Commissioners Court –February 6, 2018 NOTICE OF A MEETING OF THE COMMISSIONERS COURT OF HAYS COUNTY, TEXAS
This Notice is posted pursuant to the Texas Open Meetings Act. (VERNONS TEXAS CODES ANN. GOV. CODE CH.551). The Hays County Commissioners Court will hold a meeting at 9:00 A.M. on the 6th day of February, 2018, in the Hays County Courthouse, Room 301, San Marcos, Texas. An Open Meeting will be held concerning the following subjects:
CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE - Pledge of Allegiance to the American Flag & Pledge of Allegiance to the Texas Flag ROLL CALL
PRESENTATIONS & PROCLAMATIONS Adopt a proclamation declaring February 2018 as Dating Violence Awareness and Prevention Month. 1 4-5 SHELL
PUBLIC COMMENTS At this time 3-MINUTE comments will be taken from the audience on Non-Agenda related topics. To address the Court, please submit a Public Participation/ Witness Form to the County Clerk. Please Complete the Public Participation/ Witness Form in its Entirety. NO ACTION MAY BE TAKEN BY THE COURT DURING PUBLIC COMMENTS.
CONSENT ITEMS The following may be acted upon in one motion. A Commissioner, the County Judge, or a Citizen may request items be pulled for separate discussion and/or action. 2 6 Approve payments of County invoices. VILLARREAL-ALONZO 3 7 Approve payments of Juror checks. VILLARREAL-ALONZO 4 8 Approve the payment of Humana and United Healthcare claims. VILLARREAL-ALONZO 5 9-18 Approve Commissioners Court Minutes of January 30, 2018. INGALSBE/GONZALEZ Approve specifications for RFP 2018-P11 Countywide Lawn and Landscape Services and authorize 6 19-42 Purchasing Manager to solicit for proposals and advertise. INGALSBE/GARZA/LAPOINTE/VILLARREAL-ALONZO Authorize the Justice of the Peace Offices, Pct. 1-1 and 1-2 to convert one shared Full Time Justice 7 43 Clerk slot 0855-005, to two Part-Time positions effective February 9, 2018. INGALSBE/PRADO/MORENO Authorize the execution of Amendment 1 to the grant award from the Texas Veterans Commission - 8 44-65 Fund for Veterans Assistance, Hays County Veterans Treatment Court program. INGALSBE/GARZA Approve out of state travel for Detective Nelson Wray to attend the International Association of 9 66 Computer Investigative Specialists Training in Orlando, Florida. COBB/CUTLER Authorize the execution of an Antiquities Permit Application for work related to the Energy Efficiency 10 67-69 Project. COBB/GARZA Authorize the Constable Precinct 3 Office to utilize insurance proceeds for vehicle repairs to a 2007 11 70 Chevy Tahoe law enforcement vehicle and amend the budget accordingly. SHELL/HELM Authorize the execution of a Professional Services Agreement with Tyler Technology related to the 12 71-73 Constable Offices receipting process within the Odyssey Law Enforcement Software Package. INGALSBE/MCGILL Authorize the execution of a Proposal from Beckwith Electronic Systems, LLC for the AV video/audio 13 74-76 upgrade for District Courtroom #8 and allow an exemption from the bidding process pursuant to Texas Local Government Code 262.024A (7) (D). INGALSBE/MCGILL Adopt the Civil Rights Policies and Procedures associated with the implementation of the Texas Department of Agriculture, Texas Community Development Block Grant (CDBG) Program for the 14 77-94 Cedar Oak Mesa Water Supply Corporation, 2017 Water System Improvement Project and Resolution agreeing to reaffirm and adopt several Federal and TxCDBG requirements. SHELL/GARZA Ratify the submission of the Emergency Management Performance Grant (EMPG) renewal application 15 95-153 to the Texas Department of Public Safety, Texas Division of Emergency Management (TDEM) program for up to $171,468.11. INGALSBE/SMITH/GARZA Authorize the execution of renewal Service Request Forms for Grande Communications related to the 16 154-159 County Wide Land-Lines and Fiber Infrastructure. SHELL/INGALSBE/MCGILL Authorize the submission of a grant application to the Department of State Health Services (DSHS) for 17 160 the FY19 Public Health Emergency Preparedness (PHEP) Program in the amount of $122,790.00. INGALSBE/GARZA Accept and approve the 2017 Racial Profiling Report for the Hays County Constable Office, Precinct 18 161-163 1. INGALSBE/PETERSON
ACTION ITEMS
ROADS Discussion and possible action to authorize the execution of a Professional Service Agreement with Doucet & Associates to provide Plans, Specifications & Estimates (PS&E) services for the Old Bastrop 19 164-242 Highway/CR 266 between Rattler Road and Centerpoint Road in Pct. 1 as part of the 2016 Road Bond Program. INGALSBE Discussion and possible action to accept Letter of Credit No.SBP702571 for street and drainage 20 243-248 improvements for Belterra Subdivision Section 20-1 in the amount of $758,411.55. WHISENANT/BORCHERDING Discussion and possible action to accept Letter of Credit No.SBP702570 for street and drainage 21 249-253 improvements for Belterra Subdivision Section 20-2 in the amount of $131,721.80. WHISENANT/BORCHERDING Discussion and possible action to authorize the Court to execute a Supplemental No. 1 to a 22 254-256 Professional Service Agreement (PSA) with Binkley Barfield, Inc. for the FM 110 South (FM621- SH123) project as part of the Hays County/TxDOT Partnership Program. INGALSBE
SUBDIVISIONS SUB-904 Cypress Creek Acres, Amended Plat of a portion of lot 34 (1 lot). Discussion of possible 23 257-258 action to consider granting a variance to Table 10-1 of the Hays County Rules for On-Site Sewage Facilities. SHELL/STRICKLAND
MISCELLANEOUS Discussion and possible action to authorize the Transportation Department to hire the Road 24 259 Maintenance Operator slot 1075-002 at the 25th percentile effective February 8, 2018. JONES/BORCHERDING Discussion and possible action to authorize two Transportation Department employees, Road 25 260 Supervisor slot 1035-001 and Road Lead slot 1055-001 to take a county issued vehicle to residences outside the county limits. WHISENANT/BORCHERDING Discussion and possible action to authorize the Sheriff's Office to utilize County Wide Funds for the 26 261 purchase of replacement equipment and miscellaneous improvements and amend the budget accordingly. INGALSBE/CUTLER
EXECUTIVE SESSIONS The Commissioners Court will announce it will go into Executive Session, if necessary, pursuant to Chapter 551 of the Texas Government Code, to receive advice from Legal Counsel to discuss matters of land acquisition, litigation, and personnel matters as specifically listed on this agenda. The Commissioners Court may also announce it will go into Executive Session, if necessary, to receive advice from Legal Counsel regarding any other item on this agenda. Executive Session pursuant to Sections 551.071 and 551.072 of the Texas Government Code: 27 262 consultation with counsel and deliberation regarding the purchase, exchange or value of Right of Way along proposed FM110 in Pct. 1. Possible action to follow in open court. INGALSBE Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: 28 263 consultation with counsel and deliberation regarding employment and duties of each individual position within the Office of General Counsel. INGALSBE
STANDING AGENDA ITEMS The Commissioners Court utilizes Standing Agenda Items to address issues that are frequently or periodically discussed in court. This section allows the Court to open the item when a need for discussion arises. Discussion of issues related to the Hays County Jail, and the planning of projects pertaining to the public safety 29 facilities needs within the County. Possible action may follow. INGALSBE/CUTLER Discussion and possible action related to the burn ban and/or disaster declaration. 30 INGALSBE/SMITH/BROWNING Discussion of issues related to the road bond projects, including updates from Mike Weaver, Prime Strategies, 31 Laura Harris, HNTB and Allen Crozier, HDR. Possible action may follow. INGALSBE
ADJOURNMENT
Posted by 5:00 o'clock P.M. on the 2nd day of February, 2018
COMMISSIONERS COURT, HAYS COUNTY, TEXAS
______CLERK OF THE COURT
Hays County encourages compliance with the Americans with Disabilities Act (ADA) in the conduct of all public meetings. To that end, persons with disabilities who plan to attend this meeting and who may need auxiliary aids such as an interpreter for a person who is hearing impaired are requested to contact the Hays County Judge’s Office at (512) 393-2205 as soon as the meeting is posted (72 hours before the meeting) or as soon as practical so that appropriate arrangements can be made. While it would be helpful to receive as much advance notice as possible, Hays County will make every reasonable effort to accommodate any valid request regardless of when it is received. Braille is not available. AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Adopt a proclamation declaring February 2018 as Dating Violence Awareness and Prevention Month.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
PROCLAMATIONS/PRESENTATIONS February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A
REQUESTED BY SPONSOR CO-SPONSOR
SHELL N/A
SUMMARY
Please24B49B74B99B124B149B174B199B224B refer to attached proclamation.
4
PROCLAMATION DECLARING FEBRUARY 2018 AS NATIONAL DATING VIOLENCE AWARENESS & PREVENTION MONTH
STATE OF TEXAS § § COUNTY OF HAYS §
WHEREAS, all young people deserve to be treated with respect; and
WHEREAS, respectful, supportive and non-violent relationships are key to safety, health and academic success; and
WHEREAS, dating abuse is a significant health issue; one in three adolescents is a victim of physical, sexual, emotional, or verbal abuse from a dating partner; and
WHEREAS, victimization increases teens’ and young adults’ risk for injury, substance abuse, eating disorders, unwanted pregnancy, and suicide, and young people exposed to violence are at greater risk for becoming victims and perpetrators in adult relationships; and
WHEREAS, Hays Caldwell Women’s Center provided 258 dating violence prevention and healthy relationships presentations to 7,654 teens and young adults in 2017; and
WHEREAS, family, friends, teachers, coaches, healthcare providers, clergy, artists, musicians, and other important people in young peoples’ lives have the power to influence youth in positive ways; and
WHEREAS, the Hays County Commissioners Court urges citizens to join Hays Caldwell Women’s Center in promoting healthy dating relationships and calls upon youth and adults to observe National Dating Violence Awareness and Prevention Month with activities and conversations about respectful and non-violent relationships in their homes, schools and communities.
NOW, THEREFORE, BE IT PROCLAIMED that the Hays County Commissioners Court does hereby proclaim February 2018 as:
DATING VIOLENCE AWARENESS & PREVENTION MONTH
And does hereby call upon the citizens of Hays County to work together to raise awareness and prevent dating violence in our community and beyond.
ADOPTED THIS THE 6TH DAY OF FEBRUARY, 2018
Bert Cobb Hays County Judge
______Debbie Gonzales Ingalsbe Mark Jones Commissioner, Pct. 1 Commissioner, Pct. 2
______Lon A. Shell Ray Whisenant Commissioner, Pct. 3 Commissioner, Pct. 4
ATTEST:
______Liz Q. Gonzalez 5 Hays County Clerk AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Approve payment of County invoices.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
CONSENT February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A
REQUESTED BY SPONSOR CO-SPONSOR VILLARREAL- Auditor’s Office N/A ALONZO
SUMMARY
6 AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Approve payment of Juror checks.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
CONSENT February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A
REQUESTED BY SPONSOR CO-SPONSOR VILLARREAL- Auditor’s Office N/A ALONZO
SUMMARY
7 AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Approve the payment of Humana and United Healthcare claims.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
CONSENT February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A
REQUESTED BY SPONSOR CO-SPONSOR VILLARREAL- Auditor’s Office N/A ALONZO
SUMMARY
8 AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Approve Commissioner Court Minutes of January 30, 2018.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
CONSENT February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A
REQUESTED BY SPONSOR CO-SPONSOR
Gonzalez INGALSBE N/A
SUMMARY
9 HAYS COUNTY COMMISSIONERS' COURT MINUTES
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STATE OF TEXAS * COUNTY OF HAYS *
ON THIS THE 30TH DAY OF JANUARY A.D., 2018, THE COMMISSIONERS' COURT OF HAYS COUNTY, TEXAS, MET IN REGULAR MEETING. THE FOLLOWING MEMBERS WERE PRESENT, TO-WIT:
DEBBIE GONZALES INGALSBE COMMISSIONER, PCT. 1 MARK JONES COMMISSIONER, PCT. 2 LON A. SHELL COMMISSIONER, PCT. 3 RAY O. WHISENANT JR. COMMISSIONER, PCT. 4 LIZ Q. GONZALEZ COUNTY CLERK
WITH COUNTY JUDGE, ALBERT H. COBB, JR., BEING ABSENT AND THE FOLLOWING PROCEEDINGS WERE HAD, THAT IS:
Murray Cask of CTMC gave the invocation. Commissioner Ingalsbe led the court in the Pledge of Allegiance to the United States and Texas flags. Commissioner Ingalsbe called the meeting to order.
PUBLIC COMMENTS
Harvey Jenkins, San Marcos resident, Rodrigo Amaya, San Marcos resident, Dan Lyon, San Marcos resident and David Crowell, Kyle resident all made public comments.
PRESENTATION OF HAYS COUNTY SERVICE AWARDS
Human Resources Department Director, Shari Miller, gave presentation of Hays County Service Awards. 5- Year Service Awards – Constable Pct. 4 – Jimmy Zuehlke, Health Department – Michael Jones, County Clerk – Carol Josephson, District Court – Richard Boyer. 10-Year Service Award – IT – Mark Lane. 20-Year Service Award – JP Pct. 2 – Rhonda Nix. 25-Year Award – Rhonda Nix. Retirement – Sheriff’s Office – Terence Carter, County Clerk – Rosanna Ramirez.
RECOGNITION OF DEPUTIES ABBOT, BEDINGFIELD, GIESELMAN, MCLEOD, AND SERGEANT CRAIGMILE, OF THE HAYS COUNTY SHERIFF'S OFFICE, FOR THEIR STEADFAST COMMITMENT TO PUBLIC SAFETY AND SELFLESS SERVICE IN THE LINE OF DUTY
Commissioner Shell, Commissioner Whisenant, Commissioner Ingalsbe and Sheriff Cutler spoke of Thanksgiving night, early morning of Black Friday, this past year when some of our deputies were ambushed and one was shot. The Commissioners thanked all those that were involved and for their service and dedication to Hays County.
32302 APPROVE PAYMENTS OF COUNTY INVOICES
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve payments of county invoices in the amount of $1,578,144.60 as submitted by the County Auditor. All present voting “Aye”. MOTION PASSED
32303 APPROVE PAYMENTS OF JUROR CHECKS
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve payments of juror checks in the amount of $1,906.00 as submitted by the County Auditor. All present voting “Aye”. MOTION PASSED
32304 APPROVE THE PAYMENT OF HUMANA AND UNITED HEALTHCARE CLAIMS
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve the payment of Humana Claims in the amount of $153,969.18 as submitted by the County Auditor. All present voting “Aye”. MOTION PASSED
32305 APPROVE COMMISSIONERS COURT MINUTES OF JANUARY 23, 2018
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve Commissioners Court Minutes of January 23, 2018, as presented by the County Clerk. All present voting “Aye”. MOTION PASSED 10 HAYS COUNTY COMMISSIONERS' COURT MINUTES
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32306 APPROVE AND ACCEPT THE 2017 RACIAL PROFILING REPORT FOR THE HAYS COUNTY SHERIFF'S OFFICE
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve and accept the 2017 Racial Profiling Report for the Hays County Sheriff’s Office. All present voting “Aye”. MOTION PASSED
32307 APPROVE UTILITY PERMITS
A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve utility permit #1063 on Huck Finn Trail issued to SLP Cable Comm. LLC and #1064 on Sawyer Ranch Road issued to PEC as submitted by the Department of Transportation. All present voting “Aye”. MOTION PASSED
32308 APPROVE OUT OF STATE TRAVEL FOR THE 911 DATABASE COORDINATOR AND TWO COUNTY PLANNERS FOR THE ESRI USER CONFERENCE. JULY 9TH THROUGH JULY 13TH, 2018 IN SAN DIEGO, CA
During budget, the department allocated funds to send the above mentioned to the annual ESRI GIS Conference. Prior to booking flights and accommodations staff is seeking official approval for out of state travel. The conference is offered at no cost to attendees. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to approve out of state travel for the 911 Database Coordinator and two County Planners for the ESRI User Conference. July 9th through July 13th, 2018 in San Diego, CA. All present voting “Aye”. MOTION PASSED
32309 APPROVE THE CANCELLATION OF HAYS COUNTY COMMISSIONERS COURT ON THE FOLLOWING DATES IN 2018: FEBRUARY 20, MARCH 13, JUNE 12, OCTOBER 9, NOVEMBER 6, NOVEMBER 27 AND DECEMBER 25, AND IN 2019: JANUARY 1
Court dates have been presented for cancelation due to Holidays or County Association Conferences. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to approve the cancellation of Hays County Commissioners Court on the following dates in 2018: February 20, March 13, June 12, October 9, November 6, November 27 and December 25, and in 2019: January 1. All present voting “Aye”. MOTION PASSED
32310 APPROVE AND CONFIRM THE APPOINTMENTS OF RAMIRO ALMENDAREZ AS DEPUTY CONSTABLE AND JAVIER JAIME CASTRO AS RESERVE DEPUTY CONSTABLE IN THE HAYS COUNTY CONSTABLE PRECINCT 1 OFFICE, EFFECTIVE DATE JANUARY 30, 2018
Constable Pct. 1, David Peterson, gave the Court a list of the Deputy’s credentials. Commissioner Ingalsbe performed the swearing-in of Ramiro Almendarez and Javier Castro. Pursuant to Local Government Code Chapter 86 Subchapter B 86.011 (a) The Commissioner's Court shall approve and confirm the appointment of a Deputy Constable. Sec. 86.011. APPOINTMENT OF DEPUTY CONSTABLE. (a) An elected constable who desires to appoint a deputy must apply in writing to the Commissioners court of the county and show that it is necessary to appoint a deputy in order to properly handle the business of the constable's office that originates in the constable's precinct. The application must state the name of the proposed deputy. The Commissioners court shall approve and confirm the appointment of the deputy only if the Commissioners court determines that the constable needs a deputy to handle the business originating in the precinct. (b) Each deputy constable must qualify in the manner provided for deputy sheriffs. (c) The constable is responsible for the official acts of each deputy of the constable. The constable may require a deputy to post a bond or security. A constable may exercise any remedy against a deputy or the deputy's surety that a person may exercise against the constable or the constable's surety. (d) A person commits an offense if the person: 3B(1) serves as a deputy constable and the person has not been appointed as provided by Subsection (a); or34B(2) is a constable and issues a deputyship without the consent and approval of the commissioners court. (e) An offense under Subsection (d) is punishable by a fine of not less than $50 or more than $1,000. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to approve and confirm the appointments of Ramiro Almendarez as Deputy Constable and Javier Jaime Castro as Reserve Deputy Constable in the Hays County Constable Precinct 1 Office, effective Date January 30, 2018. All present voting “Aye”. MOTION PASSED
32311 AUTHORIZE THE EXECUTION OF A RENEWAL SERVICE AGREEMENT WITH SHRED-IT FOR SHREDDING AT THE LOCAL HEALTH DEPARTMENT
11 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** ***** Per HIPAA regulations, all documents containing personal health information must be shredded. This contract will facilitate shredding the documents that are no longer needed by the department as it transitions into paperless recordkeeping. The service will eliminate the need to use staff hours for shredding.
A motion was made by Commissioner Ingalsbe, seconded by Commissioner Shell to authorize the execution of a Renewal Service Agreement with Shred-It for shredding at the Local Health Department. All present voting “Aye”. MOTION PASSED
32312 ACCEPT A GRANT CONTRIBUTION ON BEHALF OF THE HAYS COUNTY CHILD PROTECTIVE BOARD AND AMEND THE BUDGET ACCORDINGLY
The Hays County Child Protective Board has received grant funding from the City of San Marcos utilizing the county federal tax identification number as authorized. The total awards received are as follows; City of San Marcos - $12,500 City of Buda - $375 (remainder of prior year) The HCCPB will deposit these funds with the county as their pass through agency. The funds will be allocated back to the agency to be utilized for the following expenses; >Basic clothing >Participation in extracurricular school activities and scholastic achievements >Equipment and services to encourage and assist academic success and improve graduation rates >Recognition of significant milestones >Provide for physical and mental health services not covered by governmental programs >Provide support for CPS case workers participation in professional training >Increase public awareness of child abuse. Funds will be released to HCCPB in incremental payments once the granting municipality has deposited their funds with the county. Budget Amendment: Increase Contributions: .4610. Increase Social Service Grant Funding: .5800. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Shell to accept a grant contribution on behalf of the Hays County Child Protective Board and amend the budget accordingly. All present voting “Aye”. MOTION PASSED
32313 APPROVE SPECIFICATIONS FOR RFP 2018-P10 COUNTYWIDE ELECTRICAL SERVICES AND AUTHORIZE PURCHASING MANAGER TO SOLICIT FOR PROPOSALS AND ADVERTISE
A motion was made by Commissioner Ingalsbe, seconded by Commissioner Shell to approve specifications for RFP 2018-P10 Countywide Electrical Services and authorize Purchasing Manager to solicit for proposals and advertise. All present voting “Aye”. MOTION PASSED
32314 AUTHORIZE THE COUNTY COURT AT LAW OFFICE TO PURCHASE ONE NEW BULLET PROOF VEST FOR A BAILIFF POSITION AND AMEND THE BUDGET ACCORDINGLY
The County Court at Law has one new hire filling a vacant slot that requires a fitted Bullet Proof Vests for officer safety. Bullet Proof Vests are fitted per specific measurements of the officer, therefore, previous employee's vests are not usable for the new hire. Potential funding source Co-Wide contingencies. Budget Amendment: Decrease County Wide Contingencies 001-645-00.5399 Increase DOJ BPV Grant LE Eqpt .5717_400. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Shell to authorize the County Court at Law Office to purchase one new bullet proof vest for a Bailiff position and amend the budget accordingly. All present voting “Aye”. MOTION PASSED
32315 AUTHORIZE THE EXECUTION OF A MAINTENANCE AGREEMENT WITH TOUCH LEGAL INC. FOR THE LAW LIBRARY KIOSK LOCATED AT THE JAIL
The Hays County Jail is in need of an extended maintenance agreement with Touch Legal DBA Touch Sonic Technologies for the law library kiosk. Funding for the agreement is budgeted in the Jail. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to authorize the execution of a Maintenance Agreement with Touch Legal Inc. for the Law Library Kiosk located at the jail. All present voting “Aye”. MOTION PASSED
32316 AUTHORIZE THE SUBMITTAL AND FILING OF A LOCAL GOVERNMENT RECORDS CONTROL SCHEDULE AMENDMENT WITH THE TEXAS STATE LIBRARY ARCHIVES COMMISSION; AUTHORIZE THE RECORDS MANAGEMENT OFFICER TO SIGN ALL RELATED DOCUMENTS
Pursuant to Section 203.041 of the Texas Local Government Code; the Records Management Officer shall prepare and file records control schedules with the Texas State Library and Archives Commission. The Records Control Schedule Amendment modifies retention for the Local Health Department by including retention for records not on the currently adopted retention schedules. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to authorize the submittal and filing of a Local Government Records Control Schedule Amendment with the Texas State Library Archives Commission; authorize 12 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** ***** the Records Management Officer to sign all related documents. All present voting “Aye”. MOTION PASSED
32317 AUTHORIZE THE EXECUTION OF A SERVICE MAINTENANCE AGREEMENT WITH ARGYLE SECURITY GROUP, INC. FOR EQUIPMENT LOCATED AT VARIOUS LOCATIONS THAT UTILIZE EQUIPMENT THAT WOULD REQUIRE THEIR SERVICES
The Building Maintenance Department would like to enter into a Service Maintenance Agreement with Argyle Security Group, Inc. for work performed at various locations. Several County facilities utilize security equipment that require maintenance provided by Argyle Security. Entering into an agreement will allow the County to receive a negotiated rate which will result in a savings on maintenance costs. A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to authorize the execution of a Service Maintenance Agreement with Argyle Security Group, Inc. for equipment located at various locations that utilize equipment that would require their services. All present voting “Aye”. MOTION PASSED
32318 RECEIVE THE COUNTY JUDGE'S DELEGATION OF A COUNTY OFFICER PURSUANT TO SECTION 751.0055 OF THE TEXAS HEALTH AND SAFETY CODE
Pursuant to Section 751.0055 of the Texas Health and Safety Code, the County Judge may file an order with the Commissioners Court of the county delegating to another county officer the duty to hear applications for a permit under this chapter. A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to receive the County Judge’s delegation of Commissioner Ingalsbe pursuant to Section 751.0055 of the Texas Health and Safety Code. All present voting “Aye”. MOTION PASSED
32319 AUTHORIZE THE SUBMITTAL OF A GRANT APPLICATION TO THE DEPARTMENT OF HOMELAND SECURITY (DHS) FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) ASSISTANCE TO FIREFIGHTERS GRANT (AFG) PROGRAM IN THE AMOUNT OF $200,000
The purpose of the AFG Program is to enhance the safety of the public and firefighters with respect to fire and fire related hazards. The program provides direct financial assistance to provide critically needed resources that equip and train emergency personnel to recognized standards, enhance operational efficiencies, foster interoperability, and support community resilience. The application is due on February 2, 2018 through the AFG application portal and will require a 10% match. A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to authorize the submittal of a Grant Application to the Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG) Program in the amount of $200,000.00. All present voting “Aye”. MOTION PASSED
32320 AUTHORIZE THE PURCHASE OF A NEW SWINGLINE 750M SHREDDER FOR THE RECORDS MANAGEMENT OFFICE UTILIZING RECORDS PRESERVATION FUNDS AND AMEND THE BUDGET ACCORDINGLY
The Records Management office is in need of a heavy duty shredder for projects. Records Management staff and interns are assisting various departments with converting paper records into electronic records. At least 60 boxes of records need to be destroyed each month and in the next two years it is anticipated that at least 1,200 boxes will be converted and destroyed. The Records Management staff were utilizing a confidential shred service, but the cost increased from $888 to $2,500 per year. Rather than continuing to utilize a shred service, the department is requesting a shredder. The Swingline 750M shredder features a micro-cut shred for confidentiality and PIN code access for unattended operation. The programmable 4-digit code also prevents unauthorized access to materials loaded for shred. Records Preservation Funds are available to fund this request. Increase 106-610-00.5711_400 Office Equipment. Reduce 106-610-00.5448 Contract Services. A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to authorize the purchase of a new Swingline 750M Shredder for the Records Management Office utilizing Records Preservation Funds and amend the budget accordingly. All present voting “Aye”. MOTION PASSED
32321 ACCEPT AND APPROVE THE 2017 RACIAL PROFILING REPORT AND THE 2017 ANNUAL ACTIVITY REPORT FROM HAYS COUNTY CONSTABLE OFFICE, PCT. 4
In compliance with Senate Bill 1074-76th regular session of the Texas Legislature amended by House Bill 3389- 81st regular session. A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to accept and approve the 2017 Racial Profiling Report and the 2017 Annual Activity Report from Hays County Constable Office, Pct. 4. All present voting “Aye”. MOTION PASSED
13 HAYS COUNTY COMMISSIONERS' COURT MINUTES
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32322 AUTHORIZE THE EXECUTION OF A CALCULATION AGENCY AGREEMENT BETWEEN HAYS COUNTY AND BOK FINANCIAL, NA RELATED TO THE QUALIFIED ENERGY CONSERVATION BONDS (QECB)
As a requirement of the QECB bonds certain forms must be filed with the Internal Revenue Service (IRS) to receive the tax credit. BOK Financial will perform the calculations necessary to complete Form 1097-BTC, or any successor form, reporting the tax credit for the period ending on each such interest payment dates and file the necessary documents with the IRS. Funds are available in the County Wide contract services budget to fund this request. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to authorize the execution of a Calculation Agency Agreement between Hays County and BOK Financial, NA related to the Qualified Energy Conservation Bonds (QECB). All present voting “Aye”. MOTION PASSED
32323 APPROVE THE INTERGOVERNMENTAL TRANSFER (IGT) OF LOCAL PROVIDER PARTICIPATION FUNDS (LPPF) FOR CENTRAL TEXAS MEDICAL CENTER AND SETON MEDICAL CENTER HAYS FOR DY 7 UNCOMPENSATED CARE (UC) PAYMENTS AS PART OF THE TEXAS HEALTHCARE TRANSFORMATION AND QUALITY IMPROVEMENT PROGRAM (1115 WAIVER)
A date for transfer of DY7 UC 1115 waiver funds was announced on January 25, 2018. All LPPF funds are collected from Hays County Hospitals and are budgeted. Though the IGT of these funds do not require specific Court approval, having them approved (If sufficient notice is given by the State) or ratified (if sufficient notice is not provided by the State) ensures the Court and the public are informed of the process. IGT amount (settlement date of 2-2-18): $ 3,169,805. CTMC amount: $1,258,767. Seton Hays amount: $1,911,038. Reduced amount of $2,849,804.60. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to approve the Intergovernmental Transfer (IGT) OF Local Provider Participation Funds (LPPF) FOR Central Texas Medical Center and Seton Medical Center Hays for DY 7 Uncompensated Care (UC) payments as part of the Texas Healthcare Transformation and Quality Improvement Program (1115 Waiver). All present voting “Aye”. MOTION PASSED
32324 HOLD A PUBLIC HEARING TO ESTABLISH A 3-WAY STOP LOCATED AT THE INTERSECTION OF HEIDENREICH LANE AND GRIST MILL RD
Commissioner Ingalsbe opened the public hearing. No public input was received. Commissioner Ingalsbe closed the public hearing. Transportation Director, Jerry Borcherding gave staff recommendation. This action would add 2 stop signs on Heidenreich Lane at the intersection with Grist Mill Rd to establish the 3-way stop scenario. A motion was made by Commissioner Jones, seconded by Commissioner Ingalsbe to establish a 3-Way Stop located at the intersection of Heidenreich Lane and Grist Mill Rd. All present voting “Aye”. MOTION PASSED
32325 CALL FOR A PUBLIC HEARING ON FEBRUARY 13, 2018 TO ESTABLISH A STOP SIGN ON RIM ROCK RANCH ROAD AT THE INTERSECTION WITH BENITO LANE (PRIVATE) FOR SOUTHBOUND TRAFFIC ONLY
This action would establish a stop sign for vehicles traveling south (going towards FM 32) on Rim Rock Ranch Road at the intersection with a private road called Benito Lane. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to call for a public hearing on February 13, 2018 to establish a Stop Sign on Rim Rock Ranch Road at the intersection with Benito Lane (private) for Southbound traffic only. All present voting “Aye”. MOTION PASSED
32326 AUTHORIZE THE EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH BGE FOR CONSTRUCTION PHASE SERVICES FOR THE RATTLER ROAD SIDEWALK PROJECT
Transportation Director, Jerry Borcherding spoke. This contract in general provides for construction management and inspection of the project. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize the execution of a Professional Services Agreement with BGE for Construction Phase Services for the Rattler Road Sidewalk Project. All present voting “Aye”. MOTION PASSED
14 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** ***** 32327 GRANT A VARIANCE FROM SECTION 10 C-1 OF THE HAYS COUNTY RULES FOR ON-SITE SEWAGE FACILITIES AND GRANT A DEVELOPMENT AUTHORIZATION TO THE OWNER OF A PORTION OF A LOT 31, HARMON HILLS I SUBDIVISION
Hays County Planner, Caitlyn Strickland, spoke. The owner applied for a development authorization permit to construct an On-Site Sewage Facility. Hays County Regulations do not allow staff to issue any permits on parcels not in compliance with platting requirements. The owner has requested a variance from Section 10 C-1 of the Hays County Rules for On-Site Sewage Facilities which will allow him to start construction OSSF. The property owner was been made aware of the platting requirement, and the plat is already in the review process. A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to grant a Variance from Section 10 C-1 of the Hays County Rules for On-Site Sewage Facilities and grant a Development Authorization to the owner of a portion of Lot 31, Harmon Hills I Subdivision. All present voting “Aye”. MOTION PASSED
32328 SUB-949 BLANCO RIVER RAPIDS, LOTS 23A & 25A (2 LOTS) APPROVE PRELIMINARY PLAN AND GRANT A VARIANCE TO TABLE 10-1 OF THE HAYS COUNTY RULES FOR ON-SITE SEWAGE FACILITIES
Hays County Planner, Caitlyn Strickland, spoke. Blanco River Ranch is an unrecorded subdivision located off of River Rapids Road in Precinct 3. Lots 23, 24, and 25 are currently being divided into two parcels, Lots 23A and 25A. Water service will be provided by private wells and wastewater service will be accomplished by advanced individual OSSF. The Hays County minimum lot size for a lot served by private well and advanced OSSF in the Edwards Aquifer Contributing Zone is 2 acres. Lots 23A and 25A do not meet the current minimum lot size as 1.53 and 1.54 acres tracts. The applicant is seeking a variance from Table 10-1 of the Hays County Rules for On-Site Sewage Facilities. The applicants' tracts prior to this new subdivision, have been in the same configuration for around 40 years. The addition of the acreage relegated the tracts to the current Hays County Rules for On-Site Sewage Facilities. The applicants' wish to divide the original Lot 24, which they own in common, to their current acreage. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to approve preliminary plan and grant a Variance to Table 10-1 of the Hays County Rules for On-Site Sewage Facilities. All present voting “Aye”. MOTION PASSED
32329 HOLD A PUBLIC HEARING AT 10:00AM REGARDING THE METHOD OF DISTRIBUTION FOR APPROXIMATELY $11.6 MILLION IN COMMUNITY DEVELOPMENT BLOCK GRANT - DISASTER RECOVERY PROGRAM FUNDING AVAILABLE THROUGH THE TEXAS GENERAL LAND OFFICE
Commissioner Ingalsbe opened the public hearing. Ruben Garza, Trey Bell, Dan Lyon and Quinton Clayton spoke. Commissioner Ingalsbe closed the public hearing. Chief of Staff, Clint Garza and Dennis Ku, spoke. The U.S. Department of Housing and Urban Development (HUD), through Congressional appropriation, issued Community Development Block Grant - Disaster Recovery funding to Texas for Disaster Events DR-4223 and DR4245 occurring in 2015. The Texas General Land Office (GLO) has been designated by the State as the agency to administer the funding to counties included in the disaster declarations. As the City of San Marcos received a direct Congressional allocation, it is not included in the Hays County MOD. In addition to the approximately $7.4 million awarded to the County in 2016, the County has been awarded an additional amount of approximately $4.2 million. Total funding to the County is now approximately $11.6 million, including non- housing project funding of $7,869,851 and housing project funding of $3,703,459, to support programs and projects that address an identified priority need and that primarily benefit low-to-moderate-income persons affected by 2015 flooding in the unincorporated areas of Hays County and the cities of Buda, Dripping Springs, Kyle, Uhland and Wimberley. The public hearing will be held to consider public comments of the current MOD. Upon consideration of any comments received at the public hearing and those written comments received by the deadline date of February 2, 2018 at 5:00pm, the MOD will be submitted for approval by the GLO Upon approval, applications for funding will be accepted and reviewed by the GLO from the various entities that have been allocated funding through the Hays County MOD. A motion was made by Commissioner Shell, seconded by Commissioner Jones to approve Method of Distribution for approximately $11.6 Million in Community Development Block Grant – Disaster Recovery Program Funding available through the Texas General Land Office. All present voting “Aye”. MOTION PASSED
32330 PROMOTE AND FUND HEALTH CHECK 2018 FOR HAYS COUNTY EMPLOYEES AND ELIGIBLE DEPENDENTS. AUTHORIZE PAYROLL DEDUCTION OF ADDITIONAL FEES FOR OPTIONAL SERVICES EMPLOYEES MAY ELECT
Human Resources Director, Shari Miller spoke. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to promote and fund Health Check 2018 for Hays County Employees and Eligible Dependents; authorize Payroll Deduction of additional Fees for Optional Services Employees may elect. All present voting “Aye”. MOTION PASSED
15 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** *****
32331 AUTHORIZE THE SHERIFF'S OFFICE TO UTILIZE SALARY SAVINGS TO UPGRADE TWO EXISTING SERGEANT POSITIONS SLOT 0475-011 & 0475-007 TO LIEUTENANTS EFFECTIVE FEBRUARY 1, 2018
Hays County Sheriff, Gary Cutler and Lt. Mark Cumberland spoke. At this time the Sheriff’s Office is requesting re-grades of two existing Sergeant positions to Lieutenant positions effective February 1, 2018. Adding two Lieutenants will provide 24-hour coverage due to an increase in calls for service as well as provide assistance due to the growth of eight additional deputies in the FY18 Budget. Funding for this request has been identified with salary savings within the Sheriff’s Office operating budget. Financial Impact: Base Salary Increase for Each Position: $9,041. Fringe: $1,881. Total: $10,922 (annualized). $21,845 (times two positions). $14,563 (FY18 impact for 8 months). A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to authorize the Sheriff’s Office to utilize Salary Savings to upgrade two existing Sergeant Positions Slot 0475-011 & 0475-007 to Lieutenants effective February 1, 2018. All present voting “Aye”. MOTION PASSED
Clerk’s Note Court took break at 10:36 a.m. and reconvened back into open court at 10:47 a.m.
32332 AUTHORIZE THE EXECUTION OF A CHANGE ORDER 01 TO THE PHASE I GUARANTEED MAXIMUM PRICE PROPOSAL TO EXTEND THE SCHEDULE FOR THE WORK RELATED TO THE HAYS COUNTY PUBLIC SAFETY BOND PROGRAM AND TO AUTHORIZE THE EXECUTION OF THE CHANGE ORDER
Kevin Machcinski of Turner Construction spoke. Change Order #01 will not increase the approved Guaranteed Maximum Price for Phase I. This change order will extend the final completion date for the early package from January 2018 to April 13, 2018, due to delays summarized in the attached Schedule Extension Request from Turner dated January 25, 2018. A motion was made by Commissioner Shell, seconded by Commissioner Jones to authorize the execution of Change Order 01 to the Phase I Guaranteed Maximum Price Proposal to extend the schedule for the work related to the Hays County Public Safety Bond Program and to authorize the execution of the Change Order. All present voting “Aye”. MOTION PASSED
32333 ACCEPT THE CONSTRUCTION DOCUMENTS FROM HOK FOR THE WORK RELATED TO THE HAYS COUNTY PUBLIC SAFETY BOND PROGRAM PHASE II AND THE EXECUTION OF A NOTICE TO PROCEED WITH THE CONSTRUCTION PHASE FOR THIS WORK
Linda Bernauer, Curt Pardee, and Brenda Jenkins spoke. Acceptance of the Construction Documents for Phase II of the Public Safety Bond Program dated December 15, 2017 for the Public Safety Building and January 15, 2018 for the Jail Addition, Renovation and Training Facility. A motion was made by Commissioner Shell, seconded by Commissioner Ingalsbe to accept the Construction Documents from HOK for the Work related to the Hays County Public Safety Bond Program Phase II and the execution of a Notice to Proceed with the Construction Phase for this work. All present voting “Aye”. MOTION PASSED
32334 ACCEPT OR DECLARE UNACCEPTABLE THE GUARANTEED MAXIMUM PRICE PROPOSAL RECEIVED FROM TURNER CONSTRUCTION COMPANY FOR THE WORK RELATED TO THE HAYS COUNTY PUBLIC SAFETY BOND PROGRAM PHASE II AND TO AUTHORIZE THE EXECUTION OF A NOTICE TO PROCEED FOR THIS WORK
Brenda Jenkins, Cody Newsom, and Commissioner Shell spoke. Guaranteed Maximum Price (GMP) Proposal Phase II: Jail Addition and Renovation, Public Safety Building, Training Facility. A motion was made by Commissioner Shell, seconded by Commissioner Whisenant to accept the Guaranteed Maximum Price Proposal received from Turner Construction Company for the work related to the Hays County Public Safety Bond Program Phase II and to authorize the execution of Notice to Proceed for this work. All present voting “Aye”. MOTION PASSED
32335 APPROVE THE QUOTE RECEIVED BY LCRA FOR THE PSAP TELECOMMUNICATIONS EQUIPMENT (NOT INCLUDING CONSOLES OR RADIO EQUIPMENT) FOR THE WORK RELATED TO THE HAYS COUNTY PUBLIC SAFETY BOND PROGRAM PHASE II AND TO AUTHORIZE THE EXECUTION OF ALL RELATED DOCUMENTS
Cody Newsome spoke. Quote from LCRA for the PSAP/LEC Communications Tower/Transport/Connectivity for the Hays County Public Safety Bond Program. The quote includes the equipment and installation of the Tower, Shelter and Power Systems; console routers and transport; and the base station and tower antenna systems.
16 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** ***** The total for this equipment and installation is $783,411; the program budget included $795,628 for this scope. A motion was made by Commissioner Shell, seconded by Commissioner Jones to approve the Quote received by LCRA for the PSAP Telecommunications Equipment (not including consoles or radio equipment) for the work related to the Hays County Public Safety Bond Program Phase II and to authorize the execution of all related documents. All present voting “Aye”. MOTION PASSED
32336 ADOPT AN ORDER AMENDING THE CONCURRENT ORDINANCE CREATING THE WEST TRAVIS COUNTY PUBLIC UTILITY AGENCY ("WTCPUA") PURSUANT TO CHAPTER 572 OF THE TEXAS LOCAL GOVERNMENT CODE, A REGIONAL PUBLIC UTILITY AGENCY (“PUA”) CREATED IN COLLABORATION WITH THE CITY OF BEE CAVE, HAYS COUNTY AND WEST TRAVIS COUNTY MUNICIPAL UTILITY DISTRICT NO. 5
Commissioner Whisenant, General Counsel, Mark Kennedy and Randy Wilburn of West Travis MUD, spoke. MUD No.5 may be merging with MUD No.3 in Travis County. This amendment to the Concurrent Ordinance makes the requisite changes that allow that to occur without disruption of the arrangements made by the participant entities to the WTCPUA. A motion was made by Commissioner Whisenant, seconded by Commissioner Ingalsbe to adopt an Order amending the Concurrent Ordinance creating the West Travis County Public Utility Agency (“WTCPUA”) pursuant to Chapter 572 of the Texas Local Government Code, a Regional Public Utility Agency (“PUA”) created in collaboration with the City of Bee Cave, Hays County and West Travis County Municipal Utility District No. 5. All present voting “Aye”. MOTION PASSED
32337 ADOPT A RESOLUTION IN SUPPORT OF THE CREATION OF THE HAYS COUNTY HAZMAT TEAM
Kharley Smith, Director of Office of Emergency Management, spoke. With the population and transportation growth throughout Hays County it has become evident that the need to expand the capabilities and personnel for Hazardous Material incidents. Currently HazMat is conducted out of the San Marcos Fire Department exclusively but with the utilization of Hays County equipment. This resolution is to support the development of a multi-jurisdictional HazMat Team allowing for more trained HazMat technicians, quicker response times, and a shared responsibility throughout all jurisdictions in Hays County. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Whisenant to adopt a Resolution in support of the creation of the Hays County Hazmat Team. All present voting “Aye”. MOTION PASSED
32338 AUTHORIZE THE CREATION OF A SPECIAL OPERATIONS COORDINATOR POSITION (GRADE 113) WITHIN THE OFFICE OF EMERGENCY SERVICES EFFECTIVE MARCH 1, 2018 AND AMEND THE BUDGET ACCORDINGLY
Kharley Smith, Director of Office of Emergency Management, spoke. The Office of Emergency Services is seeking approval to create a Special Operations Coordinator position to oversee technical teams within Hays County. This position would be responsible for coordinating the training and certification for the Hays Aerial Rescue Team and the Hays County HazMat Team, as well as maintaining county owned equipment. The Office of Emergency Services has funding available for this position and would be of no additional financial impact to the County this fiscal year. Hays County is seeking grant funding to offset this position in future years. Financial Impact: Base Salary: $45,375 (annualized) Fringe: $ 9,443 Insurances: $11,800 Total: $66,618 FY18 Impact: $38,860 (7 months) Salary savings of $20,219 are available within the departments operating budget due to vacancies to fund a portion of this request. The remaining $18,641 is available within the equipment maintenance budget due to maintenance agreements for low water crossing and weather station equipment not needed until after year 1. A motion was made by Commissioner Shell, seconded by Commissioner Jones to authorize the creation of a Special Operations Coordinator Position (Grade 113) within the Office of Emergency Services effective Marcy 1, 2018 and amend the budget accordingly. All present voting “Aye”. MOTION PASSED
Clerk’s Note Agenda Item #40 RE: EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.072 OF THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING THE PURCHASE, EXCHANGE OR VALUE OF RIGHT OF WAY ALONG PROPOSED FM110 IN PCT. 1 – was pulled
EXECUTIVE SESSION PURSUANT TO 551.071 OF THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL REGARDING PENDING AND/OR CONTEMPLATED LITIGATION INVOLVING HAYS COUNTY
Court convened into Executive session at 11:54 a.m. and reconvened into open court at 12:24 p.m. In Executive Session were Commissioner Ingalsbe, Commissioner Jones, Commissioner Shell, Commissioner
17 HAYS COUNTY COMMISSIONERS' COURT MINUTES
***** ***** Whisenant, General Counsel, Mark Kennedy, Chief of Staff, Clint Garza, Tammy Crumley, Transportation Director, Jerry Borcherding and Hays County Planner, Caitlyn Strickland. No action taken.
Clerk’s Note Agenda Item #42 RE: DISCUSSION OF ISSUES RELATED TO THE HAYS COUNTY JAIL, AND THE PLANNING OF PROJECTS PERTAINING TO THE PUBLIC SAFETY FACILITIES NEEDS WITHIN THE COUNTY – was pulled
ACTION RELATED TO THE BURN BAN AND/OR DISASTER DECLARATION
Today’s KDBI – 243. Per Hays County Fire Marshall, the Burn Ban will remain in effect.
Clerk’s Note Agenda Item #44 RE: DISCUSSION OF ISSUES RELATED TO THE ROAD BOND PROJECTS, INCLUDING UPDATES FROM MIKE WEAVER, PRIME STRATEGIES, LAURA HARRIS, HNTB AND ALLEN CROZIER, HDR – was pulled
ADJOURNMENT A motion was made by Commissioner Whisenant, seconded by Commissioner Shell to adjourn court at 12:26 p.m.
I, LIZ Q. GONZALEZ, COUNTY CLERK and EXOFFICIO CLERK OF THE COMMISSIONERS’ COURT, do hereby certify that the foregoing contains a true and accurate record of the proceedings had by the Hays County Commissioners’ Court on January 30, 2018.
LIZ Q GONZALEZ, COUNTY CLERK AND EXOFFICIO CLERK OF THE COMMISSIONERS’ COURT OF HAYS COUNTY, TEXAS
18 AGENDA ITEM REQUEST FORM
Hays County Commissioners Court Tuesdays at 9:00 AM
Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.
AGENDA ITEM Approve specifications for RFP 2018-P11 Countywide Lawn and Landscape Services and authorize Purchasing Manager to solicit for proposals and advertise.
ITEM TYPE MEETING DATE AMOUNT REQUIRED
CONSENT February 6, 2018
LINE ITEM NUMBER
AUDITOR USE ONLY AUDITOR COMMENTS:
PURCHASING GUIDELINES FOLLOWED: YES AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO
REQUESTED BY SPONSOR CO-SPONSOR
Garza/LaPointe/Villarreal-Alonzo INGALSBE N/A
SUMMARY
Attachment:25B51B77B103B129B155B181B207B233B RFP 2018-P11
19 SOLICITATION, OFFER Hays County Purchasing AND AWARD 712 S. Stagecoach Trail, Suite 1071 San Marcos, Texas 78666 Contract Number RFP 2018-P10 ,QYLWDWLRQIRU%LG ,)% 'DWH,VVXHG )HEUXDU\ Countywide Lawn & Landscape Services [5HTXHVWIRU3URSRVDO 5)3 SOLICITATION 5HVSRQGHQWVPXVWVXEPLWVHDOHGSURSRVDOV WZRRULJLQDOVWZRFRSLHVDQGRQHHOHFWURQLFFRS\SURYLGHGRQDWKXPEGULYHIRUIXUQLVKLQJWKHVXSSOLHV VHUYLFHVRUHTXLSPHQWLGHQWLILHGLQWKHFRQWUDFW 3URSRVDOVVKDOOEHUHFHLYHGDWWKH+D\V&RXQW\3XUFKDVLQJ2IILF HDWWKHDGGUHVVVKRZQDERYHXQWLO3:00 p.m.local time March 8, 2018. Proposals received after the time and date set for submission shall be returned unopened. For Information Call .LP/D3RLQWH 3KRQH1R Email: [email protected] (NO collect calls, Telegraphic, Email, On-Line or Fax offers accepted) %LG%RQG5HTXLUHG <(6 _ 12 3HUIRUPDQFH%RQG5HTXLUHG <(6 _ 12 PRE-BID MEETING: n/a OFFER 0XVWEHIXOO\FRPSOHWHGE\2IIHURU ,QFRPSOLDQFHZLWKWKHDERYHWKHXQGHUVLJQHGRIIHUVDQGDJUHHVWRIXUQLVKDOOLWHPVRUVHUYLFHVDZDUGHGDWWKHSULFHVVWLSXODWHGIRUHDFKLWHPGHOLYHUHG DWWKHGHVLJQDWHGSRLQW V DQGZLWKLQWKHWLPHVSHFLILHGKHUHLQ$ZDUGVKDOOLQFOXGHDOOVROLFLWDWLRQGRFXPHQWVDQGDWWDFKPHQWV MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY. *Submit Signed Offers in Duplicate Original* Proposer E-Mail Address: 1DPH 1DPHDQG7LWOHRI3HUVRQ$XWKRUL]HGWR6LJQ2IIHU 7\SHRU3ULQW $QG $GGUHVV RI2IIHURU 6LJQDWXUH 'DWH 3KRQH1R )D[1R 1DPH$GGUHVVDQG7HOHSKRQH1RRISHUVRQDXWKRUL]HGWR FRQGXFW QHJRWLDWLRQV RQ EHKDOI RI 2IIHURU $SSOLHV WR 5HTXHVWIRU3URSRVDORQO\ NOTICE OF AWARD 7REHFRPSOHWHGE\&RXQW\ )XQGLQJ6RXUFH $ZDUGHGDVWRLWHP V &RQWUDFW$PRXQW 9HQGRU 7HUPRI&RQWUDFW 7KLVFRQWUDFWLVVXHGSXUVXDQWWRDZDUGPDGHE\ 'DWH $JHQGD,WHP &RPPLVVLRQHUV&RXUWRQ Important: Award notice may be made on this form or by other Authorized official written notice. Bert Cobb, County Judge Date ______Liz Gonzalez, County Clerk Date
20 GENERAL INFORMATION
Hays County, Texas Countywide Lawn & Landscape Services RFP # 2018-P11 1. INSTRUCTIONS
Please submit your proposal to: Hays County Purchasing Office 712 S. Stagecoach Trail, Suite 1071 San Marcos, Texas 78666 7KH HQFORVHG VSHFLILFDWLRQV DUH IRU \RXU FRQYHQLHQFH LQ VXEPLWWLQJ D SURSRVDO IRU WKH HQFORVHG UHIHUHQFHGJRRGVRUVHUYLFHVIRU+D\V&RXQW\ 6HDOHGSURSRVDOVVKDOOEHUHFHLYHGno later than: 3:00 p.m. Thursday, March 8, 2018.
Mark Envelope: Countywide Lawn & Landscape Services RFP # 2018-P11 IT IS UNDERSTOOD THAT+D\V&RXQW\UHVHUYHVWKHULJKWWRDFFHSWRUUHMHFWDQ\DQGDOOSURSRVDOV DVLWVKDOOGHHPWREHLQWKHEHVWLQWHUHVWRI+D\V&RXQW\6HDOHGSURSRVDOVPD\EHKDQGGHOLYHUHGRU PDLOHGWRWKH+D\V&RXQW\3XUFKDVLQJ2IILFH66WDJHFRDFK7UDLO6XLWH6DQ0DUFRV7H[DV Email or facsimile transmittals shall not be accepted. Proposals received in the County Purchasing Office after submission deadline shall be returned unopened and will be considered void and unaccepted. Hays County is not responsible for lateness of mail, carrier, etc., and time/date stamp clock in the Purchasing Office shall be the official time of receipt.
Point of Contact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¶VUHVSRQVLELOLW\WRDFNQRZOHGJHUHFHLSWRIDOODGGHQGDZLWKSURSRVDOVXEPLVVLRQ PROPOSALS WILL BE UHFHLYHG DQG SXEOLFO\ RSHQHG DW WKH ORFDWLRQ RQ WKH GDWH DQG WLPH VWDWHG DERYH3URSRVHUVWKHLUUHSUHVHQWDWLYHVDQGLQWHUHVWHGSHUVRQVPD\EHSUHVHQW'XHWRWKHQDWXUHRIWKH VROLFLWDWLRQDQGHYDOXDWLRQSURFHVVDIWHUUHFHLSWRIUHVSRQVHVRQO\WKHQDPHVRI5HVSRQGHQWV VKDOOEH PDGHSXEOLF7HUPVDQGRWKHUGHWDLOVZLOORQO\EHGLYXOJHGXSRQZULWWHQUHTXHVWDIWHUFRQWUDFWDZDUGLI RQHLVPDGH 2. GENERAL INFORMATION
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PURCHASE ORDER: A PURCHASE ORDER IS REQUIRED FOR ANY WORK ORDER/INVOICE GREATER THAN OR EQUAL TO $500.00 IRUSURGXFWVDQGRUVHUYLFHV 7KH SXUFKDVHRUGHUQXPEHUPXVWDSSHDURQDOOLWHPL]HGLQYRLFHVDQGRUUHTXHVWVIRUSD\PHQW1RZRUNLVWR EHSHUIRUPHGXQWLODSXUFKDVHRUGHUQXPEHULVDFTXLUHGIRUDQ\DPRXQWJUHDWHUWKDQRUHTXDOWR ,WLVWKHUHVSRQVLELOLW\RIWKHYHQGRUWRHQVXUHDSXUFKDVHRUGHUKDVEHHQREWDLQHGSULRUWRSHUIRUPLQJ ZRUN1RDPRXQWRYHUZLOOEHSDLGLIYHQGRUKDVQRWWDNHQVWHSVWRHQVXUHFRPSOLDQFHZLWKWKLV UHTXLUHPHQW COMPLIANCE WITH LAWS: 7KHVXFFHVVIXO5HVSRQGHQWVKDOOFRPSO\ZLWKDOODSSOLFDEOHIHGHUDO VWDWHDQGORFDOODZVDQGUHJXODWLRQVSHUWDLQLQJWRWKHSUDFWLFHRIWKHSURIHVVLRQDQGWKHH[HFXWLRQRIWKH GXWLHVXQGHUWKHSURSRVDO 24 SECTION 1 INTRODUCTION +D\V &RXQW\ VHHNV D FRQWUDFWRU V WR SHUIRUP FRXQW\ZLGH ODZQ ODQGVFDSH VHUYLFHV IRU PXOWLSOH ORFDWLRQV ZLWKLQ WKH FRXQW\ 0XOWLSOH FRQWUDFWV PD\ EH DZDUGHG ,I PXOWLSOH FRQWUDFWV DUH DZDUGHG +D\V&RXQW\ZLOOGHWHUPLQHZKLFKVHUYLFHVDQGORFDWLRQVHDFKYHQGRUZLOOEHDZDUGHG6RPHRIWKH ORFDWLRQV LQFOXGHG DUH WKH +D\V &RXQW\ *RYHUQPHQW &HQWHU 3XEOLF 6DIHW\ %XLOGLQJ 6KHULII¶V 2IILFH DQG-DLO7UDQVSRUWDWLRQDQGRWKHUVOLVWHGLQ6HFWLRQRIWKLV5)3 7KHSURSRVDOVKRXOGLQFOXGHDOOODERUFRVWVDVVRFLDWHGZLWKSHUIRUPLQJWKHVHUYLFHVOLVWHGLQWKLV5HTXHVW IRU3URSRVDOV SECTION 2 SPECIFICATIONS AND REQUIREMENTS 1. MOWING STANDARDS D Mowing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dging / Trimming $OOHGJLQJDURXQGIODWZRUNVXFKDVVLGHZDONVVKDOOEHGRQHZLWKDIL[HG EODGH HGJHU WKDW OHDYHV D FOHDQ XQLIRUP HGJH (not a monofilament trimmer). $OOWXUIVKDOOEHHGJHGDQGWULPPHGHDFKWLPHWXUILVPRZHG 6LGHZDONVPXVWEHHGJHGRQERWKVLGHV $OOPDWHULDOGLVORGJHGE\HGJLQJPXVWEHUHPRYHGIURPWKHVLWH 0RQRILODPHQWWULPPLQJVKDOOEHXVHGIRUJUDVVDURXQGIHQFHVEXLOGLQJV WUHHZHOOVSRVWVDQGRWKHUREVWDFOHV 7ULPPLQJ ZLOO LQFOXGH WKH UHPRYDO RI VXFNHUV E\ KDQG XVLQJ KDQG SUXQHUV IURPWKHWUXQNDQGRUEDVHRIDOOWUHHVDQGRUQDPHQWDOWUHHV $OOWUHH OLPEV VKDOOEHSUXQHGWRPDLQWDLQDQ¶FOHDUDQFH &UHSH 0\UWOHV VKDOO EH OLJKWO\ WULPPHG DQG GHDG ZRRG UHPRYHG RQFH D \HDUWR PDLQWDLQD QHDW DSSHDUDQFH F Shrub & Ground Cover Trimming &RQWUDFWRUVKDOOSUXQHVKUXEVFDFWLJURXQGFRYHU DQGYLQHVDVQHHGHGWR 25 PDLQWDLQ GHVLUHGIRUPV G Weeds $OOFRQFUHWHDVSKDOWDUHDVEULFNSDYHUVSDYHGHQGVRQPHGLDQVDQGRU ULJKWVRIZD\VKDOOEHZHHGJUDVVIUHHDQGEORZQFOHDQRIDOOGHEULVDIWHU HDFKF\FOH :HHGVJUDVVJURZLQJLQWKHH[SDQVLRQMRLQWVPXVWEHUHPRYHGRUWUHDWHG ZLWKDQDSSURYHGKHUELFLGHDVQHHGHG $OOWUHHULQJVDQGSODQWLQJEHGVVKDOOEHPDLQWDLQHGIUHHRIZHHGVJUDVV :HHGVVKDOOEHUHPRYHGE\YHQGRUGXULQJHDFKPDLQWHQDQFHF\FOH1RQ VHOHFWLYHKHUELFLGHPD\EHDSSOLHGWRVRPHDUHDVE\DOLFHQVHGDSSOLFDWRU H Plant Debris / Litter $OOOLWWHU ´;´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LAWS & REGULATIONS: D $OO KHUELFLGHV VKDOO EH PL[HG DQG DSSOLHG LQ VWULFW DFFRUGDQFH ZLWK WKH PDQXIDFWXUHU¶V(3$5HJLVWHUHG/DEHO E 7KH FRQWUDFWRU V VKDOO FRPSO\ ZLWK DOO SHVWLFLGHKHUELFLGH DSSOLFDWLRQ UHTXLUHPHQWV DV VHW IRUWK E\ WKH PDQXIDFWXUHUV¶ LQVWUXFWLRQV SURYLGHG ZLWK FKHPLFDOVRQODEHOVDQGRUDFFRPSDQ\EURFKXUHV SPECIFICATIONS FOR PLANTS / FLOWERS / MULCH D &RQWUDFWRU V VKDOOUHPRYHROGVHDVRQDOFRORUDQGUDNHRIIH[LVWLQJPXOFKOD\HU E &RQWUDFWRU V VKDOOFOHDQZHHGVDQGDQ\WUDVKIURPSODQWLQJEHGV F &RQWUDFWRU V VKDOOLQVWDOOSODQWVIORZHUVDQGVKDOOWRSGUHVVDOOEHGVZLWKVKUHGGHG KDUGZRRGPXOFKWRDGHSWKRI´ G &RQWUDFWRU V VKDOO VHHN SUHDSSURYDO IURP DSSURSULDWH DXWKRUL]HG &RXQW\ SHUVRQQHORIW\SHDQGFRVWRISODQWVIORZHUVDQGPXOFKEHIRUHLQVWDOOLQJ 9. SUBCONTRACTORS D 3ULPH &RQWUDFWRU V VKDOO QRW VXEFRQWUDFW DQ\ ZRUN XQOHVV WKUHH TXRWHV DUH REWDLQHGIRUWKDWSDUWLFXODUVHUYLFH LHDUERULVWLUULJDWLRQVSHFLDOLVWSHVWFRQWURO WHFKQLFLDQV HWF DQG WKH DSSURSULDWH DXWKRUL]HG &RXQW\ SHUVRQQHO DSSURYH WKH TXRWHV 27 COST OF SERVICES
x Total cost of Regular Maintenance $______per month (Includes turf maintenance, clean-up and weed control, as shown in Frequency of Services Chart)
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28 Frequency of Services Chart
Regular Maintenance
Description Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Turf :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ Maintenance Clean-up :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\
Weed :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ :NO\ Control Shrub $V Maintenance QHHGHG Flower $V Maintenance QHHGHG Bed $V Redefinition QHHGHG & Turning Irrigation $V Inspection QHHGHG Fire Ant Control
Tree Services
Description Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Small tree $V pruning QHHGHG Crepe Myrtle pruning
Fertilizations
Description Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Turf $VQHHGHG fertilization Post emergent UHFRPPHQGHG Pre- emergent UHFRPPHQGHG Shrub $VQHHGHG fertilization
29 SECTION 3 COUNTY LOCATIONS, ADDRESSES & CONTACTS Hays County Courthouse &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV (6DQ$QWRQLR6WUHHW 6DQ0DUFRV7;
Hays County Precinct 2 &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV -DFN&+D\V7UDLO .\OH7; Hays County Precinct 3 &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV 6WLOOZDWHU&LUFOH :LPEHUOH\7; Hays County Precinct 4 &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV 5RJHU+DQNV3DUNZD\ 'ULSSLQJ6SULQJV7; Hays County Precinct 5 &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV -DFN&+D\V7UDLO %XGD7; Hays County Development Services, Road and Bridge, Fire Marshall &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV Hays County Government Center &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV 66WDJHFRDFK7UDLO 6DQ0DUFRV7; Local Health Department &KULVWRSKHU*DOOXFFL FHOORU2WKRQ³-XQLRU´$JXLUUH &KULVWRSKHUJDOOXFFL#FRKD\VW[XVRU2WKRQDJXLUUH#FRKD\VW[XV %URDGZD\6W 6DQ0DUFRV7; 30 Hays County Juvenile Center %UHWW/LWWOHMRKQRU-HVVH0DQFLDV &ORYLV%DUNHU5G 6DQ0DUFRV7; Hays County Jail & Public Safety 7RP+DFNQH\ RIILFH WRPKDFNQH\#FRKD\VW[XV 8KODQG5RDG 6DQ0DUFRV7; * Aerial maps of all service locations are attached to this RFP as separate documents. 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Automobile Liability %RGLO\LQMXU\ HDFKSHUVRQ %RGLO\LQMXU\ HDFKDFFLGHQW 3URSHUW\'DPDJH General Liability (including contractual liability) %RGLO\LQMXU\ 3URSHUW\'DPDJH Excess Liability 8PEUHOOD)RUP 1RW5HTXLUHG Labor Liability :RUNHU¶V&RPSHQVDWLRQ 0HHWLQJ6WDWXWRU\5HTXLUHPHQWV 32 SECTION 6 SCHEDULE OF SOLICITATION PROCESS +D\V&RXQW\ZLVKHVWRDGKHUHWRWKHIROORZLQJVFKHGXOH Date Action )HEUXDU\ 5)3DGYHUWLVHGLQ6DQ0DUFRV'DLO\5HFRUGDQGLVVXHG RQ2QOLQH%LGGLQJ6\VWHP 0DUFK 'HDGOLQHIRUVXEPLVVLRQRITXHVWLRQVDQGRU FODULILFDWLRQVUHJDUGLQJ5)3 $OOTXHVWLRQVPXVWEHUHFHLYHGE\ SP&HQWUDO 6WDQGDUG'D\OLJKW7LPHLQRUGHUWREHFRQVLGHUHG 0DUFK 3URSRVDOVPXVWEHUHFHLYHGE\+D\V&RXQW\3XUFKDVLQJ RQRUEHIRUH SP&HQWUDO6WDQGDUG'D\OLJKW7LPH LQRUGHUWREHFRQVLGHUHG $SULO 1HZFRQWUDFWFRPPHQFHV 1RWH 7KLVVFKHGXOHPD\EHPRGLILHGRUFKDQJHGDWWKHVROHGLVFUHWLRQRI+D\V&RXQW\LILWLV GHWHUPLQHGWREHLQWKHEHVWLQWHUHVWVRI+D\V&RXQW\WRGRVR 33 Certificate of Interested Parties ,QWKH7H[DV /HJLVODWXUHDGRSWHG+RXVH%LOO ZKLFKDGGHG WR WKH7H[DV *RYHUQPHQW&RGHDQGDSSOLHVWRDOOFRQWUDFWVHQWHUHGLQWRRQRUDIWHU-DQXDU\6HFWLRQ E DSSOLHV RQO\ WR D FRQWUDFW RI D JRYHUQPHQWDO HQWLW\ RU VWDWH DJHQF\ WKDW UHTXLUHVDQDFWLRQRUYRWHE\WKHJRYHUQLQJERG\RIWKHHQWLW\RUDJHQF\EHIRUHWKHFRQWUDFWPD\ EHVLJQHGRUWKDWKDVDYDOXHRIDWOHDVWPLOOLRQ,QDGGLWLRQSXUVXDQWWR6HFWLRQ G DJRYHUQPHQWDOHQWLW\RUVWDWHDJHQF\PD\QRWHQWHULQWRDFRQWUDFWGHVFULEHGE\6XEVHFWLRQ E ZLWK D EXVLQHVV HQWLW\ XQOHVV WKH EXVLQHVV HQWLW\ LQ DFFRUGDQFH ZLWK WKLV VHFWLRQ DQG UXOHV DGRSWHGXQGHUWKLVVHFWLRQVXEPLWVDGLVFORVXUHRILQWHUHVWHGSDUWLHVWRWKHJRYHUQPHQWDOHQWLW\ RUVWDWHDJHQF\DWWKHWLPHWKHEXVLQHVVHQWLW\VXEPLWVWKHVLJQHGFRQWUDFWWRWKHJRYHUQPHQWDO HQWLW\RUVWDWHDJHQF\ :LWKUHJDUGWR+D\V&RXQW\SXUFKDVHVDYHQGRURURWKHUSHUVRQZKRLVDZDUGHGDFRQWUDFWRU SXUFKDVHDSSURYHGE\+D\V&RXQW\&RPPLVVLRQHUV&RXUWLVUHTXLUHGWRHOHFWURQLFDOO\FRPSOHWH D )RUP WKURXJK WKH 7H[DV (WKLFV &RPPLVVLRQ ZHEVLWH DW KWWSV HWKLFVVWDWHW[XVZKDWVQHZHOIBLQIRBIRUP KWPDQGVXEPLWDVLJQHGFRS\RIWKHIRUP WR WKH+D\V &RXQW\3XUFKDVLQJ RIILFH$ FRQWUDFW LQFOXGLQJ&RXQW\LVVXHGSXUFKDVHRUGHU LI DSSOLFDEOH ZLOO QRW EH HQIRUFHDEOH RU OHJDOO\ ELQGLQJ XQWLO WKH &RXQW\ UHFHLYHG DQG DFNQRZOHGJHVUHFHLSWRIWKHSURSHUO\FRPSOHWHG)RUP IURPWKHDZDUGHGYHQGRU Failure to return this document may disqualify your response from consideration. ,I\RXGRQRWKDYHDFFHVVWRWKHOLQNSURYLGHGDERYHSOHDVHRUKDYHDQ\TXHVWLRQVSOHDVHFRQWDFW 3XUFKDVLQJDW 34 VENDOR REFERENCES Please list three (3) references of current customers who can verify the quality of service your company provides. The County prefers customers of similar size and scope of work to this proposal/bid. This form must be returned with your bid/proposal. REFERENCE ONE Government/Company Name: ______ Location: ______ Contact Person and Title: ______ Scope of Work: ______ Contract Period: ______ REFERENCE TWO Government/Company Name: ______ Location: ______ Contact Person and Title: ______ Scope of Work: ______ Contract Period: ______ REFERENCE THREE Government/Company Name: ______ Location: ______ Contact Person and Title: ______ Scope of Work: ______ Contract Period: ______ 35 HAYS COUNTY PRACTICES RELATED TO HISTORICALLY UNDERUTILIZED BUSINESSES 1. STATEMENT OF PRACTICES Hays County will strive to ensure that all businesses, regardless of size, economic, social or ethnic status have an equal opportunity to participate in the County’s procurement processes. The County is committed to promote full and equal business opportunity for all businesses to supply the goods and services needed to support the mission and operations of county government, and seeks to encourage the use of certified historically underutilized businesses (HUB’s) through the use of race, ethnic and gender neutral means. It is the practice of Hays County to involve certified HUBs to the greatest extent feasible in the County’s procurement of goods, equipment, services and construction projects while maintaining competition and quality of work standards. The County affirms the good faith efforts who recognize and practice similar business standards. 2. DEFINITIONS Historically underutilized businesses (HUBs), also known as a disadvantaged business enterprise (DBE), are generally business enterprises at least 51% of which is owned and the management and daily business operations are controlled by one or more persons who is/are socially and economically disadvantaged because of his/her identification as a member of certain groups, including women, Black Americans, Mexican Americans, and other Americans if Hispanic origin, Asian Americans and American Indians. Businesses include firms, corporations, sole proprietorships, vendors, suppliers, contractors, subcontractors, professionals and other similar references when referring to a business that provides goods and/or services regardless of the commodity category. Certified HUB’s include business enterprises that meet the definition of a HUB and who meet the certification requirements of certification agencies recognized by Hays County, as expressed below. Statutory bid limit refers to the Texas Local Government Code provision that requires competitive bidding for many items valued at greater than $50,000. 3. GUIDELINES A. Hays County, its contractors, their subcontractors and suppliers, as well as all vendors of goods, equipment and services, shall not discriminate on the basis of race, color, creed, gender, age, religion, national origin, citizenship, mental or physical disability, veteran’s status or political affiliation in the award and/or performance of contracts. All entities doing business or anticipating doing business with the County shall support, encourage and implement affirmative steps toward a common goal of establishing equal opportunity for all citizens and businesses of the County. B. Vendors and/or contractors desiring to participate in the HUB program must successfully complete the certification process with the State of Texas or Texas Unified Certification Program. The vendor or contractor is also required to hold a current valid certification (title) from either of these entities. C. Vendors and/or contractors must be registered with the State Comptroller’s web-based HUB directory and with the Comptroller’s Centralized Master Bidder’s List (CMBL). Hays County will solicit 36 bids from certified HUB’s for state purchasing and public works contracts. 4. Hays County will actively seek and encourage HUBs to participate in all facets of the procurement process by: A. Continuing to increase and monitor a database of certified HUB vendors, professionals and contractors. The database will be expanded to include products, areas of expertise and capabilities of each HUB firm. B. Continuing to seek new communication links with HUB vendors, professionals and contractors to involve them in the procurement process. C. Continuing to advertise bids on the County’s website and in the newspapers including newspapers that target socially and economically disadvantaged communities. 5. As prescribed by law, the purchase of one or more items costing in excess of the statutory bid limit must comply with the competitive bid process. Where possible, those bids will be structured to include and encourage the participation of HUB firms in the procurement process by: 1. Division of proposed requisitions into reasonable lots in keeping with industry standards and competitive bid requirements. 2. Where feasible, assessment of bond and insurance requirements and the designing of such requirements to reasonably permit more than one business to perform the work. 3. Specifications of reasonable, realistic delivery schedules consistent with the County’s actual requirements. 4. Specifications, terms and conditions reflecting the County’s actual requirements are clearly stated, and do not impose unreasonable or unnecessary contract requirements. 6. A HUB practice statement shall be included in all specifications. The County will consider the bidder’s responsiveness to the HUB Practices in the evaluation of bids and proposals. Failure to demonstrate a good faith effort to comply with the County’s HUB practices may result in a bid or proposal being considered non-responsive to specifications. 7. Nothing in this practice statement shall be construed to require the County to award a contract other than to the lowest responsive bidder as required by law. This practice is narrowly tailored in accordance with applicable law. Please sign for acknowledgement of the Hays County HUB Practices: Signature Date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¶V LPPHGLDWH IDPLO\ RU KRXVHKROG KDV D VXEVWDQWLDOILQDQFLDOLQWHUHVWSHUWDLQLQJWRWKHSURFXUHPHQW7KLVPHDQVRZQHUVKLSRIRU PRUHRIWKHFRPSDQ\LQYROYHGDQGRURZQHUVKLSRIVWRFNRURWKHULQWHUHVWRUVXFKYDOXHGDW RUPRUH % $ EXVLQHVV RU RUJDQL]DWLRQ LQ ZKLFK WKH HPSOR\HH RU DQ\ PHPEHU RI WKH HPSOR\HH¶V LPPHGLDWHIDPLO\KDVDILQDQFLDOLQWHUHVWSHUWDLQLQJWRWKHSURFXUHPHQW & *UDWXLWLHV ,WVKDOOEHDEUHDFKRIHWKLFVWRRIIHUJLYHRUDJUHHWRJLYHDQ\HPSOR\HHRI+D\V &RXQW\RUIRUDQ\HPSOR\HHWRVROLFLWGHPDQGDFFHSWRUDJUHHWRDFFHSWIURPDYHQGRUD JUDWXLW\ RI FRQVHTXHQFH RU DQ\ RIIHU RI HPSOR\PHQW LQ FRQQHFWLRQ ZLWK DQ\ GHFLVLRQ DSSURYDOGLVDSSURYDOUHFRPPHQGDWLRQSUHSDUDWLRQRUDQ\SDUWRIDSURJUDPUHTXLUHPHQWRU SXUFKDVH UHTXHVW LQIOXHQFLQJ WKH FRQWHQW RI DQ\ VSHFLILFDWLRQ RU SURFXUHPHQW VWDQGDUG UHQGHULQJ RI DGYLFH LQYHVWLJDWLRQ DXGLWLQJ RU LQ DQ\ RWKHU DGYLVRU\ FDSDFLW\ LQ DQ\ SURFHHGLQJRUFRQWURYHUV\DQ\SDUWLFXODUPDWWHUSHUWDLQLQJWRDQ\SURJUDPUHTXLUHPHQWRUD FRQWUDFW RU VXEFRQWUDFW RU WR DQ\ VROLFLWDWLRQ RU SURSRVDO WKHUHIRUH SHQGLQJ EHIRUH WKLV JRYHUQPHQW ' .LFNEDFNV ,WVKDOOEHDEUHDFKRIHWKLFVIRUDQ\SD\PHQWJUDWXLW\RURIIHURIHPSOR\PHQWWR EHPDGHE\RURQEHKDOIRIDVXEFRQWUDFWRUXQGHUDFRQWUDFWWRWKHSULPHFRQWUDFWRURUKLJKHU WLHU VXEFRQWUDFWRU IRU DQ\ FRQWUDFW IRU +D\V &RXQW\ DV DQ LQGXFHPHQW IRU WKH DZDUG RI D FRQWUDFWRURUGHU 38 ( &RQWUDFW&ODXVH 7KHSURKLELWLRQDJDLQVWJUDWXLWLHVDQGNLFNEDFNVSUHVFULEHGDERYHVKDOOEH FRQVSLFXRXVO\VHWIRUWKLQHYHU\FRQWUDFWDQGVROLFLWDWLRQWKHUHIRUH ) $Q\ HIIRUW WR LQIOXHQFH DQ\ HPSOR\HH HOHFWHG RIILFLDO RU GHSDUWPHQW KHDG WR YLRODWH WKH VWDQGDUGVRIWKHFRGHLVJURXQGVWRYRLGWKHFRQWUDFW3OHDVHFHUWLI\E\\RXUVLJQDWXUHEHORZ WKDW\RXXQGHUVWDQGWKHHWKLFVSROLF\RI+D\V&RXQW\DQGLQQRZD\ZLOODWWHPSWWRYLRODWH WKHFRGH 6,*1$785( BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB 35,171$0( 7,7/( BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB &203$1<1$0( BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB 39 Hays County House Bill 89 Verification I, ______(Person name), the undersigned representative of (Company or Business name)______(hereafter referred to as company) being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and verify under oath that the company named-above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270: 1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract. Pursuant to Section 2270.001, Texas Government Code: 1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and 2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit. ______DATE SIGNATURE OF COMPANY REPRESENTATIVE On this the _____ day of ______, 20____, personally appeared ______, the above-named person, who after by me being duly sworn, did swear and confirm that the above is true and correct. NOTARY SEAL ______NOTARY SIGNATURE ______Date 40 Hays County Purchasing Department SENATE BILL 252 CERTIFICATION On this day, I, ______, the Purchasing Representative for Hays County in San Marcos, Texas, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that I did review the website of the Comptroller of the State of Texas concerning the listing of companies that is identified under Section 806.051, Section 807.051 or Section 2253.253 and I have ascertained that the below-named company is not contained on said listing of companies which do business with Iran, Sudan or any Foreign Terrorist Organization. ______Company Name ______RFP or Vendor number CERTIFICATION CHECK PERFORMED BY: ______Purchasing Representative ______Date 41 PROPOSAL CHECKLIST ____ 1. Solicitation, Offer and Award completed, signed and submitted with proposal ____ 2. Vendor References completed and submitted with proposal ____ 3. HUB Practices signed and submitted with proposal ____ 4. Conflict of Interest Questionnaire completed, signed and submitted with proposal ____ 5. Certificate of Interested Parties filed online with the Texas Ethics Commission and a notarized copy signed and submitted with proposal ____ 6. Code of Ethics signed and submitted with proposal ____ 7. Hays County HB 89 Verification signed, notarized and submitted with proposal ____ 8. Proposal is in a sealed envelope with the proposal title & number on it, addressed to: Kim LaPointe, CPPB Hays County Purchasing Manager 712 S. Stagecoach Trail, Suite 1071 San Marcos, TX 78666 42 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Approve the change of Justice Clerk slot 5, currently shared equally between JP 1-1 and JP 1-2, from a full-time to two part-time positions effective February 9, 2018. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 n/a LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Miller INGALSBE N/A SUMMARY Justice26B53B80B107B134B161B188B215B242B Clerk slot 5 has been utilized since February 2018 as a full-time position, shared equally between JP 1-1 and JP 1-2. This shared position enabled the public to be served in a unified manner during the transition period of fulfilling both JP offices. Judge Prado and Judge Moreno have identified their respective offices will operate effectively by separating the full-time position into two part-time positions. 43 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the execution of Amendment 1 to the grant award from the Texas Veterans Commission - Fund for Veterans Assistance, Hays County Veterans Treatment Court program. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 N/A LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR GARZA INGALSBE N/A SUMMARY On26B58B90B122B154B186B218B250B282B November 15, 2016 the Commissioners Court approved submission of a grant application to the Texas Veterans27B59B91B123B155B187B219B251B283B Commission for $100,000.00 to fund operations within the Hays County Veterans Treatment Court program. An28B60B92B124B156B188B220B252B284B original amendment request on August 22, 2017 was made to remove the expunction costs per the new state law, HB 322, and add new services under Client Services. This amendment was not counted towards the three amendments per grant period due to it being required by the new law. In29B61B93B125B157B189B221B253B285B addition, a budget amendment was submitted to move the probation officer (salaries/wage and fringe benefits) to Client Services. However, management through TVC Fund for Veterans Assistance was not aware of this budget amendment request and was recently discovered upon review of the November and December reports. It30B62B94B126B158B190B222B254B286B has been requested that we combine the original amendment and the budget amendment and only count as one amendment. 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)XQGIRU9HWHUDQV¶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¶V2IILFH&ULPLQDO-XVWLFH'LYLVLRQ2FFDVLRQDOO\VPDOOGRQDWLRQVDUHSURYLGHGE\9HWHUDQ6HUYLFH 2UJDQL]DWLRQV )XQGIRU9HWHUDQV¶$VVLVWDQFH 3DJHRI 9HWHUDQV7UHDWPHQW&RXUW*UDQW 64 TVC Award Number: VTC_17_0483 Fiscal Year: 2017 Amendment #1 FVA Veterans Treatment Court Notice of Grant Award to Hays County Mailing Address: Physical Address: Grant Title: 111 E. San Antonio St. Veterans Treatment Court - 2017 Ste 300 712 S. Stagecoach Trail Date Grant Awarded: San Marcos, TX 78666 San Marcos, TX 78666 July 1, 2017 Amount of Award: Term of Grant: $100,000 July 1, 2017 to June 30, 2018 Payment Method: Awarding Agency: Reimbursement Texas Veterans Commission Authority: Government Code Section 434.017 The approved signature below serves as a formal acceptance by the Texas Veterans Commission (TVC) of the Grantee’s Application, and addenda (if any) and the approval of this Notice of Grant Award creates a legally binding agreement between the Grantee and TVC. The Program requirements (e.g., objectives, scope, budget, methodology) as stated in (1) the applicable federal and/or state statute and regulations, (2) the original Request for Applications (RFA) including any addenda issued, (3) the addenda to Grantee’s Application (if applicable), and (4) Grantee’s Application are incorporated into and made a part of this Notice of Grant Award for all purposes, supersede any prior or contemporaneous understandings between the parties pertaining to the subject matter herein whether oral or written, and collectively constitute the entire agreement between the parties. In the event of a conflict in the language contained in the incorporated documents, conflicts shall be resolved by reference to the language contained in the documents in the order listed above. Any changes to the approved Grant must follow TVC’s amendment process. Appendix I – the Application is amended as follows. The section(s) noted below have been amended. The revised sections are attached and supersede the respective sections in their entirety effective July 1, 2017. - Part 1: Proposed Project Information - Part 3: Budget Tables and Narratives Approving TVC Official: . Date . Thomas P. Palladino Executive Director Authorized Grantee Official: . Date . Bert Cobb, MD County Judge Texas Veterans Commission Veterans Treatment Court - 2017 65 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Approve out of state travel for Detective Nelson Wray to attend the International Association of Computer Investigative Specialists Training in Orlando, Florida ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 504.00 LINE ITEM NUMBER 01-618-00.5551 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR CUTLER COBB N/A SUMMARY Out27B55B83B111B139B167B195B223B251B of state travel is needed to send Detective Nelson Wray to attend the International Association of Computer Investigative Specialists Training in Orlando, Florida beginning April 23 - May 4, 2018. A combination of computer forensic theory and hands-on practical exercises will be provided to attendees. Classes will cover technical theories, terms, and techniques that pertain to computer forensics. Detective Wray will receive a laptop computer, external hard drive, thumb drive, training manuals and other equipment to take with him at the successful conclusion of the training event. Registration, hotel, airfare, baggage, and transportation fees will be paid out of the Sheriff’s Office LEOSE account. Per diem will be paid for out of the Sheriff's Office Continuing Ed general ledger. 66 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the execution of an Antiquities Permit Application for work related to the Energy Efficiency Project. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Garza COBB N/A SUMMARY During25B51B77B103B129B155B181B207B233B the course of the Energy Efficiency Project the recommendation was made to have the windows replaced at the Courthouse. The recommendation was accepted and will result in a significant savings on the utility cost for that location. Given that it is a historic building the County will need to submit an Antiquities Permit Application to the Texas Historical Commission before beginning the project. 67 68 69 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the Constable Precinct 3 Office to utilize insurance proceeds for vehicle repairs to a 2007 Chevy Tahoe law enforcement vehicle and amend the budget accordingly. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 $1,632.60 LINE ITEM NUMBER 001-637-00.4680/5413 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Constable Ray Helm SHELL N/A SUMMARY The27B58B89B120B151B182B213B244B275B Constable Pct. 3 Office sustained damage to a law enforcement patrol unit which was covered by the at fault driver's insurance company. Funding has been received from the insurance agency to cover the cost of repairs. Budget28B59B90B121B152B183B214B245B276B Amendment: Increase29B60B91B122B153B184B215B246B277B Revenue-Compensation For Loss .4680 Increase30B61B92B123B154B185B216B247B278B Expense-Vehicle Repairs .5413 70 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the execution of a Professional Services Agreement with Tyler Technology related to the Constable Offices receipting process within the Odyssey Law Enforcement Software Package. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 11,730 LINE ITEM NUMBER 001-680-00.5718_700 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Jeff McGill INGALSBE N/A SUMMARY The27B56B85B114B143B172B201B230B259B IT Department is working with all five Constable Offices to implement a new module within the Odyssey Law Enforcement Software for a new receipting process. The development of this module will allow the respective offices to automate their receipting process to include case number identifiers to all revenue received. Funds were budgeted during the FY 2018 budget process for this module implementation. Attachment:28B57B86B115B144B173B202B231B260B Tyler Technology Professional Services Agreement 71 Professional Services Agreement This Professional Services Agreement (this “Agreement”) is made and entered into by and between Tyler Technologies, Inc., a Delaware corporation (“Tyler”), and Hays County, TX (the “Client”) as of the last date written below (the “Effective Date”). Background WHEREAS, Client is a current customer of Tyler and a user of Tyler’s proprietary software; and WHEREAS, Client desires to engage Tyler to provide certain professional services related thereto, all on the terms and conditions set forth in this Agreement. NOW, THEREFORE, in consideration of the mutual promises contained herein, along with other good and valuable consideration, the receipt and sufficiency of which all parties mutually acknowledge, Tyler and the Client agree as follows: A. Tyler shall furnish the services described in this Agreement, and Client shall pay the prices set forth in this Agreement. B. This Agreement consists of this cover and signature page and the following attachments and exhibits attached hereto and to be attached throughout the Term of this Agreement, all of which are incorporated by reference herein: (1) Schedule 1; and (2) Terms and Conditions. Schedule 1 DESCRIPTION OF SERVICES HOURS RATE/HR. T&M AMOUNT Development/Mods (REQ-977) 70 $165 $11,550 Project Management 1 $180 $180 Plus Travel Expenses Client Name: Hays County TOTAL CONTRACT AMOUNT $11,730 IN WITNESS WHEREOF, this Agreement has been executed by a duly authorized officer of each Party hereto. TYLER TECHNOLOGIES, INC. CLIENT By: By: Name: Name: Title: Title: Date: Date: 72 Professional Services Agreement Terms and Conditions 1. Services. Tyler shall perform the services set forth in Schedule 1. 8. Insurance. Upon written request, Tyler shall provide Client with certificates of insurance evidencing the following insurance coverage: 2. Compensation. Tyler shall perform its services hereunder on a time and materials basis at the rates specified in Schedule 1. In a) Commercial general liability of at least $1,000,000; addition, the Client shall reimburse Tyler for travel, lodging, and food b) Automobile liability of at least $1,000,000; expenses reasonably incurred by Tyler in performing its services c) Professional liability of at least $1,000,000; and hereunder as set forth in Schedule 1. Tyler shall invoice the Client on a d) Workers compensation complying with statutory requirements. monthly basis, which invoice shall be due and payable within thirty (30) days. Tyler prefers to receive payments electronically. Tyler’s electronic payment information is as follows: Bank: Wells Fargo Bank, N.A. 9. Miscellaneous. 420 Montgomery (a) Tax Exempt Status. Client is a governmental tax-exempt San Francisco, CA 94104 entity and shall not be responsible for any taxes for any services ABA: 121000248 provided for herein, whether federal or state. The fees paid to Tyler Account: 4124302472 pursuant to this Agreement are inclusive of any applicable sales, use, Beneficiary: Tyler Technologies Inc. – Operating personal property, or other taxes attributable to periods on or after the Effective Date of this Agreement. 3. Termination. The Client may terminate this Agreement at any time (b) Assignment. Neither Tyler nor the Client shall, sell, by delivering a written notice of its intent to terminate to Tyler; provided, transfer, assign, or otherwise dispose of any rights or obligations however, that the Client must pay Tyler for all costs and expenses incurred created by this Agreement without the written consent of the other under this Agreement prior to the date of termination. Tyler may terminate party. this Agreement if the Client fails to pay any invoice when due or if the Client breaches any of its other obligations hereunder. Upon termination for any (c) Counterparts. This Agreement may be executed in one or reason, each party shall immediately return all documentation, confidential more counterparts, each of which shall be deemed an original, but all information, and other information disclosed or otherwise delivered to the of which together shall constitute one and the same instrument. other party prior to such termination. (d) Entire Agreement. This Agreement and the Schedules 4. Confidentiality. All documents and other materials produced under hereto constitute the entire understanding and contract between the this Agreement shall be deemed to be “confidential information” and the Parties and supersedes any and all prior or contemporaneous oral or receiving party shall not disclose, use, or reproduce, or authorize any third written representations or communications with respect to the subject party to disclose, use, or reproduce, any such confidential information, matter hereof. The Exhibits to this Agreement are incorporated by without the prior written approval of the disclosing party; provided, however, reference herein. that the receiving party may disclose such confidential information to its employees and representatives of the receiving party as may be required to (e) Amendment. This Agreement shall not be modified, perform its obligations under this Agreement and, provided further, that the amended, or in any way altered except by an instrument in writing receiving party informs such persons of the existence of this confidentiality signed by the properly delegated authority of each party. All obligations and will be responsible for any breach of this such obligations by amendments or modifications of this Agreement shall be binding upon such persons. Notwithstanding anything in the foregoing to the contrary, the the parties despite any lack of consideration. following shall not be deemed to be “confidential information”: (i) information (f) Relationship of Parties. The parties intend that the that is publicly known or becomes publicly known through no fault of the relationship between the parties created pursuant to or arising from receiving party, (ii) information that is generally or readily obtainable by the this Agreement is that of an independent contractor only. Neither public, or (iii) information that constitutes the general skills, knowledge, and party shall be considered an agent, representative, or employee of the experience acquired by either party before entering into this Agreement and other party for any purpose. thereafter. (g) Governing Law. Any dispute arising out of or relating to 5. Warranty. Tyler warrants that it shall perform services in a this Agreement or the breach thereof shall be governed by the laws of professional, workmanlike manner, consistent with industry standards. In the the State of Texas, without regard to or application of choice of law event Tyler provides services that do not conform to this warranty, Tyler will rules or principles. re-perform the services at no additional cost to Client. (h) No Third Party Beneficiaries. Nothing in this Agreement is 6. Limitation of Liability. intended to benefit, create any rights in, or otherwise vest any rights THE LIABILITY OF TYLER FOR DAMAGES ARISING OUT OF OR IN upon any third party. CONNECTION WITH THIS AGREEMENT, WHETHER BASED ON A (i) Equitable Relief. Each party covenants, represents, and THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND warrants that any violation of this Agreement by such party with STRICT LIABILITY, SHALL BE LIMITED TO TOTAL FEES PAID TO TYLER respect to its respective obligations set forth in Section 4 shall cause UNDER THIS AGREEMENT. irreparable injury to the other party and shall entitle the other party to IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INCIDENTAL, extraordinary and equitable relief by a Client of competent jurisdiction, CONSEQUENTIAL, OR SPECIAL DAMAGES OF ANY KIND, INCLUDING, including, without limitation, temporary restraining orders and WITHOUT LIMITATION, LOST REVENUES OR PROFITS, OR LOSS OF preliminary and permanent injunctions, without the necessity of BUSINESS OR LOSS OF DATA ARISING OUT OF THIS AGREEMENT, posting bond or security. IRRESPECTIVE OF WHETHER THE PARTIES HAVE ADVANCE NOTICE (j) Survival. The provisions of Sections 4 through 9 shall OF THE POSSIBILITY OF SUCH DAMAGE. survive the expiration or termination of this Agreement. THE FOREGOING LIMITATIONS OF LIABILITY SET FORTH IN THIS SECTION 6 SHALL NOT APPLY WITH RESPECT TO: (A) DAMAGES OCCASIONED BY THE FRAUD, GROSS NEGLIGENCE, OR WILLFUL MISCONDUCTOF EITHER PARTY; (B) DAMAGES OCCASIONED BY VIOLATION OF LAW. 7. Force Majeure. Neither party shall be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure. “Force Majeure” is defined as an event beyond the reasonable control of a party, including governmental action, war, riot or civil commotion, fire, natural disaster, labor disputes, restraints affecting shipping or credit, delay of carriers, inadequate supply of suitable materials or any other cause which could not with reasonable diligence be foreseen, controlled or prevented by the party. 73 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the execution of a Proposal from Beckwith Electronic Systems, LLC for the AV video/audio upgrade for District Courtroom #8 and allow an exemption from the bidding process pursuant to Texas Local Government Code 262.024A (7) (D). ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 $105,733 LINE ITEM NUMBER 001-608-00.5712_700 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Jeff McGill INGALSBE N/A SUMMARY The27B56B85B114B143B172B201B230B259B upgrade for Courtroom #8 was approved and budgeted during the FY18 budget process. Beckwith Electronics Systems was the contractor used during the Government Center build out of the current courtrooms that are in use. The system was customized for our District and County Court at Law Judges in order to provide consistency throughout all courtrooms. Additionally, Beckwith installed the wiring and configuration for the remaining courtrooms for future build outs. Due to the existing infrastructure that was put in place, it is necessary to utilize the same contractor to complete the upgrade for District Courtroom #8. Attachment:28B57B86B115B144B173B202B231B260B Beckwith Electronics Proposal 74 Qty Model Manufacturer Description Cost Per Cost Ext 1 DS-SH1M RDL Sterophonic Headphone Amp, 1/8" $ 187.97 $ 187.97 1 PS-24AS RDL Power Supply for D Series $ 30.42 $ 30.42 1 V11H698920 Epson PowerLite Pro G6870NLXGA 3LCD Projector $ 5,538.08 $ 5,538.08 1 V12H004M05 Epson Middle-throw zoom lens #2 $ 1,987.50 $ 1,987.50 1 AudiaEXPI Biamp 8-input expander $ 918.85 $ 918.85 4 M1255B Audix High-output mini condenser mic $ 470.35 $ 1,881.40 4 MC-HANGER Audix Hanger for M1255B $ 22.94 $ 91.77 1 UN65MU6300 Samsung 65" LED Smart TV $ 1,092.49 $ 1,092.49 1 P100HD Elmo Digital document camera $ 4,079.05 $ 4,079.05 13 VT2406-L Viewsonic 24" LED Monitor w/ RS-232 $ 287.49 $ 3,737.35 1 232-ATSC 4 Contemp. Research HDTV Tuner $ 1,031.55 $ 1,031.55 1 RK1 Contemp. Research Rack mount kit $ 43.70 $ 43.70 1 BD-A1040 Yamaha Blu-Ray disc player $ 459.99 $ 459.99 4 EVT1 Middle Atlantic 1U rack vent $ 14.89 $ 59.57 2 PWR-12120-USJP-S2 Moxa Power Adapter for N Port server $ 66.00 $ 132.00 2 N Port 5410 Moxa Serial Device Server $ 774.88 $ 1,549.76 8 OC40FMX Omnimount Full-motion arm mount $ 66.18 $ 529.44 5 DMG1000 Kanto Full-motion arm mount (removable) $ 253.49 $ 1,267.43 2 HDMI4K1x4 Vanco 1x4 HDMI Splitter $ 400.92 $ 801.84 5 70-1065-04 Extron Retractor Series/2 HDMI $ 382.50 $ 1,912.50 5 70-1065-11 Extron Retractor Series/2 VGA-A $ 425.00 $ 2,125.00 5 70-1065-03 Extron Retractor Series/2 Network $ 382.50 $ 1,912.50 3 70-090-14 Extron Blank Plate - Quad $ 23.00 $ 69.00 5 60-1356-02 Extron USB PowerPlate 200 AC AAP $ 143.75 $ 718.75 2 70-1045-02 Extron Cable Cubby 500, Black, No AC $ 360.00 $ 720.00 5 70-1039-01 Extron Cable Cubby Cable/AAP Bracket Kit $ 30.00 $ 150.00 5 70-092-11 Extron Two RCA Female to Solder Cups $ 23.00 $ 115.00 2 70-1080-01 Extron CableCover $ 74.75 $ 149.50 1 RT-N12+ ASUS 3 in 1 Router/AP/Range Extender for Large Envir $ 78.75 $ 78.75 1 PoE-SW1602E-ECO BV Tech 16 Port Rackmount PoE Switch $ 269.00 $ 269.00 1 D7CS1311-120-RPNY 120 GB SAATA-III Internal SSD $ 58.30 $ 58.30 75 1 OR700LCDRM1UCyberPower 700VA 400W UPS $ 217.59 $ 217.59 2 4-2400C15S-4GNG. Skill NT DDR4 4 GB RAM $ 17.99 $ 35.98 1 BX80662G4400 Intel Intel Pentium G4400 Skylake Dual-Core 3.3 GHz $ 64.99 $ 64.99 1 Z170M-ITX/ac ASRock Intel LGA 1151 Mini ITX Motherboard $ 167.69 $ 167.69 3 GC98FF StarTech DB9F to RJ45F Adapter (only had 3 in stock out o$ 14.99 $ 44.97 2 HD-DA4-4K-E Crestron DA4 HDMI 4-output distribution amp $ 287.50 $ 575.00 1 CEN-SW-POE-5 Crestron 5-port PoE Switch $ 230.00 $ 230.00 1 CEN-WAP-1500 Crestron High Power Dual-band WAP $ 608.00 $ 608.00 1 TPMC-8X-DS Crestron Docking Station for TPMC-8X-GA $ 287.50 $ 287.50 1 TPMC-8X-GA Crestron 8.4" WiFi Touch Screen $ 2,185.00 $ 2,185.00 1 DM-MD16X16 Crestron 16x16 DigitalMedia Switcher $ 7,310.00 $ 7,310.00 2 DMC-4K-HD Crestron 4K HDMI Input Card $ 680.00 $ 1,360.00 5 DMC-4K-C Crestron HDBaseT Input Card $ 935.00 $ 4,675.00 4 DMC-4K-CO-HD Crestron 2-Channel HDBaseT Output Card $ 1,105.00 $ 4,420.00 1 DMC-4K-HDO Crestron 2-Channel 4K Scaling HDMI Output Card $ 1,530.00 $ 1,530.00 1 C-4K-CO-HD-HD Crestron 2-Channel HDBaseT Output Card $ 1,445.00 $ 1,445.00 5 DM-TX-201-C Crestron DM Transmitter 201 $ 1,105.00 $ 5,525.00 8 M-RMC-4K-100-Crestron DM Receiver/Controller 100 $ 810.00 $ 6,480.00 2 CBL-HD-6 Crestron Interface Cable, 6' $ 42.50 $ 85.00 4 M-CBL-8G-NP-SP5Crestron DM 8G Cable, non-plenum, 500' $ 324.00 $ 1,296.00 1 DM-8G-CONN-10Crestron Connectors for DM 8G Cable, 100-pk $ 425.00 $ 425.00 1 n/a Lot Misc. cabling and installation materials $ - $ 4,102.00 1 n/a Lot Misc. connectors and terminal plates $ - $ 2,960.00 Equipment Subtotal 1 $ 79,728.17 Shipping/Handling (3%) $ 2,391.85 Equipment Subtotal 2 $ 82,120.02 Installation, Programming, Project Management, Design Labor $ 9,821.00 O&P $ 13,791.15 Total $ 105,732.17 76 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Adopt the Civil Rights Policies and Procedures associated with the implementation of the Texas Department of Agriculture, Texas Community Development Block Grant (CDBG) Program for the Cedar Oak Mesa Water Supply Corporation, 2017 Water System Improvement Project and Resolution agreeing to reaffirm and adopt several Federal and TxCDBG requirements. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Garza SHELL N/A SUMMARY Hays25B53B81B109B137B165B193B221B249B County is serving as the sponsor for a Texas Department of Agriculture (TDA), Texas Community Development Block Grant Program award of $300,000.00 for the water system improvements for the Cedar Oak Mesa Water Supply Corporation service area which is located south of Wimberley on River Road. These are federal grant funds and require compliance with various requirements for non-discrimination, accessibility and other civil rights issues. Resolution agreeing to reaffirm and adopt several Federal and TxCDBG requirements in conformity with the Civil Rights Act, the Fair Housing Act, and that the County will promote fair housing. The26B54B82B110B138B166B194B222B250B forms and resolutions included regard appointment of a Civils Rights Officer, a statement of policy for fair housing, nondiscrimination/accessibility policy on basis of disability, plan for accommodation of those with limited English language proficiency, an Excessive Force Policy (Resolution) for nonviolent civil rights demonstrations, accommodation of Section 3 businesses and residents in projects utilizing CDBG funds (Resolution), and procedures for filing complaints or grievances. It27B55B83B111B139B167B195B223B251B is proposed that the Human Resources Director be named the Civil Rights Officer to investigate and respond to any violations of civil rights issues 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Ratify the submission of the Emergency Management Performance Grant (EMPG) renewal application to the Texas Department of Public Safety, Texas Division of Emergency Management (TDEM) program for up to $171,468.11. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR GARZA/SMITH INGALSBE N/A SUMMARY The25B51B77B103B129B155B181B207B233B Emergency Management Performance Grant (EMPG) program is a federally funded program to assist states and local governments with all hazards emergency preparedness. The EMPG program has funded a portion of the salary and benefits for the Hays County Emergency Services staff. The grant term is from October 1, 2017 through September 30, 2018. 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the execution of renewal Service Request Forms for Grande Communications related to the County Wide Land-Lines and Fiber Infrastructure. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 N/A LINE ITEM NUMBER N/A AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Jeff McGill SHELL INGALSBE SUMMARY The27B57B87B117B147B177B207B237B267B attached Grande Communications contracts are renewal services agreements which include network redesign and increased bandwidth upgrades to meet the needs of all County Wide offices. Attachment28B58B88B118B148B178B208B238B268B s: Grande Communications Service Request Form - Co-Wide Account 113547 (excludes Wimberley) Grande29B Communications Service Request From - Wimberley Contract 11744 154 SERVICE REQUEST FORM Quote Date: 1/9/2018 10:53:31 PM Company Account Acct Group Tax Exempt Tax ID Contract # HAYS COUNTY COMPUTER SERVICE 113547 ENTPRS STATE Quote GOVERNMENT Billing Address Suite # City State Zip Acct Sales Rep Phone 111 E SAN ANTONIO ST STE STE 100 SAN MARCOS TX 78666 RYAN 100 THOMPSON Contact Name Phone Alt. Phone Email Term (months) JEFF MCGILL 512-393-7650 512-738-0635 [email protected] Quote Order # Configuration Service Address 1116294 PRI Disaster Recovery - Overflow Reroute 1307 UHLAND RD, SAN MARCOS, TX 78666 1116303 PRI Disaster Recovery - Overflow Reroute 401 BROADWAY ST, SAN MARCOS, TX 78666 1127161 PRI Disaster Recovery - Overflow Reroute 1303 UHLAND RD, SAN MARCOS, TX 78666 1133597 Enterprise DID/DOD Service 1307 UHLAND RD, SAN MARCOS, TX 78666 1133599 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1134298 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1138563 Enterprise DID/DOD Service 1303 UHLAND RD, SAN MARCOS, TX 78666 1139059 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1141186 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1141594 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1146090 Account Based Call Plan 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1153025 Enterprise DID Service 111 E SAN ANTONIO ST, SAN MARCOS, TX 78666 1164441 FTTX - Phone 110 E MLK DR STE 172, SAN MARCOS, TX 78666 1178469 Enterprise DID/DOD Service 1303 UHLAND RD, SAN MARCOS, TX 78666 1187355 Enterprise DID/DOD Service 1303 UHLAND RD, SAN MARCOS, TX 78666 1192469 Enterprise DID/DOD Service 1307 UHLAND RD, SAN MARCOS, TX 78666 1192471 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1195177 Enterprise DID/DOD Service 401 BROADWAY ST, SAN MARCOS, TX 78666 1195178 Enterprise DID/DOD Service 1303 UHLAND RD, SAN MARCOS, TX 78666 1203881 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203887 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203889 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203890 Enterprise PRI 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203891 Enterprise PRI 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203892 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203894 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 155 1203895 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203896 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203897 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203898 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203899 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203900 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203901 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203903 Enterprise DID/DOD Service 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203904 PRI Disaster Recovery - Overflow Reroute 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1203905 PRI Disaster Recovery - Overflow Reroute 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 1207772 Enterprise PRI 1307 UHLAND RD, SAN MARCOS, TX 78666 1208141 Enterprise PRI 401 BROADWAY ST, SAN MARCOS, TX 78666 1208607 Enterprise PRI 1303 UHLAND RD, SAN MARCOS, TX 78666 1224473 GMAN - Offnet 195 ROGER HANKS PKWY, DRIPPING SPRINGS, TX 78620 1224475 GMAN - Offnet 5458 FM 2770, KYLE, TX 78640 1224476 GMAN - Offnet 500 JACK C HAYS TRL, BUDA, TX 78610 1224477 GMAN - 1000 2171 YARRINGTON RD, SAN MARCOS, TX 78666 1224478 GMAN - 1000 1307 UHLAND RD, SAN MARCOS, TX 78666 1224479 GMAN - 100 401 BROADWAY ST, SAN MARCOS, TX 78666 1224480 GMAN - 100 2250 CLOVIS BARKER RD, SAN MARCOS, TX 78666 1224481 GMAN - 100 111 E SAN ANTONIO ST, SAN MARCOS, TX 78666 1224493 GMAN - 10000 712 S STAGECOACH TRL, SAN MARCOS, TX 78666 Service Address Configuration Pricing Description Quantity Non-Recurring Recurring All Services Account Based Call Plan 50,000 Minute Plan - .034/.02 1 $0.00 $950.00 110 E MLK DR STE 172, SAN FTTX - Phone 911 Managed Number 1 $0.00 $0.00 MARCOS, TX 78666 111 E SAN ANTONIO ST, SAN Enterprise DID Service PRI DID Individual 2 $0.00 $0.30 MARCOS, TX 78666 111 E SAN ANTONIO ST, SAN GMAN - 100 Enterprise Service Base Rate(Data) 1 $0.00 $0.00 MARCOS, TX 78666 Transparent LAN Service Mbps 100 $0.00 $500.00 1303 UHLAND RD, SAN MARCOS, TX Enterprise DID/DOD Service 911 Managed Number 21 $0.00 $0.00 78666 DID/DOD 22 $0.00 $7.35 1303 UHLAND RD, SAN MARCOS, TX Enterprise PRI PICC/End User Access Charge (24) 1 $0.00 $90.00 78666 PRI 1D + 23B Channels 1 $0.00 $672.50 PRI DID Individual 1 $0.00 $0.15 1303 UHLAND RD, SAN MARCOS, TX PRI Disaster Recovery - Overflow Call Forward Remote Access 1 $0.00 $0.00 78666 Reroute PRI Disaster Recovery - Overflow Reroute 1 $0.00 $75.00 1307 UHLAND RD, SAN MARCOS, TX Enterprise DID/DOD Service DID/DOD 1 $0.00 $0.35 78666 1307 UHLAND RD, SAN MARCOS, TX Enterprise PRI PICC/End User Access Charge (24) 1 $0.00 $90.00 78666 PRI 1D + 23B Channels 1 $0.00 $610.00 156 1307 UHLAND RD, SAN MARCOS, TX GMAN - 1000 Dedicated Internet Access Mbps 100 $0.00 $900.00 78666 Dedicated Internet Access Service 1 $0.00 $0.00 Enterprise Service Base Rate(Data) 1 $0.00 $375.00 Transparent LAN Service Mbps 100 $0.00 $500.00 1307 UHLAND RD, SAN MARCOS, TX PRI Disaster Recovery - Overflow Call Forward Remote Access 1 $0.00 $0.00 78666 Reroute PRI Disaster Recovery - Overflow Reroute 1 $0.00 $75.00 195 ROGER HANKS PKWY, GMAN - Offnet Dedicated Internet Access Mbps 100 $0.00 $875.00 DRIPPING SPRINGS, TX 78620 Dedicated Internet Access Service 1 $0.00 $0.00 Transparent LAN Service Mbps 100 $0.00 $500.00 2171 YARRINGTON RD, SAN GMAN - 1000 Dedicated Internet Access Mbps 100 $0.00 $900.00 MARCOS, TX 78666 Dedicated Internet Access Service 1 $0.00 $0.00 Enterprise Service Base Rate(Data) 1 $0.00 $375.00 Transparent LAN Service Mbps 100 $0.00 $500.00 2250 CLOVIS BARKER RD, SAN GMAN - 100 Enterprise Service Base Rate(Data) 1 $0.00 $0.00 MARCOS, TX 78666 Transparent LAN Service Mbps 50 $0.00 $500.00 401 BROADWAY ST, SAN MARCOS, Enterprise DID/DOD Service 911 Managed Number 2 $0.00 $0.00 TX 78666 DID/DOD 23 $0.00 $8.05 401 BROADWAY ST, SAN MARCOS, Enterprise PRI PICC/End User Access Charge (24) 1 $0.00 $90.00 TX 78666 PRI 1D + 23B Channels 1 $0.00 $435.00 PRI DID Individual 1 $0.00 $0.15 401 BROADWAY ST, SAN MARCOS, GMAN - 100 Enterprise Service Base Rate(Data) 1 $0.00 $0.00 TX 78666 Transparent LAN Service Mbps 25 $0.00 $500.00 401 BROADWAY ST, SAN MARCOS, PRI Disaster Recovery - Overflow Call Forward Remote Access 1 $0.00 $0.00 TX 78666 Reroute PRI Disaster Recovery - Overflow Reroute 1 $0.00 $75.00 500 JACK C HAYS TRL, BUDA, TX GMAN - Offnet Dedicated Internet Access Mbps 100 $0.00 $875.00 78610 Dedicated Internet Access Service 1 $0.00 $0.00 Transparent LAN Service Mbps 100 $0.00 $500.00 5458 FM 2770, KYLE, TX 78640 GMAN - Offnet Dedicated Internet Access Mbps 100 $0.00 $875.00 Dedicated Internet Access Service 1 $0.00 $0.00 Transparent LAN Service Mbps 100 $0.00 $500.00 712 S STAGECOACH TRL, SAN Enterprise DID/DOD Service DID/DOD 221 $0.00 $77.00 MARCOS, TX 78666 712 S STAGECOACH TRL, SAN Enterprise PRI 911 Managed Number 2 $0.00 $0.00 MARCOS, TX 78666 PICC/End User Access Charge (24) 4 $0.00 $360.00 PRI 1D + 23B Channels 4 $0.00 $1,350.00 PRI DID's (Block 10 DID's) 5 $0.00 $0.75 PRI DID's (Block of 50 DID's) 14 $0.00 $2.10 712 S STAGECOACH TRL, SAN GMAN - 10000 Dedicated Internet Access Mbps 1000 $0.00 $2,000.00 MARCOS, TX 78666 Dedicated Internet Access Service 1 $0.00 $0.00 Enterprise Service Base Rate(Data) 1 $0.00 $750.00 Installation (Data) 1 $0.00 $0.00 157 712 S STAGECOACH TRL, SAN GMAN - 10000 Transparent LAN Service Mbps 1000 $0.00 $1,400.00 MARCOS, TX 78666 712 S STAGECOACH TRL, SAN PRI Disaster Recovery - Overflow Call Forward Remote Access 2 $0.00 $0.00 MARCOS, TX 78666 Reroute PRI Disaster Recovery - Overflow Reroute 2 $0.00 $150.00 Totals $0.00 $18,443.70 Service Comments: Pricing is valid 30 calendar days from date of quote. Grande acceptance subject to final engineering and construction assessment. In limited cases, an additional Construction Surcharge may apply, and will be communicated in writing. Customer hereby agrees to all terms and conditions of the Telecommunications Services Agreement found at http://mm.mygrande.com/pdf/Telecom_Services_Agreement_Grande_Standard_2014.pdf and of the state and federal tariffs of Grande Communications Networks LLC (Grande) as the same exists and may be amended in the future, including limitations of Grande liabilities, applicable to the service(s) and options hereby requested. Authorized Signature Name Title Date Grande Acceptance Name Title Date 158 SERVICE REQUEST FORM Quote Date: 1/9/2018 11:52:39 PM Company Account Acct Group Tax Exempt Tax ID Contract # HAYS COUNTY COMPUTER SERVICE 113547 ENTPRS STATE 11744 GOVERNMENT Billing Address Suite # City State Zip Acct Sales Rep Phone 111 E SAN ANTONIO ST STE STE 100 SAN MARCOS TX 78666 RYAN 100 THOMPSON Contact Name Phone Alt. Phone Email Term (months) JEFF MCGILL 512-393-7650 512-738-0635 [email protected] 19 Order # Configuration Service Address 1224474 GMAN - Offnet 200 STILLWATER, WIMBERLEY, TX 78676 Service Address Configuration Pricing Description Quantity Non-Recurring Recurring 200 STILLWATER, WIMBERLEY, TX GMAN - Offnet Dedicated Internet Access Mbps 100 $0.00 $1,625.00 78676 Dedicated Internet Access Service 1 $0.00 $0.00 Transparent LAN Service Mbps 100 $0.00 $800.00 Totals $0.00 $2,425.00 Service Comments: Pricing is valid 30 calendar days from date of quote. Grande acceptance subject to final engineering and construction assessment. In limited cases, an additional Construction Surcharge may apply, and will be communicated in writing. Customer hereby agrees to all terms and conditions of the Telecommunications Services Agreement found at http://mm.mygrande.com/pdf/Telecom_Services_Agreement_Grande_Standard_2014.pdf and of the state and federal tariffs of Grande Communications Networks LLC (Grande) as the same exists and may be amended in the future, including limitations of Grande liabilities, applicable to the service(s) and options hereby requested. Authorized Signature Name Title Date Grande Acceptance Name Title Date 159 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Authorize the submission of a grant application to the Department of State Health Services (DSHS) for the FY19 Public Health Emergency Preparedness (PHEP) Program in the amount of $122,790.00. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 $12,279 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR GARZA INGALSBE N/A SUMMARY This26B54B82B110B138B166B194B222B250B grant application is to the Texas Department of State Health Services, Public Health Emergency Preparedness (PHEP). This program will provide support for the salary and benefits for the Emergency Preparedness Coordinator and a portion of an epidemiologist's salary. Previously this program provided support for the salary and benefits for the Emergency Preparedness Coordinator and SNS Coordinator. The grant requirements include a 10% match which will be met through contributions from the health department operating funds. The27B55B83B111B139B167B195B223B251B contract term for this grant will be in effect from July 1, 2018 through June 30, 2019. The application is due February 6, 2018 and will be submitted electronically. 160 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Accept and approve the 2017 Racial Profiling Report for the Hays County Constable Office, Precinct 1. ITEM TYPE MEETING DATE AMOUNT REQUIRED CONSENT February 6, 2018 N/A LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Constable David Peterson INGALSBE N/A SUMMARY The26B54B82B110B138B166B194B222B250B annual Racial Profiling Report for 2017 is submitted in accordance to: Law27B55B83B111B139B167B195B223B251B Enforcement Policy on Racial Profiling - Article 2.132 Texas Code of Criminal Procedure (7) require the agency to submit to the governing body of each county or municipality served by the agency an annual report of the information collected under Subdivision (6) if the agency is an agency of a county, municipality, or other political subdivision of the state. 161 162 163 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to authorize the execution of a Professional Service Agreement with Doucet & Associates to provide Plans, Specifications & Estimates (PS&E) services for the Old Bastrop Highway/CR 266 between Rattler Road and Centerpoint Road in Pct. 1 as part of the 2016 Road Bond Program. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-ROADS February 6, 2018 $426,384.00 LINE ITEM NUMBER 034-801-96-522 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: YES AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Michael J. Weaver INGALSBE N/A SUMMARY The27B55B83B111B139B167B195B223B251B Old Bastrop Highway/CR 266 (Centerpoint to Rattler Rd) reconstruction and safety improvements project is included in the County’s 2016 Bond Program. 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to accept Letter of Credit No.SBP702571 for street and drainage improvements for Belterra Subdivision Section 20-1 in the amount of $758,411.55. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-ROADS February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Borcherding WHISENANT N/A SUMMARY Belterra25B52B79B106B133B160B187B214B241B Section 20-1 is a proposed 53 lot segment, across 62.12 acres, in the master planned Belterra Subdivision. Water and wastewater services will be provided by the WCID #2. The26B53B80B107B134B161B188B215B242B final plat for the Belterra Subdivision Section 20-1 have been reviewed under the interlocal cooperation agreement with the City of Dripping Springs and have been approved by County staff. While the plat has been approved administratively, formal acceptance of fiscal surety is required by Commissioners Court action. 243 244 245 246 247 248 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to accept Letter of Credit No.SBP702570 for street and drainage improvements for Belterra Subdivision Section 20-2 in the amount of $131,721.80. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-ROADS February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Borcherding WHISENANT N/A SUMMARY Belterra25B52B79B106B133B160B187B214B241B Section 20-2 is a proposed 17 lot segment, across 21.89 acres, in the master planned Belterra Subdivision. Water and wastewater services will be provided by the WCID #2. The26B53B80B107B134B161B188B215B242B final plat for the Belterra Subdivision Section 21-1 have been reviewed under the interlocal cooperation agreement with the City of Dripping Springs and have been approved by County staff. While the plat has been approved administratively, formal acceptance of fiscal surety is required by Commissioners Court action. 249 250 251 252 253 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to authorize the Court to execute a Supplemental No. 1 to a Professional Service Agreement (PSA) with Binkley Barfield, Inc. for the FM 110 South (FM621-SH123) project as part of the Hays County/TxDOT Partnership Program. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-ROADS February 6, 2018 $127,401.15 LINE ITEM NUMBER 031-801-96-515 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Michael J. Weaver INGALSBE N/A SUMMARY The27B55B83B111B139B167B195B223B251B additional funds are needed to complete final design to accommodate planned TxDOT letting schedule. 254 255 256 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM SUB-904 Cypress Creek Acres, Amended Plat of a portion of lot 34 (1 lot). Discussion of possible action to consider granting a variance to Table 10-1 of the Hays County Rules for On-Site Sewage Facilities. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-SUBDIVISIONS February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR STRICKLAND SHELL N/A SUMMARY The25B53B81B109B137B165B193B221B249B proposed amended plat will correct the metes and bounds division of a portion of lot 34 and bring it into compliance with our Hays County Development Regulations. Water service will be provided by Wimberley Water Supply Corportion. Wastewater service will be accomplished by OSSFs. The26B54B82B110B138B166B194B222B250B Hays County minimum lot size for a lot served by a public groundwater supply system and advanced OSSF is 1.5 acre. Newly created lot 34B does not meet the current minimum lot size as a 1.045 acre tract. The applicant is seeking a Variance from Table 10-1 of the Hays County Rules for On-Site Sewage Facilities. This27B55B83B111B139B167B195B223B251B plat is being reviewed under the County's 1445 agreement with the City of Woodcreek. This action will allow the plat to move forward with County's process for final approval with the City of Woodcreek. 257 258 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to allow a salary exception (starting salary at 25th percentile) for position 710-1075- 100117 Road Maintenance Operator in the Transportation Department. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-ROADS February 6, 2018 $3521.90 LINE ITEM NUMBER 202-710-00.5021 (salary savings) AUDITOR USE ONLY AUDITOR COMMENTS: Salary savings are available. PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Borcherding JONES N/A SUMMARY The28B57B86B115B144B173B202B231B260B prospective employee has knowledge and experience that justifies a higher starting salary. 259 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to authorize two Transportation Department employees, Road Supervisor slot 1035- 001 and Road Lead slot 1055-001 to take a county issued vehicle to residences outside the county limits. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-MISCELLANEOUS February 6, 2018 N/A LINE ITEM NUMBER N/A AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR Borcherding WHISENANT N/A SUMMARY The27B57B87B117B147B177B207B237B267B Transportation Department has two existing employees that have previously met the policy criteria for take- home use of a County vehicle that have recently moved outside the "20 mile" rule. The28B58B88B118B148B178B208B238B268B Policy states: With the exception of Law Enforcement Officers and Emergency Management personnel hired prior to October 1, 2015, employees within the positions listed above may not take a County vehicle home without Commissioners Court approval unless they reside: a) in Hays County or b) within 20 miles from their principal office location if they reside outside of Hays County. All Employees hired on or after October 1, 2015 for any position listed above must reside: a) in Hays County or b) within 20 miles from their principal office location if they reside outside of Hays County, in order to take a County vehicle home without Commissioners Court approval. It is understood that principal office locations may change from time to time for some personnel that are authorized to take County vehicles home regularly. Temporary changes in office locations will not result in a violation of this policy with respect to the distance from the principal office location. In the event a permanent change in the principal office location for a County employee is made and the employee is no longer authorized to take a County vehicle home per this policy, the supervising department head or elected official should request Commissioners Court approval to allow the employee to continue to take the vehicle home. The29B59B89B119B149B179B209B239B269B Transportation Director respectfully requests authorization to allow these two employees to continue use of the county issued vehicles outside of the county limits due to their supervisory role an on call status. 260 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Discussion and possible action to authorize the Sheriff's Office to utilize County Wide Funds for the purchase of replacement equipment and miscellaneous improvements and amend the budget accordingly. ITEM TYPE MEETING DATE AMOUNT REQUIRED ACTION-MISCELLANEOUS February 6, 2018 $36,822 LINE ITEM NUMBER 001-618-03.5741 AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: YES AUDITOR REVIEW: MARISOL VILLARREAL-ALONZO REQUESTED BY SPONSOR CO-SPONSOR CUTLER INGALSBE N/A SUMMARY T27B64B101B138B175B212B249B286B323B he Sheriff's Office is requesting approval for the use of county wide funds for multiple areas of concern in the Jail. Replacement purchases and repairs include the following: Replacement28B65B102B139B176B213B250B287B324B a/c coils – The Jail has experienced a third failure of 31 Roof-Top A/C’s and is requesting the purchase of replacing one A/C coil for the inmate dorm D2-5&6. In addition; due to the lag time to receive coils, the Jail is also requesting to purchase two additional condenser coils for stock. Stocking two coils will reduce unnecessary downtime. The total cost of purchasing replacement coils is $7,397 with SI Mechanical. Replacement29B66B103B140B177B214B251B288B325B water pressure reducing valve – The existing water pressure reducer is 29 years old and is not working properly. Its function is to reduce the City’s 100 psi water pressure to 70-80psi. The Jail’s water system will not function at 100 psi. The total cost to replace one 4” pressure reducing valve is $8,092 with SI Mechanical. Repairs30B67B104B141B178B215B252B289B326B to sally port door – The existing sally port door is one of four that have reached 29 years of age and has been repaired multiple times over the years. Repairs are needed to door # 3 due to the safety and security of staff and inmates. The request is to repair and not replace door # 3 at a total of $9,438 with Texdoor; additional quotes are provided. Miscellaneous31B68B105B142B179B216B253B290B327B Improvements to office suites #500 & #510 totaling $11,895. During32B69B106B143B180B217B254B291B328B the FY18 budget the Commissioner's Court earmarked $500k for miscellaneous repairs as needed for Jail improvements. Budget33B70B107B144B181B218B255B292B329B Amendment: Increase34B71B108B145B182B219B256B293B330B 001-618-03.5719_400 Jail Misc Equipment $ 7,397 - A/C coils Increase35B72B109B146B183B220B257B294B331B 001-618-03.5741 Jail Misc. Capital Improvements $29,425 - Valve/Sally Port/Misc Imprv Decrease36B73B110B147B184B221B258B295B332B 001-645-00.5741 Co Wide Mics. Capital Improvements ($36,822) 261 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Executive Session pursuant to Sections 551.071 and 551.072 of the Texas Government Code: consultation with counsel and deliberation regarding the purchase, exchange or value of Right of Way along proposed FM110 in Pct. 1. Possible action to follow in open court. ITEM TYPE MEETING DATE AMOUNT REQUIRED EXECUTIVE SESSION February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR Kennedy INGALSBE N/A SUMMARY Summary25B51B77B103B129B155B181B207B233B to be provided in Executive Session. 262 AGENDA ITEM REQUEST FORM Hays County Commissioners Court Tuesdays at 9:00 AM Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday. AGENDA ITEM Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: consultation with counsel and deliberation regarding employment and duties of each individual position within the Office of General Counsel. ITEM TYPE MEETING DATE AMOUNT REQUIRED EXECUTIVE SESSION February 6, 2018 LINE ITEM NUMBER AUDITOR USE ONLY AUDITOR COMMENTS: PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A REQUESTED BY SPONSOR CO-SPONSOR KENNEDY INGALSBE N/A SUMMARY To be provided in Executive Session. 263