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HomeMy WebLinkAboutPACKET OCT 23 2007 (02)Citi of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS OCTOBER 23, 2007 1:30 P.M. CONSENT AGENDA Approval of minutes Confirmation of committee appointment A) Authorize the City Manager to execute an Interlocal Agreement with Drainage District No. 6 for the installation and maintenance of the Gulf Terrace Detention Facility Hike and Bike Trail 13) Authorize the City Manager to execute all documents necessary to accept funding from the Department of State Health Services (D. S.H.S.) for the W.I.C. Grant FY 2008 C) Approve a renewal of an annual maintenance agreement for Zoll Data Systems software support D) Approve a Change Order for the renovation of the elevator at the Civic Center I:) Authorize the acceptance of a ten (10) foot wide exclusive Water Line Easement out of the A. Williams Survey located at 2660 IH 10 East i:. BEAUMONT, TE SS TO: FROM: PREPARED BY: MEETING DATE: City Council Agenda Item City Council Kyle Hayes, City Manager Tom Warner, Director of Public Works October 23, 2007 REQUESTED ACTION: Council authorize the City Manager to execute an Interlocal Agreement with Drainage District No. 6 for the installation and maintenance of the Gulf Terrace Detention Facility Hike and Bike Trail. RECOMMENDATION Administration recommends Council authorize the City Manager to execute an Inter Local Agreement with Drainage District No. 6 for the installation and maintenance of the Gulf Terrace Detention Facility Kike and Bike Trail. BACKGROUND The proposed hike and bike trail will be constructed on the Drainage District No. 6 (DD#6) Gulf Terrace Detention Facility located on Phelan Boulevard east ofKeith Road. The recreational trail will traverse around the detention facility on Phelan Boulevard, extend along a drainage outfall easement and end at the drainage detention pond on Dishman Road. Total length of the trail is approximately 2.5 miles. Parking facilities will be provided at the Phelan Boulevard entrance to the trail. The Interlocal Agreement outlines the responsibilities of the District and City in regards to the construction and maintenance of the hike and bike trail. A copy of the agreement, in substantial form, is enclosed. BUDGETARY IMPACT None. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to execute an Interlocal Agreement with Drainage District No. 6 for the installation and maintenance of the Gulf Terrace Detention Facility Hike and Bike Trail located on Phelan Boulevard east of Keith Road. The agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - RESOLUTION NO. 07-325 WHEREAS, Jefferson County Drainage District No. 6 has agreed to convey a 7.309 acre easement, as described in Exhibit "A" and shown on Exhibit "B" attached hereto, to the City of Beaumont for the purpose of constructing and maintaining the Gulf Terrace Detention Facility Hike and Bike Trail on Drainage District No. 6 property; and, WHEREAS, the City Council has considered the purpose of said conveyance and is of the opinion that the acceptance of said conveyance is necessary and desirable and that same should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the easement conveyed by Jefferson County Drainage District No. 6, as described in Exhibit "A" and shown on Exhibit "B" attached hereto, be and the same is hereby, in all things, accepted for the aforestated purpose. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 9th day of October, 2007. Becky Ames - IM HE "V% PAGE 1 OF 5 FIELD NOTE DESCRIPTION FORA 7.349 ACRE EASEMENT OUT OF THE A. HOUSTON LEAGUE, ABSTRACT 33 JEFFERSON COUNTY, TEXAS ER 7, 2007 That certain 7.309 arae tract out of the A. Houston League, Abstract 33, Jefferson County, Teras, being out of a called 209.07 acre tract conveyed to Jefferson County Drainage District No. 6 as recorded in Film Code 103406-2383 and Film Code 103-06-2396 of the Real Property Records of Jefferson County, Trus, and a called 11.80 acre tract conveyed to Jefferson County Drainage District No. 6 as recorded in Film Code 103406-2472 of the Real Property Records of Jefferson County, Texas, and a called162.89 acne tract conveyed to Jefferson, County Drainage District No. 6 as recorded in Film Code 103-43-0139 of the Regi Property Records of Jefferson Cotmty, Texas, said 7.309 acres being more particularly described by metes and bounds as follows: Commencing at a W steel rod found it the north right of way line of Phelan Boulevard, said point being North 00°iT24" West, a distance of 30.00 feet, of the southeast property corner of the said 209.07 acre tract and the southweet property corner of a called 56.974 acre tract comreyed to Jefferson County Drainage District No. 6 as recorded in Clerks File 2002013054 of the Official Public Records of Real Property of Jefferson County, Texas; TI'HtNCE North 89°53'32"W West along said north right-of-way line of Phelan Boulevard and the swarth line of the said 56.974 acre tract a distance of 259.18 feet to a Point of Beginning of the centerline description for Alignment "A"; THENCE North 00° 04'43" West, departing said north right-of-way line of Phelan Boulevard, a distance of 334.84 feet, being a 30 feet wide parcel extending 15.00 feet on each side of said centcxliae to a point; THENCE coming North 000 04'43" West a distance of 90.00 feet, being an 80.00 feet wide pami extending 40.00 feet on each side of said centerline to a point; THENCE South 89°5621" East a distance of 31.0 feet and extending 0.00 feet on each side of said centerline to a point, said point being the big of a 20.00 feet wide parcel being 10 feet on each side of said centerline; THENCE North 00°2224" West a distanw of 139.97 feet to a non-taageut point on a curve to the left and herein to as Point W; Tcontinuing along said curve having a radius of 75.00 feet', central angle of 79°50'23", arc distance of 104.51 feet„ chord bearing of North 39°4459" East and a chord distance of 96.26 feet to the point of tangency of said curve; EXEDM T "A", PAGE 2 OF 5 THENCE North 00110'13" West a distance of 552.11 feet; THENCE North 00°55'23" East a distance of 1,708.22 feet to the paint of curvature of a curve to the right; THENCE along said cum having a radius of 400.00 feet, central angle of 11 °04'32", arc distance of 77.32 feet, chord bearing of North 06.2739" Fast, and chord distance of 77.20 feet, to the point of tangency of said curve; THENCE North 11 *59'54" East a distance of 300.45 feet to the point of curvature of a curve to the left, herein referred to as Point `B", said point also the Point of Beginning for Alignment D". THENCE along said curve having a radius of 100.00 feet, central angle of 101°57'2T', arc distance of 155.54 feet, chord bearing of North 380 54'39" West and a chord distance of 155.54 feet to the point of tangency of said curve, herein referred to as Point "C" and also the Point of Beginning for Alignment "C"; THENCE North 890 57'33" West 35.00 feet perpendicular to and parallel with the common north line of said 209.07 acre tract and the south line of a called 200 acre tract conveyed to A Huston Properties, LLC as recorded in Clerks File 2003030222 of the Official Public Records of Real' Property of Jefferson CounM Texas, a distance of 2,360.96 feet to the point of curvature of a curve to the left; THENCE along said curve having a radius of 80.00 feet, central angle of 89°52'08", an arc distance of 125.43 feet, chord bearing of South 45" 01'59" West; chord distance of 111.95 feet to the point of tangency of said curve; THENCE South 00°10' 19" West 14.00 feet perpendicular to and parallel with the common west line of said 209.07 acre tract and the east line of a tract conveyed to the Lower Neches Valley Authority as recorded in Volume 948, Page 160 of the Deed Records o€Jefferson County, Texas, a distance of 2,721.76 feet to the paint of curvature of a curve to the left; THENCE along said curve having a radius of 80.00 feet, central angle of 91030'14", arc distance of 127.76 feet, chord bearing of South 45° 35'36" East, chord distance of 114.59 feet, to the point: of tangency of said curve; THENCE North 88° 40'05" East a distance of 2,295.41 feet to the point of curvature of a curve to the left, THENCE along said curve having a radius of 75.00 feet, central angle of 09*59'55", arc distance of 11.78 feet, chord bearing of North 84x10108" East, chord distance of 11.77 feet, to a point on the curve previously identified as Point "A" and containing 5306 acnes of land more or less. EXEE[Brr "A", PAGE 3 OF 5 Beginning at Point -W; as previously desc rilW herein, said Point being located at a point of curvature on Aligament "A", the beginning of a 20.00 feet wide parcel being 10.00 feet on each side of the following described alignment; THENCE North 11' 59'W' East a distance of 45.49 feet to the point of curvature of a curve to the left; THENCE along said curve having a radius of 400.00 feet, central angle of 15°03'51", arc distance of 105.17 feet, chord bearing of North 04° 27'59P ]East, and a chord distance of 104.86 feet, to the point of tangency of said curve; THENCE North 03° 03'56" West passing the common north line of said 209.07 acre tract with they south line of a called 11.80 acre tract eyed to Jefferson County Drainage District No. 6 as -recorded in File 2003051955 of the Rent Property Rcoords of Jefferson County, Terris, at a distance of 691 fent, and continuing along said bearing for a total distance of 24.27 fed to a point herein referred to as Point "W, THENCE North 03603'56" West a distance of 82.91 feet to a point of inflection, said point being 15.00 feet perpendicular to the common west line of said 11.80 acre tract and the east line of said 20X1 acre tract; THENCE North 00°02'22" West,15.00 feet perPeadicuilar and parallel with the common west line of said 11.80 acre tract and the east line of a said 200 acre tract, a distance of 3,106.19 feet to the point of curvature of a curve to the right; THENCE along said curve having a radius of 100.00 feet, coral angle of 52010'25", arc distance of 91.06 feet, chord beating of North 26' 01'53" East, and chord distance of 88.00 feet, to the point of tangency of said curve; THENCE North 520 08'03" East passing the common east line of said 11.80 acne tract with the west line of a said 162.89 acre tract utt a distance of 121.95 feet and continuing along said bearing for a total distance o€175.27 feet to the point of curvature of a curve to the right; TH INCE along said carve having a radius of 100.00 feuk central angle of 37051'47", arc distance of 66.08 feet, chord bearitrg of North Tl° 03'56" East, and chord distance of 64.89 feet, to the point of tangency of said curve; THENCE North 89059'50" East, 11.00 feet perpendicular to, and parallel with, the common north line of said 162.89 acre tract and the south right-of-way line of Dishman Roam, a distance of 5 70.3 1 feet to the point of curvature of a curve to the right; XXM%Ti`'AA", PAGE 4 OF 5 THENCE along said curve having a radius of 100.00 feet, oral angle of 24141'25", arc distance of 43.09 feet; chord bearing of South 77° 3928" Fast; and chord distance of 42.76 feet, to the point of tangency of said curve; THENCE South 651118'45" East a distance of 28.40 feet to a point, said pout being the end of Alignment "B", and containing 1.971 acres of hmd, more or less. Centerline Desoriotion Of____lAl',gnment "C" Beginning at Point "C", as previously described herein, said point being located at a point of tangency on Alignmcet "A", the beginning of a 20.00 fed wide parcel being 10.00 feet on each side of the following described alignmerY ; THENCE South 89'5733" East; 35.00 feet perpendicular to, and parallel with, the common north line of said 209.07 acre tract and the south line of said 200 acre trail, a distance of 64.04 feet to the point of curvature of a curve to the left; THENCE along said terve having a radius of 50.00 feet, central angle of 93006'23", chord bearing of North. 43Q 29'1 r East, chord distance of 72.60 feet, gassing the common north line of said 209.07 acre tract with the south lime of said 11.80 acre tract at an arc distance of 63.31 feet and continuing along said curve for a total arc distance of 81.25 feet to the point of tangency of said curve with Alignmea M", said point of tangency being previously descr!'bed as Point -D" and containing 0.032 acres of land, more or less. W avow wr4Nsia srw3re-avm t r. t g" I t T T t i t INTERLOCAL AGREEMENT "IRE STATE OF TEXAS COUNTY OF JEFFERSON This Interlocal Agreement ("the agreement") is entered into between the City of Beaumont, a municipal corporation of Jefferson County, Texas and State of Texas (hereinafter called "City"), and Jefferson County Drainage District No. 6, a special district of the State of Texas (hereinafter called "District"). Both entities are authorized to enter into interlocal agreements in accordance with Title 7 of the Government Code of the State of Texas (Vernon 1996) Section 791.001 et Seq. ,Che City and the District agree as follows: WITNESSETH The City desires to install a 2.5 mile Hike and Bike Trail on District property beginning at the Gulf Terrace Detention Facility and ending at the Chris Quinn Soccer Fields. In conjunction with the construction of the Hike and Bike Trail, a parking lot will also be constructed on District property between Phelan Boulevard and the Gulf Terrace Detention Facility. The City and the District have agreed to the responsibilities of this project on the following basis: 1. The City will be responsible for all costs of engineering, design, coordination (to include bidding, letting of materials and construction contracts), construction, and project management for this project. 2. The City will be responsible for the maintenance of the hike and bike trail, the Parking lot and vegetation control within three feet of each side of the trail and parking lot. EXHIBIT "A" HikeBikeTrailGulfferracelnterlocaL4greement. doc 3. The District will be shown as an additional name insured on the contractor's insurance policy during construction of the trail with full indemnification provided to the District by the contractor. 4. The cost of relocation of city owned utility lines and structures, if any, will be borne by the City. 5. The District will be responsible for conveying a 7.309 acre easement described in Exhibit A and shown in Exhibit B attached hereto, to the City for the purpose of constructing and maintaining the Gulf Terrace Detention Facility Hike and Bike Trail. Executed this day of ATTEST: By: City Clerk ATTEST: By: Vice-PresidentlSecretary 2007 THE CITY OF BEAUMONT By: City Manager By: President City Council Agenda Item � c TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Ingrid Holmes, Public Health Directo MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider authorizing the City Manager to execute all documents necessary to accept funding from the Department of State Health Services (D.S.H.S.) for the W.I.C. Grant FY'2008. RECOMMENDATION Administration recommends Council approval. BACKGROUND The Special Supplemental Nutrition Program for Women, Infants and Children (W.I. C.) is a nutrition education and supplemental food program for pregnant and post portum women, breast-feeding women and infants and children up to the age of five (5). The program also provides information on healthy eating and referrals to health care. W.I.C. is a federal grant program for which Congress authorizes a specific amount of funds each year for the program. The Beaumont W.I.C. program operates at two (2) locations in the City and services approximately 3,700 - 4,200 participants per rrionth. BUDGETARY IMPACT The W.I.C. Program is a cost reimbursement program. The approximate value of this contract is $ 479,000.00 RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute all documents necessary to accept funding from the Department of State Health Services for the W.I.C. Grant FY 2008. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - '. DAVID L. LAKEY, M.D. COMMISSIONER September 25, 2007 Dear Contractor: TEXAS DEPARTMENT OF STATE HEALTH SERVICES 1100 W. 490' Street • Austin, Texas 78756 1-888-963-7111 • ham://www.dshs.state.tx.us TDD: 512-458-7708 Enclosed are two copies of your Department of State Health Services (DSHS) contract. Please sign and return both copies to this unit as soon as possible. Your contract will be signed by DSHS and returned to your agency. Changes made to any portion of the contract documents are considered a counter-offer and are not valid without DSHS written concurrence. DSHS will not pay for reimbursements submitted/postmarked more than 60 days after the end of the contract term. Additional information regarding this policy is available on the DSHS website at httD://www.dshs.state.tx.us. PLEASE NOTE: Return both copies of the contract in their entirety to the address below. Contracts returned to any other address may result in contract delays. Client Services Contracting Unit - MC 1886 1;lepartment of State Health Services 1100 W. 49th Street PO Box 149347 Austin, Texas 78714-9347 Attention: Bill Walk Please reference the DSHS contract and attachment number in all future correspondence. If you have questions, please contact Bill Walk at 512-458-7111 ext. 7470 or via email at Bill.Walk@dshs.state.tx.us. Sincerely, Bob Burnette, Director Client Services Contracting Unit Enclosures FOR REVIEW ONLY ----- FILE 13 An Equal Employment Opportunity Employer and Provider DEPARTMENT OF STATE HEALTH SERVICES This contract, number 2008-024655 (Contract), is entered into by and between the Department of State Health Services (DSHS or the Department), an agency of the State of Texas, and BEAUMONT PUBLIC HEALTH DEPARTMENT (Contractor), a Government Entity, (collectively, the Parties). 1. Purpose of the Contract. DSHS agrees to purchase, and Contractor agrees to provide, services or goods to the eligible populations as described in the Program Attachments. 2. Total Amount of the Contract and Payment Method(s). The total amount of this Contract is $0.00, and the payment method(s) shall be as specified in the Program Attachments. 3. Funding Obligation. This Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, budget cuts, transfer of funds between programs or health and human services agencies, amendment to the Appropriations Act, health and human services agency consolidation, or any other disruptions of current appropriated funding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract. 4. Term of the Contract. This Contract begins on 10/01/2007 and ends on 09/30/2008. DSHS has the option, in its sole discretion, to renew the Contract as provided in each Program Attachment. DSHS is not responsible for payment under this Contract before both parties have signed the Contract or before the start date of the Contract, whichever is later. 5. Authority. DSHS enters into this Contract under the authority of Health and Safety Code, Chapter 1001. 6. Documents Forming Contract. The Contract consists of the following: a. Core Contract (this document) b. Program Attachments: 2008-024655-001 NSS - WIC CARD PARTICIPATION c. General Provisions (Sub -recipient) d. Solicitation Document(s), and e. Contractor's response(s) to the Solicitation Document(s). f Exhibits Any changes made to the Contract, whether by edit or attachment, do not form part of the Contract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein. 92648-1 7. Conflicting Terms. hz the event of conflicting terms among the documents forming this Contract, the order of control is first the Core Contract, then the Program Attachment(s), then the General Provisions, then the Solicitation Document, if any, and then Contractor's response to the Solicitation Document, if any. 8. Payee. The Parties agree that the following payee is entitled to receive payment for services rendered by Contractor or goods received under this Contract: Name: CITY OF BEAUMONT Address: P.O. BOX 3827 BEAUMONT, TX 77704 Vendor Identification Number: 17460002789023 9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of the Parties and that there are no agreements or understandings, written or oral, between them with respect to the subject matter of this Contract, other than as set forth in this Contract. 92648-i By signing below, the Parties acknowledge that they have read the Contract and agree to its terms, and that the persons whose signatures appear below have the requisite authority to execute this Contract on behalf of the named party. DEPARTMENT OF STATE HEALTH SERVICES By: Signature of Authorized Official Date Bob Burnette, C.P.M., CTPM Director, Client Services Contracting Unit 1100 WEST 49TH STREET AUSTIN, TEXAS 78756 (512) 458-7470 Bob.Burnette@dshs.state.tx.us 92b4s-1 BEAUMONT PUBLIC HEALTH DEPARTMENT By: Signature Date Printed Name and Title Address City, State, Zip Telephone Number E-mail Address for Official Correspondence FISCAL YEAR 2008 PERFORMANCE CONTRACT GENERAL PROVISIONS (Core/Subrecipient) TABLE OF CONTENTS ARTICLE I COMPLIANCE AND REPORTING 1.01 Compliance with Statutes and Rules 1.02 Compliance with Requirements of Solicitation Document 1.03 Reporting 1.04 Client Eligibility 1.05 Applicable Contracts Law and Venue for Disputes 1.06 Applicable Laws and Regulations Regarding Funding Sources 1.07 Statutes and Standards of General Applicability 1.08 General Provisions Applicable to Interagency & Interlocal Contracts ARTICLE II SERVICES 2.01 Education to Persons in Residential Facilities 2.02 Disaster Services 2.03 Consent to Medical Care 2.04 Telemedicine Medical Services 2.05 Fees for Professional Health Services 2.06 Cost Effective Purchasing of Medications ARTICLE III FUNDING 3.01 Debt to State and Corporate Status 3.02 Application of Payment Due 3.03 Use of Funds 3.04 Use for Match Prohibited 3.05 Program Income 3.06 Nonsupplanting ARTICLE IV PAYMENT METHODS AND RESTRICTIONS 4.01 Payment Methods 4.02 Billing Submission 4.03 Final Billing Submission 4.04 Working Capital Advance 4.05 Financial Status Reports (FSRs) 4.06 Third Party Payors 1 1 1 1 1 1 2 2 4 5 5 5 5 6 6 6 6 6 7 7 7 7 7 8 8 8 8 8 8 9 ARTICLE V TERMS AND CONDITIONS OF PAYMENT 9 5.01 Prompt Payment 9 5.02 Withholding Payments 9 5.03 Condition Precedent to Requesting Payment 9 5.04 Acceptance as Payment in Full 10 ARTICLE VI ALLOWABLE COSTS AND AUDIT REQUIREMENTS General Provisions (Core Subrecipient 2008) Table of Contents 6/12/2007 10 6.01 Independent Audit 10 6.02 Allowable Costs 10 6.03 Submission of Audit 11 ARTICLE VII CONFIDENTIALITY 12 7.01 Maintenance of Confidentiality 12 7.02 Use of PHI 12 7.03 Disclosure to Department 12 7.04 Department Access to PHI 12 7.05 Exchange of Client -Identifying Information 12 7.06 Security of Patient or Client Records 13 7.07 HIV/AIDS Model Workplace Guidelines 13 ARTICLE VIII RECORDS RETENTION 13 8.01 Retention 13 ARTICLE IX ACCESS AND INSPECTION 14 9.01 Access 14 9.02 State Auditor's Office 14 9.03 Responding to Deficiencies 14 ARTICLE X NOTICE REQUIREMENTS 15 10.01 Child Abuse Reporting Requirement 15 10.02 Significant Incidents 15 10.03 Litigation 15 10.04 Action Against Contractor 15 10.05 Insolvency 16 10.06 Misuse of Funds 16 10.07 Criminal Activity and Disciplinary Action 16 10.08 Retaliation Prohibited 16 10.09 Documentation 16 ARTICLE XI ASSURANCES AND CERTIFICATIONS 16 11.01 Certification 16 11.02 Child Support Delinquencies 17 11.03 Authorization 17 11.04 Gifts and Benefits Prohibited 17 11.05 Ineligibility to Receive the Contract 18 11.06 Antitrust 18 11.07 Initiation and Completion of Work 18 ARTICLE XII GEN. BUS. OPERATIONS OF CONTRACTOR 18 12.01 Board Training 18 12.02 Duty of Compliance 18 General Provisions (Core Subrecipient 2008) Table of Contents 6/12/2007 2 12.03 Management and Control Systems 19 12.04 Insurance and Bonding 19 12.05 Fidelity Bond 19 12.06 Liability Coverage 20 12.07 Overtime Compensation 20 12.08 Program Site 20 12.09 Cost Allocation Plan 20 12.10 Reporting for Unit Rate and Fee for Service Contracts 21 12.11 Historically Underutilized Businesses (HUBs) 21 12.12 Buy Texas 21 12.13 Contracts with Subrecipient Subcontractors 21 12.14 Status of Subcontractors 22 12.15 Incorporation of Terms 22 12.16 Independent Contractor 22 12.17 Authority to Bind 22 12.18 Tax Liability 22 12.19 Notice of Organizational Change 23 12.20 Quality Management 23 12.21 Equipment and Controlled Assets Purchases 23 12.22 Supplies 23 12.23 Changes to Equipment List 23 12.24 Property Inventory and Protection of Assets 24 12.25 Bankruptcy 24 12.16 Title to Property 24 12.27 Property Acquisitions 24 12.28 Disposition of Property 24 12.29 Closeout of Equipment 25 12.30 Assets as Collateral Prohibited 25 ARTICLE XIII GENERAL TERMS 25 13.01 Assignment 25 13.02 Lobbying 25 13.03 Conflict of Interest 25 13.04 Transactions Between Related Parties 25 13.05 Intellectual Property 25 13.06 Other Intangible Property 27 13.07 Severability and Ambiguity 28 13.08 Legal Notice 28 13.09 Successors 28 13.10 Headings 28 13.11 Parties 28 13.12 Survivability of Terms 28 13.13 Direct Operation 28 13.14 Customer Service Information 28 13.15 Amendment 28 13.16. Contractor's Notification of Change to Certain Contract Provisions 29 General Provisions (Core Subrecipient 2008) Table of Contents 6/12/2007 3 13.17 Contractor's Request for Revision of Certain Contract Provisions 29 13.18 Immunity Not Waived 30 13.19 Hold Harmless 30 13.20 Waiver 30 13.21 Contracting with Executive Head of State Agency 30 13.22 Technology Accessibility 31 ARTICLE XIV BREACH OF CONTRACT AND REMEDIES FOR NON-COMPLIANCE 31 14.01 Actions Constituting Breach of Contract 31 14.02 General Remedies and Sanctions 32 14.03 Notice of Remedies or Sanctions 34 14.04 Emergency Action 35 ARTICLE XV CLAIMS AGAINST THE DEPARTMENT 35 15.01 Breach of Contract Claim 35 15.02 Notice 35 15.03 Sole Remedy 36 15.04 Condition Precedent to Suit 36 15.05 Performance Not Suspended 36 ARTICLE XVI TERMINATION 36 16.01 Expiration of Contract or Program Attachment(s) 36 16.02 Effect of Termination 36 16.03 Acts Not Constituting Termination 36 16.04 Termination Without Cause 37 16.05 Termination For Cause 37 16.06 Notice of Termination 39 ARTICLE XVII VOID, SUSPENDED AND TERMINATED CONTRACTS 39 17.01 Void Contracts 39 17.02 Effect of Void, Suspended or Involuntarily Terminated Contract 39 17.03 Appeals Rights 39 ARTICLE XVIII CLOSEOUT AND CONTRACT RECONCILIATION 18.01 Cessation of Services at Closeout 18.02 Administrative Offset 18.03 Deadline for Closeout 18.04 Payment of Refunds 18.05 Disallowances and Adjustments 18.06 Contract Reconciliation 39 39 40 40 40 40 40 General Provisions (Core Subrecipient 2008) Table of Contents 6/12/2007 4 Fiscal Year 2008 Performance Contract General Provisions (Core/Subrecipient) ARTICLE I COMPLIANCE AND REPORTING Section 1.01 Compliance with Statutes and Rules. Contractor shall comply, and shall require its subcontractor(s) to comply, with the requirements set forth in the Department's rules of general applicability and other applicable state and federal statutes, regulations and rules as such statutes, regulations and rules currently exist and as they may be lawfully amended. The Department rules are set forth in the Texas Administrative Code, Title 25 (Rules). To the extent this Contract imposes a higher standard, or additional requirements beyond those required by applicable statutes, regulations or the Rules, the terms of the Contract shall control. Section 1.02 Compliance with Requirements of Solicitation Document. Except as specified in these General Provisions or the Program Attachment(s), Contractor shall comply with the requirements, eligibility conditions, assurances, certifications and program requirements of the Solicitation Document (including any revised or additional terms agreed to in writing by Contractor and DSHS prior to execution of this Contract) for the duration of this Contract or any subsequent renewals. The Parties agree that the Department has relied upon the Contractor's response to the Solicitation Document. The Parties agree that any misrepresentation contained in the Contractor's response to the Solicitation Document shall constitute a breach of this Contract. Section 1.03 Reporting. Contractor shall submit reports in accordance with the reporting requirements established by the Department and shall provide any other information requested by the Department in the format required by DSHS. Failure to submit a required report or additional requested information by the due date specified in the Program Attachment(s) or upon request constitutes a breach of contract, may result in delayed payment, and may adversely affect evaluation of Contractor's future contracting opportunities with the Department. Section 1.04 Client Eligibility. Where applicable, financial eligibility criteria, financial assessment procedures, and standards developed by the Department shall be utilized by Contractor to determine client eligibility. Section 1.05 .Applicable Contracts Law and Venue for Disputes. Regarding all issues related to contract formation, performance, interpretation, and any issues that may arise in any dispute between the Parties, the Contract shall be governed by, and construed in accordance with, the laws of the State of Texas. In the event of a dispute between the Parties, venue for any suit shall be Travis County, Texas. General Provisions (Core Subrecipient 2008) 6/12/2007 Section 1.06 Applicable Laws and Regulations Regarding Funding Sources. Where applicable, federal statutes and regulations, including federal grant requirements applicable to funding sources, shall apply to this Contract. Contractor agrees to comply with applicable laws, executive orders, regulations and policies as well as Office of Management and Budget (OMB) Circulars, the Uniform Grant and Contract Management Act of 1981 (UGMA), TEx. Gov'T. CODE ch. 783, as amended, and Uniform Grant Management Standards (UGMS) as amended by revised federal circulars and incorporated in UGMS by the Governor's Budget and Planning Office. UGMA is located on the Internet at http://tlo2.tic.state.tx.us/statutes/statutes.html; the UGMS are located on the Internet at http://www.governor. state.tx.us/divisions/stategrants/guidelines/files/UGMS062004 .doe. Contractor also shall comply with all applicable federal and state assurances contained in UGMS, Part III, State Uniform Administrative Requirements for Grants and Cooperative Agreement §_.14. Section 1.07 Statutes and Standards of General Applicability. It is Contractor's responsibility to review and comply with all applicable statutes, rules, regulations, executive orders and policies. To the extent applicable to Contractor, Contractor agrees to comply with the following: a) The following statutes and DSHS policy that collectively prohibit discrimination on the basis of race, color, national origin, limited English proficiency, sex, sexual orientation (where applicable), disabilities, age, substance abuse or religion: 1) Title VI of the Civil Rights Act of 1964, 42 U.S.C.A. §§ 2000d et seq.; 2) Title IX of the Education Amendments of 1972, 20 U.S.C.A. §§ 1681- 1683, and 1685-1686; 3) Section 504 of the Rehabilitation Act of 1973, 29 U.S.C.A. § 794(a); 4) the Americans with Disabilities Act of 1990, 42 U.S.C.A. §§ 12101 et seq.; 5) Age Discrimination Act of 1975, 42 U.S.C.A. §§ 6101-6107: 6) Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, 42 U.S.C.A. § 290dd (b)(1); 7) 45 CFR Parts 80, 84, 86 and 91; 8) U.S. Department of Labor, Equal Employment Opportunity E.O. 11246, as amended and supplemented; 9) TEx. LAB. CODE. ch. 21; and 10) DSHS Policy AA -5018, Non-discrimination Policy for DSHS Programs; b) Drug Abuse Office and Treatment Act of 1972, 21 U.S.C.A. §§ 1101 et seq., relating to drug abuse; C) Public Health Service Act of 1912, §§ 523 and 527, 42 U.S.C.A. § 290dd- 2, and 42 C.F.R. pt. 2, relating to confidentiality of alcohol and drug abuse patient records; d) Title VIII of the Civil Rights Act of 1968, 42 U.S.C.A. §§ 3601 et seq., relating to nondiscrimination in housing; e) Immigration .Reform and Control Act of 1986, 8 U.S.C.A. § 1324a, regarding employment verification; f) Pro -Children Act of 1994, 20 U.S.C.A. §§ 6081-6084, regarding the non- use of all tobacco products; g) National Research Service Award Act of 1971, 42 U.S.C.A. §§ 289a-1 et seq., and 6601 (P.L. 93-348 and P.L. 103-43), as amended, regarding human General Provisions (Core Subrecipient 2008) 6/12/2007 2 subjects involved in research; h) Hatch Political Activity Act, 5 U.S.C.A. §§ 1501-1508 and 7321-26, which limits the political activity of employees whose employment is funded with federal funds; i) Fair Labor Standards Act, 29 U.S.C.A. §§ 201 et seq., and the Intergovernmental Personnel Act of 1970, 42 U.S.C.A. §§ 4701 et seq., as applicable, concerning minimum wage and maximum hours; j) TEx. Gov'T CODE ch. 469 (Supp. 2004), pertaining to eliminating architectural barriers for persons with disabilities; k) Texas Workers' Compensation Act, TEX. LABOR CODE, chs. 401-406 28 TEx. ADMrN. CODE pt. 2, regarding compensation for employees' injuries; 1) The Clinical Laboratory Improvement Amendments of 1988, 42 USC § 263a, regarding the regulation and certification of clinical laboratories; m) The Occupational Safety and Health Administration Regulations on Blood Borne Pathogens, 29 CFR § 1910.1030, or Title 25 Tex. Admin Code ch. 96 regarding safety standards for handling blood borne pathogens; n) Laboratory Animal Welfare Act of 1966, 7 USC §§ 2131 et seq., pertaining to the treatment of laboratory animals; o) Environmental standards pursuant to the following: 1) Institution of environmental quality control measures under the National Environmental Policy Act of 1969, 42 USC §§ 4321-4347 and Executive Order 11514 (35 Fed. Reg. 4247), "Protection and Enhancement of Environmental Quality;" 2) Notification of violating facilities pursuant to Executive Order 11738 (40 CFR Part 32), "Providing for Administration of the Clean Air Act and the Federal Water Pollution Control Act with respect to Federal Contracts, Grants, or Loans;" 3) Protection of wetlands pursuant to Executive Order 11990, 42 Fed. Reg. 26961; 4) Evaluation of flood hazards in floodplains in accordance with Executive Order 11988, 42 Fed. Reg. 26951 and, if applicable, flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973 (P.L. 93-234); 5) Assurance of project consistency with the approved State Management program developed under the Coastal Zone Management Act of 1972, 16 USC §§ 1451 et seq; 6) Federal Water Pollution Control Act, 33 USC §1251 et seq.; 7) Protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, 42 USC §§ 300f - 304j; 8) Protection of endangered species under the Endangered Species Act of 1973, 16 USC §§ 1531 et seq.; 9) Conformity of federal actions to state clean air implementation plans under the Clean Air Act of 1955, 42 USC §7401 et seq.; 10) Protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, 42 USC §§300f -330j; 11) Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§ 1271 et seq.) related to protecting certain rivers system; and 12) Lead - Based Paint Poisoning Prevention Act (42 U.S.C. §§ 4801 et seq.) prohibiting the use of lead-based paint in residential construction or rehabilitation; P) Intergovernmental Personnel Act of 1970 (42 USC §§4278-4763 regarding personnel merit systems for programs specified in Appendix A of the federal Office of Program Management's Standards for a Merit System of Personnel Administration (5 C.F.R. Part 900, Subpart F); q) Titles II and III of the Uniform Relocation Assistance and Real Property General Provisions (Core Subrecipient 2008) 6/12/2007 3 Acquisition Policies Act of 1970 (P.L. 91-646), relating to fair treatment of persons displaced or whose property is acquired as a result of Federal or federally -assisted programs; r) Davis -Bacon Act (40 U.S.C. §§ 276a to 276a-7), the Copeland Act (40 U.S.C. § 276c and 18 U.S.C. § 874), and the Contract Work Hours and Safety Standards Act (40 U.S.C. §§ 327-333), regarding labor standards for federally - assisted construction subagreements; S) National Historic Preservation Act of 1966, §106 (16 U.S.C. § 470), Executive Order 11593, and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §§ 469a-1 et seq.) regarding historic property to the extent necessary to assist DSHS in complying with the Acts; t) Financial and compliance audits in accordance with Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local Governments, and Non -Profit Organizations;" and U) requirements of any other applicable statutes, executive orders, regulations and policies. If this Contract is funded by a grant, additional requirements found in the Notice of Grant Award are imposed on Contractor and incorporated herein by reference. Section 1.08 General Provisions Applicable to Interagency and Interlocal Contracts. Certain sections or portions of sections of these General Provisions shall not apply to Contractors that are State agencies or units of local government; and certain additional provisions shall apply to such Contractors. a) The following sections or portions of sections of these General Provisions shall not apply to interagency or interlocal contracts: 1) Hold Harmless; 2) Independent Contractor (delete the third sentence in its entirety; delete the word "employees" in the fourth sentence; the remainder of the section applies); 3) Insurance and Bonding; 4) Liability Coverage; 5) Fidelity Bond; 6) Board Training; and 7) Historically Underutilized Businesses (Contractor, however, shall comply with HUB requirements of other statutes and rules specifically applicable to that entity). b) The following additional provisions shall apply to interagency contracts: 1) This Contract is entered into pursuant to the authority granted and in compliance with the provisions of the Interagency Cooperation Act, Gov. Code Chapter 771. 2) The parties hereby certify that (1) the services specified are necessary and essential for the activities that are properly within the statutory functions and programs of the affected agencies of State government; (2) the proposed arrangements serve the interest of efficient and economical administration of the State government, and (3) the services, supplies or materials contracted for are not required by Section 21 of Article 16 of the General Provisions (Core Subrecipient 2008) 6/12/2007 4 Constitution of the State of Texas to be supplied under contract given to the lowest responsible bidder. 3) DSHS certifies that it has the authority to enter into this Contract granted in Health and Safety Code Chapter 1001, and Contractor certifies that it has specific statutory authority to enter into and perform this Contract. (c) The following additional provisions shall apply to interlocal contracts: 1) This Contract is entered into pursuant to the authority granted and in compliance with the provisions of the Interlocal Cooperation Act, Gov. Code Chapter 791. 2) Payments made by DSHS to Contractor shall be from current revenues available to DSHS. 3) Each party represents that it has been authorized to enter into this Contract. (d) Contractor agrees that Contract Revision Requests, when signed by a duly authorized representative of Contractor, shall be effective as of the effective date specified by the Department, whether that date is prior to or after the date of any ratification by Contractor's governing board. ARTICLE II SERVICES Section 2.01 Education to Persons in Residential Facilities. If applicable, Contractor shall ensure that all persons, who are housed in Department licensed and/or funded residential facilities and who are twenty-two (22) years of age or younger, have access to educational services as required by TEx. EDUC. CODE § 29.012. Contractor shall notify the local education agency or local early intervention program as prescribed by TEx. EDUC. CODE § 29.012 not later than the third calendar day after the date a person who is twenty-two (22) years of age or younger is placed in Contractor's residential facility. Section 2.02 Disaster Services. In the event of a local, state, or federal emergency, including natural, man-made, criminal, terrorist, and/or bioterrorism events, declared as a state disaster by the Governor, or a federal disaster by the appropriate federal official, Contractor may be called upon to assist DSHS in providing services, as appropriate, in the following areas: community evacuation, health and medical assistance; assessment of health and medical needs; health surveillance; medical care personnel; health and medical equipment and supplies; patient evacuation; in-hospital care and hospital facility status; food, drug, and medical device safety; worker health and safety; mental health and substance abuse; public health information; vector control and veterinary services; and victim identification and mortuary services. Disaster services shall be carried out in the manner most responsive to the needs of the emergency, be cost effective, and be least intrusive on the primary services of the Contractor. Section 2.03 Consent to Medical Care. If Contractor provides medical, dental, psychological or surgical treatment to a minor under this Contract, either directly or through contracts with subcontractors, the treatment of a minor shall be provided only if consent to treatment is obtained pursuant to TEx. FAM. CODE, Chapter 32 General Provisions (Core Subrecipient 2008) 6/12/2007 5 relating to consent to treatment of a child by a non -parent or child or pursuant to other state law. If requirements of federal law relating to consent directly conflict with TEX. FAM. CODE, Chapter 32, federal law shall supersede state law. Section 2.04 Telemedicine Medical Services. Contractor shall ensure that if a provider uses telemedicine/telepsychiatry that the services are implemented in accordance with written procedures and using protocol approved by the Contractor's medical director and utilizing equipment that complies with the equipment standards as required by the Department. Procedures of telemedicine service provision must include the following requirements: a) clinical oversight by the Contractor's medical director or designated physician responsible for medical leadership; b) contraindication considerations for telemedicine use; c) qualified staff members to ensure the safety of the individual being served by telemedicine at the remote site; d) safeguards to ensure confidentiality and privacy in accordance with state and federal laws; e) use by credentialed licensed providers providing clinical care within the scope of their licenses; f) demonstrated competency in the operations of the system by all staff members who are involved in the operation of the system and provision of the services prior to initiating the protocol; g) priority in scheduling the system for clinical care of individuals; h) quality oversight and monitoring of satisfaction of the individuals served; and i) management of information and documentation for telemedicine services that ensures timely access to accurate information between the two sites. Telemedicine Medical Services does not include treatment services provided by electronic means under Rule §448.911. Section 2.05 Fees for Personal Health Services. Contractor may develop a system and schedule of fees for personal health services in accordance with the provisions of Health and Safety Code § 12.032, DSHS Rule § 1.91 covering Fees for Personal Health Services, and other applicable laws or grant requirements. The amount of a fee shall not exceed the actual cost of providing the services. No patient may be denied a service due to inability to pay. Section 2.06 Cost Effective Purchasing of Medications. Contractor shall make needed medications available to clients at the lowest possible prices and use the most cost effective medications purchasing arrangement possible. ARTICLE III FUNDING Section 3.01 Debt to State and Corporate Status. Pursuant to TEX. Gov'T. CODE § 403.055, the Department will not approve and the State Comptroller will not issue payment to Contractor if Contractor is indebted to the State for any reason, General Provisions (Core Subrecipient 2008) 6/12/2007 6 including a tax delinquency. Contractor, if a corporation, certifies by execution of this Contract that it is current and will remain current in its payment of franchise taxes to the State of Texas or that it is exempt from payment of franchise taxes under Texas law (Texas Tax Code §§171.001 et seq, as amended). Contractor, if a corporation, further certifies that it is and will remain in good standing with the Secretary of State's office. A false statement regarding franchise tax or corporate status is a material breach of this Contract. If franchise tax payments become delinquent during the Contract term, all or part of the payments under this Contract may be withheld until Contractor's delinquent franchise tax is paid in full. Section 3.02 Application of Payment Due. Contractor agrees that any payments due under this Contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas. Section 3.03 Use of Funds. Contractor agrees that it shall expend Department funds only for the provision of approved services and for reasonable and allowable expenses directly related to those services. Section 3.04 Use for Match Prohibited. Contractor agrees funds provided through this Contract shall not be used for matching purposes in securing other funding unless directed or approved by the Department in writing. Section 3.05 Program Income. Gross income directly generated from Department funds through a project or activity performed under a Program Attachment and/or earned only as a result of a Program Attachment during the term of the Program Attachment are considered program income. Unless otherwise required under the terms of the grant funding this Contract, the addition alternative, as provided in UGMS § _.25(g)(2), for the use of program income shall be used by Contractor to further the program objectives of the state or federal statute under which the Program Attachment was made, and it shall be spent on the same Program Attachment project in which it was generated. Contractor shall identify and report this income in accordance with the Compliance and Reporting Article of these General Provisions and the Special Provisions of the Program Attachment(s). Contractor shall expend program income during the Program Attachment term and may not carry forward to the succeeding term. Program income not expended in the term in which it is earned shall be refunded to DSHS. DSHS may base future funding levels, in part, upon Contractor's proficiency in identifying, billing, collecting, and reporting program income, and in utilizing it for the purposes and conditions set forth in this Contract. Section 3.06 Nonsupplanting. Contractor shall not supplant (i.e., use funds from this Contract to replace or substitute existing funding from other sources that also supports the activities that are the subject of this Contract) but rather shall use funds from this Contract to supplement existing state or local funds currently available for a particular activity. Contractor shall make a good faith effort to maintain its current level of support. Contractor may be required to submit documentation General Provisions (Core Subrecipient 2008) 6/12/2007 7 substantiating that a reduction in local funding, if any, resulted for reasons other than receipt or expected receipt of funding under this Contract. ARTICLE IV PAYMENT METHODS AND RESTRICTIONS. Section 4.01 Payment Methods. Except as otherwise provided by the Special Provisions of this Contract, the payment method for each program shall be one of the following methods: (a) cost reimbursement. This payment method is based on an approved budget in the Program Attachment(s) and successful submission of a request for reimbursement; (b) unit rate. This payment method is based on the set unit rate stated in the Program Attachment(s) and successful submission of all required forms; or (c) fee-for-service. This payment method is based on the agreed fee stated in the Program Attachment(s) and successful submission of all required forms. Section 4.02 Billing Submission. Contractors shall bill the Department in accordance with the Program Attachment(s) in the form and format prescribed by DSHS. Unless otherwise specified in the Program Attachment(s), Contractor shall submit requests for reimbursement or payment monthly within thirty (30) calendar days following the end of the month covered by the bill. Section 4.03 Final Billing Submission. Unless otherwise provided by the Department, Contractor shall submit a reimbursement or payment request as a final close-out bill not later than sixty (60) calendar days following the end of the term of the Program Attachment for goods received and services rendered during the term. If necessary to meet this deadline, Contractor may submit reimbursement or payment requests by facsimile transmission. Reimbursement or payment requests received in DSHS's offices more than sixty (60) calendar days following the end of the applicable term will be denied. Consideration of requests for an exception will be made on a case-by-case basis subject to the availability of funding. Section 4.04 Working Capital Advance. If allowed under the Contract, a single one-time working capital advance per term of the Program Attachment _may be granted at the Department's discretion. Contractor must submit documentation to the Division Contract Management Unit assigned to the Program Attachment to justify the need for a working capital advance. The working capital advance must be liquidated as directed by the Department. The requirements for the documentation justifying the need for an advance and the directions for liquidating the advance are found in the Contractor's Financial Procedures Manual located at http://www.dshs.state.tx.us/contracts. Section 4.05 Financial Status Reports (FSRs). Except as otherwise provided, for contracts with categorical budgets, Contractor shall submit quarterly FSRs to Accounts Payable by the thirtieth calendar day of the month following the end of each quarter of the Program Attachment term for Department review and financial assessment. The final FSR must be submitted not later than 60 days following the General Provisions (Core Subrecipient 2008) 6/12/2007 8 end of the applicable term. Section 4.06 Third Party Payors. A third party payor is any person or entity who has the legal responsibility for paying for all or part of the services provided, including commercial health or liability insurance carriers, Medicaid, or other federal, state, local, and private funding sources. Except as provided in the Contract, Contractor shall screen all clients and shall not bill the Department for services eligible for reimbursement from third party payors. Contractor shall: (a) enroll as a provider in Children's Health Insurance Plan and Medicaid if providing approved services authorized under the Contract that may be covered by those programs, and bill those plans for the covered services; (b) provide assistance to individuals to enroll in such programs when the screening process indicates possible eligibility for such programs; (c) allow clients that are otherwise eligible for Department services, but cannot pay a deductible required by a third party payor, to receive services up to the amount of the deductible and to bill the Department for the deductible; (d) not bill the Department for any services eligible for third party reimbursement until all appeals to third party payors have been exhausted; (e) maintain appropriate documentation from the third party payor reflecting attempts to obtain reimbursement; (f) bill all third party payors for services provided under this Contract before submitting any request for reimbursement to Department; and (g) provide third party billing functions at no cost to the client. ARTICLE V TERMS AND CONDITIONS OF PAYMENT Section 5.01 Prompt Payment. Upon receipt of a timely, undisputed invoice pursuant to this Contract, Department will pay Contractor. Payments and reimbursements are contingent upon a signed Contract and will not exceed the total of authorized funds under this Contract. Contractor is entitled to payment or reimbursement only if the service, work, and/or product has been authorized by the Department and performed or provided pursuant to the Contract. If those conditions are met, Department will make payment in accordance with the Texas prompt payment law (TEX. Gov'T. CODE, Chapter 2251). Contractor must comply with TEx. Gov'T. CODE, Chapter 2251 regarding its prompt payment obligations to subcontractors. Payment of invoices by the Department shall not constitute acceptance or approval of Contractor's performance, and all invoices and Contractor's performance is subject to audit or review by the Department. Section 5.02 Withholding Payments. Department may withhold all or part of any payments to Contractor to offset reimbursement for any ineligible expenditures or overpayments that Contractor has not refunded to Department, or if financial status report(s) required by the Department are not submitted by the date(s) due. Department may take repayment from funds available under this Contract, active or expired, in amounts necessary to fulfill Contractor's repayment obligations. Section 5.03 Condition Precedent to Requesting Payment. Contractor shall disburse program income, rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting cash payments including any General Provisions (Core Subrecipient 2008) 6/12/2007 9 advance payments from Department. Section 5.04 Acceptance as Payment in Full. Except as permitted in the Fees for Personal Health Services section, Contractor shall accept reimbursement or payment from DSHS as payment in full for services or goods provided to clients, and Contractor agrees to not seek additional reimbursement or payment for services or goods from clients. ARTICLE VI ALLOWABLE COSTS AND AUDIT REQUIREMENTS Section 6.01 Independent Audit. If Contractor within Contractor's fiscal year expends a total amount of at least $500,000 in state funds awarded or at least $500,000 in federal funds awarded, Contractor must have a single audit or program - specific audit in accordance with the Office of Management and Budget (OMB) Circ. No. A-133, the Single Audit Act of 1984, Pub. L. 98-502, 98 Stat. 2327, and the Single Audit Act Amendments of 1996, Pub. L. 104-156, 110 Stat. 1396. The $500,000 federal threshold amount includes federal funds passed through by way of state agency awards. The audit shall be conducted by an independent certified public accountant and in accordance with applicable OMB Circulars, Government Auditing Standards, and Uniform Grant Management Standards (UGMS) located on the Internet at h"://www.govemor.state.tx.us/divisions/state ants/guidelines/files/JGMS062004 .doc. Contractor shall procure audit services in compliance with state procurement procedures, as well as with the provisions of UGMS. Contractor, unless Contractor is a local government, shall not use the same accountant or accounting firm to conduct the independent audit for more than five consecutive years. Section 6.02 Allowable Costs. For services. satisfactorily performed pursuant to this Contract, DSHS will reimburse Contractor for allowable costs. Contractor must have incurred a cost within the applicable term to be eligible for reimbursement under this Contract and prior to claiming reimbursement. DSHS shall determine whether costs submitted by Contractor are allowable and reimbursable. If DSHS has paid funds to Contractor for unallowable or ineligible costs, Contractor shall return the funds to DSHS within thirty (30) calendar days of written notice. DSHS may withhold all or part of any payments to Contractor to offset reimbursement for any ineligible expenditures that Contractor has not refunded to DSHS, or if financial status report(s) required under the Financial Status Reports Section are not submitted by the date(s) due. DSHS may take repayment from funds available under any term of the Contract, active or expired, in amounts necessary to fulfill Contractor's repayment obligations. Applicable cost principles, audit requirements, and administrative requirements include: General Provisions (Core Subrecipient 2008) 6/12/2007 10 Applicable Entity Applicable Cost Principles Audit Requirements Administrative Requirements State, Local and OMB Circular A-87 OMB Circular A-133 UGMS, OMB Tribal and UGMS Circular A-102, Governments and applicable Federal awarding agency common rule Educational OMB Circular A-21 OMB Circular A-133 OMB Circular Institutions and UGMS A-110 and applicable Federal awarding agency common rule Non -Profit OMB Circular A-122 OMB Circular A-133 UGMS; OMB Organizations and UGMS Circular A-110 and applicable Federal awarding agency common rule For-profit 48 C.F.R. Part 31, Program audit UGMS and Organization other Contract Cost Principles conducted by an applicable than a hospital and Procedures, or uniform independent certified Federal awarding an organization cost accounting standards public accountant in agency common named in OMB that comply with cost accordance with rule Circular A-122 as principles acceptable to the Governmental not subject to that federal or state awarding Auditing Standards. circular. I agency OMB Circulars will be applied with the modifications prescribed by UGMS with effect given to whichever provision imposes the more stringent requirement in the event of a conflict. Section 6.03 Submission of Audit. Within thirty (30) calendar days of receipt of the audit reports required by this section, Contractor shall submit one copy to the Department's Contract Oversight and Support Section, and one copy to the Texas Health and Human Services Commission (HHSC), Office of Inspector General (OIG), at the following addresses: Department of State Health Services Contract Oversight and Support, Mail Code 1326 1100 West 49, St. Austin Texas 78756-3199 Texas Health and Human Services Commission Office of Inspector General Compliance/Audit Mail Code 1326 General Provisions (Core Subrecipient 2008) 6/12/2007 11 P.O. Box 85200 Austin, Texas 78708-5200 ARTICLE VII CONFIDENTIALITY. Section 7.01 Maintenance of Confidentiality. Contractor must maintain the privacy and confidentiality of information and records received during or related to the performance of this Contract, including patient and client records that contain protected health information (PHI), and any other information that discloses confidential personal information or identifies any client served by DSHS, in accordance with applicable federal and state law and Rules, including but not limited to 7 CFR Part 246; 42 CFR Part 2, 45 CFR Parts 160 and 164; Health and Safety Code Chapters 12, 47, 81, 82, 85, 88, 92, 161, 181, 241, 245, 251, 534, 576, 577, 596, 611, and 773; and Occupations Code, Chapters 56 and 159 and all applicable Rules. Section 7.02 Use of PHI. If Contractor is subject to HIPAA privacy regulations at 45 CFR Parts 160 and 164, Contractor may receive, use and disclose PHI, as defined in 45 CFR §164.501, only to carry out Contractor's duties under this Contract in accordance with the regulations. When using or disclosing PHI or when requesting PHI from another entity, Contractor must make reasonable efforts to limit the PHI to the minimum necessary to accomplish the intended purpose of the use, disclosure or request. Section 7.03 Disclosure to Department. Contractor is required to disclose PHI of patients or clients provided services funded through this Contract and other confidential information to Department upon request, or as otherwise required in other contract provisions or laws governing the release of client records or other confidential information. Section 7.04 Department Access to PHI. Contractor shall cooperate with Department to allow Department to request, collect and receive PHI under this Contract, without the consent of the individual to whom the PHI relates, for funding, payment and administration of the grant program, and for purposes permitted under applicable state and federal confidentiality and privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA) and the Privacy Standards adopted to implement HIPAA at 45 C.F.R. pts. 160 and 164, at § 164.512, and TEx. OCC. CODE ch. 159, at §§ 159.003 and 159.004. Section 7.05 Exchange of Client -Identifying Information. Except as prohibited by other law, Contractor and DSHS shall exchange PHI without the consent of clients in accordance with 45 CFR § 164.504(e)(3)(i)(B), Health and Safety Code § 533.009 and Rule Chapter 414, Subchapter A or other applicable law or rules. Contractor shall disclose information described in Health and Safety Code § 614.017(a)(2) relating to special needs offenders, to an agency described in Health and Safety Code §614.017(c) upon request of that agency, unless Contractor documents that the information is not allowed to be disclosed under 45 CFR Part General Provisions (Core Subrecipient 2008) 6/12/2007 12 164 or other applicable law. Section 7.06 Security of Patient or Client Records. Contractor must maintain patient and client records in compliance with state and federal law relating to security and retention of medical or mental health and substance abuse patient records. Department may require Contractor to transfer original or copies of patient and client records to Department, without the consent or authorization of the patient or client, upon termination of this Contract or a Program Attachment to this Contract, as applicable, or if the care and treatment of the individual patient or client is transferred to another entity. Prior to providing services funded under this Contract to a patient or client, Contractor shall attempt to obtain consent from the patient or client to transfer copies of patient or client records to another entity funded by DSHS upon termination of this Contract or a Program Attachment to this Contract, as applicable, or if care or treatment is transferred to another DSHS- funded contractor. Section 7.07 HIV/AIDS Model Workplace Guidelines. If providing direct client care, services, or programs, Contractor shall implement Department's policies based on the HIV/AIDS (human immunodeficiency virus/acquired immunodeficiency syndrome) Model Workplace Guidelines for Businesses, State Agencies, and State Contractors, policy No. 090.021, and Contractor shall educate employees and clients concerning HIV and its related conditions, including AIDS, in accordance with the TEX. HEALTH & SAFETY CODE § 85.112-114. A link to the Model Workplace Guidelines can be found at hqp://www.dshs.state.tx.us/hivstd/policv-/`­pdf/090021.1)df. ARTICLE VIII RECORDS RETENTION. Section 8.01 Retention. Contractor shall retain records in accordance with the Department's State of Texas Records Retention Schedule, located at http://www.dshs.state.tx.us/records/schedules.shtm, Department Rules and other applicable state and federal statutes and regulations governing medical, mental health, and substance abuse information. At a minimum Contractor shall retain and preserve all other records, including financial records that are generated or collected by Contractor under the provisions of this Contract, for a period of four (4) years after the termination of the Contract. If services are funded through Medicaid, the federal retention period, if more than four (4) years, shall apply. Contractor shall retain all records pertaining to this Contract that are the subject of litigation or an audit until the litigation has ended or all questions pertaining to the audit are resolved. Legal requirements for Contractor may extend beyond the retention schedules established in this section. Contractor shall retain medical records in accordance with Tex Admin Code Title 22, Part 9, §165.1(b) and (c) or other applicable statutes and regulations governing medical information. Contractor shall ensure that this provision concerning records retention is included in any subcontract it awards. If Contractor ceases business operations, it shall ensure that records relating to the Contract are securely stored and are accessible by the Department upon Department's request for at least four years from the date General Provisions (Core Subrecipient 2008) 6/12/2007 13 Contractor ceases business or from the termination date of the Contract, whichever is sooner. Contractor shall provide the name and address of the party responsible for storage of records to the Division Contract Management Unit assigned to the Program Attachment. ARTICLE IX ACCESS AND INSPECTION. Section 9.01 Access. In addition to any right of access arising by operation of law, Contractor, and any of Contractor's affiliate or subsidiary organizations or subcontractors shall permit the Department or any of its duly authorized representatives, as well as duly authorized federal, state or local authorities, including the Comptroller General of the United States, Office of the Inspector General at HHSC (OIG), and the State Auditor's Office (SAO), unrestricted access to and the right to examine any site where business is conducted and all records (including client and patient records, if any), books, papers or documents related to the Contract. If deemed necessary by the Department or the OIG, for the purpose of investigation or hearing, Contractor shall produce original documents related to the Contract. Further, Contractor will ensure that information collected, assembled or maintained by the Contractor relative to this Contract is available to the Department for the Department to respond to requests that it receives under the Public Information Act. The Department and HHSC will have the right to audit billings both before and after payment. Payments will not foreclose the right of Department and HHSC to recover excessive or illegal payments. Contractor will ensure that this provision concerning the right of access to, and examination of, information related to the Contract is included in any subcontract it awards. Section 9.02 State Auditor's Office. Contractor shall, upon request, make all records, books, papers, documents, or recordings related to this Contract available for inspection, audit, or reproduction during normal business hours to any authorized representative of the SAO. The Contractor understands that the acceptance of funds under this Contract acts as acceptance of the authority of the SAO, or any successor agency, to conduct an audit or investigation in connection with those funds. The Contractor further agrees to cooperate fully with the SAO or its successor in the conduct of the audit or investigation, including providing all records requested, and providing access to any information the SAO considers relevant to the investigation or audit. Contractor will ensure that this provision concerning the authority to audit funds will apply to funds received indirectly by subcontractors through the Contractor, and the requirement to cooperate, is included in any subcontract it awards. Section 9.03 Responding to Deficiencies. Any deficiencies identified by DSHS or HHSC upon examination of Contractor's records will be conveyed in writing to Contractor. Contractor will submit, by the date prescribed by DSHS, a resolution to the deficiency in a program review or management or financial audit to the satisfaction of DSHS. A DSHS or HHSC determination of either an inadequate or inappropriate resolution of the findings may result in contract remedies or sanctions under the Breach of Contract and Remedies for Non -Compliance Article of these General Provisions (Core Subrecipient 2008) 6/12/2007 14 General Provisions. ARTICLE X NOTICE REQUIREMENTS. Section 10.01 Child Abuse Reporting Requirement. This section applies to mental health and substance abuse contractors and contractors for the following public health programs: HIV/STD; Family Planning (Titles V, X and XX); Primary Health Care; Maternal and Child Health; and WIC Nutrition Services. Contractor shall make a good faith effort to comply with child abuse reporting guidelines and requirements in TEx. FAM. CODE ch. 261 relating to investigations of reports of child abuse and neglect. Contractor shall develop, implement and enforce a written policy that includes at a minimum the Department's Child Abuse Screening, Documenting, and Reporting Policy for Contractors/Providers and train all staff on reporting requirements. Contractor shall use the Checklist for Monitoring as required by the Department located at www.dshs.state.tx.us/childabusereporting. Contractor shall retain reporting documentation on site and make it available for inspection by DSHS. Section 10.02 Significant Incidents. In addition to notifying the appropriate authorities, Contractor shall report to the Division Contract Management Unit assigned to the Program Attachment significant incidents involving substantial disruption of program operation or potentially affecting Department funded clients or participants within seventy-two (72) hours of discovery. Section 10.03 Litigation. Contractor shall notify the Division Contract Management Unit assigned to the Program Attachment of litigation related to or affecting this Contract and to which Contractor is a party within seven (7) calendar days of becoming aware of such a proceeding. This includes, but is not limited to an action, suit or proceeding before any court or governmental body, including environmental and civil rights matters, professional liability, and employee litigation. Notification shall include the names of the parties, nature of the litigation and remedy sought, including amount of damages, if any. Section 10.04 Action Against the Contractor. Contractor shall notify the Division Contract Management Unit assigned to the Program Attachment if Contractor has had a contract suspended or terminated for cause by any local, state or federal department or agency or nonprofit entity. Such notification shall include the reason for such action that includes the name and contact information of the local, state or federal department or agency or entity, the date of the contract, and the contract or case reference number. If the Contractor, as an organization, has surrendered its license or has had its license suspended or revoked by any local, state or federal department or agency or non-profit entity, it shall disclose this information to the Department by submitting a one page description of the reason(s) for such action that includes the name and contact information of the local, state or federal department or agency, or entity, the date of the license action, and a license or case reference number. General Provisions (Core Subrecipient 2008) 6/12/2007 15 Section 10.05 Insolvency. Contractor shall notify in writing the Division Contract Management Unit assigned to the Program Attachment of Contractor's insolvency, incapacity, or outstanding unpaid obligations to the Internal Revenue Service (IRS) or Texas Workforce Commission (TWC) within three (3) working days of the date of determination that Contractor is insolvent, incapacitated, or the date Contractor discovered an unpaid obligation to the IRS or TWC. Contractor shall notify in writing the Division Contract Management Unit assigned to the Program Attachment of its plan to seek bankruptcy protection within three (3) working days of such action by the Contractor's board of directors. Section 10.06 Misuse of Funds. Contractor shall report to the Division Contract Management Unit assigned to the Program Attachment and to the State Auditor's Office (SAO), any knowledge of debarment, suspected fraud, program abuse, possible illegal expenditures, unlawful activity, or violation of financial laws, rules, policies and procedures related to performance under this Contract. Contractor shall make such report no later than three (3) working days from the date that the Contractor has knowledge or reason to believe such activity has taken place. Contractor shall make the report to the SAO at (800) TX -AUDIT, or by Internet at htti)://www.sao.state.tx.us. Section 10.07 Criminal Activity and Disciplinary Action. Contractor shall notify in writing the Division Contract Management Unit assigned to the Program Attachment if it has reason to believe Contractor, or a person with ownership or controlling interest in the organization or who is an agent or managing employee of the organization, an employee or volunteer of Contractor, or a subcontractor has engaged in any activity that would constitute a criminal offense equal to or greater than a Class A misdemeanor or if such activity would reasonably constitute grounds for disciplinary action by a state or federal regulatory authority, or has been placed on community supervision, received deferred adjudication, or been convicted of a criminal offense relating to involvement in any financial matter, federal or state program or felony sex crime. Contractor shall make the reports required by this section no later than three (3) working days from the date that the Contractor has knowledge or reason to believe such activity has taken place. Section 10.08 Retaliation Prohibited. Contractor shall not retaliate against any person who reports a violation of, or cooperates with an investigation regarding, any applicable law, rule, or standard to the SAO, the Department, another state agency, or any federal, state or local law enforcement official. Section 10.09 Documentation. Contractor shall maintain appropriate documentation of all notices. ARTICLE XI ASSURANCES AND CERTIFICATIONS. Section 11.01 Certification. Contractor certifies by execution of this Contract to the following: General Provisions (Core Subrecipient 2008) 6/12/2007 16 a) it is not ineligible for participation in federal or state assistance programs; b) neither it, nor its principals, are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal or state department or agency; c) it has not knowingly failed to pay a single substantial debt or a number of outstanding debts to a federal or state agency; d) it is not subject to an outstanding judgment in a suit against Contractor for collection of the balance of a debt; e) it is in good standing with all state and/or federal agencies that have a contracting or regulatory relationship with Contractor; and f) that no person who has an ownership or controlling interest in Contractor or who is an agent or managing employee of Contractor has been convicted of a criminal offense related to involvement in any program established under Medicare, Medicaid, or a federal block grant. Where Contractor is unable to certify to any of the statements in this Article, Contractor shall submit an explanation to the Division Contract Management Unit assigned to the Program Attachment. If Contractor's status with respect to the items certified above changes during the Contract, Contractor shall immediately notify the Division Contract Management Unit assigned to the Program Attachment. Section 11.02 Child Support Delinquencies. As required by TEXTAM.CODE § 231.006, a child support obligor who is more than thirty (30) calendar days delinquent in paying child support and a business entity in which the obligor is a sole proprietor, partner, shareholder, or owner with an ownership interest of at least twenty-five percent (25%) is not eligible to receive payments from state funds under a contract to provide property, materials, or services or receive a state -funded grant or loan. If applicable, Contractor agrees to maintain its eligibility to receive payments under this Contract, certifies that it is not ineligible to receive the payments specified in this Contract, and acknowledges that this Contract may be terminated and payment may be withheld if this certification is inaccurate. Section 11.03 Authorization. Contractor certifies that it possesses legal authority to contract for the services set forth in this Contract and that a resolution, motion or similar action has been duly adopted or passed as an official act of the Contractor's governing body, authorizing the binding of the organization under this Contract including all understandings and assurances contained in this Contract, and directing and authorizing the person identified as the authorized representative of the Contractor to act in connection with the Contract and to provide such additional information as may be required. Section 11.04 Gifts and Benefits Prohibited. Contractor certifies that it has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, present or future employment, gift, loan, gratuity, special discount, General Provisions (Core Subrecipient 2008) 6/12/2007 17 trip, favor, service or anything of monetary value -to a DSHS or HHSC official or employee in connection with this Contract. Section 11.05 Ineligibility to Receive the Contract. Pursuant to TEx. Gov'T. CODE Section § 2155.004, and federal law, Contractor is ineligible to receive this Contract if the Contract includes financial participation by a person who received compensation from DSHS to participate in developing, drafting or preparing the specifications, requirements, statement(s) of work or Solicitation Document on which this Contract is based. Contractor certifies that neither Contractor, nor its employees, nor anyone acting for the Contractor has received compensation from DSHS for participation in the development, drafting or preparation of specifications, requirements or statement(s) of work for this Contract or in the Solicitation Document on which this Contract is based. Contractor further certifies that the individual or business entity named in this Contract is not ineligible to receive the specified Contract. Contractor acknowledges that this Contract may be terminated and payment withheld if these certifications are inaccurate. Section 11.06 Antitrust. Pursuant to 15 U.S.C.A. Sec. 1, et seq. and TEx. Bus. & COMM. CODE Section § 15.01, et seq. Contractor certifies that neither Contractor, nor anyone acting for the Contractor has violated the antitrust laws of this state or federal antitrust laws, nor communicated directly or indirectly regarding the bid with any competitor or any other person engaged in such line of business for the purpose of substantially lessening competition in such line of business. Section 11.07 Initiation and Completion of Work. Contractor certifies that it shall initiate and complete the work under the Contract within the applicable time frame prescribed in the Contract. ARTICLE XII GENERAL BUSINESS OPERATIONS OF CONTRACTOR. Section 12.01 Board Training. If they have not already done so within the preceding two (2) years, a majority of the board of directors of Contractor shall review the Department's board training in the format provided by the Department and shall verify in writing to the DSHS Contract Oversight and Support Section that the review took place. Written verification shall be submitted no later than the end of the first* quarter of the Contract and shall be in the form required by the Department. This review shall be completed at least every two (2) years of consecutive funding from the Department, except that each member of the governing board of a Contractor that provides mental health services shall complete the board training review initially and then annually. The training may be viewed through the Contractor Board Training link on the DSHS website at htti)://www.dshs.state.tx.us/contractor.shtm. Section 12.02 Duty of Compliance. Contractor and its governing board, shall bear full responsibility for the integrity of the fiscal and programmatic management of the organization. This provision applies to all organizations, including Section General Provisions (Core Subrecipient 2008) 6/12/2007 18 501(c)(3) organizations as defined in the Internal Revenue Service Code as not-for- profit organizations. The responsibility of Contractor's governing board shall include: accountability for all funds and materials received from Department; compliance with Department Rules, policies, procedures, and applicable federal and state laws and regulations; and correction of fiscal and program deficiencies identified through self-evaluation and Department's monitoring processes. Further, Contractor's governing board shall ensure separation of powers, duties, and functions of board members and staff. Staff members, including the executive director, shall not serve as voting members of the Contractor's governing board. Ignorance of any Contract provisions or other requirements contained or referenced in this Contract shall not constitute a defense or basis for waiving or appealing such provisions or requirements. Section 12.03 Management and Control Systems. Contractor shall maintain an appropriate contract administration system to insure that all terms, conditions, and specifications are met. Contractor shall develop, implement, and maintain financial management and control systems that meet or exceed the requirements of UGMS and adhere to procedures detailed in Department's Contractor's Financial Procedures Manual available at the Department's web site: http://www.dshs.state.tx.us/contracts. Those requirements shall include at a minimum: a) financial planning, including the development of budgets that adequately reflect all functions and resources necessary to carry out authorized activities and the adequate determination of costs; b) financial management systems including accurate, correct, and complete accounting records that identify the source and application of funds provided under each Program Attachment of this Contract, and that support the information contained in required financial reports; and cost source documentation; and c) effective internal and budgetary controls; determination of reasonableness, allowableness, and allocability of costs; timely and appropriate audits and resolution of any findings; billing and collection policies; and a mechanism capable of billing and making reasonable efforts to collect from clients and third parties. Section 12.04 Insurance and Bonding. Contractor shall maintain insurance or other means of replacing assets purchased with Department funds. Section 12.05 Fidelity Bond. Contractor is required to carry a fidelity bond or insurance coverage equal to the amount of funding provided under this Contract up to $100,000 that covers each employee of Contractor handling funds under this Contract, including person(s) authorizing payment of such funds. The fidelity bond or insurance shall provide for indemnification of losses occasioned by: (1) any fraudulent or dishonest act or acts committed by any of Contractor's employees, either individually or in concert with others, and/or (2) failure of Contractor or any of its employees to perform faithfully his/her duties or to account properly for all General Provisions (Core Subrecipient 2008) 6/12/2007 19 monies and property received by virtue of his/her position or employment Section 12.06 Liability Coverage. Contractor shall also maintain liability insurance coverage, referred to in TEx. Gov'T. CODE § 2261.102, as "director and officer liability coverage," where Contractor is a legal entity that is required to have directors and/or officers. This provision applies to entities that are organized as non-profit corporations under the Texas Non -Profit Corporation Act; for-profit corporations organized under the Texas Business Corporations Act; and any other legal entity that is required under Texas law to have directors and/or officers. Contractor shall maintain liability insurance coverage in an amount not less than the total value of this Contract and that is sufficient to protect the interests of Department in the event an actionable act or omission by a director or officer of Contractor damages Department's interests. Section 12.07 Overtime Compensation. Except as provided in this section, Contractor shall not use any of the funds provided by this Contract to pay the premium portion of overtime. Contractor shall be responsible for any obligations of premium overtime pay due employees. Premium overtime pay is defined as any compensation paid to an individual in addition to the employee's normal rate of pay for hours worked in excess of normal working hours. Funds provided under this Contract may be used to pay the premium portion of overtime only under the following conditions: 1) with the prior approval of DSHS; 2) temporarily, in the case of an emergency or an occasional operational bottleneck; 3) when employees are performing indirect functions, such as administration, maintenance, or accounting; 4) in performance of tests, laboratory procedures, or similar operations that are continuous in nature and cannot reasonably be interrupted or otherwise completed; or 5) when lower overall cost to DSHS will result. Section 12.08 Program Site. All Contractors shall ensure that the location where services are provided is in compliance with all applicable local, state and federal zoning, building, health, fire, and safety standards. Section 12.09 Cost Allocation Plan. Contractor shall submit a Cost Allocation Plan in the format provided in the Department's Contractor's Financial Procedures Manual to the Department's Contract Oversight and Support Section at Mail Code 1326, 1100 W. 49'. St. Austin, Texas 78756, except under the circumstance where a Contractor has a current Cost Allocation Plan on file with the Department. Contractor shall implement and follow the applicable Cost Allocation Plan. If Contractor's plan is the same as in the previous year, by signing this Contract, Contractor certifies that its current Cost Allocation Plan for the current year is the same as that submitted to DSHS for the previous year. In the event that the Cost Allocation Plan changes during the Contract term, Contractor must submit a new Cost Allocation Plan to the Contract Oversight and Support Section within 30 calendar days after the effective date of the change. Cost Allocation Plan must comply with the guidelines provided in the Department's Contractor's Financial Procedures Manual located at http://www.dshs.state.tx.us/contracts. General Provisions (Core Subrecipient 2008) 6/12/2007 20 Section 12.10 Reporting for Unit Rate and Fee For Service Contracts. Contractor shall submit reports concerning unit rate and fee-for-service contracts to the Department in accordance with the requirements stated in the Department's Contractor's Financial Procedures Manual located at h"://www. dshs.state.tx.us/contracts. Section 12.11 Historically Underutilized Businesses (HUBs). If Contractor was not required to submit a HUB subcontracting plan and if subcontracting is permitted under this Program Attachment, Contractor is encouraged to make a good faith effort to consider subcontracting with HUBs as set forth in TEX. Gov'T CODE ch. 2161 and 1 TEX ADM. CODE § 111.12. Contractors may obtain a list of HUBS at hqp•//www.tbpc.state.tx.us. If Contractor has filed a HUB subcontracting plan, the plan is incorporated by reference in this Contract. If Contractor desires to make a change in the plan, Contractor must obtain prior approval from the Department's HUB Coordinator of the revised plan before proposed changes will be effective under the Contract. Contractor agrees to make a good faith effort to subcontract with HUBs during the performance of this Contract and will report HUB subcontract activity to the Department's HUB Coordinator by the 15th day of each month for the prior month's activity, if there was any such activity, in accordance with 1 TEX. ADM CODE § 111.16(c). Section 12.12 Buy Texas. Contractor shall purchase products and materials produced in Texas when the products and materials are available at a price and time comparable to products and materials produced outside of Texas as required by TEX. Gov' T CODE § 215 5.4441. Section 12.13 Contracts with Subrecipient Subcontractors. Contractor may enter into contracts with subrecipient subcontractors unless restricted or otherwise prohibited in a specific Program Attachment(s). Prior to entering into an agreement equaling $25,000 or twenty-five percent (25%) of a Program Attachment amount, whichever is greater, Contractor shall obtain written approval from DSHS. Contracts with subcontractors shall be in writing and include the following: a) Name and address of all parties; b) A detailed description of the services to be provided; c) Measurable method and rate of payment and total amount of contract; d) Clearly defined and executable termination clause; e) Beginning and ending dates that coincide with the dates of the applicable Program Attachment(s) or cover a term within the beginning and ending dates of the applicable Program Attachment(s); f) Access to inspect the work and the premises on which any work is performed, in accordance with the Access and Inspection Article in these General Provisions; and General Provisions (Core Subrecipient 2008) 6/12/2007 21 g) A copy of these General Provisions and a copy of the Statement of Work and any Special Provisions in the Program Attachment(s) applicable to the subcontract. Contractor is responsible to DSHS for the performance of any subcontractor. Contractor shall monitor both financial and programmatic performance and maintain pertinent records that shall be available for inspection by DSHS. Contractor shall ensure that subcontractors are fully aware of the requirements placed upon them by state/federal statutes and regulations and under this Contract. Contractor shall not contract with a subcontractor, at any tier, that is debarred or suspended or excluded from or ineligible for participation in federal assistance programs. Section 12.14 Status of Subcontractors. Contractor shall require that all subcontractors certify that they are in good standing with all state and federal funding and regulatory agencies; are not currently debarred, suspended, or otherwise excluded from participation in federal grant programs; are not delinquent on any repayment agreements; have not had a required license or certification revoked; and have not had a contract terminated by the Department. Contractors shall further require that subcontractors certify that they have not voluntarily surrendered within the past three (3) years any license issued by the Department. Section 12.15 Incorporation of Terms. Contractor shall ensure that all written agreements with subrecipient subcontractors incorporate the terms of this Contract, and provide that the subcontractor is subject to audit by DSHS, HHSC and the SAO. Section 12.16 Independent Contractor. Contractor is an independent contractor. Contractor shall direct and be responsible for the performance of its employees, subcontractors, joint venture participants or agents. Contractor is not an agent or employee of the Department or the State of Texas for any purpose whatsoever. For purposes of this Contract, Contractor acknowledges that its employees, subcontractors, joint venture participants or agents will not be eligible for unemployment compensation from the Department or the State of Texas. Section 12.17 Authority to Bind. The person or persons signing and executing this Contract on behalf of Contractor, or representing themselves as signing and executing this Contract on behalf of Contractor, warrant and guarantee that they have been duly authorized by Contractor to execute this Contract for Contractor and to validly and legally bind Contractor to all of its terms. Section 12.18 Tax Liability. Contractor shall comply with all state and federal tax laws and is solely responsible for filing all required state and federal tax forms and making all tax payments. In the event that the Department discovers that Contractor has failed to remain current on a delinquent liability to the IRS, the Contract will be subject to remedies and sanctions under this Contract, including immediate termination at the Department's discretion. In the event of Contract General Provisions (Core Subrecipient 2008) 6/12/2007 22 termination under this section, the Department will not enter into a Contract with Contractor for three (3) years from the date of termination. Section 12.19 Notice of Organizational Change. Contractor shall submit written notice to the Division Contract Management Unit assigned to the Program Attachment within ten business days of any change to the following: Contractor's name; contact information; key personnel, officer, director or partner; organizational structure; legal standing; or authority to do business in Texas. A change in Contractor's name requires an amendment to the Contract in accordance with the Amendments section of these General Provisions. Section 12.20 Quality Management. Contractor shall comply with quality management requirements as directed by the Department. Section 12.21 Equipment and Controlled Assets Purchases. Equipment means an article of nonexpendable, tangible personal property having a useful lifetime of more than one year and an acquisition cost of $5,000 or more. Contractor must inventory equipment, and controlled assets, which include firearms regardless of the acquisition cost, and the following assets with an acquisition cost of $500 or more: desktop and laptop computers, non-portable printers and copiers, emergency management equipment, communication devices and systems, medical and laboratory equipment, and media equipment. Contractors on a cost reimbursement payment method shall comply with the requirements of the provisions in this Article concerning equipment. If purchase of equipment is approved in writing by the Department, Contractor is required to initiate the purchase of that equipment in the first quarter of the Contract or Program Attachment term, as applicable. Failure to initiate the purchase of equipment may result in loss of availability of funds for the purchase of equipment. Requests to purchase previously approved equipment after the first quarter of the Program Attachment must be submitted to the Division Contract Management Unit assigned to the Program Attachment. Section 12.22 Supplies. Supplies are defined as consumable items necessary to carry out the services under this Contract including medical supplies, drugs, janitorial supplies, office supplies, patient educational supplies, software, and any items of tangible personal property other than those defined as equipment above. Section 12.23 Changes to Equipment List. All items of equipment purchased with funds under this Contract shall be itemized in Contractor's equipment list as finally approved by the Department in the executed Contract. Any changes to the approved equipment list in the executed Contract shall be approved in writing by Department prior to purchase of equipment. Contractor shall submit to the Division Contract Management Unit assigned to the Program Attachment, a written description including complete product specifications and need justification prior to purchasing any item of unapproved equipment. If approved, Department will acknowledge its approval by means of a written amendment or by written acceptance of Contractor's Contract Revision Request, as appropriate. General Provisions (Core Subrecipient 2008) 6/12/2007 23 Section 12.24 Property Inventory and Protection of Assets. Contractor shall maintain a nonexpendable personal property (equipment and controlled assets) inventory and submit an annual cumulative report to the De9artment's Contract Oversight and Support Section, Mail Code 1326, 1100 W. 49 St., Austin, Texas 78756, no later than October 15`h of each year. The form for this report (Form GC - 11) is located on the DSHS website at http://www.dshs.state.tx.us/contracts/fonns.shtm. Contractor shall administer a program of maintenance, repair, and protection of assets under this Contract so as to assure their full availability and usefulness. In the event Contractor is indemnified, reimbursed, or otherwise compensated for any loss of, destruction of, or damage to the assets provided under this Contract, it shall use the proceeds to repair or replace said assets. Section 12.25 Bankruptcy. In the event of bankruptcy, Contractor shall sever Department property, equipment, and supplies in possession of Contractor from the bankruptcy, and title shall revert to Department. Section 12.26 Title to Property. At the conclusion of the contractual relationship between the Department and the Contractor, for any reason, title to any remaining equipment and supplies purchased from funds under this Contract reverts to Department. Title may be transferred to any other party designated by Department. The Department may, at its option and to the extent allowed by law, transfer the reversionary interest to such property to Contractor. Section 12.27 Property Acquisitions. Department funds may not be used to purchase buildings or real property. Any costs related to the initial acquisition of the buildings or real property is not allowable. Section 12.28 Disposition of Property. Contractor shall follow the procedures in the American Hospital Association's (AHA's) "Estimated Useful Lives of Depreciable Hospital Assets" in disposing, at any time during or after the Contract term, of equipment or controlled assets purchased with the Department funds, except when federal or state statutory requirements supersedes, or when the equipment requires licensure or registration by the state, or when the acquisition price of the equipment or controlled asset is equal to or greater than $10,000. All other equipment and controlled assets not listed in the AHA reference (other than equipment that requires licensure or registration or that has an acquisition cost equal to or greater than $10,000) shall be controlled by the requirements of UGM. If, prior to the end of the useful life, any item of equipment is no longer needed to perform services under this Contract, or becomes inoperable, or if the equipment requires licensure or registration or had an acquisition price equal to or greater than $10,000, Contractor shall request disposition approval and instructions in writing from the Department's Contract Oversight and Support Section, Mail Code 1326, 1100 W. 49 St., Austin, Texas 78756. After an item reaches the end of its useful life, Contractor must ensure that disposition of any equipment is in accordance with Generally Accepted Accounting Principles, and any applicable federal guidance. General Provisions (Core Subrecipient 2008) 6/12/2007 24 Section 12.29 Closeout of Equipment. At the end of the term of a Program Attachment that has no additional renewals or that will not be renewed (Closeout), Contractor shall submit to the Divisions Contract Management Unit assigned to the Program Attachment, an inventory of property purchased with Department funds and request disposition instructions for such property. All property purchased with Department funds shall be secured by the Contractor at the time of Closeout and shall be returned to the Department as required by the Department's disposition instructions or at the request of the Department at the Contractor's expense. Section 12.30 Assets as Collateral Prohibited. Contractors on a cost reimbursement payment method shall not encumber property purchased with Department funds without prior written approval from the Department. ARTICLE XIII GENERAL TERMS. Section 13.01 Assignment. Contractor will not transfer, assign, or sell its interest, in whole or in part, in this Contract, or in any equipment purchased with funds from this Contract, without the prior written consent of the Department. Section 13.02 Lobbying. Contractor shall comply with GOV. CODE §556.0055, which prohibits contractors who receive state funds from using those funds to pay lobbying expenses. Further, Contractor shall not use funds paid under this Contract to pay any person for influencing or attempting to influence an officer or employee of any agency, federal or state, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any contract or the extension, continuation, renewal, amendment, or modification of any contract (31 U.S.C.A. § 1352, as amended, and UGMS). If at any time this Contract exceeds $100,000 of federal funds, Contractor shall file with the Division Contract Management Unit assigned to the Program Attachment a declaration containing the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on behalf of Contractor in connection with the Contract, a certification that none of the funds provided by Department have been or will be used for payment to lobbyists, and disclosure of the names of any and all registered lobbyists with whom Contractor has an agreement. Contractor shall file the declaration, certification, and disclosure at the time of application for the Contract; upon execution of the Contract unless Contractor previously filed a declaration, certification, or disclosure form in connection with the award; and at the end of each calendar quarter in which there occurs any event that materially affects the accuracy of the information contained in any declaration, certification, or disclosure previously filed. Contractor shall require any person who requests or receives a subcontract to file the same declaration, certification, and disclosure with the Division Contract Management Unit assigned to the Program Attachment. Contractor shall also comply, as applicable, with the lobbying restrictions and requirements in OMB Circulars A-122 Attachment B paragraph 25; A-87 Attachment B section 27; A-110 section —.27 and A-21 paragraphs 17 and 24. Contractor shall include this provision in any subcontracts. General Provisions (Core Subrecipient 2008) 6/12/2007 25 Section 13.03 Conflict of Interest. Contractor represents to the Department that it does not have nor shall it knowingly acquire any financial or other interest that would conflict in any manner with the performance of its obligations under this Contract. Potential conflicts of interest include, but are not limited to, an existing or potential business or personal relationship between Contractor, its principal (or a member of the principal's immediate family), or any affiliate or subcontractor and Department or HHSC, their commissioners, officers or employees, or any other entity or person involved in any way in any project that is the subject of this Contract. Contractor shall establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain. Section 13.04 Transactions Between Related Parties. Contractor shall identify and report to DSHS any transactions between Contractor and a related party that is part of the work that the Department is purchasing under this Contract before entering into the transaction or immediately upon discovery. Contractor shall submit to the Division Contract Management Unit assigned to the Program Attachment the name, address and telephone number of the related party, how the party is related to the Contractor and the work the related party will perform under the Contract. A related party is a person or entity related to the Contractor by blood or marriage, common ownership or any association that permits either to significantly influence or direct the actions or policies of the other. The Contractor, for purposes of reporting transactions between related parties, includes the entity contracting with the Department under this Contract as well as the chief executive officer, chief financial officer and program director of the Contractor. Contractor shall comply with TEx. GOVT CODE ch. 573. Contractor shall maintain records and supply any additional information requested by the Department, regarding a transaction between related parties, needed to enable the Department to determine the appropriateness of the transaction pursuant to applicable state or federal law, regulations or circulars, which may include 45 C.F.R. part 74, OMB Circ. No. A- 110 (Rev. 11/19/93, as further amended 09/30/99), 2 CFR §215.42, and UGMS. Section 13.05 Intellectual Property. Texas Health and Safety Code § 12.020 authorizes DSHS to protect intellectual property developed as a result of this Contract. (a) "Intellectual property" means created property that may be protected under copyright, patent, or trademark/service mark law. (b) For purposes of this Contract intellectual property prepared for DSHS use, or a work specially ordered or commissioned through a contract for DSHS use is "work made for hire." DSHS owns works made for hire unless it agrees otherwise by contract. To the extent that title and interest to any such work may not, by operation of law, vest in DSHS, or such work may not be considered a work made for hire, Contractor irrevocably assigns the rights, title and interest therein to DSHS. DSHS shall have the right to obtain and hold in its name any and all patents, copyright, registrations or other such protections as may be appropriate to the subject matter, and any extensions and renewals thereof. General Provisions (Core Subrecipient 2008) 6%12/2007 26 Contractor must give DSHS and the State of Texas, as well as any person designated by DSHS and the State of Texas, all assistance required to perfect the rights defined herein without charge or expense beyond those amounts payable to Contractor for goods provided or services rendered under this Contract. (c) If federal funds are used to finance activities supported by this Contract that result in the production of intellectual property, the federal awarding agency reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use, and to authorize others to use, for federal government purposes (1) the copyright in any intellectual property developed under this Contract, including any subcontract and (2) any rights of copyright to which a Contractor purchases ownership with contract funds. Contractor shall place an acknowledgment of federal awarding agency grant support and a disclaimer, as appropriate, on any publication written or published with such support and, if feasible, on any publication reporting the results of or describing a grant - supported activity. An acknowledgment shall be to the effect that "This publication was made possible by grant number from (federal awarding agency " or "The project described was supported by grant number from (federal awarding agency)" and "Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the (federal awarding agency)." (d) In the event the terms of a federal grant award the copyright to Contractor, DSHS reserves a royalty -free, nonexclusive, worldwide and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for DSHS, public health, and state governmental noncommercial purposes (1) the copyright, trademark, service mark, and/or patent on an invention, discovery, or improvement to any process, machine, manufacture, or composition of matter; products; technology; scientific information; trade secrets; and computer software, in any work developed under a grant, subgrant, or contract under a grant or subgrant; and (2) any rights of copyright, service or trade marks or patents to which a grantee, subgrantee or a Contractor purchases ownership with contract funds. (e) If the results of the contract performance are subject to copyright law, the Contractor cannot publish those results without prior review and approval of DSHS. Contractor shall submit requests for review and approval to the Division Contract Management Unit assigned to the Program Attachment. Section 13.06 Other Intangible Property. At the conclusion of the contractual relationship between Department and the Contractor, for any reason, Department shall have the sole ownership rights and interest in all non -copyrightable intangible property that was developed, produced or obtained by Contractor as a specific requirement under the Contract or under any grant that funds this Contract, such as domain names, URLs, etc. Contractor shall cooperate with Department and perform all actions necessary to transfer ownership of such property to the Department or its designee, or otherwise affirm Department's ownership rights and interest in such property. This provision shall survive the termination or expiration of the Contract. General Provisions (Core Subrecipient 2008) 6/12/2007 27 Section 13.07 Severability and Ambiguity. If any provision of this Contract is construed to be illegal or invalid, the illegal or invalid provision will be deemed stricken and deleted to the same extent and effect as if never incorporated, but all other provisions will continue. Parties represent and agree that the language contained in this Contract is to be construed as jointly drafted, proposed and accepted. Section 13.08 Legal Notice. Any notice required or permitted to be given by the provisions of this Contract shall be deemed to have been received by a Party on the third business day after the date on which it was mailed to the Party at the address first given above (or at such other address as the Party shall specify to the other Party in writing) or, if sent by certified mail, on the date of receipt. Section 13.09 Successors. The Contract shall be binding upon the Parties and their successors and assignees, except as expressly provided in this Contract. Section 13.10 Headings. The articles and section headings used in the Contract are for convenience of reference only and shall not be construed in any way to define, limit or describe the scope or intent of any provisions. Section 13.11 Parties. The Parties represent to each other that they are entities fully familiar with transactions of the kind reflected by this document, and are capable of understanding the terminology and meaning of its terms and conditions and of obtaining independent legal advice pertaining to this Contract. Section 13.12 Survivability of Terms. Termination or expiration of this Contract or a Program Attachment for any reason shall not release either party from any liabilities or obligations set forth in this Contract that (a) the parties have expressly agreed shall survive any such termination or expiration, or (b) remain to be performed or (c) by their nature would be intended to be applicable following any such termination or expiration. Section 13.13 Direct Operation. The Department may temporarily assume operations of a Contractor's program or programs funded under this Contract when the continued operation of the program by Contractor puts at risk the health and safety of clients and/or participants served by the Contractor, and there are no reasonable alternatives available. Section 13.14 Customer Service Information. If requested, Contractor shall supply such information as required by the Department to comply with the provisions of TEx. Gov'T CODE ch. 2114 regarding Customer Service surveys. Section 13.15 Amendment. Parties agree that the Department may unilaterally reduce funds pursuant to the terms of this Contract without the written agreement of Contractor. All other amendments to this Contract must be in writing and agreed to by both Parties, except as otherwise specified in the Contractor's Notification of Change to Certain Contract Provisions section or the Contractor's Request for Revision to Certain Contract Provisions section of these General Provisions. General Provisions (Core Subrecipient 2008) 6/12/2007 28 Contractor's request for certain budget revisions or other amendments must be submitted in writing, including a justification for the request, to the Division Contract Management Unit assigned to the Program Attachment; and if a budget revision or amendment is requested during the last quarter of the Contract or Program Attachment term, as applicable, Contractor's written justification must include a reason for the delay in making the request. Revision or amendment requests may be granted at the discretion of DSHS. Except as otherwise provided in this Article, Contractor shall not perform or produce, and DSHS shall not pay for the performance or production of, different or additional goods, services, work or products except pursuant to an amendment of this Contract that is executed in compliance with this Section; and DSHS may not waive any term, covenant, or condition of this Contract unless by amendment or otherwise in compliance with this Section. Section 13.16 Contractor's Notification of Change to Certain Contract Provisions. The following changes may be made to the Contract without a written amendment or the Department's prior approval: 1) Contractor's contact person and contact information. 2) Contact information for key personnel, as stated in the application. 3) Cumulative budget line item transfers that exceed 10% among direct cost categories other than the equipment category, of cost reimbursement contract Program Attachments of less than $100,000, provided that the total budget amount is unchanged. 4) Minor corrections or clarifications to the Contract language that in no way alter the Contract scope of work, objectives or performance measures. 5) A change in the Contractor's share of the budget concerning non-DSHS funding other than program income and match, regardless of the amount of the change, provided that in changing the budget, Contractor is not supplanting DSHS funds. Contractor within ten days shall notify in writing the Division Contract Management Unit assigned to the Program Attachment of any change enumerated in this section. The notification may be by letter, fax or email. Section 13.17 Contractor's Request for Revision of Certain Contract Provisions. The following changes to the Contract may be made through a Contractor's Revision Request, rather than through the amendment process: 1) Cumulative budget line item transfers among direct cost categories other than the equipment category that exceed 10% of cost reimbursement contract Program Attachments of $100,000 or more, provided that the total budget amount is unchanged. 2) Line item transfer of funds for direct payment of training allowances for any cost reimbursement contract. 3) Change in clinic hours or location. 4) Change in equipment list substituting an item of equipment equivalent to an item of equipment on the approved budget, (Ex. purchase of XYZ brand computer General Provisions (Core Subrecipient 2008) 6/12/2007 29 instead of approved ABC brand computer with essentially identical features as the XYZ computer). 5) Changes in the equipment category of a previously approved equipment budget (other than acquisition of additional equipment, which requires an amendment to the Contract). 6) Changes specified in applicable cost principles as requiring prior approval, regardless of dollar threshold. 7) Changes to community sites, independent school districts or schools, in substance abuse Program Attachments. In order to request a revision of any of the enumerated provisions, Contractor shall obtain a Contract Revision Request form from the DSHS website and complete the form as directed by the Department. Two copies of the completed form must be signed by Contractor's representative who is authorized to sign contracts on behalf of Contractor, and both original, signed forms must be submitted to the Division Contract Management Unit assigned to the Program Attachment. Any approved revision will not be effective unless signed by the DSHS Director of Client Services Contracting Unit. A separate Contractor Revision Request is required for each Program Attachment to be revised. Circumstances of a requested contract revision may indicate the need for a Contract amendment with written justification rather than a contract revision. Section 13.18 Immunity Not Waived. THE PARTIES EXPRESSLY AGREE THAT NO PROVISION OF THIS CONTRACT IS IN ANY WAY INTENDED TO CONSTITUTE A WAIVER BY DEPARTMENT OR THE STATE OF TEXAS OF ANY IMMUNITIES FROM SUIT OR FROM LIABILITY THAT DEPARTMENT OR THE STATE OF TEXAS MAY HAVE BY OPERATION OF LAW. Section 13.19 Hold Harmless. Contractor, as an independent contractor, agrees to hold Department, the State of Texas, individual state employees and officers, and the federal government harmless and to indemnify them from any and all liability, suits, claims, losses, damages and judgments, and to pay all costs, fees, and damages to the extent that such costs, fees, and damages arise from performance or nonperformance of Contractor, its employees, subcontractors, joint venture participants or agents under this Contract. Section 13.20 Waiver. Acceptance by either party of partial performance or failure to complain of any action, non -action or default under this Contract shall not constitute a waiver of either party's rights under the Contract. Section 13.21 Contracting with Executive Head of State Agency. If Contractor currently or subsequently employs a current or former executive head of DSHS, Texas Department of Health, Texas Department of Mental Health and Mental Retardation or Texas Commission on Alcohol and Drug Abuse, Contractor shall submit the following information to the Division Contract Management Unit assigned to the Program Attachment: General Provisions (Core Subrecipient 2008) 6/12/2007 30 (a) Name of Executive; (b) Name of State Agency; (c) Date of Separation from State Agency, if separated; (d) Date of Employment with Contractor; and (e) Other information as required by DSHS to comply with TEx. Gov'T. CODE § 669.003. Section 13.22 Technology Accessibility. If performance under this Contract includes the development, modification or maintenance of a website for DSHS or for the public on behalf of DSHS, Contractor expressly acknowledges that state funds may not be expended in connection with the purchase of an automated information system unless that system meets certain statutory and regulatory requirements relating to accessibility by persons with blindness, visual impairments, visual accuity less than 20/70, deafness, diminishing hearing, inability to speak or a lack of fine motor control (collectively "affected persons"). Accordingly, Contractor represents and warrants to DSHS that the technology provided to DSHS for purchase is capable, either by virtue of features included within the technology or because it is readily adaptable by use with other technology, of: a. Providing equivalent access for effective use by affected persons; b. Presenting information, including prompts used for interactive communications, in formats intended for use by affected persons; and c. Being integrated into networks for obtaining, retrieving, and disseminating information used by affected persons. For purposes of this section, the phrase "equivalent access" means a substantially similar ability to communicate with or make use of the technology, either directly by features incorporated within the technology or by other reasonable means such as assistive devices or services that would constitute reasonable accommodations under the Americans with Disabilities Act or similar state or federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands and other means of navigating graphical displays, information retrieval provided in an enhanced auditory fashion, voice commands, touch screen capacity, and customize display appearance. ARTICLE XIV BREACH OF CONTRACT AND REMEDIES FOR NON-COMPLIANCE. Section 14.01 Actions Constituting Breach of Contract. Actions or inactions that constitute breach of contract include, but are not limited to, the following: General Provisions (Core Subrecipient 2008) 6/12/2007 31 a) failure to properly provide the services and/or goods purchased under this Contract; b) failure to comply with any provision of this Contract, including failure to comply with all applicable statutes, rules or regulations; c) failure to pay refunds or penalties owed to the Department; d) failure to comply with a repayment agreement with the Department or agreed order issued by the Department; e) failure by Contractor to provide a full accounting of funds expended under this Contract; f) discovery of a material misrepresentation in any aspect of Contractor's response to the Solicitation Document; g) any misrepresentation in the assurances and certifications in the Contractor's application or response to the Solicitation Document or in this Contract; or h) Contractor is on or is added to the Excluded Parties List System (EPLS). Section 14.02 General Remedies and Sanctions. The Department will monitor Contractor for both programmatic and financial compliance. The remedies set forth below are available to the Department against Contractor and any entity that subcontracts with Contractor for provision of services or goods. HHSC OIG may investigate, audit and impose or recommend imposition of sanctions to Department for any breach of this Contract and may monitor Contractor for financial compliance. The Department may impose one or more sanctions for each item of noncompliance and will determine sanctions on a case-by-case basis. Contractor is responsible for complying with all of the terms of this Contract. The listing of or use of one or more of the remedies listed below does not relieve Contractor of any obligations under the Contract. A state or federal statute, rule or regulation, or federal guideline will prevail over the provisions of this Article unless the statute, rule, regulation, or guideline can be read together with the provision(s) of this Article to give effect to both. If the Contractor breaches this Contract by failing to comply with one or more of the terms of this Contract, including but not limited to compliance with applicable statutes, rules or regulations, the Department may take one or more of the actions listed below: General Provisions (Core Subrecipient 2008) 6/12/2007 32 a) terminate the Contract or a Program Attachment of the Contract as it relates to a specific program type. In the case of termination, the Department will inform Contractor of the termination no less than thirty- one (3 1) calendar days before the effective date of the termination in a notice of termination. The notice of termination will state the effective date of the termination, the reasons for the termination, and, if applicable, alert the Contractor of the opportunity to request a hearing on the termination pursuant to TEx. Gov'T CODE ch. 2105 regarding administration of Block Grants. The Contractor agrees that it shall not make any claim for payment or reimbursement for services provided from the effective date of termination; b) suspend all or part of this Contract. Suspension is, depending on the context, either (1) the temporary withdrawal of Contractor's authority to obligate funds pending corrective action by Contractor or its subcontractor(s) or pending a decision to terminate or amend the Contract, or (2) an action taken by a suspending official in accordance with Department rules to immediately exclude a person from participating in contract transactions for a period of time, pending completion of an investigation and such legal or debarment proceedings as may ensue. Contractor may not bill DSHS for services performed during suspension, and Contractor costs resulting from obligations incurred by Contractor during a suspension are not allowable unless expressly authorized by the notice of suspension; c) deny additional or future contracts or renewals with Contractor; d) reduce funding if the Contractor fails to provide services or goods consistent with performance expectations described in the Contract; e) disallow (deny both use of funds and matching credit for) all or part of the activities or action not in compliance; f) temporarily withhold cash payments. Temporarily withholding cash payments means the temporary withholding of a working capital advance, if applicable, or reimbursements or payments to Contractor for proper charges or obligations incurred, pending resolution of issues of noncompliance with conditions of this Contract or indebtedness to the United States or to the State of Texas; g) permanently withhold cash payments. Permanent withholding of cash payment means that Department retains funds billed by Contractor for (1) unallowable, undocumented, disputed, inaccurate, improper, or erroneous billings; (2) material failure to comply with Contract provisions; or (3) indebtedness to the United States or to the State of Texas; h) declare the Contract void upon the Department's determination that the Contract was obtained fraudulently or upon the Department's determination that the Contract was illegal or invalid from the Contract's inception and demand repayment of any funds paid under the Contract; General Provisions (Core Subrecipient 2008) 6/12/2007 33 i) request that Contractor be removed from the Centralized Master Bidders List (CMBL) or any other state bid list, and bar it from participating in future contracting opportunities with the State of Texas; j) delay contract execution with Contractor while other imposed or proposed sanctions are pending resolution; k) place Contractor on probation. Probation means that Contractor will be placed on accelerated monitoring for a period not to exceed six (6) months at which time items of noncompliance must be resolved or substantial improvement shown by Contractor. Accelerated monitoring means more frequent or more extensive monitoring will be performed by Department than would routinely be accomplished; 1) require Contractor to obtain technical or managerial assistance; m) establish additional prior approvals for expenditure of funds by Contractor; n) require additional, more detailed, financial and/or programmatic reports to be submitted by Contractor; o) demand repayment from Contractor; p) reduce the funding amount for failure to achieve or maintain the proposed level of service, to expend funds appropriately and at a rate which will make full use of the award, or to provide services or to achieve local match, if required; q) pursue a claim for damages as a result of breach of contract; r) require removal of any officer, board member or employee of the Contractor who has been convicted of the misuse of state or federal funds, fraud or illegal acts that are in contraindication to continued obligations under this Contract, as determined by DSHS; s) withhold any payments to Contractor to satisfy any recoupment or penalty imposed by DSHS, and take repayment from funds available under this Contract, active or expired, in amounts necessary to fulfill Contractor's repayment obligations; t) reduce the Contract term; u) recoup improper payments when it is verified that the Contractor has been overpaid because of improper billing or accounting practices or failure to comply with Contract terms; or v) impose other remedies provided by law. Section 14.03 Notice of Remedies or Sanctions. Department will formally notify Contractor in writing when a remedy or sanction is imposed (with the exception of accelerated monitoring, which may be unannounced), stating the nature of the remedies and sanction(s), the reasons for imposing them, the corrective actions, if any, that must be taken before the actions will be removed and the time allowed for completing the corrective actions, and the method, if any, of requesting reconsideration of the remedies and sanctions imposed. Contractor is required to file, within fifteen (15) calendar days of receipt of notice, a written response to Department acknowledging receipt of such notice. If requested by the Department, General Provisions (Core Subrecipient 2008) 6/12/2007 34 the written response shall state how Contractor shall correct the noncompliance or demonstrate in writing that the findings on which the remedies or sanction(s) are based are either invalid or do not warrant the remedies or sanction(s). If Department determines that a remedy or sanction is warranted, unless the remedy or sanction is subject to review under a federal or state statute, regulation or guideline, Department's decision is final. Department shall provide written notice to Contractor of Department's decision. If required by the Department, Contractor shall take corrective action. Section 14.04 Emergency Action. In an emergency, Department may immediately terminate or suspend all or part of this Contract, temporarily or permanently withhold cash payments, deny contract renewal or future contract awards, or delay contract execution by delivering written notice to Contractor, by any verifiable method, stating the reason for the emergency action. An "emergency" is defined as the following: a) Contractor is noncompliant and the noncompliance has a direct adverse impact on the public or client health, welfare or safety. The direct adverse impact may be programmatic or financial and may include failing to provide services, providing inadequate services, providing unnecessary services, or utilizing resources so that the public or clients do not receive the benefits contemplated by the scope of work or performance measures; or b) Contractor is expending funds inappropriately. Whether Contractor's conduct or noncompliance is an emergency will be determined by Department on a case-by-case basis and will be based upon the nature of the noncompliance or conduct. ARTICLE XV CLAIMS AGAINST THE DEPARTMENT. Section 15.01 Breach of Contract Claim. The process for a breach of contract claim against the Department provided for in Chapter 2260 of Texas Government Code and implemented in the rules at 25 TAC §§1.431-1.447 shall be used by DSHS and Contractor to attempt to resolve any breach of contract claim against DSHS. Section 15.02 Notice. Contractor's claims for breach of this Contract that the parties cannot resolve in the ordinary course of business shall be submitted to the negotiation process provided in Chapter 2260, subchapter B, Texas Government Code. To initiate the process, Contractor shall submit written notice, as required by subchapter B, to DSHS's Office of General Counsel. The notice shall specifically state that the provisions of Chapter 2260, subchapter B, are being invoked. A copy of the notice shall also be given to all other representatives of DSHS and Contractor. Subchapter B is a condition precedent to the filing of a contested case proceeding under Chapter 2260, subchapter C, Texas Government Code. General Provisions (Core Subrecipient 2008) 6/12/2007 35 Section 15.03 Sole Remedy. The contested case process provided in Chapter 2260, subchapter C, Texas Government Code, is Contractor's sole and exclusive process for seeking a remedy for any and all alleged breaches of contract by DSHS if the parties are unable to resolve their disputes under this Article. Section 15.04 Condition Precedent to Suit. Compliance with the contested case process provided in Chapter 2260, subchapter C, Texas Government Code, is a condition precedent to seeking consent to sue from the Legislature under Chapter 107 of the Civil Practices and Remedies Code. Neither the execution of this Contract by DSHS nor any other conduct of any representative of DSHS relating to this Contract shall be considered a waiver of sovereign immunity to suit. Section 15.05 Performance Not Suspended. Neither the occurrence of an event nor the pendency of a claim constitutes grounds for the suspension of performance by Contractor, in whole or in part. ARTICLE XVI TERMINATION. Section 16.01 Expiration of Contract or Program Attachment(s). Contractor's service obligations set forth in each Program Attachment shall end upon the expiration date of that Program Attachment unless extended or renewed by written amendment. Prior to completion of the term of all Program Attachments, all or a part of this Contract may be terminated with or without cause as set forth below. Section 16.02 Effect of Termination. Termination is the permanent withdrawal of Contractor's authority to obligate previously awarded funds before that authority would otherwise expire or the voluntary relinquishment by Contractor of the authority to obligate previously awarded funds. Contractor costs resulting from obligations incurred by Contractor after termination of an award are not allowable unless expressly authorized by the notice of termination. Upon termination of this Contract or Program Attachment, as applicable, Contractor shall cooperate with DSHS to the fullest extent possible to ensure the orderly and safe transfer of responsibilities under the Contract or Program Attachment, as applicable, to DSHS or other entity designated by DSHS. Upon termination of all or part of this Contract, Department and Contractor will be discharged from any further obligation created under the applicable terms of this Contract or the Program Attachment, as applicable, except for the equitable settlement of the respective accrued interests or obligations incurred prior to termination and for Contractor's duty to cooperate with DSHS. Termination does not, however, constitute a waiver of any remedies for breach of this Contract. In addition, Contractor's obligations to retain records and maintain confidentiality of information shall survive this Contract. Section 16.03 Acts Not Constituting Termination. Termination does not include: (1) withdrawal of funds awarded on the basis of the Contractor's underestimate of the unobligated balance in a prior period; (2) withdrawal of the unobligated balance at the expiration of the term of a Program Attachment; (3) refusal to extend a Program Attachment or award additional funds to make a General Provisions (Core Subrecipient 2008) 6/12/2007 36 competing or noncompeting continuation, renewal, extension, or supplemental award; or (4) voiding of a contract upon determination that the award was obtained fraudulently, or was otherwise illegal or invalid from inception. Section 16.04 Termination Without Cause. a) Either Party may terminate this Contract or a Program Attachment, as applicable, with at least thirty (30) calendar days prior written notice to the other Party, except that if Contractor seeks to terminate a Contract or Program Attachment that involves residential client services, Contractor must give the Department at least ninety (90) calendar days prior written notice and must submit a transition plan to ensure client services are not disrupted. b) The Parties may terminate this Contract or a Program Attachment by mutual agreement. c) Either Party may terminate this Contract or a Program Attachment with at least thirty (30) calendar days prior written notice to the other Party in the event funds become unavailable through lack of appropriations, budget cuts, transfer of funds between programs or health and human services agencies, amendments to the Appropriations Act, health and human services consolidations, or any disruption of current appropriated funding for this Contract or Program Attachment d) Department may terminate this Contract or a Program Attachment immediately when, in the sole determination of Department, termination is in the best interest of the State of Texas. Section 16.05 Termination For Cause. Either Party may terminate for material breach of this Contract with at least thirty (30) calendar days written notice to the other Party. Department may terminate this Contract, in whole or in part, for breach of contract or for any other conduct that jeopardizes the Contract objectives, by giving at least thirty (30) calendar days written notice to Contractor. Such conduct may include one or more of the following: (a) a court of competent jurisdiction finds that Contractor has failed to adhere to any laws, ordinances, rules, regulations or orders of any public authority having jurisdiction; (b) Contractor fails to communicate with Department or fails to allow its employees or those of its subcontractor to communicate with Department as necessary to the performance of this Contract; (c) Contractor breaches a standard of confidentiality with respect to the services provided under this Contract; (d) Department determines that Contractor is without sufficient personnel or resources to perform under this Contract or that Contractor is otherwise unable or unwilling to fulfill any of its requirements under the Contract or exercise adequate control over expenditures or assets; General Provisions (Core Subrecipient 2008) 6/12/2007 37 (e) Department determines that Contractor, its agent or another representative offered or gave a gratuity (e.g., entertainment or gift) to an official or employee of DSHS or HHSC for the purpose of obtaining a contract or favorable treatment; (f) Department determines that the Contract includes financial participation by a person who received compensation from DSHS to participate in developing, drafting or preparing the specifications, requirements or statement(s) of work or Solicitation Document on which this Contract is based in violation of Gov. Code §2155.004; (g) Contractor appears to be financially unstable. Indicators of financial instability may include one or more of the following: 1. Contractor fails to make payments; 2. Contractor makes an assignment for the benefit of its creditors; 3. Contractor admits in writing its inability to pay its debts generally as they become due; 4. if judgment for the payment of money in excess of 550,000 (which is not covered by insurance) is rendered by any court or governmental body against Contractor, and Contractor does not (a) discharge the judgment or (b) provide for its discharge in accordance with its terms, or (c) procure a stay of execution within thirty (30) calendar days from the date of entry of the judgment, and within the thirty (30) -day period or a longer period during which execution of the judgment has been stayed, appeal from the judgment and cause the execution to be stayed during such appeal while providing such reserves for the judgment as may be required under generally accepted accounting principles; 5. a writ or warrant of attachment or any similar process shall be issued by any court against all or any material portion of the property of Contractor, and such writ or warrant of attachment or any similar process is not released or bonded within thirty (30) calendar days after its entry; 6. Contractor is adjudicated bankrupt or insolvent; 7. Contractor files a case under the Federal Bankruptcy Code or seeks relief under any provision of any bankruptcy, reorganization, arrangement, insolvency, readjustment of debt, dissolution, receivership or liquidation law of any jurisdiction, whether now or hereafter in effect, or consents to the filing of any case or petition against it under any such law; 8. any property or portion of the property of Contractor is sequestered by court order and the order remains in effect for more than thirty (30) calendar days after Contractor obtains knowledge thereof, 9. a petition is filed against Contractor under any state reorganization, arrangement, insolvency, readjustment of debt, dissolution, receivership or liquidation law of any jurisdiction, whether now or hereafter in effect, and such petition is not dismissed within thirty (30) calendar days; 10. Contractor consents to the appointment of a receiver, trustee, or liquidator of Contractor or of all or any part of its property; or General Provisions (Core Subrecipient 2008) 6/12/2007 38 (h) Contractor's management system does not meet the UGMS management standards. Section 16.06 Notice of Termination. Either Party may deliver written notice of intent to terminate by any verifiable method. If either Party gives notice of its intent to terminate all or a part of this Contract, Department and Contractor will attempt to resolve any issues related to the anticipated termination in good faith during the notice period. ARTICLE XVII VOID, SUSPENDED, AND TERMINATED CONTRACTS. Section 17.01 Void Contracts. Department may hold this Contract void upon determination that the award was obtained fraudulently or was otherwise illegal or invalid from its inception. Section 17.02 Effect of Void, Suspended, or Involuntarily Terminated Contract. A Contractor who has been a party to a contract with DSHS that has been found to be void, suspended, or terminated for cause is not eligible for expansion of current contracts, if any, or new contracts or renewals until the Department has determined that Contractor has satisfactorily resolved the issues underlying the suspension or termination. Additionally, if this Contract is found to be void, any amount paid is subject to refund. Section 17.03 Appeals Rights. Pursuant to Gov. Code §2105.302, after receiving notice from the Department of termination of a contract with DSHS funded by block grant funds, Contractor may request an administrative hearing under Gov. Code Chapter 2001. ARTICLE XVIII CLOSEOUT AND CONTRACT RECONCILIATION Section 18.01 Cessation of Services At Closeout. Upon expiration of the Contract or Program Attachment, as applicable, (and any renewals of the Contract or Program Attachment) on its own terms, Contractor shall cease services under the Contract or Program Attachment and shall cooperate with DSHS to the fullest extent possible to ensure the orderly and safe transfer of responsibilities under the Contract to DSHS or other entity designated by DSHS. Upon receiving notice of Contract or Program Attachment termination or non -renewal, the Contractor agrees to immediately begin to transition recipients of services to alternative service providers, as needed. Contractor also agrees to completely cease providing services under the Contract or Program Attachment by the date specified in the termination or non -renewal notice. Contractor shall not bill DSHS for services performed after termination or expiration of the Contract or Program Attachment, or incur any additional expenses once the Contract or Program Attachment is terminated or has expired. Upon termination, expiration or non -renewal of this Contract or a Program Attachment, Contractor shall immediately initiate Closeout activities described in General Provisions (Core Subrecipient 2008) 6/12/2007 39 this Article. Section 18.02 Administrative Offset. The Department shall have the right to administratively offset amounts owed by Contractor against billings. Section 18.03 Deadline for Closeout. Contractor shall submit all financial, performance, and other Closeout reports required under the Contract within sixty (60) calendar days after the Contract or Program Attachment end date. Unless otherwise provided under the Final Billing Submission section of the Payment Methods and Restrictions Article, the Department is not liable for any claims that are not received within sixty (60) calendar days after the Contract or Program Attachment end date. Section 18.04 Payment of Refunds. Any funds paid to the Contractor in excess of the amount to which the Contractor is finally determined to be entitled under the terms of the Contract constitute a debt to the Department and will result in a refund due. Contractor shall pay any refund amount due within the time period established by the Department. Section 18.05 Disallowances and Adjustments. The Closeout of the Contract or Program Attachment does not affect the Department's right to disallow costs and recover funds on the basis of a later audit or other review or the Contractor's obligation to return any funds due as a result of later refunds, corrections, or other transactions. Section 18.06 Contract Reconciliation. If Contractor is required to annually reconcile multi-year contracts, Contractor, within 60 calendar days after the end of each year of the Contract, shall submit to the Division Contract Management Unit assigned to the Program Attachment all financial and reconciliation reports required by Department in forms as determined by Department. Required reconciliation forms and reports may include the following: Cash Match Participation Form, In- kind Match Participation Form, Program Income Report, Equipment Inventory, Controlled Items Inventory, Contractor's Release Agreement, and Reconciliation Refund Remittance Form. Any additional forms or reports required by Department shall be posted on the DSHS website prior to the reconciliation period. Unless otherwise directed by Department, all forms and reports must be submitted in hard copies, with original signatures if required, to DSHS by the due date. General Provisions (Core Subrecipient 2008) 6/12/2007 40 CONTRACT NO. 2008 -024655 - PROGRAM ATTACHMENT NO. 001 PURCHASE ORDER NO. 0000332534 CONTRACTOR: BEAUMONT PUBLIC HEALTH DEPARTMENT DSHS PROGRAM NSS - WIC CARD PARTICIPATION TERM: 10/01/2007 THRU: 09/30/2008 SECTION I. STATEMENT OF WORK: Contractor shall administer the Department of State Health Services (DSHS) Special Supplemental Nutrition Program for Women, Infant, and Children (WIC) to provide supplemental food instruments, nutrition education, and counseling to enhance good health care at no cost to low-income pregnant and postpartum women, infants and children identified to be at nutritional risk. Contractor shall complete the following: A. Perform professional, administrative and clerical services necessary to determine eligibility, provide food instruments, and provide appropriate nutrition education and counseling to qualified women, infants and children in a specified geographic area. Contractor shall ensure adequate staff coverage and uninterrupted delivery of services. Services shall be performed according to the terms and specifications of DSHS Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) and/or the United States Department of Agriculture (USDA) as referenced in this contract Attachment. During the term of this contract Attachment, USDA will issue regulations, instructions, policies and/or directives, which may be incorporated into the DSHS WIC Program Policy and Procedures Manual and program rules. Contractor shall provide services in the authorized geographic service area(s) described in Contractor's application and agreed to by DSHS. Contractor can change the authorized geographic service area(s) with written approval from DSHS. If DSHS disagrees on change of geographic service area(s), Contractor may terminate this contract Attachment with at least thirty (30) days written notice. B. Assist in the collection of data that will identify benefits of this nutrition intervention program and furnish financial, health, nutrition education and any other special reports in a timely manner as required by DSHS WIC Program's written rules and policies for the compilation of such data. C. Determine eligibility of applicants through assessment of their categorical income, residence and nutritional status, and provide nutrition education and counseling to eligible participants. D. Appoint a Contractor WIC Director/Supervisor. PROGRAM ATTACHMENT — Page 1 E. Train Contractor's Local Agency staff. F. Submit the following reports/plans by the due date: 1. Monthly Incentive Funding Summary Report by the 15th day of the following month; 2. WIC Local Agency Performance Measure Report by the 15th day of the following month; and 3. WIC Information System Environment (WISE) Cost Report by April 30, 2008. G. Conduct outreach to potential participants. H. Complete surveys as requested. I. Complete WIC Vendor Evaluation Forms and return to the DSHS within twenty-one (21) days of receipt or approved extension. J. Determine participants' access to health care, medical care and other human services, and make appropriate referrals. Contractor shall have a system in place to provide participants with appropriate health services or make appropriate referrals to health care providers under written agreements that ensure confidentiality of participants' personal information. K. Issue pre -numbered food instruments furnished by DSHS to qualified participants who shall use such instruments to obtain specified food items from participating vendors; maintain complete accountability and security of all food instruments received from DSHS. Contractor shall be held financially responsible for all unaccounted for food instruments and/or for the redeemed value of those issued to ineligible participants. In addition, Contractor shall be held financially liable for issuance of infant formula instruments that are not authorized or prescribed according to the WIC Policy and Procedures Manual, L. Permit DSHS or its agent to install a Very Small Aperture Terminal (VSAT) at all Contractor WIC clinics and administrative offices using Texas -WIN software on a network or stand alone personal computer. Installation at all Contractor permanent WIC sites is required. VSAT installation for new sites or sites moving from one location to another requires a minimum of 30 days notice. Connect portable computers (notebook or laptop) that use Texas -WIN software daily to a (VSAT) and transfer data to the state office. Daily is defined as Monday — Friday and Saturday if WIC services are provided. Portable computers may go to any of the Contractor's WIC sites for data transfer. M. Review the immunization records of WIC Program applicants/participants to ensure that immunizations are current. Make appropriate referrals to health care providers for necessary immunizations. PROGRAM ATTACHMENT — Page 2 N. Offer services during extended hours of operation outside the traditional times of 8:00 a.m. to 5:00 p.m., Monday through Friday, according to the Contractor's Annual Plan of Operations as approved by DSHS and incorporated by reference. O. Implement or expand Contractor's Breastfeeding Peer Counseling program to provide training and salary of peer counselors who assist pregnant and breastfeeding WIC participants in normal breastfeeding situations. This funding item is contingent upon availability and whether participation is requested by Contractor and approved in writing by DSHS. P. Implement special projects according to DSHS-approved plan related to nutrition education, outreach or breastfeeding if project is requested by Contractor and approved by DSHS. Funding for special projects is contingent upon availability and approval of the Contractor's plan for the special project in writing by DSHS. Q. Implement lactation services for WIC participants who have breastfeeding problems that are beyond the expertise of Contractor's local WIC staff and/or peer counselors using International Board Certified Lactation Consultants or the most qualified equivalent. Lactation services may also include Contractor's Local WIC Agency staff training and the provision of lactation equipment. DSHS will provide written approval of Contractor's plan to use lactation funding. Contractor's plan must include qualifications of any non -board certified lactation consultant, which is included in the proposal. R Ensure adequate staff coverage and uninterrupted delivery of WIC services if any member of Contractor's staff is approved in writing by DSHS to participate in DSHS Dietetic Internship program. This internship will consist of no less than 900 hours of supervised learning experiences in a variety of nutrition -related facilities and will prepare Contractor's selected staff member to better meet the needs of WIC participants. S. Stock DSHS-provided manual pumps, single -user and multi-user electric breast pumps and collection kits and distribute the appropriate pumps and/or kits to eligible WIC participants. Y Implement or expand Contractor's use of a Registered Dietitian (RD) to provide an array of technical services. Obtain the services of a RD who is registered with the Commission on Dietetic Registration to provide services for Contractor such as: assistance with quality assurance, staff training, assistance with the Annual Nutrition Education and Breastfeeding plan, individual counseling for high-risk participants, and facilitated discussion classes. Contractor shall comply with all applicable federal and state laws, rules, regulations, standards, and guidelines in effect on the beginning date of this Attachment as amended, including, but not limited to: PROGRAM ATTACHMENT — Page 3 I . Uniform Federal Assistance Regulations, 7 CFR Parts 15, 15a, 15b, 246, 248, 3016, 3017 and 3018; 2. WIC Program and Farmers' Market Nutrition Program Rules, 25 Texas Administrative Code, §§ 31.11-31.37; and 3. Child Nutrition Act of 1966, as amended, 42 USC 1786. The following documents are incorporated by reference and made a part of this contract Attachment: 1. DSHS Standards for Public Health Clinic Services, revised January 31, 2004; 2. USDA Food and Nutrition Service (FNS) Guidelines; 3. USDA FNS Instructions issued under the FNS Directives Management System; and 4. WIC Policy and Procedures Manual. Within thirty (30) days of receipt of an amended standard(s) or guideline(s), Contractor shall inform DSHS Program, in writing, if it shall not continue performance under this contract Attachment in compliance with the amended standard(s) or guideline(s). DSHS may terminate the contract Attachment immediately or within a reasonable period of time as determined by DSHS. Contractor shall perform all activities in accordance with Contractor's FY 2008 workplan, timeframes, and budget, and any revisions as approved by DSHS. These documents are hereby incorporated by reference and made a part of this contract Attachment. SECTION II. PERFORMANCE MEASURES The following performance measures will be used to assess, in part, Contractor's effectiveness in providing the services described in this contract Attachment, without waiving the enforceability of any of the other terms of the contract. Contractor shall ensure: 1) An average of 95% of families a quarter who participate in DSHS WIC Program by receiving food instruments shall also receive nutrition education classes or individual counseling services to coincide with food instrument issuance; 2) Of all pregnant women who enter DSHS WIC Program, an average of 20% a quarter shall be certified as eligible during the period of the first trimester of their pregnancy; 3) An average of 85.5% of clients a quarter who are enrolled in DSHS WIC Program, excluding dual participants, transfer locked and/or migrant clients, shall participate as food instrument recipients each month (breast-feeding infants are also included in the client count); and PROGRAM ATTACHMENT — Page 4 4) 98% of participants who indicate during the enrollment process of DSHS WIC Program that they have no source of health care shall be referred to at least one (1) source of health care at certification of eligibility. Contractor shall submit the WIC Local Agency Performance Measure Report which describes Contractor's efforts towards meeting assigned annual targets as described in items 1-4 of the performance measures. The report shall be in an approved format as provided by DSHS, and shall be completed and submitted to DSHS within fifteen (15) calendar days after the end of each month. SECTION III. SOLICITATION DOCUMENT: N/A SECTION IV. RENEWALS: DSHS may renew this contract for one renewal period if funds are available. SECTION V. PAYMENT METHOD: Cost Reimbursement SECTION VI. BILLING INSTRUCTIONS: Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) and FSR's and submit by electronic mail to Contract Development and Support Branch W'icV ouchersgdshs. state. tx.us SECTION.VII. BUDGET: SOURCE OF FUNDS: CFDA # 10.557 All categories of costs billed to DSHS WIC Program, and allocation of such costs, shall be in accordance with the "Plan to Allocate Direct Costs" (PADC) submitted by Contractor and approved by DSHS WIC Program. This document is incorporated herein by reference and made a part of this contract Attachment. SECTION VIII. SPECIAL PROVISIONS: General Provisions, Compliance and Reporting Article, Section 1.07, Statutes and Standards of General Applicability, is hereby amended to include the following: All provisions required by implementing the regulations of the Department of Agriculture, 7 CFR Part 246, 248; Department of Justice Guidelines for Enforcement of Title VI, Civil Rights Act of 1964; 28 CFR § 50.3 and 28 CFR Part 42; and Food & Nutrition Service (FNS) directives and guidelines, to the effect that no person will, on the grounds of race, color, national origin, sex, age, or disability be excluded from participation under any program or activity for which Contractor receives federal financial assistance from FNS; and hereby gives assurance that it shall immediately take measures necessary to implement this contract Attachment. PROGRAM ATTACHMENT — Page 5 Contractor shall compile data, maintain records and submit reports, as required, to permit effective enforcement of the nondiscrimination laws and permit authorized USDA and State of Texas personnel, during normal working hours, to review such records, books, and accounts as needed to ascertain compliance with the nondiscrimination laws. The Department of Agriculture, Food and Nutrition Service, has the right to seek judicial enforcement if Contractor violates any nondiscrimination laws. This Assurance is binding on Contractor, its successors, transferees, and assignees, as long as they receive assistance or retain possession of any assistance from the Department of Agriculture. The person or persons whose signatures appear on the Core Contract are authorized to sign this Assurance on behalf of Contractor. Contractor shall comply with all of the requirements of the current WIC Policy and Procedures Manual and Program rules as well as state and federal laws and amendments governing or regulating the WIC Program. A copy of the current WIC Policy and Procedures Manual has been made available to Contractor. The WIC Policy and Procedures Manual, and all revisions made to the WIC Policy and Procedures Manual are incorporated into this Agreement by reference. Contractor has a duty to become familiar with the contents and procedures contained within the WIC Policy and Procedures Manual. Contractor shall comply with all of the requirements of the WIC Policy and Procedures Manual and Program rules as well as state and federal laws and amendments governing or regulating the WIC Program. Contractor is responsible for ensuring that employees or agents acting on behalf of Contractor comply with all of the requirements of the WIC Policy and Procedures Manual, Program rules and all state and federal laws and amendments governing and regulating the WIC Program. General Provisions, Payment Methods and Restrictions Article, Section 4.01, Payment Methods, is hereby modified to include the following paragraphs: The participant caseload will be assigned by DSHS by giving written notice to Contractor. The participant caseload is subject to change upon written notice to Contractor from DSHS with Contractor's concurrence. Contractor assumes liability for all food costs resulting from Contractor exceeding its assigned caseload. The number of individuals served in excess of assigned caseload are not to be included in the calculation of earned administrative funds as described below. DSHS will reimburse Contractor for administrative costs incurred when determining eligibility, providing appropriate nutrition education and counseling, issuing food instruments, making participant referrals, vendor evaluation, outreach, start-up costs and general administrative support. Administrative costs will be reimbursed based on actual costs, but not to exceed the "maximum reimbursement" set out below, based upon the sum of the participants who PROGRAM ATTACHMENT — Page 6 actually receive food instruments each month plus infants who do not receive any food instruments whose breastfeeding mothers were participants to the extent that the total so derived does not exceed Contractor's total assigned caseload within any given month. Surplus funds (the amount by which maximum reimbursements exceed actual costs) can be accumulated and carried forward within the contract Attachment term. Surplus encumbered by September 30 shall be billed and vouchers received by DSHS no later than sixty (60) calendar days following the term of the program attachment. PARTICIPANTS SERVED PER MONTH MAXIMUM REIMBURSEMENT: During the term of the contract Attachment, Contractor shall earn administrative funds at the rate of $11.22 for each participant served as defined above. DSHS may pay for additional goods or services as specified in this Attachment if provided by Contractor during the term of this Attachment (but not otherwise paid during the term of this Attachment) if it is in the best interest of DSHS to do so, and funds are available. The Contractor will be notified if a change in funding occurs and will have thirty (30) days to provide written notice to the DSHS if it intends to terminate this contract Attachment. Contractor agrees that: (1) Contractor shall identify and document separately not less than 19% of total administrative costs as expenditures directly related to nutrition education and counseling. Nutrition education and counseling expenditures shall be supported by documentation of participant attendance or non-attendance within the DSHS WIC Program. (2) DSHS will reimburse Contractor for administrative expenses at a rate not greater than 5.26 times the amount of properly documented expenditures for nutrition education and counseling, but not more than is earned based on actual participation not to exceed Contractor's assigned participant caseload, plus any incentive funds allocated to Contractor by DSHS. (3) DSHS will limit (cap) Contractor's indirect costs to twenty (20) percent applied to Contractor's total direct salaries plus benefits reimbursed by DSHS. (4) DSHS will identify annually to Contractor an amount of funds that shall be spent for breastfeeding promotion. The allocation of breastfeeding funds to Contractor will be based on Contractor's proportional share of the statewide combined total of pregnant and breastfeeding participants as reported to DSHS WIC Program. (5) DSHS WIC Program also reserves the right to withhold a proportionate amount of earned administrative funds when evidence exists that nutrition education and/or PROGRAM ATTACHMENT — Page 7 breastfeeding promotion is not being provided by Contractor, or Contractor is not complying with the provisions of USDA and/or DSHS directives. (6) DSHS may renew this contract agreement for each subsequent fiscal year. (7) DSHS reserves the right to utilize a competitive offering for the award of any future contracts at the end of the term of this contract Attachment. (8) DSHS may amend or terminate this contract Attachment if available funds become reduced, depleted, or unavailable during the term of the contract Attachment to the extent that the WIC Program is unable to provide administrative funding at the rate(s) shown above. DSHS will provide written notification to Contractor of such fact. (9) DSHS may pay for additional services as specified in this contract Attachment if provided by Contractor during the term of this contract Attachment (but not otherwise paid during the term of this contract Attachment) if it is in the best interest of the State and DSHS WIC Program to do so. If Contractor exceeds the amount of earned administrative funds as stated above, Contractor shall continue to bill DSHS for the services provided. If additional funds become available at a later date for the provision of these services, DSHS WIC Program may pay Contractor a share of these funds. (10) DSHS may provide incentives to Contractor's Local WIC Agencies for participants who are provided WIC services outside the normal traditional hours to the extent that federal funding is available. (11) DSHS may adjust the base reimbursement rate defined above during the term of this contract Attachment if it is in the best interest of the State of Texas and DSHS WIC Program and if administrative WIC Grant funds change. Contractor shall indicate separately on the face of the claim for reimbursement (State of Texas Purchase Voucher, Form B-13) the costs associated with nutrition education, breast-feeding, and other administrative costs. General Provisions, Payment Methods and Restrictions Article, Section 4.04, Working Capital Advance, is not applicable to this contract Attachment. However, Contractor will be allowed the option of receiving a two (2) month cash advance in accordance with WIC Program Policy and Procedures. General Provisions, Records Retention Article, Section 8.01, Retention shall be replaced with the following: Recordkeeping requirements. Each State and local agency shall maintain full and complete records concerning Program operations. Such records shall comply with 7 CFR Part 3016 and the following requirements: PROGRAM ATTACHMENT — Page 8 (1) Records shall include, but not be limited to, information pertaining to financial operations, food delivery systems, food instrument issuance and redemption, equipment purchases and inventory, certification, nutrition education, civil rights and fair hearing procedures. (2) All records shall be retained for a minimum of three years following the date of submission of the final expenditure report for the period to which the report pertains. If any litigation, claim, negotiation, audit or other action involving the records has been started before the end of the three-year period, the records shall be kept until all issues are resolved, or until the end of the regular three-year period, whichever is later. If FNS deems any of the Program records to be of historical interest, it may require the State or local agency to forward such records to FNS whenever either agency is disposing of them. (3) Records for nonexpendable property acquired in whole or in part with Program funds shall be retained for three years after its final disposition. (4) All records shall be available during normal business hours for representatives of the Department and the Comptroller General of the United States to inspect, audit, and copy. Any reports or other documents resulting from the examination of such records that are publicly released may not include confidential applicant or participant information. General Provisions, Notice Requirements Article, Section 10.01, Child Abuse Reporting Requirement, is hereby amended to include the following: Local agencies that choose to interview a client to determine if an affirmative defense to prosecution exists, as defined by DSHS, which would allow them under the DSHS policy to not make a report of child abuse, must conduct these interviews in the following manner. • For ineligible clients, the interview shall be conducted after the entire WIC visit is done. For eligible clients, the interview may occur at the point in time when all WIC activities, including communication of eligibility and individual counseling, are completed with the exception of food voucher issuance. • The interview shall be conducted only by a competent authority or a supervisor and in a confidential setting. • Prior to asking the client any questions, the interviewer shall inform the client that the questions have no bearing on their WIC eligibility and receipt of services. General Provisions, General Business Operations of Contactor Article, Section 12.03, Management and Control Systems, Item a, regarding internal budgeting and Item c, regarding billing, collection, and fee schedules are not applicable to this contract Attachment. General Provisions, General Business Operations of Contractor Article, Section 12.07, Overtime Compensation, is not applicable to this contract Attachment. General Provisions, General Business Operations of Contractor Article, Section 12.21, Equipment and Controlled Assets Purchases, last four sentences of this section are not applicable to this contract attachment. PROGRAM ATTACHMENT — Page 9 General Provisions, General Business Operations of Contractor Article, Section 12.24, Property Inventory and Protection of Assets, is replaced with the following: Contractor shall maintain a nonexpendable personal property (equipment and controlled assets) inventory and submit an annual cumulative report to DSHS Property Management Group in coordination with the Department's Contract Oversight and Support Section. Format and delivery date as designated by DSHS, Contractor shall administer a program of maintenance, repair and protection of assets under this Contract so as to assure their full availability and usefulness. In the event Contractor is indemnified, reimbursed, or otherwise compensated for any loss of, destruction of, or damage to the assess provided under this Contract, it shall use the proceeds to repair or replace said assets. General Provisions, General Business Operations of Contractor Article, Section 12.27, Property Acquisitions, is not applicable to this contract attachment. PROGRAM ATTACHMENT — Page 10 TEXAS DEPARTMENT OF STATE HEALTH SERVICES CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief that: (1) No federal appropriated funds have been paid or will be paid, by o r on behalf of the undersigned, to any person for influencing or attempting to influence an officer or an employee of any agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit, an officer or employee of congress, or an employee of a member of congress in connection with this Standard Form -11, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less that $10,000 and not more than $100,000 for each such failure. Signature Print Name of Authorized Individual 2008-024655 _ Application or Contract Number BEAUMONT PUBLIC HEALTH DEPARTMENT Organization Name Date CSCU # EF29-12374 - Revised 2/2006 c iCity79ij Council Agenda Item AOM03MMMM TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider renewal of an annual maintenance agreement for Zoll Data Systems software support. RECOMMENDATION The Administration recommends payment of an invoice to Zoll Data systems for the renewal of an annual maintenance agreement for software support in the amount of $26,614. BACKGROUND Zoll Data Systems software is used by Cash Management and Emergency Management (EMS) for patient field reporting and EMS billing. This purchase is exempt from competitive bidding since it is available from only one (1) source having exclusive rights to modify and maintain the software. The software maintenance agreement provides for unlimited telephone support and annual software updates. This agreement is for an annual period beginning October 1, 2006 and includes the following applications. Software Applications Contract Amount Finance/Cash Management EMS Billing System $9,950 Public Health/EMS Patient Care Reporting $12,200 Public Health/EMS OSSI CAD Interface $4,464 Total $26,614 The $4,464 increase this year is due to the addition of the computer aided dispatching interface for the EMS mobile computers in the ambulances. BUDGETARY IMPACT Funding is budgeted for fiscal year 2008 in the general fund. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to approve payment of an invoice in the amount of $26,614 to Zoll Data for the renewal of an annual maintenance agreement for software support used by Cash Management and Emergency Management (EMS) for patient field reporting and EMS billing for an annual period beginning October 1, 2007. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - 1u1 � K' City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tom Warner bi ector of Public Works MEETING DATE: October 23, 2007 REQUESTED ACTION: Council approval of a Change Order for the renovation of the elevator at the Civic Center. RECOMMENDATION The Administration recommends approval of Change Order No. 1 for renovations to the elevator located in the Civic Center in the amount of $6,399. BACKGROUND On June 12, 2007 Council awarded a contract to Schindler Elevator Company to replace panels in three elevators. Work has been completed on all three (3) elevators, however, the doors in the elevator located in the Civic Center are in poor condition. Panels cannot be installed on the doors but the doors can be resurfaced in stainless steel. Currently, the doors have a painted finish that does match the new wood panels. Additionally, a stainless steel control panel will be installed. The total cost of this upgrade is $6,399 which is a 17% increase from the original contract amount. The City Charter requires approval by Council for increases more than 10%. The original contract amount was $36,864. The doors will be removed and sent to Houston for refurbishing the I' week ofNovember. The work will be completed within five days. BUDGETARY UMIPACT Funds are available in the Capital Reserve Fund. RESOLUTION NO. WHEREAS, on June 12, 2007, the City Council of the City of Beaumont, Texas, passed Resolution No. 07-171 awarding a contract in the amount of $36,864 to Schindler Elevator Company to furnish all labor, material and equipment to refurbish three (3) elevator cabs located in City Hall and the Civic Center; and, WHEREAS, Change Order No. 1 is required to resurface the Civic Center elevator doors in stainless steel thereby increasing the contract amount by $6,399 for a total contract amount of $43,263. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute Change Order No. 1 for resurfacing the elevator doors at the Civic Centerwith stainless steel thereby increasing the contract amount by $6,399 for a total contract amount of $43,263. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - UO%W� Cit Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager 4%.0 PREPARED BY: Tom Warner, Public Works Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a resolution authorizing the acceptance of a ten (10) foot wide exclusive Water Line Easement out of the A. Williams Survey located at 2660tH 10 East. RECOMMENDATION Administration recommends acceptance of the above named easement. BACKGROUND Aesha, L.L.C. has agreed to convey a ten (10) foot wide exclusive Water Line Easement to the City of Beaumont. The easement is a 148.9 square foot tract out of the A. Williams Survey and will provide for the installation of a water meter and service for the Studio 6 Hotel located at 2660 IH 10 East. BUDGETARY IMPACT None. engaesha-ibmpd 16 October 2007 E RESOLUTION NO. WHEREAS, Aesha, L.L.C., has agreed to convey a ten -foot (10') wide Water Line Easement, being a 148.9 square foot tract of land out of A. Williams Survey, Jefferson County, Texas, as described in Exhibit "A" and shown on Exhibit "B" attached hereto, to the City of Beaumont for the installation of a water meter and service for the Studio 6 Hotel located at 2660 Interstate 10 East; and, WHEREAS, the City Council has considered the purpose of said conveyance and is of the opinion that the acceptance of said conveyance is necessary and desirable and that same should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the easement conveyed by Aesha, L.L.C., as described in Exhibit "A" and shown on Exhibit "B" attached hereto, be and the same is hereby, in all things, accepted. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - EXHIBIT "A" (Page I of 2) July 23, 2007 Description of proposed Easement for Water Meter Installation Studio 6 2660 I. 1110 East Beaumont, Texas 77703 BEING a 148.9 square feet tract of land situated in the A Williams Survey, Jefferson County, Texas, and being out of and part of that certain 1.204 acre tract which is described in a deed to Aesha LLC, and recorded under County Clerk's File Number 2007017595 Official Public Records of Real Property of Jefferson County, Texas; said 148.9 square feet tract being more fully described as follows, to -wit: COMMENCING at a found TX DOT monument locating the Southwest corner of said Aesha LLC 1.204 acre tract; THENCE South 85 deg. 49 min. 12 sec. East (Reference bearing per Deed) with the South line of said Aesha LLC tract and the North right of way line of Interstate Highway 10, for a distance of 10.21 feet to the POINT OF BEGINNING of the herein described tract of land; THENCE.North 16 deg. 30 min. 44 sec. West for a distance of 13.00 feet to point for corner; THENCE North 73 deg. 29 min. 16 sec. East for a distance of 10.00 feet to point for comer; THENCE South 16 deg. 30 min. 44 sec. East for a distance of 16.78 feet to point for comer in the North right of way line of interstate Highway 10; THENCE North 85 deg. 49 min. 12 sec. West with the North right of way line of said Highway, and the South line of said Aesha LLC tract, for a distance of 10.69 feet to the POINT OF BEGINNING, enclosing 148.9 square feet of land. EXHIBIT "A" N 10 GENERAL LOCATION MAP w w $044 c Hospitality Enterprises, Inc. C.C. #9823779 ) (Substitute Trustee's Deed) 1 0. 'COM. PT! FD. TX DOT MON. O S.W. COR. OF AESHA LLC 1.204 AC. A. WILLIAMS SURVEY C.C. FILE 02007017595 EXHIBIT 'A' (Pogo 2) PROPOSED HOTEL BLDG. AESHA LLC 1.204 AC. A. WILLIAMS SURVEY C.C. FILE #2007017595 E• N1Spp0' uJ iA fl' l �� $'�148.9m m$ . SQ. FT. w 5.92' Jii�� TX DOT _ MONUMENT 1 8.4te,..�.... S.W4912'E. 10.1 10.21• "i .03. ' (Ref. Org. per Deed) I. H. 10 I CERTIFY THAT THE ABOVE PLAT WAS PREPARED FROM AN ACTUAL SURVEY OF THE PROPERTY, AND THAT ATTACHED EXHIBIT *A7, PAGE 1, IS AN ACCURATE DESCRIPTION OF THE EASEMENT TRACT DEPICTED HEREON. qw4j�&ze,k— HAROLD F. LOCKE, R.P.L.S. #1801 JULY 23, 2007 SCALE 1'=20' q •�a.;€gg�Or {� .«.rye SNR, pm—p" inel -------- FRONTAGE FRONTAGE ROAD PLAT OF PROPOSED EASEMENT FOR WATER METER INSTALLATION STUDIO 6, BEAUMONT, TEXAS MM 7/23M I srale : Y-20' I Dwc- sn"o e LOCKS & ASSOCIATES SURVEYORS R callITSR>® PROPSM0N11 1"D 9URMOR 211 N. 14TH STREET NEDERLANO, TEXAS 77827 PH. (409) 722-9588 FAX (409) 722-7258 EXHIBIT "B" (rrr V.EAUMONT, TEXAS City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS OCTOBER 23, 2007 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition * Public Comment: Persons may speak on scheduled agenda items 6-13/Consent Agenda * Consent Agenda GENERAL BUSINESS Consider approving a request for a specific use permit to allow a coffee house in the CBD (Central Business District) at 493 Pearl Street 2. Consider approving a request for a specific use permit to allow an apartment complex in a GC -MD -2 (General Commercial -Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive 3. Consider approving a request for a specific use permit to allow a drinking place in the CBD (Central Business District) at 650 Orleans Street 4. Consider approving a request for a specific use permit to allow a church in an NC (Neighborhood Commercial) District at 5250 Helbig Road Consider approving a request for a specific use permit to allow a physician's office in an RCR (Residential Conservation and Revitalization) District at 2331 North Street 6. Consider approving a contract for the purchase of fittings, pipes and couplings for use in the Water Department 7. Consider authorizing the award of a contract for the First Baptist Church Parking Lot Construction Project 8. Consider renewing an annual maintenance agreement for HTE, Inc. software support 9. Consider authorizing the City Manager to execute a warranty deed in favor of the Heirs of Wilbur Carroll Gilbert, Jr., W. C. Gilbert, Sr., and Elizabeth Gilbert Fortune transferring the interest that the City of Beaumont may have in the property located at 328 Bowie Street, Beaumont, Texas 10. Consider approving Change Order No. 5 for the Martin Luther King, Jr. Park 11. Consider authorizing the City Manager to increase the Rehabilitation of the Primary and Secondary Trickling Filters Project for "extra work" 12. Consider approving Change Order No. 1 for renovations to City Hall 13. Consider nominating C. L. Sherman to the Jefferson County Appraisal District Board of Directors 14. PUBLIC HEARING: Receive comments related to the proposed termination of the City of Beaumont Solid Waste Franchise Agreement granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029 COMMENTS Consider approving the termination of the City of Beaumont Solid Waste Franchise Agreement granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029 Councilmembers/City Manager comment on various matters Public Comment (Persons are limited to 3 minutes) EXECUTIVE SESSION * Consider matters related to employment, evaluation and duties of a public officer or employee in accordance with Section 551.074 of the Government Code: City Manager City Attorney Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Lenny Caballero at 880-3716 three days prior to the meeting. n October 23, 2007 Consider approving a request for a specific use permit to allow a coffee house in the CBD (Central Business District) at 493 Pearl Street City Council Agenda Item 117!f TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Boone, Community Development Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a request for a specific use permit to allow a coffee house in a CBD (Central Business District) at 493 Pearl Street. RECOMMENDATION The Administration recommends approval of a request for a specific use permit to allow a coffee house in a CBD (Central Business District) at 493 Pearl Street. BACKGROUND Joey and Tanya Crawford have requested a specific use permit to allow a coffee house in an existing building in the CBD (Central Business) District. The property is located at 493 Pearl Street. The building was remodeled several years ago to be used and as a bakery. The building was later used as a finance company. The Crawfords state that the coffee shop will sell coffee and tea drinks, offer daily and weekly newspapers, provide a location for wireless internet access and be available for meetings, art shows for local artists and live music. Customer seating and orders prepared to go will be offered. The planned operating schedule is Monday - Wednesday, 6:30 a.m. to 3:00 p.m. and Thursday - Saturday, 6:30 a.m. to 10:00 p.m. The coffee shop will have one full-time employee and two part-time employees. At a Joint Public Hearing held October 15, 2007, the Planning Commission voted 7:0 to approve a specific use permit to allow a coffee house in a CBD (Central Business District) at 493 Pearl Street. Recommended by Planning Commission, City Manager, Community Development Director and the Planning Manager. BUDGETARY IMPACT None. ORDINANCE NO. ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO ALLOW A COFFEE HOUSE IN A CBD (CENTRAL BUSINESS DISTRICT) LOCATED AT 493 PEARL STREET IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. WHEREAS, the City Council for the City of Beaumont desires to issue a specific use permit to Joey and Tanya Crawford, to allow a coffee house in a CBD (Central Business District) located at 493 Pearl Street, being the South parts of Lots 88 and 89, Block 15, Beaumont Addition, City of Beaumont, Jefferson County, Texas, containing 0.032 acres, more or less, as shown on Exhibit "A" attached hereto; and, WHEREAS, the City Council is of the opinion that the issuance of such specific use permit is in the best interest of the City of Beaumont and its citizens. NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. That a specific use permit to allow a coffee house in a CBD (Central Business District) located at 493 Pearl Street, being the South parts of Lots 88 and 89, Block 15, Beaumont Addition, City of Beaumont, Jefferson County, Texas, containing 0.032 acres, more or less, is hereby granted to Joey and Tanya Crawford, their legal representatives, successors and assigns, as shown on Exhibit "A" attached hereto and made a part hereof for all purposes. Section 2. That the specific use permit herein granted is expressly issued for and in accordance with each particular and detail of the site plan attached hereto as Exhibit "B" and made a part hereof for all purposes. Section 3. Notwithstanding the site plan attached hereto, the use of the property herein above described shall be in all other respects subject to all of the applicable regulations contained in Chapter 30 of the Code of Ordinances of Beaumont, Texas, as amended. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - File 1913-P: Request for a specific use permit to allow a coffee house in a CBD (Central Business District). Location: 493 Pearl Street Applicant: Joey Crawford 0 100 200 Feet 1 1 1 1 Legend ® 1913P ❑9 EXHIBIT "A" r-- T t EXHIBIT "13" Z ZT.L9 TAWIT 2 October 23, 2007 Consider approving a request for a specific use permit to allow an apartment complex in a GC - MD -2 (General Commercial -Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive ... A.. City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Boone, Community Development Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a request for a specific use permit to allow an apartment complex in a GC -MD -2 (General Commercial - Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive. RECOMMENDATION The Administration recommends approval of a request for a specific use permit to allow an apartment complex in a GC -MD -2 (General Commercial -Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive. BACKGROUND Fittz & Shipman, Inc. has applied for a specific use permit to allow an apartment complex in a GC - MD -2 (General Commercial -Multiple Family Dwelling -2) District. The property is located on the east side of N. Major Drive, south of Old (East) Major Drive. Seneca Management, Inc. is proposing to construct an 18 building apartment complex. The complex will consist of apartments ofvarying square footage, club house, swimming pool and related parking. Access will be off a proposed east -west public street that is to be constructed. The property will be surrounded by trees. A wrought -iron fence will be constructed along the north, west and southwest sides of the property with chainlink fences being constructed along the east and southeast sides. At a Joint Public Hearing held October 15, 2007, the Planning Commission voted 7:0 to approve a specific use permit to allow an apartment complex in a GC -MD -2 (General Commercial-Multipie Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive. Recommended by Planning Commission, City Manager, Community Development Director and the Planning Manager. BUDGETARY IMPACT None. ORDINANCE NO. ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO ALLOW AN APARTMENT COMPLEX IN A GC - MD -2 (GENERAL COMMERCIAL -MULTIPLE FAMILY DWELLING -2) DISTRICT LOCATED ON THE EAST SIDE OF N. MAJOR DRIVE, SOUTH OF OLD MAJOR DRIVE IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. WHEREAS, the City Council for the City of Beaumont desires to issue a specific use permit to Seneca Management, Inc., to allow an apartment complex in a GC -MD -2 (General Commercial -Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive as described in Exhibit "A" and shown on Exhibit "B" attached hereto; and, WHEREAS, the City Council is of the opinion that the issuance of such specific use permit is in the best interest of the City of Beaumont and its citizens; NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. That a specific use permit to allow an apartment complex in a GC -MD -2 (General Commercial -Multiple Family Dwelling -2) District located on the east side of N. Major Drive, south of Old Major Drive as described in Exhibit "A" and shown on Exhibit "B" attached hereto is hereby granted to Seneca Management, Inc., its legal representatives, successors and assigns, as described in Exhibit "A" and shown on Exhibit "B" attached hereto and made a part hereof for all purposes. Section 2. That the specific use permit herein granted is expressly issued for and in accordance with each particular and detail of the site plan attached hereto as Exhibit "C" and made a part hereof for all purposes. Section 3. Notwithstanding the site plan attached hereto, the use of the property herein above described shall be in all other respects subject to all of the applicable regulations contained in Chapter 30 of the Code of Ordinances of Beaumont, Texas, as amended. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - LEGAL DESCRIPTION FOR ORDINANCE PURPOSES BEGINNING at a point in the east right-of-way line of Major Drive (F.M.364) and the south right-of-way of Old Major Drive for the northwest corner of the said 28,787 and 17.90 acre tracts; THENCE along the said south right-of-way line of Old Major Drive and the north line of the said 28.787 and17.90 acre tracts with a curve to the right, having a chord bearing of North 31 9322" East, a chord distance of 151.78 feet and a radius of 515.91 feet, a distance along the curve of 152.33 feet to the P.T. of said curve; THENCE North 40°00'31" East continuing along the said south right-of-way line of Old Major Drive and the said north line of the 28.787 and 17.90 acre tracts a distance of 182.82 feet to a point in the west line of a proposed 100' DD6 drainage right-of-way for the northeast corner of the said 28.787 and 17.90 acre tracts; THENCE South 49°24'06" East along the said west line of the proposed 100' DD6 drainage right-of-way and the east line of the said 28.787 and 17.90 acre tracts a distance of 729.92 feet to the P.C. of a curve; THENCE continuing along the said west line of the proposed 100' DD6 drainage right-of- way and the said east line of the 28.787 and 17.90 acre tract with a curve to the right, having a chord bearing of South 33°53'38" East, a chord distance of 614.95 feet and a radius of 1150.00 feet, a distance along the curve of 622.52 feet to a point for the most easterly southeast corner of the: said 17.90 acre tract; THENCE South 87°09'40" West along a south line of the said 17.90 acre tract a distance of 698.82 feet to a point for an interior corner of the said 17.90 acre tract; THENCE South 02°50'20" East along an interior line of the said 17.90 acre tract distance of 261.50 feet to a point for the most southerly southeast corner of the said 17.90 acre tract; THENCE South 87°09'40" West along a south line of the said 17.90 acre tract a distance of 335.00 feet to a point in the said east right-of-way line of Major Drive (F.M.364) and the said west line of the 28.787 acre tract for the southwest corner of the said 17.90 acre tract; THENCE North 03°08'36" West along the said east right-of-way line of Major Drive (F. M. 364) and the said west line of the 28.787 and 17.90 acre tracts a distance of 724.53 feet to an angle point; THENCE North 06°30'26" West continuing along the said east right-of-way line of Major Drive (F.M.364) and the said west line of the 28.787 and 17.90 acre tracts a distance of 307.00 feet to the POINT OF BEGINNING and containing 17.90 acres of land, more or less. EXHIBIT "A" Re 1912-P: Request for a specific use permit to allow an apartment complex in a (General Commercial -Multiple Family Dwelling -2) District. ocation: East side of N. Major Drive, south of Old Major Drive pplicant: Fittz & Shipman, Inc. 0 100 200 300 400 Feet -S GC -MD I.0 Legend ® 1912P R -S R -S EXHIBIT "B 1181HX3 0:\PROJECTS\07156\07156-000\071560ex01.DWC Sap 21. 2DO7 09:22= Fittz&Shipman � 11 -"- `7- 3:--> T --ns- N SHEET NO. NC. PROMT NAM: BEAUMONT APARTMENT SITE C1 STONELEIGH ON MAJOR ` 1105 CORNERSTONE COURT. BEAUMONT. TEXAS PROJECT NO. (109) 832-7238 FAX (109) 832-7303 DATE: 9/20/07 o715e 3 October 23, 2007 Consider approving a request for a specific use permit to allow a drinking place in the CBD (Central Business District) at 650 Orleans Street City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager L 5� PREPARED BY: Chris Boone, Community Development Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a request for a specific use permit to allow a drinking place in a CBD (Central Business District) at 650 Orleans Street. RECOMMENDATION The Administration recommends approval of a request for a specific use permit to allow a drinking place in a CBD (Central Business District) at 650 Orleans Street subject to the following condition: The will be no BYOB as part of the operation of the business. BACKGROUND Christin Lowrey and Sybil Hartsfield have applied for a specific use permit to allow a drinking place in the CBD (Central Business) District. The property is located at 650 Orleans. The applicants state that the business, Orleans Street Pub and Patio, is to include a pub, night club and patio area. Pub activities will include electronic dart boards, pool tables, juke box and flat screen TV's. The night club will include a dance floor. The patio will include a stage for karaoke and other performers. The business will be open seven days a week from 5:00 p.m. to 2:00 a.m. At a Joint Public Hearing held October 15, 2007, the Planning Commission voted 7:0 to approve a specific use permit to allow a drinking place in a CBD (Central Business District) at 650 Orleans Street subject to the following condition: The will be no BYOB as part of the operation of the business. Recommended by Planning Commission, City Manager, Community Development Director and the Planning Manager. BUDGETARY IMPACT None. ORDINANCE NO. ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO ALLOW A DRINKING PLACE IN A CBD (CENTRAL BUSINESS DISTRICT) LOCATED AT 650 ORLEANS STREET IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. WHEREAS, the City Council for the City of Beaumont desires to issue a specific use permit to Christin Lowrey and Sybil Hartsfield, to allow a drinking place in a CBD (Central Business District) located at 650 Orleans Street, being Lot 328, Block 50, Beaumont Addition, City of Beaumont, Jefferson County, Texas, containing 0.206 acres, more or less, as shown on Exhibit "A" attached hereto; and, WHEREAS, the City Council is of the opinion that the issuance of such specific use permit is in the best interest of the City of Beaumont and its citizens, subject to the hereinafter described condition; NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. That a specific use permit to allow a drinking place in a CBD (Central Business District) located at 650 Orleans Street, being Lot 328, Block 50, Beaumont Addition, City of Beaumont, Jefferson County, Texas, containing 0.206 acres, more or less, is hereby granted to Christin Lowrey and Sybil Hartsfield, their legal representatives, successors and assigns, as shown on Exhibit "A" attached hereto and made a part hereof for all purposes subject to the hereinafter described conditions: • There will be no BYOB as part of the operation of the business. Section 2. That the specific use permit herein granted is expressly issued for and in accordance with each particular and detail of the site plan attached hereto as Exhibit "B" and made a part hereof for all purposes. Section 3. Notwithstanding the site plan attached hereto, the use of the property herein above described shall be in all other respects subject to all of the applicable regulations contained in Chapter 30 of the Code of Ordinances of Beaumont, Texas, as amended. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - W11 -P: Request for a specific use permit to allow a drinking place in a CBD (Centra iness District). ation: 650 Orleans St. dicant: Christin Lowrey 0 100 200 Feet I I i i EXHIBIT "A NINNb3 3H1AS8DJ f- N z W J a LJ J u 0 EXHIBIT "B" i 0 I J l7 Z ar A Y ,-, a U z L ~ 1 x X w 3 Emaii 1S 9NIISIX3 DIltld '8 and SNd3l21fl tr AMiN3 SV331 I a z a cul pa 1 N D Q a 0 z W H x w NIVA36IS 3H1AS8DJ f- N z W J a LJ J u 0 EXHIBIT "B" 11 October 23, 2007 Consider approving a request for a specific use permit to allow a church in an NC (Neighborhood Commercial) District at 5250 Helbig Road .•..,• City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Boone, ommunity Development Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a request for a specific use permit to allow a church in an NC (Neighborhood Commercial) District at 5250 Helbig Road. RECOMMENDATION The Administration recommends approval of a request for a specific use permit to allow a church in an NC (Neighborhood Commercial) District at 5250 Helbig Road subject to the following conditions: Provide a 6' wide landscape strip along the parking lot frontage along Helbig Road A 10' wide landscape strip along the north and east sides of the property and with a modification to the requirement of an 8' tall wood screening fence along the north and east sides of the property (unless a formal complaint is made by the adjacent property owners) and to the requirement of landscape islands in the parking lot (no additional landscape islands). BACKGROUND Reverend Phillip Battles, representing Pentecostal Christ Holy Sanctified Church, has applied for a specific use permit to allow a church in an NC (Neighborhood Commercial) District. The property is located at 5250 Helbig. Reverend Battles states that the church has been in existence since 1983. Its original location on Black Lane was destroyed by Hurricane Rita. The church would like to relocate to the subject property on Helbig. The church currently has a membership of seventy-five. There will be three weekly worship meetings on Sunday, Tuesday and Thursday. At a Joint Public Hearing held October 15, 2007, the Planning Commission voted 7:0 to approve a specific use permit to allow a church in an NC (Neighborhood Commercial) District at 5250 Helbig Road subject to the following conditions: Provide a 6' wide landscape strip along the parking lot frontage along Helbig Road A 10' wide landscape strip along the north and east sides of the property and with a modification to the requirement of an T tall wood screening fence along the north and east sides of the property (unless a formal complaint is made by the adjacent property owners) and to the requirement of landscape islands in the parking lot (no additional landscape islands). Recommended by Planning Commission, CityManager, Community Development Director and the Planning Manager. BUDGETARY IMPACT None. ORDINANCE NO. ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO ALLOW A CHURCH IN AN NC (NEIGHBORHOOD COMMERCIAL) DISTRICT LOCATED AT 5250 HELBIG ROAD IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. WHEREAS, the City Council for the City of Beaumont desires to issue a specific use permit to Pentecostal Christ Holy Sanctified Church, Inc., to allow a church in an NC (Neighborhood Commercial) District located at 5250 Helbig Road, being parts of Lots 12 and 13, Block 3, Weber King Addition, City of Beaumont, Jefferson County, Texas, containing 3.192 acres, more or less, as shown on Exhibit "A" attached hereto; and, WHEREAS, the City Council is of the opinion that the issuance of such specific use permit is in the best interest of the City of Beaumont and its citizens, subject to the hereinafter described conditions; NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. That a specific use permit to allow a church in an NC (Neighborhood Commercial) District located at 5250 Helbig Road, being parts of Lots 12 and 13, Block 3, Weber King Addition, City of Beaumont, Jefferson County, Texas, containing 3.192 acres, more or less, is hereby granted to Pentecostal Christ Holy Sanctified Church, Inc., its legal representatives, successors and assigns, as shown on Exhibit "A" attached hereto and made a part hereof for all purposes subject to the hereinafter described conditions: • Provide a 6' wide landscape strip along the parking lot frontage along Helbig Road. • Provide a 10' wide landscape strip along the north and east sides of the property. • Modify the requirement of an 8' tall wood screening fence along the north and east sides of the property (unless a formal complaint is made by the adjacent property owners) and to the requirement of landscape islands in the parking lot (no additional landscape islands). Section 2. That the specific use permit herein granted is expressly issued for and in accordance with each particular and detail of the site plans attached hereto as Exhibits "B" and "C" and made a part hereof for all purposes. Section 3. Notwithstanding the site plan attached hereto, the use of the property herein above described shall be in all other respects subject to all of the applicable regulations contained in Chapter 30 of the Code of Ordinances of Beaumont, Texas, as amended. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - e 1910-P: Request for a specific use permit to allow a church in an NC (Neighborhood mmercial) District. cation: 5250 Helbig Road plicant: Pentecostal Christ Holy Sanctified Church, Inc. 0 100 200 Feet I I i i EXHIBIT "A" J LC I w / mUJ co WO W OZJ-Zzo o OU) W m=wU. m36muj a r O' i z O 5 N u' w M. W 1= 4 ` CL f fA ra I j O , x z > w t � ; / r Z JZ W V N x v T = u z f!A Q W J S `i y U J y g N U cC Z ai az a m� LLI 'm WI of P T T CL UJ ' rf oo; Q �m 1� O! V NI z !0 IL j 0o U O ,� W ; 5—,cz u� w ti oo Z c's g w M. W 1= 4 ` CL f fA ra I j O , x z > w t � ; T r Z JZ W f!A Q W J S `i y U J y ♦"ij �+ p0: ul) U cC ai az a m� LLI 'm r. o t7 00 V Z ZU p om uz� O r rf oo; Q �m U g N < z IL j 0o T EXHIBIT "B" o � U � y U U cC r. o U z to 0o 'n O ,� c's g bA U U c� a � a o b o o. co o ca 3 �, y 00 b� ca ^ p cOd U b -.S� 0 o „ o >,=� ;ty • a � U '� n. Q o o U �Q " cd �i a� O In o ° m o cc 0 U p 0 cl b 4r J ��b bio a >cd d a 3 ° v o EXHIBIT "B" ►z I Z °M03 f i- �` zZ�w 0S �~ N - U � U d' Z�Qn� (nom,0 J �w- u�d wc�w jJ Q�a¢ Lu � C%< o> CN PO to Qf N_ •�-, \\ I F-OLj � S / ,00'ET T v uf M„�,i,��o00N max\ lel CO a V/ '� 1' '•ypa d� .� ,y�r'� �• ... WIs / $eat, O�p o� Sem/ �'11l Je / i 35 / 05 �� EXHIBIT "C” 5 October 23, 2007 Consider approving a request for a specific use permit to allow a physician's office in an RCR (Residential Conservation and Revitalization) District at 2331 North Street City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Boone, Conn rfiunity Development Director MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a request for a specific use permit to allow a physician's office in an RCR (Residential Conservation and Revitalization) District at 2331 North Street. RECOMMENDATION The Administration recommends approval of a request for a specific use permit to allow a physicians office in an RCR (Residential Conservation and Revitalization) District at 2331 North Street subject to the following condition: Parking, as shown on the site plan, must be provided in the rear yard of the subject property or the applicant must obtain a special exception to the parking requirement from the Board of Adjustment. and with modifications to the landscaping/screening requirements along the east, west and south sides of the property (6 %2' wood screening fence along approximately 106' of the east property line; T chain link fence along the south property line and along approximately 106' of the west property line; and 3' wide landscape strip along; the east property line. BACKGROUND Dr. Mae Wesson has again applied for a specific use permit to allow a physicians's office in an RCR (Residential Conservation and Revitalization) District. The property is located at 2331 North. Dr. Wesson states that all exams are by appointment only. Office hours are 10 a.m. - 5:30 p.m. At any one time there will be no more than two vehicles. She is requesting a modification to the landscaping/screening requirements. A 6 %' wood screening fence runs along approximately 106' of the east property line. A 4' foot tall chain link fence runs along the south property line and approximately 106' of the west property line. Along the east side of the property, there is only, room for a 3' landscape strip. A physician's office will not significantly impact the surrounding neighborhood. However, this request is another instance where a single family residence in the Old Town neighborhood is converted into a commercial use. Many of the residents in the neighborhood have expressed their concern over further commercial encroachment. To stop this encroachment, the rezoning of much of the Old Town area to RS (Residential Single Family Dwelling) District should be undertaken in the near future. At a Joint Public Hearing held October 15, 2007, the Planning Commission voted 5:2 to approve a specific use permit to allow a physicians office in an RCR (Residential Conservation and Revitalization) District at 2331 North Street subject to the following condition: • Parking, as shown on the site plan, must be provided in the rear yard of the subject property or the applicant must obtain a special exception to the parking requirement from the Board of Adjustment. and with modifications to the landscaping/screening requirements along the east, west and south sides of the property (6 %2' wood screening fence along approximately 106' of the east property line; 4' chain link fence along the south property line and along approximately 106' of the west property line; and 3' wide landscape strip along the east property line. Recommended by Planning Commission, City Manager, Community Development Director and the Planning Manager. BUDGETARYIMPACT None. ORDINANCE NO. ENTITLED AN ORDINANCE GRANTING A SPECIFIC USE PERMIT TO ALLOW A PHYSICIAN'S OFFICE IN AN RCR (RESIDENTIAL CONSERVATION AND REVITALIZATION) DISTRICT LOCATED AT 2331 NORTH STREET IN THE CITY OF BEAUMONT, JEFFERSON COUNTY, TEXAS. WHEREAS, the City Council for the City of Beaumont desires to issue a specific use permit to Dr. Mae Wesson, to allow a physician's office in an RCR (Residential Conservation and Revitalization) District located at 2331 North Street, being the W 33.3' of Lot 5 and the E 33.3' of Lot 6, Block 20, Averill Addition, City of Beaumont, Jefferson County, Texas, containing 0.229 acres, more or less, as shown on Exhibit "A" attached hereto; and, WHEREAS, the City Council is of the opinion that the issuance of such specific use permit is in the best interest of the City of Beaumont and its citizens, subject to the hereinafter described conditions; NOW, THEREFORE, BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. That a specific use permit to allow a physician's office in an RCR (Residential Conservation and Revitalization) District located at 2331 North Street, being the W 33.3' of Lot 5 and the E 33.3' of Lot 6, Block 20, Averill Addition, City of Beaumont, Jefferson County, Texas, containing 0.229 acres, more or less, is hereby granted to Dr. Mae Wesson, her legal representatives, successors and assigns, as shown on Exhibit "A" attached hereto and made a part hereof for all purposes subject to the hereinafter described conditions: • Parking, as shown on the site plan, must be provided in the rear yard of the subject property or the applicant must obtain a special exception to the parking requirement from the Board of Adjustment. • Modifications to the landscaping/screening requirements along the east, west and south sides of the property (6 '/2' wood screening fence along approximately 106' of the east property line; 4' chain link fence along the south property line and along approximately 106' of the west property line; and 3' wide landscape strip along the east property line. Section 2. That the specific use permit herein granted is expressly issued for and in accordance with each particular and detail of the site plan attached hereto as Exhibit "B" and made a part hereof for all purposes. Section 3. Notwithstanding the site plan attached hereto, the use of the property herein above described shall be in all other respects subject to all of the applicable regulations contained in Chapter 30 of the Code of Ordinances of Beaumont, Texas, as amended. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - He 1903-P: Request fora specific use permit to allow a physician's office in an RCR tesidential Conservation and Revitalization) District. jcation: 2331 North Street pficant: Dr. Mae Wesson 0 100 200 Feet 1 i I I MS Legend HAZEL AVE 1903P NORTH ST N MCFADDIN AVE 77 1 �-7777R R FRC EXHIBIT "A" No Z3 TN J 7-/c l,i�! 7" Frsd• /turf P�P� SCQ[F,lar,�Q I certify that the above is a plat of a tract of land, known as 2331 North Street, Beaumont, Texas 77702, the property of Marilyn McConville, as. surveyed by me, and being more fully described as The West Two-thirds of Lot No. Five. (W. 2/3 of 5) and the East Two-thirds of Lot No. Six (E. 2/3 of 6), in Block No, Twenty (20); of. AVERILL ADDITION to the City of Beaumont, Jefferson County, Texas, according to the map or plat of record in Volume 1, Pages 131 and 132 Map Records in the office of the County Clerk of said County and State. This property is located in Flood Zone "C" which is an area of minimal flooding per The Flood Insurance Rate Map of Beaumont, Texas, Community -Panel Number 485457 0020 B, dated December 4, 1984. .Census Tract Number 11. i F. Loc e, R.P.L.S. '.1. . 14th Street Eederland, Texas 77627 une 11, 2001 HAROLD F. LOOKE gti�4�SS�0. 91/ S U 10 h„ n w /- EXHIBIT frrvcJ /hon PPC_ o 06 0 v� y Cr v y.y O O A a oc a Vy � •i3. , y � y y ❑ R Vi ., f V y d .G C. ��wb Fd./laiJ�.d Qic . o_M No Z3 TN J 7-/c l,i�! 7" Frsd• /turf P�P� SCQ[F,lar,�Q I certify that the above is a plat of a tract of land, known as 2331 North Street, Beaumont, Texas 77702, the property of Marilyn McConville, as. surveyed by me, and being more fully described as The West Two-thirds of Lot No. Five. (W. 2/3 of 5) and the East Two-thirds of Lot No. Six (E. 2/3 of 6), in Block No, Twenty (20); of. AVERILL ADDITION to the City of Beaumont, Jefferson County, Texas, according to the map or plat of record in Volume 1, Pages 131 and 132 Map Records in the office of the County Clerk of said County and State. This property is located in Flood Zone "C" which is an area of minimal flooding per The Flood Insurance Rate Map of Beaumont, Texas, Community -Panel Number 485457 0020 B, dated December 4, 1984. .Census Tract Number 11. i F. Loc e, R.P.L.S. '.1. . 14th Street Eederland, Texas 77627 une 11, 2001 HAROLD F. LOOKE gti�4�SS�0. 91/ S U 10 h„ n w /- EXHIBIT October 23, 2007 Consider approving a contract for the purchase of fittings, pipes and couplings for use in the Water Department WOW City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider a contract for the purchase of fittings, pipes, and couplings. RECOMMENDATION Administration recommends award of an annual contract for purchasing fittings, pipes, and couplings to various vendors at the unit costs reflected in the attached bid tabulation. The estimated total annual expenditure is $543,301.66 BACKGROUND Bids were requested for an annual contract for couplings, brass fittings, plastic tubing, and other water -related materials for use by the Water Utilities Department. The materials are used in the repair of existing water lines, installation of new water service lines, and in the maintenance of existing water mains and meters. The materials are utilized to maintain adequate water service throughout the City. Sixteen (16) vendors were notified, with five (5) responding with bids as detailed on the attached bid tabulations. Specifications required vendors to submit pricing for lead-free American or domestic -made products. In addition, specifications stated that bidders must maintain firm pricing for the entire contract period. Due to price fluctuations in the cost of raw materials used in the production of various contract items, particularly brass and polyethylene, some vendors are wary of guaranteeing prices for a full year. Conditional bids that included escalation clauses and bids for brands that did not meet minimum specifications were not considered. Bids received are summarized as follow: Contract for fittings, pipes, and couplings October 23, 2007 Page 2 VENDOR SECTION BID ACT Pipe and Supply, Houston Bolted Couplings $36,370.50 Couplings $39,264.50 Service Saddles $21,536.50 Coburn Supply, Beaumont Angle Stops $89,544.45 Bends $10,300.85 Check Valves $4,864.00 Mechanical Joint Restrainers $20,669.80 Meter Boxes $100,085.80 Nipples $10,476.50 Tubing $8,416.00 Golden Triangle Pipe, Beaumont Fire Hydrant Bury $111,735.00 Fire Hydrant Extensions $5,492.20 HD Supply Waterworks, Lufkin Valves and Valve Taps $71,306.56 Rural Pipe and Supply, Jasper Bushings $1,654.00 Valve Boxes $11,585.00 TOTAL ESTIMATED ANNUAL COST: $543,301.66 BUDGETARY IMPACT Funds are available for this expenditure in the Water Utilities Department's operating budget. RESOLUTION NO. WHEREAS, bids were received for an annual contract for purchasing fittings, pipes and couplings for use by the Water Utilities Department; and, WHEREAS, various vendors submitted bids in the unit costs shown below: VENDOR SECTION BID ACT Pipe and Supply, Houston Bolted Couplings $36,370.50 Couplings $39,264.50 Service Saddles $21,536.50 Coburn Supply, Beaumont Angle Stops $89,544.45 Bends $10,300.85 Check Valves $4,864.00 Mechanical Joint Restrainers $20,669.80 Meter Boxes $100,085.80 Nipples $10,476.50 Tubing $8,416.00 Golden Triangle Pipe, Beaumont Fire Hydrant Bury $111,735.00 Fire Hydrant Extensions $5,492.20 HD Supply Waterworks, Lufkin Valves and Valve Taps $71,306.56 Rural Pipe and Supply, Jasper Bushings $1,654.00 Valve Boxes $11,585.00 TOTAL ESTIMATED ANNUAL COST: $543,301.66 and, WHEREAS, City Council is of the opinion that the bids submitted by the various vendors in the amounts shown above for an estimated total contract expenditure of $543,301.66 should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the bids for an annual contract for purchasing fittings, pipes and couplings for use by the Water Utilities Department submitted by the vendors in the amounts shown above for an estimated total contract expenditure of $543,301.66 be accepted by the City of Beaumont. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - No Text No Text No Text n- ti -INNn A O 7 ti �� .Np CoC uT- o o O� O o ti B9 Yi V9 M' B9 W B9 :� 'i l 1 c �. o I o o m o 0 00 0 0 o 0 o. _ o o _.; 0 o o O 0 o oo 0 .... Isi v� _ rn a I v 0N 1 i p- I a F v a c � I a i �o� � o 0 0 o 0 0oi,i of o � of of of o m ri F Z o� v o I ` 0 N of I� a �I o �I o a ,>j 4 r I v 1 - V' �o DoT n �n Z r » vi N vi eq sv sv v, m U ml o N II II i r F -I I a G- m ry -- E E N - I a o D o c c- o of �iS o o o a I N i z ' 0 u I I - v o r J I I ds I vi w Q a r � � Ir .a F � � e a I II a o r w 0 � r � x F I o C'.. of o o N DI J of ut z o to b i P 8 0 p P V O od d l F �l �o O d f5- `" _ Vi w cfl o a z z� 3� Q T of D P P m Q _ N —. - O - --- y Uj O N O O-- O O O V O O O O O O u c 0 � N op N o � of orvl I i e o _ o o 0 � dl I I d e D '. � IIS o ❑ � I � �� ',Ii i 0 G f'I �o o� d of o o c of of.,d, P I N j 0 sv w ,q w J � I o v -. w I a� 6 n � a: w _ Q OV... 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W FII tH n s'? yr X e aQ Qn.l I I E W FII tH n s'? yr X G I V m I I ZI a 0 0 1 -- ti U w r O V z a O O C] L N O f.. .`J v Q u F - q :7 z z w c. 0 m No Text w •�' I eq ISI � zz a N I U OI 0 I E E o Q S! o KFI W o,. � I N of a 3 EI N :o, > x a F N w Z es a�; II �0000 - z w Ip � 4 F O •�' eq ISI � zz a N NII 0 0 E E o x 4 �I N of a 'a EI F N UU I o � — I z z z O O I V O� Off, O o� o of o aS r o o a a s g N 0 0 0l o' � c_ o i ' O w E o .y � x mI � ill i � F a o c - x a y 7 - F, F p IIF, o m 0 0 z O � � li o 0 0 o o c o0 o d 0 0 o 0 o f I o t o a 91 '[J I F � o i o 0 ev z 0 0 o ds sv zi vi I o F I I �I I - off, L41 L4 a �4 I � � V i E > � Q _ I y� W o � a a J L I I o u x x o F I o =1 I cL C7 m z W m � � o I III Z n v: I 91 '[J - v L) � V i E > d a a a I o u x x o F I cL C7 m z W I � o o o October 23, 2007 Consider authorizing the award of a contract for the First Baptist Church Parking Lot Construction Project BEAUMONT TEXAS TO: FROM: PREPARED BY: MEETING DATE: City Council Agenda Item City Council Kyle Hayes, City Manager Tom Warner, Director of Public Works October 23, 2007 REQUESTED ACTION: Council consider a resolution authorizing the award of a contract for the First Baptist Church Parking Lot Construction Project to H. B. Neild and Sons, Inc. in the amount of $269,000.00. RECOMMENDATION Administration recommends awarding the contract for the First Baptist Church Parking Lot Construction Project to H. B. Neild and Sons, Inc. in the amount of $269,000.00. BACKGROUND On October 4, 2007, the City of Beaumont received one (1) bid for the First Baptist Church Parking Lot Construction Project. The bid was submitted by H. B. Neild & Sons, Inc. in the amount of $269,000.00 The estimated cost of the project prior to receipt of bid was $250,000.00. The MBE goal will be met through subcontracting with the MBE firms of Crabtree Barricade Systems and Garden of Gethsemane in the amount of $21,432.00 representing 8% of the contract amount. BUDGETARY IMPACT Funds are available in the Capital Program. Iwpd 10!15!2007 Oct, 15. 2007 8.50PM U c m Z HB NEILD & SONS E:l R No. 7570 P. 2 w C) o 0 M O �i y�q 69 m Si'a G Q Lo m N C N O Dl � � C F C Id O O Q M d> c m E U L E:l R No. 7570 P. 2 w RESOLUTION NO. WHEREAS, on October 4, 2007, bids were solicited for a contract for the First Baptist Church Parking Lot Construction Project; and, WHEREAS, H. B. Neild and Sons, Inc., Beaumont, Texas, submitted a hid in the amount of $269,000 and, WHEREAS, City Council is of the opinion that the bid submitted by H. B. Neild and Sons, Inc., of Beaumont, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the bid submitted by H. B. Neild and Sons, Inc., of Beaumont, Texas, for a contract for the First Baptist Church Parking Lot Construction Project in the amount of $269,000 be accepted by the City of Beaumont. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - October 23, 2007 Consider renewing an annual maintenance agreement for HTE, Inc. software support City Council Agenda Item � c TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer MEETING DATE: October 23, 2007 REQUESTED ACTION: Council consider renewal of an annual maintenance agreement for HTE, Inc. software support. RECOMMENDATION The Administration recommends payment of an invoice to HTE, Inc. for the renewal of an annual maintenance agreement for software support in the amount of $ 92,395. BACKGROUND HTE, Inc. Software is used by various City departments. This purchase is exempt from competitive bidding since it is available from only one (1) source having exclusive rights to modify and maintain the software. The software maintenance agreement provides for unlimited telephone support and up to three (3) software updates during the annual term. This agreement is for an annual period beginning October 1, 2007 and includes the following applications. Software Applications Contract Amount Building Codes and Permitting $4,720 Finance/Cash Receipts $2,870 Finance/Fixed Assets $2,720 Finance/GMBA Accounting System $11,280 Finance/Loans Module $2,300 Finance/Accounts Receivable $3,990 Finance/Purchasing $6,200 Finance/Payroll $9,320 Human Resources/Applicant Tracking $3,750 Imaging Interfaces $2,595 Click2Gov Citizen Web Interfaces $3,780 Municipal Court $8,740 Jury Management $2,220 Land Management $4,250 Occupational License $1,990 Document Management Services $960 QRep Reporting $1,740 Water Billing and Citizen Online Payments $10,770 Application Modifications $8,200 Total $92,395 BUDGETARY IMPACT Funding is budgeted for fiscal year 2008 as follows: General Fund $64,155 Municipal Court Technology Fund $16,315 Water Fund $11,925 Total $92,395 RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to approve payment of an invoice in the amount of $92,395 to Sunguard HTE, Inc. for the renewal of an annual maintenance agreement for software support used by various city departments for an annual period beginning October 1, 2007. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - October 23, 2007 Consider authorizing the City Manager to execute a warranty deed in favor of the Heirs of Wilbur Carroll Gilbert, Jr., W. C. Gilbert, Sr., and Elizabeth Gilbert Fortune transferring the interest that the City of Beaumont may have in the property located at 328 Bowie Street, Beaumont, Texas BEAUMONT, TEXAS TO: FROM: PREPARED BY: MEETING DATE: City Council Agenda Item City Council Kyle Hayes, City Manager Tyrone E. Cooper, City Attorney October 23, 2007 REQUESTED ACTION: Council consider approving a resolution authorizing the City Manager to execute a warranty deed in favor of the Heirs of Wilbur Carroll Gilbert, Jr., W. C. Gilbert, Sr., and Elizabeth Gilbert Fortune transferring the interest that the City of Beaumont may have in the property located at 328 Bowie Street, Beaumont, Texas. RECOMMENDATION Administration recommends approving a resolution authorizing the City Manager to execute a warranty deed in favor of the Heirs of Wilbur Carroll Gilbert, Jr., W. C. Gilbert, Sr., and Elizabeth Gilbert Fortune transferring the interest that the City of Beaumont may have in the property located at 328 Bowie Street, Beaumont, Texas. BACKGROUND In 1998 the City was the beneficiary of a testamentary gift from Wilbur Carroll Gilbert, Jr., W. C. Gilbert, Sr., and Elizabeth Gilbert Fortune which made possible the acquisition of the Gilbert Building at 382 Bowie Street in downtown Beaumont, Texas. The deeds of conveyance contain certain restrictive covenants as to how the building was to be restored, used and maintained. At the time of the conveyance, the City agreed to use reasonable diligence in the restoration, preservation and maintenance of the building as is practicable and within the City's ability to do. To assist in that effort, Mrs. Fortune provided, in her will, that after all of her individual bequests were satisfied, the balance of her estate would go to the Foundation of Southeast Texas to assist with restoration of the building. These funds were later depleted through litigation expenses in a Will contest initiated by the heirs. After an extensive assessment of what it would take to restore the building for proper use, the City Manager has determined that because of age and deteriorated condition, it is not economically feasible for the City to restore the building for the purposes mandated by the covenants. For this reason and the fact that at least one heir is demanding a reversion of the property, it is in the best interest of the citizens of the City of Beaumont to allow the building to revert to the grantors as provided for by the covenants. BUDGETARY IMPACT Reversion to private ownership will put the property back on the tax rolls for purposes of ad valorem taxation. RESOLUTION NO. WHEREAS, by Resolution No. 98-221, the City of Beaumont accepted the offer of a gift from Mrs. Elizabeth Gilbert Fortune of one-sixth (1/6th) interest in the Gilbert Building and common stock equal in value to Sixty -Two Thousand Five -Hundred ($62,500) Dollars for the intended purpose of purchasing the other five -sixth (5/6th) interest in the building; and, WHEREAS, on December 29, 1998, Chase Bank of Texas, National Association, as Successor Trustee of the Testamentary Trust under the Will and Codicil of Wilbur Carroll Gilbert, Jr., as Successor Trustee of the Testamentary Trust under the Will of W. C. Gilbert, Sr., and as Successor Trustee of the Testamentary Trust under the Will of Elizabeth B. Gilbert, as Grantor conveyed by special warranty deed a five -sixth (5/6th) interest in and to the South one-half ('/2) of both Lots 220 and 221 in Block 42 of the Original Townsite of Beaumont, Jefferson County, Texas, and all the improvements thereon, commonly referred to as the Gilbert Building at 320 Bowie Street, Beaumont, Texas; and, WHEREAS, the charitable intent of the conveyances was stated as a restrictive covenant binding the City of Beaumont as to how the building would be restored, used and maintained; and, WHEREAS, Mrs. Gilbert Fortune upon her death provided in her Will that a fund would be established through the Foundation of Southeast Texas to assist with the restoration and continued maintenance of the building; and, WHEREAS, these funds were later depleted through litigation expenses in a Will contest initiated by her heirs; and, WHEREAS, the City Council of the City of Beaumont has determined and does find that because of age and deteriorated condition, it is not practical for the City to restore, preserve and maintain the building for the charitable purposes intended by the covenant and that it is in the best interest of the citizens to allow the reversion of the building to the Grantor as provided in the covenant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: Section 1. THAT the statements and findings set forth in the preamble to this resolution are hereby and in all things approved and adopted. Section 2. THAT the City Manager be and he is hereby authorized to execute a Warranty Deed in favor of the Grantor as provided in the documents of conveyance by which the City of Beaumont received ownership of the above-described property. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - 10 October 23, 2007 Consider approving Change Order No. 5 for the Martin Luther King, Jr. Park City Council Agenda Item IM � c TO: City Council FROM: Kyle Hayes, City Manager 'O•P . PREPARED BY: Tom Warner, Director of Public Works MEETING DATE: October 23, 2007 REQUESTED ACTION: Council approval of Change Order No. 5 for the Martin Luther King, Jr. Park. RECOMMENDATION Administration recommends approval of Change Order No. 5 in the amount of $37,000 for inscribing cast stone panels at Martin Luther King, Jr. Park. BACKGROUND The construction contract was awarded by Council to N & T Construction, Inc. in the amount of $648,000. Construction is underway and the wording for the cast stone panels has been finalized. The four sets of panels along the park pathway will be inscribed with various excerpts from Dr. King's speeches. The price could not be established until the manufacturer was provided with the number of letters, size and font style. The contractor has requested that the completion date be extended until December 15, 2007. The wording for the panels was submitted to the contractor on October 1. Previous change orders include: Change Order No. 1 in the amount of $47,476 provided for an upgrade in the type of paver to be installed. Change Order No. 2 in the amount of $6,635 was issued for imprinting the new memorial bricks. Change Order No. 3 in the amount of $8,303 was issued for electrical upgrades. Change Order No. 4 in the amount of $17,669 was issued for the installation of light fixtures in the parking area. M.L.K Park - Change Order No. 5 October 16, 2007 Page 2 The base bid of $648,000 was increased by Change Order Nos. 1, 2, 3, and 4 to $728,083. Change Order No. 5 will increase the original contract amount by six percent (6%). Total percentage increase to date is twelve percent (12%). BUDGETARY IMPACT Funds are available in the Capital Program. RESOLUTION NO. WHEREAS, on October 31, 2006, the City Council of the City of Beaumont, Texas, passed Resolution No. 06-335 awarding a contract in the amount of $648,000 to N & T Construction, Inc., Orange, Texas, for the construction of Martin Luther King, Jr. Park; and, WHEREAS, Change Order No. 1 was required for upgrading the specified 2 ft. x 2 ft. concrete pavers to Hanover Prest Pavers in a limestone grey and furnishing new memorial brick pavers in a charcoal finish thereby increasing the contract amount by $47,476 which increased the total contract amount to $695,476; and WHEREAS, Change Order No. 2 was required to imprint 261 new memorial bricks that will be placed along the walkway thereby increasing the contract amount by $6,635 for a total contract amount of $702,111; and WHEREAS, Change Order No. 3 was required forfurnishing and installing electrical power breakers, a concrete pedestal and an aluminum enclosure for the main electrical service that connects to the main power source thereby increasing the contract amount by $8,303 for a total contract amount of $710,414; and WHEREAS, Change Order No. 4 was required for furnishing and installing new light fixtures in the parking lot thereby increasing the contract amount by $17,669 for a total contract amount of $728,083; and WHEREAS, Change Order No. 5 is required for inscribing cast stone panels thereby increasing the contract amount by $37,000 for a total contract amount of $765,083. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute Change Order No. 5 increasing the contract amount by $37,000 for a total contract amount of $765,083 for the construction of Martin Luther King, Jr. Park. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - 11 October 23, 2007 Consider authorizing the City Manager to increase the Rehabilitation of the Primary and Secondary Trickling Filters Project for "extra work" 9:i: EEAUMONT.TEXAS TO: FROM: PREPARED BY: MEETING DATE: City Council Agenda Item City Council Kyle Hayes, City Manager Dr. Hani J. Tohme, Water Utilities Director 4W October 23, 2007 REQUESTED ACTION: Council approval of a resolution authorizing the City Manager to increase the Rehabilitation of the Primary and Secondary Trickling Filters Project for "extra work". RECOMMENDATION The Administration recommends approval of increasing the Rehabilitation of the Primary and Secondary Trickling Filters Project amount by $34,965.35. The proposed changes to the contract will remove three concrete plugs for the headworks building and channel, replace the specified Garlock gaskets with 1/8" neoprene gaskets on Primary Trickling Filter No. 1, sand blast existing distribution arms for Primary Trickling Filter No. 2, Secondary Trickling Filter No. 1 and Secondary Trickling Filter No. 2 to prepare the surface to be galvanized, repair three (3) sections of the distribution tubes from Primary Trickling Filter No. 2 by cutting the bottom section of the tubes at the weld seams on both sides and installing a 1/4" carbon steel plate bent to the original radius and cutting new holes for the orifice ports to match the original holes, furnish and install 325 new stainless steel spreader plates and 325 new stainless steel spacer plates on Primary Trickling Filter No. 2, repair the top of one distribution tube section by cutting out the damaged area and welding a 1/4" carbon steel plate in place and weld up dimple holes on the distribution tubes for Primary Trickling Filter No. 2, and increase the contract time by 81 calendar days. The additional days increases the total contract time to 441 calendar days. The proposed extra work will represent an increase of 2.34% of the original contract amount. BACKGROUND The primary and secondary filters were originally built in 1952. The proposed additions and modifications to the trickling filters are mandated by equipment failure, increased flows during normal operational conditions and deteriorated structures and equipment. The project will rehabilitate and replace structural components and install new equipment to meet present and future demands and State and Federal regulations. Rehabilitation of the Primary and Secondary Trickling Filters Project October 23, 2007 Page 2 of 2 Previous actions include: Resolution 06-325 in the amount of $1,496,254.00 was passed by City Council on October 24, 2006. This Change Order is recommended for approval by the City Manager and the Water Utilities Director. BUDGETARY IMPACT Funds for the project are available in the Capital Program. APPROVAL, OF CONTRACT CHANGE Change Order No. 1 Date: October 15. 2007 Project: City of Beaumont, Texas Wastewater Treatment Facility Rehabilitation of the Primary and Secondary Trickling Filters Owner: City of Beaumont, Texas 801 Main Street Beaumont, Texas 77704 Contractor: Allco, Ltd P.O.Box 3684 Beaumont, Texas 77704 To the Owner: Approval of the following contract change is requested. Reason for Change: Remove three concrete plugs for the headworks building and channel, replace the specified Garlock gaskets with 1/8" neoprene gaskets on Primary Trickling Filter No. 1, sand blast existing distribution arms for Primary Trickling Filter No. 2, Secondary Trickling Filter No. I and Secondary Trickling Filter No. 2 to prepare the surface to be galvanized, repair three (3) sections of the distribution tubes from Primary Trickling Filter No. 2 by cutting the bottom section of the tubes at the weld seams on both sides and installing a 1/4" carbon steel plate beat to the original radius and cutting new holes for the orifice ports to match the original holes, furnish and install 325 new stainless steel spreader plates and 325 new stainless steel spacer plates on Primary Trickling Filter No. 2, repair the top of one distribution tube section by cutting out the damaged area and welding a 114" carbon steel plate in place and weld up dimple holes on the distribution tubes for Primary Trickling Filter No. 2. The Change Order will also adjust the contract time due to additional work. ORIGINAL CONTRACT AMOUNT: $1,496,254.00 THIS CHANGE ORDER: Desedpiion Net Change $2,527.00 Remove three concrete plugs for the headworks building and channel. Replace the specified Garlock gaskets with 1/8" neoprene gaskets on the $1,559.00 Primary Trickling Filter No. 1. Sand blast existing distribution arms for Primary Trickling Filter No. 2, $15,042.00 Secondary Trickling Filter No. 1 and Secondary Trickling Filter No. 2 to prepare the surface to be galvanized. Repair three (3) sections of the distribution tubes from the Primary Trickling $6,917.25 Fiters No. 2 by cutting the bottom section of the tubes at the weld seam on both sides and installing a 1/4" carbon steel plate bent to the original radius and cutting new holes for the orifice ports to match the original holes. Furnish and install 325 new stanliess steel spreader plates and 325 new $7,192.10 stainless steel spacers plates on the Primary Trickling Fiter No. 2. Repair the top of one distribution tube section by cutting out the damaged $1,728.00 area and welding on a 1/4" carbon steel plate in place and weld up dimple holes on the distribution tubes for Primary Trickling Filter No. 2. TOTAL AMOUNT OF THIS CHANGE ORDER: $34.965.35 TOTAL REVISED CONTRACT AMOUNT INCLUDING THIS CHANGE ORDER: $1,531.219.35 Change Order No. 1 October 15, 2007 Page 2 of 2 CONTRACT TIME: Original Contract Time: 360 days Additional work days requested 81 days Revised Contract Time 441 days CONDITION OF CHANGE: "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represents frill compensation for all increases and decreases in the cost of, and the time required to perform the entire work under the Contract arising directly or indirectly from this Change Order and all previous Change Orders. Acceptance of this waiver constitutes an agreement between Owner and Contractor that the Change Order represents an all inclusive, mutually agreed upon adjustment to the Contract, and that Contractor will waive all rights to file a claim on this Change Order after it is properly executed." Recommended by: Scha nburg & Polk, Inc. Engi eer Approved By: City of Beaumont Owner Accepted by: da# i.- Allco, td. Contractor Date: A2 l5 Date: Date: /Ufa/a RESOLUTION NO. WHEREAS, on October 24, 2006, the City Council of the City of Beaumont, Texas, passed Resolution No. 06-325 awarding a contract in the amount of $1,496,254 to Allco, Ltd., Beaumont, Texas, forthe Rehabilitation of the Wastewater Treatment Facility Primary and Secondary Trickling Filters; and, WHEREAS, Change Order No. 1 is required for "extra work" to remove three concrete plugs for the headworks building and channel, replace the specified Garlock gaskets with 1/8" neoprene gaskets on Primary Trickling Filter No. 1, sandblast existing distribution arms for Primary Trickling Filter No. 2, Secondary Trickling Filter No. 1 and Secondary Trickling Filter No. 2 to prepare the surfaces to be galvanized, repair three (3) sections of the distribution tubes from Primary Trickling Filter No. 2 by cutting the bottom section of the tubes at the weld seams on both sides and installing a 1/4" carbon steel plate bent to the original radius and cutting new holes for the orifice ports to match the original holes, furnish and install 325 new stainless steel spreader plates and 325 new stainless steel spacer plates on Primary Trickling Filter No. 2, repair the top of one distribution tube section by cutting out the damaged area and welding a 1/4" carbon steel plate in place and weld up dimple holes on the distribution tubes for Primary Trickling Filter No. 2, and increase the contract time by 81 calendar days, thereby increasing the contract amount by $34,965.35 for a total contract amount of $1,531,219.35. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute Change Order No. 1 for "extra work" as described above, thereby increasing the contract amount by $34,965.35 for a total contract amount of $1,531,219.35. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - 12 October 23, 2007 Consider approving Change Order No. 1 for renovations to City Hall City Council Agenda Item � c TO: City Council FROM: Kyle Hayes, City Manager IINP PREPARED BY: Tom Warner, Director of Public Works MEETING DATE: October 23, 2007 REQUESTED ACTION: Council approval of Change Order No. 1 for renovations to City Hall. RECOMMENDATION The Administration recommends approval of Change Order No. 1 in the amount of $58,391.06 for new carpet to be installed on the I' floor of City Hall. BACKGROUND A contract was awarded to Bruce's General Construction in the amount of $457,000 for renovations to the 2"d and 3" floors of City Hall. Included in the remodeling is the installation of new carpet. Upon placing the order for the carpet required for the 2nd and 3' floors, it was discovered that greater discounts would be realized if the quantity of carpet for all floors was placed with the initial order. Additionally, the carpet will be milled from the same dye lot to ensure color consistency. Upon completion of the 2nd and 3`d floors, the design of the I' floor will be completed. Included will be renovations to the Human Resources Department, Cash Management offices and Council Chambers. All I' floor offices, including Council Chambers, will receive new carpet. Bruce's General Construction in cogjunction with Porter's Carpet will store carpet until thele` floor renovations are completed. The base bid of $457,000 will be increased by $58,391.06 or 13%. BUDGETARY IMPACT Funds are available in the Capital Program. RESOLUTION NO. WHEREAS, on September 18, 2007, the City Council of the City of Beaumont, Texas, passed Resolution No. 07-281 awarding a contract in the amount of $457,000 to Bruce's General Construction, Beaumont, Texas, to furnish all labor, materials, equipment and supplies to renovate the 2nd and 3rd floors of City Hall; and, WHEREAS, Change Order No. 1 in the amount of $58,391.06 is required to include carpet for the 2nd and 3rd floors of City Hall to receive a greater discount thereby increasing the contract amount to $515,391.06; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute Change Order No. 1 increasing the contract amount by $$58,391.06 for a total amount of $515,391.06 to include carpet for the 2nd and 3rd floors of City Hall to receive a greater discount. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames - 13 October 23, 2007 Consider nominating C. L. Sherman to the Jefferson County Appraisal District Board of Directors City Council I 1 II BEAUMONT,TEXAS TO: City Council FROM: Kyle Hayes, City Manager MEETING DATE: October 23, 2007 REQUESTED ACTION: Consider nominating C. L. Sherman to the Jefferson County Appraisal District Board of Directors RECOMMENDATION The Administration recommends approval of the nomination of Mr. Sherman. BACKGROUND The terms of the current Board members expire on December 31, 2007. All governmental entities within Jefferson County have an opportunity to submit nominations for the Board of Directors. Entities wishing to do so were to adopt a resolution making the nomination and file it with the Jefferson County Appraisal District prior to October 15. The October 15 deadline was missed; however, the deadline was extended to October 23, 2007. C.L. Sherman currently serves on the Board of Directors. Before October 30, each entity entitled to vote will be mailed a ballot listing all nominees. Each entity will then cast its votes, again by resolution adopted by the governing body, and submit the resolution back to the Jefferson County Appraisal District before December 15. Jefferson County Appraisal District P. O. Box 21337 4610 S. Fourth St. Beaumont, Texas 77720-1337 Beaumont, Texas 77705 CHIEF APPRAISER Roland R. Bieber, RPA Mrs. Becky Ames Mayor City of Beaumont P O Box 3827 Beaumont TX 77704 Dear Mayor Ames: (409) 840-9944 (409) 727-4611 Fax (409) 727-5621 MEMBERS OF THE BOARD August 27, 2007 Eugene Landry, Chairperson C.L. Sherman, Secretary Miriam K. Johnson Charles Lankford Fred L. Mitchell In accordance with Section 6.03(e) of the Property Tax Code, attached please find the voting entitlement for each taxing unit that is entitled to vote for the Board of Directors. The terms of the current Board members expire on December 31, 2007. If your entity would like to submit nominations for the Board of Directors, you must do so by resolution adopted by your governing body and file it with me prior to October 15. Before October 30 I will submit to each entity entitled to vote a ballot listing all of the nominees. Each entity will then cast its votes, again by resolution adopted by the governing body, and submit the resolution to me before December 15. The conservation and reclamation districts nominated Miriam Johnson for the 2008 - 2009 term of office. Mrs. Johnson's name will be placed on the ballot along with the names of the nominees submitted by the County, cities, and school districts. In the main election, the nominee who receives the majority of the votes cast by the conservation and reclamation districts will receive all of the votes cast by the special districts. I have enclosed a copy of the calendar of events for the election of the Board of Directors. Please be aware that due to new legislation, extensions for submitting your nominees and casting your votes can no longer be granted. If you have any questions, please do not hesitate to contact me. Sincerely, Roland R. Bieber, RPA Chief Appraiser pjb Enclosures , c. r. Kyle Hayes, City Manager ELECTION OF BOARD OF DIRECTORS Calendar of Events as Revised by HB 2043 Before October 1 Chief Appraiser calculates votes each entity is entitled to and delivers written notice to each taxing entity (with exception of conservation and reclamation districts). Before October 15 By resolution adopted by the governing body, each entity submits nomination to the Chief Appraiser (with exception of conservation and reclamation districts). An entity may submit a nomination for each of the five positions on the Board. Before October 30 Chief Appraiser prepares a ballot of candidates whose names were timely submitted and delivers a copy to the presiding officer of each entity entitled to vote. Before December 15 Each entity determines its vote by resolution and submits it to the Chief Appraiser. An entity may cast all its votes for one candidate or distribute them among candidates. Before December 31 Chief Appraiser counts the votes, declares the five candidates who receive the largest vote totals as the winners, and submits the results to the taxing entities and the candidates Should any deadline fall on a weekend or holiday, the deadline is extended to the next regular business day. Revisions to Section 6.03 of the Property Tax Code no longer allow the Chief Appraiser to grant an extension for submitting nominees or casting votes. JEFFERSON COUNTY APPRAISAL DISTRICT Voting Allocation for 2008 - 2009 Board of Directors Based on 2006 Tax Levies Drainage District #6 Drainage District #7 Navigation and Waterways Dist Port of Beaumont Port of Port Arthur Port of Sabine Pass Trinity Bay Conservation Dist WCID#10 SUBTOTAL C & R DISTRICTS: Jefferson County Beaumont ISD Hamshire-Fannett ISD Hardin Jefferson ISD Nederland ISD Port Arthur ISD Port Neches -Groves ISD Sabine Pass ISD City of Beaumont City of Bevil Oaks City of Groves City of Nederland City of Port Arthur City of Port Neches SUBTOTALS: % of Total 2006 Tax Levy Tax Levy # of Votes $13,209,779.27 3.30% 165 $11,994,984.63 3.00% 150 $4,290,254.86 1.07% 54 $5,844,526.67 1.46% 73 $5,166,485.91 1.29% 65 $276,318.73 0.07% 3 $27,575.53 0.01% 0 $724,301.98 0.18% 9 $41,534,227.58 10.39% 519 $65,561,838.35 16.40% 820 $104,321,191.79 26.09% 1,305 $8,425,505.09 2.11% 105 $5,781,253.90 1.45% 72 $17,827,857.34 4.46% 223 $52,917,142.96 13.23% 662 $40,863,826.35 10.22% 511 $6,895,282.91 1.72% 86 $32,123,645.56 8.03% 402 $105,750.65 0.03% 1 $3,995,911.52 1.00% 50 $4,297,942.68 1.07% 54 $10,151,147.44 2.54% 127 $5,037,342.77 1.26% 63 $358,305,639.31 89.61% 4,481 TOTALS: $399,839,866.89 100.00% 5,000 IF! October 23, 2007 PUBLIC HEARING: Receive comments related to the proposed termination of the City of Beaumont Solid Waste Franchise Agreement granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029 Consider approving the termination of the City of Beaumont Solid Waste Franchise Agreement granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029 City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: October 23, 2007 REQUESTED ACTION: Council, after conducting a public hearing, consider the termination of the City of Beaumont Solid Waste Franchise Agreement granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029. RECOMMENDATION Administration recommends termination of the franchise granted to Arrow Waste, Inc. by repealing Ordinance No. 05-029 due to the company's violation of the terms and conditions of its franchise to operate a solid waste collection and transportation service. BACKGROUND Arrow Waste, Inc. was granted a franchise in March 2005. Since May 2006 the company has failed to make timely monthly franchise payments. They currently have not paid amounts which were due on August 15 and September 15, 2007 totaling $1,200.34. They have also not reported or paid amounts due on October 15, 2007 or responded to collection efforts. The most recent payment for franchise fees, received on August 23, 2007 in the amount of $2,200.00, was payment for delinquent amounts owed for prior months. The City's Controller is currently conducting an audit of the company's financials and preliminary audit findings have found that the Company owes additional funds to the City in the amount of $3,014.83. In addition, Arrow Waste owes delinquent landfill charges for which they have been paying $5,000.00 per month since February 2007. The current balance for use of the landfill is $17,052.50 and the most recent payment was on October 5, 2007 in the amount of $5,000.00. In accordance with procedures stated in the franchise agreement, a letter was mailed on September 21, 2007 notifying Arrow Waste, Inc. that they were required to make payment in full of all delinquent obligations owed to the City under the terms of the franchise agreement within ten (10) days. In the letter, they were given notice that their failure to comply would result in termination of their franchise. Arrow Waste, Inc. October 23, 2007 Page 2 There are currently five solid waste franchises operating within the City of Beaumont. For the integrity of the franchises, all businesses are required to pay timely. BUDGETARY IMPACT Termination of the franchise does not extinguish the debt owed to the City of Beaumont by Arrow Waste, Inc. ORDINANCE NO. ENTITLED AN ORDINANCE REPEALING ORDINANCE NO. 05-029 GRANTING A FRANCHISE TO ARROW WASTE, INC., TO OPERATE A SOLID WASTE COLLECTION AND TRANSPORTATION SERVICE IN THE CITY OF BEAUMONT AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Ordinance No. 05-029 passed on April 26, 2005, granted a franchise to Arrow Waste, Inc., to operate a solid waste collection and transportation service in the City of Beaumont; and WHEREAS, Arrow Waste, Inc., has failed to comply with the terms and conditions of its franchise to operate a solid waste collection and transportation service in the City of Beaumont by its failure to timely pay the monthly franchise fees; and WHEREAS, the City of Beaumont desires to terminate the franchise agreementwith Arrow Waste, Inc., granted by Ordinance No. 05-029 based on Arrow Waste, Inc.'s, failure to comply with the terms and conditions of said franchise effective November 2, 2007. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT Ordinance No. 05-029 granting a franchise to Arrow Waste, Inc., to operate a solid waste collection and transportation service in the City of Beaumont be and it is hereby repealed and said franchise agreement is hereby terminated effective November 2, 2007. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 23rd day of October, 2007. - Mayor Becky Ames -