y July 2001 Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts 7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized i.-der paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions Indicate in the appropriate box which statement applies: 15 The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. OR ❑ Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant has attached an explanation to this certification. Commissioners' Court of Brazos County Name of Potential Contractor 17460004330 7990003 Vendor ID No. or Social Security No. PRS Contract No. (if applicable) Si d Rep entative Date Alvin W. Jones County Judge Prmtedrlyped Name of Authorized Representative 'title u • i IAN 1 A L7.L A 1.l.Ll,Ll ,LZVI\ L1L I" Al IN 1' V1%1vjL1-w AiVl\ Vl%Lvl CONTRACTS FORRREIMBURSING LEGAL COSTS 1. 2. Name of County: BRAZOS COUNTY Federal Employer's I.D.# or Texas Vendor I.D.# 1746( m&,j3n,?t 3. Address of Contact Person: Margaret Lail Assistant District Attorney (979)361-4320 Name Title Phone 300East 26th Street. Suite 310 Bryan, Texaia 778[1.3 Street Address City State Zip Code 4. County Judge: Alvin W. Jones county .Tndgp (979) 361-4101 Name Title Phone 5. County Auditor: John Remolds Audi nr (929) 361-4350 Name Title Phone TEXAS DEPARTMENT OF PROTECTIVE AND REGULATORY SERVICES page 1 of 4 9 FY 03-01 COST ALLOCATION PLAN AND BUDGET FOR BRAZOS COUNTY M~ )a ..SJ SALARIES: Please complete the following for all county employees who will directly perform work in relation to this program A. Name of Employee B. Position C. Average Full Time Monthly Sala D. % of Time on Program E. Salary to be Claimed C X D F. ANNUAL TOTAL Margaret U. 5791.34 An 6la R. Iara 2 'E* 50Z 1085.56 ABQ26L72 TOTAL 1 $6876.90 2`L. ' If the percentage of time is less than 100°/x, please describe below how you will validate the time spent by staff working In this program (e.g. monthly time study) *111is Attorney;!s caseload is 1002 Child Protective Service cases. Intake, Trial and Appeals. Her time is listed at 90i; in case future staffing shortages require her to be actively involved in ccriminndl, prosecutions that do not involve abuse or neglect of children. Time Studies. Two weeks out of each quarter. FRINGE BENEFITS: Type of Benefit Rates % , Covered Salary Rates X Covered Salary or Number of Months Annual Total FICA -n7fir, 0 60Z6.9 -926-0 Imo x12 e 6312 99 T UCA r _ _ . Workers Co ensati Ok mo x 12 Retirement a x it '-infis vi) (-1110 732 Y-3 plus 7fi2.52 xg 9121 68 O ther (provide breakdown on separate page if needed medical/life ins. 0 mouth Per person 350 z 90% - 315 z 12 3M x 5M - 175 x 12 - 5880. TOTAL 21483.15 'I"" Increases as of 1/1/2003 TEXAS DEPARTMENT OF PROTECTIVE AND REGULATORY SERVICES page 2 of 4 • • • .S DIRECT COSTS: Consumable supplies (life expectancy less than one year): • Re£ OMB Circular A-87 and 45 CFR Subtitle Part 74, Sub art O. A. B. Descrt tton and Basis for Cost Total TOTAL nT"..R nTRWrT rnSTC- A. Description and Basis for Cost B. Method Used (Lease, Rent, Purchase etc. C. Total Commercial convintz of records fox al Based on FT 2QQ2 enat-a 300- Reporter's records on appeal + three Based o cam s station Pbuli 300- 1 884. 1 ITOTAL $3,384 * $11,500 total library cost divided by 13 lawyers using resources - $884 TEXAS DEPARTMENT OF PROTECTIVE AND REGULATORY SERVICES page 3 of 4 Indirect costs: Please describe the basis for any indirect costs below During FY 2002, the Brazos Couhty Commissioners' Court adopted an indirect cost plan prepared for Brazos County by Vertex. The plan was prepared in accordance with OMB Circular A-87 andwas based on actual FY 2000 and 2001 expenditure information. The consultants determined that the indirect cost rate for the District Attorney's Office for fiscal year 2003 is 35.128. Therefore the FY 2003 dstimated indirect costs are: (''2,522 + 21483 +3384) z .3512 = $37,715. Average Percentage of Title IV-E related Foster Children: To be supplied by Region Coordinator. Name of person preparing this plan: Telephone Number Margaret Lalk 979-361-4320 <.; :-7 PLAN APPROVED BY: TDPRS REPRESENTATIVE DATE TEXAS DEPARTMENT OF PROTECTIVE AND REGULATORY SERVICES page 4 of 4 O~ 3.-~9 • CERTIFICATE OF COST ALLOCATION PLAN This is to certify that I have reviewed the cost allocation plan submitted herewith and to the best of my knowledge and belief: (1) All cost included in this proposal dated to establish cost allocations or billings for 9 /1/02 - 8/31/03 are allowable in accordance with the requirements of OMB Circular A-87, "Cost Principles for State and Local Governments," and the Federal award(s) to which they apply. Unallowable costs have been adjusted for in allocation costs as indicated in the cost allocation plan. (2) All costs included in this proposal are properly allocable to Federal awards on the basis of a beneficial or causal relationship between the expenses incurred and • the awards to which they are allocated in accordance with applicable requirements. Furthermore, the same costs that have been treated as indirect costs have not been claimed as direct costs. Similar types of costs have been accounted for consistently. I declare that the foregoing is true and correct. Governmental Unit: Signature Name of Official Title County Judge Date of Execution Ras ust 27 2 oe z, • • Brazos County Purchasing Department 300 E. 26th Street, Ste. 117 • Bryan, Texas 77803 Phone (979) 361-4290 Fax (979) 361-4293 MEMORANDUM To: Commissioners Court From: Marcia Mann, Buye Re: Renewal of Annual Contract for Armored Car Service Date: August 27, 2002 Purchasing requests approval to exercise the option in the current contract with First Star Transport to renew for an additional year beginning 10/01/02 through 9/30/03. Due to increased insurance costs, First Star is willing to renew with an increase in monthly rate from $900.00 to $1050.00. Please see attached proposal. When the RFQ was issued last year there were only two responders; Triple D and First Star Transport. Vendors from Houston, Waco, and Temple were also contacted; however, they declined to bid. Triple D provided service the previous year and user departments were very displeased by the quality of service provided and felt that adequate security was not maintained by Triple D. First Star has provided excellent service and is the only local vendor. Purchasing Department feels that the best value for the County would be to renew with the current provider, First Star Transport. Please indicate Court approval by signature. Thank you. 0 7 so * • V4 FIRST STAR TRANSPORT TEXAS LJCENSE 9-306 P.O. BOX 4042 * BRYAN. TEXAS * 77805 9)846-1313 August 19, 2002 Ms. Marcia Mann Brazos County 300 East 266 Street Suite 117 Bryan, TX 77803 Re: Armored Car Service Renewal Dear Ms. Mann: As we discussed in our phone conversation, our current Armored Car Service Agreement with Brazos County will expire at the end of September. First Star Transport would like to offer you the option to renew this service for an additional year so that we may continue providing your service. The germs of the contract would remain the same; however there would be a service rate increase. Apparently the insurance market is now feeling the effects of years of depressed pricing and increasing losses. That, coupled with the horrific events of September 11 has led to an industry-wide spike in overall premium pricing. Consequently, we now find it necessary to increase the monthly rate we charge for armored car service. The service rate for the Treasurer's Office, Adult Probation Office, Juvenile Justice Center and Justice of the Peace would increase from $200.00 to $210.00 per month. The service rate for the Tax Office would increase from $100.00 to $210.00 per month. - If you have any questions regarding this matter, please do not hesitate to contact me at (713) 953-1515. I look forward to hearing from you and hope to continue providing your armored car service. Sincerely, 1 • J ifer Ta or First Star Transport FORMERLYSTARARMOREO /NC- • The State of Texas, County of BRAZOS We, the undersigned, as County Commissioners within and for Brazos County, and the Honorable Alvin W. Jones, County Judge of Brazos County, constituting the entire Commissioners' Court of Brazos County, during a regular meeting of said Court have examined the foregoing report and have caused an order to be entered upon the Minutes of the Commissioners' Court of Brazos County approving said Report as presented and submitted as true and correct by Kay Hamilton, Treasurer of Brazos County, as provided for in the Revised Statutes of the State of Texas. (Texas Local Government Code, 114.026) Witness my hand this A 7 day of u s A.D. 2002 en McQueen County Clerk, County of BRAZOS, State of Texas Examined and approved in open Commissioners' Court this 2 ?r- day of At G ks r 2002. Ul- Alvin nes, County ge Tony Jones, C Toner Precinct #1 illiam Thornton, Commissioner Precinct #2 C. B. Jones, mmissioner Precinct #3 _*-jj,U .0 qAA"- ~ - Carey Cau y, Commissioner P cinct , Treasurer's Report for the Month of JULY 2002 3~ -300 • • JULY 2002 TREASURER'S REPORT doff 45 w o • 0 FUND NUMBER & NAME CASH BALANCE 6130/2002 INCOMING INVESTED TEXPOOL INTEREST - July SUB-TOTAL DISBURSED CASH BALANCE 7/31/2002 INVESTED CK.ACCT.BAL. 7/31/2002 01 - GENERAL FUND 22,977,06437 3,251 397 37 22,629 11 26,251,090 85 3,710,938 98 22,540,151 87 13,392,270 76 9,147,881 11 02 - COUNTY HEALTH ENDOWMENT FUND 2,466,684.49 1,90156 2,102 15 2,470,688 20 2,470,688 20 1,309,171 82 1,161,516 38 05 - HEALTH DEPARTMENT 858 384 31 77,972 96 - 93G 357 27 74 4S1 57 861,905 70 861,905 70 12 - STATE LATERAL ROAD 60,498 87 88 75 1025 60,597 87 - 60,597 87 6,386 D4 54,211 83 13 - UNCLAIMED FUNDS 171 972.38 282 00 112 254 38 3 972 41 168 281.97 168 281 97 14 - COMMUNITY SUPERVISION 595,453 26 281,789 45 608 17 877,85088 288,645 61 589 205 27 378,7S597 210 449.30 15 LAW LIBRARY 133 475 29 4,23888 - 137,714 17 137 714.17 137,714 17 16 - APPELLATE JUDICIAL FUND 6,72546 931 03 7,656 49 - 7,65649 7,65649 17 - ALTERNATIVE DISPUTE RESOLUTION 1,580.00 2 010 00 3,59000 1 580 00 2 010 00 2,01000 18 . LEOSE FUND 27,09842 - 27,098 42 92 14 27 006.28 27 006 28 19 - COUNTY RECORDS MANAGEMENT 324 622 99 4,309 31 328 932 30 90 478 34 238 453.96 238 453.96 20 - COUNTY CLERK MGMT FUND 127,600.43 7,029 24 134,629 67 4,666.50 129 963.17 129,963 L7 21 • TIME PAYMENT FUND 20,596.59 242 23 20,838.82 - 20 838.82 - 20 838.82 22 • COURTHOUSE SECURITY FUND 296,517 14 4,933.24 43648 301,886 86 8,74279 293 144 07 271,829 94 21 314,13 24 JUSTICE @ PEACE - TECHNOLOGY FUND 10,47-157 17 18 - 10,491.75 - 10,491.7S 10 491.75 25 - SPECIAL FORFEITURE FUND 2 170 36 3-56 2,17392 2 173.92 2,17392 28 - VOTER REGISTRATION 31 916 00 0 54 S080 31,967 34 - 31 967 34 31,636 20 331.14 29 - VIT INTEREST FUND 72,613 27 12.48 104 54 72,730 29 888.46 71,84 1. a3 65,106.82 6,735.01 30 - COUNTY GRANTS 129 892 57 109 432.70 - 239 325 27 90,76S.60 146 559.67 - 148,559.67 31 - M P O RAIL STUDY 22,648 34 33,484 91 56 133 25 - 56 133.25 56,133.25 32 - NARCOTICS TASK FORCE 106,575 30 106 575.30 56,159 32 (162,734 62 (162,734 62) 44 - JUDICIAL SOFTWARE FUND 781 907 29 1,282.19 783 189 48 18,413.82 764 775 66 764 775.66 45 - GEN PERMANENT IMPV 1,231,643 32 - 1,231,643.32 272 99800 958,645.32 700 583.13 258,062.19 46 - EXPOSITION CENTER FUND 6,296,571.76 10,325.26 6 306 9D0 02 50,850 00 6,2S6,050 02 - 6 256,050.02 49 - C O SFRIES 1998 (000) (000) (000) , (000) 50 - HEALTH & LIFE INSURANCE 417,71893 296,194 37 605.81 714,519 11 327,81661 386 702 50 377,282 08 9,42042 60 . PAYROLL 367,923 BO 997,937 72 - 1,365,861.52 978,889 73 386,971.79 386,971 79 75 - BAIL BOND BOARD FUND 62,365 93 102 27 - 62,468.20 310 41 62,157 79 62,157 79 TTL.OF ACCTS.IN POOL 37,389,547.84 5,085,919.20 26,547.32 42,502,014.36 5,980,660.29 36,521,354.07 16,533,022.77 19,988,331.30 41 - GEN OBLIG DEBT SVC :`:irl'sstlaq~'><•.. - ~;.'a~:. 1,910,888.04 ;s-8,a;'~°~.-,.. _ 436 683 89 *'z~'r~°.c:s_ 1,296.93 sxz a^~A-*" 2,348,868 86 .;~K .a+`r,^`^~?.;.v 662 50 . fss~~r„' 2,348,206.36 srm;.~°•z..a, y>.• 807 697 34 • . 1,540,509 02 ;~=:'..:':~%O~M,~, ° TOTAL 39,300,435.88 5,522,603.09 27,844.25 44,850,883 22 5,981,322.79 38,869,560.43 17,340,720 12 21,528,840.32 This report is submitted as true and correct to Commissioners Court by L I Brazos County Treasurer, on 8 /a J./oaJ