PUBLIC COMMENTS PRESENTATIONS ......2020/06/06 · Participation/ Witness Form to the County Clerk. Please Complete the Public Participation/ Witness Form in its Entirety. NO ACTION

Commissioners Court June 23, 2020

NOTICE OF A MEETING OF THE

COMMISSIONERS COURT OF HAYS COUNTY, TEXAS

This Notice is posted pursuant to the Texas Open Meetings Act. (VERNONS TEXAS CODES ANN. GOV. CODE CH.551). The Hays County Commissioners Court will hold a meeting at 9:00 A.M. on the 23rd day of June 2020, in the Hays County Courthouse, Room 301, San Marcos, Texas. An Open Meeting will be held concerning the following subjects:

CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE - Pledge of Allegiance to the American Flag & Pledge of Allegiance to the Texas Flag

ROLL CALL

PUBLIC COMMENTS At this time 3-MINUTE comments will be taken from the audience on Non-Agenda related topics. To address the Court, please submit a Public

Participation/ Witness Form to the County Clerk. Please Complete the Public Participation/ Witness Form in its Entirety. NO ACTION MAY BE TAKEN BY THE COURT DURING PUBLIC COMMENTS.

PRESENTATIONS & PROCLAMATIONS

1 Update from the County Judge and staff regarding the Local Disaster Declaration and COVID-19. Possible discussion and action may follow. BECERRA

CONSENT ITEMS The following may be acted upon in one motion.

A Commissioner, the County Judge, or a Citizen may request items be pulled for separate discussion and/or action.

2 Approve payments of County invoices. VILLARREAL-ALONZO

3 Approve the payment of United Healthcare claims. VILLARREAL-ALONZO

4 Approve Commissioners Court Minutes of June 9, 2020. BECERRA/CARDENAS

5 Authorize the Local Health Department to purchase two portable BioSpray machines that funding was approved for under the COVID-19 Crisis CoAg Grant. INGALSBE/T.CRUMLEY

6 Authorize On-Site Sewage Facility Permit for an Automotive Detailing Shop located at 970 N. Sunset Canyon Dr., Dripping Springs, TX 78620. SMITH/STRICKLAND

7 Authorize the County and District Clerk's office to enter into a Participation Agreement with Tyler Technologies and re:SearchTX to use the document search/retrieval portal. INGALSBE/CARDENAS/B.CRUMLEY

8 Authorize the County Judge to execute Proposals with Marathon Fitness for training equipment for the Public Safety Bond projects and amend the budget accordingly. INGALSBE/CUTLER

9 Authorize On-Site Sewage Facility for the Howard Ranch Stardust located at 529 Cypress Drive, Driftwood, Texas 78619. SHELL/STRICKLAND

10 Authorize the Building Maintenance Department to have Chamberlin Roofing & Waterproofing repair two exterior walls of the Jacobs Well Nature Center that were damaged in recent flooding. SHELL/T.CRUMLEY

11 Authorize On-Site Sewage Facility for Orender Company Inc./Ditch Witch of Central Texas, 14951 N IH-35, Buda, Texas 78610. JONES/STRICKLAND

12 Authorize the Building Maintenance Department to purchase and have installed a replacement commercial grade gas water heater located at the Government Center and amend the budget accordingly. BECERRA/T.CRUMLEY

13 Authorize a budget amendment for the Building Maintenance Department to cover additional expenses related to the PCT 3 Air Handler Unit replacement. SHELL/T.CRUMLEY

14 Authorize the County Judge to execute two Texas Workforce Commission Data Exchange Requests and Safeguard Plans related to the County's Information Release Contract. INGALSBE/MAU/CUTLER

15 Authorize the purchase of 10 Surveillance Cameras utilizing the Department of State Health Services (DSHS) Public Health Emergency Preparedness (PHEP) Hazard grant funds and amend the budget accordingly. INGALSBE/T.CRUMLEY

16 Ratify the acceptance of a Skydio 2 Pro Kit - No Beacon Drone to the Sheriff's Office HURT Program (Hays Unmanned Robotics Team) and amend the budget accordingly. INGALSBE/CUTLER

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17 Ratify the acceptance of a donation of $500.00 to the Sheriff's Office Community Outreach Division and amend the budget accordingly. INGALSBE/CUTLER

18 Ratify the acceptance of hospital grade disinfecting wipes to the Hays County Sheriff's Office Patrol Division, valued at $2,880.00 and amend the budget accordingly. INGALSBE/CUTLER

19 Authorize the acceptance of a grant award from The Office of the Attorney General to the Sheriff's Office Criminal Investigation Division for the investigations of Internet Crimes Against Children (ICAC) and amend the budget accordingly. INGALSBE/CUTLER

20

Authorize the execution of the FY 2020 Grant Agreement with the U.S. Department of Justice, Drug Enforcement Administration for overtime reimbursements related to the Sheriff's Office Organized Crime Drug Enforcement Task Force (OCDETF) and amend the budget accordingly. INGALSBE/CUTLER

21 Approve specifications for RFP 2020-P01 HVAC - Maintenance and Repair Services Countywide and authorize Purchasing to solicit for proposals and advertise. BECERRA/T.CRUMLEY

22 Approve specifications for RFP 2020-P13 Election Form Printing Services and authorize Purchasing to solicit for proposals and advertise. BECERRA/ANDERSON

23 Authorize the Veteran's Administration Office to purchase one new Dell Latitude 5400 Laptop valued at $1,050.16 and amend the budget accordingly. INGALSBE/PRATHER

24 Approve Utility Permits. BECERRA/BORCHERDING

25 Ratify the submission of a grant application to the Office of Justice Programs for the Bulletproof Vest Partnership (BVP) FY2020 in the amount of $40,959.12 to assist with the purchase of bulletproof vests. BECERRA/T.CRUMLEY

ACTION ITEMS

ROADS

26

Discussion and possible action to authorize the County Judge to execute a Change Order No. 3 to the Professional Services Agreement between Hays County and K Friese & Associates, Inc. on the Lime Kiln Road Safety and Drainage Improvements project as part of the 2016 Road Bond Program and amend the budget accordingly. SMITH/BORCHERDING

27 Discussion and possible action to hold a public hearing to establish a "No Parking" zone on each side of G W Haschke Lane for both sides of the Blanco River. SHELL/BORCHERDING

28 Discussion and possible action to consider the release of the maintenance bond #CA2370398 in the amount of $74,231.70, and the acceptance of roads into the county road maintenance system for Windy Hill 24 AC subdivision. JONES/BORCHERDING

29 Discussion and possible action to accept the maintenance bond extension #1848963 for approximately two months for Shadow Creek subd., Phase 9, Section 2. JONES/BORCHERDING

30

Discussion and possible action to consider the acceptance of road construction & drainage improvements, release of the subdivision bond #80171662 for $1,127,372.10, and accept the 2-year maintenance bond #064819K in the amount of $130,086.89 for the Trails at Windy Hill subd., Phase 1. JONES/BORCHERDING

31

Discussion and possible action to select Doucet & Associates for Civil Engineering Design Services, Binkley & Barfield Inc. for Utility Coordination, and LJA for ROW Acquisition Services for the Darden Hill/Sawyer Ranch Road Intersection Round-About project and authorize staff and counsel to negotiate a contract. SMITH/BORCHERDING

32

Discussion and possible action to select Cobb, Fendley & Associates, Inc. to provide utility coordination services for RM 967 Safety Turn Lanes (Buda Sports Complex Drive, Hays CISD High School No. 3, and Oak Forest Drive Intersections) in Precinct 2; and to authorize staff and counsel to negotiate a contract. JONES/BORCHERDING

MISCELLANEOUS

33 Discussion and possible action to amend the Janitorial Service Agreement between Hays County and PBS of Texas for additional services related to Electrostatic Spraying due to the COVID-19 response. BECERRA/T.CRUMLEY

34 Discussion and possible action to authorize the additional expense of installing LVT (Luxury Vinyl Tile) instead of carpet in the PCT 4 building as part of the repairs and remodel work due to the recent water damage from a pipe break and amend the budget accordingly. SMITH/T.CRUMLEY

35 Discussion and possible action regarding the Emergency Cash Assistance Program (ECAP), also known as Project Recoil, including but not limited to, the appointment of Award Committee members, funding of the program, and the consideration of program guidelines. SHELL

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36 Discussion and possible action to authorize the submittal of a nomination form for appointment of Lon Shell to the Texas Water Development Board's (TWDB) Regional Flood Planning Group (RFPG), Region 11, to develop Texas' first regional flood plans for this region. INGALSBE

37 Discussion and possible action to award contract IFB 2020-B10 Metal Beam Guard Fence (MBGF) Materials to Texas Corrugators. BECERRA/BORCHERDING

38 Discussion and possible action to appoint a committee to review and recommend edits to the current Hays County Purchasing Policy, to include selection and award for professional service agreements. BECERRA

EXECUTIVE SESSIONS The Commissioners Court will announce it will go into Executive Session, if necessary, pursuant to Chapter 551 of the Texas Government Code, to receive advice from

Legal Counsel to discuss matters of land acquisition, litigation, and personnel matters as specifically listed on this agenda. The Commissioners Court may also announce it will go into Executive Session, if necessary, to receive advice from Legal Counsel regarding any other item on this agenda.

39 Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: consultation with counsel and deliberation regarding all individual positions in the Hays County Office of Emergency Services. Possible discussion and/or action may follow in open Court. SHELL

40

Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: consultation with counsel and deliberation regarding all individual positions in or supervised by the Hays County Office of Countywide Operations. Possible discussion and/or action may follow in open Court. BECERRA

STANDING AGENDA ITEMS The Commissioners Court utilizes Standing Agenda Items to address issues that are frequently or periodically discussed in court. This section allows the Court to open

the item when a need for discussion arises.

41 Discussion and possible action related to the burn ban and/or disaster declaration. BECERRA

42 Discussion related to the Hays County inmate population, to include current population counts and costs. BECERRA

43 Discussion of issues related to the Hays County Census program including updates from Jessica Mejia. BECERRA

44 Discussion of issues related to the Hays County Jail, and the planning of projects pertaining to the public safety facilities needs within the County. Possible action may follow. INGALSBE/CUTLER

45 Discussion of issues related to Electro Purification including updates on the filed application. Possible action may follow. SHELL

ADJOURNMENT

Posted by 5:00 o'clock P.M. on the 19th

day of June, 2020

COMMISSIONERS COURT, HAYS COUNTY, TEXAS

______________________________________________

CLERK OF THE COURT

Hays County encourages compliance with the Americans with Disabilities Act (ADA) in the conduct of all public meetings. To that end, persons with disabilities who plan to attend this meeting and who may need auxiliary aids such as an interpreter for a person who is hearing impaired are requested to contact the Hays County Judge’s

Office at (512) 393-2205 as soon as the meeting is posted (72 hours before the meeting) or as soon as practical so that appropriate arrangements can be made. While it would be helpful to receive as much advance notice as possible, Hays County will make every reasonable effort to accommodate any valid request regardless of when it

is received. Braille is not available.

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AGENDA ITEM REQUEST FORM

Hays County Commissioners Court Tuesdays at 9:00 AM

Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.

AGENDA ITEM

Update from the County Judge and staff regarding the Local Disaster Declaration and COVID-19. Possible discussion and action may follow.

ITEM TYPE MEETING DATE AMOUNT REQUIRED

PROCLAMATIONS/PRESENTATIONS June 23, 2020

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A

REQUESTED BY SPONSOR CO-SPONSOR

BECERRA N/A

SUMMARY

Information will be presented during Court.

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AGENDA ITEM

Approve payment of County invoices.


CONSENT June 23, 2020

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A


Auditor’s Office VILLARREAL-ALONZO N/A

SUMMARY

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AGENDA ITEM

Approve the payment of United Healthcare claims.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A


Auditor’s Office VILLARREAL-ALONZO N/A

SUMMARY

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AGENDA ITEM

Approve Commissioners Court Minutes of June 9, 2020.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



CARDENAS

BECERRA N/A

SUMMARY

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HAYS COUNTY COMMISSIONERS' COURT MINUTES

***** ***** JUNE 9, 2020

STATE OF TEXAS * COUNTY OF HAYS * ON THIS THE 9th DAY OF JUNE A.D., 2020, IN THE HAYS COUNTY COURTHOUSE, 111 E. SAN ANTONIO ST., SUITE 301, SAN MARCOS, TEXAS, THE COMMISSIONERS' COURT OF HAYS COUNTY, TEXAS, MET IN REGULAR MEETING. THE FOLLOWING MEMBERS WERE PRESENT, TO-WIT:

RUBEN BECERRA COUNTY JUDGE DEBBIE GONZALES INGALSBE COMMISSIONER, PCT. 1

MARK JONES COMMISSIONER, PCT. 2 LON A. SHELL COMMISSIONER, PCT. 3

WALT SMITH COMMISSIONER, PCT. 4 ELAINE H. CÁRDENAS COUNTY CLERK

Clerk’s Note: For complete transcript go to Hays County Website https://hayscountytx.com/commissioners-court/court-video/ Transcript can be translated into any language through Google.com. THE FOLLOWING PROCEEDINGS WERE HAD, THAT IS: Chaplain Javier Maldonado, 7th Day Adventist Church, gave the invocation. Judge Becerra led the court in the Pledge of Allegiance to the United States and Texas flags. Judge Becerra called the meeting to order. PUBLIC COMMENTS Dan Lyon, Hays County resident, made public comments regarding the poverty of Hays County citizens, and he read the county disbursements to the Court.

UPDATE FROM THE COUNTY JUDGE AND STAFF REGARDING THE LOCAL DISASTER DECLARATION AND COVID-19. POSSIBLE DISCUSSION AND ACTION MAY FOLLOW.

Tammy Crumley, County Wide Operations, stated Premier ER has administered 439 tests, Hays County Health Department administered 76 tests, and Live Oak administered 31 tests. There are 754 tests remaining. She noted the age group 20 - 29 has increased in positive tests. Alex Villalobos, Emergency Management Coordinator and Chief of Staff, gave the Court an update on testing results and supplies received. He stated that the data is showing disproportionate infection rate in some areas, which the County is trying to address.Discussion was had about possible testing locations, possible plans to create rent and utility programs for the County citizens utilizing the CARES Act funds, and outreach to families that live on the borderline of counties.No action was taken. 35248 APPROVE PAYMENTS OF COUNTY INVOICES. A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve payments of County invoices. All present voted “Aye.” MOTION PASSED. 35249 APPROVE THE PAYMENT OF UNITED HEALTHCARE CLAIMS. A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve the payment of United Healthcare claims. All present voted “Aye.” MOTION PASSED. 35250 APPROVE COMMISSIONERS COURT MINUTES OF JUNE 2, 2020. A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve Commissioners Court Minutes of June 2, 2020. All present voted “Aye.” MOTION PASSED. 35251 APPROVE THE PAYMENT OF THE JUNE 15, 2020 PAYROLL

DISBURSEMENTS IN AN AMOUNT NOT TO EXCEED $2,950,000.00 EFFECTIVE JUNE 15, 2020 AND POST TOTALS FOR WAGES, WITHHOLDINGS, DEDUCTIONS AND BENEFITS ON THE HAYS COUNTY WEBSITE ONCE FINALIZED.

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***** ***** JUNE 9, 2020 A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve the payment of the June 15, 2020 payroll disbursements in an amount not to exceed $2,950,000.00 effective June 15, 2020 and post totals for wages, withholdings, deductions and benefits on the Hays County website once finalized. All present voted “Aye.” MOTION PASSED. 35252 APPROVE UTILITY PERMITS. A motion was made by Commissioner Jones, seconded by Commissioner Shell to approve Utility Permits. All present voted “Aye.” MOTION PASSED. 35253 AUTHORIZE THE INFORMATION TECHNOLOGY DEPARTMENT TO

REPLACE A BUDGETED COUNTY ISSUED PHONE WITH A $45 MONTHLY TELEPHONE ALLOWANCE EFFECTIVE JUNE 16, 2020 FOR THE IT SUPPORT SPECIALIST, SLOT NUMBER 0934-001 AND AMEND THE BUDGET ACCORDINGLY.

A motion was made by Commissioner Jones, seconded by Commissioner Shell to authorize the Information Technology Department to replace a budgeted county issued phone with a $45 monthly telephone allowance effective June 16, 2020 for the IT Support Specialist, slot number 0934-001 and amend the budget accordingly. All present voted “Aye.” MOTION PASSED. 35254 AUTHORIZE ON-SITE SEWAGE FACILITY FOR AN OFFICE WITH AN

APARTMENT LOCATED AT 1300 E HWY 290, DRIPPING SPRINGS, TEXAS 78620.

A motion was made by Commissioner Jones, seconded by Commissioner Shell to authorize On-Site Sewage Facility for an office with an apartment located at 1300 E Hwy 290, Dripping Springs, Texas 78620. All present voted “Aye.” MOTION PASSED.

35255 AUTHORIZE THE HAYS COUNTY CONSTABLE, PCT. 4 OFFICE TO ENTER INTO A STATE PLAN OF OPERATION AGREEMENT WITH THE STATE OF TEXAS TO RECEIVE CERTAIN EXCESS DEPARTMENT OF DEFENSE (DOD) PROPERTY UNDER THE LAW ENFORCEMENT SUPPORT OFFICE (1033/LESO) PROGRAM ADMINISTERED BY THE DEFENSE LOGISTICS AGENCY (DLA).

Shannon Fitzpatrick, League of Women Voters, made a public comment, stating the League is unanimously opposed to the County procuring equipment through the 1033 program. She stated the equipment can have expensive maintenance costs, and this type of equipment militarizes the local law enforcement rather than working to keep the peace. Commissioner Smith presented to the Court using power point. He stated most ofthe items received through this program in the past have been medical and first aid supplies and the military vehicles have been used to save lives during major flooding events. Constable Hood spoke to the Court; hestated that the equipment procured in the past has been first aid supplies and some personal protective equipment. He stated he is not looking for military weapons or air crafts. A motion was made by Commissioner Smith, seconded by Commissioner Shell to authorize the Hays County Constable, Pct. 4 Office to enter into a State Plan of Operation Agreement with the State of Texas to receive certain excess Department of Defense (DOD) property under the Law Enforcement Support Office (1033/LESO) Program administered by the Defense Logistics Agency (DLA). All present voted “Aye.” MOTION PASSED.

35256 AUTHORIZE THE SUBMISSION OF A FLOOD PROJECT ABRIDGED APPLICATION TO THE TEXAS WATER DEVELOPMENT BOARD, FLOOD INFRASTRUCTURE FUND FOR THE HYDRAULIC STUDY OF THE ONION CREEK WATERSHED.

Commissioner Jones stated this study will help get flooding results to Hays County and Travis County. Amotion was made by Commissioner Jones, seconded by Commissioner Shell to authorize the submission of a Flood Project Abridged application to the Texas Water Development Board, Flood Infrastructure Fund for the Hydraulic Study of the Onion Creek Watershed. All present voted “Aye.” MOTION PASSED.

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***** ***** JUNE 9, 2020 35257 AUTHORIZE AN AMENDMENT TO THE DEPARTMENT OF STATE HEALTH

SERVICES (DSHS) PUBLIC HEALTH EMERGENCY RESPONSE (PHEP) HAZARDS GRANT RELATED TO REVISED STAFFING ALLOCATIONS.

A motion was made by Commissioner Jones, seconded by Commissioner Shell to authorize an amendment to the Department of State Health Services (DSHS) Public Health Emergency Response (PHEP) Hazards grant related to revised staffing allocations. All present voted “Aye.” MOTION PASSED.

35258 AUTHORIZE THE SUBMISSION OF A FLOOD PROJECT ABRIDGED APPLICATION TO THE TEXAS WATER DEVELOPMENT BOARD, FLOOD INFRASTRUCTURE FUND FOR THE COMMUNITY FLOOD MITIGATION PROJECT.

A motion was made by Commissioner Jones, seconded by Commissioner Shell to authorize the submission of a Flood Project Abridged application to the Texas Water Development Board, Flood Infrastructure Fund for the Community Flood Mitigation Project. All present voted “Aye.” MOTION PASSED.

35259 AUTHORIZE THE EXECUTION OF THE MEMORIAL MARKER HIGHWAY SIGN AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION (TXDOT) RELATED TO THE JOHN ALLEN MCCARTY MEMORIAL HIGHWAY SIGN; ACCEPT CONTRIBUTIONS OF $7,500.00 AND AMEND THE BUDGET ACCORDINGLY.

Charles Busbey, made public comments, thanking the Court for the dedication of a portion of Highway 290 to John L. McCarty. He stated the John McCarty was a local hero, he entered the Army in 1941 and he was sent to the Philippines and captured. He was forced to participate in the Bataan Death March; he was then held in a war camp and rescued in 1945. Support for the dedication was given by the American Legion Post 290 and VFW 33 as well as contributions from the Knights of Columbus Council in Dripping Springs. The Court thanked the American Legion, VFW, and Knights of Columbus for their continued service to the community. A motion was made by Commissioner Smith, seconded by Commissioner Shell to authorize the execution of the Memorial Marker Highway Sign Agreement with the Texas Department of Transportation (TxDot) related to the John Allen McCarty Memorial Highway Sign; accept contributions of $7,500.00 and amend the budget accordingly. All present voted “Aye.” MOTION PASSED. Clerk’s Note Agenda Item #14 RE: AUTHORIZE ON-SITE SEWAGE FACILITY FOR HOWARD RANCH STARDUST LOCATED AT 529 CYPRESS DRIVE, DRIFTWOOD, TEXAS 78619. – WAS PULLED.

35260 AUTHORIZE THE BUILDING MAINTENANCE DEPARTMENT TO PURCHASE AND HAVE INSTALLED A NEW MEDIUM DUTY LIFTMASTER ELECTRIC OPERATOR MOTOR FOR THE BAY DOORS LOCATED AT THE GOVERNMENT CENTER AND AMEND THE BUDGET ACCORDINGLY.

A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize the Building Maintenance Department to purchase and have installed a new Medium Duty Liftmaster Electric Operator Motor for the bay doors located at the Government Center and amend the budget accordingly. All present voted “Aye.” MOTION PASSED.

35261 AUTHORIZE THE COUNTY JUDGE TO EXECUTE A PROPOSAL WITH CONFERENCE TECHNOLOGIES, INC. RELATED TO THE AUDIO VISUAL EQUIPMENT FOR THE NEW PUBLIC SAFETY BUILDING AND AMEND THE BUDGET ACCORDINGLY.

A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize the County Judge to execute a Proposal with Conference Technologies, Inc. related to the Audio-VisualEquipment for the new Public Safety Building and amend the budget accordingly. All present voted “Aye.” MOTION PASSED.

35262 APPROVE SPECIFICATIONS FOR IFB 2020-B12 COTTON GIN ROAD IMPROVEMENTS - PHASE 1 AND AUTHORIZE PURCHASING TO SOLICIT FOR PROPOSALS AND ADVERTISE.

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***** ***** JUNE 9, 2020 Commissioner Jones stated the precinct is ready to get started; this is grant money from the GLO. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to approve specifications for IFB 2020-B12 Cotton Gin Road Improvements - Phase 1 and authorize Purchasing to solicit for proposals and advertise. All present voted “Aye.” MOTION PASSED.

35263 AUTHORIZE BUILDING MAINTENANCE TO UTILIZE EXISTING AND DONATED FUNDS FOR THE REMODEL OF THE HAYS COUNTY CHILD PROTECTIVE BOARD (HCCPB) RAINBOW ROOM LOCATED ON BROADWAY STREET IN SAN MARCOS AND AMEND THE BUDGET ACCORDINGLY.

Commissioner Ingalsbe stated she was excited to get the reconstruction of the Rainbow Room started and she also thanked the County Wide Operations Department for their work with this project. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize Building Maintenance to utilize existing and donated funds for the remodel of the Hays County Child Protective Board (HCCPB) Rainbow Room located on Broadway Street in San Marcos and amend the budget accordingly. Allpresent voted “Aye.” MOTION PASSED.

35264 CALL FOR A PUBLIC HEARING ON JULY 14, 2020 RELATED TO THE IMPROVEMENTS OF ALL ROADS WITHIN RIVER MOUNTAIN RANCH SUBDIVISION IN PRECINCT 3 PURSUANT TO CHAPTER 253 OF THE TEXAS TRANSPORTATION CODE, AND AUTHORIZE THE OFFICE OF GENERAL COUNSEL TO PUBLISH NOTICE OF SAID HEARING.

Commissioner Shell stated the Court and General Counsel have been working with this subdivision for the past five years. Mark Kennedy, General Counsel, spoke about the options available to the Court following the public hearing. A motion was made by Commissioner Shell, seconded by Commissioner Smith to call for a public hearing on July 14, 2020 related to the improvements of all roads within River Mountain Ranch Subdivision in Precinct 3 pursuant to Chapter 253 of the Texas Transportation Code, and authorize the Office of General Counsel to publish notice of said hearing. All present voted “Aye.” MOTION PASSED.

35265 ACCEPT FISCAL SURETY FOR THE CONSTRUCTION OF ROADWAY AND DRAINAGE IMPROVEMENTS IN THE AMOUNT OF $3,026,133.00 FOR HYMEADOW, SECTION 2, PHASE 1 SUBDIVISION (PERFORMANCE BOND # 70NGP184872).

Commissioner Ingalsbe stated this fiscal surety is to ensure the work is completed. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to accept fiscal surety for the construction of roadway and drainage improvements in the amount of $3,026,133.00 for Hymeadow, Section 2, Phase 1 Subdivision (Performance Bond # 70NGP184872). All present voted “Aye.” MOTION PASSED.

35266 AUTHORIZE EXECUTION OF UTILITY REIMBURSEMENT AGREEMENTS FOR THE FRANCIS HARRIS AND BUNTON LANE PROJECTS, IN PRECINCT 1, WHICH ARE MODIFIED VERSIONS OF THE COURT-APPROVED REIMBURSEMENT AGREEMENTS.

Discussion was had between the Court and Mark Kennedy, General Counsel, regarding additional red line items made to the agreement. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize execution of Utility Reimbursement Agreements for the Francis Harris and Bunton Lane projects, in Precinct 1, which are modified versions of the Court-approved Reimbursement Agreements. All present voted “Aye.” MOTION PASSED.

35267 ACCEPT THE HAVA CARES ACT 2020 GRANT AWARD FROM THE TEXAS SECRETARY OF STATE RELATED TO PREVENTION, PREPARATION AND RESPONSE TO CORONAVIRUS FOR THE 2020 FEDERAL ELECTION CYCLE AND AMEND THE BUDGET ACCORDINGLY.

Jennifer Anderson, Elections Administrator, stated this item is to accept the proposed budget. She stated this grant covers the additional costs related to the Covid-19 Pandemic such as additional cleaning supplies, personal protective equipment, additional mail in ballots and other costs. The Court had questions and concerns regarding curb side voting, mail in ballots, sufficient cleaning supplies, possible temporary facilities and social distancing signage. A motion was made by Commissioner Jones, seconded by Commissioner Ingalsbe toaccept the HAVA Cares Act 2020 grant award from the Texas Secretary of State related to prevention, preparation and response to Coronavirus for the 2020 Federal election cycle and amend the budget accordingly. All present voted “Aye.” MOTION PASSED.

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***** ***** JUNE 9, 2020 35268 EXECUTE THE CORONAVIRUS RELIEF FUND (CRF) ELIGIBILITY

CERTIFICATION AND TERMS & CONDITIONS CERTIFICATION AND AUTHORIZE SUBMISSION TO THE TEXAS DEPARTMENT OF EMERGENCY MANAGEMENT (TDEM) PURSUANT TO THE CARES ACT.

A motion was made by Commissioner Jones, seconded by Commissioner Ingalsbe to execute the Coronavirus Relief Fund (CRF) Eligibility Certification and Terms & Conditions Certification and authorize submission to the Texas Department of Emergency Management (TDEM) pursuant to the CARES Act. All present voted “Aye.” MOTION PASSED.

35269 AUTHORIZE THE ACCEPTANCE OF A GRANT AWARD FROM THE DEPARTMENT OF JUSTICE (DOJ) OFFICE OF JUSTICE PROGRAMS (OJP) BUREAU OF JUSTICE ASSISTANCE - CORONAVIRUS EMERGENCY SUPPLEMENTAL FUNDING (CESF) PROGRAM RELATED TO A HAYS COUNTY CITIZEN REPORTING SYSTEM IN THE AMOUNT OF $37,094.00 AND AMEND THE BUDGET ACCORDINGLY.

Stephanie Robinson, Sheriff’s office and Dave Burn, Sheriff’s office, spoke to the Court about the contactless citizens reporting technology. A motion was made by Commissioner Ingalsbe, seconded by Commissioner Jones to authorize the acceptance of a Grant Award from the Department of Justice (DOJ) Office of Justice Programs (OJP) Bureau of Justice Assistance - Coronavirus Emergency Supplemental Funding (CESF) Program related to a Hays County Citizen Reporting System in the amount of $37,094.00 and amend the budget accordingly. All present voted “Aye.” MOTION PASSED.

35270 AUTHORIZE THE CONSTABLE PCT. 4 OFFICE TO UTILIZE SALARY SAVINGS TO PURCHASE ESSENTIAL EQUIPMENT FOR THE CONSTABLE'S MOTOR OFFICERS AND AMEND THE BUDGET ACCORDINGLY.

Constable Ron Hood stated the equipment needed for the deputies cost more than he had anticipated. He stated the equipment is necessary to maintain the officer’s safety. He requested Bluetooth, helmets, and rifle optics. A motion was made by Commissioner Smith, seconded by Commissioner Shell to authorize the Constable Pct. 4 Office to utilize salary savings to purchase essential equipment for the Constable's Motor Officers and amend the budget accordingly. All present voted “Aye.” MOTION PASSED.

35271 APPROVE THE APPOINTMENT OF DIXIE CAMP TO THE HAYS COUNTY CHILD PROTECTIVE BOARD, 3 YEAR TERM ENDING 12/31/22.

A motion was made by Commissioner Shell, seconded by Commissioner Ingalsbe to approve the appointment of Dixie Camp to the Hays County Child Protective Board, 3 year term ending 12/31/22. All present voted “Aye.” MOTION PASSED.

35272 AUTHORIZING THE PURCHASE OF GOVQA FOR PUBLIC INFORMATION ACT REQUEST SOFTWARE MANAGEMENT, IN THE AMOUNT OF $22,100.00, UTILIZING THE TEXAS DEPARTMENT OF INFORMATION RESOURCES (DIR) CONTRACT FOR PRODUCTS AND RELATED SERVICES WITH SHI GOVERNMENT SOLUTIONS, INC. AND AMEND THE BUDGET ACCORDINGLY.

Jordan Powell, General Counsel, explained to the Court how this software would benefit the County and the requestors. She stated there would be a section for frequently asked questions, previous requests made and trending topics requested. Online payments and file size would no longer be an issue. She stated the District Attorney’s office and Sheriff’s office are in support of using salary savings to put towards this software. She also coordinated with Information Technology for approval of the software. The Court was pleased with the coordination between the departments and the efficiency of the software. A motion was made by Commissioner Jones, seconded by Commissioner Ingalsbe to authorizing the purchase of GovQA for Public Information Act request software management, in the amount of $22,100.00, utilizing the Texas Department of Information Resources (DIR) Contract for Products and Related Services with SHI Government Solutions, Inc. and amend the budget accordingly. . All present voted “Aye.” MOTION PASSED.

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***** ***** JUNE 9, 2020 35273 AUTHORIZE THE COUNTY JUDGE TO EXECUTE A PROFESSIONAL

SERVICES AGREEMENT BETWEEN HAYS COUNTY AND DANDY PLANNING, LLC D/B/A GAP STRATEGIES, RELATED TO CONSULTING SERVICES IN THE DEVELOPMENT OF BEST MANAGEMENT PRACTICES AND RECOMMENDATIONS FOR CONSERVATION DEVELOPMENTS WITHIN HAYS COUNTY.

The Court and Mark Kennedy, General Counsel, discussed the selection process that was used to choose the firm whereas there was concern of a conflict of interest. A motion was made by Commissioner Shell,seconded by Commissioner Smith to authorize the County Judge to execute a Professional Services Agreement between Hays County and Dandy Planning, LLC d/b/a Gap Strategies, related to consulting services in the development of best management practices and recommendations for Conservation Developments within Hays County. Commissioner Ingalsbe, Commissioner Jones, Commissioner Shell, and Commissioner Smith voted “Aye.” Judge Becerra voted “No.” MOTION PASSED. DISCUSSION AND POSSIBLE ACTION REGARDING THE EMERGENCY CASH ASSISTANCE PROGRAM (ECAP), ALSO KNOWN AS PROJECT RECOIL, INCLUDING BUT NOT LIMITED TO, THE APPOINTMENT OF AWARD COMMITTEE MEMBERS, FUNDING OF THE PROGRAM, AND THE CONSIDERATION OF PROGRAM GUIDELINES. The Court and Mark Kennedy, General Counsel, discussed the possibility of other municipalities becoming donors to this project. They also discussed bringing appointments to Court for the committee. No action was taken.

EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071, 551.074, AND 551.076 OF THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING THE SECURITY OF THE HAYS COUNTY HISTORIC COURTHOUSE AND EACH INDIVIDUAL POSITION WITHIN THE CONSTABLES OFFICE FOR PRECINCT 1 AS IT RELATES TO SUCH SECURITY. POSSIBLE DISCUSSION AND/OR ACTION MAY FOLLOW IN OPEN COURT. No action was taken. 35274 EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.074 OF

THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING ALL INDIVIDUAL POSITIONS IN THE HAYS COUNTY OFFICE OF GENERAL COUNSEL. POSSIBLE DISCUSSION AND/OR ACTION MAY FOLLOW IN OPEN COURT.

A motion was made by Commissioner Smith, seconded by Commissioner Jones to authorize effective June 16, 2020 a regrade of Administrative Assistant III, Slot 0271-017, in the Office of General Counsel, from Grade 110 to a Grade 112, retitling the position to Public Information Coordinator, approving the job description presented in Executive Session, and amending the budget accordingly. FY 2020 Fiscal Impact is estimated to be $1,936.00. This initiative will consolidate public information responsibilities in one office of the County, which will act as a central clearing house for public information and which will work closely with the Communications Manager (in Human Resources) and other employees responsible for public outreach. All present voted “Aye.” MOTION PASSED.

EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.074 OF THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING THE POSITION OF THE CENSUS COORDINATOR FOR THE COMPLETE COUNT COMMITTEE. POSSIBLE DISCUSSION AND/OR ACTION MAY FOLLOW IN OPEN COURT.

No action was taken. EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.074 OF THE TEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING ALL INDIVIDUAL POSITIONS IN THE HAYS COUNTY OFFICE OF COUNTYWIDE OPERATIONS. POSSIBLE DISCUSSION AND/OR ACTION MAY FOLLOW IN OPEN COURT.

No action was taken.

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***** ***** JUNE 9, 2020 Clerk’s Note Agenda Item #34 RE: DISCUSSION AND POSSIBLE ACTION RELATED TO THE BURN BAN AND/OR DISASTER DECLARATION. – WAS PULLED. DISCUSSION RELATED TO THE HAYS COUNTY INMATE POPULATION, TO INCLUDE CURRENT POPULATION COUNTS AND COSTS. Judge Becerra read the Sheriff’s update of the inmate population. The estimated cost for outsourcing was $59,897 for the week of May 31 - June 6, 2020. The number of outsourced males was 165 inmates and zero female inmates. The number of arrest made by agency are as follows; Buda Police Department - 4, Department of Public Safety – 3, Hays County Sheriff’s Department – 70, this includes court ordered commitments, warrant pick-ups from all agencies, and self-surrender warrants from all agencies, Kyle Police Department – 24, San Marcos Police Department - 35, Texas State Police Department – 5. No action taken. Clerk’s Note Agenda Item #36 RE: DISCUSSION OF ISSUES RELATED TO THE HAYS COUNTY JAIL, AND THE PLANNING OF PROJECTS PERTAINING TO THE PUBLIC SAFETY FACILITIES NEEDS WITHIN THE COUNTY. POSSIBLE ACTION MAY FOLLOW. – WAS PULLED. Clerk’s Note Agenda Item #37 RE: DISCUSSION OF ISSUES RELATED TO ELECTRO PURIFICATION INCLUDING UPDATES ON THE FILED APPLICATION. POSSIBLE ACTION MAY FOLLOW. – WAS PULLED. ADJOURNMENT

A motion was made by Judge Becerra, seconded by Commissioner Jones to adjourn court at12:55 p.m.

I, ELAINE H. CÁRDENAS, COUNTY CLERK and EXOFFICIO CLERK OF THE COMMISSIONERS’ COURT, do hereby certify that the foregoing contains a true and accurate record of the proceedings had by the Hays County Commissioners’ Court on June 9, 2020. ELAINE H. CÁRDENAS, COUNTY CLERK AND EXOFFICIO

CLERK OF THE COMMISSIONERS’ COURT OF HAYS COUNTY, TEXAS

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AGENDA ITEM

Authorize the Local Health Department to purchase two portable BioSpray machines that funding was approved for under the COVID-19 Crisis CoAg Grant.


ACTION-MISCELLANEOUS June 23, 2020

$17,882

LINE ITEM NUMBER

120-675-99-132.5719_700

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

INGALSBE N/A

SUMMARY

Under Amendment 1 to the original COVID-19 Crisis CoAg Grant, the Local Health Department was approved for $18,000 to purchase two BioSprayers and sanitizing solution. We have received a quote from Grainger for this purchase. Grainger is a member of the TXMAS co-op, and funding for this purchase has been identified in the Local Health Department budget under the COVID-19 Crisis CoAg Grant. Attachment: Grainger Quote

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812436566952417266610017881191000000010000000100000020060511

PAGE 1

ORIGINAL INVOICEGRAINGER ACCOUNT NUMBERINVOICE NUMBERINVOICE DATEDUE DATEAMOUNT DUE

8124365669524172666

05/06/202006/05/2020$17,881.19

PO NUMBER: Jones -4/15/2020CALLER: MIKE JONESCUSTOMER PHONE: 5123935538ORDER NUMBER: 1380879754INCO TERMS: FOB ORIGIN

Pay invoices online at:www.grainger.com/invoicing

THANK YOU! FEI NUMBER 36-1150280FOR QUESTIONS ABOUT THIS INVOICE OR ACCOUNT CALL 1-800-472-4643

6006 E. BEN WHITE BLVDAUSTIN, TX 78741-7504www.grainger.com

SHIP TO

HAYS COUNTY OFFICE OF EMERGENCY2171 YARRINGTON RDKYLE TX 78640-6657

BILL TOHAYS COUNTY712 S STAGECOACH TRL, STE 1204SAN MARCOS TX 78666-6250

POLINE #

ITEM # DESCRIPTION QUANTITY UNIT PRICE TOTAL

0 47316324PORTABLE, CORDLESS 10LB CO2 SURFACE SANINON-CANCELLABLE/NON-RETURNABLE-ERT REQUEMANUFACTURER # BIOSPRAY -10

2 8,182.92 16,365.84

0 47316325TWELVE 1L BOTTLES OF BIOSPRAY D2 FORMULANON-CANCELLABLE/NON-RETURNABLE-ERT REQUEMANUFACTURER # SANI-D-12

2 278.50 557.00

0 47316326BIOSPRAY D2 SANITIZER- 5 GALLONNON-CANCELLABLE/NON-RETURNABLE-ERT REQUEMANUFACTURER # SANI-D2-05

3 319.45 958.35

INVOICE SUB TOTAL 17,881.19

These items are sold for domestic consumption. If exported, purchaser assumes full responsibility for export controls. Diversion contrary to US law prohibited.

THIS PURCHASE IS GOVERNED EXCLUSIVELY BY GRAINGER'S TERMS OF SALE, INCLUDING: (I)DISPUTE RESOLUTION REMEDIES, AND (II) CERTAIN WARRANTY AND DAMAGES LIMITATIONS ANDDISCLAIMERS IN EFFECT AT THE TIME OF THE ORDER, WHICH ARE INCORPORATED BY REFERENCEHEREIN. GRAINGER'S TERMS OF SALE ARE AVAILABLE AT WWW.GRAINGER.COMPRODUCT RETURN INSTRUCTIONS ARE AVAILABLE AT WWW.GRAINGER.COM/RETURNS

AMOUNT DUE $17,881.19PAY THIS INVOICE - PAYMENT TERMS Net 30 days after inv IN U.S. DOLLARS.

PLEASE DETACH THIS PORTION AND RETURN WITH YOUR PAYMENT

BILL TO:

HAYS COUNTY712 S STAGECOACH TRL, STE 1204SAN MARCOS TX 78666-6250UNITED STATES OF AMERICA

REMIT TO:GRAINGERDEPT. 812436566P.O. BOX 419267KANSAS CITY, MO 64141-6267

X ACCOUNT NUMBER812436566

DATE05/06/2020

INVOICE NUMBER9524172666

AMOUNT DUE$17,881.19

FOR COMMENTS OR CHANGE OF ADDRESS, ENTER INFORMATION ON REVERSE SIDE

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AGENDA ITEM

Authorize On-Site Sewage Facility Permit for an Automotive Detailing Shop located at 970 N. Sunset Canyon Dr., Dripping Springs, TX 78620.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Caitlyn Strickland, Director of Development Services

SMITH N/A

SUMMARY

Joel Bock is proposing an OSSF to serve an Automotive Detailing Shop. This 1.46-acre tract of land, located in the Sunset Canyon Subdivision, will be served by a public water supply. The system designer, Travis Weiser, P.E., has designed a proprietary treatment system with flow equalization. After treatment, the effluent will be dispersed via drip irrigation for a maximum daily rate of 216 gallons.

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AGENDA ITEM

Authorize the County and District Clerk's office to enter into a Participation Agreement with Tyler Technologies and re:SearchTX to use the document search/retrieval portal.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



CARDENAS/B. CRUMLEY

INGALSBE N/A

SUMMARY

The County and District Clerk's Office would like to establish a participation agreement with Tyler Technologies to use the document search/retrieval portal. This portal will allow users to search metadata stored within re:SearchTX that directs users to documents we store outside of re:SearchTx, at no cost to Hays County. Participation Agreement and Integration Overview attached in backup.

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Page 1 of 6

re:SearchTX Participation Agreement This Participation Agreement is made between Tyler Technologies, Inc. and Client. WHEREAS, Tyler and the Texas Office of Court Administration (the “OCA”) entered into a certain Master Electronic Filing Agreement dated November 8, 2012 (the “2012 OCA eFile Agreement”) whereby Tyler has made available to Texas courts Tyler’s electronic filing system; WHEREAS, under the 2012 OCA eFile Agreement, Tyler agreed to develop a document search/retrieval portal to be made available to Users; WHEREAS, Tyler has developed such portal, re:SearchTX, as further described herein; and, WHEREAS, Client wishes to make available certain documents and other data to re:SearchTX. NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows: SECTION A – DEFINITIONS

1. “Agreement” means this Participation Agreement.

2. “Client” means Hays County, Texas.

3. “Documents” means accepted electronic filings, rulings, opinions, or any other documents that you deem appropriate for access through re:SearchTX.

4. “Effective Date” means the date on which your authorized representative signs the Agreement.

5. “Metadata” means a set of data that describes and gives information about case records and the Documents. Descriptive metadata properties include but are not limited to title, subject, genre, author, and creation date.

6. “re:SearchTX” or “Tyler Software” means the document search/retrieval portal envisioned by the 2012 OCA eFile Agreement, whereby Users are able to search Metadata stored in the document search/retrieval portal to direct Users to county-stored documents as authorized by the stakeholders owning the records

7. “Tyler” means Tyler Technologies, Inc., a Delaware corporation.

8. “Users” means those users permitted to access re:SearchTX as authorized by the OCA.

9. “we”, “us”, “our” and similar terms mean Tyler.

10. “you” and similar terms mean Client.

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SECTION B – ACCESS and OWNERSHIP

1. Integrated Method. We will use our standard APIs to integrate your case management system directly with re:SearchTX, allowing court documents and information to be exchanged between your case management system and re:SearchTX. The APIs will allow security parameters to be exchanged, preventing unauthorized access to confidential court documents and records through re:SearchTX. Tyler will enable this integration and provide access to Users upon the Client’s written notice to proceed.

2. Portal Access. We will host and provide re:SearchTX to allow Users to search Metadata stored within re:SearchTX that directs Users to Documents you store outside of re:SearchTX. At no cost to the Client, you will provide us with access to the Documents to the extent necessary for us to perform our obligations under this Agreement.

3. Ownership.

3.1. You retain all ownership and intellectual property rights to the Documents and Metadata. Nothing in this Agreement shall be deemed to vest in us any ownership rights in and to your Documents and Metadata; provided, however, you grant us a nonexclusive, perpetual, irrevocable, fully paid, royalty-free, license to the Documents and Metadata, consistent with the contemplated use of re:SearchTX under the 2012 OCA eFile Agreement, including any amendments thereto.

3.2. We reserve all rights not expressly granted to you in this Agreement. We own the title, copyright, and other intellectual property rights in Re:SearchTX.

SECTION C – TERM, TERMINATION and DISPUTE RESOLUTION

1. Term. The term of this Agreement (“Term”) shall commence on the Effective Date and shall continue in accordance with the term set forth in the 2012 OCA eFile Agreement, including all renewals thereof.

2. Termination for Convenience. Either party may terminate this Agreement at any time by providing the other party with thirty (30) days’ written notice. Any termination of this Agreement will terminate the use of the integrated method described in Section B(1); however, the use of re:SearchTX as mandated by the 2012 OCA eFile Agreement will not be affected by such termination.

SECTION D – INDEMNIFICATION AND LIMITATION OF LIABILITY

1. Intellectual Property Infringement Indemnification.

1.1 We will defend, indemnify and hold harmless you and your agents, officials, and employees from and against any third-party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

1.2 Our obligations under this Section D(1) will not apply to the extent the claim or adverse final judgment is based on your: (a) use of a previous version of the Tyler Software and the claim would have been avoided had you installed and used the current version of the Tyler Software, and we provided notice of that requirement to you as well as a commercially reasonable timeframe within which to perform the version upgrade; (b) combining the Tyler Software with any product or device

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Page 3 of 6

not provided, contemplated, or approved by us; (c) altering or modifying the Tyler Software, including any modification by third parties at your direction or otherwise permitted by you; (d) use of the Tyler Software in contradiction of this Agreement, including with non-licensed third parties; or (e) willful infringement or misappropriation, including use of the Tyler Software after we notify you to discontinue use due to such a claim.

1.3 If we receive information concerning an infringement or misappropriation claim related to the Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right to continue its use; (b) modify it to make it non-infringing or non-misappropriating; or (c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement.

1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; (b) modify it to make it non-infringing; (c) replace it with a functional equivalent; or (d) terminate your license and refund the license fees paid for the infringing Tyler Software, as depreciated on a straight-line basis measured over seven (7) years from the Effective Date. We will pursue those options in the order listed herein. This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims.

2. General Indemnification. We will defend, indemnify and hold harmless you and your agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent caused by our negligence or willful misconduct; or (b) our violation of a law applicable to our performance under this Agreement, including our violation of laws relating to the protection of non-public information regarding minors, mentally ill individuals, and expunged criminal records. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

3. Limitation of Liability. OUR LIABILITY TO YOU FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, WHETHER BASED ON A THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO THE CORRECTION OF DEFECTS IN THE PORTAL. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL, OR SPECIAL DAMAGES OF ANY KIND, INCLUDING, WITHOUT LIMITATION, LOST REVENUES OR PROFITS, OR LOSS OF BUSINESS OR LOSS OF DATA ARISING OUT OF THIS AGREEMENT, IRRESPECTIVE OF WHETHER THE PARTIES HAVE ADVANCE NOTICE OF THE POSSIBILITIES OF SUCH DAMAGE.

SECTION E – GENERAL TERMS

1. Compliance with Laws. In providing the services herein, we will comply with all applicable federal, state of Texas, and local laws, ordinances, and regulations.

2. No Warranty. You acknowledge that all Documents are received directly from you on an “AS IS” basis, and that we do not edit, and cannot independently verify, the completeness or accuracy of the Documents or Metadata. All Documents retrieved through the re:SearchTX are provided on an “AS IS” basis. Neither party makes any representation or warranty related to the accuracy or completeness of any such Documents and

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Page 4 of 6

shall have no liability arising from or relating to the same. WE MAKE NO REPRESENTATION OR WARRANTY RELATED TO THE PERFORMANCE OF THE PORTAL, AND DISCLAIM ALL OTHER WARRANTIES, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

3. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of, either your or our successor(s) or permitted assign(s). Except for laws of the State of Texas, neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets.

4. No Intended Third-Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement.

5. Independent Contractor. We are an independent contractor for all purposes under this Agreement.

6. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party.

7. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and promotional materials.

8. Confidentiality. Subject to applicable law, including but not limited to the Texas Public Information

Act, both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities, including the parties. Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, non-public information regarding minors, mentally ill individuals, and expunged criminal records; and personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that:

(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents;

(b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure;

(c) a party receives from a third party who has a right to disclose it to the receiving party; or

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(d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law.

Notwithstanding the foregoing, Tyler understands that Client is a unit of local government and therefore is subject to the Texas Public Information Act. Should Client receive a request from a third party for Confidential Information, it shall promptly notify Tyler of such request in writing, including a copy of such request, and shall thereafter assert any applicable exceptions under said Act to the Texas Attorney General for a ruling on whether the requested information must be released. Client shall not be required to institute litigation to challenge a ruling from the Texas Attorney General that the requested information must be released, however, Client shall not impair Tyler’s rights to seek protection of Confidential Information in the manner allowed by applicable law. Nothing herein shall be interpreted to abrogate Client’s duties under the Public Information Act.

9. Governing Law and Venue. This Agreement will be governed by and construed in accordance with the laws of the State of Texas, without regard to its rules on conflicts of law. The parties agree that the exclusive venue for any legal proceedings involving this Agreement shall be in Hays County, Texas.

10. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple originals, any of which will be independently treated as an original document. Any electronic, scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original signature and will be fully enforceable as if an original signature. Each party represents to the other that the signatory set forth below is duly authorized to bind that party to this Agreement.

11. Expenses for Enforcement. In the event either party hereto is required to employ an attorney to enforce the provisions of this agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

[Signature page follows.]

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IN WITNESS WHEREOF, a duly authorized representative of each party has executed and delivered this Agreement as of the date(s) set forth below.

TYLER TECHNOLOGIES, INC.: HAYS COUNTY, TEXAS: By: By:

___________________________________

Name: Sherry Clark Name: _________________________ Title: Sr. Corporate Attorney Title: _________________________ Date: Date: _________________________ Address for Notices:

Tyler Technologies, Inc. One Tyler Drive Yarmouth, ME 04096 Attention: Chief Legal Officer With copy to: Tyler Technologies, Inc. 5101 Tennyson Parkway Plano, TX 75024 Attention: Legal Department

Address for Notices:

___________________________ ___________________________ ___________________________ Attention: __________________

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POWERED BY TYLER TECHNOLOGIES

re:Search Odyssey Integration Guide

Contents Introduction ................................................................................................................................................................... 1

Infrastructure ................................................................................................................................................................. 2

Whitelisting ................................................................................................................................................................ 2

Packages .................................................................................................................................................................... 2

Configurable Publishing Listener Setup ..................................................................................................................... 2

Integration Sequence Listener Setup ........................................................................................................................ 3

Integration.Config XML File Update .......................................................................................................................... 3

Tyler Integration Director Service Restart ................................................................................................................. 4

Server Requirements ................................................................................................................................................. 4

Hardware Specifications .......................................................................................................................................... 4

County Population Less than 250,000 ............................................................................................................... 5

County Population Between 250,000 and 600,000 .......................................................................................... 5

County Population Between 600,000 and 1,200,000 ....................................................................................... 5

County Population Greater than 1,200,000 ...................................................................................................... 5

Implementation ............................................................................................................................................................. 5

Org Chart Setup ......................................................................................................................................................... 5

API Configuration ....................................................................................................................................................... 7

Case Security Mapping .............................................................................................................................................. 7

Document Security Mapping ..................................................................................................................................... 8

Adding RESFILED Event Group to Default Event Codes ............................................................................................. 9

Provide a list of all filing codes and descriptions from your Odyssey environment. ................................................. 9

Integration Testing ...................................................................................................................................................... 10

Steps after Integration Validation ............................................................................................................................... 10

Troubleshooting Integration Failures .......................................................................................................................... 11

Introduction The integration is broken up in to a few steps:

(1) Infrastructure – This section covers the packages that need to be installed and the server configuration that is needed in order for the integration to work.

(2) Implementation – This section covers the various Org Chart Attributes that need to be configured and the security mapping.

(3) Testing – This section covers the testing cycle for each role. (4) Validation – This step covers the next steps after stage certification.

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2

Infrastructure

Whitelisting

Whitelist the following IPs (If you are SaaS, then this step is not necessary): 96.127.99.70 for inbound and outbound traffic. 160.1.172.58 160.1.175.15 52.222.10.139

Packages

The following package versions should be loaded to the Odyssey environment that is synced with eFile Stage.

- Research Integration (10962) v1.0.47.0 (or later) – This package loads the research integration org chart attribute.

- File & Serve Core (6438) v1.0.45.20 (or later) – This package creates the security mappings for document and case security.

- LoadEntities v1.0.0.1 – This package surfaces hearing information on cases. ***Requires a server reboot.***

- Security Patch – If you haven’t updated your site in the past year, there is a security patch that you should load. Each major Odyssey release has its own package. If the package corresponding to your release errors out or is not currently linked to your county in IMS, then your ODY version likely does not need the patch.

o 2014.0 – ODY-274461 (v0.0.0.1) o 2014.3 – ODY-275812 (v0.0.0.1) o 2014.4 – ODY-269895 (v0.0.0.1) o 2017.0 – ODY-269931 (v0.0.0.1) o 2017.1 – ODY-280291 (v0.0.0.1)

API Toolkit License Key – If you do not have an API Toolkit License Key, then a limited license for re:Search integration only will be provided free of charge. CIP 1.0 Listener Setup – You will need to setup your configurable publishing interface listeners for the integration to work. Here are the instructions:

Configurable Publishing Listener Setup

1. Open a remote desktop to Odyssey integration server

2. Open Windows Explorer: <insert drive>\Odyssey\Production\Configs\Integration NOTE: Save a copy of the pre-existing XML file before making any edits as a precautionary measure.

3. Open the ListenerConfiguration XML file

4. Navigate to the following section with the Tyler.Integration.Clients.ConfigurablePublishing.ConfigurablePublishingListener name in the XML file

5. Change the values from “0” to “1” for the following elements:

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3

• Make sure you are updating the site that where Site Included = “1” Name= [SITE TO BE UPDATED].

6. The above changes will need to be completed for each Odyssey integration server that will be utilized by

the client in a listener capacity.

Integration Sequence Listener Setup


2. Open Windows Explorer: <insert drive>\Odyssey\Production\Configs\Integration

NOTE: Save a copy of the pre-existing XML file before making any edits as a precautionary measure.

3. Open the ListenerConfiguration XML file

4. Navigate to the following section with the Tyler.Integration.Clients.ConfigurablePublishing.IntegrationSequenceListener name in the XML file

5. Change the values from “0” to “1” for the following elements:

• Make sure you are updating the site that where Site Included = “1” Name= [SITE TO BE UPDATED]

NOTE: The above changes can only be done on a single Odyssey integration server in the Odyssey environment.

Integration.Config XML File Update


2. Open Windows Explorer: <insert drive>\Odyssey\Production\Configs\Integration Save a copy of the pre-existing XML file before making any edits as a precautionary measure. I recommend using the naming convention, IntegrationConfiguration_PriorToRSCH_MMDDYYYY. Do not copy and paste from Microsoft Word.

3. Open the Integration.Config XML file in Notepad

4. Navigate to the following section in the XML file:

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4

5. Add the following XML between the Tyler.Integration.Clients.ConfigurablePublishing sections:

NOTE: The above changes will need to be completed for each Odyssey integration server that will be utilized by the client in a listener or sequencer capacity.

Tyler Integration Director Service Restart

1. Navigate to the server desktop and type in “Services” and select the item highlighted in the below screenshot.

2. Scroll down until you find the value, Tyler Integration Director, and verify it is actively running on the

server. If not, right-click on this service, select properties, select the automatic startup type, click the Apply button, and click the Okay button. If the service is already running, then move to setup #3 in this section.

3. Right-click on the value, Tyler Integration Director, and select restart option.

Note: The Tyler Integration Director should be restarted after all the changes are made to the XML files. This service should be restarted on each Odyssey integration server that will be utilized by the client in a listener and sequencer capacity.

Server Requirements

Hardware Specifications

Standard Odyssey server specifications are recommended for any new integration server(s) that are

added to a realm to supplement the Re:Search integration. Table 2.0 provides supported server

specifications. For details, please click here.

Server Specification Supported

Processor 4 Cores

Memory 8 GB RAM

Disk Space Drive A: 100 GB

Drive B: 50 GB

Operating System Windows Server 2008 (2014.0, 2014.1, 2014.3, 2014.4, and 2014.5)*

Windows Server 2008 R2 (2014.0, 2014.1, 2014.3, 2014.4, and 2014.5)*

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https://check.tylertech.com/


5

Windows Server 2012 (2014.0, 2014.1, 2014.3, 2014.4, 2014.5, 2017 and later)

Windows Server 2012 R2 (2014.0, 2014.1, 2014.3, 2014.4, 2014.5, 2017 and

later)

Windows Server 2016 (2017 and later)

*Support ends in January 2020

County Population Less than 250,000

If the county’s population is less than 250,000 people, then 2 integration server(s) are recommended

by Tyler. These integration servers can be existing File and Serve Odyssey Integration servers as the

Re:Search integration will not impact eFiling performance.

County Population Between 250,000 and 600,000

If the county’s population is between 250,000 and 600,000 people, then 1 dedicated, integration

server and 1 shared, File and Serve Odyssey Integration server is recommended by Tyler. Dedicated

implies that the integration server should not be shared with other integrations in the environment.

County Population Between 600,000 and 1,200,000

If the county’s population is between 600,000 and 1,200,000 people, then 2 dedicated, integration

servers and 1 shared, File and Serve Odyssey Integration server is recommended by Tyler. Dedicated

implies that the integration server(s) should not be shared with other integrations in the

environment.

County Population Greater than 1,200,000

If the county’s population is greater than 1,200,00 people, then a technical consultation should be

scheduled between the client and the Tyler Technical Services department to determine the

integration server needs for the Re:Search integration.

Implementation There are only a few items to configure in Odyssey and a few to configure in re:Search:

(1) Org Chart Attributes; (2) API Configuration; (3) Case Security Mapping; (4) Document Security Mapping; (5) RESFILED Event Group Configuration; and (6) Provide Filing Codes and Descriptions from Odyssey to your re:Search Project Manager.

Org Chart Setup

The user setting up the Org Chart should have the Developer tab turned on in their Odyssey environment. You will know that you have the Developer tab by examining the command bar upon logging into Odyssey:

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Select the appropriate Case Manager node and scroll to the ResearchIntegrationConfiguration Org Chart Attribute:

Re:SearchTX Security Rules are setup to match the JCIT Technology Standards, so the OrgChart Attribute in Texas should be set as follows:

- Case Types – ALL - Case Security Groups – ALL - Document Types – ALL - Document Security – ALL - Case Filed Event Group – re:Search Case Filed Event Group - Case Disposed Event Group – re:Search Case Disposed Event Group - Extended Connection Types – ALL

Click Continue on the Modify Organization Chart Attribute, then click Save in the top right of the screen twice.

The Custom Business Rule (Under BusinessRuleLinks in the Org Chart) [CORE] Base Integration Publisher should be added at the System Node (if you have existing integrations, this will already be turned on).

The Org Chart Attribute MaxIntegrationPartyCases should be set to 20.

For all default event groups (i.e. those that are created on cases added in Odyssey) you should add the RESFILED event group. This will send all case information to re:Search upon case creation.

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API Configuration

The following APIs should be present and have the ofs.user added to them (Path: Administration→Translation Bridge → API Message →Select the System Node:

(1) AddDocumentReferenceNumber; (2) GetDocument; (3) GetDocumentInfobyDocumentReferenceNumber; (4) GetDocumentInfoByEntity; (5) LoadCaseEvent; (6) InternalLoadEntities – Note that this API will need to be manually added in the API Message

Configuration.

Case Security Mapping

(1) Go to Case Manager Home (2) Click Administration (3) Click Cases (Under System Codes) (4) Click Case Security Groups (5) Select the Case Manager Node you would like configured. (6) Select a Case Security Group (a window named Modify Case Security Groups will populate). (7) Click the Mappings link:

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(8) Select the appropriate case security mapping:

- Hidden from Public = Only Judges, Clerks, and Attorneys of Record have access; - Public = All registered users have access; - Removed = The case will be removed from the reSearch index and no user will have access to the

case in reSearch; - Sealed = Judges and Clerks have access, but no attorneys or the general public have access.

Document Security Mapping

(1) Go to Case Manager Home (2) Click Administration (3) Click Document Codes (Under Document Setup) (4) Click Document Security Groups (5) Select the Case Manager Node you would like configured. (6) Select a Document Security Group (a window named Modify Document Security Groups will populate). (7) Click the Mappings link:

- Hidden from Public = Only Judges, Clerks, and Attorneys of Record have access; - Public = All registered users have access; and - Sealed = Judges and Clerks have access, but no attorneys or the general public have access.

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Adding RESFILED Event Group to Default Event Codes

A new event group is created upon installation of the re:Search integration package (10962). The event group RESFILED should be added to all case events that are either automatically created upon case creation or are regularly the first event added to a case (e.g. Original Petition). This will alert re:Search that a new case has been created in Odyssey. You’ll want to compile a list of these event codes, then work through adding the RESFILED event group. This is how you add the event group:

Path: Administration → Cases → Event Codes → Case Manager → Select an event from your list of initiating event codes → Add RESFILED to the Event Group field and click Save.

**Note that it is okay to have multiple event groups on a single event—no functionality will be impacted.

Provide a list of all filing codes and descriptions from your Odyssey environment.

By providing this list, we can map in re:Search the filing codes to filing code descriptions. Without this list, your over-the-counter filings (i.e. Pro Se filings) will populate in re:Search with the filing code rather than the description. The path to pull this list is as follows: Administration → Cases → Event Codes → Case Manager → Get All Codes (or Alt + L) → Click the printer icon

( ) → Then email the resulting list to your re:Search Project Manager. This should be repeated for each node that is being integrated.

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Integration Testing Once you’ve completed setup, then reach out to your Project Manager to walk through the testing guide…

Judge Clerk Attorney Reg User

No. Test Case Pass Fail Pass Fail Pass Fail Pass Fail

EX. Test Example X X X

1 Adding a Party to a Case

2 Removing a Party from a Case

3 Adding an Attorney to a Party on a Case

4 Removing an Attorney from a Party on a Case

5 Marking a Case Confidential

6 Marking a Case Non-Confidential

7 Changing the Case Number

8 Changing the Court Location

9 Adding or Changing a Judicial Officer

10 Changing the Case Type

11 Changing the Case Filed Date

12 Changing the Case Status

13 Deleting a Case

14 Expunging a Case

15 Adding a Filing to a Case with a document attached.

16 Adding a Document to a Filing

17 Retrieving the Latest Document Version

18 Marking a Document Confidential

19 Marking a Case Sealed

20 Marking a Document Sealed

21 Mark a Party as Not Viewable to the Public

22 Add a Hearing

23 Reschedule a Hearing

24 Delete the Hearing

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Steps after Integration Validation

(1) Load all packages into the Odyssey Production environment; (2) Copy all configuration from Stage to Production; (3) Keep your CSAM and reSearch Project Manager in the loop regarding go-live timing (there is work on the

reSearch side that needs to be done in order to go-live); (4) Run the historical extract script to update all cases that were in an open status as of January 1, 2016. This

will update all of your case and document security in re:SearchTX to match Odyssey. Note that we can pull a deeper historical record upon request.

Troubleshooting Integration Failures Issue: No information is updating from my Odyssey environment to re:Search.

Troubleshooting:

(1) Check the Integration Manager to see if any messages have errored out. If any are present, report this to your reSearch Project Manager and Implementation Consultant. Provide Screenshots.

(2) Check that your outbound integration is enabled. (3) Check that [CORE] Base Integration Publisher is configured in the Org Chart at the System Node. (4) Check that your Org Chart attributes are configured at the correct nodes. (5) Check that your URI, API Key, and Site Name are correct. (6) Verify that XML Update has been applied. (7) Verify that CIP 1.0 Listeners are configured.

Parties are not showing up in reSearch when I create a case in Odyssey.

Troubleshooting:

(1) Verify that you have added the RESFILED event group to the default case event linked to the case you added in Odyssey. **Note that this should be done for all default case events in Odyssey.

Events are not showing up.

(1) Check the Integration Manager to see if any messages have errored out. If any are present, report this to your reSearch Project Manager and Implementation Consultant. Provide Screenshots.

(2) Check that your outbound integration is enabled. (3) Check that [CORE] Base Integration Publisher is configured in the Org Chart at the System Node. (4) Check that your Org Chart attributes are configured at the correct nodes. (5) Check that your URI, API Key, and Site Name are correct.

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AGENDA ITEM

Authorize the County Judge to execute Proposals with Marathon Fitness for training equipment for the Public Safety Bond projects and amend the budget accordingly.



$80,148.17

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

The Public Safety Bond Executive Committee, Project Management Team, and Purchasing have reviewed the Marathon Fitness proposals for training equipment and are ready to move forward with the purchases through Buy Board. These items will be installed in the Training Building. Funds were budgeted from the new Public Safety Bond Training and Defense Tactics Equipment budget. Attachments: $62,002.65 - Marathon Fitness Quote #QT0022927 dated 5/12/2020 $18,145.52 - Marathon Fitness Quote #QT0023044 dated 5/12/2020 Proposals are attached as additional back-up. Budget Amendment: ??? DRAFT

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AGENDA ITEM

Authorize On-Site Sewage Facility for the Howard Ranch Stardust located at 529 Cypress Drive, Driftwood, Texas 78619.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:




SHELL N/A

SUMMARY

Erik Howard of Howard Ranch Stardust is proposing an OSSF to serve 15 RV spaces, 15 cabins, and an office. This 13.850-acre lot is Lot 52 of Block B in Section 5 of the Howard Ranch subdivision. The lot will be served by a public water supply. The system designer, Greg Nesbitt, R.S., has designed a non-standard treatment system with flow equalization. After treatment, the effluent will be dispersed via low-pressure pipe for a maximum daily rate of 1920 gallons.

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AGENDA ITEM

Authorize the Building Maintenance Department to have Chamberlin Roofing & Waterproofing repair two exterior walls of the Jacobs Well Nature Center that were damaged in recent flooding.



$5,690

LINE ITEM NUMBER

001-695-00.5741

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

SHELL N/A

SUMMARY

In a recent heavy rain event, the Jacobs Well Nature Center was damaged by flood waters. Two exterior walls of the Nature Center need to be repaired and a water tight seal added. The Building Maintenance Department received a proposal from Chamberlin Roofing & Waterproofing for the work. Chamberlin is a member of Choice Partners Co-op, and funding for this repair has been identified in the current Building Maintenance FY20 budget. Attachment: Chamberlin Roofing & Waterproofing Proposal Budget Amendment: Decrease .5451 Building Maintenance and Repair ($5,690) Increase .5741 Misc Capital Improvements $5,690 DRAFT

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•

•

••••••

•

•

•

•

•

•

•

•

•

••

•

•

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AGENDA ITEM

Authorize On-Site Sewage Facility for Orender Company Inc./Ditch Witch of Central Texas, 14951 N IH-35, Buda, Texas 78610.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:




JONES N/A

SUMMARY

Wayne Orender of Orender Company Inc./Ditch Witch is proposing an OSSF to serve the equipment sales office. This system will accommodate up to 12 employees and 20 customers per day. This 4.52-acre lot is Lot 1A of the M.B. Milburn subdivision. The lot will be served by a public water supply and lies within the City of Buda. The system designer, David Coombs, P.E., has designed a standard treatment system. After treatment, the effluent will be dispersed via low-pressure pipe for a maximum daily rate of 204 gallons.

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AGENDA ITEM

Authorize the Building Maintenance Department to purchase and have installed a replacement commercial grade gas water heater located at the Government Center and amend the budget accordingly.



$12,524

LINE ITEM NUMBER

001-695-00.5719_700

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

BECERRA N/A

SUMMARY

The commercial grade gas water heater located in the Government Center has been failing for some time. Several times each day the Building Maintenance staff must restart the water heater because it shorts out and shuts off. This water heater supplies hot water to all of the restroom and breakroom sinks throughout the Government Center. The purchase and installation will be performed by SI Mechanical under IFB 2018-P03. Funding has been identified in the current Building Maintenance budget. Attached: SI Mechanical Proposal Shield Commercial Gas Water Heater Specs Photo of Current Water Heater Budget Amendment: Decrease .5741 Misc Capital Improvements ($12,524) Increase . 5719_700 Misc Equipment Capital Outlay $12,524 DRAFT

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TACLA00045892CM-40866

To:

Attn: DAPA-0534-AO ….Model#2010-3719-A ….Serial#

Re: Replace water heater in water softener room Data Aire ….Unit#

Labor Hours RateTech(s)….. 8 $95.00 Materials…................ $8,995.00 Rental(s)…..$0.00Hepler(s)... 8 $65.00 Markup per contract….. 25% Crane…...... $0.00Total…...........................$1,280.00 Total…......................... $11,243.75 Total…........$0.00

HVAC/Plumbing Work: ……………………………………………$12,523.75Tax 8.25% $0.00Total Price $12,523.75

2. Lock-out, Tag-out & Deenergize energy source.3. Remove existing water heater.4. Install new part(s) listed above.5. Startup new system and check operation.6. Clean up work area.Note: There is a (3) week lead time on this unit.

1. Sales tax included.

6. No coring, scanning, cutting, patching or concrete work.7. No removal of walls or ceiling to access "the work".

Note: No other repairs are in this proposal other then listed above.

Please authorize this repair. Parts have not been ordered. Parts will have to be ordered and then repair can be scheduled.

Josh AbbottService Department Signed:Office# 512-593-6001 ext. 103Cell# 512-423-2971

We propose to install the PLUMBING WORK as outlined in the scope of work below.

Scope of Work:

Bid Clarifications:

SubcontractorsMaterials & Tools

3. No electrical of any kind.4. No dumpsters or haul off.

8. No structural steel framing or roofing.

Sincerely,

ProposalFebruary 27, 2020

Hays County - Gov't Center

1. Furnish and install: (1) Water Heater.

5. No fire alarm or smoke detectors.

9. No painting of duct or anything else.

Chirs Deichmann

2. All work performed during normal hours.

Acceptance of Proposal:The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as

specified.

Regulated by the Texas Department of Licensing and Regulation, PO Box 12157, Austin, Texas 78711, (800) 803-9202 http://www.license.state.tx.us/

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This proposal is conditional upon the following terms and conditions:1. Customer agrees to pay S I Mechanical, LLC all sums due with respect to this proposal in accordance with the terms specified. Payments are due upon receipt of invoice. In the event payment is not received by S I Mechanical, LLC by the tenth day of the month following billing, such payment shall be considered past due. If default is made in payment of any sums due hereunder and it becomes necessary that this Agreement be placed in the hands of an attorney for collection, customer agrees to pay to S I Mechanical, LLC all costs of collection, including reasonable attorney’s fee. S I Mechanical, LLC shall have the right to cancel this Agreement at any time, upon (5) day’s written notice, if payments are called for herein are not made.

2. Cancellation Clause: This agreement can only be cancelled by customer upon a 30-day written notice. If in the event the customer cancels this agreement S I Mechanical, LLC will be due the balance of the annual contract for the current contract year or the cost plus profit incurred year to date, which ever is lesser of the two.

3. Customer waives any and every claim which arises in its favor and against S I Mechanical, LLC during the term of this Agreement for any all loss of, or damage to, any of its property, which loss or damage is covered by valid and collectible fire and extended coverage insurance policies, general liability policies, and workmen’s compensation policies, to the extent that such loss or damage is recoverable under said insurance policies and such loss is not the result of the gross negligence or willful misconduct of S I Mechanical, LLC or failure of S I Mechanical, LLC to comply with the terms of this agreement.

4. It is agreed that S I Mechanical, LLC shall have no liability to customer or to customer’s agents, servants, or employees or to any third parties for injuries to persons, or damage to property directly or indirectly resulting from the failure of any equipment or due to any other cause whatsoever, other than the gross negligence or willful misconduct of S I Mechanical, LLC, and customer agrees to indemnify S I Mechanical, LLC and hold it harmless from any loss, claim, damage, or expense, including attorney’s fees, arising out of any such damage or injury. S I Mechanical, LLC shall not be liable for any lost rents, income, or profits nor any indirect, remote, special, or consequential damages from whatever cause and howsoever the same may arise, nor for any delay, loss damage, or injury caused by acts of God, labor disturbances, non-delivery, or unavailability of manpower or material, or any other event beyond S I Mechanical, LLC's control. S I Mechanical, LLC agrees to indemnify customer and hold it harmless from any loss, claim, damage or injury caused by the gross negligence or willful misconduct of S I Mechanical, LLC.

10. Unless indicated otherwise, all pricing is based upon work being performed during regular working hours of 8:00am to 4:30 pm, Monday through Friday, except holidays. If work is required at times other than normal working hours, the customer agrees to pay the difference between the regular and overtime charge.

11. If S I Mechanical, LLC encounters asbestos or polychlorinated biphenyl (PCB)_) on the site, S I Mechanical, LLC will stop work and report the evidence of such to the customer. S I Mechanical, LLC will not resume work in the affected area until the asbestos or PCB has been removed or determined harmless by a qualified laboratory.

12. S I Mechanical, LLC shall comply with it's affirmative action, environmental and safety policies as mandated by the government.

13. SI Mechancal, LLC will make every effort to locate and avoid building utilities. It shall be the responsibility of the Customer to provide reference drawings and locate all hidden utilities in and around the work site. SI Mechanical relies on this information to execute the work. Damages to unmarked and unforseen building utilities is the responsibility of the Customer.

14. SI Mechanical, LLC does not accept consequencial damages or liquidated damges unless agreed to in writing.

The entire liability of S I Mechanical, LLC and client’s exclusive remedy for damages from any cause in connection with the work, including, but not limited to, nonperformance or misrepresentation, and regardless of the form of action, shall be limited to the annual Agreement fee of the current year.

5. This contract constitutes the entire agreement and is not assignable by either party. This Agreement may be modified or amended only by written agreement of both parties. S I Mechanical, LLC is inclusive of it's affiliated companies.

6. S I Mechanical, LLC and it's affiliated companies shall not be responsible to customer or anyone else for the system design or its performance in maintaining design conditions.

7. The Heating, Ventilation, and Air-Conditioning equipment and systems installed, repaired or serviced as a part of this agreement may, under certain conditions, become conducive to or incidentally support microbiological growth. S I Mechanical, LLC makes no claim nor warrants its work to protect against, eliminate or inhibit any type of microbiological growth, including but not limited to, molds, fungi and other related matter, in or around duct systems, HVAC and related equipment or areas adjacent to or in proximity of such systems and equipment.

8. Customer agrees to indemnify, defend, and hold harmless, S I Mechanical, LLC, its officers, directors, agents, assigns, successors and employees from any against any and all claims of damages or injury, of any kind or nature whatsoever, including claims of property damage or personal injury, due to any such microbiological growth in or emanating from any of the customer’s HVAC equipment or HVAC systems.

9. Some projects require the use of heavy commercial hoisting or rigging equipment. While all precautions will be exercised to protect the customer’s property. S I Mechanical, LLC will not accept any responsibility for damage to parking lots, driveways, or landscaping that may occur as a result of normal hoisting and rigging operations, excluding negligence or accidents.

Regulated by the Texas Department of Licensing and Regulation, PO Box 12157, Austin, Texas 78711, (800) 803-9202 http://www.license.state.tx.us/

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SUBMITTAL DATA

Oslin Nation Co. MECHANICAL EQUIPMENT FOR HVAC, PROCESS, INDUSTRY

2681 Gattis School Rd., Suite 120 •Round Rock, TX 78664 •PHONE 512-354-7600 •(800) 293-2506

Date: February 27, 2020

Project: Shield Water Heater Replacement

Contractor: SI Mechanical

SHIELD COMMERCIAL GAS WATER HEATER

QTY MANUFACTURER MODEL BTU/hr IN TAG

1 Lochinvar SNR151-100 1500 B-1

Clarifications and Exceptions:

-No specifications, schedule or details provided. Providing water heater based off of existing

model.

-Providing water heater designed for natural gas.

Submitted by:

John Lanagan

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AGENDA ITEM

Authorize a budget amendment for the Building Maintenance Department to cover additional expenses related to the PCT 3 Air Handler Unit replacement.



$8,499

LINE ITEM NUMBER

001-695-00.5719_700

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

SHELL N/A

SUMMARY

On April 14, 2020, Commissioners Court approved the replacement of a failed Air Handler Unit for the PCT 3 Sheriff's Office in the amount of $3,765. Due to additional labor and parts needed that were not realized in the original proposal, the ending invoice for the project came to $8,499. We request that the $3,765 that was originally budgeted for this project be moved to the appropriate g/l and the remaining $4,734 currently in g/l 5719_700 be assigned to this project. Budget Amendment: Decrease 001-695-00.5719_400 ($3,765) Increase 001-695-00.5719_700 $3,765 DRAFT

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INVOICE

INVOICE NO

SI Mechanical, LLC S3837

PO Box 1589 Buda, TX 78610 Phone: (512) 593-6001 Fax: (512) 782-2174

HAYS COUNTY COUNTY AUDITOR 712 S STAGECOACH TRL # 1071 San Marcos, TX 78666 [email protected]

HAYS CO - PCT 3 200 STILL WATER Wimberley, TX 78676

ACCOUNT NO INVOICE DATE TERMS DUE DATE PO NUMBER JOB NUMBER PAGE

HAYSCO 5/7/2020 Net 30 6/6/2020 S200335

Regulated by the Texas Department of Licensing and Regulation, PO Box 12157, Austin, TX 78711, (800)803-9202 TACLA00045892C

http://www.license.state.tx.us/ Regulated by the Texas State Board of Plumbing Examiners, PO Box 4200, Austin, TX 78765-4200, (800)845-6584 M-40866

http://www.tsbpe.state.tx.us/

1

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SITE

ORDER 3352

DESCRIPTION Hays Co. PCT 3 per approved proposal replace 4-ton AHU

ITEM NO QUANTITY DESCRIPTION UNIT PRICE EXTENDED

LAB RT-J 13.00 Javier Chavez- JM 4/28/20 85.00 1,105.00 *

LAB RT-A 13.00 Robert Stark - 4/28/20 60.00 780.00 *

LAB RT-J 11.00 Javier Chavez - JM 4/29/20 85.00 935.00 *

LAB RT-A 12.00 Robert Starks- 4/29/20 60.00 720.00 *

LAB RT-J 8.00 Robert starks 4/23/20 60.00 480.00 *

LAB RT-J 9.00 Jerry 4/23/20 85.00 765.00 *

LAB RT-J 9.50 Jerry 4/24/20 85.00 807.50 *

LAB RT-J 9.50 Robert starks 4/24/20 60.00 570.00 *

LAB RT-J 8.50 Jerry R 4/22/20 60.00 510.00 *

LAB RT-J 8.00 Ruben Robin 04/22/2020 85.00 680.00 *

LAB RT-J 10.00 Ruben Robin 04/27/2020 85.00 850.00 *

1 discount -2500.00 -2,500.00 *

1 modular w/communication control 989.39 989.39 *

1 freight 25.00 25.00 *

1 flex coil heat kit drier

879.24 879.24 *

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http://www.license.state.tx.us/


INVOICE

INVOICE NO






HAYSCO 5/7/2020 Net 30 6/6/2020 S200335




2

CUST

SITE


1 txv vac. oil pvc pipe coupling glue wire nuts elec. tape

327.06 327.06 *

1 copper fittings armaflex

264.83 264.83 *

1 welding supplies 141.04 141.04 *

1 duct tape misc

44.79 44.79 *

1 angle steel nuts & bolts

31.11 31.11 *

1 cleaner spray 20x20x1 filter tee trap running pvc

29.13 29.13 *

1 cable whip 27.05 27.05 *

1 alumtopreadace 17.58 17.58 *

1 coupling thread rod nuts & bolts

20.23 20.23 *

RESOLUTION 0 Work Completed - recovered 0.00 0.00 *

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INVOICE

INVOICE NO






HAYSCO 5/7/2020 Net 30 6/6/2020 S200335




3

CUST

SITE


refrigerant charge from unit; disassembled drain pan and all electrical wiring; took blower motor out of housing and cut back all duct board from unit; brought unit down and started to assemble new coil in other unit; assemble new ahu and use air jack to hang up ahu;

0 removed filter drier and piped in new copper; completed the refrigeration process by cutting and welding lines and installation of liquid line drier on discharge line; leak checked all refrigeration lines and added nitrogen for holding charge; built return air duct and sealed with mastic;

0.00 0.00 *

0 attached expansion valve sensing build to suction line and insulated; installed electric heating kit inside blower and secured blower unit to hanging rod; re-ran high-voltgage whip to the unit; new conduit reconnected electrical from disconnect switch to the unit secured fittings;

0.00 0.00 * DRAFT

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INVOICE

INVOICE NO






HAYSCO 5/7/2020 Net 30 6/6/2020 S200335




4

CUST

SITE


0 insulated inside the plumbing and exterior of the plenum creating an airtight seal; inspected wiring; found leak flare fittings; repaired leaks; pull vaccum; powered on unit and found smoke detector not working; install flood switch; checked blower speeds ensuring correct rotation and operation;

0.00 0.00 *

0 hang secondary drain pan; install 2 safety switches; tested; put ceiling grid back in along ceiling tile; took amp draws, voltage readings; tested heating and cooling functions; replace filter

0.00 0.00 *

* means item is non-taxable

TOTAL AMOUNT 8,498.95 DRAFT

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AGENDA ITEM

Authorize the County Judge to execute two Texas Workforce Commission Data Exchange Requests and Safeguard Plans related to the County's Information Release Contract.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



MAU/CUTLER

INGALSBE N/A

SUMMARY

See attached material. The current Contract is set to expire on July 31, 2020. TWC requires entities to submit new Data Exchange Requests and Safeguard Plans in order for TWC to draft new Contracts. Any new Contracts will then be brought to Commissioners Court for approval.

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Texas Workforce Commission | 05 2020 1

TWC Data Exchange Request and Safeguard Plan

CONTRACTOR INFORMATION Please answer each question. Do not leave any unanswered. 1. Legal name of requesting

governmental entity/Responsible Financial Party

Hays County Criminal District Attorney’s Office 712 S. Stagecoach Trl. #2057 San Marcos, TX 78666

2. Entity Tax ID# 74-6002241 3. Street Address – Line 1 712 S. Stagecoach Trl. #2057 4. Street Address – Line 2 5. City, State, Zip San Marcos, TX 78666 6. New request or renewal of an

existing contract? New request Renewal of existing agreement Previous/Current Contract #: ________________________

There are other contracts between TWC and the party not affected by this agreement, which are as follows:

7. Type of entity and authority to contract x Texas Local Government Code, Interlocal Cooperation Act

(e.g., cities, counties) Texas Government Code, Interagency Cooperation Act (e.g.,

state agency) Federal Agency Authority If state agency, please specify authority

8. Purpose for requesting information (Check all that apply)

X to assist in criminal investigations

X to assist in locating defendants, witnesses and fugitives in criminal cases

X to assist in locating persons with outstanding warrants

X to assist in locating probation absconders to assist in determining eligibility for public

assistance/services other: please specify:

(language will be inserted into contract) 9 Requested length of contract 1 year 2 years 3 years 4 years 5 years

10. Requested start date For federal entities only: to correspond with start of fiscal year starting:

DATA REQUESTED Please answer each question. Do not leave any unanswered. 11. Information requested

(Check the data being requested)

X Wage Records (WR): Wage Detail Inquiry: View wage information of ran individual. Coworker Search: View wages reported by an employer.

X UI Benefits and Claimant Info (UI): Personal Information: View demographic information of r an individual. Claims: View unemployment insurance claim information. Payments: View unemployment insurance payment info. Employer Search: Search employers by name or address.

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X Employer Records (ER) Employer Master File: Search Employer Master File and view state unemployment tax information.

12. Method of receiving data X Online access: Contractor access for lookup by SSN through password-protected log-in account. Number of individuals needing access accounts:

X 1-10 (The subscription rate is $1,500 per year.) 11-25 (The subscription rate is $2,000 per year.) 26-50 (The subscription rate is $3,500 per year.) * Specify other quantity *

* Please send a detailed justification on organizational

letterhead if more than 25 accounts are requested. Volume/quantity of ONLINE users of Personal Identifiable Information (PII) information per year. Estimated number of individual records requested: ____________________________________________________

Offline access: Computer match done by TWC staff. Scheduled computer matching against file of SSNs or tax account numbers submitted by Requestor periodically. Frequency of requests: Nightly Weekly Bi-Weekly Monthly Quarterly Annually Other – specify:

Ad hoc request for non-scheduled requests. Attach specifications (see pg. 5 for details) including data field names.

One-time request for large quantity of records. Attach specifications (see pg. 5 for details) including data field names.

One-time request for one or a few records. (Submit request to [email protected] or fax request to 512-463-2990.) Volume/quantity of offline records requested per submission: Estimated number of individual’s in which sensitive personally identifiable information requested at any one time:

1-999: $250 1,000 – 14,999: $300 15,000 – 19,999: $375 20,000 – 24,999: $500 25,000 -Above: $1,000

Hourly rate for programming of a new request or modification of an existing job: $48.81.

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mailto:[email protected]


De-identification: If submitting SSNs to TWC, also include a unique identifier. For enhanced security, the return file will not include SSNs but instead will include only the unique identifier where feasible.

SAFEGUARD REQUIREMENTS Please answer each question. Do not leave any unanswered. 13. How will data be viewed?

Select one of the three options. 1) X We will ONLY view screen information. (Respond to #14-19, check “N/A” to #20 and #21.)

2) We will use electronic copies of screen prints (PDF), or

We will transfer data into an electronic record. (Respond to #14-20, check “N/A” to #21.)

3) We will use paper copies of screen prints, or We will transfer information into paper records format. (Respond to #14-19 and #21, check “N/A” to #20)

14. Will non-employees be provided access to the data? Express written contract language authorizing data sharing with non-employees is required for re-distribution of information accessed.

X Only direct employees will be provided access. Persons who are not employees may/will be provided

access. Please specify those that apply: Data Center Operators Other Governmental Contractors: Please specify:

15. Will the data you are requesting be disclosed to any other entity? Express written contract language authorizing data sharing with non-employees is required for re-distribution of information accessed.

Yes - Specify:

X No

16. What access control methods will you use for access to the TWC information?

X Texas State Requirements under Title 1, Part 10, TAC Sec. 202, or comparable standards

National Institute of Secure Technology (NIST) or comparable standards

IRS Publication 1075 or comparable standards 17. How will your organization assess

your security posture? X Vulnerability testing

X Penetration testing

X Audits

Other – Please specify: Specify frequency for each that was checked: frequency is up to two times per year for FBI, DPS, and CJIS compliance. Anti-virus scans are daily, and updates are monthly. Internal assessments are done quarterly.

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18. Are background checks performed on employees who will access information?

No, background checks are not performed

X Yes, background checks are performed.

If yes, state when background checks are performed:

X Pre-employment

Periodic checks during employment 19. How will you have an auditable trail? X I will keep a worksheet that includes at a minimum, the

person making the inquiry, the reason for the inquiry, identifying information regarding the case or claim for which the inquiry was made, and the date the inquiry was made.

X Other, If Other specify: Each user maintains an inquiry log with case or cause number referenced per inquiry

20. How will you encrypt the data at rest?

Please specify:

X N/A – We do not keep data at rest.

21. When will data destruction occur? X Consistent with Texas State Libraries and Archives Commission (state records retention laws)

Consistent with other standards: Please specify:

X N/A - We do not retain data.

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CONTACTS 22. Point of Contact Name

(for daily matters) John Roppolo Hays County Criminal District Attorney’s Office

23. Point of Contact Title Chief Investigator 24. Point of Contact Phone (512) 393-7607 25. Point of Contact E-mail [email protected] 26. Point of Contact Address 712 S. Stagecoach Trl. #2057

San Marcos, TX 78666 27. Alternate Point of Contact Name and

Title Jordan M. Powell Hays County Office of General Counsel Asst. General Counsel

28. Alternate Point of Contact Phone (512) 393-2219 29. Alternate Point of Contact E-mail [email protected] 30. Alternate Point of Contact Address 111 East San Antonio Street, Suite 202

San Marcos, Texas 78666 31. Signatory Name Ruben Becerra 32. Signatory Title Hays County Judge 33. Signatory Phone Number (512) 393-2251 34. Signatory E-mail [email protected] 35. Signatory Address 111 E. San Antonio St., Suite #300, San Marcos, TX 78666 36. Data Technology Contact Name Jeff McGill, Director of IT 37. Data Technology Contact Phone (512) 393-2841 38. Data Technology Contact E-mail [email protected] 39. Invoice Recipient Name Marisol Villarreal -Alonzo 40. Invoice Recipient Phone Number (512) 393-2251 41. Invoice Recipient Title Auditor 42. Invoice Recipient E-mail [email protected] 43. Invoice Recipient Address 712 S. Stagecoach Trail, Suite 1071, San Marcos, TX 78666

All statements and information on this form are true and correct to the best of my knowledge. The person signing is authorized to legally bind their organization to the terms of the contract.

Date Signature Authority ______________________________________________________ Printed Name

For questions on how to complete this request form, contact [email protected].

STOP HERE if you are only seeking online access. If Sending Batch Files or Computer Matching – Offline Charge Details are on the next page.

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OFFLINE INFORMATION REQUEST SPECIFICATIONS (Describe in detail and be as specific as possible.)

1. Provide a reason for the request (e.g., statutory citation or rule number):

2. Is this a one-time or an ongoing request? One-Time On-going

If ongoing, specify time duration and frequency of data exchange (e.g., Annual for the next three calendar years, Quarterly, Monthly):

3. Description of the request (If you require a particular data run, clearly specify the data needed, such as wage records, employer records, UI benefits information, etc.):

4. If other specific data elements are requested, provide a data format.

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TWC Data Exchange Request and Safeguard Plan

CONTRACTOR INFORMATION Please answer each question. Do not leave any unanswered. 1. Legal name of requesting

governmental entity/Responsible Financial Party

Hays County Sheriff’s Office

2. Entity Tax ID# 74-6002241 3. Street Address – Line 1 1303 Uhland Road 4. Street Address – Line 2 5. City, State, Zip San Marcos TX 78666 6. New request or renewal of an

existing contract? New request Renewal of existing agreement Previous/Current Contract #: ________________________

There are other contracts between TWC and the party not affected by this agreement, which are as follows:

7. Type of entity and authority to contract

Texas Local Government Code, Interlocal Cooperation Act (e.g., cities, counties)

Texas Government Code, Interagency Cooperation Act (e.g., state agency)

Federal Agency Authority If state agency, please specify authority

8. Purpose for requesting information (Check all that apply)

to assist in criminal investigations to assist in locating defendants, witnesses and fugitives in

criminal cases to assist in locating persons with outstanding warrants to assist in locating probation absconders to assist in determining eligibility for public

assistance/services other: please specify:

(language will be inserted into contract) 9 Requested length of contract 1 year 2 years 3 years 4 years 5 years

10. Requested start date For federal entities only: to correspond with start of fiscal year starting:

DATA REQUESTED Please answer each question. Do not leave any unanswered. 11. Information requested

(Check the data being requested)

Wage Records (WR): Wage Detail Inquiry: View wage information of ran individual. Coworker Search: View wages reported by an employer.

UI Benefits and Claimant Info (UI): Personal Information: View demographic information of r an individual. Claims: View unemployment insurance claim information. Payments: View unemployment insurance payment info. Employer Search: Search employers by name or address.

Employer Records (ER) Employer Master File: Search Employer Master File and view state unemployment tax information.

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12. Method of receiving data Online access: Contractor access for lookup by SSN through password-protected log-in account. Number of individuals needing access accounts:

1-10 (The subscription rate is $1,500 per year.) 11-25 (The subscription rate is $2,000 per year.) 26-50 (The subscription rate is $3,500 per year.) * Specify other quantity *

* Please send a detailed justification on organizational

letterhead if more than 25 accounts are requested. Volume/quantity of ONLINE users of Personal Identifiable Information (PII) information per year. Estimated number of individual records requested: ____________________________________________________

Offline access: Computer match done by TWC staff. Scheduled computer matching against file of SSNs or tax account numbers submitted by Requestor periodically. Frequency of requests: Nightly Weekly Bi-Weekly Monthly Quarterly Annually Other – specify:

Ad hoc request for non-scheduled requests. Attach specifications (see pg. 5 for details) including data field names.

One-time request for large quantity of records. Attach specifications (see pg. 5 for details) including data field names.

One-time request for one or a few records. (Submit request to [email protected] or fax request to 512-463-2990.) Volume/quantity of offline records requested per submission: Estimated number of individual’s in which sensitive personally identifiable information requested at any one time:

1-999: $250 1,000 – 14,999: $300 15,000 – 19,999: $375 20,000 – 24,999: $500 25,000 -Above: $1,000

Hourly rate for programming of a new request or modification of an existing job: $48.81. De-identification: If submitting SSNs to TWC, also include a unique identifier. For enhanced security, the return file will not include SSNs but instead will include only the unique identifier where feasible.

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SAFEGUARD REQUIREMENTS Please answer each question. Do not leave any unanswered. 13. How will data be viewed?

Select one of the three options. 1) We will ONLY view screen information.

(Respond to #14-19, check “N/A” to #20 and #21.) 2) We will use electronic copies of screen prints (PDF),

or We will transfer data into an electronic record. (Respond to #14-20, check “N/A” to #21.)

3) We will use paper copies of screen prints, or We will transfer information into paper records format. (Respond to #14-19 and #21, check “N/A” to #20)

14. Will non-employees be provided access to the data? Express written contract language authorizing data sharing with non-employees is required for re-distribution of information accessed.

Only direct employees will be provided access. Persons who are not employees may/will be provided

access. Please specify those that apply: Data Center Operators Other Governmental Contractors: Please specify:

15. Will the data you are requesting be disclosed to any other entity? Express written contract language authorizing data sharing with non-employees is required for re-distribution of information accessed.

Yes - Specify:

No

16. What access control methods will you use for access to the TWC information?

Texas State Requirements under Title 1, Part 10, TAC Sec. 202, or comparable standards

National Institute of Secure Technology (NIST) or comparable standards

IRS Publication 1075 or comparable standards 17. How will your organization assess

your security posture? Vulnerability testing Penetration testing Audits Other – Please specify:

Specify frequency for each that was checked: frequency is up to two times per year for FBI, DPS, and CJIS compliance. Anti-virus scans are daily, and updates are monthly. Internal assessments are done quarterly.

18. Are background checks performed on employees who will access information?

No, background checks are not performed Yes, background checks are performed.

If yes, state when background checks are performed: Pre-employment Periodic checks during employment

19. How will you have an auditable trail? I will keep a worksheet that includes at a minimum, the person making the inquiry, the reason for the inquiry, identifying information regarding the case or claim for which the inquiry was made, and the date the inquiry was made.

Other, If Other specify: Each user maintains an inquiry log with case or cause number referenced per inquiry

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20. How will you encrypt the data at rest?

Please specify: N/A – We do not keep data at rest.

21. When will data destruction occur? Consistent with Texas State Libraries and Archives Commission (state records retention laws)

Consistent with other standards: Please specify: N/A - We do not retain data.

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CONTACTS 22. Point of Contact Name

(for daily matters) Michael Briggs Hays County Sheriff’s Office

23. Point of Contact Title Lieutenant 24. Point of Contact Phone 512-393-7822 25. Point of Contact E-mail [email protected] 26. Point of Contact Address 1303 Uhland Road

San Marcos TX 78666 27. Alternate Point of Contact Name and

Title Jordan M. Powell Hays County Office of General Counsel Asst. General Counsel

28. Alternate Point of Contact Phone 512-393-2219 29. Alternate Point of Contact E-mail [email protected] 30. Alternate Point of Contact Address 111 East San Antonio Street, Suite 202

San Marcos, Texas 78666 31. Signatory Name Ruben Becerra 32. Signatory Title Hays County Judge 33. Signatory Phone Number 512-393-2251 34. Signatory E-mail [email protected] 35. Signatory Address 111 E. San Antonio St., Suite #300, San Marcos, TX 78666 36. Data Technology Contact Name Jeff McGill , Director of IT 37. Data Technology Contact Phone 512-393-2841 38. Data Technology Contact E-mail [email protected] 39. Invoice Recipient Name Marisol Villarreal -Alonzo 40. Invoice Recipient Phone Number 512-393-2251 41. Invoice Recipient Title Auditor 42. Invoice Recipient E-mail [email protected] 43. Invoice Recipient Address 712 S. Stagecoach Trail, Suite 1071, San Marcos, TX 78666

All statements and information on this form are true and correct to the best of my knowledge. The person signing is authorized to legally bind their organization to the terms of the contract.

Date Signature Authority ______________________________________________________ Printed Name

For questions on how to complete this request form, contact [email protected].

STOP HERE if you are only seeking online access. If Sending Batch Files or Computer Matching – Offline Charge Details are on the next page.

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OFFLINE INFORMATION REQUEST SPECIFICATIONS (Describe in detail and be as specific as possible.)

1. Provide a reason for the request (e.g., statutory citation or rule number):

2. Is this a one-time or an ongoing request? One-Time On-going

If ongoing, specify time duration and frequency of data exchange (e.g., Annual for the next three calendar years, Quarterly, Monthly):

3. Description of the request (If you require a particular data run, clearly specify the data needed, such as wage records, employer records, UI benefits information, etc.):

4. If other specific data elements are requested, provide a data format.

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AGENDA ITEM

Authorize the purchase of 10 Surveillance Cameras utilizing the Department of State Health Services (DSHS) Public Health Emergency Preparedness (PHEP) Hazard grant funds and amend the budget accordingly.



N/A

LINE ITEM NUMBER

120-675-99-058]

AUDITOR USE ONLY

AUDITOR COMMENTS:



T.CRUMLEY

INGALSBE N/A

SUMMARY

Surveillance equipment (10 cameras at $259.99 each) will be installed around the warehouse, expandable shelters, and trailers and on scene incident deployments to monitor supplies. Authorization to purchase cameras utilizing DSHS PHEP Hazard grant funds has been approved by DSHS. Budget Amendment: Increase .5201 General Supplies $2,600 Decrease .5551 Continuing Education ($2,600) Attachment: Reolink Quote DRAFT

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AGENDA ITEM

Ratify the acceptance of a Skydio 2 Pro Kit - No Beacon Drone to the Sheriff's Office HURT Program (Hays Unmanned Robotics Team) and amend the budget accordingly.



$0.00

LINE ITEM NUMBER

001-618-00]

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

On May 15th, the Sheriff's Office accepted a Skydio 2 Pro Kit - No Beacon drone from Kydio Marketing. The vendor originally sent the item to the S.O. for testingt and evaluation and later decided that they would like to donate it. The drone is valued at $2,499.00. Amendment Increase Contributions .4610 Increase Law Enforcement Equipment Operating .5717_400

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AGENDA ITEM

Ratify the acceptance of a donation of $500.00 to the Sheriff's Office Community Outreach Division and amend the budget accordingly.



$0.00

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

The Sheriff's Office Community Outreach Division received a donation of $500.00 from the VFW Post 644. They are requesting for the donation to be used towards supplies and materials for the 2020 Jr. Deputy program. Budget Amendment Special Projects Fund Increase 052-618-00.4610 Contributions $500.00 Increase 052-618-00.5222 Crime Prevention $500.00.

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AGENDA ITEM

Ratify the acceptance of hospital grade disinfecting wipes to the Hays County Sheriff's Office Patrol Division, valued at $2,880.00 and amend the budget accordingly.



$0.00

LINE ITEM NUMBER

001-656-99-131]

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

On June 2nd, the Sheriff's Office Patrol Division received eight boxes containing 12 canisters of hospital grade disinfecting wipes from the Tanzillo Family (River Mountain Ranch). The donation is valued at $2,880.00. Amendment Increase Contributions .4610 Increase PPE Supplies .5225

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AGENDA ITEM

Authorize the acceptance of a grant award from The Office of the Attorney General to the Sheriff's Office Criminal Investigation Division for the investigations of Internet Crimes Against Children (ICAC) and amend the budget accordingly.



N/A

LINE ITEM NUMBER

001-618-99-111]

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

The Sheriff's Office Criminal Investigations Division are highly active members of the Internet Crimes Against Children (ICAC) Task Force Program. The Attorney General has awarded up to $3,000 to the Sheriff's Office for the use of equipment dedicated to the investigation of child exploitation cases. The Criminal Investigations Division is requesting to use the award on the following computer equipment: portable printers, printer cases, external hard drives, and ink cartridges. Grant Number: 2005999 Grant Period: May 1, 2020 - August 31, 2020 Budget Amendment Increase .4301 Intergovernmental Revenue $3,000 Increase .5202 Data Processing Supplies $3,000 Attachment: FY 2020 Approved Budget DRAFT

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Office of the Attorney General

Grants Administration Division

FY 2020 Detailed Budget

40

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ 1,120 $ $ 1,120

$ 480 $ $ 480

$ 1,120 $ $ 1,120

$ 280 $ $ 280

$ $ $

$ $ $

$ $ $

$ $ $

$ 3,000 $ $ 3,000

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ $ $

$ 3,000 $ $ 3,000

Printer Ink Cartridge Packs (7)

City

Grant Title

Printer Carry Cases (4)

External Hard Drives (16)

Initial

May 1, 2020 - August 31, 2020

TRAVEL

Hays County Sheriff's Office

2005999Internet Crimes Against Childen (ICAC)

San Marcos

Hays

Grantee

Standard Full-Time Workweek Hours

Budget Version

Grant PeriodCounty

Grant Number

Local Travel (Mileage Only)

Travel Total

EQUIPMENT

TOTAL BUDGET

Other Direct Operating Expenses Total

SUPPLIES

Portable Printers (4)

Supplies Total

OTHER DIRECT OPERATING EXPENSES

Equipment Total

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AGENDA ITEM

Authorize the execution of the FY 2020 Grant Agreement with the U.S. Department of Justice, Drug Enforcement Administration for overtime reimbursements related to the Sheriff's Office Organized Crime Drug Enforcement Task Force (OCDETF) and amend the budget accordingly.



None

LINE ITEM NUMBER

001-618-99-069

AUDITOR USE ONLY

AUDITOR COMMENTS:



Sheriff Gary Cutler

INGALSBE N/A

SUMMARY

The Sheriff's Office has received additional funding from the Drug Enforcement Administration to offset overtime costs for the detective assigned to the OCDETF Program, specifically Operation Glass Joe. No county match is required. Attachment: OCDETF SW-TXW-0929 Budget Amendment Increase Intergovernmental Revenue .4301 - $3,000 Increase Overtime Compensation .5302 - $3,000 DRAFT

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ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCESFY 20 Agreement

FOR THE USE OF THE STATE OR LOCAL OVERTIME AND AUTHORIZED EXPENSE/STRATEGIC INITIATIVE PROGRAM

Federal Tax Identification #: DC#:

Amount Requested: OCDETF Investigation / Strategic InitiativeNumber:

Operation Number of Officers Listed: Name:

From: Federal Agency Investigations:

To: Beginning Date of Agreement Number:

Ending Date of Agreement

State or Local Organization Name:

Narcotics Supervisor:

Telephone Number:

E-mail Address:

Sponsoring Federal Agency Group/Squad Supervisor:

Sponsoring Federal Agency(ies): Telephone Number:

E-mail Address:

Please provide the name, telephone number, e-mail address, and fax number for the financial staff person at the State or Local Organization, who is directly responsible for the billing on the Reimbursement Request:

Name: __________________________________________

Telephone Number: _______________________________

E-mail Address: __________________________________

Agreement (FY ), Page

#: 097494884

74-6002241

$ 3,000.001

SW-TXW-0929

Glass Joe

June 4, 2020

September 30, 2020M8-20-0008

Lt Michael Briggs

(512) 757-1497

[email protected]


Vickie Dorsett1307 Uhland RoadSan Marcos, Texas 78666

Drug Enforcement Administration (DEA)

GS Dwayne T. Crawley

(512) 344-4900

[email protected]

Vickie Dorsett

(512) 393-2275

[email protected]

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ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCESFY 2 Agreement

FOR THE USE OF THE STATE OR LOCAL OVERTIME AND AUTHORIZED EXPENSE/STRATEGIC INITIATIVE


SW-TXW-0929 $ 3,000.00

✔ ✔ ✔✔

$ 56.29 71.00 $ 0.00

Hays County supplies investigative support and surveillance units for the wiretapinvestigations. DRAFT

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This Agreement is between the above named State or Local Law Enforcement Organization and the Organized Crime Drug Enforcement Task Forces (OCDETF) Program. This Agreement shall be effective when signed by an authorized State or Local Organization official, the sponsoring Federal Agency Special Agent-In-Charge, the sponsoring Agency Regional OCDETF Coordinator, the Assistant United States Attorney Regional OCDETF Director, and the OCDETF Executive Office.

It is agreed that the State or Local Law Enforcement officers named on thisAgreement will assist in OCDETF Investigations, Strategic Initiatives andprosecutions as set forth in the Organized Crime Drug Enforcement Task Forces Stateor Local Overtime and Authorized Expense/Strategic Initiative Programs, Policiesand Procedures Manual, Fiscal Year 20 .

No individual Agreement with a State or Local organization may exceed $25,000,and the cumulative amount of OCDETF State and Local overtime monies that maybe expended on a single OCDETF Investigation or Strategic Initiative in a singlefiscal year may not exceed $50,000 without express prior approval from theOCDETF Executive Office. The OCDETF Executive Office will entertain requeststo exceed these funding levels in particular cases. Please submit a written requestincluding justification approved by the AUSA Regional Director to the OCDETFBudget Officer/Deputy Budget Officer when seeking to exceed the above statedfunding levels.

Each Reimbursable Agreement will be allowed no more than six (6) modificationsper year. In addition, if the funds for a particular Agreement are completelydeobligated with the intention of closing that Agreement, it will not count as amodification for purposes of this policy. These amendments must be transmitted by amemorandum approved and signed by the AUSA Regional OCDETF Director ordesignee for the region and sent to the OCDETF Executive Office.

If an Agreement does not have any activity during the last ninety (90) days, the fundsshall automatically be deobligated. The OCDETF Executive Office will assist withthe monitoring of the aging Agreements. Further, if a State or Local Organizationindicates that it is no longer performing work under a particular Agreement, the Stateor Local Overtime and Authorized Expense/Strategic Initiative Programs, Policiesand Procedures Manual requires that a modification memorandum identifying theamount to be deobligated be submitted to the OCDETF Executive Office as soon aspossible after determining that no work is being performed.

The State or Local Law Enforcement Organization agrees to provide experienceddrug Law Enforcement officers who are identified in this Agreement to work on thespecified OCDETF Investigation or Strategic Initiative. Any change in LawEnforcement officers assigned must be agreed to by all approving officials.


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Officers who are not deputized shall possess no Law Enforcement authority otherthan that conferred by virtue of their position as a commissioned officer of theirparent Agency.

Officers who are deputized may possess Federal Law Enforcement authority asspecified by the Agency affording the deputation.

Any State or Local officers assigned to an OCDETF Investigation or StrategicInitiative in accordance with this Agreement are not considered Federal employeesand do not take on the benefits of Federal employment by virtue of their participationin the Investigation or Strategic Initiative.

OCDETF and the sponsoring Federal Law Enforcement Agency(ies) for theapproved OCDETF Investigation or Strategic Initiative will provide to the assignedState or Local officers the clerical, operational and administrative support that ismutually agreed to by the parties in this Agreement.

Officers assigned to OCDETF Investigations or Strategic Initiatives should workfull-time on the Investigation(s) or Strategic Initiative(s) in order to be paidovertime. In order to satisfy the “full-time” expectation, a Law Enforcementofficer should work forty (40) hours per week or eight (8) hours per day on asingle or multiple OCDETF Investigation(s) or Strategic Initiative(s). Anyestablished exceptions or waivers to this definition shall be requested by theRegional Coordination Group and attached as Addendum A to theAgreement. [The parent State or Local Organization must pay the base salary of itsofficers. In the event officers must work overtime on an OCDETFInvestigation or Strategic Initiative, the OCDETF Program will reimburse theparent State or Local Law Enforcement Organization for a limited amount of thoseovertime costs.] The Organization is responsible for paying its Law Enforcementofficer(s) for their overtime, travel and per diem expenses. To ensure proper andcomplete utilization of OCDETF overtime and expense allocations, reimbursementclaims must be submitted monthly on the OCDETF Reimbursement Request Form.The OCDETF Executive Office may refuse payment on any reimbursement requestthat is not submitted to the OCDETF Regional Coordination Group within thirty (30)days of the close of the month in which the overtime was worked.

It is the responsibility of the State or Local Organization to retain and have availablefor inspection sufficient supporting documentation for all regular hours and overtimehours worked towards a specific OCDETF case. Officers’ timesheets must reflectwork towards a specific OCDETF case and must be reviewed and signed by anauthorized State or Local official.

Analysis of reimbursement claims by the Regional Coordination Group may result ina modification of the obligation of funds contained within this Agreement as well asthe time period covered. The Organization affected by any such modification willreceive a memo notifying them of the changes.


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13. Overtime payments, including all other non-OCDETF Federal sources (such as SafeStreets, HIDTA, IRS, ICE, FEMA, etc.) may not, on an annual per person basis,exceed 25% of the current approved Federal salary rate in effect at the time theovertime is performed. The State or Local Organization is responsible for ensuringthat this annual payment is not exceeded. The Executive Assistant/OCDETFProgram Specialist will monitor these payments via MIS and communicate to theFederal Agency Regional OCDETF Coordinators who provide status updates to anyofficer approaching the threshold.

14. The overtime log must be attached to the reimbursement request when submitting themonthly invoices. The Sponsoring Federal Agency Supervisory Special Agent andthe State or Local official authorized to approve the Reimbursement Request mustcertify that only authorized expenses are claimed, the regular hours requirement issatisfied, and that overtime has not exceeded 25% of the current Federal salary ratein effect at the time the overtime was worked.

15. Under no circumstances will the State or Local Organization charge any indirectcosts for the administration or implementation of this Agreement.

16. The State or Local Organization shall maintain complete and accurate records andaccounts of all obligations and expenditures of funds under this Agreement for aperiod of six (6) years and in accordance with generally accepted accountingprinciples to facilitate inspection and auditing of such records and accounts.

17. The State or Local Organization shall permit examination and auditing byrepresentatives of the OCDETF Program, the sponsoring Federal Agency(ies), theU.S. Department of Justice, the Comptroller General of the United States, and/or anyof their duly-authorized agents and representatives, of any and all records,documents, accounts, invoices, receipts, or expenditures relating to this Agreement.Failure to provide proper documentation will limit State or Local Law EnforcementOrganizations from receiving OCDETF funding in the future.

18. The State or Local Organization will comply with Title VI of the Civil Rights Act of1964 and all requirements applicable to OCDETF Agreements pursuant to theregulations of the Department of Justice (see, e.g., 28 C.F.R. Part 42, Subparts C andG; 28 C.F.R. 50.3 (1991)) relating to discrimination on the grounds of race, color,sex, age, national origin or handicap.

19. This Agreement may be terminated by any of the parties by written notice to theother parties ten (10) business days prior to termination. Billing for outstandingobligations shall be received by OCDETF within thirty (30) days of the notice oftermination.


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The Debt Collection Improvement Act of 1996 requires that most payments made bythe Federal government, including vendor payments, must be made by electronicfunds transfer (EFT). In accordance with the act, all OCDETF reimbursementpayments will be issued via EFT.

In certain circumstances the OCDETF Executive Office may makeexceptions for Organizations that are unable to accept this form of payment,however, such Organizations must include written justification in the addendumof each new Agreement.

All changes made to the original Agreement must be approved by the OCDETFExecutive Office and initialed by the Executive Assistant/OCDETF ProgramSpecialist of the Regional Coordination Group making the revision. The AUSARegional OCDETF Director or designee must initial all funding changes.

The Regional Coordination Group is responsible for identifying and implementingany additional policy requirements, as needed, for its specific region. Those regionalpolicies will be documented in the Addendum B and attached to the approvedAgreement. The Organizations are agreeing to adhere to these additionalrequirements and must have written approval by the Regional Coordination Group forany exceptions to the regional policies.


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Approved By: Authorized State or Local Official Title Date

________________________________________________________

Print Name

Approved By: Sponsoring Federal Agency Special Agent in Charge or Designee Date

________________________________________________________

Print Name

Approved By: Sponsoring Agency Regional OCDETF Coordinator Date

Approved By: Assistant United States Attorney Regional OCDETF Director Date

Funds are encumbered for the State or Local Organization overtime costs and authorizedexpense/Strategic Initiative Programs specified above. Subject to availability of funds.

Approving Official: OCDETF Executive Office Date

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ORGANIZED CRIME DRUG ENFORCEMENT TASK FORCES

STATE OR LOCAL LAW ENFORCEMENT OFFICERSASSIGNED TO PARTICIPATE IN THE STATE AND

LOCAL OVERTIME AND AUTHORIZED EXPENSE/STRATEGIC INITIATIVE PROGRAMS

State or Local Organization:

OCDETF Investigation / Strategic Initiative Number:

The Law Enforcement officers listed below will assist with the above identified OCDETF Investigation or Strategic Initiative. Any modification of the list of Law Enforcement officers must be agreed to in writing by all of the parties to this Agreement, made a part of the Agreement, and forwarded to the OCDETF Executive Office.

NAME TITLE/RANK DOB

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.



SW-TXW-0929

Kelly Woodard Detective 7/26/74

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Addendum A Definition of “Full-Time Participation” Exemption

Any Other Exceptions or Justifications


The Southwest Region Coordination Group State and Local OVERTIME POLICY- DO NOT ALTERFor purposes of reimbursing OCDETF overtime claims, the following applies: 1)Work 40 hours per week on a single or multiple OCDETFinvestigations OR 2) If the officer/agent is not assigned full time to a task force working exclusively OCDETF investigations, then theofficer/agent is required to work 8 hours regular time in a given day toward the OCDETF investigation before claiming any overtime; OR3) To accommodate exigent unforeseen circumstances when effective management of dedicated resources cannot handle a particularenforcement action, overtime hours incurred may be reimbursed without the officer/agent having worked an 8 hour shift dedicated to theinvestigation, provided that the officer/agent is diverted from normal shift work to accommodate the need at the request of a supervisor ofa federal agency. Reimbursement under such circumstances will be limited to the overtime incurred in response to the unforeseenexigent circumstances, that is, when the enforcement action is complete, no additional overtime will be reimbursed without compliancewith 1 or 2 above. Under no circumstances will more than 24 overtime hours be reimbursed under this provision. The federal agencysupervising the enforcement action should notify the appropriate Regional Coordinator of the enforcement action and overtime hoursincurred by the State and Local Department(s) promptly. All approvals are subjected to the availability of funds.

Exemptions will be considered on a case by case basis per individual incident. Any OtherAny changes/additions must be submitted in writing and pre-approved by OCDETF RegionalCoordinator.

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Addendum BIdentification of Additional Policy Requirements


Southwest Region Policy -

TO STATE AND LOCAL OVERTIME AGREEMENT STRATEGIC INITIATIVE FUNDINGREQUEST:

Note: The following ONLY pertains to Strategic Initiative Funding Requests

State and Local agencies acknowledge that all proposed expenditures requested under Stateand Local Overtime funds are conditioned upon the Southwest Regional Coordination Group(RCG) approval concurrent with any pre-approval process by the OCDETF Executive Officebefore funding is initiated.

Furthermore, the requesting State and Local agencies acknowledge that any approval processfrom the State and Local Overtime funds are considered reimbursable expenditures.

Any State and Local agency seeking Strategic Initiative Funding should initially contact thefederal agency point of contact. The federal agency point of contact will coordinate furtherresponses with the RCG.

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AGENDA ITEM

Approve specifications for RFP 2020-P01 HVAC - Maintenance and Repair Services Countywide and authorize Purchasing to solicit for proposals and advertise.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Tammy Crumley

BECERRA N/A

SUMMARY

This RFP is to solicit proposals for HVAC - Maintenance and Repair Services Countywide. The County currently has these services provided through a contract with SI Mechanical. There is currently one more one (1) year renewal option. The County executed a three (3) month extension on May 12, 2020 that expires upon execution of a new contract pursuant to RFP 2020-P01 or on August 31, 2020, whichever comes first. Attached: RFP 2020-P01 HVAC - Maintenance and Service Repairs Countywide Attachment A: Hays County AC Unit List Attachment B: Hays County HVAC Preventative Maintenance Pricing Sheet Attachment C: Hays County Preventative Maintenance Technical Exhibit: TE-4 Attachment D: Hays County HVAC Proposed Fee Schedule DRAFT

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RFP 2020-P01 HVAC - Maintenance and Repair Services Countywide Page 1 of 41

SOLICITATION, OFFER AND AWARD

Hays County Auditor Purchasing Office

712 S. Stagecoach Trail, Suite 1071 San Marcos, Texas 78666

Solicitation No.: RFP 2020-P01 HVAC – Maintenance and Repair Services County Wide Date Issued: June 25, 2020

SOLICITATION

Respondents must submit proposals as listed: One (1) originals and one (1) digital copy on a thumb drive Proposals will be received at the Hays County Purchasing Office at the address shown above until:

2:30 p.m. local time July 16, 2020 Proposals received after the time and date set for submission will be returned unopened.

For information email: [email protected]

Questions concerning this RFP must be received in writing no later than 5:00

p.m. on July 8, 2020 Phone No.: (512) 393-2283

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include

all solicitation documents and attachments. MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address: Name:

Title: Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct

negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made on this form or by other Authorized official written notice. Attest: Approved as to Form:

_____________________________ _____________________________ _____________________________ Ruben Becerra, Hays County Judge Elaine Cardenas, Hays County Clerk Hays County Office of General Counsel

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Table of Contents

Solicitation, Offer and Award ........................................................................................................................ 1

I. RFP Submittal Checklist ................................................................................................................... 3 II. Summary .......................................................................................................................................... 4 III. Specifications ................................................................................................................................... 6

A. Introduction ............................................................................................................................... 6 B. Qualifications ............................................................................................................................. 6 C. Scope of Work ........................................................................................................................... 6 D. Submittal Requirements .......................................................................................................... 12 E. Proposed Fee Schedule ........................................................................................................... 13 F. Evaluation Criteria ................................................................................................................... 13 G. Best and Final Offer (BAFO) ..................................................................................................... 14 H. Limitations ............................................................................................................................... 14 I. Elements of a Contract ............................................................................................................ 16 J. Warranty of Performance ....................................................................................................... 17

IV. General Terms and Conditions for Solicitations ............................................................................ 18 V. Vendor Reference Form ................................................................................................................. 29 VI. Certificate of Interested Parties ..................................................................................................... 30 VII. Conflict of Interest Questionnaire ................................................................................................. 31 VIII. Code of Ethics ................................................................................................................................ 33 IX. HUB Practices ................................................................................................................................. 34 X. House Bill 89 Verification ............................................................................................................... 36 XI. Senate Bill 252 Certification ........................................................................................................... 37 XII. Debarment & Licensing Certification ............................................................................................. 38 XIII. Vendor/Bidder’s Affirmation ......................................................................................................... 39 XIV. Related Party Disclosure Form ....................................................................................................... 40

Attachments Attachment A: Hays County AC Unit List Attachment B: Hays County HVAC Preventative Maintenance Pricing Sheet Attachment C: Hays County HVAC Preventative Maintenance Technical Exhibit: TE-4 Attachment D: Hays County HVAC Proposed Fee Schedule

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I. RFP Submittal Checklist

This checklist is provided for Respondent’s convenience only and identifies documents that must be submitted with the Solicitation Response in order to be considered responsive. Any Solicitation Responses received without these requisite documents may be deemed nonresponsive and may not be considered for contract award.

A COMPLETE SOLICITATION RESPONSE PACKAGE SHALL INCLUDE:

____ 1. Solicitation, Offer and Award completed and signed

____ 2. Vendor Reference Form

____ 3. Form 1295 (Certificate of Interested Parties) filed online with the Texas Ethics Commission and signed

____ 4. Conflict of Interest Questionnaire completed and signed

____ 5. Code of Ethics signed

____ 6. HUB Practices signed

____ 7. House Bill 89 Verification signed and notarized

____ 8. Senate Bill 252 Certification

____ 9. Debarment & Licensing Certification signed and notarized

____ 10. Vendor/Bidder’s Affirmation completed and signed

____ 11. Federal Affirmations & Solicitation Acceptance

____ 14. Related Party Disclosure Form

____ 17. Any addenda applicable to this solicitation

____ 18. One original of the proposal and a digital copy on a thumb drive are in a sealed envelope with the Solicitation Number and Respondent’s Name on the outermost envelope, addressed to:

Hays County Purchasing 712 S Stagecoach Trail, Suite 1071 San Marcos, TX 78666

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II. Summary

1. Type of Solicitation: Request for Proposals 2. Solicitation Number: RFP 2020-P01 HVAC – Maintenance and Repair

Services Countywide Hays County, Texas (“County”) is requesting proposals to procure Air Conditioning and Heating annual preventive maintenance and repair services for all Hays County buildings throughout the County.

3. Issuing Office: Hays County Auditor

Purchasing Office 712 S. Stagecoach Trial, Suite 1071 San Marcos, TX 78666

4. Responses to Solicitation: Sealed Summary of Qualifications marked with Solicitation Number and Respondent Name on the outermost envelope

One (1) original and one (1) digital copy on a thumb drive

5. Deadline for Responses: In issuing office no later than: July 16, 2020; 2:30 p.m. Central Time (CT)

6. Initial Contract Term: August 2020 – July 2021

7. Optional Contract Terms: option to renew for four (4) additional one (1) year terms

8. Designated Contact: Hays County Purchasing

Email: [email protected]

9. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than July 8, 2020; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted on CivicPlus and the ESBD. All questions regarding the RFP shall be submitted via email to the Hays County Purchasing email above. Informal verbal inquiries are not allowed. No questions will be accepted after the deadline stated above. Responses will be posted on the following websites: BidNet Direct, CivicPlus, and ESBD for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this RFP, if any, will be posted on the

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following websites: BidNet Direct, CivicPlus, and ESBD. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

10. Addenda Any interpretations, corrections or changes to this RFP and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Respondent’s responsibility to acknowledge receipt of all addenda with qualification submission.

11. Contact with County Staff (Antilobbying Requirement):

Except as authorized under this RFP with respect to questions and clarifications concerning this RFP, starting on June 23, 2020, and ending on the date the County has executed a contract with the successful respondent under this RFP, a prospective or actual respondent may not directly or indirectly contact a member of the County’s Commissioner’s Court, its employees, consultants, or contractors performing work for the County concerning the subject matter of this RFP. Violation of this restriction is grounds for disqualification from consideration. Any contact with the County is to be via CivicPlus, the ESBD or the Purchasing email listed above.

Anticipated Schedule of Events June 25, 2020 Issuance of RFP July 8, 2020 Deadline for Submission of Questions (5:00 PM CT) July 16, 2020 Deadline for Submission of Proposals (2:30 PM CT)

Late proposals will not be accepted. August 2020 Anticipated contract award date

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III. Specifications A. Introduction

Hays County, Texas (“County”) is seeking a well-qualified firm(s) to provide comprehensive heating ventilation-air conditioning HVAC maintenance and repair services for all Hays County buildings throughout the County. The work will include the provision of a total preventative maintenance program including, but not limited to the inspection, preventative maintenance, repair, programming and other tasks and services necessary to insure safe, well maintained HVAC systems.

B. Qualifications Hays County is seeking qualified HVAC Contractors with the following minimum qualifications:

• Contractor shall have at least five (5) years of similar HVAC experience, and shall submit with their proposal a list of at least three (3) customer references with similar scope of services.

• Contractor shall be fully licensed to perform HVAC work in the State of Texas, Hays County and any other County jurisdiction. Each company vehicle shall display their State of Texas Contractor’s Licenses per State Regulations. A copy of licenses shall be furnished upon request.

• Contractor must be able to provide HVAC services for residential and commercial buildings. All work performed must meet the job specifications, the most current HVAC code, and the most current local jurisdiction requirements.

• The Contractor shall retain professional personnel who have successfully and competently provided private, County and/or municipal facility HVAC maintenance and repair services on projects of similar scope and complexity. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with a minimal downtime.

• Contractor staff shall also be proficient in the following trades: Ten (10) years commercial experience; Package HVAC units; All mechanical, electronic aspects of HVAC systems; Multi zone air handling systems; and A comprehensive understanding of HVAC control systems.

C. Scope of Work

All work shall be accomplished in strict accordance with specifications set forth herein, and all applicable state, county and local laws, codes and ordinances. In addition, without exception, the contractor shall comply with the letter and intent of all EPA, OSHA, and any other pertinent federal regulations and laws concerning the work specified herein.

1. Contractor Responsibility: • The contractor shall provide staff that is certified and proficient in the complete

maintenance and repair of make-up-air units, ventilation fans, air handlers, compressors, and a variety of HVAC units. Additionally, service levels shall provide the ability to respond immediately to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non-urgent tasks shall be completed by the contractor within one (1) working day from the date of the County’s request.

• The contractor(s) shall provide complete maintenance, service, repair, and/or replacement and other services, including, but not limited to, the following equipment,

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parts, and system requirements; inspections, testing, maintenance, calibration, repair or replacement, adjustment, electrical equipment, heating elements, motors, electrical wiring up to 6 feet from point of disconnection, enthalphy wheel(s), damper(s), pressure relief, discharge plenum and duct interphase, terminals, microprocessor, outside air louver, fans, coupling, shafts, fan blades, belts, pulleys, and bearings, coil(s), refrigerant piping, thermostats, thermostat programming, thermostat battery, humidistat, expansion valves or metering device, interior and exterior caulking and sealing, condensate drains branches to storm drain main connection, compressors, filters, dryers, starters, solid state starters, contactors, relays, equipment disconnect switches, variable speed drives, breakers, fuses, timers, switches, including resealing of fiberglass insulation and edges with proper white breather weather barrier mastic.

• Inspections, routine and emergency repairs, overhaul, and preventive maintenance shall be performed in strict accordance with the OEM’s specifications and recommendations.

• All labor, materials, testing and parts required for the repair and preventive maintenance of the specified equipment, including, but not limited to, all refrigerants, lubricants, chemicals, paints, belts, lamps and gaskets and other repair parts.

• Insulation from duct work and/or charge lines that is removed for maintenance or dislodged by age shall be reinstalled in a manner consistent with manufacturer’s instructions for application and shall be properly sealed with mastic for permanency and so no fiberglass is in contact with the airstream. Only tape that is approved by the manufacturer for use in the appropriate environment is allowed to be used to seal insulation.

• The contractor(s) shall be responsible for any ceiling, walls, electrical system, floor and/or duct repairs, in addition to the equipment and its access panels, damaged as a result of equipment or panel removal for servicing. The contractor(s) shall ensure that all access panels and screws are installed and fit correctly after servicing equipment.

• The contractor shall, prior to commencing work, thoroughly examine and become familiar with the system(s) and associated facilities to ensure the service can be completed in an orderly, safe manner. In addition, the contractor shall always maintain a safe work environment. The technician shall report immediately to the County Supervisor or his designee the existence of unsafe condition(s) which will compromise the performance of service. Safety will be the sole responsibility of the contractor. The contractor shall take all necessary precautions for the safety of the County’s and contractor’s employees and the general public and shall always erect and properly maintain all necessary facility safeguards for the protection of the contractor’s employees and the general public. If necessary, the Contractor shall post signs warning against hazards in and around the work site.

2. Equipment Description & Location: Locations of each unit can be found on Attachment A: Hays County AC Unit List

• Type I Units: Split System • Type II Units: Heat pump System • Type III Units: Ductless Mini-Split System

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• Type IV Units: Roof Top Unit - RTU Units (AAON): AAON Model – RN Series packaged rooftop unit heat pumps, and outdoor air handling units. AAON Model – RL series heating, cooling and combination rooftop unit.

3. Preventative Maintenance Service: Review Attachment C: Hays County HVAC Preventative Maintenance Technical Exhibit TE-4 for detailed preventative maintenance requirements.

• Preventative maintenance services shall be all-inclusive and completed per the route’s service schedule, which may be designated for twice to four times per year or as requested by the County Supervisor or his designee. Contractor shall replace filters and belts with each preventive maintenance service, which are referred to herein as consumable parts. Preventive Maintenance services shall include, but not limited to, the following:

o Contractor shall provide oversight and documentation of Seasonal Preventive Maintenance on all HVAC systems.

o Contractor shall inspect all HVAC systems at least twice each year, with seasonal startup and run inspections performed and documented.

o Contractor shall inspect all moving parts or components, belts, bearings, drives, and fans, investigate noises and lubricate and adjust as recommended per manufacturers specifications. After each preventive maintenance service, the HVAC will be in “like–new” condition.

o Contractor shall clean all condensate drain lines twice a year and ensure cleanliness of lines by utilizing condensate pan treatment tablets. Cleanings shall occur once at the beginning of June and then the end of August.

• Contractor shall clean all evaporator coils with a self-rinsing foaming cleaner, clean out pan, wipe down fan blades, and reseal housing. Contractor will also clean condenser coils with a biodegradable foaming cleaner, rinse, and remove any debris from the bottom of the condensing unit.

• As part of the preventive maintenance service fee for the route, the fee must be all-inclusive of parts, labor, tools, truck fee, etc. This fee will be fixed for the contract period.

• All preventive maintenance services shall be completed during the scheduled service call. Shall Contractor require more days to complete preventative maintenance services the Contractor shall not impose additional fees.

• Any component(s) found outside of the preventive maintenance scope, where repair or replacement of material is required, Contractor shall communicate the findings to the County Supervisor or his designee. Contractor shall not commence any repair or replacement work without the direct approval of the County Supervisor or his designee.

• Contractor shall furnish all necessary labor, tools, equipment, and materials as may be required to complete the preventative maintenance service. The County reserves the right to provide materials and/or equipment to the Contractor at the County’s discretion.

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• All furnished materials shall be new and genuine manufacturer’s authorized replacement parts. Equivalent or rebuilt parts shall be pre-approved for use by the County Supervisor or his designee prior to use. The utilization of used materials is strictly prohibited without the pre- approval and consent of the County Supervisor or his designee.

• At the completion of the preventative maintenance service, the Contractor shall provide a report of the inspection to the County Supervisor or his designee. Any findings shall be described, along with a list of materials replaced within the preventive maintenance scope, and work order number provided by the County Supervisor or his designee.

4. Repair Services:

• Repair services shall only occur when a proposal has been submitted and authorization to commence work has been given to Contractor by the County Supervisor or his designee. Any proposal for repair services shall include an itemized list of materials, material costs, labor hours and rate, equipment rental fees, miscellaneous services, etc.

• Contractor shall furnish all necessary labor, tools, equipment, and materials as may be required to complete the repair service. The County will reserve the right to provide materials and/or equipment to the Contractor at the County’s sole discretion.

• All furnished materials shall be new and genuine manufacturer’s authorized replacement parts. Equivalent or rebuilt parts shall be pre-approved for use by the County Supervisor or his designee prior to use. The utilization of used materials is strictly prohibited without the pre- approval and consent of the County Supervisor or his designee.

• At the completion of each repair service, the Contractor shall provide a report of the HVAC Repair service to the County Supervisor or his designee. Any findings shall be described, along with a list of materials replaced, and total hours of labor.

• At the sole discretion of the County, material may be provided to complete scope of repair work. In addition, the County shall reserve the right to bid outside of the contract when any repair service is over $10,000.

5. Proposal for Repair Work:

• Repair proposals shall include an itemized list of materials, costs of materials, mark-up percent, labor rates and hours, equipment rental, miscellaneous service, reference HVAC unit number and/or description, location of equipment, and Job number (if available). Contractors shall also include the appropriate hours and number of Journeymen and/or Apprentice/Installers required to complete service.

• In the event of an emergency, a formal written proposal may be waived, however Contractor shall not commence work until explicitly given approval from the County Supervisor or his designee.

6. New Installations:

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• Any new installation(s) of HVAC equipment shall be biddable at the sole discretion of the County. No guarantee is given to Contractor awarded specific route where installation will occur.

7. Warranty:

• Warranty on all parts and labor shall be provided at a minimum of 12 months. Parts provided by the County shall not be included under the 12 month warranty.

8. On Call/Emergency Services: • Contractor shall be accessible by a toll-free local telephone call during regular business

hours. Local off-hours answering service for emergencies shall be available for contractor notification twenty-four (24) hours a day, seven (7) days per week, all year, including holidays. The expected two (2) hour response time from initial call notification is required during business days from 7:00 AM to 5:00 PM. If the contractor is notified after business hours, or notification would result in an arrival after 7:00 PM, response time shall be expected the next business day at 7:00 AM provided a two (2) hour time window was provided from notification to expected response time.

• The Contractor shall provide on call services within 24 hours after County’s notification of non- critical/ non-emergency repair service requests.

• In an event of a system failure deemed by the County as an emergency, the Contractor shall physically arrive to the County site within three (3) hours of County notification. See the table below for Service Call Classifications and approved response and completion times.

• At the discretion of the County, a separate Contractor can be contacted to respond in critical emergency events should the Contractor not respond in initial contact.

Service Call Classification Response/Completion

Emergency Vendor shall respond within 30 minutes of notification and work to completion or contain the emergency. (Work to be

completed within 2 calendar days) Hot/Cold Vendor shall respond within 30 minutes and alleviate the

discomfort. (Work to be completed within 2 business days)

Urgent Vendor shall respond within 2 hours of notification during normal work hours. (Work to be completed within 3 business

days) Routine Vendor shall respond within one business day of notification.

(Work to be completed within 5 business days)

Utility Services Vendor shall respond within one business day of notification. (Work to be completed within 5 business days)

9. Equipment Inspection:

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• An initial full equipment inspection will be available to the awarded contractor(s) by site and within a timeframe that will be designated by the County’s Authorized Representatives, if they so desire.

• The vendor shall have visited the facilities and shall have inspected all equipment, to be fully acquainted and familiarized with conditions as they exist, and the operations to be carried out. The vendor shall make such investigations as appropriate, to fully understand any difficulties and restrictions involved, while attending to the execution of the work with minimal disruption to the operations of the facility.

10. System Failure:

• Should any of the contractor(s) activities result in HVAC system failure, or shutdown of any part of the air conditioning system, the vendor is required to immediately inform the County’s Authorized Representatives and follow up with a written notice within twenty-four (24) hours. The written notification shall state the reason the equipment is not in service, when repairs will be completed and the system back in full operation. The contractor shall make every effort to expedite the service and minimize the disruption (the cooling effectiveness) to the location being serviced and shall employ every ordinary and extraordinary effort to minimize loss of air conditioning time.

11. System Condition:

• Whenever services are provided, the contractor shall ensure that the HVAC equipment and systems are left in an operable condition. The contractor shall document all services performed and submit said documentation with their invoice for services.

• Contractor shall maintain the HVAC so that the average monthly service calls per 1,000 tons of equipment is less than one service call per day, three months after the effective date. Any number of calls beyond this amount will be considered excessive and unacceptable. Service will be tracked by the Hays County and the contractor will have an opportunity to respond in writing as to the reason for the excessive calls

12. Stoppage of Work:

The County reserves the right to stop work on any project if, in the opinion of the County Supervisor or his designee:

• Materials or work are not in conformance with the OEM specifications, applicable codes, standards, County specifications and/or accepted practices.

• The contractor’s activities result in damage to County property. • The contractor’s activity adversely interferes with the normal operation of the facility. • Contractor’s personnel are not properly licensed to perform the work or as it pertains to

county facilities the contractor’s personnel have not received their security background clearances.

• Any other condition, situation, or circumstance which, in the opinion of the County’s Authorized Representatives or Inspector, would be a detriment to the best interests of the County if allowed to persist.

13. Inspection of Work:

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• The County reserves the right to inspect the contractor’s work at any time to assure compliance with all terms and conditions of this Agreement. All work will be inspected pursuant to applicable codes. All deficiencies noted by the County will be submitted to the contractor for correction. Within thirty (30) calendar days after submission of deficiencies to the contractor, an inspection of the air conditioning system may be conducted to ensure corrective action was taken. Should the deficiencies not be corrected, the contractor shall be liable for any cost incurred by the County to ensure the correction to include, but not limited to, additional inspections, repairs and meetings.

14. Parts:

• The contractor(s) shall have access to most of the common parts necessary to service the units. The expected accessible parts shall include filters, compressors, fan motors, belts, pulleys, thermostats, humidistats, electronic boards, relays and contactors. Such parts shall be readily available to allow completion of all work, whenever possible, on the same day as arrival on-site.

D. Submittal Requirements

Respondent must deliver the following to the Issuing Office by the specified deadline: • One (1) original proposals with required forms manually signed by Respondent with original

signatures • One (1) digital copy of the full proposal with all required forms and any Appendix material on a thumb drive

Proposals shall not exceed twenty (20) pages (10 sheets front and back) in length, but not including: a) Letter of Transmittal; b) Title Page; c) Table of Contents; d) Appendix materials; and, e) front and rear covers. Sheet size is limited to 8½” x 11” sheets only, using 12-point font. Appendix materials (related project graphics, resumes, etc.) are not included in the 20-page limit but should be conservative in their inclusion. The proposal must include an organizational chart containing the names, addresses, telephone numbers, fax numbers, and e-mail addresses for the prime provider and any sub-providers if proposed for the team and their contract responsibilities by work category. The organizational chart is included in the 20-page limit and it is permissible to use an 11” x “17” sheet (one-sided) and a font smaller than 12-point for the organizational chart, provided text is clearly legible. It is permissible to use a font smaller than 12-point for graphics, provided text is clearly legible.

The proposal must be submitted with a continuous binding (e.g. – spiral, GBC, etc.) along the left edge; no other binding will be accepted. While the County does not desire tab dividers in the proposals, if included they would not count towards the 20-page limit. Required forms (see Section I. RFP Submittal Checklist) do not count towards the 20-page limit.

All items must be in a sealed envelope marked with the Solicitation Number and Respondent Name on the outermost envelope.

LATE SUBMITTALS WILL NOT BE ACCEPTED.

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Submittals may be withdrawn at any time prior to the official opening. After the official opening, submittals may not be amended, altered or withdrawn without the recommendation of the County Purchasing Office and the approval of Commissioners Court.

Submittals will be publicly opened at the Office of the Hays County Auditor upon the deadline for submittal. Respondents, their representatives and interested persons may be present.

It is understood that Hays County reserves the right to accept or reject any and all submittals as it shall deem to be in the best interest of Hays County.

ALTERING PROPOSALS: Any interlineations, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity.

ADDENDA: Any interpretations, corrections or changes to this RFP and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in Hays County Purchasing Manager. It is the Respondent’s responsibility to acknowledge receipt of all addenda with proposal submission.

FORMS: Changes to forms herein, made by respondents, shall disqualify the respondent. Proposals cannot be altered or amended after submission deadline.

REFERENCES: Hays County requires respondent to supply a list of at least three (3) references (See Section IV for Vendor Reference Form) where like services have been supplied by their company. Include name of company, address, telephone number and name of representative.

E. Proposed Fee Schedule

The Vendor shall provide a Fee Schedule table showing labor rate for all labor categories of employees envisioned to provide services that align with the work. Provide fees on Attachment D: Hays County HVAC Proposed Fee Schedule. Also, the vendor shall provide pricing for the quarterly preventative maintenance on Attachment B: Hays County HVAC Preventative Maintenance Pricing Sheet

F. Evaluation Criteria

The Evaluating Committee will evaluate each respondent’s proposal based on a comprehensive set of criteria. Proposals received shall be evaluated and ranked by the County according to the following criteria: (Maximum Point Total 100)

1. Experience, Qualification, and References 45 points 2. Cost 40 points 3. Proposed Methodology/Technical Proposal 10 points 4. Overall Responsiveness, clarity, and organization of solicitation Response 5 points

It is the practice of Hays County to encourage local participation and to promote and encourage contracting and subcontracting opportunities for locally owned businesses and labor in all contracts.

The County of Hays does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services. Hays County is an Affirmative Action/Equal Opportunity Employer and strives to attain goals for Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u), as amended. Section 3 Residents and Business Concerns, Minority

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Business Enterprises, Small Business Enterprises and Women Business Enterprises are encouraged to submit proposals.

THE CONTRACTS AWARDED shall be based on but not necessarily limited to, the following factors: • Vendor’s qualifications & competency • Special needs and requirements of Hays County • Vendors past performance record with Hays County • Hays County’s evaluation of vendor’s ability • Vendor’s references

RESPONSIBILTY: A prospective respondent must affirmatively demonstrate respondent’s responsibility. A prospective respondent must meet the following requirements:

• Have adequate financial resources, or the above ability to obtain such resources as required • Be able to comply with required or proposed delivery schedule • Have a satisfactory record of performance • Be otherwise qualified and eligible to receive an award

BASIS OF AWARD: The County reserves the right to award a contract for named project to a respondent(s) on the basis of “best value”. Best value will be determined based on cost, experience, qualifications, references, proposed methodology/technical proposal, and overall responsiveness, clarity, and organization of the solicitation response. MULTIPLE AWARDS may be made. Hays County shall be the sole judge in making this determination and it shall be done if it is determined to be in the best interests of Hays County. Hays County reserves the right to make a “best value” award(s) based solely upon the initial evaluation of the responses submitted; completion of any clarifications, demonstrations or presentations; or on the basis of a “best and final offer.” If multiple contracts are awarded, Hays County will make every effort to assign work to each awarded vendor on a rotating basis.

G. Best and Final Offer (BAFO) Clarification discussions, at the County’s sole option, may be conducted with Respondents who submit Solicitation Responses determined to be acceptable and competitive. Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of the Solicitation Responses. Such revisions may be permitted after submission and prior to award to obtain BAFOs. In conducting discussions, there shall be no disclosure by the County of any information derived from the Solicitation Responses submitted by competing Respondents.

H. Limitations

RIGHT TO ACCEPT OR REJECT: The County reserves the right to accept or reject any or all submissions as a result of this RFP, to negotiate with all qualified sources, or to cancel in part or its entirety if found to be in the best interest of the County. The RFP does not commit the County to award a contract, issue a purchase order, or pay any costs incurred in the preparation of a submission in response to this RFP. Proposals may be held for one hundred twenty (120) calendar days after opening without taking action. COMMISSIONERS COURT APPROVAL REQUIRED: The Hays County Commissioners Court must approve the contractors selected to provide the services requested in this RFP. The County reserves the right to authorize contract negotiations to begin without further discussion with contractors submitting a response. Therefore, each proposal should be submitted as completely and accurately as possible. The

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County reserves the right to request additional data, oral discussions, or presentations in support of the written proposal.

Contractor or Individual’s Obligation Regarding Evaluation 1. SUBMISSION OF INFORMATION. Submitters are cautioned that it is each contractor and or

individual’s sole responsibility to submit information related to the evaluation categories, and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of a contractor or individual to submit such information may cause an adverse impact on the evaluation of the specific proposal.

2. SUBMITTER REVIEW OF RFP. Submitters are responsible for examining and being familiar with all specifications, terms, conditions, provisions, and instructions of the RFP and their responses. Failure to do so will be at the contractor and/or individual’s risk and will not be a determinative factor when awarding the contract for services.

ORAL NON-BINDING: Any non-written representations, explanations, or instructions given by County staff or County agents are not binding and do not form a part of, or alter in any way, the RFP, a written agreement pertinent to the RFP, or the awarding of the contract. RESERVATIONS BY COUNTY: The Commissioners Court has the right to accept, reject, or cancel any and all submissions. In addition, the County expressly reserves the following:

1. waive any defect, irregularity, or informality in any submission or RFP procedure; 2. extend the RFP closing time and date; 3. reissue this RFP in a different form or context; 4. procure any item by other allowable means; 5. revise and modify, at any time before the RFP submittal due date, the factors and/or weights of

factors the County will consider in evaluating RFP submittals and to otherwise revise or expand its evaluation methodology as set forth herein;

6. investigate the qualifications of any contractor under consideration and require confirmation of information furnished by a contractor;

7. require additional information from a contractor concerning contents of its RFP submittal and/or require additional evidence of qualifications;

8. waive minor deviations from specifications, conditions, terms, or provisions of the RFP, if it is determined that waiver of the minor deviations improves or enhances the County’s business interests under the RFP;

9. extend any contract when most advantageous to the County, as set forth in this RFP. 10. appoint an evaluation committee to review RFP submittals or responses, make

recommendations and seek the assistance of outside technical experts in RFP submittal evaluation;

11. hold interviews and conduct discussions and correspondence with one or more of the contractors responding to this RFP to seek an improved understanding and evaluation of the responses to this RFP.

12. disclose information contained in an RFP submittal to the public as required under the Texas Public Information Act; AND/OR

13. exercise any other right reserved or afforded to Hays County under this RFP. The County reserves the right to modify the process, in its sole discretion, to address applicable law and/or the best interest of the County.

The County shall not, under any circumstances, be bound by or be liable for any obligations with respect to any construction project until such time (if at all) a contract has been awarded and all approvals obtained in form and substance satisfactory to the County have been executed and authorized by the County, and then only to the extent of such agreements.

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I. Elements of a Contract

1. RFP. This Request for Proposals is an invitation for individuals and companies to submit Proposals.

2. AWARD IS ACCEPTANCE. The selection of a contractor or individual and award of a contract by the Hays County Commissioners Court based upon a negotiated price is acceptance on the part of the County, thereby resulting in a binding contract between the County and the selected contractor.

3. CONSIDERATION. Consideration consists of the services to be performed under the contract awarded in exchange for compensation, based upon a final negotiated project price, to be paid by the County to the selected firm or individual.

4. AGREEMENT; EXCEPTIONS. a. Submission of a proposal is a representation by a submitter that the submitting contractor

or individual agrees to the terms, conditions, and other provisions contained in the RFP, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFP.

b. Exceptions presented in a proposal are not to be considered incorporated into the contract between the County and the selected contractor or individual unless and until the County agrees to accept such exceptions.

c. The selected contractor must acknowledge and agree that the negotiated contract resulting from this RFP includes the terms, conditions, and other provisions contained in the RFP, the Proposal selected (including any exceptions accepted by the County) which is acceptable to the County and is not in conflict or contravention of the RFP, and any other documents mutually agreed upon by the County and the selected contractor or individual.

d. No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFP or the resulting negotiated contract.

5. CONFIDENTIALITY OF DOCUMENTS. a. ALL PROPOSALS SUBMITTED WILL BE SUBJECT TO THE TEXAS PUBLIC INFORMATION ACT. b. On each page where confidential information appears, the Contractor or Individual must

label the confidential information. Failure to so label the confidential information shall be considered as a waiver of any confidentiality rights or interests by said Contractor or Individual.

c. Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

6. MISCELLANEOUS. a. All costs directly or indirectly related to the preparation of a response to this proposal shall

be the sole responsibility of and shall be borne by the contractor. b. During the evaluation process, the County reserves the right, where it may serve the

County’s best interest, to request additional information or clarifications from contractor or individuals, or to allow corrections of errors or omissions.

c. The County reserves the right to retain all proposals submitted and to use non-confidential information in a proposal regardless of whether or not that proposal is selected.

d. Each proposal shall state that it is valid for a period of one hundred twenty (120) days from the date of opening of the proposal by the County.

7. NON-NEGOTIABLE TERMS. The following terms or conditions are not negotiable: a. Unfunded Liability. The County will not incur a debt or obligation to pay selected contractor

or individual any amounts the County does not have the current funds available to pay, unless the contract includes a provision for the County to appropriate funding for the debt or obligation.

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b. Indemnification. The County does not assume any liability to third persons, nor will the County reimburse the contractor for its liability to a third person, with respect to loss due to death, bodily injury, or damage to property resulting in any way from the performance of this contract or any subcontract hereunder, and the contractor further agrees to provide the defense for, and indemnify and hold harmless County from any and all claims, suits, causes of action, and liability, arising in connection with this contract.

c. Advance Payments. The County will not make advance payments to a selected contractor or individual or any third party pursuant to this RFP or resulting contract.

d. Gift of Public Property. The County will not agree to any terms or conditions that cause the County to lend its credit or grant public money or anything of value to the selected contractor or individual.

e. Procurement Laws. The County will not agree to any terms or conditions that cause the County to violate any federal, Texas, or local procurement laws.

f. Limitation of Liability. The County will not agree to allow the selected contractor or individual to limit its liability for breach or default of contract to the contract amount or to the amount the County has paid up to the time of the breach or default.

g. Attorney’s fees; Legal Costs. The County will not agree to pay the selected contractor or individual’s attorney’s fees or other legal costs under any circumstances.

h. Venue; Applicable Law. This RFP and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the RFP are fully performable in Hays County, Texas and venue for any dispute regarding contract shall be in Hays County, Texas.

J. Warranty of Performance

A successful respondent expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. A successful respondent agrees to correct any deficiencies in performance of services upon notification by the County and without additional expense to the County.

CONTINUING NON-PERFORMANCE of the respondent(s), in terms of specifications, shall be basis for the termination of the contract(s) by the County. The County shall not pay for merchandise/services that are unsatisfactory. Failure to perform any provision will constitute a default of contract, in which case, corrective action shall take place within ten (10) days from the date of written notice citing the nature of breach. Failure to take corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the County to terminate this agreement by written notice.

COMPLIANCE WITH LAWS: The successful Respondents shall comply with all applicable federal, state and local laws and regulations pertaining to the practice of the profession and the execution of the duties under the proposal. Any contract(s) executed as a result of this RFP shall be governed by the laws of the State of Texas.

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IV. General Terms and Conditions for Solicitations Applicable To: Request for Qualifications (RFP)

1. GENERAL DEFINITIONS: a. "Auditor" means the Hays County Auditor or his/her designee. b. "Commissioners Court" means Hays County Commissioners Court. c. “Contract” means the contract awarded pursuant to the RFP and negotiated cost proposal. d. “Contractor” means a person or firm receiving an award of contract from Commissioners Court. e. "County" means Hays County, Texas, a political subdivision of the State of Texas. f. "County Building" means any County owned buildings and does not include buildings leased by County. g. "Is doing business" and "has done business" mean:

i. Paying or receiving in any calendar year any money or other valuable thing which is worth more than $250 in the aggregate in exchange for personal services or for purchase of any property or property interest, either real or personal, either legal or equitable; or

ii. Loaning or receiving a loan of money; or goods or otherwise creating or having in existence any legal obligation or debt with a value of more than $250 in the aggregate in a calendar year;

iii. But does not include any retail transaction for goods or services sold to a Key Contracting Person at a posted, published, or marked price available to the general public.

h. "Key Contracting Person" means any person or business listed in Exhibit A to Affidavit. i. "Purchasing Manager" means the Hays County Purchasing Manager. j. “Sub-contractor” means a person or firm doing business with a Contractor.

2. FUNDING: Funds for payment on this Contract have been provided through the County budget approved by

Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligations and expenditure of public funds beyond the fiscal year for which a budget has been approved. However, the cost of items or services covered by this Contract is considered a recurring requirement and is included as a standard and routine expense of Hays County to be included in each proposed budget within the foreseeable future. County Commissioners expect this to be an integral part of future budgets to be approved during the period of this Contract except for unanticipated needs or events which may prevent such payments against this Contract. However, County cannot guarantee the availability of funds, and enters into this Contract only to the extent such funds are made available. The Fiscal Year for County extends from October 1st of each calendar year to September 30th of the next calendar year.

3. FUNDING OUT: Despite anything to the contrary in this Contract, if, during budget planning and adoption, Commissioners Court fails to provide funding for this Contract for the following fiscal year of County, County may terminate this Contract after giving Contractor thirty (30) calendar days written notice that this Contract is terminated due to the failure to fund it.

4. INVOICING/PAYMENTS: a. Contractor shall provide County with an Internal Revenue Form W-9, Request for Taxpayer Identification

Number and Certification, that is completed in compliance with the Internal Revenue Code and its rules and regulations before any Contract funds are payable.

b. As a minimum, invoices shall include: (i) name, address, and telephone number of Contractor and similar information in the event payment is to be made to a different address; (ii) County Contract or Purchase Order number; (iii) identification of products or services as outlined in this Contract; (iv) quantity or quantities, applicable unit prices, total prices, and total amount; and (v) any additional payment information called for by this Contract. County will not pay invoices that are in excess of the amount authorized by the purchase order.

c. Payment shall be made by check or warrant by County upon satisfactory delivery and acceptance of products and services and submission of an invoice to the address below:

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County Auditor 712 S Stagecoach Trail, Suite 1071 San Marcos, Texas 78666

d. Payment shall be deemed to have been made on the date of mailing of the check or warrant. For purposes of payment discounts, time will begin upon satisfactory delivery of products and services and/or submission of acceptable invoice, whichever is last. Partial payments will not be made unless specifically requested and approved by County prior to Contract award.

e. Accrual and payment of interest on overdue payments shall be governed by Tex. Gov't Code Ann., ch. 2251.

5. COUNTY TAXES: If the Contractor subsequently becomes delinquent in the payment of County taxes, it will be grounds for cancellation of the contract. Despite anything to the contrary, if the contractor is delinquent in payment of County property taxes at the time of invoicing, Contractor assigns any payments to be made for performance under this contract to the County Tax Assessor-Collector for the payment of delinquent taxes.

6. PROMPT PAYMENT ACT: TEX. GOV'T CODE ANN., ch 2251 (Vernon Supp. 1995) requires that payments be made within 30 calendar days. If County fails to pay within 30 days, interest on overdue amounts is subject to Chapter 2251, Texas Government Code. The law does not apply if the terms of a federal grant, contract, regulation, or statute prevent local governments from making timely payments with federal funds. Contractors and subcontractors must pay their suppliers interest if the supplier is not paid within 10 calendar days after the contractor or subcontractor receives payment. Contractors must apply for interest payments within 6 months of submitting a proper invoice if they believe such interest was due but not paid. Interest begins accruing 30 days after either of the following, whichever is later; (i) satisfactory delivery or performance has been completed, or, (ii) a correct invoice is received at the designated place.

7. FOB POINT: Delivery of all products under this contract, if any, shall be made Free on Board to final destination, at the address shown in this contract or as indicated on each Purchase Order placed against this contract. The title and risk of loss of the goods shall not pass to County until acceptance takes place at the F.O.B. point.

8. INSPECTION AND ACCEPTANCE: The County office or department receiving items pursuant to this contract shall inspect and accept only those items that are satisfactory to them, and reject those items which are damaged or which do not conform to specifications. Contractor shall be responsible for the proper labeling, packing, and delivery to final destination, including replacement of rejected deliveries.

9. VARIATION IN QUANTITY: No variation in the quantity of any item called for by this contract will be accepted unless such variation has been caused by conditions of loading, shipping, or packing, or allowances in manufacturing processes, and then only to the extent, if any, specified elsewhere in this contract.

10. OFFICIALS NOT TO BENEFIT: If a member of Commissioners Court belongs to a cooperative association, the County may purchase equipment or supplies from the association only if no member of the Commissioners Court will receive a pecuniary benefit from the purchase, other than as reflected in an increase in dividends distributed generally to members of the association.

11. NONDISCRIMINATION; CIVIL RIGHTS/ADA COMPLIANCE: a. Contractor shall not engage in employment practices that have the effect of discriminating against

employees or prospective employees because of age, race, color, sex, creed, national origin or handicapped condition.

b. Contractor shall provide all services and activities required in a manner that would comply with the Civil Rights Act of 1964, as amended, the Rehabilitation Act of 1973, Public Law 93-1122, Section 504, and

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with the provisions of the Americans with Disabilities Act of 1990, Public Law 101-336 [S.933] if Contractor were an entity bound to comply with these laws.

12. CHANGES: a. This Contract may be amended only by written instrument signed by both County and Contractor. It is

acknowledged by Contractor that NO OFFICIAL, EMPLOYEE, AGENT OR REPRESENTATIVE OF COUNTY HAS ANY AUTHORITY, EITHER EXPRESS OR IMPLIED, TO CHANGE THE SCOPE OF THIS CONTRACT OR OTHERWISE AMEND THIS CONTRACT, OR ANY ATTACHMENTS HERETO, UNLESS EXPRESSLY GRANTED THAT AUTHORITY BY THE COMMISSIONERS COURT.

b. Contractor shall submit all requests for changes to this Contract or any attachment(s) to it to the Purchasing Manager. The Purchasing Manager shall present Contractor's requests to Commissioners Court for consideration.

13. REPRESENTATIONS: a. Contractor represents that he has thoroughly examined the drawings, specifications, schedule,

instructions and all other contract documents. Contractor has made all investigations necessary to be thoroughly informed regarding plant and facilities for delivery of material, equipment and/or services as required by the proposal conditions.

b. The Contractor's delivery time includes weekends and holidays. c. Contractor certifies that he is a qualified, bondable business entity that he is not in receivership or

contemplates it, and has not filed for bankruptcy. He further certifies that the Company, Corporation, Partnership, or Sole Proprietorship is not delinquent with respect to payment of County property taxes.

d. Contractor warrants that all applicable patents and copyrights which may exist on items that will be supplied under the contract have been adhered to and further warrants that County shall not be liable for any infringement of those rights. Warranties granted County shall apply for the duration of this contract or for the life of equipment or supplies purchased, whichever is longer. County must not extend use of the granted exclusive rights to any other than County employees or those with whom County has established a relationship aimed at furthering the public interest, and then only for official public uses. County will not knowingly or intentionally violate any applicable patent, license, or copyright. Contractor must indemnify County, its officers, agents, and employees against all claims, suits, and liability of every kind, including all expenses of litigation, court costs, and attorney's fees arising in connection with any alleged or actual infringement of existing patents, licenses or copyrights applicable to items sold.

e. The Contractor warrants that upon execution of a contract with the County, he will not engage in employment practices which have the effect of discriminating against employees or prospective employees because of age, religion, race, color, sex, creed, handicap, or national origin and will submit reports as the County may require to assure compliance.

f. Contractor warrants to County that all items delivered and all services rendered will conform to the specifications, drawings, or other descriptions furnished or incorporated by reference, and will be of merchantable quality, good workmanship, and free from defects. Contractor further agrees to provide copies of applicable warranties or guarantees to the Purchasing Manager. Copies will be provided within 10 days after the Notice of Award is issued. Return of merchandise under warranty shall be at Contractor's expense.

14. SUBCONTRACTS: a. Contractor shall not enter into any subcontracts for any service or activity relating to the performance of

this Contract without the prior written approval or the prior written waiver of this right of approval from County. IT IS ACKNOWLEDGED BY CONTRACTOR THAT NO OFFICER, AGENT, EMPLOYEE OR REPRESENTATIVE OF COUNTY HAS THE AUTHORITY TO GRANT SUCH APPROVAL OR WAIVER UNLESS EXPRESSLY GRANTED THAT SPECIFIC AUTHORITY BY THE COMMISSIONERS COURT.

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b. If a subcontract is approved, Contractor must make a "good faith" effort to take all necessary and reasonable steps to insure DBEs maximum opportunity to be subcontractors under this Contract. Contractor must obtain County approval of all proposed DBE subcontractors through the Purchasing Manager. Failure by Contractor to make a good faith effort to employ HUBs as subcontractors constitutes a breach of this Contract and may result in termination of this Contract. For this project there is no specific DBE participation goal. See Section VIII. HUB Practices for more information regarding the County’s practices related to Historically Underutilized Businesses.

15. ASSIGNMENT:

a. The parties to this Contract shall not assign any of the rights or obligation hereunder without the prior written consent of the other party. No official, employee, representative or agent of County has the authority to approve any assignment under this Contract unless that specific authority is expressly granted by Commissioners Court.

b. The terms, provisions, covenants, obligations and conditions of this Contract are binding upon and inure to the benefit of the successors in interest and the assigns of the parties to this Contract if the assignment or transfer is made in compliance with the provisions of this Contract.

c. Contractor remains responsible for the performance of this Contract when there is a change of name or change of ownership. If a change of name is required, the Purchasing Manager shall be notified immediately. No change in the obligation of or to Contractor will be recognized until it is approved by Commissioners Court.

16. DISPUTES AND APPEALS: The Purchasing Manager acts as the County representative in the issuance and administration of this contract in relation to disputes. Any document, notice, or correspondence not issued by or to the Purchasing Manager or other authorized County person, in relation to disputes is void unless otherwise stated in this contract. If the Contractor does not agree with any document, notice, or correspondence issued by the Purchasing Manager, or other authorized County person, the Contractor must submit a written notice to the Purchasing Manager within ten (10) calendar days after receipt of the document, notice, or correspondence, outlining the exact point of disagreement in detail. If the matter is not resolved to the Contractor’s satisfaction, Contractor may submit a written Notice of Appeal to the Commissioners Court, through the Purchasing Manager, if the Notice is submitted within ten (10) calendar days after receipt of the unsatisfactory reply. Contractor then has the right to be heard by Commissioners Court.

17. MEDIATION: When mediation is acceptable to both parties in resolving a dispute arising under this Agreement, the parties agree to use a mutually agreed upon mediator, or a person appointed by a court of competent jurisdiction, for mediation as described in Section 154.023 of the Texas Civil Practice and Remedies Code. Unless both parties are satisfied with the result of the mediation, the mediation will not constitute a final and binding resolution of the dispute. All communications within the scope of the mediation shall remain confidential as described in §154.073 of the Texas Civil Practice and Remedies Code, unless both parties agree, in writing, to waive the confidentiality.

18. FORCE MAJEURE: If the performance by either party of any of its obligations under this Contract is interrupted or delayed due to an act of God or the common enemy or as the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not a party to this Contract, then it shall be excused from performance for such period of time as is reasonably necessary to remedy the effects thereof.

19. NON-WAIVER OF DEFAULT: a. No payment, act or omission by County may constitute or be construed as a waiver of any breach or

default of Contractor which then exists or may subsequently exist. No official, agent, employee or representative of County may waive any breach of any term or condition of this Contract unless expressly granted that specific authority by the Commissioners Court.

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b. All rights of County under this Contract are specifically reserved and any payment, act or omission shall not impair or prejudice any remedy or fight to County under it. Any right or remedy in this Contract shall not preclude the exercise of any other right or remedy under this Contract or under any law, nor shall any action taken in the exercise of any right or remedy be deemed a waiver of any other rights or remedies.

20. TERMINATION FOR CAUSE: Failure by either County or Contractor to perform any provisions of this Contract

shall constitute a breach of contract. Either party may require corrective action within ten (10) calendar days after date of receipt of written notice citing the exact nature of the other's breach. Failure to take corrective action or failure to provide a satisfactory written reply excusing such failure within the ten (10) calendar days shall constitute a default. The defaulting party shall be given a twenty (20) calendar day period within which to show cause why this Contract shall not be terminated for default. All notices for corrective action, breach, default or show cause on behalf of County shall be issued by the Purchasing Manager or County legal representative only, and all replies to the same shall be made in writing to the County Purchasing Manager or County legal representative at the address provided herein. Notices issued by or to anyone other than the Purchasing Manager or County legal representative shall be null and void, and shall be considered as not having been issued or received. County reserves the right to enforce the performance of this Contract in any manner prescribed by law in case of default and may contract with another party with or without competition or further notification to the contractor. At a minimum, Contractor shall be required to pay any difference in the cost of securing the services covered by this Contract, or compensate for any loss or damage to the County derived hereunder if it becomes necessary to contract with another source because of a default, plus reasonable administrative costs and attorney's fees. In the event of termination for default, County, its agents or representatives, shall not be liable for loss of any profits anticipated under this Contract.

21. TERMINATION FOR CONVENIENCE: County reserves the right to terminate this Contract upon thirty (30) days written notice for any reason deemed by the Commissioners Court to serve the public interest, or resulting from any governmental law, ordinance, regulation, or court order. Termination for convenience shall not be exercised with the sole intention of awarding the same or similar contract requirements to another source. In the event of such termination, County shall pay Contractor those costs directly attributable to work done in preparation for compliance with this Contract prior to termination; provided, however, that no costs shall be paid which are recoverable in the normal course of the business in which Contractor is engaged, nor shall County pay any costs which can be mitigated through the sale of supplies or inventories. If County pays for the cost of supplies or materials obtained for use under this Contract those supplies or materials shall become the property of County and shall be delivered to the FOB point shown in this Contract, or as designated by the Purchasing Manager. County shall not be liable for loss of any profits anticipated under this Contract.

22. DAVIS-BACON ACT – PREVAILING WAGE RATES: All laborers and mechanics employed or working upon the site

of the work (or under the United States Housing Act of 1937 or under the Housing Act of 1949, in the construction of development of the project) will be paid unconditionally and not less often than once a week and without subsequent deduction or rebate on any account (except such payroll deductions as are permitted by regulations issued by the Secretary of Labor under the Copeland Act (29 CFR Part 3) the full amount of wages and bona fide fringe benefits (or cash equivalents thereof) due at time of payment computed at rates not less than those contained in the wage determinations of the Secretary of Labor which is attached hereto and made a part hereof, regardless of any contractual relationship which may be alleged to exist between the Contractor and such laborers and mechanics. Contributions made or costs reasonably anticipated for bona fide fringe benefits under Section 1(b) (2) of the Davis-Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics, subject to the provisions of 29 CFR 5.5 (a) (1) (iv); also, regular contributions made or costs incurred for more than a weekly period (but not less often than quarterly) under plans, funds, or programs, which cover the regular weekly period, Such laborers and mechanics shall be paid not less than the appropriate wage rate and fringe benefits in the wage determination for the classification of work actually performed, without regard to skill, except as provided in 29 CFR Part 5.5 (a) (4). Laborers or mechanics may

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perform work in more than one classification for the time actually worked therein, provided that Contractor’s payroll records accurately set forth the time spent in each classification in which work is performed. The wage determination (including any additional classification and wage rates conformed under 29 CFR 5.5 (a)(1)(11) and the Davis-Bacon poster (WH-1321) shall be posted at all times by the Contractor and its subcontractors at the site of the work in a prominent and accessible place where it can be easily seen by the workers. The prime Contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all these provisions.

23. CONTRACT WORK HOURS AND SAFETY STANDARDS: If, in the course of fulfilling the terms of this Agreement,

Contractor employs mechanics or laborers to perform work, Contractor recognizes that it must comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, Contractor shall compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible, provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. Contractor further recognizes that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.

24. CLEAN AIR – CLEAN WATER: The Contractor under this contract/subcontract agrees as follows:

a. To comply with all the requirements of section 114 of the Clean Air Act as amended (42 U.S.C. 1857, et seq., as amended by Public Law 91-604) and section 308 of the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq., as amended by Public Law 92-500), respectively, relating to inspection, monitoring, entry, reports, and information, as well as other requirements specified in section 114 and section 308 of the Air Act and the Water Act, respectively, and all regulations and guidelines issued thereunder before the signing of this contract by the Contracting Local Organization.

b. That no portion of the work required by this contract will be performed in a facility listed on the Environmental Protection Agency List of Violating Facilities on the date when this contract was signed by the Contracting Local Organization unless and until the EPA eliminates the name of such facility or facilities from such listing.

c. To use their best efforts to comply with clean air standards and clean water standards at the facilities in which the contract is being performed.

d. To insert the substance of the provisions of this article in any nonexempt subcontract, including this subparagraph.

25. BYRD ANTI-LOBBYING CERTIFICATION: Contractor certifies, to the best of its knowledge and belief, that:

a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an 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.

b. 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, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure From to Report Lobbying”, in accordance with its instructions.

c. Contractor shall require that the language of this certification be included in the award documents for all subcontractors at all tiers and that all subcontractors shall certify and disclose accordingly.

d. 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.

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26. PROCUREMENT OF RECOVERED MATERIALS: The County seeks to comply with Section 6002 of the Solid Waste Disposal Act including “procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired by the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.” Contractor agrees to ensure the County’s compliance with the above-stated Section 6002, if and when applicable to this Agreement. For the purposes of this Section, “Recovered Materials” means waste materials and byproducts which have been recovered or diverted from solid waste, but such term does not include those materials and byproducts generated from, and commonly reused within, an original manufacturing process.

27. GRATUITIES: Contractor shall not provide any gratuity in any form, including entertainment, gifts, or otherwise,

to any employee, buyer, agent, or representative of County with a view to securing a contract, or securing favorable treatment with respect to the award or amendment, or the making of any determination with respect to the performance of this Contract. County may terminate this Contract if it is found that gratuities of any kind including entertainment, or gifts were offered or given by the Contractor or any agent or representative of the Contractor, to any County Official or employee with a view toward securing favorable treatment with respect of this contract. If this Contract is terminated by the County pursuant to this provision, County shall be entitled, in addition to any other rights and remedies, to recover from the Contractor at least three times the cost incurred by Contractor in providing the gratuities.

28. COVENANT AGAINST CONTINGENT FEES: Contractor represents and warrants that no persons or selling agency has been retained to solicit this Contract upon an understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial selling agencies maintained by the Contractor to secure business. For breach or violation of this warranty, County shall have the right to terminate this Contract without liability, or in its discretion to, as applicable, add to or deduct from the Contract price for consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.

29. COUNTY ACCESS: Contractor shall maintain and make available for inspection, audit or reproduction by any authorized representative of County all books, documents, and other evidence pertinent to the costs and expenses of this Contract, including but not limited to both direct and indirect costs, cost of labor, material, equipment, supplies, and services, and all other costs and expenses of whatever nature for which reimbursement is claimed under this Contract. All required records shall be maintained until an audit is completed and all required questions arising therefrom are resolved, or three (3) years after completion of the contract term, whichever occurs first; provided, however, the records will be retained beyond the third year if an audit is in progress or the finding of a completed audit have not been resolved satisfactorily.

30. FORFEITURE OF CONTRACT: a. The selected Offeror must forfeit all benefits of the contract and County must retain all performance by

the selected Offeror Contractor and recover all consideration or the value of all consideration paid to the selected Offeror pursuant to the contract if:

b. The selected Offeror was doing business at the time of submitting its proposal offer or had done business during the 365- day period immediately prior to the date on which its proposal offer was due with one or more Key Contracting Persons if the selected Offeror failed to disclose the name of any such Key Contracting Person in its offer; or

c. The selected Offeror does business with a Key Contracting Person after the date on which the offer that resulted in the contract is submitted and prior to full performance of the contract.

31. CONTRACTOR CLAIMS NOTIFICATION:

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a. If any claim, or other action, that relates to Contractor’s performance under this Contract, including proceedings before an administrative agency, is made or brought by any person, firm, corporation, or other entity against Contractor, Contractor shall give written notice to County of the following information within ten (10) working days after being notified of it:

i. The existence of the claim, or other action; ii. The name and address of the person, firm, corporation or their entity that made a claim or that

instituted any type of action or proceeding; iii. The alleged basis of the claim, action or proceeding; iv. The court or administrative tribunal, if any, where the claim, action or proceeding was

instituted; and v. The name or names of any person against whom this claim is being made.

b. Except as otherwise directed, Contractor shall furnish to County copies of all pertinent papers received by Contractor with respect to making these claims or actions and all court pleadings related to the defense of these claims or actions.

32. CERTIFICATION OF ELIGIBILITY: This provision applies if the anticipated Contract exceeds $100,000. By

submitting a bid or proposal in response to this solicitation, the bidder/respondent certifies that at the time of submission, he/she is not on the Federal Government’s Excluded Parties List System (www.epls.gov), which details a listing of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the bidder/respondent will notify the Hays County Purchasing Manager. Failure to do so may result in terminating this Contract for default.

33. CONTRACTOR LIABILITY, INDEMNIFICATION AND CLAIMS NOTIFICATION: Contractor shall indemnify County, its officers, agents, and employees, from and against any and all third party claims, losses, damages, causes of action, suits, and liability of every kind whether meritorious or not and, including all expenses of litigation, court costs, and reasonable attorney's fees, arising in connection with the services provided by Contractor under this Contract. It is the expressed intention of the Parties to this Contract, both Contractor and County, that the indemnity provided for in this paragraph is indemnity by Contractor to indemnify and protect County from the consequences of Contractor's actions.

34. CONSTRUCTION OF CONTRACT: a. This Contract is governed by the laws of the United States of America and the State of Texas and all

obligations under this Contract are performable in Hays County, Texas. Venue for any dispute arising out of this Contract will lie in the appropriate court of Hays County, Texas.

b. If any portion of this Contract is ruled invalid, illegal, or unenforceable in any respect by a court of competent jurisdiction, the remainder of it shall remain valid and binding.

c. Headings and titles at the beginning of the various provisions of this Contract have been included only to make it easier to locate the subject matter covered by that part, section or subsection and are not to be used in construing this Contract.

d. When any period of time is stated in this Contract, the time shall be computed to exclude the first day and include the last day of period. If the last day of any period falls on a Saturday, Sunday, or a day that Hays County has declared a holiday for its employees, these days shall be omitted from the computation. All hours in this Contract are stated in Central Standard Time from 2:00 o'clock a.m. on the first Sunday of November until 2:00 o'clock a.m. on the second Sunday of March and in Central Daylight Saving Time from 2:00 o' clock a.m. on the second Sunday of March until 2:00 o'clock a.m. on the first Sunday of November or such other dates as may be adopted for the activation of Daylight Savings Time in the United States in future years.

e. Words of any gender in this Contract shall be construed to include any other gender and words in either number shall be construed to include the other unless the context clearly requires otherwise.

f. Provisions, Words, Phrases, and Statutes, whether incorporated by actual use or by reference, shall be applied to this Contract in accordance with Texas Government Code, §§ 312.002 and 312.003.

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http://www.epls.gov/


35. ADDITIONAL GENERAL PROVISIONS:

a. Contractor must comply with all Federal and State laws and regulations, City and County ordinances, orders, and regulations, relating in any way to this Contract.

b. Contractor must secure all permits and licenses, pay all charges and fees, and give all notices necessary for lawful operations.

c. Contractor must pay all taxes and license fees imposed by the Federal and the State Governments and their agencies and political subdivisions upon the property and business of Contractor.

d. Despite anything to the contrary in this Contract, if the Contractor is delinquent in payment of property taxes at the time of providing services, Contractor assigns the amount of any payment to be made for services provided under this Contract equal to the amount Contractor is delinquent in property tax payments to the Hays County Tax Assessor-Collector for the payment of the delinquent taxes.

e. In this subsection, "County Building" means any County-owned buildings and does not include buildings leased by County. Contractor must not execute any mortgage, or issue any bonds, shares of stock, or other evidence of interest in County Buildings.

36. INTERPRETATION OF CONTRACT:

a. This document contains the entire agreement between the parties relating to the rights granted and the obligations assumed. Any prior agreements or representations not expressly set forth in this agreement are of no force. Any oral representations or modifications concerning this agreement shall be of no force except a subsequent modification in writing signed by the Purchasing Manager. No official, representative, employee, or agent of the County has any authority to modify or amend this contract except pursuant to specific authority to do so granted by the Commissioners Court.

b. If inconsistency exists between provisions of this solicitation, the inconsistency shall be resolved by giving precedence in the following ascending order of precedence:

i. The Schedule of Items/Services ii. Terms and Conditions of Request for Qualifications;

iii. General Provisions; iv. Other provisions, whether incorporated by reference or otherwise; and v. The specifications.

c. If any contract provision shall for any reason be held invalid, illegal, or unenforceable in any respect, invalidity, illegality, or unenforceability shall not affect any other provision, and this contract shall be construed as if invalid, illegal or unenforceable provision had never been contained.

d. This contract shall be governed by the laws of Texas and all obligations are performable in Hays County, Texas.

e. If a word is used with reference to a particular trade or subject matter or is used as a word of art, the word shall have the meaning given by experts in that particular field.

f. Words in the present or past tense include the future tense. The singular includes the plural and the plural includes the singular. The masculine gender includes the feminine and neuter genders.

g. The headings in this contract have been included only to make it easier to locate the subject covered by each provision and are not to be used in construing this contract.

h. Provisions, words, phrases, and statutes, whether incorporated by actual use or by reference, shall be applied to this contract in accordance with TEX. GOV'T CODE ANN., SEC 312.002, 312.003 (Vernon 1991).

37. MODIFICATIONS:

a. The County Purchasing Manager may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this contract in any one of the following:

i. Drawings, designs or specifications when the supplies to be furnished are to be specifically manufactured for the County in accordance with the drawings, designs, or specifications.

ii. Method of shipment or packing. iii. Place of deliveries.

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iv. Correction of errors of a general administrative nature or other mistakes, the correction of which does not affect the scope of the contract, or does not result in expense to the Contractor.

v. Description of items to be provided. vi. Time of performance (i.e. hours of day, days of week, etc.)

b. If any such change causes an increase or decrease in the cost of, or time required for, performance of any part of the work under this contract whether, or not changed by the order, the Commissioners Court shall make an equitable adjustment in the contract price, the delivery schedule, or both, and shall modify the contract. The Contractor must submit any "proposal for adjustment" under this clause within thirty (30) calendar days from the date of receipt of the written order. However, if the County Purchasing Manager decides that the facts justify it, the County Purchasing Manager may receive and act upon a proposal submitted before final payment of the contract. If the Contractor's proposal includes the cost of property made obsolete or excess by the change, the County shall have the right to prescribe the manner of disposition of the property. Failure to agree to any adjustment shall be a dispute under the Disputes and Appeals clause. However, nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

38. PRICE CHANGES: The prices offered shall remain firm for the period of the contract. The prices offered shall also

remain firm for the option years should the County choose to exercise the option to renew, except for changes that are industry wide and beyond the control of the contractor. If such changes do occur, it will be the responsibility of the contractor to provide documentation to Hays County substantiating the changes to the bid prices. Any price changes must be approved by Hays County.

39. INSURANCE AND LIABILITY: During the period of this contract, contractor shall maintain at his expense, insurance with limits not less than those prescribed below. With respect to required insurance, Contractor shall;

a. Name County as additional insured as its interests may appear. b. Provide County a waiver of subrogation. c. Provide County with a thirty (30) calendar day advance written notice of cancellation or material change

to said insurance. d. Provide the County Purchasing Manager at the address shown on Page 1 of this contract, a Certificate of

Insurance evidencing required coverage within ten (10) calendar days after receipt of Notice of Award. Also, assure your certificate contains the contract number as indicated on the Contract Award form when issued by Hays County.

e. Submit an original certificate of insurance reflecting coverage as follows:

Automobile Liability: Bodily Injury (Each person) $1,000,000.00

Bodily Injury (Each accident) $1,000,000.00 Property Damage $1,000,000.00

Commercial General Liability (Including Contractual Liability):

General Aggregate $2,000,000.00 Product completed operations aggregate $2,000,000.00


Employers Liability:

Each accident $1,000,000.00 Each employee for disease $1,000,000.00

Policy limit for disease $1,000,000.00 Excess Liability:

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Umbrella Form Not Required Labor Liability:

Worker's Compensation Meeting Statutory Requirements

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V. Vendor Reference Form

List three (3) references of current customers who can verify the quality of service your company provides. The County prefers customers of similar size and scope of work to this proposal/bid. This form must be returned with your bid/proposal.

Company Name: _________________________________________________________________________________ Address: ________________________________________________________________________________________ Contact Person and Title: __________________________________________________________________________ Phone Number: __________________________________________________________________________________ Scope & Duration of Contract: ______________________________________________________________________



REFERENCE ONE

REFERENCE TWO

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VI. Certificate of Interested Parties

In 2015, the Texas Legislature adopted House Bill 1295, which added 2252.908 to the Texas Government Code and applies to all contracts entered into on or after January 1, 2016. Section 2252.908 (b)(1)(2) applies only to a contract of a governmental entity or state agency that requires an action or vote by the governing body of the entity or agency before the contract may be signed or that has a value of at least $1 million. In addition, pursuant to Section 2252.908 (d), a governmental entity or state agency may not enter into a contract described by Subsection (b) with a business entity unless the business entity, in accordance with this section and rules adopted under this section, submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency.

With regard to Hays County purchases, a vendor or other person who is awarded a contract or purchase approved by Hays County Commissioners Court is required to electronically complete a Form 1295 through the Texas Ethics Commission website at https://ethics.state.tx.us/whatsnew/elf_info_form1295.htm and submit a signed copy of the form to the Hays County Purchasing office. A contract, including County issued purchase order (if applicable), will not be enforceable or legally binding until the County received and acknowledges receipt of the properly completed Form 1295 from the awarded vendor.

Failure to return this document may disqualify your response from consideration.

If you do not have access to the link provided above or if you have any questions, contact Purchasing at 512-393-2283.

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https://ethics.state.tx.us/whatsnew/elf_info_form1295.htm


VII. Conflict of Interest Questionnaire

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VIII. CODE OF ETHICS FOR HAYS COUNTY Public employment is a public trust. It is the policy of Hays County to promote and balance the objective of protecting government integrity and the objective of facilitating the recruitment and retention of personnel needed by Hays County. Such a policy implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering public services.

Public servants must discharge their duties impartially so as to assure fair competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the Hays County procurement organization.

To achieve the purpose of this article, it is essential that those doing business with Hays County also observe the ethical standards prescribed here.

It shall be a breach of ethics to attempt to influence any public employee, elected official or department head to breach the standards of ethical conduct set forth in this code.

It shall be a breach of ethics for any employee of Hays County or a vendor doing business with the county to participate directly or indirectly in a procurement when the employee or vendor knows that:

The employee or any member of the employee’s immediate family, or household has a substantial financial interest pertaining to the procurement. This means ownership of 10% or more of the company involved and/or ownership of stock or other interest or such valued at $2500.00 or more.

A business or organization in which the employee, or any member of the employee’s immediate family, has a financial interest pertaining to the procurement.

Gratuities: It shall be a breach of ethics to offer, give or agree to give any employee of Hays County or for any employee to solicit, demand, accept or agree to accept from a vendor, a gratuity of consequence or any offer of employment in connection with any decision approval, disapproval, recommendation, preparation or any part of a program requirement or purchase request influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or controversy, any particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore pending before this government.

Kickbacks: It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for Hays County as an inducement for the award of a contract or order.

Contract Clause: The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set forth in every contract and solicitation therefore.

Any effort to influence any employee, elected official, or department head to violate the standards of the code is grounds to void the contract. Please certify, by your signature below, that you understand the ethics policy of Hays County and in no way will attempt to violate the code.

SIGNATURE: __________________________________________________________

PRINT NAME & TITLE: _________________________________________________

COMPANY NAME: _____________________________________________________

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IX. Hays County Practices Related to Historically Underutilized Businesses

1. STATEMENT OF PRACTICES

Hays County will strive to ensure that all businesses, regardless of size, economic, social or ethnic status have an equal opportunity to participate in the County’s procurement processes. The County is committed to promote full and equal business opportunity for all businesses to supply the goods and services needed to support the mission and operations of county government, and seeks to encourage the use of certified historically underutilized businesses (HUB’s) through the use of race, ethnic and gender neutral means. It is the practice of Hays County to involve certified HUBs to the greatest extent feasible in the County’s procurement of goods, equipment, services and construction projects while maintaining competition and quality of work standards. The County affirms the good faith efforts who recognize and practice similar business standards.

2. DEFINITIONS

Historically underutilized businesses (HUBs), also known as a disadvantaged business enterprise (DBE), are generally business enterprises at least 51% of which is owned and the management and daily business operations are controlled by one or more persons who is/are socially and economically disadvantaged because of his/her identification as a member of certain groups, including women, Black Americans, Mexican Americans, and other Americans if Hispanic origin, Asian Americans and American Indians.

Businesses include firms, corporations, sole proprietorships, vendors, suppliers, contractors, subcontractors, professionals and other similar references when referring to a business that provides goods and/or services regardless of the commodity category.

Certified HUB’s include business enterprises that meet the definition of a HUB and who meet the certification requirements of certification agencies recognized by Hays County, as expressed below.

Statutory bid limit refers to the Texas Local Government Code provision that requires competitive bidding for many items valued at greater than $50,000.

3. GUIDELINES

a. Hays County, its contractors, their subcontractors and suppliers, as well as all vendors of goods, equipment and services, shall not discriminate on the basis of race, color, creed, gender, age, religion, national origin, citizenship, mental or physical disability, veteran’s status or political affiliation in the award and/or performance of contracts. All entities doing business or anticipating doing business with the County shall support, encourage and implement affirmative steps toward a common goal of establishing equal opportunity for all citizens and businesses of the County.

b. Vendors and/or contractors desiring to participate in the HUB program must successfully complete the certification process with the State of Texas or Texas Unified Certification Program. The vendor or contractor is also required to hold a current valid certification (title) from either of these entities.

c. Vendors and/or contractors must be registered with the State Comptroller’s web-based HUB directory and with the Comptroller’s Centralized Master Bidder’s List (CMBL). Hays County will solicit bids from certified HUB’s for state purchasing and public works contracts.

4. Hays County will actively seek and encourage HUBs to participate in all facets of the procurement process by:

a. Continuing to increase and monitor a database of certified HUB vendors, professionals and contractors. The database will be expanded to include products, areas of expertise and capabilities of each HUB firm.

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b. Continuing to seek new communication links with HUB vendors, professionals and contractors to involve them in the procurement process.

c. Continuing to advertise bids on the County’s website and in the newspapers including newspapers that target socially and economically disadvantaged communities.

5. As prescribed by law, the purchase of one or more items costing in excess of the statutory bid limit must comply with the competitive bid process. Where possible, those bids will be structured to include and encourage the participation of HUB firms in the procurement process by:

a. Division of proposed requisitions into reasonable lots in keeping with industry standards and competitive bid requirements.

b. Where feasible, assessment of bond and insurance requirements and the designing of such requirements to reasonably permit more than one business to perform the work.

c. Specifications of reasonable, realistic delivery schedules consistent with the County’s actual requirements.

d. Specifications, terms and conditions reflecting the County’s actual requirements are clearly stated, and do not impose unreasonable or unnecessary contract requirements.

6. A HUB practice statement shall be included in all specifications. The County will consider the bidder’s responsiveness to the HUB Practices in the evaluation of bids and proposals. Failure to demonstrate a good faith effort to comply with the County’s HUB practices may result in a bid or proposal being considered non-responsive to specifications.

7. Nothing in this practice statement shall be construed to require the County to award a contract other than to the lowest responsive bidder as required by law. This practice is narrowly tailored in accordance with applicable law.

Please sign for acknowledgement of the Hays County HUB Practices:

_____________________________________________ ___________________________ Signature Date

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X. Hays County House Bill 89 Verification I, _____________________________________ (Person name), the undersigned representative of

________________________________(Company or Business name, hereafter referred to as Company) being an adult

over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and

verify under oath that the company named above, under the provisions of Subtitle F, Title 10, Government Code Chapter

2270:

1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

______________________________________ ____________________ Signature of Company Representative Date

On this _____ day of ____________________, 20____, personally appeared ________________________________, the

above-named person, who after by me being duly sworn, did swear and confirm that the above is true and correct.

NOTARY SEAL ____________________________________ Notary Public in and for the State of Texas

____________________________________ Date

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XI. Hays County Purchasing Department Senate Bill 252 Certification On this day, I, ______________________________, the Purchasing Representative for Hays County in San Marcos, Texas, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that I did review the website of the Comptroller of the State of Texas concerning the listing of companies that is identified under Section 806.051, Section 807.051 or Section 2253.253 and I have ascertained that the below-named company is not contained on said listing of companies which do business with Iran, Sudan or any Foreign Terrorist Organization.

_________________________________________ Company Name _________________________________________ RFP or Vendor number CERTIFICATION CHECK PERFORMED BY: _________________________________________ Purchasing Representative _________________________________________ Date

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XII. Debarment and Licensing Certification

STATE OF TEXAS § § COUNTY OF HAYS §

I, the undersigned, being duly sworn or under penalty of perjury under the laws of the United States and the State of Texas, certifies that Firm named herein below and its principals:

a. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any federal department or agency;

b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c. Are not presently indicted for or otherwise criminally or civilly charged by a federal, state or local governmental entity with commission of any of the offenses enumerated in paragraph (1)(b) of this certification;

d. Have not within a three-year period preceding this application/proposal had one or more public (federal, state or local) transactions terminated for cause or default;

e. Are registered and licensed in the State of Texas to perform the professional services which are necessary for the project; and

f. Have not been disciplined or issued a formal reprimand by any State agency for professional accreditation within the past three years.

Contractor understands and agrees that, if it is unable to certify any of the above terms, or provide an acceptable explanation related to its inability to make such certification, that the County shall have cause to terminate this Agreement for cause. Contractor agrees to require compliance with the terms of this Section, and certification thereof, in any subcontract for performance of work under this Agreement.

_________________________________ Name of Firm

_________________________________ ______________________________ Signature of Certifying Official Title of Certifying Official

_________________________________ ______________________________ Printed Name of Certifying Official Date

Where the Firm is unable to certify to any of the statements in this certification, such Firm shall attach an explanation to this certification.

SUBSCRIBED and sworn to before me the undersigned authority by _____________________________________on this the day of _______, 20___, on behalf of said Firm.

____________________________________ Notary Public in and for the State of Texas

My commission expires: ________________

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XIII. Vendor/Bidder’s Affirmation

1. Vendor/Bidder affirms that they are duly authorized to execute this Contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to price, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engages in this type of business prior to the official opening of this bid.

2. Vendor/Bidder hereby assigns to Purchaser any and all claims for overcharges associated with this Contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

3. Pursuant to 262.0276 (a) of the Texas Local Government Code, Vendor/Bidder, hereby affirms that Vendor/Bidder:

_______ Does not own taxable property in Hays County, or;

_______ Does not owe any ad valorem taxes to Hays County or is not otherwise indebted to Hays County ____________________________________________ Name of Contracting Company

If taxable property is owned in Hays County, list property ID numbers:

___________________________________________________________________________________________

____________________________________________ Signature of Company Official Authorizing Bid/Offer

____________________________________________ _________________________________ Printed Name Title

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IFB 2020-B03 Chaparral Park Road at Little Bear Creek Page 40 of 41

XIV. Related Party Disclosure Form

Hays County strives to provide financial transparency to its taxpayers. Completion of this form will allow for added transparency into the procurement process by disclosing Vendor relationships with current or former Hays County employees. The existence of a relationship may not present a legal or ethical conflict for a Vendor. However, disclosure will allow for consideration of potential conflicts and/or ways to eliminate conflicts.

A Vendor who Employs any of the following is required to disclose the relationship on this form:

• Current Hays County employee (including elected or appointed official) (Complete Section A) • Former Hays County employee who has been separated from Hays County for no less than four (4) years

(including elected or appointed official) (Complete Section B) • Person related within the 2nd degree of consanguinity or affinity to either of the above(1) (Complete Section C)

If no known relationships exist, complete Section D.

This form is required to be completed in full and submitted with the proposal package. A submitted proposal package that does not include this completed form will be considered non-responsive and will not be eligible for an award.

Section A: Current Hays County Employee

______________________________________________________________________________________________ Employee Name Title

Section B: Former Hays County Employee

______________________________________________________________________________________________ Employee Name Title Date of Separation from County

Section C: Person Related to Current or Former Hays County Employee

______________________________________________________________________________________________ Hays Employee/Former Hays Employee Name Title

______________________________________________________________________________________________ Name of Person Related Title Relationship

Section D: No Known Relationships

If no relationships in accordance with the above exist or are known to exist, you may provide a written explanation below: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________

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http://haysinformed.com/

IFB 2020-B03 Chaparral Park Road at Little Bear Creek Page 41 of 41

Attach additional pages if necessary.

I, the undersigned, hereby certify that the information provided is true and complete to the best of my knowledge.

_________________________________ Name of Vendor



(1)A degree of relationship is determined under Texas Government Code Chapter 573. (as outlined below)

Relationship of Consanguinity

Person

1st Degree 2nd Degree 3rd Degree* 4th Degree*

child or parent grandchild, sister, brother or grand-

parent

great-grandchild, niece, nephew, aunt,* uncle* or

great-grandparent

great-great-grandchild, grandniece,

grandnephew, first cousin, great aunt,*

great uncle* or great-great-grandparent

* An aunt, uncle, great aunt or great uncle is related to a person by consanguinity only if he or she is the sibling of the person's parent or grandparent.

Relationship of Affinity

Person

1st Degree 2nd Degree

spouse, mother-in-law, father-in-law, son-in-law, daughter-in-law, stepson, stepdaughter,

stepmother or stepfather

brother-in-law, sister-in-law, spouse's grandparent, spouse's grandchild, grandchild's

spouse or spouse of grandparent

“Vendor” shall mean any individuals or entity that seeks to enter into a contract with Hays County.

“Employs” shall mean any relationship wherein Vendor has made arrangements to compensate an individual, directly or by way of a business organization in which the individual has a sharehold or ownership interest, even if that arrangement is contractual and/or on an hourly-charge basis.

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Unit Type Make Model Serial Number Year Notes

AAON RN-050-3-0-EB09-3C9:BEHE-E0H-DLL-AGC-000BHBD-00-0000000ABAAON RN-040-3-0-EA09-3C9:BEHE-E0H-DLM-AGC-000BHBD-00-0000000AB 201101-BNGV-13360AAON RN-040-3-0-EA09-3C9:BEHE-E0H-DLL-AGC-000BHBD-00-0000000AB 201101-BNGV-13361AAON RN-050-3-0-EA09-3C9:BEHE-E0H-DLL-AGC-000BHBD-00-0000000AX 201101-BNGW-13362AAON RN-070-3-0-EA09-3D9:BEHF-E0H-GEL-AGC-000CHBD-00-0000000AX 201101-BNGY-13363AAON RN-050-3-0-EA09-3C9:BEHE-E0H-DLM-AGC-000BHBD-00-0000000AB 201101-BNGW-13364AAON RN-031-3-0-EA09-3C9:BEHP-E0H-DLL-AGC-000AHBD-00-0000000AB 201101-BNGU-13365AAON RN-040-3-0-EB09-3C9:BEHP-E0H-DLL-AGC-000BHBD-00-0000000AB 201101-BNGV-13366AAON RN-060-3-0-EA09-3D9:BEHE-E0H-DLM-AGC-000BHBD-00-0000000AXAAON RN-060-3-0-EB09-3C9:BEHE-E0H-DLM-AGC-000BHBD-00-0000000AX 201101-BNGX-13368AAON RL-075-3-0-CB04-222:BEBE-E00-HB1-DNF-DD0A0BD-00-0000000AX 201101-BLGH-00883AAON RL-075-3-0-CB04-222:BEBE-E00-HEL-DNF-DD0A0BD-00-0000000AX 201101-BLGH-00884

Data Aire DRCU-0734-5 2010-3724-AData Aire DAPA-0534-A0 2010-3719-AData Aire DRCU-0734-5 2010-3722-AData Aire DAPA-0534-A0 2010-3720-AData Aire DRCU-0734-5 2010-3723-AData Aire DAPA-0534-A0 2010-3721-A

Loren CookLoren CookLoren Cook 195 ACE 195C9B 2875043209-00/0003801Loren CookLoren Cook 195 ACE 195C9B 2875D43209-00/0006801

Trane TTA150H300AA N/ATrane TWE150E3000AA 17175KUDWATrane BAYHTRM320AB 17124TFCLATrane TWE150E300AA 17175KJLWATrane TWE150E300AATrane TEM4A0C60S51SAA 164238W92VTrane TWE090D100AB 17185LJ8BATrane YCD150E3L0AA 84810061DTrane YSC12DE3RXA0L800100000000 849100492LTrane YSC120E3RXA0LB00100000000 849100496LTrane TTA150H300AA 171753WCYATrane TTA150H300AA 171753SUYATrane 4TWA4060A3000AA 17095PXA2FTrane TWA073D30RAB

RFP 2020-P01 HVAC - Maintenance and Repair Services CountywideAttachment A: Hays County AC Unit List

Government Center 712 S. Stagecoach Trail, San Marcos

Courthouse111 E. San Antonio St., San Marcos

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American Standard TWE180B300CA Z472JS36HTRANE TWE180B300CA Z472JS36HTRANE TTA150B300DA Z025PF8ADTRANE TWE036C140B0 Z413PJP2CTRANE TTA036D00A0 Z4422PB3FTRANE TWE120B300DA Z46PJOSHTRANE TTA120B300DA 2036R01ADTRANE TWE120B300DA Z471NR25HTRANE TTA120B300EA 72535TLADTRANE TWE090A300DA Z455J6Y5HTRANE TTA072D300A0 Z424WLH1FTRANE TWE090A300DA Z4541845HTRANE TTA072D300A0 Z42410P1F

COMPU-AIRE MKA-212 € MK01-011-1416ECOMPU-AIRE MKA-212 © MK01-011-1416C

CARRIER 24ABB348A510 3517E16935CARRIER FB4CNP048L00EBAA 3517F05844CARRIER 38CKC036510 1503E04982CARRIER FA4ANF036000AGAA FA4ANF036TRANE 4TWB4024E1000AA 10133UH72FTRANE 4TEH3F24B1000AB 10332TKN1VTRANE 4TWB4018E1000AA 102824464FTRANE 4TEH3F18B1000AB 10281NGH1VTRANE 4TWB4036E1000AB 1025KEP4FTRANE 4TEH3F36B1000AB 1033152UIVTRANE 4TWB4042E1000AB 10144PSJ2FTRANE 4TEH3F48B1000AB 10301JM51VTRANE 4TWB4036E1000AB 103616HM4FTRANETRANE 4TWB4036E1000AB 103616JY4FTRANE 4TEH3F36B1000AB 10331LES1VTRANE 4TWB4036E1000AB 103616JY4FTRANE 4TEH3F4B1000AB 10335PAY1VTRANE 4TWB4036E1000AB 10361GH34FTRANE 4TEH3F42B1000AB 10332H401VTRANE 4TWB4048E1 10374Y3G2FTRANE 4TEH3F36B1000AB 10323UW21V

Local Health Department 401 Broadway St. # A, San Marcos

Yarrington Complex2171 Yarrington Rd., Kyle

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TRANE 4TWB4048E1000AB 10374Y2M2FTRANE 4TEH3F4B1000AB 10301JMS1VAAON H3-BRA-8-0-102C-3DS 201011-CJEB00179

AARON CC-B-010-8-D-2 201011-CHCB02359MAMMOTH GB3BM-042K-B-10B GBD050615629MAMMOTH GS3BA-036CA GSA050801638

SANYO CH1872 00780 12 85221344586002SANYO XHS1872 85221345995002 001611

Ameristar M4THS1518A11NAA 170209087XAmeristar M4MHW1518A1N0AA 170206872X

MITSUBISHI MUZ-GE09NA 00036427MITSUBISHI MUSY-GA24NA 002151MITSUBISHI MUY-GA24NA 0001388TMITSUBISHI MS2-GE09NA 0010122

Goodman GSX140421KD 1706519823Goodman ARUF43C14AC 1709349712

Thermal Zone MSC412HP13115CA N/AThermal Zone MSC412HP13115EA CIG7744549

RTU # 05 Carrier 50TC-D08A2G6A0A0A0 0210G30438 2010 H.R. Conference RoomRTU # 03 Carrier 50TC-A06AIA6A0A0A0 0111G30299 2011 Sheriff's OfficeRTU # 01 Carrier 50TC-A06AIA6A0A0A0 0111G30294 2011 Outreach Training RoomRTU # 02 Carrier 50TC-A06AIA6A0A0A0 0111G30295 2011 Public LobbyRTU # 04 Carrier 50TC-D08A2G6A0A0A0 0210G30434 2010 LT's OfficesRTU # 06 Carrier 50TC-A06AIA6A0A0A0 0111G30292 2011 BondingRTU # 07 Carrier 50TC-D08A2G6A0A0A0 5009G40458 2009 A-QuadRTU # 08 Carrier 50TC-D12A2G6A0A0A0 3710G60497 2010 Booking

Condenser Carrier 24ABB318A320 0211E01003 2011 Main Control RoomRTU # 09 Carrier 50TC-A06AIA6A0A0A0 3810G60126 2010 SegregationRTU # 10 Carrier 50TC-A06AIA6A0A0A0 0111G30293 2011 InfirmaryRTU # 17 Carrier 50TC-D08A2G6A0A0A0 0210G30437 2010 C-1 1&2 DormsRTU # 18 Carrier 50TC-D08A2G6A0A0A0 0111G30578 2011 C-1 3&4 DormsRTU # 11 Carrier 50TC-B06A1A6A0A0A0 0111G20254 2011 LaundryRTU # 12 Carrier 50TC-E09A2A6A0A0A0 0111G30684 2011 Officer's Dining RoomRTU # 21 Carrier 50TC-A06AIA6A0A0A0 0111G30297 2011 C - 1&2 Control Rooms

Wimberley Road Department

Jail1307 Uhland Rd., San Marcos

Driftwood Road Department

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RTU # 22 Carrier 50TC-D08A2G6A0A0A0 0111G30577 2011 C - 1 MultipurposeRTU # 23 Carrier 50TC-D08A2G6A0A0A0 0211G30600 2011 C - 1 EvidenceRTU # 12i Carrier 50TC-D08A2G6A0A0A0 5109G20350 2009 Law Library HallwayRTU # 19 Carrier 50TC-D08A2G6A0A0A0 0111G30579 2011 C-2 5&6 DormsRTU # 15 Carrier 50TC-E08A2M6A0A0A 4010G30672 2010 Front KitchenRTU # 14 Carrier 50TC-E09A2A6A0A0A0 0111G30685 2011 Rear KitchenRTU # 13 Carrier 50TC-B04A2A3A0A0A0 0111G30410 2011 B-Control Room

Freezer Condenser Bally BEHA020E6-HT3B-B 102103481 2010 Walk-In FreezerCooler Condenser Bally BEHA030L6-HT3B-F 92305045 2010 Walk-In Cooler

RTU # 16 Carrier 50TC-D08A2A6A0A0A0 5109G20360 2009 B-1 1&2 DormsRTU # 18i Carrier 50TC-D08A2A6A0A0A0 0211G30598 2011 D-1 3&4 DormsRTU # 17i Carrier 50TC-D08A2A6A0A0A0 0211G30596 2011 D-1 1&2 DormsRTU # 22i Carrier 50TC-D08A2A6A0A0A0 0211G30599 2011 D-MultipurposeRTU # 21i Carrier 50TC-A06AIA6A0A0A0 0111G30296 2011 D - 1&2 Control RoomsRTU # 20i Carrier 50TC-D08A2A6A0A0A0 0211G30597 2011 D-2 7&8 DormsRTU # 19i Carrier 50TC-D08A2A6A0A0A0 5109G20358 2009 D-2 5&6 DormsRTU # 20 Carrier 50TC-A06AIA6A0A0A0 0111G30298 2011 C-2 7&8 DormsRTU # 23i Carrier 50TC-D08A2A6A0A0A0 1819P91907 2019 D-VisitationMini-Split Carrier PKA-A12HA4 02A00903B 1995 Server Room Corridor (Camera Room)Mini-Split Daikin Ind. FTK24NMVJU G004761 2016 Server Room by BondingMini-Split Daikin Ind. TTA060C300A0 M192RGHFF 0 0CRAC Unit LIEBERT BF067A-CAE18053 958053-001 2007 Server Room 1303

AHU-1 ICP FEM4X6000BL A141687991 2014 1303AHU-2 ICP FSM4X6000A1 A111187522 2011 1303AHU-3 ICP FSM4P4200A1 A125182494 2012 1303AHU-4 TRANE TWE036C170A1 M414RL51V 1997 1303AHU-5 Rheem Manf. RHLL-HM6024JA W181220663 2012 1303

Carrier 48TJD028 760YA 3700F32235 2017 Echo Delta Charlie UnitCarrier 48TJD016 670YA 3700F32235 2000 Inner EducationRuud RKMB-A150DL15E 2F6723ADAAF300606982 2006 Alpha UnitRuud RKMB-A150DL15E 2F6723ADAAF25050 2005 Bravo Unit

Carrier 48TCDD14A2G6A0A0A0 0211G20736 2011 Foxtrot /golf UnitCarrier 48TCDD12A2A6A0A0A0 5115P39194 2016 Kitchen UnitRuud RKkB-A120DL15E 2F6336ADAAF510605309 2006 GYM Unit

Rheem RA1348AD1AB W421618404 2016 Major’s officeCarrier 38CKC060620 2101E24217 2001 Nurse’s unitCarrier 38CKC060640 2401E09046 2001 Training room unitTrane 2TTA3060A4000AA 9284L4R4F 2009 Visitation unit

Carrier 38CKC060640 2301E28495 2001 Lobby unitCarrier 38CKC060640 2401E09056 2005 Admin Unit

Juvenile Detention Center2250 Clovis R. Barker Rd., San MarcosDRAFT

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Rheem RPNL-036JAZ 7477 M2208 13140 2008 G E D BuildingRheem RPNL-036JAZ 7477 M2208 13097 2008 G E D Building

ICP FXM4X3600AL A144187737FRIGIDAIRE B3BM-030K-AB B3D040700005NORDYNE B6BMM024K-A B6D140300533AIRE-F10 AFAIR10B36-B 4601E33164RHEEM RAF2-030JAS 2206 F2984 3624

HABC-F024SD WGJM022804

Thermal Zone MSC412HP13115CA N/A

LG LW8015HR 502TAZFF9133

TRANE GAF2A0A36S31SAA 12321LK9AVTRANE 4TTB3030E1000AA 12402TPC3FTRANE GAT2A0C60S51SAA 1237267K2VTRANE 4TTB3060D1000BA 1240SMNN3FTRANE GAT2A0C60S51SAA 12162NYE2VTRANE 4TTB3060D1000BA 12391VRN4FTRANE GAT2A0C60S51SAA 12164H7M2VTRANE 4TTB3060D1000BA 12405MLS3FTRANE N/A N/ATRANE 4TTB3036E1000AA 12401VAX3FTRANE GAT2A0C60S51SAA 12365H272VTRANE 4TTB3060D1000BA 12405MM63FTRANE N/A N/ATRANE 4TTB3060D1000BA 12391UP64FTRANE GAT2A0C48S41SAA 12084JEL2VTRANE 4TTB3042D100BA 12324MKP4FTRANE GAT2A0C60S51SAA 1218SPP02VTRANE 4TTB3060D1000BA 12405MRG3FTRANE GAT2A0C60S51SAA 12364WM82VTRANE 4TTB3060D1000BA 12405M463F

MITSUBISHI PKA-A12HA4 24A04376C

Precinct 2 Office5458 Jack C. Hays Trl., Kyle

WIC - Kyle

Citizen's Collection Station1691 Carney Ln., Wimberley

Transfer Station Driftwood

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MITSUBISHI PUY-A12NHA4 25U06117CTRANE GAT2A0B42531SAA 123130AAAVTRANE 4TTB3036E1000AA 12354SN23FTRANE GAT2A0B42531SAA 12313Y9PAVTRANE 4TTB3036E1000AA 1241VAW3F

LENNOX LCA060H4BE5G 5608C505555LENNOX LCA060H4BN5G 5608C05558LENNOX N/A

YORK ZR090E18R4B3BAA2A1 N1B7464410YORK ZR090E18R4B3BAA2A1 N1B74644409YORK DHP36NWB21S 63229965302YORK DHP36CSB21S 63229965303YORK DHR18CSB21S 63229965357YORK DHP24CSB21S 63229965295YORK MC48C3XC1A WIM6155880YORK YCJD48S44S3A WIG4851337YORK YCJD48S44S3A WIE5680649

TRANE BAYHTRL112AC 8232TYLCDTRANE TWE090B100EL 7366K8HBDTRANE TWE090B100EL 8023JJKIVTRANE TWE090B100EL 7371NJGBDTRANE 2TEC3F42CI000AA 8023JJGIVTRANE 2TWB3042A1000AA 8145 UMN2F 28MTRANE 2TWB3042A1000AA 8145 UUF2F 28MTRANE 2TWB3042A1000AA 8145 URE2F 28MTRANE 2TWB3042A1000AA 8145 UPU2F 28MTRANE 2TWB3042A1000AA 8145 UN72F 28MTRANE 2TWB3042A1000AA 8155 TPM2F 28M

CARRIER FA4ANF030 4902A67936CARRIER UPQL-024JEZ 7954W061103255CARRIER FA4ANF0300000AGAA 5002A66821CARRIER 38CKC030340 1503E30159CARRIER FA4ANF060 5002A56237CARRIER 38CKC060---371--- 0703E17428

Precinct 3 Office200 Stillwater Circle, Wimberley

Precinct 4 Office195 Roger Hanks Pkwy., Dripping Springs

Precinct 5 Office500 Jack C. Hays Trl., BudaDRAFT

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CARRIER FA4ANF036 0203A69784CARRIER 38CKC036350 1703E13839

ICP NFCP4800C2 L0115 51543ICP NAC04AKA1 L011603548

MAGIC CHEF MCE42-15D2F-6 A13028GGBNO TAG N/A

MAGIC CHEF MCE42-15D2F-6 A12916GGBNO TAG N/A

Trane 4TWR4036D1000AA 15085841BFTrane GAM2A0B42S31SEA 151413AWBVTrane 4TWR4060D1000AA 15155TBU2FTrane GAM2A0C60S51SEA 15154PR5AV

Trane M4AC4048C1000AA 171240067MTrane M4AH4048A1000AA 170940739M

Mini-Split Daikin FTXB24AXVJU/RXB24AXVJU

Eubank: High Effiency W60CS10B1F00A 02H-P60301

LG LW8015HR 502TAZFF9133

AHU-1 Inter. Comf. Products FEM4X6000BL A144687991 2014 Unit # 1AHU-2 Inter. Comf. Products FSM4X6000A A111187522 2011 Unit # 2AHU-3 Inter. Comf. Products FSM4P4200A A125182494 2012 Unit # 3AHU-4 Trane-Amer STD TWE036C140A1 M414RL51V 1997 Unit # 4AHU-5 Rheem Manf. RHLL-HM6024JA W181220663 2012 Unit # 5AHU-6 Inter. Comf. Products FXM4X6000A A113783793 2011 Unit # 6AHU-7 Inter. Comf. Products FSM4P488A A104182892 2010 Unit # 7

CRAC Unit Liebert BF067A-CAE18053 95805-001 2007 Server Room

Dahlstrom Nature Preserve5131 FM 967, Buda

Public Safety Building

Kyle Depot100 N. Front St., Kyle

Jacob's Well1699 Mt. Sharp Rd., Wimberley

San Marcos DPS

San Marcos Road YardDRAFT

DRAFT


Mini-Split Gree Electric R1024HP230VIAH 5115GS01711 2015 Server RoomMini-Split Friedrich MW24C3G ABAC01799 2010 Evidence Lab

Pending Installation

New Public Safety Building

DRAFT

DRAFT

Unit Type Make Model Spring PM Winter PM2 additional Filter

ReplacementCarrier 48TJD028 760YA $ $ $Carrier 48TJD016 670YA $ $ $

Ruud RKMB-A150DL15E $ $ $

Ruud RKMB-A150DL15E $ $ $

Carrier 48TCDD14A2G6A0A0A0 $ $ $

Carrier 48TCDD12A2A6A0A0A0 $ $ $

Ruud RKkB-A120DL15E $ $ $

Rheem RA1348AD1AB $ $ $

Carrier 38CKC060620 $ $ $


Trane 2TTA3060A4000AA $ $ $



Rheem RPNL-036JAZ $ $ $

Rheem RPNL-036JAZ $ $ $

Total $ $ $

RFP 2020-P01 HVAC - Maintenance and Repair Services Countywide

Total Preventive Maintenance - Juvenile Detention Center including 2 additional Filter Replacements

Attachment B: Hays County HVAC Preventive Maintenance Pricing SheetFixed Cost Per Location

State price per location below (price to include Labor, and Materials)

Juvenile Detention Center 2250 Clovis R. Barker Rd., San Marcos

$DRAFT

DRAFT


Replacement

RTU # 05 Carrier 50TC-D08A2G6A0A0A0 $ $ $

RTU # 03 Carrier 50TC-A06AIA6A0A0A0 $ $ $







Condenser Carrier 24ABB318A320 $ $ $





RTU # 11 Carrier 50TC-B06A1A6A0A0A0 $ $ $

RTU # 12 Carrier 50TC-E09A2A6A0A0A0 $ $ $




RTU # 12i Carrier 50TC-D08A2G6A0A0A0 $ $ $


RTU # 15 Carrier 50TC-E08A2M6A0A0A $ $ $

RTU # 14 Carrier 50TC-E09A2A6A0A0A0 $ $ $

RTU # 13 Carrier 50TC-B04A2A3A0A0A0 $ $ $

Freezer Condenser Bally BEHA020E6-HT3B-B $ $ $


Jail - Sheriff1307 Uhland Rd., San Marcos



DRAFT

DRAFT

Cooler Condenser Bally BEHA030L6-HT3B-F $ $ $

RTU # 16 Carrier 50TC-D08A2A6A0A0A0 $ $ $

RTU # 18i Carrier 50TC-D08A2A6A0A0A0 $ $ $



RTU # 21i Carrier 50TC-A06AIA6A0A0A0 $ $ $





Mini-Split Carrier PKA-A12HA4 $ $ $

Mini-Split Daikin Ind. FTK24NMVJU $ $ $

Mini-Split Daikin Ind. TTA060C300A0 $ $ $

CRAC Unit LIRBERT BF067A-CAE18053 $ $ $

AHU-1 ICP FEM4X6000BL $ $ $

AHU-2 ICP FSM4X6000A1 $ $ $

AHU-3 ICP FSM4P4200A1 $ $ $

AHU-4 TRANE TWE036C170A1 $ $ $

AHU-5 Rheem Manf. RHLL-HM6024JA $ $ $

Total $ $ $

Total Preventive Maintenance - Jail, Sheriff including 2 additional Filter Replacements $DRAFT

DRAFT


Replacement

AHU-1 Inter. Comf. Products FEM4X6000BL $ $ $

AHU-2 Inter. Comf. Products FSM4X6000A $ $ $

AHU-3 Inter. Comf. Products FSM4P4200A $ $ $

AHU-4 Trane-Amer STD TWE036C140A1 $ $ $

AHU-5 Rheem Manf. RHLL-HM6024JA $ $ $

AHU-6 Inter. Comf. Products FXM4X6000A $ $ $

AHU-7 Inter. Comf. Products FSM4P488A $ $ $

CRAC Unit Liebert BF067A-CAE18053 $ $ $

Mini-Split Gree Electric R1024HP230VIAH $ $ $

Mini-Split Friedrich MW24C3G $ $ $

Total $ $ $

Pending Installation Will include this after building completion is done


Total Preventive Maintenance - Public Safety Building, Sheriff including 2 additional Filter Replacements

$

Public Safety Building - Sheriff

New Public Safety Building - Sheriff



DRAFT

DRAFT


Replacement

AAONRN-050-3-0-EB09-3C9:

BEHE-E0H-DLL-AGC-000BHBD-00-0000000AB $ $ $

AAONRN-040-3-0-EA09-3C9:

BEHE-E0H-DLM-AGC-000BHBD-00-0000000AB $ $ $

AAONRN-040-3-0-EA09-3C9:

BEHE-E0H-DLL-AGC-000BHBD-00-0000000AB $ $ $

AAONRN-050-3-0-EA09-3C9:

BEHE-E0H-DLL-AGC-000BHBD-00-0000000AX $ $ $

AAONRN-070-3-0-EA09-3D9:

BEHF-E0H-GEL-AGC-000CHBD-00-0000000AX $ $ $

AAONRN-050-3-0-EA09-3C9:

BEHE-E0H-DLM-AGC-000BHBD-00-0000000AB $ $ $

AAONRN-031-3-0-EA09-3C9:

BEHP-E0H-DLL-AGC-000AHBD-00-0000000AB $ $ $

AAONRN-040-3-0-EB09-3C9:

BEHP-E0H-DLL-AGC-000BHBD-00-0000000AB $ $ $

AAONRN-060-3-0-EA09-3D9:

BEHE-E0H-DLM-AGC-000BHBD-00-0000000AX $ $ $

AAONRN-060-3-0-EB09-3C9:

BEHE-E0H-DLM-AGC-000BHBD-00-0000000AX $ $ $

AAONRL-075-3-0-CB04-222:

BEBE-E00-HB1-DNF-DD0A0BD-00-0000000AX $ $ $

AAONRL-075-3-0-CB04-222:

BEBE-E00-HEL-DNF-DD0A0BD-00-0000000AX $ $ $

Data Aire DRCU-0734-5 $ $ $

Data Aire DAPA-0534-A0 $ $ $






Government Center - Countywide712 S. Stagecoach Trail, San Marcos



DRAFT

DRAFT

Loren Cook $ $ $

Loren Cook $ $ $

Loren Cook 195 ACE 195C9B $ $ $

Loren Cook $ $ $

Loren Cook 195 ACE 195C9B $ $ $

Total $ $ $

Total Preventive Maintenance - Government Center, Countywide including 2 additional Filter Replacements

$

DRAFT

DRAFT


Replacement

Trane TTA150H300AA $ $ $

Trane TWE150E3000AA $ $ $

Trane BAYHTRM320AB $ $ $



Trane TEM4A0C60S51SAA $ $ $

Trane TWE090D100AB $ $ $

Trane YCD150E3L0AA $ $ $

Trane YSC12DE3RXA0L800100000000 $ $ $

Trane YSC120E3RXA0LB00100000000 $ $ $



Trane 4TWA4060A3000AA $ $ $

Trane TWA073D30RAB $ $ $

Total $ $ $


Courthouse - Countywide111 E. San Antonio St., San Marcos



Total Preventive Maintenance - Courthouse, Countywide including 2 additional Filter Replacements $DRAFT

DRAFT


Replacement

American Standard TWE180B300CA $ $ $

TRANE TWE180B300CA $ $ $

TRANE TTA150B300DA $ $ $

TRANE TWE036C140B0 $ $ $

TRANE TTA036D00A0 $ $ $

TRANE TWE120B300DA $ $ $

TRANE TTA120B300DA $ $ $

TRANE TWE120B300DA $ $ $

TRANE TTA120B300EA $ $ $

TRANE TWE090A300DA $ $ $


TRANE TWE090A300DA $ $ $


COMPU-AIRE MKA-212 € $ $ $

COMPU-AIRE MKA-212 © $ $ $

Total $ $ $


Local Health Department - Countywide401 Broadway St. # A, San Marcos



Total Preventive Maintenance - Local Health Department, Countywide including 2 additional Filter Replacements $DRAFT

DRAFT


Replacement

CARRIER 24ABB348A510 $ $ $

CARRIER FB4CNP048L00EBAA $ $ $

CARRIER 38CKC036510 $ $ $

CARRIER FA4ANF036000AGAA $ $ $

TRANE 4TWB4024E1000AA $ $ $

TRANE 4TEH3F24B1000AB $ $ $

TRANE 4TWB4018E1000AA $ $ $


TRANE 4TWB4036E1000AB $ $ $





TRANE $ $ $







TRANE 4TWB4048E1 $ $ $





Yarrington Complex - Countywide2171 Yarrington Rd., Kyle



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AAON H3-BRA-8-0-102C-3DS $ $ $

AARON CC-B-010-8-D-2 $ $ $

MAMMOTH GB3BM-042K-B-10B $ $ $

MAMMOTH GS3BA-036CA $ $ $

SANYO CH1872 $ $ $

SANYO XHS1872 $ $ $

Ameristar M4THS1518A11NAA $ $ $

Ameristar M4MHW1518A1N0AA $ $ $

MITSUBISHI MUZ-GE09NA $ $ $

MITSUBISHI MUSY-GA24NA $ $ $

MITSUBISHI MUY-GA24NA $ $ $

MITSUBISHI MS2-GE09NA $ $ $

Total $ $ $


Replacement

Goodman GSX140421KD $ $ $

Goodman ARUF43C14AC $ $ $

Total $ $ $


Driftwood Road Department - Countywide

RFP 2020-P01 HVAC - Maintenance and Repair Services CountywideAttachment B: Hays County HVAC Preventive Maintenance Pricing Sheet

Fixed Cost Per Location

Total Preventive Maintenance - Driftwood Road Dept., Countywide including 2 additional Filter Replacements $

Total Preventive Maintenance - Yarrington Complex, Countywide including 2 additional Filter Replacements $

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Replacement

Thermal Zone MSC412HP13115CA $ $ $

Thermal Zone MSC412HP13115EA $ $ $

Total $ $ $


Replacement

ICP FXM4X3600AL $ $ $

FRIGIDAIRE B3BM-030K-AB $ $ $

NORDYNE B6BMM024K-A $ $ $

AIRE-F10 AFAIR10B36-B $ $ $

RHEEM RAF2-030JAS $ $ $

HABC-F024SD $ $ $

Total $ $ $



$Total Preventive Maintenance - Wimberley Road Dept., Countywide

including 2 additional Filter Replacements

Attachment B: Hays County HVAC Preventive Maintenance Pricing Sheet

Wimberley Road Department - Countywide



Fixed Cost Per LocationState price per location below (price to include Labor, and Materials)

Total Preventive Maintenance - WIC - Kyle, Countywide including 2 additional Filter Replacements $

WIC - Kyle - Countywide

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Replacement

Thermal Zone MSC412HP13115CA $ $ $

Total $ $ $


ReplacementLG LW8015HR $ $ $

Total $ $ $



Transfer Station - Countywide



$

Total Preventive Maintenance - Citizen's Collection Station, Countywide including 2 additional Filter Replacements


$

Total Preventive Maintenance - Citizen's Collection Station, Countywide including 2 additional Filter Replacements


Citizen's Collection Station - Countywide1691 Carney Ln., Wimberley

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Replacement

TRANE GAF2A0A36S31SAA $ $ $

TRANE 4TTB3030E1000AA $ $ $

TRANE GAT2A0C60S51SAA $ $ $

TRANE 4TTB3060D1000BA $ $ $





TRANE N/A $ $ $




TRANE N/A $ $ $








MITSUBISHI PKA-A12HA4 $ $ $

MITSUBISHI PUY-A12NHA4 $ $ $

TRANE GAT2A0B42531SAA $ $ $



Precinct 2 Office - Countywide5458 Jack C. Hays Trl., Kyle



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TRANE GAT2A0B42531SAA $ $ $


Total $ $ $


Replacement

LENNOX LCA060H4BE5G $ $ $

LENNOX LCA060H4BN5G $ $ $

LENNOX N/A $ $ $

YORK ZR090E18R4B3BAA2A1 $ $ $

YORK ZR090E18R4B3BAA2A1 $ $ $

YORK DHP36NWB21S $ $ $

YORK DHP36CSB21S $ $ $

YORK DHR18CSB21S $ $ $

YORK DHP24CSB21S $ $ $

YORK MC48C3XC1A $ $ $

YORK YCJD48S44S3A $ $ $

YORK YCJD48S44S3A $ $ $

Total $ $ $


Precinct 3 Office - Countywide200 Stillwater Circle, Wimberley

Total Preventive Maintenance - Precinct 2 Office, Countywide including 2 additional Filter Replacements $



$Total Preventive Maintenance - Precinct 3 Office, Countywide


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Replacement

TRANE BAYHTRL112AC $ $ $

TRANE TWE090B100EL $ $ $



TRANE 2TEC3F42CI000AA $ $ $

TRANE 2TWB3042A1000AA $ $ $






Total $ $ $


$Total Preventive Maintenance - Precinct 4 Office, Countywide


Precinct 4 Office - Countywide195 Roger Hanks Pkwy., Dripping Springs



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Replacement

CARRIER FA4ANF030 $ $ $

CARRIER UPQL-024JEZ $ $ $

CARRIER FA4ANF0300000AGAA $ $ $



CARRIER 38CKC060---371--- $ $ $



ICP NFCP4800C2 $ $ $

ICP NAC04AKA1 $ $ $

MAGIC CHEF MCE42-15D2F-6 $ $ $

NO TAG N/A $ $ $

MAGIC CHEF MCE42-15D2F-6 $ $ $

NO TAG N/A $ $ $

Total $ $ $

RFP 2020-P01 HVAC - Maintenance and Repair Services CountywideAttachment B: Hays County HVAC Preventive Maintenance Pricing Sheet


Total Preventive Maintenance - Precinct 5 Office, Countywide including 2 additional Filter Replacements $

Precinct 5 Office - Countywide500 Jack C. Hays Trl., Buda

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Replacement

Trane 4TWR4036D1000AA $ $ $

Trane GAM2A0B42S31SEA $ $ $

Trane 4TWR4060D1000AA $ $ $

Trane GAM2A0C60S51SEA $ $ $

Total $ $ $


Replacement

Trane M4AC4048C1000AA $ $ $

Trane M4AH4048A1000AA $ $ $

Total $ $ $





$Total Preventive Maintenance - Kyle Depot, Countywide


Jacob's Well - Countywide1699 Mt. Sharp Rd., Wimberley

Kyle Depot - Countywide100 N. Front St., Kyle



$Total Preventive Maintenance - Jacob's Well, Countywide


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Replacement

Mini-Split Daikin FTXB24AXVJU/RXB24AXVJU $ $ $

Total $ $ $


Replacement

Eubank: High Effiency W60CS10B1F00A $ $ $

Total $ $ $



$Total Preventive Maintenance - San Marcos DPS, Countywide


San Marcos DPS - Countywide

Dahlstrom Nature Preserve - Countywide5131 FM 967, Buda




$Total Preventive Maintenance - Dahlstrom Nature Preserve, Countywide



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ReplacementLG LW8015HR $ $ $

Total $ $ $



$Total Preventive Maintenance - San Marcos Road Yard, Countywide



San Marcos Road Yard - Countywide

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HAYS COUNTY

PREVENTIVE MAINTENANCE

GUIDES

FY 2017

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Hays County

Page i

Performance Work Statement

Hays County

TABLE OF CONTENTS

Technical Exhibit TE-4

Preventive Maintenance Requirements Preventive Maintenance Guide

A-1 Air Dryer, Refrigerated or Regenerative Desiccant Type (Frequency: Semiannual) 1 A-2 Unitary, Heating and Cooling Unit Application (Frequency: Annual) 3 A-3 Humidification Systems (Frequency: Semiannual) 5 A-4 Air Compressor (Frequency: Semiannual) 6 A-5 Air Conditioning Machine; Split System (Frequency: Comfort - Annual, Special - Monthly) 7 A-6 Air-Conditioning Machine Package Unit (Comfort Cooling) (Frequency: Annual) 9 A-7 Air-Conditioning Machine, Package Unit (Special Purpose) (Frequency: Monthly) 11 A-8 Air-Conditioning, Window Unit (Frequency: Annual) 13 A-9 Air-Cooled Condenser (Frequency: Annual) 15 A-10 Heat Pumps (Frequency: Annual) 17 A-11 Air Handler Unit (Frequency: Annual) 19 A-12 Glycol Dry Cooler (Frequency: Comfort - Annual, Special - Semiannual) 21 A-13 Air Conditioning Unit, Ceiling/Wall Mounted (Frequency: Comfort - Annual, Special - Monthly)23 A-15 After-Cooler/Separator (Frequency: Semiannual) 25 B-1 Battery Charger (Frequency: Quarterly) 26 B-2 Boiler (Coal, Oil, and Gas) (Frequency: Annual) 27 B-3 Burner, Gas (Frequency: Annual) 29 B-4 Burner, Oil (Frequency: Annual) 31 B-5 Boiler, Electric (Frequency: Annual) 33 B-6 Boiler, Instruments/Controls (Frequency: Annual) 34 B-7 Boiler, Internal Inspection and Hydrostatic Test (Frequency: Annual) 35 B-8 Boiler, External Inspection (Frequency: Annual) 38 C-1 Clocks, Central System (Frequency: Semiannual) 40 C-2 Remote Air Intake Dampers (Frequency: Semiannual) 41 C-3 Coils Preheat, Reheat, Etc. (Remote Locations) (Frequency: Annual) 42 C-4 Central Mini-Computer, HVAC Systems (Frequency: Quarterly) 43 C-5 Automatic Mixing Box Pneumatic or Electric (Frequency: Annual) 44 C-6 Controls, Central System HVAC (Frequency: Annual) 45 C-7 Condensate or Vacuum Pump (Frequency: 46 C-8 Central Control Panel (Frequency: 47 C-9 Cooling Tower, Maintenance (Frequency: Annual) 48 C-10 Cooling Tower, Cleaning (Frequency: Quarterly) 51 C-11 Evaporative Condenser (Frequency: Annual) 54 C-13 Crane, Electric (Frequency: Quarterly) 57 C-14 Chain Hoist and Trolley (Frequency: Annual) 58 C-21 Carts and Scooters, Engine or Battery Powered (Frequency: Annual) 59 C-24 Condensing Unit, Refrigeration (Frequency: Critical: Monthly, Comfort: Annual) 61 D-1 Door, Power Operated (Frequency: Semiannual) 63 D-3 Roof Drains, Downspout, and Gutter Inspection (Frequency: Annual) 64 D-4 Door, Automatic Hydraulic Electric or Pneumatic Operated Main Entrance (Frequency: ---------------------------- 65 D-5 D-6 D-9 D-10 E-1 E-2 E-3 E-4

Doors, Main Entrance (Frequency: Semiannual) 66 Drains, Areaway, Driveway, Storm (Frequency: 67 Distiller, Water, Laboratory Use Only (Frequency: Annual) 68 Door, Manual Overhead (Frequency: Annual) 69 Elevators, Electric or Hydraulic (Frequency: Monthly) 70 Elevators, Electric or Hydraulic (Frequency: Quarterly) 72 Elevators, Electric or Hydraulic (Frequency: Semiannual) 73 Elevators, Electric or Hydraulic (Frequency: Annual) 74

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Hays County Performance Work Statement


Preventive Maintenance Requirements Preventive Maintenance Guide Hays County

Page iv

E-5 Elevator, Electric, Inspection (Frequency: Semiannual) 76 E-6 Elevator, Electric, Inspection (Frequency: Annual) 78 E-7 Elevator, Electric, Inspection (Frequency: 5 Year) 80 E-8 Elevator, Hydraulic, Inspection (Frequency: Semiannual) 90 E-9 Elevator, Hydraulic, Inspection (Frequency: 92 E-10 Escalators and Moving Walks, Inspection (Frequency: Annual) 101 E-15 Escalator (Frequency: Weekly) 103 E-16 Escalator (Frequency: Annual) 104 E-17 Expansion Joints In Piping (Frequency: Annual) 105 E-18 Emergency Lights, Wet Cell (Frequency: Quarterly) 106 E-19 Emergency Lights, Closed Systems (Frequency: Quarterly) 107 E-20 Induction Disc Over Current Relay (Frequency: 108 E-21 Over and/or Under Voltage Relay (Frequency: Annual) 110 E-22 Thermal Over Current Relay (Frequency: Annual) 112 E-23 Induction Disc - Directional Over Current Relay (Frequency: Annual) 114 E-24 Power Factor Reverse Current or Watt Type Relay (Frequency: Annual) 116 E-25 E-25A

Ground Fault Type Transformer or Differential Relay (Frequency: Annual) Bolted Pressure Contact Switch (low voltage) Switch (low voltage) (Frequency: Ground Fault Operated: Annual, Stand Alone: Three Years

117 118

E-26 Low Voltage Molded Case Circuit Breaker (Frequency: Three years) 119 E-27 Low Voltage Power Air Circuit Breakers (Over 100 Amps) (Frequency: Three years) 120 E-28 Motor Starters, 100 Hp and Greater (Frequency: Three years) 122 E-29 High Voltage Oil Circuit Breaker (Frequency: Annual) 123 E-30 Switchboards, Medium Voltage (Frequency: Three years) 124 E-30A Switchboard, Low Voltage (Per Cubicle) (Frequency: Three Years) 126 E-31 Network Protectors 600V Class (Frequency: Annual) 128 E-32 High Voltage Network and Power Type Transformer (Oil Filled) (Frequency: Annual) 130 E-33 High Voltage Network and Power Dry Type Transformers (Frequency: Annual) 132 E-34 Disconnects (Isolating Switch; Per Switch) (Frequency: Annual) 133 E-35 Motor Control Center (MCC) (Frequency: Semiannual) 135 E-36 E-37

Automatic Transfer Switch (Frequency: 3 Years) Bus Duct, Low Voltage, and Connectors (Frequency: Aluminum: Annual, Outdoors: Annual,

136

Copper: 3 138 E-37A Bus Duct, Metal Enclosed, and Connectors (Frequency: Aluminum: Annual, Outdoors: Annual,

Copper: 3 141 E-38 High Voltage Air Circuit Breaker (Frequency: Annual) 143 E-39 Supervision Set (Frequency: Annual) 144 E-40 Emergency Generators, Electric, Gasoline, or Natural Gas Engines (Frequency: Annual) 145 E-41 Emergency Generators, Electric, Diesel Engines (Frequency: Quarterly) 147 E-41A Emergency Generators, Electric, Diesel Engines (Frequency: Annual) 148 E-42 Emergency Generators, Electric (Frequency: Weekly) 150 E-42A Emergency Generators, Electric (Frequency: Monthly) 152 E-42B Emergency Generators, Electric (Frequency: Quarterly) 154 E-42C Emergency Generators, Electric (Frequency: Semiannual) 155 E-43 Lead Acid Battery (Frequency: Quarterly) 157 E-43A Lead Acid Battery - Sealed Type (Gell Cell) (Frequency: Quarterly) 159 E-44 Nickel Cadmium Battery (Frequency: Quarterly) 160 E-44A Primary Battery (Dry Cell) (Frequency: Monthly) 161 E-46 Battery, Uninterruptible Power System (Frequency: Monthly) 162 E-46A Battery, Uninterruptible Power System (Frequency: Quarterly) 164 E-46B Battery, Uninterruptible Power System (Frequency: Annual) 165

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Hays County

Page iv


E-49 Emergency Pumps and Ventilators (Frequency: Annual) 166 E-50 Emergency Pumps and Ventilators (Frequency: Quarterly) 167 E-51 Motor Starter, Less than 100 Hp (Frequency: Annual) 168 E-52 Auxiliary Protective Relays (Frequency: 169 E-56 Dimmer and Control, Stage and General Lighting (Frequency: Quarterly) 170 E-57 Low Voltage Dry Type Transformer (30 KVA or More, 600 Volts or Less) (Frequency: 3 years)171 E-58 Power Distribution Units (POU) (Frequency: Semiannual) 172 E-59 Uninterruptible Power Systems (UPS) (Frequency: Quarterly) 174 E-60 Uninterruptible Power Systems (UPS) (Static) (Frequency: 175 E-61 Uninterruptible Power Systems (UPS) Static (Frequency: Annual)1 177 E-65 Uninterruptible Power Systems (UPS) (Frequency: Annual, Quarterly) 178 E-66 Uninterruptible Power Systems (UPS) (Frequency: Annual, Semi-Annual) 180 F-1 Alarm Check Valves and Accessories (Frequency: Monthly) 188 F-1A Alarm Check Valves and Accessories (Frequency: Quarterly) 189 F-2 Dry Pipe, Deluge and Preaction Valves (Frequency: Weekly) 190 F-2B Dry Pipe, Deluge, and Preaction Valves (Frequency: Annual) 192 F-3 Post Indicator Valves (Frequency: Annual) 194 F-4 Fire Control Valves (Frequency: Monthly) 195 F-4A Fire Control Valves (Frequency: Quarterly) 196 F-4B Fire Control Valves (Frequency: 197 F-5 Fire Pump - Diesel Engine Driven (Frequency: Weekly) 198 F-5A Fire Pump - Diesel Engine Driven (Frequency: Monthly) 200 F-5B Fire Pump - Diesel Engine Driven (Frequency: Quarterly) 201 F-5C Fire Pump - Diesel Engine Driven (Frequency: Annual) 202 F-6 Fire Pump - Electric Motor Driven (Frequency: Weekly) 204 F-6A Fire Pump - Electric Motor Driven (Frequency: Monthly) 205 F-6B Fire Pump - Electric Motor Driven (Frequency: Annual) 206 F-8 Fire Hose - 1.5 in., Racked in Buildings (Frequency: Monthly) 208 F-8A Fire Hose - 1.5 in. Racked in Buildings (Frequency: Annual) 209 F-9 Fire Department Hose Connections - Standpipe Outlets (Frequency: Monthly) 210 F-9A Fire Department Hose Connections - Standpipe Outlets (Frequency: Five Years) 211 F-10 Fire Department Pumper Connections - Standpipe or Sprinkler (Frequency: Monthly) 212 F-11 Fire Doors - Stairwells and Exitways, Swinging (Frequency: Quarterly) 213 F-12 Fire Doors - Sliding and Vertical Rolling (Frequency: Quarterly) 214 F-13 Fire Supervisory Signals - Testing (Frequency: Quarterly) 215 F-14 Automatic Fire Detection - Smoke Detectors (Frequency: Annual) 216 F-14B Automatic Fire Detection - Heat Detectors (Frequency: Annual) 218 F-14C Smoke Control Systems - Operational Testing (Frequency: Semiannual) 220 F-15 Fire Alarm Control Panel and Remote Annunciators (Frequency: Annual) 221 F-15A Fire Alarm Control Panel - Special Systems (Frequency: Annual) 223 F-15B Central Station Transmitter (Frequency: Annual) 225 F-15C Central Station - Receiver and Re-Transmission Equipment (Frequency: Daily) 226 F-16 Fire Alarm System - Recorder (Frequency: Weekly) 228 F-16A Fire Alarm System - Event Printer (Frequency: Quarterly) 229 F-16B Fire Alarm System - Audio Control Panel (Frequency: Annual) 230 F-16C Fire Alarm System - Remote Controller (Frequency: Annual) 231 F-160 Fire Alarm System - Remote Amplifier (Frequency: Annual) 232 F-17 Manual Fire Alarm Stations - Coded and Uncoded (Frequency: Annual) 233 F-18 Fire and Smoke Dampers (Frequency: Two Years) 234 F-19 Fire Hydrants - Dry Barrel and Wet Barrel (Frequency: Semiannual) 235 F-19A Fire Hydrant Flow Test- Dry Barrel and Wet Barrel (Frequency: Five Years) 236

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Page v

F-20 Sprinkler Heads - Sprinklered Areas (Frequency: Annual) 238 F-20A Antifreeze Solution in Sprinkler Systems (Frequency: Annual) 239 F-21 Water Spray Extinguishing Systems (Frequency: Monthly) 241 F-21A Water Spray Extinguishing Systems (Frequency: Annual) 242 F-22 Fire Extinguishers, Stored Pressure with Gauge (Frequency: Annual) 244 F-22A Fire Extinguishers - Stored Pressure With Gauge (Non- Stainless Steel Shell) (Frequency: 6-

years) 246 F-22B Fire Extinguishers - Non rechargeable (Frequency: Annual) 247 F-23 Fire Extinguishers, Gas Cartridge or Cylinder (No Gauge) (Frequency: Annual) 248 F-24 Fire Extinguishers - Inspection (Frequency: 250 F-24 Fire Extinguishers - Inspection (Frequency: Monthly) 251 F-25

F-26

F-26A

Fire Extinguishers, Hydrostatic Testing of Carbon Dioxide, Stored Pressure and Cartridge Type (Frequency: 5 or 12 years) 252 Fire Extinguishing Systems, Carbon Dioxide (High Pressure) Halon, Dry Chemical - Inspection (Frequency: 254 Fire Extinguishing Systems, Carbon Dioxide (High Pressure) Halon, Dry Chemical (Frequency:

K-1

Play Structure, Surfacing, Location and Accessibility, Size, and Placement, and Storage Area, Maintenance Worksheet (Frequency: 289

Sem 255 F-27 Fan, Centrifugal (Frequency: Annual) 257 F-28 Filter, Movable Curtain, Oil Coated (Frequency: Quarterly) 258 F-29 Filter, Roll Type, Disposable (Frequency: 259 F-30 Filters, Viscous Type(Wire Mesh) (Frequency: Quarterly) 260 F-31 Filter, Roll Type Disposable Media, Manual or Motor Driven (Frequency: Annual) 261 F-31 Filter, Roll Type Disposable Media, Manual or Motor Driven (Frequency: Annual) 262 F-32 Filter, Throw Away (Frequency: Quarterly) 263 F-33 Filters, Electrostatic (Frequency: Quarterly) 264 F-36 Fans, Propeller, 24" Diameter or Larger (Frequency: Annual) 265 F-38 Lightning Protection(Per Down Conductor) (Frequency: Annual) 266 F-39 Cafeteria Exhaust Hood, Duct System (Frequency: Semiannual) 267 F-40 Filter, Throw Away, Bag Type (Frequency: Semiannual) 268 F-43 Filter, Charcoal (Frequency: Quarterly) 269 F-44 Fountain, Memorial or Decorative (Frequency: Semiannual) 270 F-46 Fireplace (Frequency: Monthly) 271 F-47 Fireplace (Frequency: 272 F-49 Filter, Control Air (Frequency: Quarterly) 273 G-1 Fuel Oil Filter/Strainer (Frequency: Semiannual) 274 G-2 Grease Traps (Frequency: Monthly) 275 G-3 Fences and Gates, Security/Access (Frequency: Semiannual) 276 H-1 Hot Water Converters (Steam) (Frequency: Annual) 277 H-2 Hot Water Heater - Gas (Frequency: Annual) 278 H-3 Hot Water Heater - Electric (Frequency: Annual) 279 H-4 Plate Heat Exchanger (Frequency: Annual) 280 H-5 Hot Water Heater - Steam Coil (Frequency: Annual) 281 H-6 Hot Air Furnace (Frequency: Annual) 282 H-12 Unit Heater, Fuel Oil (Frequency: 283 H-15 Hoist, Electric (Frequency: Annual) 284 1-2 Fan Coil Units, Under Window Type 285 1-3 Induction Units, Under Window Type (Frequency: Annual) 286 1-4 Fan Coil Unit, Ceiling Hung (Frequency: Annual) 287 1 -5 Fan Coil Unit, Ceiling Hung, VAV Box with Electric Reheat (Frequency: Annual) 288

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Hays County

Page vi


Hays County



K-2 Play Structure, Sliding Equipment (Frequency: Quarterly) 290 K-3 Play Structure, Swing (Frequency: Monthly) 291 K-4 Play Structure, Climbing Equipment (Frequency: Monthly) 292 K-5 Play Structure, Rotating, Spring Rocking, and Seesaws (Frequency: Monthly) 294 K-6 Play Structure, Sand and Water Play Equipment (Frequency: Monthly) 295 K-7 Play Structure, Signs, Trees, and Pathways (Frequency: Semiannual) 296 K-8 Play Structure, Playhouse, Garden, and Manipulatives (Frequency: Annual) 297 K-9 Play Structure, Carriages and Buggies (Frequency: Annual) 298 K-100 Kitchen Equipment, Dish!Tray, Busing Conveyor (Frequency: Quarterly) 299 K-100A Kitchen Equipment, Dish!Tray, Busing Conveyor (Frequency: Semiannual) 300 K-101 Kitchen Equipment, Dishwashing Machine (Frequency: Quarterly) 301 K-101A Kitchen Equipment, Dishwashing Machine, Electric (Frequency: Semiannual) 302 K-102 Kitchen Equipment, Fryer (Frequency: Quarterly) 303 K-102A Kitchen Equipment, Fryer (Frequency: Semiannual) 304 K-103 Kitchen Equipment, Grill (Frequency: Quarterly) 305 K-103A Kitchen Equipment, Grill (Frequency: Semiannual) 306 K-104 Kitchen Equipment, Ice Cream and Shake Maker (Frequency: Quarterly) 307 K-104A Kitchen Equipment, Ice Cream and Shake Maker (Frequency: Semiannual) 308 K-105 Kitchen Equipment, Ice Maker (Frequency: Quarterly) 309 K-105A Kitchen Equipment, Ice Maker (Frequency: Semiannual) 310 K-106 Kitchen Equipment, Kettle (Frequency: Quarterly) 311 K-106A Kitchen Equipment, Kettle (Frequency: Semiannual) 312 K-107 Kitchen Equipment, Oven (Frequency: Quarterly) 313 K-107A Kitchen Equipment, Oven (Frequency: Semiannual) 314 K-108 Kitchen Equipment, Range (Frequency: Quarterly) 315 K-108A Kitchen Equipment, Range (Frequency: Semiannual) 316 K-109 Kitchen Equipment, Refrigerators/Freezers (Walk-In Units) (Frequency: Quarterly) 317 K-109A Kitchen Equipment, Refrigerators/Freezers (Walk-In Units) (Frequency: Semiannual) 318 K-110 Kitchen Equipment, Boiler/Generator, Steam (Frequency: Quarterly) 319 K-110A Kitchen Equipment, Boiler/Generator, Steam (Frequency: Semiannual) 320 L-2 Loading Ramp, Adjustable (Frequency: Quarterly) 321 L-3 Lighting, Special Fixture (Frequency: Annual) 322 L-4 Lighting, Outside; Incandescent (Frequency: Semiannual), Fluorescent, Mercury Vapor Or High

Pressure Sodium ( Frequency: Five Years) 323 L-5 Lawn Sprinklers (Per Nozzle) (Frequency: 324 L-8 Spotlights, Fixed And Portable (Frequency: Monthly) 325 L-10 Lift, Electric, Stage Screen (Frequency: Semiannual) 326 M-1 Manhole, Electrical (Frequency: 327 M-2 Manholes, Sewer (Frequency: Quarterly) 328 M-3 Motors, Preventive Maintenance (Frequency: Annual) 329 M-3A Motors, Predictive Maintenance (Frequency: Annual) 330 M-4 Manhole (Water, Steam, and Fuel Oil) (Frequency: Semiannual) 332 M-5 Material Handling Equipment, Electric Lift Trucks (Frequency: Monthly) 333 M-5A Material Handling Equipment, Electric Lift Trucks (Frequency: Annual) 335 M-6 Material Handling Equipment, Engine Driven (Frequency: Semiannual) 336 M-7 Material Handling Equipment, Non-Power Operated (Frequency: Annual) 337 M-9 Mobile Equipment (Frequency: Annual) 338 M-10 Motor Controller Unit, 600 Volts or 200 Hp and Above (Frequency: Annual) 339 M-11 Motors, 3-Ph, 600 Volts or 200 Hp and Above. (Frequency: Annual) 341 P-4 Pump, Centrifugal (Frequency: Annual) 343 P-6 Pump, Vacuum (Frequency: Semiannual) 345

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Page vii

R-1 Radiator, Heating (Frequency: Five Years) 346 R-2 Roof Inspection, Built Up Type (Frequency: Semiannual) 347 R-2A Roof Inspection, Shingle Type (Frequency: Semiannual) 348 R-3 Refrigeration Machine, Absorption Unit (Frequency: Annual) 355 R-4 Central Chilled Water Package Unit: Comfort Cooling or Drinking Water (Frequency: Annual),

Special Purpose or Computer Cooling (Frequency: Quarterly) 358 R-5 Refrigeration Machine, Centrifugal (Frequency: Annual) 360 R-6 Refrigeration Machine, Reciprocating and Scroll (Frequency: Annual) 362 R-7 Refrigeration Machine, Rotary Screw (Frequency: Semiannual) 364 R-8 Control Panel, Central Refrigeration Unit (Frequency: Annual) 366 R-9 Radiation - Baseboards/Convectors (Steam, Hot Water, or Electric, per Linear Foot)

(Frequency: 2 Years) 367 R-11 Refrigeration Controls, Central System (Frequency: Annual) 368 R-13 Non-Destructive Chiller Tube Analysis (Frequency: Three Years) 369 R-14 High Efficiency Purge Units (Frequency: Annual) 370 R-15 Refrigerant Monitor (Frequency: Monthly) 372 S-2 Sewage Ejector (Pneumatic Tank Type Ejectors) (Frequency: Annual) 373 S-5 Sweeper (Frequency: Semiannual) 374 S-6 Sewage Ejector, Sump Type (Frequency: Annual) 375 S-7 Sump Pump (Frequency: Annual) 376 S-8 Strainer, Y-Type (Frequency: Annual) 377 S-9 Strainer, Bolted Flange Type (Water and Steam) (Frequency: Annual) 378 S-10 Scrubbing Machine (Battery or Propane Powered) (Frequency: Quarterly) 379 S-11 Snow Blower (Frequency: Annual) 380 S-14 Dual Strainer (Frequency: Annual) 381 S-15 Backwash Strainer (Frequency: Annual) 382 T-1 Tanks, Water, (All Types) (Frequency: 3 384 T-2 Tank, Air/Refrigerant/LP Gas (Frequency: 384 T-3 Tanks, Fuel Oil Storage (Frequency: 4 Years) 385 T-4 Underground Storage Tank (UST) (Frequency: Monthly) 386 T-5 Trash Compactor (Frequency: Annual) 387 T-6 Tank, Chemical (Frequency: Annual) 388 T-8 Traps (All Types) (Frequency: Low Press: -Every 5 Years, High Press: Annual) 389 U-1 Unit Heaters (Steam and Hot Water) (Frequency: Annual) 390 U-2 Unit Heater (Gas and Oil Fired) (Frequency: Annual) 391 V-2 Valve, Safety Relief (Frequency: Monthly) 392 V-3 Valves, Regulating (Frequency: Annual) 393 V-4 Valves, Fire System - Pressure Regulating Type (Frequency: Monthly) 394 V-4A Valves, Fire System - Pressure Regulating Type (Frequency: Annual) 395 V-4B Valves, Fire System - Pressure Regulating Type (Frequency: Five Years) 397 V-5 Valve, Manually Operated (Frequency: Main Line or Critical - Annual, Other Over Two Inches

- 5 years) 399 V-6 Valve, Motor Operated (Frequency: Annual) 400 V-7 Valve, Hydraulic/Pneumatic/Electric (Frequency: Annual) 401 V-8 Check Valve, Critical (Frequency: Annual) 402 V-9 Backflow Preventer (Frequency: Annual) 403 V-10 Vacuum System, Centralized (Frequency: 405 W-1 Drinking Water Filter Systems (Frequency: Quarterly) 406 W-2 Wash, Emergency (Frequency: Weekly) 407 W-3 Water Softener (Frequency: Semiannual) 408 W-4 Filter, Water (Frequency: Semiannual) 409

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Hays County

Page viii

Pertorrnance Work Statement

Hays County



W-5 W-7 W-8 W-8 W-9 X-21 X-22 X-23 X-26 X-26A X-29 X-32 X-37 X-39 X-41

Window washing Scaffold, Power Operated (Frequency: Annual) 410 Wheelchair Lift (Frequency: Monthly) 411 Water Treatment for Cooling Systems (Frequency: Monthly) 412 Water Treatment for Cooling Towers (Frequency: Monthly) 414 Water Treatment for Heating Systems (Frequency: Monthly} 415 Key Card System (Frequency: Quarterly) 416 Electric Flag Pole (Frequency: Quarterly) 417 Unit Heater, Electric (Frequency: Semiannual) 418 Solar Heating System (Frequency: Semiannual) 419 Solar Heating System, (Solar Collectors) (Frequency: Annual) 420 Chemical Feeder (Frequency: Semiannual) 421 Parking Arm Gates (Frequency: 422 Emergency Shower (Frequency: Annual) 423 Septic Tank (Frequency: Annual) 424 Tractor, Diesel (Frequency: Monthly, Semiannual, Annual) 425

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Page 1

A-1 Air Dryer, Refrigerated or Regenerative Desiccant Type (Frequency: Semiannual)

Application:

This guide card applies to refrigerated or regenerative desiccant type air dryers with a capacity of 1O SCFM or greater. Those units with a capacity of less than 10 SCFM will be maintained in conjunction with the air compressor that they are associated with.

Special Instructions:

1. Schedule this maintenance in conjunction with the maintenance on the associated air compressor. 2. Review manufacturer's instructions. 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. De-energize, lock and tag electrical circuits. 5. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)

regulations as they apply to protection of stratospheric ozone. 6. No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of

refrigeration equipment, the refrigerant must be recovered. 7. Whenever refrigerant is added or removed from equipment, record the quantities on the appropriate

forms. 8. Recover, recycle, or reclaim the refrigerant as appropriate. 9. If disposal of the equipment item is required, follow regulations concerning removal of refrigerants and

disposal of the item. 10. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 11. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled

accordingly. 12. For refrigerant type units, closely follow all safety procedures described in the Material Safety Data

Sheet (MSDS) for the refrigerant and all labels on refrigerant containers. Checkpoints:

1. Lubricate valves and replace packing, if necessary. 2. Check dryer operating cycle. 3. Inspect and clean heat exchanger. 4. Check outlet dew point. 5. Clean and lubricate blower. 6. Check automatic blow down devices. 7. Inspect and replace or reinstall inlet filters. 8. Refrigerated Type:

a. Check traps. b. Check refrigerant level and moisture content. If low level or moisture is indicated, check for

refrigerant leaks using a halogen leak detector or similar device. If leaks are not able to be stopped or corrected, report leak status to supervisor.

c. Clean and lubricate condenser fan motor. 9. Desiccant Type:

a. Replace filter Cartridges, both prefilter and afterfilter. b. Check the inlet flow pressure, temperature and purge rate. c. Check the desiccant and replace if necessary. d. Inspect and clean solenoids, purge valves, and strainers.

Recommended Tools, Materials, and Equipment:

1. Tool Group A 2. Cleaning equipment, lubricants, approved refrigerants if applicable, and materials. Consult the

Material Safety Data Sheets (MSDS) and container labels for hazardous ingredients and proper personal protective equipment (PPE).

3. Filter cartridges (for desiccant type dryer)

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4. Gasket and packing material 5. Fin comb 6. Self sealing quick disconnect refrigerant hose fittings 7. Refrigerant recovery/recycle unit 8. EPA/DOT approved refrigerant storage tanks

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A-2 Unitary, Heating and Cooling Unit Application {Frequency: Annual)

This guide card applies to self-contained heating and cooling units containing a complete cooling system and heating unit (gas or oil burner). These are normally installed on rooftops, but can be in other locations. They are also referred to as climate changers, roof packs, etc.


1. Schedule shutdowns with operating personnel, as needed. 2. Review manufacturer's instructions. 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. De-energize, lock and tag electrical circuits. 5. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)




disposal. 10. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 11. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled

accordingly. 12. Closely follow all safety procedures described in the 13. Material Safety Data Sheet (MSDS) for the refrigerant and all labels on refrigerant containers.

Checkpoints:

1. Remove debris from air screen and clean underneath unit. 2. Inspect gaskets. Look for leaks between unit and structure, caulk as necessary. 3. Clean condenser, cooling coil fins, and fans. 4. Remove dirt or dust from all interior parts. 5. Replace filter. 6. Inspect and adjust damper. 7. Lubricate motor and fan bearings. 8. Check fan RPM to design specifications. 9. Check bearing collar set screws on fan shaft to make sure they are tight. 10. Check dampers for dirt accumulations. Check felt. Repair or replace as necessary. 11. Check damper motors and linkage for proper operation. 12. Lubricate mechanical connections of dampers sparingly. 13. Clean coils by brushing, blowing, vacuuming or pressure washing. 14. Check coils for leaking, tightness of fittings:

a. Check for refrigerant leaks using a halogen detector or similar testing device. If leaks are not able to be stopped or corrected, report leak status to supervisor. Consult the Material Safety Data Sheets (MSDS) for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

b. Check refrigerant levels and recharge if needed. 15. Use fin comb to straighten coil fins. 16. Flush and clean condensate pans and drains. 17. Check belts for wear, adjust tension or alignment and replace belts when necessary. Multi-belt drives

should be replaced with matched sets. 18. Check rigid couplings for alignment on direct drives and for tightness of assembly. Check flexible

couplings for alignment and wear. 19. Check electrical connections for tightness. 20. Check mounting for tightness.

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21. Check for corrosion. 22. Check mounting bolts and tighten if needed. 23. Check and adjust, or replace if necessary, vibration eliminators. 24. Compressor.

a. Check compressor oil level. b. Run machine, check action of controls, relays, switches, etc., to see that:

1) compressor(s) run at proper settings. 2) reheat coils activate properly. 3) crankcase heater is operating properly. 4) suction and discharge pressures are proper. 5) discharge air temperature is set properly.

25. Heating Unit. a. Gas and/or oil fired (if equipped).

1) Check burner for flashback and tight shutoff of fuel. 2) Check operation of controls. Clean and adjust if necessary. 3) Clean burner, chamber, thermocouple and control. (Use a high suction vacuum and/or brush.)

Check combustion chamber for cracks, holes, or other defects. 4) Adjust pilot or electric ignition device. 5) Inspect vent and damper operation. 6) Operate unit and adjust burner. 7) Check operation of safety pilot, gas shutoff valve, and other burner safety devices. 8) Check temperature differential and controls. 9) Check frame of unit with ohmmeter for proper electric ground. 1O) Replace covers (if any) and clean area.

b. Electrical (if equipped). 1) Visually inspect for broken parts, contact arcing or any evidence of overheating. Inspect all

wiring for deterioration. 2) Check nameplate for current rating and controller manufacturer's recommended heater size.

(Heater size shall not be changed without the regional design engineer's approval.) 3) Check line and load connections and heater mounting screws for tightness.


1. Tool Group A 2. Tachometer 3. Grease gun and oiler 4. Pressure washer 5. Vacuum 6. Fin comb 7. Cleaning tools, approved refrigerant, and materials. Consult the MSDS for hazardous ingredients and

proper personal protective equipment. 8. Safety goggles and gloves. 9. C02 analyzer 10. Self sealing quick disconnect refrigerant hose fittings 11. Refrigerant recovery/recycle unit 12. EPA/DOT approved refrigerant storage tanks.

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A-3 Humidification Systems (Frequency: Semiannual)

Special Instructions.

1. Review manufacturer's instructions. 2. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection." 3. Turn off water supply. 4. Secure electrical service before servicing humidification system, if applicable. 5. Use of work gloves may be necessary due to caustic residual mineral deposits.

Checkpoints.

1. Operate humidistat through its throttling range to verify activation, or deactivation of humidifier. 2. Clean and flush condensate pans, drains, water pans, etc. Remove corrosion, and repaint as needed.

If a corrosion preventive chemical is used, ensure that it does not become a part of the indoor air by creating large amounts of volatile organic compounds or irritants. Check the Material Safety Data Sheet (MSDS) to see what hazardous products are present. If hazardous products are present rinse very well before the system is returned to use. Ensure that the paint lead level is 0.06% or less.

3. Check condition of heating element. Clean steam coils. 4. Clean steam/water spray nozzles. Adjust/replace as needed. 5. Chemically clean exterior of coil to remove scale and encrustations. 6. Inspect steam trap for proper operation. 7. Inspect pneumatic controller for air leaks. 8. Inspect water lines for leaks and corrosion. Tighten all connections and repair leaks. Recommended Tools, Materials, and Equipment.

1. Tool Group A 2. Psychrometer 3. Coil cleaning chemical. Consult the MSDS for hazardous ingredients and proper personal protective

equipment (PPE). 4. Work gloves 5. Safety goggles 6. Respirator

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A-4Air Compressor (Frequency: Semiannual)


1. Review manufacturer's instructions and equipment history record. 2. Coordinate motor PM on an annual basis. See Guide M-3. 3. Tank should be inspected and tested by qualified inspector. 4. De-energize, tag, and lock out circuits. Review the Standard Operating Guide on "Controlling

Hazardous Energy Sources".

Checkpoints:

1. Perform normal tour checks and operations. Perform a visual inspection of the air system, noting any obvious leaks or portions of the air distribution network that may be subject to physical damage.

2. Change compressor crankcase oil. 3. Clean or replace air intake filter. 4. Check air dryer, automatic condensate drains, and air tank for proper operation. Clean condenser

coils and cover grills. 5. Inspect belt alignment and condition. Adjust or replace belts as required. 6. Check for corrosion and scale on water cooled units. 7. Clean heat exchange surfaces. 8. Check accuracy of gauges with calibrated test gauge. 9. On two stage compressor, check intermediate pressure. 10. Test relief valves, replace if leaking or the relief range is incorrect. Do not readjust safety relief valves

in the field. 11. Check operation of compressor unloaders, repair or replace if not loading and unloading properly. 12. Check compressor suction and discharge valves for proper operation. Replace leaking valves. 13. Check cut in and cut out of compressor pressure controller, readjust if necessary for proper air

pressure requirements. Do not exceed ASME maximum tank pressure. 14. Check to make sure belt guard is installed prior to putting air compressor back in service. 15. No pressure vessel is to have its hand hole or manhole covers removed unless the vessel is at

atmospheric pressure. 16. Check if air compressor is running excessively or frequently cycling on and off (possible leaks). Log

hour meter readings. 17. Perform an air leak check of the compressor and air distribution network in the equipment room, using

an appropriate ultrasonic scanning device. Check hoses, hose connections, hose fittings, quick couplers, filters, regulators and lubricators. Correct or schedule repair as a work item. Tag location and date of leaks.


1. Standard Tools - Basic 2. Belts 3. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 4. Fin comb 5. Vacuum cleaner commercial type 6.Test gauge 7. Ultrasonic scanner with trisonic and contact scanning modes.

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A-5 Air Conditioning Machine; Split System (Frequency: Comfort - Annual, Special - Monthly)

Application:

This guide card applies to those packaged type air conditioning machines that are equipped with chilled water coils or direct expansion coils on split systems. The other portion of the split system, i.e., a refrigeration condensing unit (PM Guide C-24), or a packaged type chilled water unit (PM Guide R-4), is to be serviced in conjunction with this PM activity.


1. Review manufacturer's instructions. 2. A/C machine maintenance should be scheduled to coincide with condensing unit or package chiller

maintenance as noted above. 3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)




disposal. 8. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 9. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled

accordingly. 10. Closely follow all safety procedures described in the Material Safety Data Sheet (MSDS) for the

refrigerant and all labels on refrigerant containers.

Checkpoints: 1. Thoroughly inspect and clean interior and exterior of machine with vacuum (remove panels). 2. Clean drain pan and note excessive corrosion. Treat rusted areas with rust inhibitor. Ensure that the

rust inhibitor chemical does not add volatile organic compounds or contaminants to the drain pan. If possible, rinse well after application or choose a less hazardous material. Consult the chemicals Material Safety Data Sheet (MSDS) for this information.

3. Perform checks according to the type of unit. a. Chilled water units:

1) Check for chilled water leaks on all lines, valves, strainers, coils, etc. If leaks are not able to be stopped or corrected, report leak status to supervisor.

2) Clean strainer on chilled water unit. b. Direct expansion units: Check for refrigeration leaks on all lines, valves, fittings, coils, etc., using a

halogen leak detector or similar testing device. If leaks are not able to be stopped or corrected, report leak status to supervisor.

4. Check condition of cooling and reheat coils. Use fin comb if need to straighten fins. 5. Clean coils. Use detergent solution and warm water if coil is heavily soiled. 6. Drain and clean humidifier pan or pad, whichever applies. Replace pad if required. Remove corrosion

as needed. 7. Clean and lubricate motor and squirrel cage fan(s). Check alignment of motor and fan. Check

bearings for excessive wear. 8. Check belt tension and condition. Adjust or replace as required. 9. Replace pre-filters if needed. 10. Replace final filter if needed.

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1 1. Run machine, check action of controls, relays, switches, etc., to see that: a. Chilled water units:

1) Chilled water valve(s) are operating properly. 2) Reheat coils activate properly. 3) Humidistat activates humidifier. 4) Valves regulating water pressure are proper on cooling. 5) Discharge air temperature is set properly. 6) Check and record chilled water inlet and outlet temperatures.

b. Direct expansion units: 1) Humidistat activates humidifier. 2) Reheat coils activate properly. 3) Discharge air temperature is set properly.

12. Check and adjust vibration eliminator mountings if equipped. Repair or replace if required.

Recommended Tools. Materials. and Equipment:

1. Tool Group A 2. Cleaning tools, grease gun, oil and materials. Consult the MSDS for hazardous ingredients and proper

personal protective equipment (PPE). 3. Vacuum 4. Fin comb 5. Filters 6. Spare V-belts 7. Self-sealing quick disconnect refrigerant hose fittings, if applicable. 8. Refrigerant recovery/recycling unit, if applicable. 9. EPA/DOT approved refrigerant storage tanks. 10. Safety goggles 1 1. Gloves 12. Approved refrigerant. 13. Electronic leak detector.

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A-6 Air-Conditioning Machine Package Unit (Comfort Cooling) (Frequency: Annual)

Application:

This PM guide applies to units that may have the evaporator, compressor, fan unit components, and condenser within a single housing or may have the condenser separate from the housing. If the condenser is separate, perform the PM on the condensing unit using PM Guide A-9 at the same time.


1. Review manufacturer's instructions. 2. De-energize, lockout, and tag the electrical circuits. 3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)




disposal of the appliance. 8. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 9. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled


refrigerant and all labels on refrigerant containers. Checkpoints: 1. Thoroughly inspect and clean interior and exterior of machine with vacuum cleaner, (remove panels). 2. Clean drain pan and note excessive corrosion, prepare metal and paint as necessary. Consult the

Material Safety Data Sheet (MSDS) to ensure that the paint lead level is 0.06% or less. 3. Check for refrigerant leaks using a halogen detector or similar testing device. Repair all leaks before

recharging unit. If leaks are not able to be stopped or corrected, report leak status to supervisor. Consult the MSDS for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

4. Check refrigerant levels for proper charge and recharge as needed. 5. Check condition of cooling and reheat coils. Use fin comb if needed to straighten fins. 6. Clean coils, use coil cleaner detergent solution and high pressure water. 7. Check belts for wear, adjust tension or alignment, and replace when necessary. 8. Drain and clean humidifier drip pan, if applicable. Remove corrosion; prime, and paint as needed. 9. Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan. 10. Replace prefilters if needed. 11. Replace final filters if needed. 12. Check compressor oil level, if compressor has an oil sight glass. 13. Run machine, check action of controls, relays, switches, etc., to see that:

a. compressor(s) run at proper settings. b. reheat coils activate properly. c. humidistat activates humidifier. d. suction and discharge pressures are proper. e. discharge air pressure is set properly.

14. Check and tighten any loose unit electrical terminals, disconnect switches, or connectors. 15. Check and adjust vibration eliminators. Replace if required. 16. Remove all trash or debris from work area. Consult the MSDS for proper personal protective

equipment (PPE).

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Recommended Tools, Materials, and Equipment: 1. Tool Group A 2. Cleaning tools and materials, vacuum wet/dry, fin comb, grease gun and oil, filters and prefilters,

spare belts. 3. Approved refrigerant. 4. Paint and brushes as required. Consult the MSDS to ensure that the paint lead level is 0.06% or less. 5. Self sealing quick disconnect refrigerant hose fittings 6. Refrigerant recovery/recycle unit 7. EPA/DOT approved refrigerant storage tanks. 8. Safety goggles. 9. Gloves. 10. Electronic leak detector.

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A-7 Air-Conditioning Machine, Package Unit (Special Purpose) (Frequency: Monthly)

Application:

This equipment is typically found in computer rooms, CAD rooms, laboratories, etc. It is identical in design and configuration to the A-6 unit for comfort cooling. One difference is that it may use a glycol dry cooler during favorable outside air conditions.

Special Instructions: 1. Review manufacturer's instructions and the Standard Operating Procedure for "Controlling Hazardous

Energy Sources." 2. De-energize, lock out, and tag electrical circuits. 3. Perform any required drycooler or air cooled condenser maintenance simultaneously with this PM. 4. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)




disposal of the equipment. 9. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 10. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled



Checkpoints: 1. Thoroughly inspect and clean interior and exterior of machine with wet/ dry vacuum, (remove panels). 2. Clean drain pan and note excessive corrosion, prepare and paint necessary. Consult the Material

Safety Data Sheet (MSDS) to ensure that the paint lead level is 0.06% or less. 3. Check for refrigerant leaks using a halogen detector or similar testing device. If leaks are not able to

be stopped or corrected, report leak status to supervisor. 4. Check refrigerant levels and recharge if needed. Consult the MSDS for disposal requirements.

Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

5. Check condition of cooling and reheat coils. Use fin comb if needed to straighten fins. 6. A dirty coil surface can be cleaned using a coil cleaner solution and warm water. 7. Drain and clean humidifier drip pan, replace pan if applicable. Remove scale and paint if necessary. 8. Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan. Clean fan or

blower. 9. Check belt tension and condition. Adjust or replace as required. 10. Replace prefilters if needed. 11. Replace final filters if needed. 12. Check compressor oil level if compressor has a sight glass. 13. Run machine, check action of controls, relays, switches, etc. to see that:

a. compressor(s) run at proper settings. b. reheat coils activate properly. c. humidistat activates humidifier. d. suction and discharge pressures are proper. e. discharge air temperature is set properly.

14. Check and adjust vibration eliminators. Replace if required.

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15. Check and tighten all electrical terminals, connections, and disconnect switches. 16. Remove all trash or debris from work area. Consult the MSDS for proper personal protective

equipment (PPE).

Recommended Tools, Materials. and Equipment: 1. Tool Group A 2. Cleaning tools and materials, vacuum, fin comb, grease gun and oil, filters and prefilters, spare belts. 3. Clamp meter (volt-ohm-amp meter). 4. Paint and brushes as required. Consult the MSDS to ensure that the paint lead level is 0.06% or less. 5. Self sealing quick disconnect refrigerant hose fittings 6. Refrigerant recovery/recycle unit 7. EPA/DOT approved refrigerant storage tanks. 8. Safety goggles. 9. Gloves. 10. Electronic leak detector.

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A-8 Air-Conditioning, Window Unit (Frequency: Annual)


1. Disconnect electric cord to unit. 2. Review manufacturer's instructions. 3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)







Checkpoints: 1. Clean condenser, cooling coil fins, drain pan, and fans. Slime or mold found on the cooling coil or

drain pan should be cleaned with an appropriate EPA approved solution. Place an EPA approved biocide tablet in the drain pan.

2. Inspect fins. Straight with a fin comb as required. 3. Remove dirt, or rust from all interior parts, repaint as necessary. 4. Replace or clean filter. 5. Inspect and adjust fresh air damper. 6. Lubricate motor and fan bearings. 7. Inspect gaskets. Look for leaks between unit and window, caulk as necessary. 8. Check for refrigerant leaks with halogen leak detector and soap bubbles. If leaks are not able to be

stopped or corrected, report leak status to supervisor. Consult the Material Safety Data Sheets (MSDS) for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

9. Start unit and observe operation. 10. Check temperature differential between air entering evaporator and leaving the evaporator. 11. Check frame of unit with ohmmeter for proper electric ground. 12. Replace covers, clean filter and front filter grill. 13. Clean up the work area.


1. Tool Group A 2. Cleaning tools and materials. Consult the MSDS for hazardous ingredients and proper personal

protective equipment (PPE). 3. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE. 4. Vacuum cleaner weVdry type. 5. Fin comb 6. Filters 7. Self sealing quick disconnect refrigerant hose fittings 8. Refrigerant recovery/recycle unit 9. EPA/DOT approved refrigerant storage tanks. 10. Safety goggles 11. Gloves

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12. Approved refrigerant 13. Electronic leak detector

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A-9 Air-Cooled Condenser (Freguencv: Annual)

Application:

This PM guide applies to equipment which has the condenser, fan(s), and fan motor(s) enclosed within the same housing. The compressor and other components are at a separate location. PM of these other devices should be scheduled simultaneously with the units serviced by the condenser. If the condenser motor(s) is/are rated at 1 HP or higher, schedule PM of motor(s) with this PM.


1. Review manufacturer's instructions. 2. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 3. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection". 4. De-energize, lock out, and tag electrical circuit breaker. 5. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)







Checkpoints: 1. Remove debris from air screen and clean underneath unit. 2. Pressure wash coil with coil cleaning solution. 3. Straighten fin tubes with fin comb. 4. Check electrical connections for tightness. 5. Check mounting for tightness. 6. Check for and remove all corrosion or rust from unit and supporting steel, prime and paint as

necessary. Consult the Material Safety Data Sheet (MSDS) to ensure that the paint lead level is 0.06% or less. Consult the MSDS for proper personal protective equipment (PPE).

7. Check fan blades and belts. Clean fan blades as necessary. 8. Check wires at condenser electrical fused safety switches for tightness and burned insulation. Repair

as necessary. 9. Clean up work area.


1. Standard Tools - Basic 2. High pressure washer 3. Fin comb 4. Paint brushes 5. Cleaning materials. Consult the MSDS for hazardous ingredients and proper PPE. 6. Respirator 7. Safety goggles 8. Gloves. 9. Self sealing quick disconnect refrigerant hose fittings

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10. Refrigerant recovery/recycle unit 11. EPA/DOT approved refrigerant storage tanks.

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A-10 Heat Pumps (Frequency: Annual)


1. Review manufacturer's instructions and the Standard Operating Procedure for "Controlling Hazardous Energy Sources."

2. De-energize, lockout, and tag electrical circuits. 3. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)







Checkpoints:

1. Inspect piping for evidence of leaks and vibration. If leaks are not able to be stopped or corrected, report leak status to supervisor.

2. Inspect all wiring for deterioration, and tighten electrical contacts. Check for corrosion, clean, prime, and paint as necessary.

3. Check mounting bolts and tighten if needed. 4. Check crankcase heater. 5. Check fan for vibration or excessive noise. Lubricate fan and motor if required. 6. Check refrigerant levels, recharge if necessary. Check for leaks if loss of refrigerant is detected, using

halide leak detector and soap bubbles. If leaks are not able to be stopped or corrected, report leak status to supervisor. Consult the Material Safety Data Sheets (MSDS) for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

7. Check temperature drop across condensing coil. 8. Clean air intake and screens; change filters as necessary. 9. Brush or pressure wash coil surfaces. Straighten fins with fin comb. 10. Check that reversing valve is energized in the "heat" mode and de-energized in the "cool" mode.

Replace defective valves. 11. Check all electrical connections and fused disconnect switches. 12. Check all controls, indoor and outdoor thermostats, timers, and control delays, especially for units with

electric supplemental heaters. Repair or replace as necessary. 13. Check oil if compressor is equipped with a sight glass. 14. Clean up work area.

Recommended Tools. Materials. and Equipment: 1. Tool Group A 2. Lubricants. Consult the MSDS for hazardous ingredients and proper personal protective equipment

(PPE). 3. Cleaning materials. Consult the MSDS for hazardous ingredients and proper PPE. 4. Fin comb 5. Vacuum or pressure washer. 6. Self sealing quick disconnect refrigerant hose fittings

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7. Refrigerant recovery/recycle unit 8. EPA/DOT approved refrigerant storage tanks. 9. Safety goggles. 10. Gloves. 11. Approved refrigerant. 12. Electronic leak detector.

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A-11 Air Handler Unit (Frequency: Annual)


1. Schedule shutdown with operating personnel, as needed. 2. Review manufacturer's instructions. 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. De-energize, lock out and tag electrical circuit(s). 5. Schedule PM on motor per guide M-3, in conjunction with this guide.

Include the following additional special instructions in cases where the air handler is equipped with a direct expansion cooling coil:

6. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA) regulations as they apply to protection of stratospheric ozone.

7. No intentional venting of refrigerants is permitted. During the servicing, maintenance, and repair of refrigeration equipment, the refrigerant must be recovered.

8. Whenever refrigerant is added or removed from equipment, record the quantities on the appropriate forms.

9. Recover, recycle, or reclaim the refrigerant as appropriate. 10. If disposal of the equipment item is required, follow regulations concerning removal of refrigerants and




Checkpoints:

1. Check fan blades for dust buildup and clean if necessary. 2. Check fan blades and moving parts for cracks and excessive wear. 3. Check fan RPM against design specifications. 4. Check bearing collar set screws on fan shaft to make sure they are tight. 5. Check dampers for dirt accumulations, clean as necessary. Check felt, repair or replace as

necessary. 6. Check damper actuators and linkage for proper operation. Adjust linkage on dampers if out of

alignment. 7. Lubricate mechanical connections of dampers sparingly. 8. Clean coils by brushing, blowing, vacuuming, or pressure washing. 9. Check coils for leaking, tightness of fittings. On direct expansion units, check for refrigerant leaks on

all lines, valves, fittings, coils, etc., using a halogen leak detector or similar testing device. If leaks are not able to be stopped or corrected, report leak status to supervisor.

10. Use fin comb to straighten coil fins. 11. Flush and clean condensate pans and drains, remove all rust prepare metal and paint. Consult the

Material Safety Data Sheet (MSDS) to ensure that the paint lead level is 0.06% or less. Hose down coils and drain pans and wash with an appropriate EPA approved solution approved solution. Treat condensate pans with an EPA approved biocide.

12. Check belts for wear and cracks, adjust tension or alignment, and replace belts when necessary. Multi-belt drives shall only be replaced with matched sets.

13. Check rigid couplings for alignment on direct drives, and for tightness of assembly. Check flexible couplings for alignment and wear.

14. Before heating season (chilled water coils only): Drain cooling coils; blow down to remove moisture; refill with antifreeze and water solution; drain.

15. Check freezestat for proper temperature setting and operation. 16. Vacuum interior of unit.

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17. Lubricate fan shaft bearings while unit is running. Add grease slowly until slight bleeding is noted from the seals. Do not over lubricate. Remove old or excess lubricant.

18. Clean up work area.

Recommended Tools, Materials, and Equipment: 1. Tool Group A 2. Tachometer 3. Grease gun and oiler 4. Pressure washer 5. Vacuum. 6. Fin comb 7. Cleaning tools and materials. Consult the MSDS for hazardous ingredients and proper personal

protective equipment (PPE). 8. Safety goggles. 9. Gloves.

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A-12 Glycol Dry Cooler {Frequency: Comfort - Annual. Special - Semiannual)

Application:

These units will be associated with packaged air conditioning units and refrigeration units, or would stand alone when utilized in free cooling.


1. Schedule outage with operating personnel. 2. Obtain and review manufacturer's instructions for starter to be tested (including the time current

characteristic curve). 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection." 5. De-energize, tag, and lock out circuit.

1. Dry Cooler Checkpoints: a. Remove debris from air screen and clean underneath unit. b. Pressure wash coil with coil cleaning solution. Check the Material Safety Data Sheets (MSDS) to

ensure that the coil cleaner does not contain hydrofluoric acid or another irritating or hazardous compound.

c. Straighten fin tubes with fin comb. d. Check electrical connections for tightness. e. Check mounting for tightness. f. Check for corrosion. Clean and treat with rust inhibitor and touch up paint as needed. Consult the

MSDS for hazardous ingredients and proper personal protective equipment (PPE). 2. Motors and Fans Checkpoints:

g. Inspect pulleys, belts, couplings, etc.; adjust tension and tighten mountings as required. Change badly worn belts. Multi-belt drives should be replaced with matched sets.

h. Perform required lubrication and remove old or excess lubricant. i. Clean motor with vacuum or low pressure air (less than 40 psi). Check for obstructions in motor

cooling and air flow. 3. Expansion Tank Checkpoints:

j. Examine exterior of tank, including fittings, manholes, and handholes for leaks, signs of corrosion. Repair/paint as necessary.

k. Inspect structural supports and repair or replace damaged insulation or covering. I. Clean, test, and inspect sight glasses, valves, fittings, drains, and controls. m. Perform hydrostatic test if required. n. Check antifreeze level with hydrometer and add glycol base antifreeze as required for protection

to minus 40 degrees Fahrenheit. 4. Electrical Controls Checkpoints:

o. Visually inspect for broken parts, contact arcing, or any evidence of overheating. p. Check motor name plate for current rating and controller manufacturer's recommended heater

size. (Heater size shall not be changed without the Regional Design Engineer's approval.) q. Check line and load connections and heater mounting screws for tightness.


1. Standard tools - basic 2. Pressure washer 3. Fin comb 4. Paint brush 5. Cleaning materials. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and

proper personal protective equipment (PPE). 6. Respirator 7. Safety goggles 8. Antifreeze - glycol base

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9. Rust inhibitor. Consult the MSDS for hazardous ingredients and proper PPE. 10. Vacuum cleaner 11. Hydrometer (to check antifreeze level)

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A-13 Air Conditioning Unit, Ceiling/Wall Mounted (Frequency: Comfort - Annual, Special - Monthly)

Application:

This guide card applies to ceiling or wall mounted air conditioning units, i.e., mini-mates. The unit may be for comfort or special purpose cooling and can be either air cooled or water cooled. Humidifiers will be operated on those units serving computer space and will be inventoried and serviced under this guide card.


1. Schedule outage with operating personnel. 2. Schedule PM on associated equipment in conjunction with this guide, i.e., air cooled condensers,

glycol dry coolers, cooling tower, etc. 3. Review manufacturer's instructions and the Standard Operating Procedure for "Controlling Hazardous

Energy Sources." 4. De-energize, lock-out, and tag electric circuits. 5. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)







Checkpoints:

1. Thoroughly inspect and clean interior and exterior of machine with vacuum (remove panels). 2. Clean drain pan and note excessive corrosion. Correct as necessary. 3. Check for refrigerant leaks using a halogen leak detector, soap bubbles, or similar testing device. If

leaks are not able to be stopped or corrected, report leak status to supervisor. Consult the Material Safety Data Sheets (MSDS) for disposal requirements. Reclaimed and recycled CFCs are exempt from hazardous waste regulations (Consult 40 CFR Part 261).

4. Check refrigerant levels and recharge if necessary. 5. Check condition of cooling and reheat coils. Use fin comb as needed. 6. Clean coils using detergent solution and warm water if coil is heavily soiled. 7. Drain and clean humidifier pan or pad, whichever applies. Replace pad if required. Remove corrosion,

prime, and paint as needed. 8. Lubricate motor and fan bearings, if not sealed. Check alignment of motor and fan. Clean all fans or

blowers. 9. Check belt tension and condition. Adjust or replace as required if belt driven. 10. On direct drive units, check set screws on fan shaft to make sure they are tight. 11. Replace filters as needed. 12. Check compressor oil level (not on hermetically sealed units) if compressor is equipped with a sight

glass. 13. Run machine. Check action of controls, relays, switches, including fused disconnect type, etc., to see

that a. compressor(s) run at proper setting.

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Hays County

Pertormance Work Statement

Hays County



b. reheat coils activate properly (if applicable). c. humidistat activates humidifier (if applicable). d. suction and discharge pressures are proper. e. discharge temperature is set properly.

14. Clean up work area.


1. Tool Group A. 2. Cleaning tools and materials. 3. Vacuum. 4. Fin comb. 5. Grease gun and oiler. 6. Ladder constructed according to OSHA/ANSI standards - ceiling mounted units. Check ladder for

defects. Do not use defective ladders. 7. Self sealing quick disconnect refrigerant hose fittings. 8. Refrigerant recovery/recycle unit. 9. EPA/DOT approved refrigerant storage tanks. 10. Safety goggles. 11. Gloves. 12. Approved refrigerant. 13. Electronic leak detector.

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A-15 After-Cooler/Separator (Frequency: Semiannual)

Application:

This guide card applies to the after-cooler/separator utilizing chilled water to condense moisture from large compressed air systems. These differ from mechanical/chemical type air dryers.


1. Review manufacturer's instructions and the Standard Operating Procedure for "Controlling Hazardous Energy Sources."

2. Schedule outage with operating personnel. 3. Provide an alternate source of air, if necessary. 4. Schedule Preventive Maintenance (PM) on associated equipment if possible. 5. Secure air and chilled water valves and tag them. 6. Secure, lockout and tag electrical supply to compressor. 7. Wear appropriate protective equipment. 8. Use caution when disassembling. Check for and relieve pressure where found.

Checkpoints:

1. Unbolt and remove supply and discharge water lines. 2. Unbolt supply and discharge air flanges and lower assembly. 3. Remove tube bundle assembly. 4. Check tube bundle for deterioration or ruptured tubes. 5. Clean exterior of the tube of all scale buildup. 6. Flush out the tube bundle shell. 7. Visually inspect the shell, flanges, piping, etc. for deterioration, cracks, etc. 8. Clean the trap orifice of all carbon and heavy grease buildup. 9. Reassemble the tube bundle in the shell using new gaskets and seals. 10. Replace assembly and separator in pipe line, using new gaskets. 11. Reconnect the supply and discharge water lines. 12. Remove tags, open air and water valves, restore power, and start air compressor. 13. Check operation of unit. Check the air and water inlet and outlet temperatures. 14. Check all connections for leaks. 15. Wire brush, treat with rusticide and primer rusted areas. Consult the Material Safety Data Sheet

(MSDS) for hazardous ingredients and proper personal protective equipment (PPE). Consult the Material Safety Data Sheet to ensure that the paint lead level is 0.06% or less.

Recommended Tools. Materials. and Equipment: 1. Tool Group - C 2. Ladder constructed according to OSHA/ANSI standards. Check ladder for defects. Do not use

defective ladders. 3. Vacuum and Tube Cleaning Equipment 4. Gasket material and Seals 5. Lifting device (hoist, come-a-long, hydraulic lift etc.) 6. Length of garden hose. 7. Rusticide, primer and paint supplies. Consult the MSDS for hazardous ingredients and proper

personal protective equipment (PPE).

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B-1 Battery Charger (Frequency: Quarterly)

Application:

This guide is for chargers used for battery powered custodial equipment and items related to PBS functions.


1. Use no open flames, cigarettes, etc., in battery charging room or area. 2. Review manufacturer's instructions. 3. Review the Standard Operating Procedure for "Emergency Eyewash and Shower Equipment". 4. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 5. De-energize, lock out, and tag electric circuit. Checkpoints:

1. Check room ventilation, and be sure charger is not exposed to moisture or water. 2. Clean accessible interior and exterior parts, including electrical connections. 3. Check tightness of electrical connections including alligator clips. 4. Inspect wiring and connections in charging circuit. 5. Record charger output voltage. 6. Clean and paint as necessary all equipment used for battery trays and charging equipment. Use acid

resistant paint only. 7. Check, clean all battery terminals and connections, then add a light film of NO-OX-ID or pure Vaseline

to terminals and connectors. 8. Check all cells to determine if any are defective. 9. Check electrolyte strength of all cells with an hydrometer, make corrections as necessary. 10. Clean vent plugs. 11. Dispose of used or defective batteries properly. Recommended Tools, Materials, and Equipment:

1. Standard Tools - Basic 2. Cleaning materials. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and

proper personal protective equipment (PPE). 3. Goggles and rubber apron. 4. Acid resistant paint and brushes. 5. Hydrometer. 6. No-oxide-Id grease or pure Vaseline. 7. Baking soda. 8. Clean wiping cloths. 9. Battery terminal and connector cleaner. 10. Emergency eyewash that provides at least 0.4 gallons/min for at least 15 minutes. DRAFT

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B-2 Boiler (Coal, Oil. and Gas) (Frequency: Annual)


1. Review manufacturer's instructions and ASME Boiler and Pressure Vessel Codes for boilers. 2. Review the Standard Operating Procedure for "Selection, Care and Use of Respiratory Protection." 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. De-energize, tag, and lock out circuits. 5. Close and tag all hand or motorized valves required to isolate the boiler. Chain and lock all valves that

are closed for safety. These valves shall not be unlocked and reopened unless authorized by the originator of the work authorization. Enter this information in the boiler log and sign.

6. Wear appropriate respirator, goggles, and gloves while in contact with hazardous materials. Contact the Safety and Environmental Management Division/Branch if you have questions.

7. If materials to be worked on are known or suspected to contain asbestos, check the building's asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

8. Account for all tools, materials, and equipment before closing boiler.

Checkpoints:

1. Apply hydrostatic test of waterside pressure vessel (1Y2 times operating pressure, safety valve gagged or clamped shut.)

2. Drain boiler, tag valves and controls. NEVER attempt to remove a manhole or handhole cover with out first properly venting the water or steam side of a boiler to the atmosphere. Prior to opening or entering a boiler it must be at atmospheric pressure. To protect the boiler from unnecessary stresses the boiler water temperature should be allowed to reach the boiler room temperature before draining the boiler.

3. Brush all tubes clean of scale. 4. Brush plate surfaces clean, use vacuum cleaner. 5. Clean breaching, ducts, fireboxes, or main fire tube, and flue passages. 6. Check and replace worn or damaged insulation. Repair the damage and remove the debris. If the

insulation contains asbestos, follow the asbestos management plan for isolation, notification, work practice, and waste disposal.

7. Check refractory and brick work; if damaged notify supervisor and enter this data in boiler log. 8. When the boiler has cooled to the ambient boiler room temperature, wash out mud legs, and flush

boiler. 9. Refill boiler with water and chemicals if boiler is to be put back in service or if wet-lay-ups are to be

employed. 10. Determine if there is ample provision for expansion between the sections. 11. Check for excessive rust build-up between sections (cast iron type). 12. Examine all steam and water line to controls to determine that they are clear of scale and arranged to

insure proper control operations. 13. Clean stems and shafts, and tighten packing nuts on valves and pumps. 14. Flush fuel oil strainer baskets and oil solenoid valve seats. 15. Dismantle low water fuel cut offs and water feeders to insure freedom from obstructions and proper

functioning of the working parts. Always replace old gaskets before reassembling. 16. Inspect connecting lines to boiler for accumulations of mud, scale, etc., and clean as needed. 17. Examine all visible wiring for brittle or worn insulation, and make sure electrical contacts are clean,

adequately tightened, and functioning properly. 18. On electrical type detection devices, replace vacuum tubes annually, and replace defective solid state

devices. 19. Replace fusible plugs, if applicable.

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1. Tool Group C 2. Scrapers, wire brush, cleaning materials. Consult the Material Safety Data Sheets (MSDS) for

hazardous ingredients and proper personal protective equipment (PPE). 3. Combustion testing equipment 4. Hydrostatic pump and safety valve gag 5. Respirator 6. Safety goggles 7. Safety signs 8. Suitable chain and locks for securing isolation valves. 9. Boiler chemicals as directed by a competent water treatment company. Consult the MSDS for

hazardous ingredients and proper PPE. 10. Vacuum cleaner wet/dry type.

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being tested. 4. Boiler section outlet flue gas temperature should not be more than 150°F to

180°F (84°C to 100°C) higher than the corresponding saturated steam temperature for water tube boilers and 100°F to 125°F (56°C to 70°C) for fire tube boilers.

5. Excess air within 5 percent of manufacturer's performance level. 6. Feedwater temperature, burner atomizing pressure, draft loss, and

combustion appearance in accordance with manufacturer's data or be close to industry standards.

B-3 Burner, Gas (Frequency: Annual)

Special instructions:

1. Review manufacturers instructions.

Checkpoints:

1. Check boiler room for ventilation in accordance with the American Gas Association (AGA) burner requirements.

2. Check operation of all gas controls and valves including: manual gas shutoff; petal gas regulator; safety shutoff valve (solenoid); automatic gas valve; petal solenoid valve; butterfly gas valve, motor, and linkage to air louver; safety petal solenoid (if used.)

3. Check flue connections for tight joints and minimum resistance to air flow. (combustion chamber, flues, breaching, and chimney are clear before firing.)

4. Draft regulators require slightly negative pressure in the combustion chamber at maximum input. 5. On forced draft burners, gas manifold pressure requirements should correspond with modulating

(butterfly) valve in tull open position and stable at all other firing rates. 6. Take and record and record flue gas readings to determine boiler efficiency. Use manufacturer's

instructions if available. If not, use attached table as a guide for performance criteria. If efficiency is low, check baffling and passes for short-circuiting, and boiler for air infiltration. Adjust dampers and controls to optimize efficiency. Run test at following load points. a. 100%, 70%, and 40% of rated full load for boilers having metering controls or modulation capacity

at these load points. b. At high and low fire rates on boilers equipped with OFF/LOW FIRE/HIGH FIRE control. c. At single firing load point on boilers equipped with OFF/ON controls only.

7. Check burner for flashback and tight shutoff of fuel. 8. Check operation of automatic controls and combustion flame safeguards. Clean and adjust, if

necessary. 9. Operation and adjustments should conform to manufacturer's instructions.

Performance Criteria for Gas Burners

Natural Gas (1,000 BTU/SCF)

Percent Load 40.0% 70.0% 100.0% Carbon Dioxide (CO?) 8.5% 9.0% 10.0% Carbon Monoxide (CO) 0 0 0 Oxvqen (0?) 6.0% 5.0% 4.0% Excess Air CXA) 40.0% 25.0% 20.0% Smoke Scale No. 0 0 0

1. Combustibles should be zero or negligible percent in the flue gas. 2. Output (steam or water flow) where meters are available should correspond

to combustion level not less than 100% of rated capacity at rated load. 3. Boiler section outlet flue gas temperature is not more than 30°F (17°C)

higher than rated. When expected gas temperature is not known, manufacturer should be contacted for typical conditions for type of boiler DRAFT

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1. Tool Group C. 2. Flue gas analyzer. 3. Clean wiping cloths.

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B-4 Burner, Oil (Frequency: Annual)


1. Review Manufacturers Instructions.

Checkpoints:

1. Test and inspect burner (with or without firing) at rated pressure for leaks. 2. Timed trial for ignition on pilots and burners in accordance with instructions in the programmer timer. 3. Check automatic controls and combustion flame safeguards for normal operation. There should be no

presence of oil discharge, ignition or flame. 4. Check pre-ignition purging capability of burner, combustion chamber, boiler passes, and breaching.

Stack dampers should be fully open during purge and light off period. 5. Check delivery of fuel in relation to its response to the ignition system. Examine electrodes for carbon

buildup, discoloration, distortion, and burning of parts, clean and adjust as necessary. 6. Check ignition transformer to supply dependable arc, adjust and regulate as required for clearance

and air gap. 7. Clean and adjust draft regulator and air shutter on a natural draft burner to ensure excess air

quantities are minimum for complete combustion. Test with flue gas analyzer. 8. On mechanical draft burners clean and check power driven fan blower. 9. Check out forced draft fan, clean fan and fan housing, check bearings, pulleys and or couplings and

adjust belt tension if required replace worn belts and lubricate pivot points on linkages as necessary. 10. Check and replace filters. Check and clean water separators, primary and secondary filters. 11. Clean, check operation, and adjust controls and safeties. 12. Burners designed to change firing rates automatically should be checked for adequate proportioning

changes in fuel and air rates. 13. Check oil level sight glass to see that burner maintains proper oil level (within 1/3") at rated output. 14. Check to ensure that power cannot feed back and energize ignition devices or feed valves after a

control shuts off burner. 15. Clean or replace nozzles or cups, and check for tight shutoff of fuel. 16. Check stacks for smoke or haze and adjust burner accordingly. 17. Take and record flue gas readings to determine boiler efficiency. Use manufacturer's instructions if

available. If not, use attached table as a guide for performance criteria. If efficiency is low, check baffling and passes for short circuiting, and boiler for air infiltration. Adjust dampers and controls to optimize efficiency. Tests should be run at the following load points: a. 100%, 70%, and 40% of rated full load for boilers having metering controls or modulation capacity

at these load points. b. At the high and low fire rates on boilers equipped with OFF/LOW FIRE/HIGH FIRE control. c. At the single firing load point on boilers equipped with OFF/ON controls only.

Performance Criteria for Oil Burners

LIGHT OILS, Grade 2, Diesel Fuel, JPS, Navv Distillate Percent Load 40.0% 70.0% 100.0% Carbon Dioxide (CO?) 10.5% 11.0% 12.5% Carbon Monoxide (CO) 0 0 0 Oxvqen (0?) 6.0% 5.0% 4.0% Excess Air (XA) 40.0% 30.0% 20.0% Smoke Scale No. 2 2 2

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Percent Load MEDIUM OILS, Grade 4, NFSO

40.0% 70.0%

100.0% Carbon Dioxide 11.0% 12.0% 3.0% Carbon Monoxide 0 0

6.0% 5.0% 40.0% 30.0% 3 3

HEAVY OIL, Grades 5 & 6

20.0% 3

40.0% 70.0% 100.0% 12.0% 12.6% 13.6% 0 0 0

6.0% 5.0% 4.0% 40.0% 30.0% 20.0%

o. 0 0 0

1. Combustibles zero or negligible percent in flue gas. 2. Output (steam flow or water flow) where meters are available to correspond with combustion

level not less than 100% of rated capacity at rated load. 3. Boiler section outlet flue gas temperature is not more than 30°F (17°C) higher than rated.

When expected gas temperature is not known, manufacturer should be contacted for typical conditions for type boiler being tested.

4. Boiler section outlet flue gas temperature should not be more than 150°F to 180°F (84°C to 100°C) higher than corresponding saturated steam temperature for water tube boilers and 100°F to 125°F (56°C to 70°C) for firetube boilers.

5. Excess air within 5 percent of manufacturer's expected performance level. 6. Feedwater temperature, burner atomizing pressure, fuel oil viscosity at the burner, draft loss

and combustion appearance in accordance with manufacturer's data or be close to industry standards.


1. Tool Group C 2. Flue gas analyzer. 3. Varsol and rags. Use varsol in well ventilated area! Dispose of as hazardous waste! 4. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 5. Clean wiping cloths. DRAFT

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B-5 Boiler, Electric (Frequency: Annual)


1. Review manufacturer's instructions and ASME Code for boilers. 2. Review boiler wiring diagram. 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. De-energize, lock out, and tag electrical circuits.

Checkpoints:

1. Clean boiler by: a. Placing boiler cleaning compound through appropriate opening in top of boiler. (Compound must

not react against copper elements). b. Operate boiler according to instructions. c. Shut-off power by turning off pilot switch. d. Open bottom blow-down valve to full open to let sludge and scale blow out of boiler. e. Refill with water and close pilot switch.

2. Check nameplate for KW rating, voltage and amperage. Check electrical supply voltage to verify it conforms to boiler requirements.

Recommended Tools, Materials, and Equipment. 1. Tool Group B 2. Cleaning compounds. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and

proper personal protective equipment (PPE). 3. Clean wiping cloths

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Hays County


Hays County



B-6 Boiler, Instruments/Controls (Frequency: Annual)

Application:

This guide card applies to large boiler room operations where the boiler PM guides do not sufficiently cover the maintenance required for the boiler room controls. These boiler controls include such items as boiler masters, draft and oil controllers, levelometers, flow transmitters and recorders, ratio transmitters and totalizers, recorders and indicators, etc.


1. Read and understand manufacturer's instructions before making any adjustments or calibrations. 2. Schedule work with operating personnel, as needed. 3. Review control wiring and piping diagrams. 4. Review and understand sequence of operation.

Checkpoints:

1. Visually check equipment sensing lines, operating valves, and internal assembly for leaks. 2. Perform friction test. 3. Zero meter to scale, check pen(s) for zero indication, make necessary adjustments. 4. Simulate flow by use of check weights, provided water column, or other appropriate external

simulation devices. 5. Check pen or indicator for proper chart or scale percentage at recommended checkpoints; (or

discretionary checkpoints, if none are recommended) record actual indication; make minor adjustments as necessary.

6. Check control over full range. Set zero and full range stops as necessary. 7. Mark integrator or counter checks by simulating flow (usually 50% of full scale) and check number of

counts over specific time period (minimum period of 30 minutes is recommended). Calculate correct number of counts for time period used and make necessary minor adjustments. Re-check after any adjustments, ascertain that the integrator or counter does not count at zero.

8. Repeat step #6. 9. Open meter supply line to check for plugging. Put meter back in service. 10. Check electronic stations for proper electrical connections and pneumatic stations for any leaks by

using a leak detector (soap solution). 11. Check operation of station panel switch and manual control for excessive friction and looseness of

control knobs. 12. Check for correct supply pressure or voltage to the station. 13. Compare sender over it's range of control with an accurate external measuring device such as a U

tube, pneumatic calibrator, or electronic calibrator (all other measurements in the control loop should be made with the same device).

14. Check all indicators by simulating pneumatic or electronic signals to the appropriate port of terminal for proper indication to the related gauge or indicator (in most cases, mathematical calculations will be necessary to determine the proper indication at each test point).

15. Ascertain that the automatic signal is not restricted when the station is activated. 16. Record and report all deficiencies. 17. Notify watch foreman that services are complete.


1. Standard tools - basic 2. Calibration device for meter being checked. 3. Differential flow meter and indicator. 4. Soap solution for air leak test, accurate test gauges (check before use).

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B-7 Boiler. Internal Inspection and Hydrostatic Test (Frequency: Annual)

Application:

Guide card applies to both heating boilers and power boilers. The guide card will identify which information applies to only one of these two boilers.


1. Perform boiler internal inspection with external inspection and annual preventive maintenance. 2. Perform internal boiler inspection in accordance with requirements of American Society of Mechanical

Engineers (ASME), Section VI, Recommended Rules for Care and Operation of Heating Boilers, and Section VII, Recommended Rules for Care of Power Boilers; and National Board Inspection Code ANSl/NB-23, A Manual for Boiler and Pressure Vessel Inspectors.

3. Inspection shall be performed by inspectors certified by the National Board of Boiler Pressure Vessel Inspectors.

4. Prepare boiler for internal inspection in the following manner: a. Fuel supply and ignition system shall be locked out. b. Water shall be drawn off and water side thoroughly washed out. c. Manhole and handhole plates, washout plugs, inspection plugs in water column connections shall

be removed. d. The boiler shall be cooled and thoroughly cleaned. e. All grates of internally fired boilers shall be removed. f. Insulation and brickwork shall be removed as required to determine condition of boiler, headers,

furnace, supports or other parts. g. Pressure gage(s shall be removed and tested. h. Any leakage of steam or hot water into the boiler shall be prevented by disconnecting the pipe or

valve at the most convenient point. i. Before opening the manhole and entering any part of the boiler, The required steam or water

system stop valves must be closed, tagged, and padlocked. All drain valves or cocks located between the two valves shall be opened.

5. Inspector will not enter boiler until satisfied that necessary safety precautions and pre inspection preparations have been made.

6. If a boiler has not been properly prepared for an internal inspection, the inspector should decline to make the inspection.


8. Account for all tools, materials, and equipment before closing boiler.

Procedure:

1. Insulation and Brickwork: Check for defects and deterioration commonly found in the particular type of boiler being inspected.

2. Lighting: Flashlight should be used in preference to an extension light. When a portable extension light is used in a confined space, it shall not be operated at more than 12 volts.

3. Scale, oil, etc.: a. Examine all surfaces of exposed metal on waterside of boiler for deposits caused by water

treatment, scale, oil, or other substances. b. The smallest amount of oil is dangerous and immediate steps should be taken to clean affected

surfaces and prevent further contamination, excess scale or other deposits should be removed by appropriate chemical or mechanical means.

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4. Stays and stay bolts: a. Examine stays to determine whether or not they are in even tension. All fastened ends should be

examined to determine whether cracks exist where stays are punched or drilled for rivets or bolts. b. Test firebox stay bolts by tapping one end of each bolt with a hammer and, where practical, a

hammer or other heavy tool should be held on the opposite end to make the test more effective. An unbroken bolt should give a ringing sound while a broken bolt will give a hollow sound. Replace broken stay bolts.

5. Examine manholes, reinforcing plates and nozzles or other connections flange or screwed into the boiler for evidence of defects both internally and externally. If possible, observation should be made from the inside of the boiler as to whether connections are properly made to the boiler. Examine all openings leading to external attachments, such as water column connections, low water fuel cutoff devices, openings in dry pipes and openings to safety valves to ensure they are free from obstruction.

6. Fire Surfaces: a. Examine for bulging and blistering: b. Inspect all plate or tube surfaces exposed to the fire also check whether any part of the boiler has

become deformed by bulging and blistering. 7. Cracks:

a. Examine vulnerable areas such as ligaments between the holes on watertube boiler drums, between tube holes on tube sheet of firetube boilers, at any flange where repeated flexing of the plate occurs during operation and around welded pipe and tube connections.

b. Lap joint boilers are subject to cracking where plates lap in the longitudinal seam. If there is any evidence of leakage or other distress at this point, the inspector should thoroughly examine the area to determine whether cracks exist in seams. REPAIR OF LAP JOINT CRACKS ON LONGITUDINAL SEAMS IS PROHIBITED.

8. Corrosion: a. Inspect for corrosion. b. When active corrosion is found, provide advice to correct as necessary.

9. Grooving: a. Inspect for grooving. Examine as construction permits all flange surfaces, particularly the flanges

of unstayed heads. b. Provide corrective advice for any defects found.

10. Firetubes: Examine closely for reduction in thickness near or at tube ends. 11. Watertubes:

a. Inspect for corrosion, erosion, bulges, cracks, or any evidence of defective welds. b. Examine short tubes and nipples used to join drums and headers, there is a tendency for fuel and

ash to lodge in these areas and corrosion is likely in the presence of moister. 12. Blowoff Piping:

a. Inspect blowoff piping connections and fittings. b. Determine that blowout piping is properly secured and discharges at a safe point.

13. Automatic Low Water Fuel Cutoff and Water Feeding Devices: Ensure automatic low water fuel cut off and water feeding devices are properly installed. The float linkage and connections should be examined for wear and the float chamber should be free of sludge or other accumulation.

14. Safety and Safety Relief Valves: a. Check valves for correct pressure setting and adequate discharge pipe supports. b. The safety or safety relief valve on a steam or hot water heating boiler should be tested manually

once each month and pressure tested once each year. 15. Pressure Gages:

a. When required, pressure gages shall be tested and calibrated. b. Location of steam pressure gage(s) should be noted to determine whether it is exposed to high

temperature from an external source or to internal heat due to lack of protection by a proper siphon or trap.

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Periormance Work Statement

Hays County

16. Hydrostatic Test:



a. The test pressure should not exceed 1Y2 times the maximum allowable working pressure. b. The safety valve or valves should be removed or each disk shall be held down by means of a

testing clamp. 17. Record Review: Review boiler log, records of maintenance and feed water treatment to determine

what regular tests have been made on boiler and controls. 18. Conclusions: Any defects or deficiencies in condition, operating and maintenance practices of the

boiler and auxiliary equipment should be discussed by the inspector with the owner or user at this time.

Reports and Records:

1. GSA Form 349, Inspection Report of Boiler, shall be prepared for each boiler when it is inspected. 2. GSA Form 1034, Certification of Inspection, shall be issued when the boiler has been approved for

operation. The original and one copy is required. The original is posted on or near the equipment and the copy is forwarded to the regional office.

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B-8 Boiler, External Inspection (Frequency: Annual)

Application:

Guide card applies to both heating boilers and power boilers. The guide card will identify which information applies to only one of these two boilers.


1. Perform boiler external inspection with internal inspection and annual preventive maintenance. 2. Perform internal boiler inspection in accordance with requirements of American Society of Mechanical

Engineers (ASME), Section VI, Recommended Rules for Care and Operation of Heating Boilers, and Section VII, Recommended Rules for Care of Power Boilers; and National Board Inspection Code ANSl/NB-23, A Manual for Boiler and Pressure Vessel Inspectors.

3. Following internal inspection and as part of external inspection boiler shall be brought up to operating pressure and temperature.

4. Inspection shall be performed by inspectors certified by the National Board of Boiler Pressure Vessel Inspectors.

5. All automatically and manually operated control devices provided for controlling operation and safety of the vessel, steam or water pressure, hot water temperature, combustion, and boiler water level shall be inspected under operating conditions.

6. All associated valves and piping, pressure and temperature indicating devices, metering and recording devices, and all boiler auxiliaries shall be inspected under operating conditions.

7. All combustion controls attached to the boiler regardless of the fuel being fired must be in good working order or the inspection certificate shall be withheld.


Procedure:

1. Inspect overall cleanliness and accessibility of boiler and auxiliary equipment. Boiler fittings, valves and piping should be checked for compliance with ASME code and jurisdictional requirements.

2. Pressure Gages: Note the pressure reading indicated on pressure gage and compare it with another gage on the same system or with a standard test gage.

3. Water Level Gage Steam Boilers: a. Observe the blowdown of the water gage in its normal manner and the promptness of the return

of water in the gage should be noted. b. During the test of the water level gage, water and steam connections should be blown separately

to ensure both are clear. 4. Safety and Safety Relief Valves:

a. Safety valves should be tested by allowing the pressure in the boiler to rise to the popping pressure, and subsequent fall, to check the actual popping pressure and blowdown. If this is not practical, the valve should be tested by the boiler operator for free operation by use of the lifting lever, provided the boiler pressure is 75% or more of the set pressure.

b. Inspect valve discharge pipe to determine if discharge pipe is free and in accordance with ASME Code requirements.

c. When inspections reveal that a safety valve is not operating properly ,the boiler shall be taken out of service and the valve shall be replaced or repaired.

5. Low Water Fuel Cutoff or Feed Controls: Observe the test of these controls after the drain has been opened. Close the drain and observe the promptness of the return to normal such as the silencing of an alarm or stopping of a feed pump should be noted.

6. Blowoff Piping Power Boilers: Observe blowdown of the boiler in normal manner, check for freedom of piping to expand and contract and ensure there is no excessive vibration.

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7. Piping, Connections and Fittings: a. Inspect piping to ensure there is provision for expansion and adequate support. b. Piping and fittings should be examined for evidence of leakage and excessive vibration. Also

closely examined to determine that they are properly rated for the service conditions to which they are subjected.

8. Pressure controls (heating steam boilers): Verify that each automatically fired steam boiler is protected from over pressure by not less than two pressure operated controls one of which may be an operating control.

9. Record Review: Review the boiler log and records of maintenance and feed water treatment to insure that regular and adequate tests have been made on the boiler and controls.

10. Reports and Records: a. GSA Form 349, Inspection Report of Boiler, shall be prepared for each boiler when it is inspected. b. GSA Form 1034, Certification of Inspection, shall be issued when the boiler has been approved

for operation. The original and one copy is required. The original is posted on or near the equipment and the copy is forwarded to the regional office, if required.

11. Conclusions: During all test the actual operating and maintenance practices should be noted by the Inspector and a determination made as to their acceptability.

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C-1 Clocks, Central System (Frequency: Semiannual)


1. Review manufacturer's instructions. 2. This work should be done in spring and fall when time is changed from standard to daylight and back.

Checkpoints:

1. Clean dirt and dust from interior and exterior of cabinet. 2. Adjust relays, check transmission of signal. 3. Tighten contacts and terminal screws. 4. Burnish contacts if necessary. 5. Perform work suggested by manufacturer's instruction book. Recommended Tools. Materials. and Equipment.

1. Standard Tools - Basic

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C-2 Remote Air Intake Dampers (Frequency: Semiannual)

Checkpoints:

1. Check damper for freedom of movement and proper operation. 2. Observe damper operation through full operating range, by activating controller. Adjust linkage on

vanes if out of alignment. 3. Check damper surfaces for wear and clean vanes. 4. Check actuator/damper linkage for proper operation. Adjust if needed. Tighten operator arm set

screws. 5. Lubricate mechanical connections sparingly. Wipe off excess. 6. Check actuator for proper operation. If it does not stroke properly, check for binding drive stem. If

actuator still does not operate properly, replace the diaphragm (pneumatic actuators). 7. Check for air leaks around actuator and in air line between controller and actuator. 8. Lubricate actuator linkage sparingly. Wipe off excess lubricant. DO NOT LUBRICATE actuator/drive

stem. 9. Clean off any corrosion or rust on damper frame and or damper blades, coat with proper type and

color paint.


1. Standard Tools - Basic 2. Cleaning equipment and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous

ingredients and proper personal protective equipment (PPE). 3. Lubricants

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C-3 Coils Preheat, Reheat, Etc. {Remote Locations) {Frequency: Annual)

Application:

This guide applies to coils that are not part of an air washer or air handling unit.


Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection."

Checkpoints:

1. Vacuum or blow out the fins, coils, etc. 2. Remove obstructions to air flow. 3. Check coils. Correct or report any leaks. 4. Test and inspect controls that protects coils against freezing. 5. Check for rust or corrosion around coil frame and coil mounting bracket. Clean, prepare for painting

and coat with proper type paint as necessary. Recommended Tools, Materials, and Equipment:

1. Standard Tools - Basic 2. Vacuum Cleaner wet/dry 3. Radiator brush 4. Coil cleaner. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 5. Respirator 6. Safety goggles 7. Materials to properly prepare and paint metal. Consult the MSDS to ensure that the paint lead level is

0.06% or less.

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C-4 Central Mini-Computer. HVAC Systems (Frequency: Quarterly)


1. Schedule maintenance with operating personnel. 2. Obtain and review manufacturer's information for servicing, testing and operating. 3. Obtain "AS BUILT" diagrams of installation.

Checkpoints:

1. Clean, calibrate and adjust all central (main-frame), remote (peripheral) and interface systems. 2. Test and analyze results for systems operational integrity. 3. Test all power supplies and battery charging networks. 4. Test all software and firm ware programs for applied results. 5. Prepare a written service report as to test results and service performed and file with the buildings

manager. Recommended Tools, Materials, and Equipment:

1. Tool Group B 2. Manufacturer's testing instruments 3. Cleaning tools and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous

ingredients and proper personal protective equipment (PPE). 4. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE.

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C-5 Automatic Mixing Box Pneumatic or Electric (Frequency: Annual)


1. Review manufacturer's specifications.

Checkpoints:

1. Check to see that the operating control thermostat activates the damper per design specifications. If not, recalibrate. Replace if it is defective with the same type action (direct or reverse action)and temperature range.

2. Check damper linkage for tightness or damage. Lightly oil moving parts. 3. Inspect dampers for free movement in mixing box. Replace felt or other type seals as required. 4. Inspect mixing box and hot and cold connecting ducts for air leaks. Correct leaks with duct tape or

tighten connections, as required. 5. Inspect damper actuators for tightness to mounting brackets. 6. Tighten electrical connections to servo-motors, and test if applicable. 7. If pneumatic actuator does not stroke properly, correct sticking valve stem or binding linkage. Replace

diaphragm or actuator if necessary. 8. Inspect for air leaks around actuator and in air line between controller and actuator. 9. Inspect thermostat for proper location and check main and branch air lines at thermostat for crimps,

breaks, etc. Repair if needed.


1. Tool Group B 2. Control drawings 3. Calibration tools 4. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 5. Duct tape 6. Cleaning materials and equipment. Consult the MSDS for hazardous ingredients and proper PPE. 7. Safety goggles

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C-6Controls, Central System HVAC (Frequency: Annual)


1. Read and understand manufacturer's instructions before making adjustments or calibration. 2. Obtain control system diagrams. 3. Before calibrating or adjusting pneumatic controls, adjust the pressure of the main control air

supplying pneumatic sensors, thermostats, and controllers to manufacturer's specifications. 4. Servicing of pneumatic air compressors and control air reducing stations shall be performed at the

same time to prevent duplication of some service checkpoints.

Checkpoints: 1. Check set point of controls (temperature, humidity, or pressure). 2. Compare control point with an external measuring device, note deviations, and adjust. 3. Check the unit over its range of control. If possible, impose simulated conditions to activate controls

and check operation. 4. Check for control point cycling. 5. Check for correct pressure differential on all two position controllers (on-off-open-closed). 6. Check condition and action of primary elements in the controllers (bi-metallic strips, and or sealed

bellows with capillary tubing for remote sensing. 7. Note the action of the controlling device (thermostats, humidistats, and pressurestats) which changes

the action of the controlled device (motors, valves, dampers, etc.) 8. On electronic controls check the source of the signal and its amplification. 9. Check air systems for leaks, check for correct main control air pressure to control devices. Check

units for proper closing and loose connections. 1o. Check the condition and the ability of humidity sensing control elements (hair, wood, leather, or similar

substances) to read the moisture changes and their action on the control mechanism. 11. Check resulting action of the pressure sensing primary control elements such as diaphragms, bellows,

inverted bells, and similar devices when activated by air, water, or similar pressure. Check operation of all relays, pilot valves, and pressure regulators.

12. Replace air filters in sensors, controllers, and thermostats as required. 13. Use test kits and manufacturer's instructions whenever possible. Replace rather than rebuild a control

installed in the system. Take control to shop for repair.

Recommended Tools. Materials, and Equipment:

1. Tool Group B 2. Pressure gauge, psychrometer 3. Volt Ohm Meter 4. Air filter replacements 5. Control spares as needed DRAFT

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C-7 Condensate or Vacuum Pump (Frequency: Annual)


1. Review manufacturer's instructions. 2. This maintenance should only be performed when it will not prevent operation of the steam boiler.

Checkpoints.

1. Operate unit to check for steam binding. 2. Check condensate temperature. It should be approximately 30Q F (17Q C) below steam temperature if

traps are not leaking. 3. Examine flanges for steam leaks; replace gaskets as necessary. 4. Pump receiver down. 5. Turn condensate to sewer. 6. Shut down unit. 7. Clean and examine receiver, vent pipe, inlet and discharge openings for corrosion; remove all external

corrosion, and paint with appropriate type paint. 8. Clean and adjust motor float switch and float operation on high low water level. Inspect float rods and

pressure switches. 9. Make any adjustments as necessary. 10. Check alignment of motor and pump coupling with straight edge. Align if necessary. 11. Lubricate pump and motor. 12. Adjust packing glands and change packing when necessary. 13. Examine vacuum breaker operation. 14. Inspect ball floats, rods, and other linkage, adjust as necessary. 15. Properly dispose of all debris.


1. Tool Group C 2. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 3. Clean wiping cloths. 4. Gasket materials as required. 5. Metal cleaning materials and appropriate paint as necessary. Consult the Material Safety Data Sheets

(MSDS) for hazardous ingredients and proper personal protective equipment (PPE). 6. Six inch level and straight edge. DRAFT

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C-8 Central Control Panel (Frequency: Annual)


1. Schedule maintenance with operating personnel. 2. Obtain and review manufacturer's information for servicing, testing, and operating. 3. Obtain "AS BUilT" diagrams of installation.

Checkpoints:

1. Clean, lubricate and adjust all electro-mechanical components (printers, relays, graphic projectors, command buttons and switches).

2. Test data transmission to and from remote panels and input/output devices. Recalibrate and/or repair. 3. Verify command functions by observing resultant action (on-off, open-close, etc.). 4. Test alarm report devices and subsystems and analyze visual, audible and printed annunciation.

Clean, recalibrate, repair or replace defective components. 5. Test scanning system. Repair if necessary. Note: Systems incorporating open type relays should be

cleaned. 6. Check operating data. Analyze for accuracy.


1. Tool Group B 2. Obtain and understand how to use the manufacturer's testing instruments. 3. Cleaning tools and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous

ingredients and proper personal protective equipment (PPE). 4. Lubricants as specified by equipment manufacturer. Consult the MSDS for hazardous ingredients and

proper PPE. 5. Lint free cleaning cloths.

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C-9 Cooling Tower, Maintenance (Frequency: Annual}


1. Schedule performance of this PM activity prior to seasonal start-up. Consider the time needed to affect any required repairs.

2. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 3. Perform cleaning of the tower in accordance with PM guide C-10 before performing this PM activity. 4. Review manufacturer's instructions. 5. De-energize, lock out, and tag electrical circuits. 6. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection". 7. Properly dispose of any debris, excess oil, and grease. 8. If materials to be worked on, such as the wet deck panels, are known or suspected to contain

asbestos, check the building's asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

Checkpoints:

1. Exterior Structural: a. Inspect louvers for correct position and alignment, missing or defective items, and supports. b. Inspect casings and attaching hardware for leaks or defects. Check the integrity and secure

attachment of the corner rolls. c. Inspect for loose or rotten boards on wood casings. Examine from the interior. Extensive damage

may require replacement with fiberglass sheathing. d. Inspect condition of access doors and hinges. Repair as necessary. e. Inspect the distribution system including flange connectors and gaskets, caulking of headers on

counterflow towers, deterioration in distribution basins, splash guards, and associated piping on crossflow towers. If configured with water troughs check boards for warpage, splitting, and gaps.

f. Examine the drain boards for damage and proper drainage. Check the fasteners also. g. Inspect stairways including handrails, knee rails, stringers, structure and fasteners for rot,

corrosion, security and acid attack. h. Shake ladders to verify security, and check all rungs. i. Check the security, rot, and corrosion on walkway treads. Check treads, walkways, and platforms

for loose, broken, or missing parts. Tighten or replace as necessary. j. Ladders must be checked for corrosion, rot, etc. Verify compliance with Occupational Safety and

Health regulations regarding height requirements. Check ladder security. k. Check fan decks and supports for decay, missing and broken parts, and gaps. Check the security. I. Fan cylinders must be securely anchored. Check fastening devices. Note any damaged, missing,

or corroded items. Watch for wood rot and corrosion of steel. Verify proper tip clearance between the fan blade and interior of cylinder. Verify compliance with OSHA requirements regarding height. Check its condition.

m. Apply protective coatings as needed on exterior surfaces. Be sure rust and dirt have been removed first.

2. Interior Structural: a. Inspect the distribution system piping for decay, rust, or acid attack. Check the condition and

tightness of connections and branch arms. Observe spray pattern of nozzles if possible and note missing and defective nozzles. Note condition of the redistribution system under the hot water system.

b. Inspect mechanical equipment supports and fasteners for corrosion. Wood structural members in contact with steel should be checked for evidence of weakness. Check condition of springs or rubber vibration absorption pads, including adjusting bolts, ferrous members, and rubber pads.

c. Check valves and operating condition of fire detection system. Check for corrosion of pipes and connectors. Check wiring of any thermocouple installed.

d. Check drift eliminators and supports. Remove any clogging debris. Replace missing blades.

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e. Inspect tower fill for damage, ice breakage, deterioration, and misplaced, missing, or defective splash bars.

f. Examine interior structural supports. Test columns, girts, and diagonal wood members for soundness by striking with a hammer. A high pitched, sharp sound indicates good wood, whereas a dull sound indicates soft wood. Probe rotted areas with a screw driver to determine extent of rot. Look for iron rot of metal fasteners in contact with wood. Check condition of steel internals. Check condition and tightness of bolts.

g. Inspect the nuts and bolts in partitions for tightness and corrosion. Look for loose or deteriorated partition boards. Note if partitions are installed so as to prevent wind milling of idle fans. Make sure wind walls parallel to intake louvers are in position. Boards or transite members should be securely fastened. Check condition of wood or steel supports for rot and corrosion.

h. Check wooden cold water basins for deterioration, warps, splits, open joints, and sound of wood. Inspect steel basins for corrosion and general condition. Inspect concrete basins for cracks, breaking joints, and acid attack.

i. Check all sumps for debris, condition of screens, antiturbular plates, and freely operating drain valves.

3. Mechanical: a. Check alignment of gear, motor, and fan. b. Inspect fans and air inlet screens and remove any dirt or debris.

1) Check hubs and hub covers for corrosion, and condition of attaching hardware. 2) Inspect blade clamping arrangement for tightness and corrosion.

c. Gear box 1) Clean out any sludge. 2) Change oil. Be sure gear box is full to avoid condensation. 3) Rotate input shaft manually back and forth to check for backlash. 4) Attempt to move the shaft radially to check for wear on the input pinion shaft bearing. 5) Look for excessive play of the fan shaft bearings by applying a force up and down on the tip of

a fan blade. Note: Some output shafts have a running clearance built into them. d. Power transmission.

1) Check that the drive shaft and coupling guards are installed and that there are no signs of rubbing. Inspect the keys and set screws on the drive shaft, and check the connecting hardware for tightness. Tighten or install as required.

2) Look for corrosion, wear, or missing elements on the drive shaft couplings. 3) Examine the exterior of the drive shaft for corrosion, and check the interior by tapping and

listening for dead spots. 4) Observe flexible connectors of both ends of the shaft. 5) Inspect bearings, belts, and pulleys for excessive noise, wear or cracking, alignment,

vibration, looseness, surface glazing, tension. Replace or repair as required. e. Check water distribution. Adjust water level and flush out troughs if necessary. Check all piping,

connections, and brackets for looseness. Tighten loose connections and mounting brackets. Replace bolts and braces as required.

f. Check nozzles for clogging and proper distribution. g. Inspect keys and keyways in motor and drive shaft.

4. Electrical: a. Check electric motor for excessive heat and vibration. Lubricate all motor bearings as applicable.

Remove excess lubricant. b. Inspect fused disconnect switches, wiring, conduit, and electrical controls for loose connections,

charred or broken insulation, or other defects. Tighten, repair, or replace as required. c. Remove dust from air intakes, and check for corrosion. Check TEFC motors for conditions of air

passages and fans. d. If there is a drain moisture plug installed, see if it is operational. e. Check amps and volts at operating loads, recommend pitching of fan blades to compensate. f. Look for corrosion and security of mounting bolts and attachments.

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1. Tool Group C 2. Protective coating, brushes, solvent, etc. Consult the Material Safety Data Sheets (MSDS) for

hazardous ingredients and proper personal protective equipment (PPE). 3. Manufacturer approved lubricants. Consult the MSDS for hazardous ingredients and proper PPE. 4. Cleaning tools and materials. Consult the MSDS for hazardous ingredients and proper PPE. 5. Respirator. 6. Safety goggles 7. Work gloves 8. Ladders of appropriate size constructed according to OSHA/ANSI standards or scaffolding. Check

ladder for defects. Do not use defective ladders. 9. Amp probe and volt meter 10. High pressure washer

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C-10 Cooling Tower, Cleaning (Frequency: Quarterly)

Application:

This applies to all cooling towers and evaporative condensers. Those located on the mezzanine or lower levels and near fresh air intakes are particularly important.


1. Perform work before seasonal start-up (unless system has remained clean and free of biodeposits), before seasonal shutdown, and quarterly during the cooling season.

2. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 3. Review manufacturer's instructions. 4. De-energize, tag, and lock electrical circuits. 5. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection". 6. Ensure that there are safe and sturdy ladders and platforms to perform the lifting and cleaning

required. 7. If biological growth is excessive, have a qualified water treatment specialist review your treatment

program. 8. Refer to Table A for information on chlorine use. 9. If materials to be worked on, such as the wet deck panels, are known or suspected to contain

asbestos, check the building's asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

Checkpoints:

1. Close building air intake vents within the vicinity of the cooling tower until the cleaning procedure is complete.

2. Shut down, drain, and flush the cooling tower with water (check with state to determine if there are any restrictions on discharging the water). Isolate the cooling tower from the rest of the condenser water system where applicable.

3. Clean the wet deck, remove all debris, and dispose of properly. If the wet deck panels contains asbestos, follow the asbestos management plan for isolation, notification, work practice, and waste disposal.

4. Inspect the tower, the tower basin and holding tank for sediment and sludge, and any biological growth.

5. Using low pressure water hose or brushes, clean the tower, floor, sump, fill, spray pans and nozzles and removable components such as access hatches, ball float, and other fittings until all surfaces are clean and free of loose material. Porous surfaces such as wooden and ceramic tile towers will require additional cleaning and brushing. Clean cracks and crevices where buildup is not reached by water treatment.

6. Clean all system strainers and strainer housings. 7. Remove drift eliminators and clean thoroughly using a hose, steam, or chemical cleanser. 8. Check fan and air inlet screens and remove any dirt or debris. 9. Reassemble components, and fill tower and cooling system with water. 10. Monitor the water pH and maintain pH within a range of 7.5 to 8.0. The pH can be monitored with

litmus paper or a pH meter.

Perform the following if a more thorough disinfectant cleaning is needed.

1. Add a silicate-based low or non-foaming detergent as a dispersant at a dosage of 10-25 pounds per thousand gallons of water in the system. a. Use a silicate-based low or non-foaming detergent such as Cascade®, Calgonite®, or equivalent

product. (Trade names mentioned do not imply endorsement by the government). b. If the total volume of water in the system is not known, it can be estimated to be ten (10) times the

recirculating rate (gallons per minute) or 30 gallons per ton of refrigeration capacity.

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c. The dispersant is best added by first dissolving it in water and adding the solution to a turbulent zone in the water system, such as the cooling tower basin near the pump suction.

d. Contact a professional water treatment specialist for a dispersant which may be safely used without interfering with the operation of the system.

2. Add chlorine disinfectant to achieve 25 parts per million (ppm) of free residual chlorine. a. Maintain 10 ppm of free residual chlorine in water returning to the cooling tower for 24 hours. b. A swimming pool test kit may be used to monitor the chlorine. Follow the manufacturer's

instructions. Test papers such as those used to monitor restaurant sanitizing tanks may also be used.

c. Monitor every 15 minutes for two hours to maintain the 10 ppm level. Add chlorine as needed to maintain this level.

d. Two hours after the slug dose or after three measurements are stable at 10 ppm of free residual chlorine, monitor at two-hour intervals to maintain the 10-ppm of free residual chlorine.

e. Some kits cannot measure 10 ppm. In this case dilute the test sample with distilled water to bring it within the test set range.

3. After 24 hours, drain the system (check with state to determine if there are any restrictions on discharging the water).

4. Adjust bleed, float, central valve for desired water level. 5. Open any building air vents that were closed prior to the cleaning of the cooling tower. 6. Implement an effective routine treatment program for microbial control. 7. Document all maintenance and cleaning procedures by date and time. Record the brand name and

the volume or weight of chemicals used.


1. Tool Group C 2. Pressure washer with hose and nozzle. 3. Cleaning tools and materials. Consult the Material Safety Data Sheets (MSDS) for hazardous

ingredients and proper personal protective equipment (PPE). 4. Appropriate chemicals and detergents (see guide card for details). Consult the Material Safety Data

Sheets (MSDS) for hazardous ingredients and proper personal protective equipment (PPE). 5. Respirator with acid/gas/mist/HEPA filters. For other chemicals, refer to the Material Safety Data

Sheet (MSDS) for recommended respirator). 6. Safety goggles. 7. Waterproof clothing (while working inside a wet tower). 8. Gloves (refer to MSDS on chemicals used for the type of gloves required). 9. Rubber boots if wet.

10. Litmus paper or pH meter 11. Swimming pool test kit

TABLE OF VALUES

Chlorine Compounds Percent Available Weight per

Chlorine 1000 gallons Hypochlorites

Calcium, Ca(OCl)2 (HTH) Sodium, NaOCI

Industrial grade

70

12-15

0.3 lb.

1.5 lb. Domestic grade (bleach) 3-5 5.25 lb.

Potassium or sodium chlorinated isocyanurates

55-65

0.4 - 0.33 lb. 66-90 0.33 - 0.25 lb.

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*Only those compounds commonly available in most communities are listed. Other appropriate compounds may be suggested by a water treatment specialist.

**These weights are approximate and are calculated to attain a free chlorine level of 25 ppm in a theoretical cooling tower system with no biodeposits. If biodeposits are present, additional chlorine will be required. Calculate the volume of the entire cooling tower system, including the cooling tower water and the recirculating water; it should be several times more than the holding capacity of the tower.

***Select only fast-release compounds, which are available in pellets, granular or extra granular forms in the 55-65% available chlorine category. Compounds with higher percentages of available chlorines (66- 90%) release more slowly; use only the granular or extra granular forms.

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C-11 Evaporative Condenser (Freguencv: Annual)


1. Perform cleaning of the condenser in accordance with PM guide C-10 before performing this PM activity

2. Schedule performance of this PM activity prior to seasonal start-up. 3. Review manufacturer's instructions. 4. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 5. De-energize, lock out, and tag electrical circuits. 6. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)



forms. 9. Recover, recycle, or reclaim the refrigerant as appropriate. 10. If disposal of the appliance is required, follow regulations concerning removal of refrigerants and

disposal of the appliance. 11. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 12. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled

accordingly. 13. For refrigerant type units, closely follow all safety procedures described in the Material Safety Data

Sheet (MSDS) for the refrigerant and all labels on refrigerant containers. 14. Properly dispose of any debris, excess oil, and grease. 15. If materials to be worked on are known or suspected to contain asbestos, check the building's

asbestos management plan to see if they have been tested for asbestos. If they are suspect but have not been tested, have them tested. Manage asbestos in accordance with the plan.

Checkpoints:

1. Exterior Structural: a. Inspect louvers for correct position and alignment, missing or defective items, and supports.

Examine for ice damage. b. Inspect casings and attaching hardware for leaks or defects. c. Inspect condition of access doors and hinges. Repair as necessary. d. Inspect the distribution system, including flange connectors and gaskets, caulking of headers,

deterioration in distribution basins, splashguards, and associated piping. e. Check screens. f. Inspect stairways (if applicable), including handrails, knee rails, stringers, structure, and fasteners

for rot, corrosion, security, and acid attack. g. Shake ladders (if applicable) to verify security. Check all rungs. Verify compliance with

Occupational Safety and Health (OSHA) regulations regarding height requirements. h. Fan cylinders must be securely anchored. Check fastening devices. Note any damaged, corroded,

or missing items. Verify proper tip clearance between the fan blade and interior of the cylinder. Verify compliance with OSHA requirements regarding height. Check its condition.

i. Apply protective coatings as needed on metal surfaces. Be sure rust and dirt have been removed first.

2. Interior Structural: a. Inspect the distribution system piping for decay, rust, or acid attack. Check the condition and

tightness of water and coil connections. Observe spray pattern of nozzles if possible and note missing and defective nozzles.

b. Inspect mechanical equipment supports and fasteners for corrosion. Check condition of springs or rubber vibration absorption pads, including adjusting bolts, ferrous members, and rubber pads.

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c. Check valves, float valve, and continuous bleed line (should be open). Check operating condition of fire detection system, if installed. Check for corrosion of pipes and connectors. Check wiring of any thermocouple installed.

d. Inspect condenser fill for damage, ice breakage, deterioration, or misplaced, missing, or defective splash bars.

e. Examine interior structural supports. Look for iron rot of metal fasteners. Check condition of steel internals. Check condition and tightness of bolts.

f. Inspect the nuts and bolts in partitions for tightness and corrosion. Check condition of steel supports for rot and corrosion.

g. Check steel cold water basins for corrosion and general condition. h. Check all sumps for debris, condition of screens, antiturbular plates, and freely operating drain

valves. 3. Mechanical:

a. Check alignment of gear, motor, and fan(s). b. Check fan(s) and air inlet screens. Remove any dirt or debris.

1) Check hubs and hub covers for corrosion and condition of attaching hardware. 2) Inspect blade clamping arrangement for tightness and corrosion.

c. Gear box: 1) Clean out any sludge. 2) Change oil in gear reducer. Be sure gear box is full to avoid condensation. 3) Rotate input shaft manually back and forth to check for backlash. 4) Attempt to move the shaft radially to check for wear on the input pinion shaft bearing. 5) Look for excessive play of the fan shaft bearings by applying force up and down on the tip of a

fan blade. (Note: Some output shafts have a running clearance built into them.) d. Power transmission:

1) Check that the drive shaft and coupling guards are installed and that there are no signs of rubbing. Inspect the keys and set screws on the drive shaft and check the connecting hardware for tightness. Tighten or install as required.

2) Look for corrosion, wear, or missing elements on the drive shaft coupling. 3) Examine the exterior of the drive shaft for corrosion. Check the interior by tapping and

listening for dead spots. 4) Observe flexible connectors of both ends of the shaft. 5) Inspect bearings, belts, and pulleys for excessive noise, wear or cracking, alignment,

vibration, looseness, surface glazing, tension. Replace or repair as necessary. e. Inspect condenser coil, fins, sprays, connections, etc. Clean if required. f. Check water distribution. Adjust water level and flush out troughs if necessary. Check all piping,

connections, and brackets for looseness. Tighten loose connections and mounting brackets. Replace bolts and braces as required.

g. Check nozzles for clogging and proper distribution. h. Check pump. Lubricate as required. i. Check water treatment equipment for proper operation and condition. Clean and paint as

necessary. 4. Electrical:

a. Check electrical motor for excessive heat and vibration. b. Inspect wiring, conduit, and electrical controls for loose connections, charred or broken insulation,

or other defects. Tighten, repair, or replace as necessary. c. Remove dust from air intakes and check for corrosion. Check TEFC motors for condition of air

passages and fans. d. If there is a drain moisture plug installed, see if it is operational. e. Check motor and starters. Check amps and volts at operating loads. f. Look for corrosion and security of mounting bolts and attachments.

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Recommended Tools, Materials. and Equipment:

1. Tool Groups A and C. 2. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 3. Cleaning materials. Consult the MSDS for hazardous ingredients and proper PPE. 4. Safety goggles. 5. Work gloves. 6. Ladders of appropriate size constructed in accordance with OSHA/ANSI standards or scaffolding.

Check ladders for defects. Do not use defective ladders. 7. Volt-amp meter. 8. High pressure washer. 9. Protective coatings, brushes, solvents, etc. Consult the MSDS for hazardous ingredients and proper

PPE.

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C-13 Crane, Electric {Frequency: Quarterly)

Application:

This guide card applies to electric driven cranes mounted on overhead tracks, mounted on walls or mounted on the floor. It is not to be applied to hydraulic lifts. The push button operators are included with normal PM, but the electric drive motor will be serviced using guide card M-3 and the electrical supply by the appropriate guide card.

Special Instructions: 1. Coordinate related PM items at this time, i.e. M-3, E-35 Motor Control Center, etc. 2. Review manufacturer's instructions for operation and maintenance. 3. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 4. Shut off electrical power, tag and lockout of service. 5. The height of the crane may require the use of scaffolding or hydraulic lifts to accomplish this PM.

Checkpoints:

1. Inspect trolley wheels and track for condition. 2. Check braking system, including any hydraulic reservoirs. 3. Inspect all structural features including framing, supports, bracing, anchors, etc. 4. Scrape, wire brush, treat with rust inhibitor and paint all rusted or bare metal areas. 5. Inspect cables for worn, frayed or broken strands. Adjust tension if necessary. 6. Inspect pulleys, sheaves, chains, etc. for alignment and wear. 7. Check operation of controls, including limit switches. 8. Lubricate in accordance with manufacturer's recommendations. 9. Check oil in gear case, add or replace in accordance with manufacturer's instructions. 10. Remove tags and lockout, restore power. 11. Test operation.

Recommended Tools, Materials. and Equipment: 1. Tool Group B. 2. Cleaning supplies. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and

proper personal protective equipment (PPE). 3. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE. 4. Safety goggles.

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C-14 Chain Hoist and Trolley (Frequency: Annual)


1. See manufacturer's instructions. 2. Secure any attached electrical gear. 3. Notify personnel in area.

Checkpoints: 1. Lower chain hoist and trolley to floor. 2. Inspect trolley bearings and lubricate. Remove any excess lubrication and clean wheels. 3. Inspect gears and bearings on trolley. 4. Inspect travel chain for wear. Remove any rust or corrosion. 5. Inspect chain sprocket and guide eyes for wear. Re-adjust for proper alignment. 6. Inspect hook bearing. 7. Follow manufacturer's suggestions when disassembling clutch/brake assembly. Lubricate as required.

Reassemble. 8. Inspect lift chain for condition. 9. Inspect hook swivel for condition. Lubricate and reassemble. 10. Check safety latch on hook for condition and operation. Repair as necessary. 11. After inspection and reassembly is completed, return hoist and trolley to rail. 12. Load test hoist, make any adjustment in clutch/brake as required


1. Tool Group A 2. Cleaning equipment. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and

proper personal protective equipment (PPE). 3. Test weight 4. Grease and grease gun

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C-21 Carts and Scooters, Engine or Battery Powered (Frequency: Annual)

Application:

This guide card applies to propane, gasoline, and battery powered carts and scooters used to transport personnel and materials in large buildings and on compounds or complex facilities.


1. Review manufacturer's maintenance instructions. 2. Review the Standard Operating Procedure for "Emergency Eyewash and Shower Equipment." 3. Work area must be properly ventilated to protect against battery gases and fumes from fuels. 4. Adequate personal protection against acid spills must be provided, i.e., face mask, rubber gloves, etc. 5. Have on hand an approved fire extinguisher. Ensure that the fire extinguisher is properly serviced and

that it is in proper working order.

Checkpoints:

Battery powered:

1. Remove and clean battery terminals. Clean posts and reconnect terminals. 2. Check electrolyte specific gravity with a hydrometer. 3. Add water if required. 4. Inspect lights, buzzers, controls, and wiring for tight connections and proper operation. 5. Lubricate according to manufacturer's recommendations. 6. Check brakes, clutch, wheels, tires, steering, and frame. 7. Vacuum or blow out motor air passages and check mounting. 8. Check and adjust as needed belts and/or chain drive. 9. Test run (road test). 10. Wire brush, treat with rust inhibitor, and paint rusted areas.

Engine powered:

1. Inspect fuel tank, connections, and lines for leaks and deterioration. Tighten or replace as required. 2. Change oil. Change oil, air, and fuel filters. 3. Change points, condenser, plugs, and rotor button if applicable. 4. Lubricate according to manufacturer's recommendation. 5. Check brakes, clutch, wheels, tires, steering, and frame. 6. Inspect lights, buzzers, controls, flashers, and wiring for proper operation and tighteners. 7. Check and adjust, as needed, belts and/or chain drive. 8. Start engine and perform any manufacturer's recommended tune-up procedures. 9. Test run (road test). 10. Wire brush, treat with rust inhibitor, and paint all rusted areas.


1. Tool Group B 2. Spark plug wrench and gap gauge 3. Feeler gauges 4. Leak detector (soap solution) 5. Filter, plugs, points, condenser, rotor button 6. Distilled water 7. Hydrometer 8. Face shield, rubber gloves, and apron. 9. Engine oil and container for old oil 10. Tire pressure gauge 11. Battery terminal cleaner brush

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12. Rust inhibitor and paint. Consult the MSDS for hazardous ingredients and proper PPE. Consult the Material Safety Data Sheets to ensure that the paint lead level is 0.06% or less.

13. Emergency eyewash that provides at least 0.4 gallons/min for at least 15 minutes.

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C-24 Condensing Unit, Refrigeration (Frequency: Critical: Monthly, Comfort: Annual)

Application:

This guide card applies to those units that have the compressors located inside the air cooled condenser housing. These units are considered one-half of a split system. Normally installed where compressor noise and/or vibration is undesirable and normally associated with air handlers, air conditioning machines, and modular A/C units, ceiling/wall mounted, split system. The unit may stand alone and be associated with walk-in freezers and refrigerators.


The frequency of maintenance for these units will be the same frequency as is established for the air handler or packaged A/C unit it services. Normally, once yearly for air handlers and comfort cooling A/C units and monthly for special purpose A/C units.

Comfort cooling units should be serviced just prior to the cooling season.

1. Schedule outage with operating personnel. 2. Review the Standard Operating Procedure for "Controlling Hazardous Energy Sources." 3. Obtain and review manufacturer's instructions. 4. Review the Standard Operating Procedure for "Selection, Care, and Use of Respiratory Protection". 5. De-energize, tag, and lock out electrical circuit. 6. Comply with the latest provisions of the Clean Air Act and Environmental Protection Agency (EPA)




disposal of the item. 11. If materials containing refrigerants are discarded, comply with EPA regulations as applicable. 12. Refrigerant oils to be removed for disposal must be analyzed for hazardous waste and handled



Checkpoints: 1. Remove debris from air screen and clean underneath unit. 2. Pressure wash coil with coil cleaning solution. Rinse and neutralize (cleaning solution) in accordance

with manufacturer's recommendations. 3. Straighten fin tubes with fin comb. 4. Check electrical connections for tightness. 5. Check mounting for tightness. 6. Check all refrigeration lines for support and signs of wear. 7. Thoroughly inspect and clean interior and exterior of machine. 8. Clean and treat all rusted areas. Touch up prime and paint as needed. 9. Check for refrigerant leaks using a halogen leak detector, soap bubbles, or similar testing device. If

leaks are not able to be stopped or corrected, report leak status to supervisor. 10. Check refrigerant levels and recharge if needed. 11. Perform required lubrication and remove old or excess lubricant. 12. Clean motor with vacuum or low pressure air (less than 40 psi). Check for obstructions in motor

cooling and air flow. 13. Visually inspect fused disconnect switches and contactors for condition, proper operation, arcing or

any evidence of overheating.

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14. Check motor name plate for current rating and controller manufacturer's recommended heater size. (Heater size shall not be changed without the Regional Design Engineer's approval.)

15. Check line and load connections and heater mounting screws for tightness. 16. Check fan blades for dust buildup and clean if necessary. 17. Check fan blades and moving parts for excessive wear. 18. Check fan RPM to design specifications. 19. Check bearing collar set screws on fan shaft to make sure they are tight, if applicable. 20. Check dampers for dirt accumulation. Check felt; repair or replace as required. 21. Check damper motors and linkage for proper operation. Adjust linkage on vanes if out of alignment, if

equipped. 22. Lubricate mechanical connections of dampers sparingly, if equipped. 23. Check compressor oil level (non-hermetically sealed units only) if compressor is equipped with a sight

glass. 24. Run machine with service gauge manifold attached, checking action of controls, relays, switches, etc.

to see that: a. compressor(s) run at proper settings. b. controls activate properly. c. controls activate unit. d. suction and discharge pressures are proper.

25. Check setting on controls and return to normal operation. 26. Clean up the work area and properly dispose of debris and waste.

Note: Seal off all service ports with flare caps. Report any missing caps or dust covers.


1. Tool Group A. 2. Refrigeration manifold. 3. Pressure washer. 4. Fin comb. 5. Paint brush. 6. Cleaning materials and tools, vacuum, grease gun, and oil. Consult the Material Safety Data Sheets

(MSDS) for hazardous ingredients and proper personal protective equipment (PPE). 7. Respirator. 8. Safety goggles. 9. Gloves 10. Rust inhibitor and protective coatings. Consult the MSDS for hazardous ingredients and proper PPE.

Consult the MSDS to ensure that the paint lead level is 0.06% or less. 11. Self sealing quick disconnect refrigerant hose fittings. 12. Refrigerant recovery/recycle unit. 13. EPA/DOT approved refrigerant storage tanks. 14. Approved refrigerant. 15. Electronic leak detector. DRAFT

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D-1 Door, Power Operated (Frequency: Semiannual)

Application:

This guide applies to warehouse or large overhead doors.


1. Review manufacturer's instructions.

Checkpoints:

1. Inspect general arrangement of door and mechanism, mountings, guides, wind locks, anchor bolts, counterbalances, weather stripping, etc. Clean, tighten, and adjust as required.

2. Operate with power from stop to stop and at intermediate positions. Observe performance of various components, such as brake, limit switches, motor, gear box, etc. Clean and adjust as needed.

3. Check operation of electric eye, treadle, or other operating devices. Clean and make required adjustments.

4. Check manual operation. Note brake release, motor disengagement, functioning or hand pulls, chains sprockets, clutch, etc.

5. Examine motor, starter, push button, etc., blow out or vacuum if needed. 6. Inspect gear box, change or add oil as required. 7. Perform required lubrication. Remove old or excess lubricant. 8. Clean unit and mechanism thoroughly. Touch up paint where required. 9. Clean up and remove all debris.


1. Standard Tools -Basic 2. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE). 3. Cleaning Materials. Consult the MSDS for hazardous ingredients and proper PPE.

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D-3 Roof Drains, Downspout, and Gutter Inspection (Per Linear 100 Feet) Frequency: Annual


1. Use care when working on high places. 2. Use safety line with belt if necessary.

Checkpoints:

1. Check gutters, drains, and downspout to insure that they are properly attached to the building, connections sealed, and free of debris.

2. Check drain strainers/screens for condition and proper installation. 3. If downspouts have heaters, test operate and correct deficiencies. 4. Remove all trash, debris or unsecured material from roof area. 5. Where downspout discharge onto lower roofs, check if there has been any scouring of the surfacing. 6. Check for missing or damaged splash blocks.


1. Tool Group - B. 2. Ladders constructed according to OSHA/ANSI standards or scaffolding. Check ladder for defects. Do

not use defective ladders.

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D-4 Door, Automatic Hydraulic Electric or Pneumatic Operated Main Entrance (Frequency: Quarterly)

Checkpoints:

1. Check alignment of door and mechanism. Inspect mountings, hinges, mats, and trim, weather stripping, etc. Replace, tighten, and adjust as required.

2. Operate with power, observing operation of actuating and safety mats, door speed, and checking functions.

3. Check manual operation. 4. Inspect power unit, lubricate and tighten lines as required. 5. Check operation of control board relays, clean, replace, adjust contacts as required. 6. Inspect door operating unit, tighten lines, and adjust as required. 7. Clean and lubricate door pivot points. 8. On pneumatic or hydraulically operated door operators, check for correct operating pressures per

manufacturer's instructions. 9. Clean up and remove all debris from work area.


1. Tool Group B 2. Lubricants. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

personal protective equipment (PPE).

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D-5 Doors, Main Entrance (Frequency: Semiannual)

Application:

This applies to entrance doors used in main entries to building where a poorly operating door may be dangerous and cause congestion. Special Instructions:

Set suitable barriers at the entrance and exit of the door. Prevent obstructions from impeding pedestrian traffic around the work area.

Checkpoints:

Hinged Doors

1. Inspect the frame and supporting structures. 2. Inspect hardware; hinges, latch keeper, lock. etc. Apply graphite where needed, wipe off excess. 3. Inspect glass, putty, or retaining pieces. Correct any deficiencies. 4. Operate door to observe functioning of check. Adjust and service as needed. 5. Touch up paint as needed. 6. Clean up and remove all debris from work area.

Revolving Doors

1. Remove obstructions and clean out track. 2. Fold door. Note action and freedom of motion. 3. Inspect locking device, adjust as needed. 4. Clean pivot points and apply graphite. 5. Inspect felt or rubber seals. 6. Set the emergency fold pressure on the door to the manufacturer's specifications. Check automatic

speed control, which should limit speed of door to 12 RPM. 7. Touch up paint as required. 8. Clean up all debris from work area.


1. Standard Tools - Basic 2. Graphite. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients and proper

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0-6 Drains, Areaway, Driveway, Storm (Frequency: Annual)

Special Instructions: 1. Perform work in autumn after leaves have fallen.

Checkpoints:

1. Remove grate if it exists. 2. Clean drain and area leading to drain. 3. Remove debris and trash, and dispose of properly. 4. Test drain for free water flow by flushing with hose. 5. Replace grate if removed in step 1).


1. Standard Tools - Basic 2. Hose 3. Work gloves

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D-9 Distiller, Water, Laboratory Use Only (Frequency: Annual)

Application:

Distillers are devices used to boil water, condense the vapors and produce chemically pure water. This process leaves the chemical deposits in the boiling chamber that must be cleaned out.


1. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources." 2. De-energize, tag, and lock out electric circuits. 3. Secure and tag water supply. 4. Review manufacturer's operation and maintenance instructions.

Checkpoints:

1. Drain the unit. 2. Remove cover and clean interior of unit, including heating element electrode. 3. Inspect control cabinet. Clean by using vacuum or dry compressed air to remove dust and tighten all

connections. 4. Check for leaks at fittings, gaskets and gauge glass. 5. Restore to service and check operation. 6. Collect sample and perform hardness test.


1. Tool Group B 2. Water Testing Kit 3. Measuring containers 4. Manufacturer's recommended cleaning solution. Consult the Material Safety Data Sheets (MSDS) for

hazardous ingredients and proper personal protective equipment (PPE).

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D-10 Door, Manual Overhead (Frequency: Annual)

Application:

This guide card applies to manually operated overhead doors. These doors normally range in size from 7 to 24 feet wide by 7 to 20 feet in height. Power operated overhead doors will be serviced using standard guide card D-1.


1. If the door is equipped with intrusion alarms, notify the appropriate person before operating. 2. Schedule maintenance on these doors so that it does not interfere with loading dock operations.

Checkpoints:

1. Inspect general arrangement of door and mechanism, mountings, guides, wind locks, anchor bolts, counterbalance, weather-stripping, etc. Clean, tighten, and adjust as required. Make minor repairs as needed.

2. Inspect cables for frayed or broken strands or excessive rusting. 3. Inspect winding drum for tightness and proper tracking of cables. 4. Manually raise and lower door, noting that door tracks evenly and action of brake release, functioning

of hand pulls, chains, sprockets, clutch, etc. 5. If equipped, inspect gearbox; change or add oil as needed. 6. Perform required lubrication. Remove old or excess lubricant. 7. Clean unit and mechanism thoroughly. Touch up paint where needed.


1. Standard tools - basic 2. Rust inhibitor and paint. Consult the Material Safety Data Sheets (MSDS) for hazardous ingredients

and proper personal protective equipment (PPE). 3. Grease gun, oil, and grease 4. Ladder constructed according to OSHNANSI standards. Check ladder for defects. Do not use

defective ladders.

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E-1Elevators, Electric or Hydraulic (Frequency: Monthly)


1. Check manufacturer's instructions; those that have more stringent guidelines for preventive maintenance shall be followed. The frequencies shown here are minimum requirements and are in addition to the regular PBS inspection tour. Items regularly inspected on a weekly basis include the motor-generator unit, hoist machine, controls and governor. Doors, hangers, closers, interlocks and door operators should be checked frequently for proper operation by PBS elevator mechanics or contract inspectors as they ride the elevators. Items requiring attention should be reported to the elevator shop supervisor or elevator contractor.

2. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources." 3. Use energy efficient lighting to the fullest practical extent. 4. If materials to be worked on are known or suspected to contain asbestos, check the building's


5. Comply with state and local codes as applicable.

Checkpoints.

1. Machine Room: Dust drive machines, motor generator sets, and control cabinets. Sweep floor, relamp inoperative machine room lights and remove trash. Inspect controllers, signal, scheduling and dispatch panels, selectors and selector tapes. Make maintenance adjustments necessary for proper operation.

2. Pits: Dust ironwork, sweep floor, empty drip pans, relamp inoperative lights, remove trash and check for leaks. Check runby, buffer switch, compensating switch and emergency stop switch. Make maintenance adjustments necessary for proper operation.

3. Motors; hoist motor. motor generator and regulators: Inspect oil level, oil pick up and belts. Make maintenance adjustments necessary for proper operation. Check for excessive heat, noise and leaks. Lubricate in accordance with manufacturer's specification. Renew brushes as necessary for proper operation. Keep end bells, commutators and brush riggings clean.

4. Geared Machines: Inspect worm and gear for bottoming and backlash, thrust end play, bearing wear, oil pick up, oil level and packing. Check for leaks and empty drip pan. Renew brushes as necessary. Keep end bells, commutators and brush riggings clean.

5. Brakes: Observe operation of brake. Inspect drum and shoe clearance and adjust as necessary for proper operation. Clean and lubricate pivot points. Where brake shoes are asbestos-containing, check for dust, and practice appropriate cleanup and maintenance precautions.

6. Car Gate: Clean, lubricate and inspect hangers and all related gate operating mechanisms. Check rollers, upthrust, interlock, gear box, motor brushes, door control box, cables, safety edge, light rays, gibs, sills, proper operating speed and force close speed. Make maintenance adjustments necessary for proper operation.

7. Speed Governor: Observe operation, including tension sheave. Check electrical switches for proper operation; check that inspection seals are in place and not broken. Clean and lubricate pivot points.

8. Lighting: Relamp all inoperative lamps located in lamp hatchway, hall landings, position indicators, car stations, dome, and wherever else required. Clean light diffusers and car stations.

9. Hydraulic Machines: Observe operation of motor and pump, oil lines, tank, controls, plunger and packing. Adjust as necessary for proper operation. Correct excessive creeping. Test manual and emergency control. Clean and lubricate as necessary. Check for and repair leaks on oil lines, tank, and packing. Test manual and emergency control. Clean and lubricate all equipment as necessary for proper operation.

10. Emergency Items: Check that emergency procedure sign is in place and inspection certificate is current and visible (or filed in buildings manager's office). Check top and side exits and related switches for proper operation. Test alarm bell, emergency stop switch, communications system, fire recall service (key capture, minimum one floor run on Phase II), and any other emergency recall features. Repair, replace, and adjust parts and equipment as necessary to insure operation in

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accordance with the manufacturer's specifications. Document each test performed, including the date and results of each test.

11. Clean up and remove all debris from work areas.

Recommended Tools, Materials, and Equipment.

1. Standard Tools - Basic. 2. Cleaning supplies and materials. Consult the Material Safety Data Sheet (MSDS) for hazardous

ingredients and proper Personal Protective Equipment (PPE). 3. Out of service signs. 4. Barricades. 5. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE.

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Hays County


Hays County



E-2 Elevators, Electric or Hydraulic {Frequency: Quarterly)






Checkpoints:

1. Guides: Inspect, clean, lubricate, and properly adjust all roller guides, guide shoes, and rail oilers. 2. Car Tops: Remove all dirt, dust, and oil. Clean and lubricate fans. 3. Emergency Lighting: Check the operation of the emergency lights; replace as necessary. 4. Solid State Components and Circuit Boards: Inspect printed circuit board and other solid state devices

for cleanliness, condensation spots, evidence of heating and deterioration. Check and replace defective solid state devices.

5. Leveling: Inspect leveling operation. Clean and lubricate switches, vanes, and all other related parts. Adjust to obtain the proper leveling at all landings in both the UP and DOWN directions within 1A inch above or below the landing sill.

6. Clean up and remove all debris from work area.



ingredients and proper Personal Protective Equipment (PPE). 3. Out of service signs. 4. Barricades. 5. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE. DRAFT

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E-3Elevators, Electric or Hydraulic (Frequency: Semiannual)






Checkpoints:

1. Motors: Inspect connections, armature and rotor clearances of the hoist motor and motor generator set: Clean and adjust as necessary to obtain proper operation.

2. Cables: Inspect, lubricate and properly adjust hoist cables, compensating cables, governor cables, and traveling cables to their manufacturer's specifications. Check all cable fastenings. Inspect guide rails and counter weights. Check and adjust the slow down and limit switches. Adjust all other items as necessary to obtain proper operation

3. Sheaves: Inspect, clean, and lubricate in accordance with manufacturer's specifications all deflector, compensating, and top of car sheaves.

4. Clean up and remove all debris from work areas.



ingredients and proper Personal Protective Equipment (PPE). 3. Out of seNice signs. 4. Barricades. 5. Lubricants. Consult the MSDS for hazardous ingredients and proper PPE. DRAFT

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E-5 Elevator, Electric, Inspection {Frequency: Semiannual)

Application:

This guide applies to electrically operated passenger and freight elevators.


1. This elevator inspection guide is adapted from the ANSl/ASME Codes A 17.1, Safety Code for Elevators and Escalators, and A 17.2, Inspectors' Manual for Electric Elevators, hereinafter referred to as the "code". Refer to these documents for comprehensive instructions on elevator inspections. Adhere to local codes when applicable.

2. Inspectors shall meet the requirements of the ANSl/ASME OEl-1 Standard for the Qualifications of Elevator Inspectors and shall be recognized by GSA. Inspectors and inspection supervisors shall be certified by an ASME accredited organization in accordance with the requirements of ASME QEl-1. Inspections and tests shall be performed by an inspector employed by GSA or by an outside inspector authorized by GSA to perform them. They shall be witnessed by an inspector employed by GSA, or by a qualified person authorized by GSA to witness the tests and inspections on its behalf. Immediately following these inspections and tests, the inspector shall submit to GSA a statement certifying that the inspections and tests have been performed and a report on the results thereof.

3. Avoid the wearing of loose clothing and neckties during the performance of this inspection. 4. Be at all times vigilant of the location and movement of cars, counterweights, projections, rotating

machinery, etc. Note the clearance available when working on top of the car or in the pit. Do not enter any pit containing standing water.

5. Be sure that safety devices are operational before performing any inspection work. 6. A copy of the ANSl/ASME Checklist for Electric Elevators is included for convenience. 7. The semiannual inspection of electric elevators includes those designated as routine in the code. 8. Comply with state and local codes as applicable. 9. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources."

Checkpoints: Perform the following in accordance with the elevator code.

1. Inside of Car: Door reopening device; stop switches; operating control devices; car floor and landing sill; car lighting; car emergency signal; car door or gate; door closing force; power closing of doors or gates; power opening of doors or gates; car vision panels and glass car doors; car enclosure; emergency exit; ventilation; signs and operating device symbols; rated load, platform area, and data plate; standby power operation; restricted opening of car or hoistway doors; and car ride.

2. Machine Room: Lighting and receptacles; housekeeping; ventilation; fire extinguisher; pipes, wiring, and ducts; guarding of exposed auxiliary equipment; numbering of machines and disconnect switches; disconnecting means and control; controller wiring, fuses, grounding, etc.; static control; drive machine brake; traction drive machines; gears and bearings; winding drum machine; belt- or chain drive machine; motor generator; absorption of regenerated power; AC drives from a DC source; traction sheaves; secondary and deflector sheaves; rope fastenings; terminal stopping devices; slack rope devices; governor, overspeed switch, and seal; and car and counterweight safeties.

3. Top of Car: Top-of-car stop switch; car top light and outlet; top-of-car operating device and working platforms; top-of-car clearance and refuge space; top counterweight clearance; car, overhead, and deflector sheaves; normal terminal stopping devices; final terminal stopping devices; broken rope, chain, or tape switch; car leveling devices; top emergency exit; counterweight and counterweight buffer; counterweight safeties; hoistway smoke control; pipes, wiring, and ducts; hoistway clearances; multiple hoistways; traveling cables and junction boxes; door and gate equipment; car frame and stiles; guide rails fastening and equipment; governor rope; governor releasing carrier; wire rope fastening and hitch plate; suspension rope; and compensating ropes and chains.

4. Outside Hoistway: Car platform guard; hoistway doors; vision panels; hoistway door locking devices; access to hoistway; power closing of hoistway doors; sequence operations; elevator parking devices; emergency doors blind hoistways; and standby power selection switch.

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5. Inspections Made in the Pit: Pit access, lighting, and stop switch, and condition; car and counterweight buffer; final terminal stopping devices; normal terminal stopping devices; traveling cables; governor rope tension devices; compensating chains, ropes, and sheaves; car frame and platform; and car safeties and guiding members.


1. Flashlight with a non-conductive case for inspecting wire ropes or other equipment where there is insufficient light.

2. 6 ft (2 m) rule of non-conductive material. 3. Set of thickness gages. 4. Small hammer, preferably a Y2 lb. (0.2 kg) ball peen. 5. Chalk or crayon. 6. Small metal mirror for examining wire ropes or other items normally inaccessible. 7. Non-conductive safety hat. 8. Rope caliper. 9. Sheave groove gage. 10. Copy of the latest edition of the ANSl/ASME A17.1 Safety Code for Elevators and Escalators. 11. Copy of the latest edition of the ANSl/ASME A17.2 Inspector's Manual for Elevators and Escalators. 12. Copy of the latest edition of the Elevator Industry Field Employees' Safety Handbook. 13. Stop Watch. 14. 50 ft (15 m) non-conductive tape. 15. Tachometer, preferably one provided with a 1 ft (305 mm) circumference wheel for measuring

speeds, or one that reads directly in feet per minute (meters per second). 16. Meter, to check grounding continuity, phasing, and voltages. 17. Spirit level. 18. Door test scale (gage) to check closing door force. 19. Suitable test weights. 20. Suitable light meter for measuring light intensity. 21. Pressure gage, preferably one with a maximum scale of twice the working pressure to be tested. 22. Latest edition of ASME A 17.4, Evacuation of Passengers from Stalled Elevators.

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E-6 Elevator, Electric, Inspection (Freguencv: Annual)

Application:




2. Inspectors shall meet the requirements of the ANSl/ASME QEl-1 Standard for the Qualifications of Elevator Inspectors and shall be recognized by GSA. Inspectors and inspection supervisors shall be certified by an ASME accredited organization in accordance with the requirements of ASME QEl-1. Inspections and tests shall be performed by an inspector employed by GSA or by an outside inspector authorized by GSA to perform them. They shall be witnessed by an inspector employed by GSA, or by a qualified person authorized by GSA to witness the tests and inspections on its behalf. Immediately following these inspections and tests, the inspector shall submit to GSA a statement certifying that the inspections and tests have been performed and a report on the results thereof.



5. Be sure that safety devices are operational before performing any inspection work. 6. A copy of the ANSl/ASME Checklist for Electric Elevators is included for convenience. 7. The annual inspection of electric elevators are described in the periodic section of the code. 8. Perform the semiannual inspection simultaneously. 9. Comply with state and local codes as applicable. 10. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources."


1. Inside of Car: Car lighting; standby power operation. 2. Machine Room: Static control (check and torque all connections to correct specifications, and check

and lubricate cooling fan); check primary and secondary voltages phase to phase and phase to ground; winding drum machine; AC drives from a DC source; traction sheaves; terminal stopping devices; slack rope devices; governor, overspeed switch, and seal; and car and counterweight safeties.

3. Top of Car: Final terminal stopping devices; and counterweight safeties. 4. Outside Hoistway: Standby power selection switch. 5. Inspections Made in the Pit: Car and counterweight buffer; final terminal stopping devices; normal

terminal stopping devices; and car safeties and guiding members. 6. Firefiqhter's Service: Operation of elevators under fire and other emergency conditions, A 17.1b-1973

through A 17.1b-1980; operation of elevators under fire and other emergency conditions, A 17.1-1981 through A 17.1b-1983; firefighter's service A 17.1-1984 through A17.1a-1988 and A17.3; firefighter's service A 17.1b-1989 and later editions.



2. 6 ft (2 m) rule of non-conductive material. 3. Set of thickness gages. 4. Small hammer, preferably a Y2 lb. (0.2 kg) ball peen. 5. Chalk or crayon. 6. Small metal mirror for examining wire ropes or other items normally inaccessible.

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Page 79

7. Non conductive safety hat. 8. Rope caliper. 9. Sheave groove gage. 10. Copy of the latest edition of the ANSl/ASME A 17.1 Safety Code for Elevators and Escalators. 11. Copy of the latest edition of the ANSl/ASME A17.2 Inspector's Manual for Elevators and Escalators. 12. Copy of the latest edition of the Elevator Industry Field Employees' Safety Handbook. 13. Stop Watch. 14. 50 ft (15 m) non conductive tape. 15. Tachometer, preferably one provided with a 1 ft (305 mm) circumference wheel for measuring

speeds, or one that reads directly in feet per minute (meters per second). 16. Meter, to check grounding continuity, correct phasing, and verification of voltages. 17. Spirit level. 18. Door test scale (gage) to check closing door force. 19. Suitable test weights. 20. Suitable light meter for measuring light level in foot-candles (lux).

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Page 80

E-7 Elevator, Electric, Inspection (Frequency: 5 Year)

Application:







5. Be sure that safety devices are operational before performing any inspection work. 6. A copy of the ANSl/ASME Checklist for Electric Elevators is included for convenience. 7. The 5 year inspection of electric elevators are described in the periodic section of the code. 8. Perform the semiannual inspection simultaneously. 9. Comply with state and local codes as applicable. 10. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources."


1. Inside of Car: Power opening of doors or gates; standby power operation. 2. Machine Room: Traction sheaves; terminal stopping devices; 3. Top of Car: Counterweight safeties. 4. Outside Hoistway: None 5. Inspections Made in the Pit: Car and counterweight buffer. 6. Firefighter's Service: None.

Recommended Tools, Materials. and Equipment:


2. 6 ft (2 m) rule of non-conductive material. 3. Set of thickness gages. 4. Small hammer, preferably a 112 lb. (0.2 kg) ball peen. 5. Chalk or crayon. 6. Small metal mirror for examining wire ropes or other items normally inaccessible. 7. Non-conductive safety hat. 8. Rope caliper. 9. Sheave groove gage. 10. Copy of the latest edition of the ANSl/ASME A17.1 Safety Code for Elevators and Escalators. 11. Copy of the latest edition of the ANSl/ASME A 17.2 Inspector's Manual for Elevators and Escalators. 12. Copy of the latest edition of the Elevator Industry Field Employees' Safety Handbook. 13. Stop Watch. 14. 50 ft (15 m) non conductive tape.

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Page 81

15. Tachometer, preferably one provided with a 1 ft (305 mm) circumference wheel for measuring speeds, or one that reads directly in feet per minute (meters per second).

16. Meter, to check grounding continuity, correct phasing, and verification of voltages. 17. Spirit level. 18. Door test scale (gage) to check closing door force. 19. Suitable test weights. 20. Suitable light meter for measuring light level in foot-candles (lux).

Appendix A ASME A 17.2.1-1993 CHECKLIST FOR ELECTRIC ELEVATORS

ITEM CHECK

1 INSIDE OF CAR

A17.1 RULE

A17.3 PARAGRAPH COMMENTS

1.1 Door reopening device 112 1001.2(a)(2)

2.8 -

1.2 Stop switch 210.2(e) & (v) 1001.2(a)(2)

3.10.4(t) & (u) -

1.3 Operating control device 210.1a 3.10.1 - 210.1e 3.10.2 1001.2(a)(3) 3.10.7

1.4 Car floor and landing sill 108.1 3.3.3 - 110.10d 3.3.4 203.16 210.12 1001.2(a)(4)

1.5 Car lighting 204.7 3.4.5 - 1001.2(a)(5) 3.4.6

1.6 Car emergency signal 211.1 1001.2(a)(6)

3.11

1.7 Car door or gate 111.7c 3.4.2 - 112.2a 3.4.3 204.4 App. A 204.5 205.6 210.2q 1001.2(a)(7)

1.8 Door closing force 112.4b 1001.2(a)(8) 1002.2(h)

2.8.1 -

1.9 Power closing of doors or aates

112.3 1001.2(a)(9)

2.8.2 -

1.1o Power opening of doors or gates

111.12 210.1e 210.9c 1001.2(a)(10) 1002.3(9) 1002.3(h) 1002.3(i)

-

1.11 Car vision panels and glass 204.2e 3.4.2 - car doors

204.Si 3.4.3 1001.2(a)(11)

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ASME A17.2.1-1993

Hays County

Appendix A

Page 82

CHECKLIST FOR ELECTRIC ELEVATORS

ITEM

CHECK A17.1 RULE

A17.3

PARAGRAPH COMMENTS

1.12 Car enclosure 204 3.4.1 - 207.2b 3.7.5 207.4 207.5 211.9 1001.2(a)(12) 1104 1202.5

1.13 Emergency exit 204 1e 3.4.4 - 204.2d - 1001.2(a)(13)

1.14 Ventilation 204 2c 204.3c 1001.2(a)(14)

- -

1.15 Operating device symbols 210.13 1001.2(a)(15)

- -

1.16 Rated load, platform area, and data plate

207 1001.2(a)(16)

3.7 -

1.17 Standby power operation 207.8 210.10 211 2 1001.2(a)(17) 1002.29 1002.3(e)

- -

1.18 Restricted opening of car or hoistway door

111.12 1001.2(a)(18)

- -

1.19 Car ride 200 203.2 1001.2(a)(19)

2.7.4 -

2 MACHINE ROOM 2.1 Access to machine space 101.1a

101 3a 101.3b 101 3c 101.3d 1001.2(b)(1)

2.2.2 NEC 620-71

2.2 Headroom 101.4 1001.2( b)(2)

- -

2.3 Lighting and receptacles 101 5c 101.5c 1001.2(b)(3)

2.2.3 -

2.4 Enclosure of machinery 100.3c 2.2.1 - space 100.3d 2.2.6

100.5 101.1a 1001.2b(4)

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ASME A17.2.1-1993

Hays County

Appendix A

Page 83


ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

2.5 Housekeeping 1001.2(b)(5) 1206.2b

- -

2.6 Ventilation 101.5b 1001.2(b)(6)

2.2.4 -

2.7 Fire extinguisher 1001.2(b)(7) 1206.2f

- -

2.8 Pipes, wiring, and ducts 102.2 1001.2(b)(8)

2.2.5 ANSl/NFPA 13

2.9 Guarding of exposed auxiliary equipment

104.1 1001.2(b)(9)

- -

2.10 Numbering of elevators, machines, and disconnect switches

208.10 210.4 211.9 1001.2(b)(10)

- ANSl/NFPA 70

2.11 Disconnecting means and 210.4 3.10.5 ANSl/NFPA 70 control 1001.2(b)(11) Articles:620.51

620-52 620-53

2.12 Controller wiring, fuses, 102.1 3.10.6 ANSl/NFPA 70 grounding, etc. 1001.2(b)(12) Articles: 620-17

1206.1f 620 72 620.82 110-16

2.13 Static control 210.9(d) 210.2 1001.2(b)(13) 1003.2h

- -

2.14 Overhead beams and fastenings

105.1 105.2 105.3 1001.2(b)(14)

- -

2.15 Drive machine brake 207.2b 207.8 208.8 210.8 1001.2(b)(15) 1002.3d

3.8.4 -

2.16 Drive machines 208 1001.2(b)(16)

3.8.1 -

2.17 Gears and bearings 208 1001.2(b)(17) 1206.1 a

3.8.1 -

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ASME A 17.2.1-1993 CHECKLIST FOR ELECTRIC ELEVATORS

Hays County

Appendix A

ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

2.18 Winding drum machine 208.1 3.8.2 - 210.2 3.10.4 212.6 3.12.6 212.7 3.12.7 1001.2(b)( 18) 1002.2d 1206.3

2.19 Belt or chain drive machine 208.9 1001.2(b)(19)

3.8.3 -

2.20 Motor generator 210.9f 1001.2(b)(20) 1003.2i

- -

2.21 Absorption of regenerated power

210.10 1001.2(b)(21) 1003.2h

3.10.10 -

2.22 AC drives from a DC source 210.9(e) 210.2 1001.2(b)(22) 1003.2(i)

- -

2.23 Traction sheave 207.8 208.2 208.3 1001.2(b)(23) 1206.1a 1206.1 b

3.8.1 -

2.24 Secondary and deflector sheaves

208 1001.2(b)(24) 1206.1a

3.8.1 -

2.25 Rope fastenings 105.3c 212 1001.2(b)(25)

3.12 -

2.26 Terminal stopping devices 209 3.8.2 - 1001.2(b)(26) 3.9.1 1002.3f 3.9.2

3.10.4 2.27 Slack cable device 210.2(a)

1001.2(b)(27) 1002.2d

- -

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ASME A 17.2.1-1993

Hays County

Appendix A


3 TOP OF CAR 3.1 Stop switch 210.2(h)

1001.2(c)(1) 3.10.4(e) -

3.2 Car top light and outlet 204.7 1001.2(c)(2)

3.4.5 ANSl/NFPA 70 Section 210-7

3.3 Top of car operating device 204.1g 210.1d 1001.2(c)(3)

3.10.3 -

3.4 Top of car clearance and refuoe space

107 1304

2.4.4 -

3.5 Top counterweight clearance 107.1h 1001.2(c)(5)

-

3.6 Car, overhead, and deflector sheaves

208 3.8.1 -

3.7 Normal terminal stopping 207.4 3.9.1 - device 209.2 3.10.4

210.2 1001.2(c)(7) 1002.2e 1003.2f 1003.3k

3.8 Final terminal stopping device 209.3 1001.2(c)(8) 1002.2e 1003.2f 1003.3k

3.9.2 -

3.9 Broken rope, chain, or tape switch

209.2c(2) 210.2(f) 1001.2(c)(8) 1002.2i

3.10.4d -

ITEM

CHECK

A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

2.28 Governor, overspeed switch, and seal

205.15 206 210j 1001.2(b)(28) 1002.2c 1002.3a 1002.3b 1003.2a 1206.1 a

3.6.1 -

2.29 Car safeties 205 3.5 - 205.3 3.6 1001.2(b)(29) 3.10.4m 1002.2b 1002.3a 1003.2 1202.4a 1306

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ASME A 17.2.1-1993 CHECKLIST FOR ELECTRIC ELEVATORS

Hays County

Appendix A

ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

3.10 Car leveling device 1001.2(c)(10) 210.1e 210.2(h)

- -

3.11 Crosshead data plate 207.3 212.2 1001.2(c)(11) 1202.14

3.12.2 -

3.12 Top emergency exit 1001.2(c)(12) 204.1e

3.4.4 -

3.13 Counterweight 201 202 1001.2(c)(13)

3.2 -

3.14 Counterweight safeties 205 1001.2(c)(14) 1002.3a 1003.2

3.5.2 -

3.15 Floor and emergency identification numbering

100.7 211.9 1001.2(c)(15)

- -

3.16 Hoistway construction 100 1001.2(c)(16)

2.1 -

3.17 Hoistway smoke control 100.4 1001.2(c)(17)

- -

3.18 Pipes, wiring, and ducts 102 1001.2(c)(18)

2.1.4 -

3.19 Windows, projections, 100.5 2.1.2 - recesses, and setbacks 100 6 2.1.3

110.10 1001.2(c)(19)

3.20 Hoistway clearances 107 108 1001.2(c)(20)

2.4 -

3.21 Multiple hoistway 100.1d 1001.2(c)(21)

- -

3.22 Traveling cables and junction box

102.1 1001.2(c)(22)

- ANSl/NFPA 70 Section 620-41

3.23 Hoistway door and elevator 110 2.6 - gate equipment 111 2.7

1001.2(c)(23) 210.1e

3.24 Car frame and stiles 203 213 1001.2(c)(24) 1200 4 1202.4a

- -

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Page 87


Technical Exhibit TE-4 Preventive Maintenance Requirements

Preventive Maintenance Guide Hays County

Appendix A ASME A 17.2.1·1993

CHECKLIST FOR ELECTRIC E LEVATORS

ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

3.25 Guide rails fastening and equipment

205.16 1001.2(c)(25) 1206. 1d

3.5.6 -

3.26 Governor rope 206.5 1001.2(c)(26) 1202.7 1206.1c

3.6.2 -

3.27 Governor releasing carrier 205.15 1001.2(c)(27)

3.5 -

3.28 Wire rope fastening and hitch 105.3c 3.12.5 - plate 203.13 3.12.8

212 3.12.9 1001.2(c)(28) 1200.2v 1206.3

3.29 Suspension rope 206.7 212 1001.2(c)(29) 1200.4d 1202.14

- -

3.30 Compensating ropes and chains

202.4 1001.2(c)(30) 1003.2q

- -

4 OUTSIDE HOISTWAY 4.1 Car platform guard 203.9

1001.2(d)(1) 3.2.2 3.3

-

4.2 Hoistway doors 100.2(d)(2) 110 111.7 210.2

3.10.4 -

4.3 Vision panels 110.7 1001.2(d)(3)

2.6.3 -

4.4 Hoistway door locking device 111 1001.2(d)(4)

2.7.1 -

4.5 Access to hoistway 111.9 111.10 1001.2(d)(4)

2.7.3 -

4.6 Power closing of hoistway doors

112 1001.2(d)(6)

2.8 -

4.7 Sequence operation 112.3d 112.6 1001.2(d)(7}

- -

4.8 Hoistway enclosure 100.1 100.4 100.5 1001.2(d)(8}

2.1.1 2.1.2

ANSI 297.1

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Page 88




ASME A17.2.1-1993

Hays County

Appendix A


ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS

4.9 Elevator parking device 111.8 1001.2(d)(9)

2.7.2 -

4.10 Emergency doors 110.1 1001.2(d)(10)

- -

4.11 Separate counterweight hoistway

103.1 103 3 1001.2(d)(11)

- -

4.12 Standby (emergency) power operation

207.8 210.10 211.2 1001.2(d)(12) 1002.2a

3.11.2 -

5 PIT 5.1 Pit access, lighting and stop 102 2.3.1 -

switch and condition 103.2 2.3.2 106.1 2.7.3 210.2g 1001.2(e)(1) 1206.2a

5.2 Bottom clearance and runby 103.2 107.1a 107.1 b 1001.2(e)(2) 1202.14b

- -

5.3 Car and counterweight buffer 201 3.1 - 210.2(w) 3.10.4m 1001.2(e)(3) 1003.2e 1206.1f

5.4 Final terminal stopping device 209.3 1001.2(e)(4) 1003.2e

3.9.2 -

5.5 Normal terminal stopping devices

209 1001.2(e)(5) 1002.2e

3.9.1 -

5.6 Traveling cables 102.2 1001.2(e)(6)

- ANSl/NFPA 70 Section 629-41

5.7 Governor rope tension sheave

206.7 1001.2(e)(7) 1206.1a

- -

5.8 Compensating chains, ropes, and sheaves

202.4 205.17 210 2c 1001.2(e)(8)

- -

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Page 89


Technical Exhibit TE-4 Preventive Maintenance Requirements

Preventive Maintenance Guide Hays County

Appendix A

CHECKLIST FOR ELECTRIC ELEVATORS ASME A 17.2.1-1993

6 FIREFIGHTERS' SERVICE 6.0 Firefighters' service 2.11.3

112.3d 3.11.3 Appendix C

-

112 5 211.2-211.8 1001.2(f) 1002.2f 1206.7

ITEM

CHECK A17.1 RULE

A17.3 PARAGRAPH

COMMENTS 5.9 Car frame and platform 203 6

203.8 207.2b(3) 1001.2(e)(9)

3.3 -

-

5.10 Car safeties and guiding members

203 205.11 1001.2(e)(10) 1002.2b(2)(c) 1002.3a 1202.4a 1206.1q

- -

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Page 90

E-8 Elevator, Hydraulic, Inspection (Frequency: Semiannual)

Application:

This guide applies to hydraulically operated passenger and freight elevators.


1. This elevator inspection guide is adapted from the ANSl/ASME Codes A 17.1 and A 17.2, hereinafter referred to as the "code." Refer to these documents for comprehensive instructions on elevator inspections. Adhere to local codes when applicable.




5. Be sure that safety devices are operational before performing any inspection work. 6. Inspection checklists adapted from the code are included for convenience. 7. The semiannual inspection of hydraulic elevators includes those designated as routine in the code. 8. Comply with state and local codes as applicable. 9. Review the Standard Operating Procedure on "Controlling Hazardous Energy Sources."


1. Inside of Car: Emergency stop switch; car emergency signal; rated load, platform area capacity and data plate; signs in freight elevator; car enclosure; ventilation of passenger elevators; side emergency exits; car door or gate; car door or gate electric contacts; closed position of car door or gate; power opening of doors or gates; power closing of doors or gates; door reopening device; car floor and landing sill; operating control device; emergency signal device; and car lighting (including emergency).

2. Outside Hoistway: Car platform guard; power closing of hoistway doors; sequence operation; hoistway enclosure; hoistway doors; vision panels; hoistway door locking device; elevator parking device; access to hoistway; and emergency doors.

3. Top of Car: Top car clearance and refuge space; stop switch top of car; top car operating device; top car light and outlet; traveling cables and junction; door gate contacts, cams, etc., hangars and connections; hoistway clearances; normal terminal stopping device; top emergency exit; crosshead data plate; construction of hoistway; floor over hoistway; hoistway smoke control; guide rails, fastenings, and alignment; pipe, wiring, and ducts; floor numbers; landing sill guards, projections, and recesses; car frame and stiles; and anticreep leveling device.

4. Machine Room and Machinery Space: Access to machine space; pressure tanks; lighting machine space; ventilation of machine and control space; guards for exposed equipment; control valve; terminal stopping device; pumps; relief and check valve; drives; flexible hose and fittings; tank and oil level; controller wiring fuses, etc.; piping supply line and shutoff.

5. Pit: Pit light and stop switch; pit access; car clearance and runby; construction of oil buffer; oil buffer oil level gage; oil buffer data plate; spring buffer and data plate; solid bumper; cylinder oil collection; pipes, valves, fittings, and supports; plunger; plunger connection to car; normal stopping device; guard between pits; pit access; illumination; traveling; car frame and platform; and pit construction.

6. Test: Oil buffer; terminal stopping devices; and emergency power operation.

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RFP 2020-P01 HVAC – Maintenance and Repair Services Countywide Attachment D: Hays County HVAC Proposed Fee Schedule

SERVICES OTHER THAN PREVENTATIVE MAINTENANCE Charges shall consist of actual time at the job site. An estimate of hours required, and number of workers needed to complete a requested service will be provided to Hays County by the Contractor at the time the Contractor schedules the work.

• Hourly Charges: (This estimate is on services other than the Preventative Maintenance.) Below include a breakdown of hourly rates for EMS and Mechanical/HVAC

An experienced, Licensed Air Conditioning & Heating Tech, qualifies to perform all types of A/C & Heating service:

Monday through Friday - Regular Hours $____________ /hour After-Scheduled Working Hours $____________ /hour Weekends $____________ /hour Holidays $____________ /hour

An experienced Tech Helper: Monday through Friday - Regular Hours $____________ /hour After-Scheduled Working Hours $____________ /hour Weekends $____________ /hour Holidays $____________ /hour

• Parts: Contractor’s Percentage of Mark-up from Contractor’s Cost: Please indicate as a Percentage. The County reserves the right to conduct random audits on the above pricing.

____________ %

• Other Charges: All other charges or potential charges must be clearly identified and described here, otherwise, they will not be allowed by Hays County

Description Cost $ $ $ $

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AGENDA ITEM

Approve specifications for RFP 2020-P13 Election Form Printing Services and authorize Purchasing to solicit for proposals and advertise.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jennifer Anderson

BECERRA N/A

SUMMARY

Hays County Election Department is issuing this Request for Proposal (RFP) to firms capable of providing Election Form Printing Services as described in the Scope of Services. This Service will be utilized by Hays County Elections in the fulfillment of his/her election responsibilities. Attached: RFP 2020-P13 Election Form Printing Services Attachment A: RFP 2020-P13 Pricing Sheet

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RFP 2020-P13 Election Form Printing Services Page 1 of 38

SOLICITATION, OFFER AND AWARD

Hays County Auditor Purchasing Office

712 S. Stagecoach Trail, Suite 1071 San Marcos, Texas 78666

Solicitation No.: RFP 2020-P13 Election Form Printing Services Date Issued: June 25, 2020

SOLICITATION

Respondents must submit proposals as listed: one (1) original and one (1) digital copy on a thumb drive Proposals will be received at the Hays County Purchasing Office at the address shown above until:

2:00 p.m. local time July 24, 2020. Proposals received after the time and date set for submission will be returned unopened.

For information please email: [email protected]

Questions concerning this RFP must be received in writing no later than 5:00

on July 15, 2020. Phone No.: (512) 393-2283

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include

all solicitation documents and attachments. MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address: Name:

Title: Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct

negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made

on this form or by other Authorized

official written notice.

_________________________________ _________________ Hays County Judge _________________________________

Date _________________

Hays County Clerk Date

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Table of Contents

Solicitation, Offer and Award ........................................................................................................................ 1

I. RFP Submittal Checklist ................................................................................................................... 3

II. Summary .......................................................................................................................................... 4

III. Specifications ................................................................................................................................... 6

A. Introduction ............................................................................................................................... 6

B. Scope of Work ........................................................................................................................... 6

C. Qualifications ........................................................................................................................... 12

D. Proposed Cost of Services ....................................................................................................... 13

E. Submittal Requirements .......................................................................................................... 13

F. Evaluation Criteria ................................................................................................................... 14

G. Award of Contract ................................................................................................................... 15

H. Warranty of Performance ....................................................................................................... 15

IV. General Terms and Conditions for Solicitations ............................................................................ 17

V. Vendor Reference Form ................................................................................................................. 26

VI. Certificate of Interested Parties ..................................................................................................... 27

VII. Conflict of Interest Questionnaire ................................................................................................. 28

VIII. Code of Ethics ................................................................................................................................ 30

IX. HUB Practices ................................................................................................................................. 31

X. House Bill 89 Verification ............................................................................................................... 33

XI. Senate Bill 252 Certification ........................................................................................................... 34

XII. Debarment & Licensing Certification ............................................................................................. 35

XIII. Vendor/Bidder’s Affirmation ......................................................................................................... 36

XIV. Related Party Disclosure Form ....................................................................................................... 37

Attachment A: RFP 2020-P13 Pricing Sheet

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I. RFP Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that must be submitted with the bid/proposal in order to be considered responsive. Any bids/proposals received without these requisite documents may be deemed nonresponsive and may not be considered for contract award.

A COMPLETE SOLICITATION RESPONSE PACKAGE SHALL INCLUDE:

____ 1. Solicitation, Offer and Award completed and signed

____ 2. Ballot Printing, Insertion and Mailing Services Questionnaire

____ 3. Vendor Reference Form

____ 4. Form 1295 (Certificate of Interested Parties) filed online with the Texas Ethics Commission and signed

____ 5. Conflict of Interest Questionnaire completed and signed

____ 6. Code of Ethics signed

____ 7. HUB Practices signed

____ 8. House Bill 89 Verification signed and notarized

____ 9. Senate Bill 252 Certification

____ 10. Debarment & Licensing Certification signed and notarized

____ 11. Vendor/Bidder’s Affirmation completed and signed

____ 12. Related Party Disclosure Form

____ 13. Any addenda applicable to this solicitation

____ 14. One original proposal and a digital copy on a thumb drive are in a sealed envelope with the Solicitation Number and Respondent’s Name on the outermost envelope, addressed to:

Hays County Purchasing 712 S Stagecoach Trail, Suite 1071 San Marcos, TX 78666

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II. Summary

1. Type of Solicitation: Request for Proposals 2. Solicitation Number: RFP 2020-P13

Election Form Printing Services

3. Issuing Office: Hays County Auditor Purchasing Office 712 S. Stagecoach Trial, Suite 1071 San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Respondent Name on the outermost envelope One (1) originals and one (1) digital copy on a thumb drive

5. Deadline for Responses: In issuing office no later than: Friday, July 24, 2020; 2:00 p.m. Central Time (CT)

6. Deadline for Sample Request: Monday, June 6, 2020; 10:00 AM Central Time (CT)

7. Initial Contract Term: September 2020 – August 2021

8. Optional Contract Terms: Four (4) one (1) year optional renewals

9. Designated Contact: Hays County Purchasing Email: [email protected]

10. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than July 15, 2020; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted on CivicPlus and ESBD websites for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this RFP, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

11. Addenda Any interpretations, corrections or changes to this RFP and

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specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Respondent’s responsibility to acknowledge receipt of all addenda with proposal submission.

12. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of

Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Respondent or its representatives. Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

Anticipated Schedule of Events June 25, 2020 Issuance of RFP July 6, 2020 Deadline for Sample Viewing or Request (10:00 AM CT) July 15, 2020 Deadline for Submission of Questions (5:00 PM CT) July 24, 2020 Deadline for Submission of Bids (2:00 PM CT)

Late bids will not be accepted. September 2020 Anticipated contract award date

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III. Specifications A. Introduction

Hays County Election Department is issuing this Request for Proposal (RFP) to firms capable of providing Election Form Printing Services as described in the Scope of Services. This Service will be utilized by Hays County Elections in the fulfillment of his/her election responsibilities.

This RFP provides the requirements for all providers of said Services who wish to be considered for said Contract. Proposals received in response to the RFP will be evaluated in accordance with the criteria set forth in this RFP and will be awarded in conformance with a fair and open process.

Population Data: (2019 Census Data) 230,191

Voter Registration Data (Active and Suspense) April 22, 2020 County Total: 143,586

General Election Stats: Year # Voted

by Mail # Voted in

Person # Registered

Voters Overall

Turnout % 2014 (Governor) 3,146 36,540 104,045 38.15% 2016 (President) 4,586 69,003 116,501 63.17% 2018 (Governor) 5,756 74,735 135,852 59.25% 2020 (Pres. Primary) Republican 1,291 14,300 141,395 11.03% 2020 (Pres. Primary) Democrat 2,156 23,350 141,395 18.04%

Miscellaneous Data

• Number of Precincts = 68 • Number of US Congressional Districts = 3 • Number of State Senate Districts = 2 • Numbers of State House Districts = 1 • Number of County/State Judicial Districts = 23 • Number of County Commissioner Districts = 4 • Number of County Election Official Districts = 26 • Number of College Districts = 2 • Number of Municipal Districts = 9

** Plus, numerous Water, Hospital and Library Districts

B. Scope of Work

Respondent must be able to provide the following: Service Provider Responsibilities: 1. Service provider shall furnish all labor, personnel, facilities, service, supervision, administration,

management, documentation, reports, forms, insurance, permits, licenses, material, supplies, files, cards, forms, paper, artwork, typesetting, printing, production, mailing, printers, presses, equipment, tools, paid all taxes, benefits, fees, fuel surcharges, inside delivery and pick-up charges,

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shipping, transportation, tolls, travel time, freight, mileage, and all other overhead cost including incidentals, necessary to perform the scope of work and services as described herein.

2. Service provider place of business must be within 100 miles of the Hays County Elections Department, 712 S. Stagecoach Trail, Suite 1012, San Marcos, TX 78666

3. Contractor is to absorb all costs incurred for shipping/mailing or faxing information required to print cards and related material.

4. Service provider shall have climate-controlled storage facilities sufficient to maintain card stock and/or paper stock.

5. Prior to submitting a proposal, the Service Provider shall examine all documents, sample of existing cards covered under this solicitation request. By submitting a proposal, the Service Provider declares that he or she has thoroughly examined or reviewed the cards and related material on file with Hays County Elections Department and is familiar with all the various aspects of this solicitation request. Hays County will not consider any claims for compensation whatsoever on account of the contractors' failure to fully investigate and examine the requirements outlined in this solicitation document.

• Samples of all cards and related materials may be inspected and viewed in the Hays County Purchasing Department until Monday, June 6, 2020 @ 10:00 AM (CST), 712 S. Stagecoach Trail, Suite 1071, San Marcos, TX 78666.

• Or Samples of all cards and related materials can be requested to be mailed to their business. All request must be submitted by Monday, June 6, 2020 @ 10:00 AM (CST). All request will be mailed Monday, June 6, 2020.

6. The Service Provider warrants that all services provided hereunder will conform to the requirements of the Contract, including all descriptions, specifications and attachments made a part of this Contract. County’s acceptance of services or goods provided by the Service Provider shall not relieve the Service Provider from its obligations under this warranty.

7. The Service Provider shall print all specified cards for Hays County, Texas. Authorized representatives from Hays County Elections Department may inspect the Service Provider’s premises and equipment to verify the Service Provider’s performance.

8. All originals, photographs, artwork, paste-up, negatives and magnetic media used in the production of the printing called for in this Contract shall remain and/or become the property of the County. The Service Provider shall not destroy originals, photographs, artwork, negatives, paste-up, electronic media, etc., without prior signature approval by an authorized Elections Department representative.

9. Errors made by the Service Provider in printing, processing, and mailing will be absorbed by Service Provider, (i.e. all costs reprinting, postage, etc.). The decision of the County shall be final and conclusive in deciding whether to print and/or mail in the event any Service Provider error is discovered. If an error is found on election material caused by the Hays County Election Department, a negotiated settlement between County and the Service Provider shall take place for any additional amounts owed to the Service Provider. The Service Provider shall provide comprehensive documentation to allow the County to justify making any additional expenditure above or beyond the scope of the original terms of this Contract. Under no circumstances shall the County be held liable for errors made by the printer, or its subcontractors, for cards printed, mailed or services provided which do not match proofs signed-off by Hays County Elections Department.

10. Stop Work Order: Hays County reserves the right to stop the work and/or services covered by the contract at any time that it is deemed the successful Service Provider is unable or incapable of performing the work and/or services to their satisfaction. In the event of such stopping, Hays County shall have the right to arrange for the completion of the work and/or services in such manner as it may deem advisable and if the cost thereof exceeds the amount of the bid, the existing Service

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Provider and its surety (if applicable) shall be liable to Hays County for any such cost on account thereof.

11. Product Evaluation: Upon request and at no additional cost to Hays County, bidders agree to furnish the Hays County Election Department samples of any of the cards requested for testing with data provided by the Hays County Elections Department to the Bidder(s) as part of the evaluation process. Any product that fails testing shall be considered sufficient reason to reject the bid or product. Any product used by Hays County, during the contract period that does not perform as specified and/or approved during testing shall be considered grounds for cancellation of the contract.

12. All items must comply with laws, codes, and requirements of the State of Texas and the Texas Secretary of State, whether specifically stated in this bid or not. The Texas Election Code and other state statutes can be found online at: http://www.statutes.legis.state.tx.us/.

13. Quantities indicated on the Bid Proposal Forms are estimates only based upon the best available information. The County reserves the right to increase or decrease the quantities to meet its actual needs without any adjustments in the bid price.

14. Over a one year period, depending on the election, various envelopes and voter cards, and any item contained in this bid, will need to be mailed, and or printed up to 5 times a year. It is imperative that the Service Provider has enough card stock on hand or can obtain it on the spot market at no additional charge to Hays County and with no additional lead time for processing the order.

TECHNICAL REQUIREMENTS (Scope of Services)

In addition to the General Requirements and Provisions, the Scope of Services shall include, but not be limited to the following:

• All processing, printing and mailing services provided under this solicitation request shall be in accordance with Secretary of State of Texas, State Election Codes 15.051, 13.146, 14.023 and Chapter 19 funding, unless otherwise stated in the contract.

• Contractor is responsible for all artwork, typesetting, layout, design, proofs, production, printing, processing, transportation, shipping, delivery, couriers, and mailing of all the cards specified in this solicitation request. Unit price must be all inclusive.

• Contractor will be responsible for warehousing and storage of all cards, shells, and related material covered under this bid solicitation request throughout the duration of this contract (including any extensions). Upon expiration and/or termination of the contract Contractor will returned all unused elections cards and related material to the Hays County Elections Department within five (5) calendar days.

Voter Registration Certificate Cards from Variable Data File Voter Registration Certificate Cards:

1. General: • Print, process, prepare for mailing, and deliver to the San Marcos, Texas, Main Post Office • Processing the voter registration certificate cards with variable voter registration data

information and barcodes. • Variable data is defined as information that changes with each voter registration certificate

card. • The voter registration certificate cards will be postcard size 4” x 6”. • Paper Card Stock: White 110# Index or equal. The paper card stock must meet postal

requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

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http://www.statutes.legis.state.tx.us/


2. Printing: • Contractor is responsible for all typesetting and artwork required in creating and producing

the voter registration certificate cards. • Contractor will provide professional design assistance for the master overlay and assistance

for overlay placement of data on voter registration certificate cards in accordance to the RFP specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Contractor will design, format, and submit one hundred (100) printed voter registration certificate cards to the Hays County Elections Department for testing and approval.

• Within (14) calendar days after approval of proof, Contractor will deliver all applicable printing in its entirety to predetermined location(s). NOTE: Due to the complexity and turnaround of printing service, Hays County expects that awarded vendor keeps a “reasonable” amount of specified paper stock in house to avoid all delay eventualities.

• The voter registration certificate cards will be printed two sided (both sides) in black laser fast ink and shaded area on front only will be a Pantone color approved and congruent with the State of Texas, at 100% solid. The backside of the voter registration certificate card will be left plain white with black ink text. Note: The Panton color will change every two (2) years according to the State of Texas regulations. All Pantone colors at the time of printing will need to run congruent with The State of Texas Elections specifications procedures.

• All ink and/or coloring must be laser fast. The language on the voter registration certificate card will be laser printed in black ink.

• All data, Postal mailing permit number, images and printed text on the voter registration certificate card must be clear, concise, and easily readable.

• The voter registration certificate cards shall be printed and processed for mailing by the awarded Contractor using a data file containing the variable voter registration data. Data file will be provided by the Hays County Elections Department in a format readable by the Contractor.

• All records will be fixed length and tab delimited. Record layouts will be provided to the awarded Contractor with data files as soon as possible after the contract award.

• Contractor will create a 128 subset C at 5-dot density bar code must be printed on the card, which will represent the 10 digit VUID number. The VUID number location on the card will be determined by the Elections Administrator and must not interfere with postal regulations. A second barcode will be present at the top of the voter registration certificate card form. The barcode(s) print must be high quality printing that can be easily read by a scanning device. The second barcode will also be a 128 subset C at 5-dot density barcode of variable width. Before printing starts, Hays County Elections Department must verify that barcodes meet the standards specified above.

• Proof(s) are required and final version must be accepted and signed off by the Hays County Elections Department and U.S. Postal Service prior to printing.

• Contractor is required to produce a file to the Hays County Elections Administration that reflects the appended print file that contains ZIP+4 file update.

• Accompanying the data file will be a control total of the number of records on the data file or any of the previous listed databases. The Contractor, after receiving the data file RFP shall tabulate and produce a total record count. This count must balance with the count supplied by Hays County Elections Department Count before any processing may continue. If the count does not balance, it must be reconciled with Jennifer Anderson, Hays County Elections Department at 512-393-7310, before the voter certificate cards are printed.

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• Awarded Vendor will have the ability to print, sort variable data, and mail. While this will not be a cause for elimination in bidding process, this delineation will be considered in award.

3. Mailing

• The timing of the delivery of the processed voter registration certificate cards is crucial to the performance of the Hays County Elections Administrator’s statutory duties.

• Hays Elections Office has its own permit number and will deposit the required funds for postage directly into the permit prior to the first mail out. Postage will be paid by Hays County Permit.

• The voter registration certificate cards must be carrier route presorted and processed to yield the lowest possible postage qualification, a ZIP+4 must be appended to file. The vendor must be CASS certified by the U. S. Postal Service. Carrier route information updated using CASS-certified process within 90 days before mailing.

• Contractor will provide postal qualification that will guarantee the lowest postal rate possible for the receipts and prepare the necessary reports, presort and bag tags necessary to obtain the postal discount.

• In addition, control totals as to actual certificates printed and corresponding Postal Form #3600 reflecting the number of cards mailed shall be presented to the Elections Administrator. A copy of the U.S. Postal Form #3600 must be delivered to Jennifer Anderson, 712 S. Stagecoach Trail, Suite 1012, San Marcos, TX 78666

• The voter registration certificate cards must then be batched by zip code in special trays (boxes) designated by the U.S. Postal Service and delivered to the San Marcos, Main Post Office or San Marcos Bulk Mail Processing Center. Contractor must prepare voter certificate cards for mailing that allow Hays County to take advantage of the lowest possible first class postage rate.

Pre-Printed Shell Voter Registration Certificate Cards – Continuous Form:

1. Pre-Printed Shell Voter Registration Certificate Cards, shall meet or exceed the following minimum specification Requirements: • Print, process, prepare and delivered to the Hays County Election Department pre-printed

shell voter registration certificate cards that will utilize internally by the Hays County Elections Department.

• The pre-printed shell voter registration certificate cards will be postcard size 4” x 6”, Continuous form, 1-up, fan folded with standard pin feed holes.

• The pre-printed shell voter registration certificate card image should be outlined with perforation lines to allow easy separation from sheet. Perforation lines should be strong enough to feed through a laser printer.

• Paper Card Stock: White 110# Scott Index or equal. The paper card stock must meet postal requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

2. Printing • Contractor is responsible for all typesetting and artwork required in creating and producing

the preprinted shell voter registration certificate cards.

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• Contractor will provide professional design assistance for the master overlay and assistance for overlay placement of data on pre-printed shell voter registration certificate cards in accordance to the specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Contractor will design, format, and submit one hundred (100) pre-printed shell voter registration certificate cards to the Hays County Elections Department for testing and approval.

• The pre-printed shell voter registration certificate card will be printed two sided (both sides) in black laser fast ink and shaded area on front will be congruent with Texas State regulations. The backside of the pre-printed shell voter registration certificate card will be left plain with black ink text. a. Note: The Panton color will change every two (2) years and will be given to the

contractor at renewal time, if required.) All ink and/or coloring must be laser fast. b. The language on the pre-printed shell voter registration certificate card will be laser

printed in black ink. c. All data, images and printed text on the pre-printed shell voter registration certificate

card must be clear, concise, and easily readable. d. Postal mailing permit number printed on each card. e. Proof(s) are required and final version must be accepted and signed off by the Hays

County Elections Department and U.S. Postal Service prior to printing. f. Warehousing and Storage: Contractor will warehouse and store all pre-printed shell

voter registration certificate cards and delivered to the Hays County Elections Department within five (5) calendar days.

g. The quantity amount delivered will vary per release requested, however the minimum order per release will be no less than one thousand (1,000) cards.

Address Confirmation Cards from Variable Data File

1. Address Confirmation Cards, shall meet or exceed the following minimum specification

requirements: • Print, process, prepare for mailing, and deliver to the San Marcos, Texas Main Post Office or

San Marcos Bulk Mail Processing Center the address confirmation cards with variable data information and barcodes.

• Variable data is defined information that changes with each address confirmation card. • The address conformation card will be tri-fold with a finish size of 14” high by 8” wide, with

two 4.6” fold, one with a fold perforation with a glue adhesive strip. Perforation lines should be strong enough to feed through a laser printer. iv. Paper Card Stock: Canary, 110# Scott Index or equal. The paper card stock must meet postal requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

2. Printing • Contractor is responsible for all typesetting and artwork required in creating and producing

the address confirmation cards. • II. Contractor will provide professional design assistance for the master overlay and

assistance for overlay placement of data on the address confirmation cards in accordance to the specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Contractor will design, format, and submit one hundred (100) printed address confirmation cards to the Hays County Elections Department for testing and approval.

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• Within (10) calendar days after approval of proof, Contractor will deliver all applicable printing in its entirety to predetermined location(s). NOTE: Due to the complexity and turnaround of printing service, Hays County expects that awarded vendor keeps a “reasonable” amount of specified paper stock in house to avoid all delay eventualities.

• The three panel of the tri-fold address confirmation cards will be printed two sided (both sides) in black laser fast ink with different copy. The backside only of all address confirmation cards will include the same pre-printed shell copy and will have the Hays County Business Reply Mail permit information.

• All ink and/or coloring must be laser fast. • The language on the address confirmation cards will be laser printed in black ink. • All data, images and printed text on the address confirmation cards must be clear, concise,

and easily readable. • Postal mailing permit number printed on each card • The address confirmation cards shall be printed and processed for mailing by the awarded

Contractor using a data file containing the variable data information. Data file will be provided by the Hays County Elections Department on any of the formats previously listed

• Proof(s) are required and final version must be accepted and signed off by the Hays County Elections Department and U.S. Postal Service prior to printing.

• Contractor is required to produce a file to the Hays County Elections Administration that reflects the appended print file that contains ZIP+4 file update.

• Accompanying the data file will be a control total of the number of records on the data file or CD. The Contractor, after receiving the data file shall tabulate and produce a total record count. This count must balance with the count supplied by Hays County Elections Department County before any processing may continue. If the count does not balance, it must be reconciled with Jennifer Anderson, Hays County Elections Department at 512-393-7310, before the address confirmation cards are printed.

Additional Election Printing

• The Service provider shall design and produce mail-in ballot envelopes w/certificates for the sealed return of mail-in ballots in accordance with all applicable state laws. (Secrecy Envelope)

• The Service provider shall design and produce mail-in ballot return envelopes for the sealed return of mail-in ballots in accordance with all applicable state laws.

• The Service provider shall design and produce mail-in ballot outer envelopes for the processing and shipment of mail-in ballots in accordance with all applicable state laws.

• The Service provider shall design and produce provisional ballot envelopes w/certificates for the sealed return and processing of provisional ballots in accordance with all applicable state laws.

• The Service provider shall design and produce Applications for Ballot By Mail forms in accordance with all applicable state laws.

• The Service provider shall design and produce Deputy Voter Registrar Voter Registration Application with perforated receipt at the bottom.

• The Service provider shall design and produce all inserts for Mail Balloting and provisional envelope in accordance with all state laws.

C. Qualifications

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Hays County is seeking to contract with a competent provider of Election mail ballot services. Specifically, it is seeking those persons or firms with the following qualifications: • Service provider shall have its own exclusive printing facility. • References: Contractor shall provide a minimum of three (3) references that have performed similar

scope services (size and complexity) specified herein, that will qualify the Service Provider to perform the services outlined in the bid document.

• The service provider must have a minimum of five (5) years of extensive experience, knowledgeable background and qualifications in printing, processing and mailing voter registration cards or material similar in size, nature and scope as determined by Hays County Elections Department.

• All prospective service providers must have printing and mailing facilities capable of handling the specified volume and turnaround time requirements.

• Resources to quickly respond to employee requests for assistance. • Demonstrated experience in successfully working with government agencies and counties in Texas

of a similar size and scope as Hays County. • Individuals assigned to the RFP have the necessary experience, education, and understanding to

provide the required services.

D. Proposed Cost of Services

The respondent must provide the cost of services by completing the mandatory pricing sheet included as Attachment A: RFP 2020-P13 Bid Form. Optional features, products and services shall be priced individually.

E. Submittal Requirements

Respondent must deliver the following to the Issuing Office by the specified deadline: • One (1) original proposals with required forms manually signed by Respondent with original

signatures • One (1) digital copy of the full proposal with all required forms on a thumb drive

Proposal shall not exceed twenty (20) pages (10 sheets front and back) in length, but not including: a) Letter of Transmittal; b) Title Page; c) Table of Contents; d) Appendix materials; and, e) front and rear covers. Sheet size is limited to 8½” x 11” sheets only, using 12-point font. Appendix materials (related project graphics, resumes, etc.) are not included in the 20-page limit but should be conservative in their inclusion. The proposal must include an organizational chart containing the names, addresses, telephone numbers, fax numbers, and e-mail addresses for the prime provider and any sub-providers if proposed for the team and their contract responsibilities by work category. The organizational chart is included in the 20-page limit and it is permissible to use an 11” x “17” sheet (one-sided) and a font smaller than 12-point for the organizational chart, provided text is clearly legible. It is permissible to use a font smaller than 12-point for graphics, provided text is clearly legible.

The proposal must be submitted with a continuous binding (e.g. – spiral, GBC, etc.) along the left edge; no other binding will be accepted. While the County does not desire tab dividers in the proposals, if included they would not count towards the 20-page limit. Required forms (see Section I. RFQ Submittal Checklist) do not count towards the 20-page limit.

All items must be in a sealed envelope marked with the Solicitation Number and Respondent Name on the outermost envelope.

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LATE SUBMITTALS WILL NOT BE ACCEPTED.

Submittals may be withdrawn at any time prior to the official opening. After the official opening, submittals may not be amended, altered or withdrawn without the recommendation of the County Purchasing Office and the approval of Commissioners Court.

Submittals will be publicly opened at the Office of the Hays County Auditor upon the deadline for submittal. Respondents, their representatives and interested persons may be present.

It is understood that Hays County reserves the right to accept or reject any and all submittals as it shall deem to be in the best interest of Hays County.

ALTERING PROPOSALS: Any interlineations, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity.

FORMS: Changes to forms herein, made by respondents, shall disqualify the respondent. Proposals cannot be altered or amended after submission deadline.

REFERENCES: Hays County requires respondent to supply a list of at least three (3) references (See Section V for Vendor Reference Form) where like services have been supplied by their company. Include name of company, address, telephone number and name of representative.

F. Evaluation Criteria

Proposals will be evaluated by Hays County staff. Proposals will be ranked according to the criteria outlined below. (Maximum points = 100)

• Experience 30 points The proposer must provide verifiable evidence in providing election form printing and mailing services. Provider must be able to articulate what process they use for these tasks.

• Work Performance 30 Points Provide a brief description for your company’s history and its capabilities related to election form printing and mailing services. Describe your company’s general area of expertise. Include information about the age and type of equipment you intend to use for this contract and any products use in the addressing and inserting process.

• Relevant Experience and Pricing 20 Points Provide information about similar types of service your firm has performed for at least three other agencies. Include at least one election related project. For each project provide the project name, agency, start and completion date, location of the project, project scope, and the role of your company in the project. Include information about the size of the mailings. Complete Attachment A: 2020-P11 Pricing Sheet.

• Capacity to Perform (Staffing) 10 Points Provide a staffing plan that demonstrates how professional staff will be made available to perform scheduled tasks ordered by Hays County Elections. Clearly establish the number of staff that will be dedicated to Elections during a project. Describe the level of skill and experience of your companies’ permanent senior staff.

• Contract Management Philosophy 10 Points Describe your companies’ philosophy towards providing quality service for high volume, deadline driven projects. In particular, address communication, responsiveness, conflict

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resolution, quality assurance, scheduling flexibility (resources and timeline) and budget oversight.

It is the practice of Hays County to encourage local participation and to promote and encourage contracting and subcontracting opportunities for locally owned businesses and labor in all contracts.

The County of Hays does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services. Hays County is an Affirmative Action/Equal Opportunity Employer and strives to attain goals for Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u), as amended. Section 3 Residents and Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women Business Enterprises are encouraged to submit proposals.

THE CONTRACT AWARD shall be based on but not necessarily limited to, the following factors: • Vendor’s qualifications & competency • Special needs and requirements of Hays County • Vendors past performance record with Hays County • Hays County’s evaluation of vendor’s ability • Vendor’s references

RESPONSIBILTY: A prospective respondent must affirmatively demonstrate respondent’s responsibility. A prospective respondent must meet the following requirements:

• Have adequate financial resources, or the above ability to obtain such resources as required • Be able to comply with required or proposed delivery schedule • Have a satisfactory record of performance • Be otherwise qualified and eligible to receive an award

BASIS OF AWARD: The County reserves the right to award a contract for named project to a respondent on the basis competence and qualifications

G. Award of Contract

Upon review by the Evaluating Committee, recommendation will be made to the Hays County Commissioners Court to negotiate a contract with the highest scoring respondent.

The County reserves the right to accept in part or in whole any proposals submitted and waive any technicalities for the best interest of the County.

Respondent agrees, if the proposal it accepted, to furnish any and all services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications, if any. The period for acceptance of the responses will be ninety (90) calendar days.

If the proposal is accepted and approved by Commissioners Court, this document shall be made part of the contract. No negotiations, decisions, or actions shall be initiated or executed by any vendor as a result of any discussions with any County employee. No oral agreements either expressed or implied will be considered in fulfilling this contract.

H. Warranty of Performance

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The successful respondent expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. The successful respondent agrees to correct any deficiencies in performance of services upon notification by the County and without additional expense to the County.

CONTINUING NON-PERFORMANCE of the respondent, in terms of specifications, shall be basis for the termination of the contract by the property owner. The property owner shall not pay for services that are unsatisfactory.

COMPLIANCE WITH LAWS: The successful Respondents shall comply with all applicable federal, state and local laws and regulations pertaining to the practice of the profession and the execution of the duties under the proposal. Any contract executed as a result of this RFP shall be governed by the laws of the State of Texas.

DISADVANTAGE BUSINESS ENTERPRISES (DBE) GOAL: Hays County will require compliance with the State of Texas federally-approved DBE program and compliance with the requirements established by 49 CFR part 26. For some projects, Hays County may be required to set an aspirational goal, as recommended by the State, to secure a certain percentage of its competitively procured contracts with vendors that qualify as Disadvantaged Business Enterprises, as defined by the Act. Regardless of the project, Hays County, and qualified respondents, shall not discriminate on the basis of Race, color, national origin, or sex in the award and/or performance of the work described herein. Failure by the selected respondent to comply with the requirements described in this section will be considered a material breach of any contract that issues from this RFQ and may result in the termination of that agreement or the assertion of other remedies by Hays County.

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IV. General Terms and Conditions for Solicitations Applicable To: Request for Proposals (RFP)

1. GENERAL DEFINITIONS: a. "Auditor" means the Hays County Auditor or his/her designee. b. "Commissioners Court" means Hays County Commissioners Court. c. “Contract” means the contract awarded pursuant to the RFP and negotiated cost proposal. d. “Contractor” means a person or firm receiving an award of contract from Commissioners Court. e. "County" means Hays County, Texas, a political subdivision of the State of Texas. f. "County Building" means any County owned buildings and does not include buildings leased by County. g. "Is doing business" and "has done business" mean:

i. Paying or receiving in any calendar year any money or other valuable thing which is worth more than $250 in the aggregate in exchange for personal services or for purchase of any property or property interest, either real or personal, either legal or equitable; or

ii. Loaning or receiving a loan of money; or goods or otherwise creating or having in existence any legal obligation or debt with a value of more than $250 in the aggregate in a calendar year;

iii. But does not include any retail transaction for goods or services sold to a Key Contracting Person at a posted, published, or marked price available to the general public.

h. "Key Contracting Person" means any person or business listed in Exhibit A to Affidavit. i. "Purchasing Manager" means the Hays County Purchasing Manager. j. “Sub-contractor” means a person or firm doing business with a Contractor.

2. FUNDING: Funds for payment on this Contract have been provided through the County budget approved by

Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligations and expenditure of public funds beyond the fiscal year for which a budget has been approved. However, the cost of items or services covered by this Contract is considered a recurring requirement and is included as a standard and routine expense of Hays County to be included in each proposed budget within the foreseeable future. County Commissioners expect this to be an integral part of future budgets to be approved during the period of this Contract except for unanticipated needs or events which may prevent such payments against this Contract. However, County cannot guarantee the availability of funds, and enters into this Contract only to the extent such funds are made available. The Fiscal Year for County extends from October 1st of each calendar year to September 30th of the next calendar year.

3. FUNDING OUT: Despite anything to the contrary in this Contract, if, during budget planning and adoption, Commissioners Court fails to provide funding for this Contract for the following fiscal year of County, County may terminate this Contract after giving Contractor thirty (30) calendar days written notice that this Contract is terminated due to the failure to fund it.

4. INVOICING/PAYMENTS: a. Contractor shall provide County with an Internal Revenue Form W-9, Request for Taxpayer Identification

Number and Certification, that is completed in compliance with the Internal Revenue Code and its rules and regulations before any Contract funds are payable.

b. As a minimum, invoices shall include: (i) name, address, and telephone number of Contractor and similar information in the event payment is to be made to a different address; (ii) County Contract or Purchase Order number; (iii) identification of products or services as outlined in this Contract; (iv) quantity or quantities, applicable unit prices, total prices, and total amount; and (v) any additional payment information called for by this Contract. County will not pay invoices that are in excess of the amount authorized by the purchase order.

c. Payment shall be made by check or warrant by County upon satisfactory delivery and acceptance of products and services and submission of an invoice to the address below: County Auditor 712 S Stagecoach Trail, Suite 1071

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San Marcos, Texas 78666 d. Payment shall be deemed to have been made on the date of mailing of the check or warrant. For

purposes of payment discounts, time will begin upon satisfactory delivery of products and services and/or submission of acceptable invoice, whichever is last. Partial payments will not be made unless specifically requested and approved by County prior to Contract award.

e. Accrual and payment of interest on overdue payments shall be governed by Tex. Gov't Code Ann., ch. 2251.

5. COUNTY TAXES: If the Contractor subsequently becomes delinquent in the payment of County taxes, it will be grounds for cancellation of the contract. Despite anything to the contrary, if the contractor is delinquent in payment of County property taxes at the time of invoicing, Contractor assigns any payments to be made for performance under this contract to the County Tax Assessor-Collector for the payment of delinquent taxes.

6. PROMPT PAYMENT ACT: TEX. GOV'T CODE ANN., ch 2251 (Vernon Supp. 1995) requires that payments be made within 30 calendar days. If County fails to pay within 30 days, interest on overdue amounts is subject to Chapter 2251, Texas Government Code. The law does not apply if the terms of a federal grant, contract, regulation, or statute prevent local governments from making timely payments with federal funds. Contractors and subcontractors must pay their suppliers interest if the supplier is not paid within 10 calendar days after the contractor or subcontractor receives payment. Contractors must apply for interest payments within 6 months of submitting a proper invoice if they believe such interest was due but not paid. Interest begins accruing 30 days after either of the following, whichever is later; (i) satisfactory delivery or performance has been completed, or, (ii) a correct invoice is received at the designated place.

7. FOB POINT: Delivery of all products under this contract, if any, shall be made Free on Board to final destination, at the address shown in this contract or as indicated on each Purchase Order placed against this contract. The title and risk of loss of the goods shall not pass to County until acceptance takes place at the F.O.B. point.

8. INSPECTION AND ACCEPTANCE: The County office or department receiving items pursuant to this contract shall inspect and accept only those items that are satisfactory to them, and reject those items which are damaged or which do not conform to specifications. Contractor shall be responsible for the proper labeling, packing, and delivery to final destination, including replacement of rejected deliveries.

9. VARIATION IN QUANTITY: No variation in the quantity of any item called for by this contract will be accepted unless such variation has been caused by conditions of loading, shipping, or packing, or allowances in manufacturing processes, and then only to the extent, if any, specified elsewhere in this contract.

10. OFFICIALS NOT TO BENEFIT: If a member of Commissioners Court belongs to a cooperative association, the County may purchase equipment or supplies from the association only if no member of the Commissioners Court will receive a pecuniary benefit from the purchase, other than as reflected in an increase in dividends distributed generally to members of the association.

11. NONDISCRIMINATION; CIVIL RIGHTS/ADA COMPLIANCE: a. Contractor shall not engage in employment practices that have the effect of discriminating against

employees or prospective employees because of age, race, color, sex, creed, national origin or handicapped condition.

b. Contractor shall provide all services and activities required in a manner that would comply with the Civil Rights Act of 1964, as amended, the Rehabilitation Act of 1973, Public Law 93-1122, Section 504, and with the provisions of the Americans with Disabilities Act of 1990, Public Law 101-336 [S.933] if Contractor were an entity bound to comply with these laws.

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12. CHANGES: a. This Contract may be amended only by written instrument signed by both County and Contractor. It is

acknowledged by Contractor that NO OFFICIAL, EMPLOYEE, AGENT OR REPRESENTATIVE OF COUNTY HAS ANY AUTHORITY, EITHER EXPRESS OR IMPLIED, TO CHANGE THE SCOPE OF THIS CONTRACT OR OTHERWISE AMEND THIS CONTRACT, OR ANY ATTACHMENTS HERETO, UNLESS EXPRESSLY GRANTED THAT AUTHORITY BY THE COMMISSIONERS COURT.

b. Contractor shall submit all requests for changes to this Contract or any attachment(s) to it to the Purchasing Manager. The Purchasing Manager shall present Contractor's requests to Commissioners Court for consideration.

13. REPRESENTATIONS: a. Contractor represents that he has thoroughly examined the drawings, specifications, schedule,

instructions and all other contract documents. Contractor has made all investigations necessary to be thoroughly informed regarding plant and facilities for delivery of material, equipment and/or services as required by the proposal conditions.

b. The Contractor's delivery time includes weekends and holidays. c. Contractor certifies that he is a qualified, bondable business entity that he is not in receivership or

contemplates it, and has not filed for bankruptcy. He further certifies that the Company, Corporation, Partnership, or Sole Proprietorship is not delinquent with respect to payment of County property taxes.

d. Contractor warrants that all applicable patents and copyrights which may exist on items that will be supplied under the contract have been adhered to and further warrants that County shall not be liable for any infringement of those rights. Warranties granted County shall apply for the duration of this contract or for the life of equipment or supplies purchased, whichever is longer. County must not extend use of the granted exclusive rights to any other than County employees or those with whom County has established a relationship aimed at furthering the public interest, and then only for official public uses. County will not knowingly or intentionally violate any applicable patent, license, or copyright. Contractor must indemnify County, its officers, agents, and employees against all claims, suits, and liability of every kind, including all expenses of litigation, court costs, and attorney's fees arising in connection with any alleged or actual infringement of existing patents, licenses or copyrights applicable to items sold.

e. The Contractor warrants that upon execution of a contract with the County, he will not engage in employment practices which have the effect of discriminating against employees or prospective employees because of age, religion, race, color, sex, creed, handicap, or national origin and will submit reports as the County may require to assure compliance.

f. Contractor warrants to County that all items delivered and all services rendered will conform to the specifications, drawings, or other descriptions furnished or incorporated by reference, and will be of merchantable quality, good workmanship, and free from defects. Contractor further agrees to provide copies of applicable warranties or guarantees to the Purchasing Manager. Copies will be provided within 10 days after the Notice of Award is issued. Return of merchandise under warranty shall be at Contractor's expense.

14. SUBCONTRACTS: a. Contractor shall not enter into any subcontracts for any service or activity relating to the performance of

this Contract without the prior written approval or the prior written waiver of this right of approval from County. IT IS ACKNOWLEDGED BY CONTRACTOR THAT NO OFFICER, AGENT, EMPLOYEE OR REPRESENTATIVE OF COUNTY HAS THE AUTHORITY TO GRANT SUCH APPROVAL OR WAIVER UNLESS EXPRESSLY GRANTED THAT SPECIFIC AUTHORITY BY THE COMMISSIONERS COURT.

b. If a subcontract is approved, Contractor must make a "good faith" effort to take all necessary and reasonable steps to insure HUBs maximum opportunity to be subcontractors under this Contract. Contractor must obtain County approval of all proposed HUB subcontractors through the Purchasing Manager. Failure by Contractor to make a good faith effort to employ HUBs as subcontractors constitutes a breach of this Contract and may result in termination of this Contract.

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15. ASSIGNMENT: a. The parties to this Contract shall not assign any of the rights or obligation hereunder without the prior

written consent of the other party. No official, employee, representative or agent of County has the authority to approve any assignment under this Contract unless that specific authority is expressly granted by Commissioners Court.

b. The terms, provisions, covenants, obligations and conditions of this Contract are binding upon and inure to the benefit of the successors in interest and the assigns of the parties to this Contract if the assignment or transfer is made in compliance with the provisions of this Contract.

c. Contractor remains responsible for the performance of this Contract when there is a change of name or change of ownership. If a change of name is required, the Purchasing Manager shall be notified immediately. No change in the obligation of or to Contractor will be recognized until it is approved by Commissioners Court.

16. DISPUTES AND APPEALS: The Purchasing Manager acts as the County representative in the issuance and administration of this contract in relation to disputes. Any document, notice, or correspondence not issued by or to the Purchasing Manager or other authorized County person, in relation to disputes is void unless otherwise stated in this contract. If the Contractor does not agree with any document, notice, or correspondence issued by the Purchasing Manager, or other authorized County person, the Contractor must submit a written notice to the Purchasing Manager within ten (10) calendar days after receipt of the document, notice, or correspondence, outlining the exact point of disagreement in detail. If the matter is not resolved to the Contractor’s satisfaction, Contractor may submit a written Notice of Appeal to the Commissioners Court, through the Purchasing Manager, if the Notice is submitted within ten (10) calendar days after receipt of the unsatisfactory reply. Contractor then has the right to be heard by Commissioners Court.

17. MEDIATION: When mediation is acceptable to both parties in resolving a dispute arising under this Agreement, the parties agree to use a mutually agreed upon mediator, or a person appointed by a court of competent jurisdiction, for mediation as described in Section 154.023 of the Texas Civil Practice and Remedies Code. Unless both parties are satisfied with the result of the mediation, the mediation will not constitute a final and binding resolution of the dispute. All communications within the scope of the mediation shall remain confidential as described in §154.073 of the Texas Civil Practice and Remedies Code, unless both parties agree, in writing, to waive the confidentiality.

18. FORCE MAJEURE: If the performance by either party of any of its obligations under this Contract is interrupted or delayed due to an act of God or the common enemy or as the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any person or persons not a party to this Contract, then it shall be excused from performance for such period of time as is reasonably necessary to remedy the effects thereof.

19. NON-WAIVER OF DEFAULT: a. No payment, act or omission by County may constitute or be construed as a waiver of any breach or

default of Contractor which then exists or may subsequently exist. No official, agent, employee or representative of County may waive any breach of any term or condition of this Contract unless expressly granted that specific authority by the Commissioners Court.

b. All rights of County under this Contract are specifically reserved and any payment, act or omission shall not impair or prejudice any remedy or fight to County under it. Any right or remedy in this Contract shall not preclude the exercise of any other right or remedy under this Contract or under any law, nor shall any action taken in the exercise of any right or remedy be deemed a waiver of any other rights or remedies.

20. TERMINATION FOR DEFAULT: Failure by either County or Contractor to perform any provisions of this Contract

shall constitute a breach of contract. Either party may require corrective action within ten (10) calendar days after date of receipt of written notice citing the exact nature of the other's breach. Failure to take corrective action or failure to provide a satisfactory written reply excusing such failure within the ten (10) calendar days

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shall constitute a default. The defaulting party shall be given a twenty (20) calendar day period within which to show cause why this Contract shall not be terminated for default. All notices for corrective action, breach, default or show cause on behalf of County shall be issued by the Purchasing Manager or County legal representative only, and all replies to the same shall be made in writing to the County Purchasing Manager or County legal representative at the address provided herein. Notices issued by or to anyone other than the Purchasing Manager or County legal representative shall be null and void, and shall be considered as not having been issued or received. County reserves the right to enforce the performance of this Contract in any manner prescribed by law in case of default and may contract with another party with or without competition or further notification to the contractor. At a minimum, Contractor shall be required to pay any difference in the cost of securing the services covered by this Contract, or compensate for any loss or damage to the County derived hereunder if it becomes necessary to contract with another source because of a default, plus reasonable administrative costs and attorney's fees. In the event of termination for default, County, its agents or representatives, shall not be liable for loss of any profits anticipated under this Contract.

21. TERMINATION FOR CONVENIENCE: County reserves the right to terminate this Contract upon thirty (30) days written notice for any reason deemed by the Commissioners Court to serve the public interest, or resulting from any governmental law, ordinance, regulation, or court order. Termination for convenience shall not be exercised with the sole intention of awarding the same or similar contract requirements to another source. In the event of such termination, County shall pay Contractor those costs directly attributable to work done in preparation for compliance with this Contract prior to termination; provided, however, that no costs shall be paid which are recoverable in the normal course of the business in which Contractor is engaged, nor shall County pay any costs which can be mitigated through the sale of supplies or inventories. If County pays for the cost of supplies or materials obtained for use under this Contract those supplies or materials shall become the property of County and shall be delivered to the FOB point shown in this Contract, or as designated by the Purchasing Manager. County shall not be liable for loss of any profits anticipated under this Contract.

22. GRATUITIES: Contractor shall not provide any gratuity in any form, including entertainment, gifts, or otherwise, to any employee, buyer, agent, or representative of County with a view to securing a contract, or securing favorable treatment with respect to the award or amendment, or the making of any determination with respect to the performance of this Contract. County may terminate this Contract if it is found that gratuities of any kind including entertainment, or gifts were offered or given by the Contractor or any agent or representative of the Contractor, to any County Official or employee with a view toward securing favorable treatment with respect of this contract. If this Contract is terminated by the County pursuant to this provision, County shall be entitled, in addition to any other rights and remedies, to recover from the Contractor at least three times the cost incurred by Contractor in providing the gratuities.

23. COVENANT AGAINST CONTINGENT FEES: Contractor represents and warrants that no persons or selling agency has been retained to solicit this Contract upon an understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial selling agencies maintained by the Contractor to secure business. For breach or violation of this warranty, County shall have the right to terminate this Contract without liability, or in its discretion to, as applicable, add to or deduct from the Contract price for consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.

24. COUNTY ACCESS: Contractor shall maintain and make available for inspection, audit or reproduction by any authorized representative of County all books, documents, and other evidence pertinent to the costs and expenses of this Contract, including but not limited to both direct and indirect costs, cost of labor, material, equipment, supplies, and services, and all other costs and expenses of whatever nature for which reimbursement is claimed under this Contract. All required records shall be maintained until an audit is completed and all required questions arising therefrom are resolved, or three (3) years after completion of the contract term, whichever occurs first; provided, however, the records will be retained beyond the third year if an audit is in progress or the finding of a completed audit have not been resolved satisfactorily.

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25. FORFEITURE OF CONTRACT:

a. The selected Offeror must forfeit all benefits of the contract and County must retain all performance by the selected Offeror Contractor and recover all consideration or the value of all consideration paid to the selected Offeror pursuant to the contract if:

b. The selected Offeror was doing business at the time of submitting its proposal offer or had done business during the 365- day period immediately prior to the date on which its proposal offer was due with one or more Key Contracting Persons if the selected Offeror failed to disclose the name of any such Key Contracting Person in its offer; or

c. The selected Offeror does business with a Key Contracting Person after the date on which the offer that resulted in the contract is submitted and prior to full performance of the contract.

26. CONTRACTOR CLAIMS NOTIFICATION:

a. If any claim, or other action, that relates to Contractor’s performance under this Contract, including proceedings before an administrative agency, is made or brought by any person, firm, corporation, or other entity against Contractor, Contractor shall give written notice to County of the following information within ten (10) working days after being notified of it:

i. The existence of the claim, or other action; ii. The name and address of the person, firm, corporation or their entity that made a claim or that

instituted any type of action or proceeding; iii. The alleged basis of the claim, action or proceeding; iv. The court or administrative tribunal, if any, where the claim, action or proceeding was

instituted; and v. The name or names of any person against whom this claim is being made.

b. Except as otherwise directed, Contractor shall furnish to County copies of all pertinent papers received by Contractor with respect to making these claims or actions and all court pleadings related to the defense of these claims or actions.

27. CERTIFICATION OF ELIGIBILITY: This provision applies if the anticipated Contract exceeds $100,000. By

submitting a bid or proposal in response to this solicitation, the bidder/respondent certifies that at the time of submission, he/she is not on the Federal Government’s Excluded Parties List System (www.epls.gov), which details a listing of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the bidder/respondent will notify the Hays County Purchasing Manager. Failure to do so may result in terminating this Contract for default.

28. CONTRACTOR LIABILITY, INDEMNIFICATION AND CLAIMS NOTIFICATION: Contractor shall indemnify County, its officers, agents, and employees, from and against any and all third party claims, losses, damages, causes of action, suits, and liability of every kind whether meritorious or not and, including all expenses of litigation, court costs, and reasonable attorney's fees, arising in connection with the services provided by Contractor under this Contract. It is the expressed intention of the Parties to this Contract, both Contractor and County, that the indemnity provided for in this paragraph is indemnity by Contractor to indemnify and protect County from the consequences of Contractor's actions.

29. CONSTRUCTION OF CONTRACT: a. This Contract is governed by the laws of the United States of America and the State of Texas and all

obligations under this Contract are performable in Hays County, Texas. Venue for any dispute arising out of this Contract will lie in the appropriate court of Hays County, Texas.

b. If any portion of this Contract is ruled invalid, illegal, or unenforceable in any respect by a court of competent jurisdiction, the remainder of it shall remain valid and binding.

c. Headings and titles at the beginning of the various provisions of this Contract have been included only to make it easier to locate the subject matter covered by that part, section or subsection and are not to be used in construing this Contract.

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http://www.epls.gov/


d. When any period of time is stated in this Contract, the time shall be computed to exclude the first day and include the last day of period. If the last day of any period falls on a Saturday, Sunday, or a day that Hays County has declared a holiday for its employees, these days shall be omitted from the computation. All hours in this Contract are stated in Central Standard Time from 2:00 o'clock a.m. on the first Sunday of November until 2:00 o'clock a.m. on the second Sunday of March and in Central Daylight Saving Time from 2:00 o' clock a.m. on the second Sunday of March until 2:00 o'clock a.m. on the first Sunday of November or such other dates as may be adopted for the activation of Daylight Savings Time in the United States in future years.

e. Words of any gender in this Contract shall be construed to include any other gender and words in either number shall be construed to include the other unless the context clearly requires otherwise.

f. Provisions, Words, Phrases, and Statutes, whether incorporated by actual use or by reference, shall be applied to this Contract in accordance with Texas Government Code, §§ 312.002 and 312.003.

30. ADDITIONAL GENERAL PROVISIONS:

a. Contractor must comply with all Federal and State laws and regulations, City and County ordinances, orders, and regulations, relating in any way to this Contract.

b. Contractor must secure all permits and licenses, pay all charges and fees, and give all notices necessary for lawful operations.

c. Contractor must pay all taxes and license fees imposed by the Federal and the State Governments and their agencies and political subdivisions upon the property and business of Contractor.

d. Despite anything to the contrary in this Contract, if the Contractor is delinquent in payment of property taxes at the time of providing services, Contractor assigns the amount of any payment to be made for services provided under this Contract equal to the amount Contractor is delinquent in property tax payments to the Hays County Tax Assessor-Collector for the payment of the delinquent taxes.

e. In this subsection, "County Building" means any County-owned buildings and does not include buildings leased by County. Contractor must not execute any mortgage, or issue any bonds, shares of stock, or other evidence of interest in County Buildings.

31. INTERPRETATION OF CONTRACT:

a. This document contains the entire agreement between the parties relating to the rights granted and the obligations assumed. Any prior agreements or representations not expressly set forth in this agreement are of no force. Any oral representations or modifications concerning this agreement shall be of no force except a subsequent modification in writing signed by the Purchasing Manager. No official, representative, employee, or agent of the County has any authority to modify or amend this contract except pursuant to specific authority to do so granted by the Commissioners Court.

b. If inconsistency exists between provisions of this solicitation, the inconsistency shall be resolved by giving precedence in the following ascending order of precedence:

i. The Schedule of Items/Services ii. Terms and Conditions of Request for Proposals;

iii. General Provisions; iv. Other provisions, whether incorporated by reference or otherwise; and v. The specifications.

c. If any contract provision shall for any reason be held invalid, illegal, or unenforceable in any respect, invalidity, illegality, or unenforceability shall not affect any other provision, and this contract shall be construed as if invalid, illegal or unenforceable provision had never been contained.

d. This contract shall be governed by the laws of Texas and all obligations are performable in Hays County, Texas.

e. If a word is used with reference to a particular trade or subject matter or is used as a word of art, the word shall have the meaning given by experts in that particular field.

f. Words in the present or past tense include the future tense. The singular includes the plural and the plural includes the singular. The masculine gender includes the feminine and neuter genders.

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g. The headings in this contract have been included only to make it easier to locate the subject covered by each provision and are not to be used in construing this contract.

h. Provisions, words, phrases, and statutes, whether incorporated by actual use or by reference, shall be applied to this contract in accordance with TEX. GOV'T CODE ANN., SEC 312.002, 312.003 (Vernon 1991).

32. MODIFICATIONS:

a. The County Purchasing Manager may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this contract in any one of the following:

i. Drawings, designs or specifications when the supplies to be furnished are to be specifically manufactured for the County in accordance with the drawings, designs, or specifications.

ii. Method of shipment or packing. iii. Place of deliveries. iv. Correction of errors of a general administrative nature or other mistakes, the correction of

which does not affect the scope of the contract, or does not result in expense to the Contractor. v. Description of items to be provided.

vi. Time of performance (i.e. hours of day, days of week, etc) b. If any such change causes an increase or decrease in the cost of, or time required for, performance of

any part of the work under this contract whether, or not changed by the order, the Commissioners Court shall make an equitable adjustment in the contract price, the delivery schedule, or both, and shall modify the contract. The Contractor must submit any "proposal for adjustment" under this clause within thirty (30) calendar days from the date of receipt of the written order. However, if the County Purchasing Manager decides that the facts justify it, the County Purchasing Manager may receive and act upon a proposal submitted before final payment of the contract. If the Contractor's proposal includes the cost of property made obsolete or excess by the change, the County shall have the right to prescribe the manner of disposition of the property. Failure to agree to any adjustment shall be a dispute under the Disputes and Appeals clause. However, nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

33. PRICE CHANGES: The prices offered shall remain firm for the period of the contract. The prices offered shall also

remain firm for the option years should the County choose to exercise the option to renew, except for changes that are industry wide and beyond the control of the contractor. If such changes do occur, it will be the responsibility of the contractor to provide documentation to Hays County substantiating the changes to the bid prices. Any price changes must be approved by Hays County.

34. INSURANCE AND LIABILITY: During the period of this contract, contractor shall maintain at his expense, insurance with limits not less than those prescribed below. With respect to required insurance, Contractor shall;

a. Name County as additional insured as its interests may appear. b. Provide County a waiver of subrogation. c. Provide County with a thirty (30) calendar day advance written notice of cancellation or material change

to said insurance. d. Provide the County Purchasing Manager at the address shown on Page 1 of this contract, a Certificate of

Insurance evidencing required coverage within ten (10) calendar days after receipt of Notice of Award. Also, please assure your certificate contains the contract number as indicated on the Contract Award form when issued by Hays County.

e. Submit an original certificate of insurance reflecting coverage as follows:

Automobile Liability: Bodily Injury (Each person) $1,000,000.00


Commercial General Liability (Including Contractual Liability):

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General Aggregate $2,000,000.00 Product completed operations aggregate $2,000,000.00


Employers Liability:

Each accident $1,000,000.00 Each employee for disease $1,000,000.00

Policy limit for disease $1,000,000.00 Excess Liability:

Umbrella Form Not Required Labor Liability:

Worker's Compensation Meeting Statutory Requirements

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V. Vendor Reference Form

Please list three (3) references of current customers who can verify the quality of service your company provides. The County prefers customers of similar size and scope of work to this proposal/bid. This form must be returned with your bid/proposal.




REFERENCE ONE

REFERENCE TWO

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VI. Certificate of Interested Parties

In 2015, the Texas Legislature adopted House Bill 1295, which added 2252.908 to the Texas Government Code and applies to all contracts entered into on or after January 1, 2016. Section 2252.908 (b)(1)(2) applies only to a contract of a governmental entity or state agency that requires an action or vote by the governing body of the entity or agency before the contract may be signed or that has a value of at least $1 million. In addition, pursuant to Section 2252.908 (d), a governmental entity or state agency may not enter into a contract described by Subsection (b) with a business entity unless the business entity, in accordance with this section and rules adopted under this section, submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency.

With regard to Hays County purchases, a vendor or other person who is awarded a contract or purchase approved by Hays County Commissioners Court is required to electronically complete a Form 1295 through the Texas Ethics Commission website at https://ethics.state.tx.us/whatsnew/elf_info_form1295.htm and submit a signed copy of the form to the Hays County Purchasing office. A contract, including County issued purchase order (if applicable), will not be enforceable or legally binding until the County received and acknowledges receipt of the properly completed Form 1295 from the awarded vendor.

Failure to return this document may disqualify your response from consideration.

If you do not have access to the link provided above please or have any questions please contact Purchasing at 512-393-5532.

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https://ethics.state.tx.us/whatsnew/elf_info_form1295.htm


VII. Conflict of Interest Questionnaire

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VIII. CODE OF ETHICS FOR HAYS COUNTY Public employment is a public trust. It is the policy of Hays County to promote and balance the objective of protecting government integrity and the objective of facilitating the recruitment and retention of personnel needed by Hays County. Such a policy implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to entering public services.

Public servants must discharge their duties impartially so as to assure fair competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence in the integrity of the Hays County procurement organization.

To achieve the purpose of this article, it is essential that those doing business with Hays County also observe the ethical standards prescribed here.

It shall be a breach of ethics to attempt to influence any public employee, elected official or department head to breach the standards of ethical conduct set forth in this code.

It shall be a breach of ethics for any employee of Hays County or a vendor doing business with the county to participate directly or indirectly in a procurement when the employee or vendor knows that:

The employee or any member of the employee’s immediate family, or household has a substantial financial interest pertaining to the procurement. This means ownership of 10% or more of the company involved and/or ownership of stock or other interest or such valued at $2500.00 or more.

A business or organization in which the employee, or any member of the employee’s immediate family, has a financial interest pertaining to the procurement.

Gratuities: It shall be a breach of ethics to offer, give or agree to give any employee of Hays County or for any employee to solicit, demand, accept or agree to accept from a vendor, a gratuity of consequence or any offer of employment in connection with any decision approval, disapproval, recommendation, preparation or any part of a program requirement or purchase request influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or controversy, any particular matter pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore pending before this government.

Kickbacks: It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for Hays County as an inducement for the award of a contract or order.

Contract Clause: The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set forth in every contract and solicitation therefore.

Any effort to influence any employee, elected official, or department head to violate the standards of the code is grounds to void the contract. Please certify, by your signature below, that you understand the ethics policy of Hays County and in no way will attempt to violate the code.

SIGNATURE: __________________________________________________________

PRINT NAME & TITLE: _________________________________________________

COMPANY NAME: _____________________________________________________

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IX. Hays County Practices Related to Historically Underutilized Businesses

1. STATEMENT OF PRACTICES

Hays County will strive to ensure that all businesses, regardless of size, economic, social or ethnic status have an equal opportunity to participate in the County’s procurement processes. The County is committed to promote full and equal business opportunity for all businesses to supply the goods and services needed to support the mission and operations of county government, and seeks to encourage the use of certified historically underutilized businesses (HUB’s) through the use of race, ethnic and gender neutral means. It is the practice of Hays County to involve certified HUBs to the greatest extent feasible in the County’s procurement of goods, equipment, services and construction projects while maintaining competition and quality of work standards. The County affirms the good faith efforts who recognize and practice similar business standards.

2. DEFINITIONS

Historically underutilized businesses (HUBs), also known as a disadvantaged business enterprise (DBE), are generally business enterprises at least 51% of which is owned and the management and daily business operations are controlled by one or more persons who is/are socially and economically disadvantaged because of his/her identification as a member of certain groups, including women, Black Americans, Mexican Americans, and other Americans if Hispanic origin, Asian Americans and American Indians.

Businesses include firms, corporations, sole proprietorships, vendors, suppliers, contractors, subcontractors, professionals and other similar references when referring to a business that provides goods and/or services regardless of the commodity category.

Certified HUB’s include business enterprises that meet the definition of a HUB and who meet the certification requirements of certification agencies recognized by Hays County, as expressed below.

Statutory bid limit refers to the Texas Local Government Code provision that requires competitive bidding for many items valued at greater than $50,000.

3. GUIDELINES

a. Hays County, its contractors, their subcontractors and suppliers, as well as all vendors of goods, equipment and services, shall not discriminate on the basis of race, color, creed, gender, age, religion, national origin, citizenship, mental or physical disability, veteran’s status or political affiliation in the award and/or performance of contracts. All entities doing business or anticipating doing business with the County shall support, encourage and implement affirmative steps toward a common goal of establishing equal opportunity for all citizens and businesses of the County.

b. Vendors and/or contractors desiring to participate in the HUB program must successfully complete the certification process with the State of Texas or Texas Unified Certification Program. The vendor or contractor is also required to hold a current valid certification (title) from either of these entities.

c. Vendors and/or contractors must be registered with the State Comptroller’s web-based HUB directory and with the Comptroller’s Centralized Master Bidder’s List (CMBL). Hays County will solicit bids from certified HUB’s for state purchasing and public works contracts.

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4. Hays County will actively seek and encourage HUBs to participate in all facets of the procurement process by:

a. Continuing to increase and monitor a database of certified HUB vendors, professionals and contractors. The database will be expanded to include products, areas of expertise and capabilities of each HUB firm.

b. Continuing to seek new communication links with HUB vendors, professionals and contractors to involve them in the procurement process.

c. Continuing to advertise bids on the County’s website and in the newspapers including newspapers that target socially and economically disadvantaged communities.

5. As prescribed by law, the purchase of one or more items costing in excess of the statutory bid limit must comply with the competitive bid process. Where possible, those bids will be structured to include and encourage the participation of HUB firms in the procurement process by:

a. Division of proposed requisitions into reasonable lots in keeping with industry standards and competitive bid requirements.

b. Where feasible, assessment of bond and insurance requirements and the designing of such requirements to reasonably permit more than one business to perform the work.

c. Specifications of reasonable, realistic delivery schedules consistent with the County’s actual requirements.

d. Specifications, terms and conditions reflecting the County’s actual requirements are clearly stated, and do not impose unreasonable or unnecessary contract requirements.

6. A HUB practice statement shall be included in all specifications. The County will consider the bidder’s responsiveness to the HUB Practices in the evaluation of bids and proposals. Failure to demonstrate a good faith effort to comply with the County’s HUB practices may result in a bid or proposal being considered non-responsive to specifications.

7. Nothing in this practice statement shall be construed to require the County to award a contract other than to the lowest responsive bidder as required by law. This practice is narrowly tailored in accordance with applicable law.

Please sign for acknowledgement of the Hays County HUB Practices:

_____________________________________________ ___________________________ Signature Date

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X. Hays County House Bill 89 Verification I, _____________________________________ (Person name), the undersigned representative of

________________________________(Company or Business name, hereafter referred to as Company) being an adult

over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and

verify under oath that the company named above, under the provisions of Subtitle F, Title 10, Government Code Chapter

2270:

1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract.

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.

______________________________________ ____________________ Signature of Company Representative Date

On this _____ day of ____________________, 20____, personally appeared ________________________________, the

above-named person, who after by me being duly sworn, did swear and confirm that the above is true and correct.

NOTARY SEAL ____________________________________ Notary Public in and for the State of Texas

____________________________________ Date

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XI. Hays County Purchasing Department Senate Bill 252 Certification On this day, I, ______________________________, the Purchasing Representative for Hays County in San Marcos, Texas, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that I did review the website of the Comptroller of the State of Texas concerning the listing of companies that is identified under Section 806.051, Section 807.051 or Section 2253.253 and I have ascertained that the below-named company is not contained on said listing of companies which do business with Iran, Sudan or any Foreign Terrorist Organization.

_________________________________________ Company Name _________________________________________ RFP or Vendor number CERTIFICATION CHECK PERFORMED BY: _________________________________________ Purchasing Representative _________________________________________ Date

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XII. Debarment and Licensing Certification

STATE OF TEXAS § § COUNTY OF HAYS §

I, the undersigned, being duly sworn or under penalty of perjury under the laws of the United States and the State of Texas, certifies that Firm named herein below and its principals:

a. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any federal department or agency;

b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c. Are not presently indicted for or otherwise criminally or civilly charged by a federal, state or local governmental entity with commission of any of the offenses enumerated in paragraph (1)(b) of this certification;

d. Have not within a three-year period preceding this application/proposal had one or more public (federal, state or local) transactions terminated for cause or default;

e. Are registered and licensed in the State of Texas to perform the professional services which are necessary for the project; and

f. Have not been disciplined or issued a formal reprimand by any State agency for professional accreditation within the past three years.

_________________________________ Name of Firm



Where the Firm is unable to certify to any of the statements in this certification, such Firm shall attach an explanation to this certification.

SUBSCRIBED and sworn to before me the undersigned authority by _____________________________________on this the day of _______, 20___, on behalf of said Firm.

____________________________________ Notary Public in and for the State of Texas

My commission expires: ________________

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XIII. Vendor/Bidder’s Affirmation

1. Vendor/Bidder affirms that they are duly authorized to execute this Contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to price, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engages in this type of business prior to the official opening of this bid.

2. Vendor/Bidder hereby assigns to Purchaser any and all claims for overcharges associated with this Contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

3. Pursuant to 262.0276 (a) of the Texas Local Government Code, Vendor/Bidder, hereby affirms that Vendor/Bidder:

_______ Does not own taxable property in Hays County, or;

_______ Does not owe any ad valorem taxes to Hays County or is not otherwise indebted to Hays County ____________________________________________ Name of Contracting Company

If taxable property is owned in Hays County, list property ID numbers:

___________________________________________________________________________________________

____________________________________________ Signature of Company Official Authorizing Bid/Offer

____________________________________________ _________________________________ Printed Name Title

____________________________________________ _________________________________ Email Address Phone

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XIV. Related Party Disclosure Form

Hays County strives to provide financial transparency to its taxpayers. Completion of this form will allow for added transparency into the procurement process by disclosing Vendor relationships with current or former Hays County employees. The existence of a relationship may not present a legal or ethical conflict for a Vendor. However, disclosure will allow for consideration of potential conflicts and/or ways to eliminate conflicts.

A Vendor who Employs any of the following is required to disclose the relationship on this form:

• Current Hays County employee (including elected or appointed official)(Complete Section A) • Former Hays County employee who has been separated from Hays County for no less than four (4) years (including elected

or appointed official) (Complete Section B) • Person related within the 2nd degree of consanguinity or affinity to either of the above(1) (Complete Section C)

If no known relationships exist, complete Section D.

This form is required to be completed in full and submitted with the proposal package. A submitted proposal package that does not include this completed form will be considered non-responsive and will not be eligible for an award.

Section A: Current Hays County Employee

______________________________________________________________________________________________ Employee Name Title

Section B: Former Hays County Employee

______________________________________________________________________________________________ Employee Name Title Date of Separation from County

Section C: Person Related to Current or Former Hays County Employee

______________________________________________________________________________________________ Employee or Former Employee Name Title

______________________________________________________________________________________________ Name of Related Person Title Relationship

Section D: No Known Relationships

If no relationships in accordance with the above exist or are known to exist, provide a written explanation below: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________

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http://haysinformed.com/


Attach additional pages if necessary.

I, the undersigned, hereby certify that the information provided is true and complete to the best of my knowledge.

_________________________________ Name of Vendor



(1)A degree of relationship is determined under Texas Government Code Chapter 573. (as outlined below)

Relationship of Consanguinity

Person

1st Degree 2nd Degree 3rd Degree* 4th Degree*

child or parent grandchild, sister, brother or grand-

parent

great-grandchild, niece, nephew, aunt,* uncle* or

great-grandparent

great-great-grandchild, grandniece,

grandnephew, first cousin, great aunt,*

great uncle* or great-great-grandparent

* An aunt, uncle, great aunt or great uncle is related to a person by consanguinity only if he or she is the sibling of the person's parent or grandparent.

Relationship of Affinity

Person

1st Degree 2nd Degree

spouse, mother-in-law, father-in-law, son-in-law, daughter-in-law, stepson, stepdaughter,

stepmother or stepfather

brother-in-law, sister-in-law, spouse's grandparent, spouse's grandchild, grandchild's

spouse or spouse of grandparent

“Vendor” shall mean any individuals or entity that seeks to enter into a contract with Hays County.

“Employs” shall mean any relationship wherein Vendor has made arrangements to compensate an individual, directly or by way of a business organization in which the individual has a sharehold or ownership interest, even if that arrangement is contractual and/or on an hourly-charge basis.

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Description: Election FormsItem Number Item Description Price per FormP11.01 Voter Registration ApplicationP11.02 Statement of ResidenceP11.03 Volunteer Deputy Voter Registrar ApplicationP11.04 Address Confirmation CardsP11.05 Voter Registration CertificatesP11.06 Database Set-upP11.07 Standard ground shipping

Description: PostageItem Number Item Description PriceP11.11 Mailing ServicesP11.12 USPS Mailing Coordination & StatementsP11.13 Postage

Description: Envelopes/InsertsItem Number Item Description EachP11.14 Outgoing 6 1/8" x 9 7/8" green Envelope P11.15 Reply 5 7/8" x 9" yellow EnvelopeP11.16 Secrecy 5.75" x 9.25" White EnvelopeP11.17 Voter Instruction Insert 8.5" x 11" folded to 5 1/2" x 8 1/2" 2 ColorP11.18 Additional Inserts 5.5" x 8.5" ColorP11.19 USPS Mail Piece Consult and DesignP11.20 Initial Envelope Composition

Optional ServicesDescription Price

Please note any price breaks in quantities

RFP 2020-P13 Election Ballot Printing, Insertion and Mailing ServicesAttachment A: RFP 2020-P13 Pricing Sheet

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AGENDA ITEM

Authorize the Veteran's Administration Office to purchase one new Dell Latitude 5400 Laptop valued at $1,050.16 and amend the budget accordingly.



$1,051

LINE ITEM NUMBER

001-720-00]

AUDITOR USE ONLY

AUDITOR COMMENTS:



PRATHER

INGALSBE N/A

SUMMARY

Due to COVID 19 concerns there will be no need for Continuing Education events for 2020. With these cost saving the Hays County Veterans Service Office is looking to increase remote work capabilities with the purchase of an additional Dell Laptop and accessories quoted costing $1,050.16. We are requesting to transfer $1,050.16 from Continuing Education budget line item to Computer Equipment line item. Attachment: Dell Quote 3000063284007.1 DIR Contract #DIR-TSO-3763 Budget Amendment: Increase Data Supplies .5202 - $39.00 Increase Computer Eqpt_Ops .5712_400 - $1,012 Decrease Continuing Education .5551 - ($1,051) DRAFT

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AGENDA ITEM

Approve Utility Permits.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

BECERRA N/A

SUMMARY

Permit #: Road Name: Utility Company: TRN-2020-3483-UTL Civic Center Loop(Road Cut) City of San Marcos(Sewer and Water) TRN-2020-3484-UTL Bell Springs Road(ROW Trench) Dripping Springs Water Supply Corp.(Water) TRN-2020-3485-UTL Mathias Lane(Trench & Bore) CenterPoint Energy(Gas)

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AGENDA ITEM

Ratify the submission of a grant application to the Office of Justice Programs for the Bulletproof Vest Partnership (BVP) FY2020 in the amount of $40,959.12 to assist with the purchase of bulletproof vests.



$20,479.56

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

BECERRA N/A

SUMMARY

This grant application is for the financial assistance in the purchase of bulletproof vests for the County law enforcement officers through dollars being provided by the Office of Justice Programs at a 50% match to the County for the purchase of 49 bulletproof vests. The application was submitted electronically via the OJP's portal on June 5, 2020. Attachment: Application submission receipt

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You have successfully submitted your application for funding for BVP approval.

The approval process may take several weeks from the application closing date.

A confirmation email has been sent to [email protected]. An email approval

advisory will also be sent to [email protected] when the program approvals

are completed. Additionally, you may check the status of your application by

selecting option , 'Application History', in the Jurisdiction's Handbook. Thank you

for your continued patience.

For your reference, the summary data for your Application for Funding is listed

below.

SUCCESSFUL SUBMISSION

Jurisdiction: HAYS COUNTY

Application Id: 20023809

Status/Submission Date: Sent for BVP Approval : 06/05/20

APPLICATION FOR FUNDING

Application Profile Application NIJ Approved Vests Submit Application

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Quantity Extended Cost Tax, S&H Total Cost

49 $40,909.12 $50.00 $40,959.12

Maximum Allowable Funding from BVP: $20,479.56

* Important: You can click on the 'Print Screen' button below to keep a copy

for your records.

PRINT SCREEN

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AGENDA ITEM

Discussion and possible action to authorize the County Judge to execute a Change Order No. 3 to the Professional Services Agreement between Hays County and K Friese & Associates, Inc. on the Lime Kiln Road Safety and Drainage Improvements project as part of the 2016 Road Bond Program and amend the budget accordingly.


ACTION-ROADS June 23, 2020

$4,900.00

LINE ITEM NUMBER

020-710-00-868.5621_700

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding, P.E., Transportation Director

SMITH N/A

SUMMARY

A change order requesting additional funds on Lime Kiln Road to revise the plans, specifications, and estimate due to the recent change in project funding and for additional coordination due to the delays in schedule. Most of the request is offset by the reduction in the environmental effort, so the net request is for $4,900.00. This will be paid for with Transportation Dept budget [17/21-868-020]. Change Order also adds time to the project through August 4, 2021. Budget Amendment: 020-710-00.5351 ($4900.00) 020-710-00-868.5621_700 $4900.00 DRAFT

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06/08/2020

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mawalters

MJW

CONTRACT NO. ____________

Page 1 of 2

EXHIBIT A-3

SERVICES TO BE PROVIDED BY THE ENGINEER

SCOPE OF SERVICES

Project Description

The scope of services to be provided by the Engineer under this Work Authorization shall consist of engineering, environmental, and surveying services necessary to prepare Plans, Specifications, and Estimates (PS&E) on County Road (CR) 225 (Lime Kiln Road) over Sink Creek and the San Marcos River in Hays County.

K Friese and Associates, Inc. (KFA) prepared an Alternative Route Analysis and attended four Public Meetings, held on July 1, 2010, April 7, 2016, June 6, 2017, and August 20, 2019. The analysis was required due to frequent overtopping of two low water crossings on CR 225, the County has proposed to prepare PS&E documents to raise the profile of CR 225 to pass the 10-yr, 25-yr, 50-yr and 100-yr flood events while not raising the 100-yr water surface elevation more than one foot or adversely impacting water quality downstream of the crossing (Spring Lake).

CR 225 typical section shall consist of two 12’-lanes and 4’-shoulders. The existing roadway is two 12’-lanes with no shoulders. The Alternative Route Analysis mentioned above recommended a bridge at the San Marcos River Crossing and culverts at the Sink Creek Crossing.

The project partially lies within the Edwards Aquifer Recharge Zone.

Project development has led to the expansion of the originally assessed project area. The Project has been cleared by the various environmental resource agencies. Federal funding was obtained which would have required the project to be reviewed by the Texas Department of Transportation (TxDOT), and environmental documentation edited to conform to TxDOT’s documentation standards. The Water Pollution Abatement Plan (WPAP) has been submitted to the Texas Commission on Environmental Quality (TCEQ) and approved on May 14, 2020.

Project Update

Delays were incurred in the project schedule due to the acquired funding, TxDOT and Hays County coordination, and, ultimately, the decision was made to forgo the federal funding. As a result of the time delay and additional requested tasks the following changes or additions to the scope of services are required:

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CONTRACT NO. ____________

Page 2 of 2

II. Social, Economic and Environmental Studies and Public Involvement (Function Code 120)

A. The Social, Economic, and Environmental Studies tasks for TxDOT coordination and addressing TxDOT comments identified in SA#2 are no longer required and are, therefore, removed from the scope of services.

IV. Roadway Design (Function Code 160);

A. Update plans to current criteria

V. Hydrology and Hydraulics (FC 161);


VI. Signing and Pavement Markings (FC 162);


VII. Miscellaneous (FC 163);


B. Update WPAP for second TCEQ submittal.

VIII. Project Management (FC 164); and

A. Additional coordination with Hays County and Hays County’s GEC, Utility Coordinator, and Construction Engineering and Inspection (CEI) firms.

B. Additional project administration & controls (15 months)

C. Additional quality control (QAQC reviews))

IX. Bridge Design (FC 170)


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EXHIBIT D

Fee/Rate Schedule

FEE SCHEDULE SHALL BE INSERTED AT THE

TIME OF AGREEMENT/CONTRACT EXECUTION

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AGENDA ITEM

Discussion and possible action to hold a public hearing to establish a "No Parking" zone on each side of G W Haschke Lane for both sides of the Blanco River.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

SHELL

SUMMARY

This action would allow for the installation of multiple "No Parking" signs along G W Haschke Lane at the Blanco River to keep the road and ROW clear of parked vehicles wanting access to the river.

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Placement of "No Parking" signs to beinstalled within these zones at regularintervals.

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AGENDA ITEM

Discussion and possible action to consider the release of the maintenance bond #CA2370398 in the amount of $74,231.70, and the acceptance of roads into the county road maintenance system for Windy Hill 24 AC subdivision.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

JONES N/A

SUMMARY

Staff recommends acceptance of these roads into the county road maintenance system. It includes: Samuel Drive (739 ft.) and Jack Rabbit Lane (1,516 ft.).

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AGENDA ITEM

Discussion and possible action to accept the maintenance bond extension #1848963 for approximately two months for Shadow Creek subd., Phase 9, Section 2.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

JONES N/A

SUMMARY

The completion of construction of the roads and drainage improvements within the County ROW for Shadow Creek subd., Phase 9, Section 2 has been delayed and the contractor is requesting more time to complete. This bond extends the life of the construction bond for an additional 2 months.

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AGENDA ITEM

Discussion and possible action to consider the acceptance of road construction & drainage improvements, release of the subdivision bond #80171662 for $1,127,372.10, and accept the 2-year maintenance bond #064819K in the amount of $130,086.89 for the Trails at Windy Hill subd., Phase 1.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

JONES N/A

SUMMARY

Staff recommends acceptance of construction of roads and drainage improvements within the County ROW, and all regulatory signage as posted. An engineer's concurrence letter and as-built construction plans have been received. The Transportation Department has inspected and approved the improvements and will monitor the revegetation efforts for all disturbed areas within County ROW.

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AGENDA ITEM

Discussion and possible action to select Doucet & Associates for Civil Engineering Design Services, Binkley & Barfield Inc. for Utility Coordination, and LJA for ROW Acquisition Services for the Darden Hill/Sawyer Ranch Road Intersection Round-About project and authorize staff and counsel to negotiate a contract.



TBD

LINE ITEM NUMBER

TBD

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry H. Borcherding

SMITH N/A

SUMMARY

This action will provide for development of construction plans and associated utility relocations and ROW acquisitions. Funding through a combination of 2016 Bond Funds and Transportation Department Budget allocations to be determined at a later date.

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AGENDA ITEM

Discussion and possible action to select Cobb, Fendley & Associates, Inc. to provide utility coordination services for RM 967 Safety Turn Lanes (Buda Sports Complex Drive, Hays CISD High School No. 3, and Oak Forest Drive Intersections) in Precinct 2; and to authorize staff and counsel to negotiate a contract.



$0.00

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding, P.E., Transportation Director

JONES N/A

SUMMARY

The FM 967 safety turn lane project is included in the 2016 Road Bond Program and is one of the highest priorities in Precinct 2 and in the County. The safety turn lanes at Ball Field and west of FM 1626 would serve the existing school facilities and the proposed new high school site. Cobb, Fendley & Associates, Inc. has been pre-qualified by Hays County for the requested services. The process to initially select an engineering consultant to negotiate a scope of work and fee proposal, with subsequent action by the Hays County Commissioners Court to approve the contract integrating the negotiated scope of work and fee proposal, follows the process set forth in the Hays County Purchasing Policy and Procedures Manual, revised May 30, 2017.

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AGENDA ITEM

Discussion and possible action to amend the Janitorial Service Agreement between Hays County and PBS of Texas for additional services related to Electrostatic Spraying due to the COVID-19 response.



$13,996

LINE ITEM NUMBER

001-656-99-131.5448

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

BECERRA N/A

SUMMARY

Due to health and safety concerns during the COVID-19 pandemic, sanitation Electrostatic Spraying is needed at times throughout our County buildings. This amendment will allow for Electrostatic (360) Spraying to County buildings on an as needed basis. We would be able to specifically treat anything from one individual office to entire buildings. Attached: PBS Agreement Amendment Proposal

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PBS of TEXAS, LLC301 Hesters Crossing #204Round Rock, TX 78681 DATE 6/2/2020Phone: (817) 716-2009 INVOICE #[email protected] CUSTOMER ID Hays

SUBMIT TOHays CountyAttn: Mr. Chris Deichmann

DESCRIPTION Sq Ft Rate Total

232,209 $0.035 $8,127.329,200 $0.035 $322.0014,250 $0.035 $498.755,905 $0.035 $206.6816,950 $0.035 $593.252,400 $0.035 $84.0010,000 $0.035 $350.006,300 $0.035 $220.504,000 $0.035 $140.0012,570 $0.035 $439.9512,000 $0.035 $420.002,900 $0.035 $101.501,200 $0.035 $42.00

Historic Courthouse 70,000 $0.035 $2,450.00[42] Subtotal $13,995.94

Taxable - Tax rate 0.000%Tax due - Other - TOTAL $13,995.94

Minimum charge of $150 per spraying

Vehicle and Maintenance Building

OTHER COMMENTS

Contracted price good for any spraying up to $50,000 annuallyBuildings may be subdivided or added based on square footage

Price includes supervision, labor, equipment, and supplies

PROPOSAL

Electrostatic Spraying

Training Academy Portables

Government CenterHealth DepartmentKyle PCT 2Buda PCT 5Developmental Services/ TransportationForeman BuildingWimberley PCT 3Dripping Springs PCT 4Kyle Train DepotJailPublic Safety Building

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AGENDA ITEM

Discussion and possible action to authorize the additional expense of installing LVT (Luxury Vinyl Tile) instead of carpet in the PCT 4 building as part of the repairs and remodel work due to the recent water damage from a pipe break and amend the budget accordingly.



$14,428

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



T. CRUMLEY

SMITH N/A

SUMMARY

The PCT 4 building recently sustained a significant amount of water damage due to a water line break. The current flooring in the building had to be removed and must be replaced. TAC will pay for a flooring replacement of equal value and the County would be required to pay for anything additional. Due to multiple past water issues in that building, it has been suggested that we install LVT instead of replacing with more carpet. The difference that the County would be responsible for is $14,428. Attachments: TFL Quote - Carpet TFL Quote - LVT DRAFT

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Estimate

Date

6/12/2020

Estimate #

1684

Name / Address

Hays Hay Precinct 4 Water Damage Repairs712 Old Stage Coach TrailSan Marcos, TX 78666

THE FENCE LADY

104 KENDALL RIDGEBOERNE, TX 78015

P.O. No.

18/029JN-14

Project

Choice Partners Contract # 18/029JN-14

Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site

www.thefencelady.com

Total

Item Description Qty Amount Cost Markup Total

general co... SOW for Hays County Precinct 4 Repairs due toWater Damage:

LVT ONLY PRICE ( Carpet Courtroom and JuryRoom)

Demo:

- 2' of sheetrock in indicated area- full sheetrock in indicated areas- wainscot in indicated areas- wainscot molding/trim in indicated areas- all carpet- all base cove/ millwork base- acoustical panel on back of Courtroom wall

Buildback:- replace sheetrock (many areas are 2 layer)- tape, float, and texture- replace sheetrock cutouts made to fix water leak(many areas are 2 layer)- tape float, and texture- Replace wainscot ( full pieces)- Replace wainscot trim (full pieces)- paint wainscot and trim to match existing- prime and paint rooms to receive new sheetrock(full wall)- add acoustical sheet to courtroom back wall or

1 78,528.43 78,528.43 78,528.43

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Estimate

Date

6/12/2020

Estimate #

1684

Name / Address


THE FENCE LADY


P.O. No.

18/029JN-14

Project


Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site


Total


acoustical panels (per customer)- scrape floors, prep and install either carpet orLVT (per customer... Pricing differences attachedto Spread sheet)- install new base cove in all areas to receive newflooring, please note there are three roomsincluding the Courtroom that will receive Millworkbase to match existing- prime and paint new millwork base- price includes moving existing furnishing to workthe space (not remove from Building)- clean up and haul off all debris

Exclusions:- moving or packing personal belongings in space- No Painting areas where sheetrock was notremoved- Doors or Door Frames- Ceiling Work

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Estimate

Date

6/12/2020

Estimate #

1684

Name / Address


THE FENCE LADY


P.O. No.

18/029JN-14

Project


Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site


Total


Page 3

_____________________________________

$78,528.43

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Estimate

Date

6/11/2020

Estimate #

1683

Name / Address


THE FENCE LADY


P.O. No.

18/029JN-14

Project


Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site


Total


general co... SOW for Hays County Precinct 4 Repairs due toWater Damage:

CARPET ONLY PRICE

Demo:

- 2' of sheetrock in indicated area- full sheetrock in indicated areas- wainscot in indicated areas- wainscot molding/trim in indicated areas- all carpet- all base cove/ millwork base- acoustical panel on back of Courtroom wall

Buildback:- replace sheetrock (many areas are 2 layer)- tape, float, and texture- replace sheetrock cutouts made to fix water leak(many areas are 2 layer)- tape float, and texture- Replace wainscot ( full pieces)- Replace wainscot trim (full pieces)- paint wainscot and trim to match existing- prime and paint rooms to receive new sheetrock(full wall)- add acoustical sheet to courtroom back wall oracoustical panels (per customer)

1 64,101.35 64,101.35 64,101.35

Page 1

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Estimate

Date

6/11/2020

Estimate #

1683

Name / Address


THE FENCE LADY


P.O. No.

18/029JN-14

Project


Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site


Total


- scrape floors, prep and install either carpet orLVT (per customer... Pricing differences attachedto Spread sheet)- install new base cove in all areas to receive newflooring, please note there are three roomsincluding the Courtroom that will receive Millworkbase to match existing- prime and paint new millwork base- price includes moving existing furnishing to workthe space (not remove from Building)- clean up and haul off all debris

Exclusions:- moving or packing personal belongings in space- No Painting areas where sheetrock was notremoved- Doors or Door Frames- Ceiling Work

Page 2

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Estimate

Date

6/11/2020

Estimate #

1683

Name / Address


THE FENCE LADY


P.O. No.

18/029JN-14

Project


Signature

Phone #

830-822-1822

E-mail

[email protected]

Web Site


Total


Page 3

_____________________________________

$64,101.35

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AGENDA ITEM

Discussion and possible action regarding the Emergency Cash Assistance Program (ECAP), also known as Project Recoil, including but not limited to, the appointment of Award Committee members, funding of the program, and the consideration of program guidelines.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



SHELL N/A

SUMMARY

The Court approved the Small Business Emergency Cash Assistance Program (ECAP) on June 2. This item has been placed on the agenda in the event other entities wish to become donors to the ECAP and/or further action is needed. This item will also allow the appointment of members to the Award Committee as needed.

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Page 1 of 6

EXAMPLE ECAP FUND STRUCTURE May 2020 OVERVIEW

The Emergency Cash Assistance Program (ECAP) Fund (the “Fund”) is a grant program meant

to assist those small businesses located in Hays County that are at critical risk of not being able to sustain operations due to the COVID-19 health crisis. The ECAP provides for a grant of up to

Ten Thousand dollars ($10,000) to Qualifying Businesses on a first come, first served basis.

A “Qualifying Business” is a generally a private business or not-for-profit organization having ten (10) or fewer equivalent Qualifying Employees, subject to additional criteria noted below.

All valid entity types, including, but not limited to, sole proprietorships, limited liability

companies, partnerships, and corporations, may apply.

A “Qualifying Employee” is any employee earning up to $98,914.50 on an annualized basis and who does not have an ownership interest in the business of greater than ten percent (10%).

Part-time employees and their wages shall be converted to full-time equivalents on the basis

of the total hours worked during the months of January and February 2020 divided by 320 hours1. Relatives of an owner shall only be deemed a Qualifying Employee if they can be

documented as being a part of the business’ January and February 2020 payroll. Independent

contractors shall not be counted as a Qualified Employees2.

Grants shall be awarded on the basis of One Thousand dollars ($1,000) per Qualifying Employee

up to a maximum of total grant per business of Ten Thousand Hundred Dollars ($10,000). Sole-

proprietors who do not have any Qualifying Employees may apply for a maximum grant of One

Thousand dollars ($1,000) provided all other Qualification Criteria are met. Owner-operator

businesses operated by 2 or more family members who do not have any additional Qualifying

Employees may apply for a maximum grant of Two Thousand, Five-Hundred dollars ($2,500)

provided all other Qualification Criteria are met.

Grant funds may be used for:

• Working capital (including rent, pre-existing mortgage and utilities)

• Inventory or supplies

• Furniture or fixtures

• Machinery or equipment

• Maintenance or repairs

• Payroll or Employment Benefits for Qualifying Employees3

Grant funds may NOT be used for:

• The purchase of real property

1 40 hours per week times eight weeks 2 Independent contractors may be eligible to apply as an owner-operated business or sole proprietorship 3 Grantees may not utilize funds for payroll if they have received a Payroll Protection Program (PPP) loan through the CARES Act

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• Payroll or Employment Benefits for Terminated Employees

• Payroll or Employment Benefits if the Business has received a PPP

• Personal expenses, not related to the business

• The repayment of any PPP or EIDL Loan

SPONSOR:

The ECAP Fund is initially being established by Hays County (the “Sponsor”) with an initial

deposit into the Fund of Five Hundred Thousand ($500,000) dollars.

ADDITIONAL DONORS:

The Fund may be supplemented by the Sponsor or any public entity (such as a municipality

within Hays County) or private entity or individual (such as a charitable organization) as approved by the Sponsor (a “Donor”). To participate in the ECAP, a Donor shall agree to the

ECAP structure outlined herein without conditions, other than possible Geographic

Restrictions for the award of of funds (e.g. Qualifying Businesses within the corporate limits of

a municipality).

LIFE OF FUND: It is the intention of the Fund to distribute all monies contributed to it in as expeditious a

manner as possible. Once no new funds have been contributed to the Fund or awarded out of

the Fund for a period of ninety (90) days, the Administrator shall wind down the fund and

return any Geographically Restricted funds to the applicable Donor, any unawarded funds to the Donors and Sponsors proportionate to their contributions, and any remaining Reserve

Balance to the Sponsor. Under all circumstances, the Fund shall be terminated on December

31, 2020, unless otherwise extended by the Sponsor.

COORDINATOR:

The Sponsor may appoint a Coordinator to provide technical assistance and remove

administrative burden from the Sponsor and Donors. If appointed, the Coordinator should be not-for-profit organization and shall NOT charge any fee for its services, but instead provide

its resources on an in-kind basis. Among other tasks, the Coordinator may assist the Sponsor

in: marketing the fund to the Hays County community, selecting an Administrator for the

Fund, convening the Award Committee and providing logistical support (e.g., conferencing,

minutes) thereto, and serving as liaison between the Sponsor and Administrator.

ADMINISTRATOR:

The Sponsor, with the assistance of the Coordinator (if any), shall select a financial

institution, community development fund, or other qualified entity with existing, secure

infrastructure to process sensitive financial applications, to be the Fund “Administrator.” The

Administrator shall open a trust account for the sole purposes of administering the Fund at the Sponsor’s bank of record. The Sponsor's Treasurer shall have full access to trust account

and audit authority over the Fund. The Sponsor shall have full authority to appoint,

reappoint, remove, or replace the Administrator at its sole discretion.

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Administrative expenses shall not exceed 3% of the total funds deposited into the Fund. The

Fund shall maintain a reserve balance of no less than Two Thousand Five Hundred dollars

($2,500) at all times until terminated.

AWARENESS:

To promote the Fund to all businesses within the County and to ensure broader awareness

irrespective of membership in any business or trade organizations, the Coordinator (if any)

shall be directed to market the Fund through a variety of widely available digital and print mediums in Hays County. Direct marketing expenses (e.g., advertising fees paid to third-

parties, such as a newspaper, online publication, or other) shall not exceed 1% of the total

funds deposited into the Fund, reimbursed to the Coordinator by the Administrator.

The Coordinator (if any) shall also work with all Chambers of Commerce within Hays County

as marketing partners in spreading awareness of the Fund. The Coordinator shall also

endeavor to disseminate information regarding the Fund to all business or trade organizations operating within Hays County of which the Coordinator is aware or is made

aware by the Sponsor or the Award Committee.

In the event Sponsor elects not to appoint a Coordinator, Sponsor shall be responsible for any

awareness campaign.

AWARD COMMITTEE:

Award determinations will be performed by a committee made up of individuals appointed

by the Sponsor, the represented organizations below, and any subsequent Donor entitled to

appoint an additional Award Committee member as herein described. Notwithstanding the

foregoing, at no time shall the Award Committee exceed nine (9) members.

The initial nine (9) person Award Committee shall be appointed by the Sponsor: 1. A Sponsor-appointed representative of underserved community organization 2. A Sponsor-appointed active or retired4 Certified Public Accountant (CPA) with its

principal place of business in Hays County 3. A representative of Workforce Solutions Rural Capital Area 4. A representative of the Texas State University (e.g., Small Business Development Center,

McCoy School of Business, other) 5. A representative residing within the City of San Marcos or its ETJ 6. A representative residing within the City of Kyle or its ETJ 7. A representative residing within the City of Buda or its ETJ 8. A representative residing within the City of Dripping Springs or its ETJ 9. A representative residing within the City of Wimberley or its ETJ

A representative from within a municipality or its Extra-Territorial Jurisdiction (“ETJ”) shall be appointed by the Hays County Commissioners Court unless that respective municipality is

4 To ensure no conflict, any appointed CPA shall recuse themselves from voting on the application of any past or present client

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Page 4 of 6

participating as a Donor to the ECAP Fund, in which case the City Council shall appoint that representative. The Hays County General Counsel’s Office shall have a representative present at each Award Committee meeting as a non-voting member. A representative of the Administrator shall be present at each Award Committee meeting as a non-voting member to answer any questions regarding an applicant’s application. “Representatives” shall be provided by the relevant organization or Donor and confirmed by the Sponsor. “Sponsor-appointed” representatives shall be selected through a nomination and vote process by its governing body.

In order to be granted an ECAP award, seventy-five percent (75%) of the Award Committee

must vote to approve an application (the “Approval Threshold”).

AWARD PROCESS:

Neither the Coordinator nor the Administrator shall have any voting participation in the

Award Process.

The Administrator shall receive applications on rolling two-week submittal periods beginning

the Monday following the deposit of the Sponsor’s initial funds into the Fund bank account.

The Administrator shall objectively apply the Qualification Criteria and review the submitted application for completeness. The Administrator shall time stamp the date each application

has been received as well as the date it has been deemed administratively complete. The

date of receipt shall equal to the date it was deemed administratively complete unless the

application required revision or resubmittal to be deemed administratively completely.

The Coordinator (or Sponsor, if no Coordinator is selected) shall convene the Award

Committee.5 The Administrator shall provide a list of Qualifying Applications (QAs) received during the applicable period as well as provide a list of Disqualified Applications, if any. The

Award Committee may direct the Administrator to re-assess a Disqualified Application or to

work with the applicant to correct any deficiencies but shall not have the authority to wave

any of the stated Qualification Criteria of the ECAP.

The Award Committee shall then consider and vote the QAs in the following order:

• Any QAs from an area where funds are available that were contributed with a

Geographic Restriction. Awards shall be made in the order each QA was deemed administratively complete until all Geographically Restricted funds have been

expended or no further applications from the Geographically Restricted area remain.

• The remaining QAs in the order each QA was deemed administratively complete until

all Funds are expended, or no QAs remain

5 Award Committee may be convened virtually

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Page 5 of 6

The Award Committee shall not award any ECAP grant to an applicant that does not meet the Qualification Criteria. It shall otherwise have have full discretion to approve any grant application by supermajority vote of the Award Committee members present. A denied business may not appeal the decision of the Award Committee, but may re-apply for an ECAP grant in the next application period following any amendments to its application or submitted additional information. In no event shall a business be able to apply more than three (3) total times to the ECAP and may only receive one (1) ECAP award.

COMPLETE QUALIFICATION CRITERIA All of the following criteria must be met:

• Any private sector business.

• Must have been in operation since at least January 1, 2019 with a location within Hays county6

• Limited to those with less than ten (10) full-time equivalent Qualifying Employees

• Must have been in good standing with the State of Texas, and have no outstanding tax liens, as of January 1, 2020

• Must be in good standing with City and County taxes, as well as all permits, and licenses as of January 1, 2020

• Businesses that have been the recipient of any federal or state assistance program such as the Payroll Protection Plan (PPP) or the SBA Economic Injury Disaster Loan Assistance program (EIDL) do not qualify for ECAP funding

• Any natural persons holding more than 10% beneficial ownership of the business must certify via an affidavit prior to grant closing they:

o Do not have access to unencumbered liquid assets in excess of $100,000 REQUIRED DOCUMENTS TO ACCOMPANY APPLICATION

• Completed application – To be developed by Administrator

• Copies of payroll evidence for January and February 2020

• Copies of business governance documents such a partnership or LLC agreement or similar type of documentation need to be made available to prove current ownership

and the authorization to enter into this transaction

• List of Beneficial Owners owning greater than ten percent (10%)

• Submittal will include the following financial information:

a. Profit and Loss Statements (by month if possible) through the end of March 2020. b. Use of funds statement (must be only for those items for which this money may be

used. (See list of available uses for grant below)

6 A residence-based location may be acceptable provided applicant certifies that it offers services primarily within Hays County.

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Page 6 of 6

AUDIT AND REPORTING REQUIREMENTS:

The Hays County Auditor reserves the right to audit the grant process as well as the use of

grant proceeds.

This program shall be conducted in compliance with all Federal, State, and Local laws and ordinances. Violations of the law in relation to this program could result in civil or criminal

liability.

Disclaimer: THIS PROGRAM IS SUBJECT TO AVAILABILITY OF FUNDS AND WILL BE OFFERED

ON A FIRST-COME-FIRST-SERVE BASIS TO THOSE BUSINESSES WHO MEET ALL OF THE

REQUIREMENTS OF THE PROGRAM. (Use City or County nondiscrimination language)

Administrators of this Program shall NOT discriminate against any applicant for participation in

the Program because of race, religion, color, sex or national origin.

No official or employee of the County, no employee or relative of the Administrators of the

Program, and no person who exercises any functions or responsibilities in the review or approval

of the Program shall participate in any decision which affects his or her personal pecuniary interest,

nor shall any official of the County benefit, directly or indirectly, from the distribution of funds

under this Agreement.

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AGENDA ITEM

Discussion and possible action to authorize the submittal of a nomination form for appointment of Lon Shell to the Texas Water Development Board's (TWDB) Regional Flood Planning Group (RFPG), Region 11, to develop Texas' first regional flood plans for this region.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



INGALSBE N/A

SUMMARY

The purpose of RFPG is to develop a flood plan including flood management strategies to reduce flood risk in the region. The developed plan will be combined with plans developed from all regions across the state for final approval and future eligibility for funding from the TWDB Flood Infrastructure Fund.

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8

1

2

1 1

5

1 3

4

1 2

6

3

1 4

1 5

1 0

7

9

In 2019, the 86th Texas Legislature passed Senate Bill 8, which established a new regional

and state flood planning process. The State Flood Plan process will follow a similar planning

approach that has been successfully used for water supply planning. Regional Flood Plans

will be developed and merged to create a statewide flood plan that will be updated every

five years. The TWDB designated 15 Flood Planning Regions based on the primary river

basins in the state. Regional Flood Planning Groups (RFPGs) will be established from

representatives in a minimum of 12 stakeholder groups.

Texas State Flood Plan

RFPG Stakeholder Representation• Agricultural interests• Industries• River authorities• Counties• Municipalities• Water districts• Flood districts

• Electric generating utilities

• Public• Water utilities• Environmental

interests• Small businesses

RFPG’s Responsibilities• Designate a political subdivision as the

Planning Group Sponsor for the committee

• Engage public and hold public meetings to solicit input from interested parties

• Establish bylaws and hold regular RFPG meetings

• Designate subcommittees, if desired

• Submit to TWDB technical memoranda, draft and final regional flood plan (RFP)

Anticipated Schedule

2020 2022 2023 2024

SpringTWDB publishes final RFPG rules

July 2, 2020Deadline for submitting interest forms to TWDB for Political Subdivision consideration and nominations for RFPG membership

SummerRFPGs establish bylaws and solicit RFPs

Summer / FallRFPGs select consultants

Fall / WinterTWDB approves contracts

Consultants begin work

SummerDraft regional flood plans due (public and TWDB review/comment)

January 10Final regional flood plans due to TWDB

September 1First State Flood Plan due to Legislature

1. Canadian-Upper Red2. Lower Red-Sulphur-Cypress3. Trinity4. Sabine5. Neches6. San Jacinto7. Upper Brazos8. Lower Brazos9. Upper Colorado

10. Lower Colorado-Lavaca11. Guadalupe

12. San Antonio13. Nueces14. Upper Rio Grande15. Lower Rio Grande

What can you do?• Subscribe to TWDB’s website to get

updates

• Nominate yourself or someone from your organization to serve as an initial member of a RFPG.

• Work together with local entities on shared flood planning concerns

• Attend RFPG meetings

• Provide technical data to the RFPG

• Provide input/comments on draft materials and at public meetings

• Express your interest in becoming a political subdivision for a RFPG, responsible for serving as the RFPG sponsor and/or providing free public meeting spaces

What you should knowThe Regional Flood Plan will identify flood management strategies that will reduce flood risk in your region.

Only projects identified in the State Flood Plan, once approved, will be eligible for funding from the TWDB Flood Infrastructure Fund.

Regional Flood Planning Groups (RFPGs)

For more information on the Texas State Flood Plan visit:

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Solicitation for nominations of individuals to serve as initial Regional Flood Planning Group (RFPG) members

The TWDB’s Executive Administrator is seeking nominations for individuals to serve as regional flood planning group (RFPG) members within 15 designated flood planning regions (see Attachment 1). The Executive Administrator will then recommend up to 180 individuals to the Board for consideration to be the initial planning group members. The flood planning groups will be responsible for developing Texas’ first regional flood plans by January 2023.

Nominations for membership are due to the TWDB no later than July 2, 2020.

The ideal candidate will have experience in and a continued strong interest in working cooperatively on public issues; be committed to and possess expertise in flood risk-related issues; be strongly affiliated with and endorsed by the interest category for which they are nominated, and be capable of playing a leadership role in a regional flood planning group. Interest group representatives will be responsible for representing a diverse group of regional stakeholders, and this representation may involve considerations that extend far beyond their own personal or professional interests or concerns. The primary considerations for selecting nominees to the RFPG will be individuals who

demonstrate a willingness to work toward the common goal of developing a flood plan for their region and possess the ability to broadly represent the entire regional flood planning area and fairly consider all interests in deliberations;

demonstrate ability and willingness to attend meetings quarterly or more frequently, participate and contribute proactively, and dedicate the significant time and attention required throughout this new process, which requires adopting the first regional flood plans by January 10, 2023;

possess the ability and temperament to potentially serve in a leadership role within the RFPG at some point;

possess expertise/experience in and/or an understanding of flooding risks and flood planning; and

demonstrate a commitment to public service and to the state and regional flood planning process, including the associated Guidance Principles (see Attachment 3) and the overarching intent of Senate Bill 8 for the benefit of all Texans.

The Executive Administrator will strongly consider a nominee who is strongly affiliated with and endorsed by the interest category for which they are nominated. In addition, nominees with knowledge of flood risk-related issues and who reside and/or work within the region for which they are being nominated will be given preference. The Executive Administrator will recommend one individual for each of the 12 interest category voting positions for each flood planning region for a total of up to 180 members statewide. The RFPGs will include seven non-voting state agency members as well. After

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Statewide open solicitation package for nominating individuals to serve as initial Regional Flood Planning Group (RFPG) members

Page 2 of 9

the initial groups are approved by the TWDB’s governing board, each RFPG will adopt bylaws and may consider adding members in these or other categories, as either voting or non-voting, to ensure adequate representation from interests in the flood planning region. The interest categories are as follows:

1) Agricultural interests 2) Industries 3) River authorities 4) Counties 5) Municipalities 6) Water districts 7) Flood districts 8) Electric generating utilities 9) Public 10) Water utilities 11) Environmental interests 12) Small businesses

The map showing the boundaries for the 15 flood planning regions for which the Executive Administrator is soliciting members is included as Attachment 1. For additional information regarding background on the new regional and state flood planning process, responsibilities of RFPG members, and guidance principles, see Attachments 2 and 3. For more information regarding content requirements of regional flood plans, please see the final administrative rules for state and regional flood planning. For questions regarding this solicitation, please email [email protected] or call James Bronikowski at (512) 475-0145.

In order to expedite the TWDB’s review process and ensure flood planning groups

can begin work as soon as possible, please use our online form and SUBMIT NOMINATIONS HERE.

If you are unable to fill out the online form, you may email the pdf version of the

nomination form and optional attachments to [email protected] or mail to 1700 North Congress Avenue, P.O. Box 13231, Austin, Texas 78711-3231.

The deadline for submitting nominees to the TWDB is July 2, 2020.

Disclaimer: Any information submitted is subject to the Public Information Act.

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Attachment 1: Flood Planning Region Boundaries Map

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Page 4 of 9

Attachment 2

Background on the new regional and state flood planning process Senate Bill 8 of the 86th Legislature, Regular Session, establishes the framework for the Texas Water Development Board (TWDB) to institute regional flood planning across the state. Texas Water Code §16.061 requires RFPGs to deliver regional flood plans to the TWDB on January 10, 2023, and every five years thereafter. The state flood plan, to be based on adopted regional plans, will be due September 1, 2024, and every five years thereafter. Further, Texas Water Code §16.062 requires the TWDB to

1) designate flood planning regions (see Attachment 1), 2) designate representatives from each flood planning region to serve as the

initial regional flood planning group, 3) provide technical and financial support for the regional flood planning groups, 4) adopt guidance principles, and 5) adopt rules for regional and state flood planning.

In addition, Senate Bill 500 of the 86th Legislature, Regular Session, provides funding for both regional flood planning activities and flood science initiatives, including base level engineering, that will support development of the regional and state flood plans. The final regional and state flood planning rules are available on the TWDB website and provide a more detailed framework for what the regional flood planning groups must consider, what each regional flood plan must address, and what the overall regional flood planning process will look like. What are the responsibilities of RFPG members? Planning groups will meet with varying frequency to develop their plans. They will set flood risk reduction goals, direct their technical consultant, consider public input and technical information, and make many decisions required to develop their regional flood plan. The regional flood planning process is anticipated to look and feel similar to the existing regional water supply planning process.1 All planning group work must be performed, and all deadlines must be met in accordance with statute, agency rules, and the grant contracts with the TWDB. In general, voting RFPG members will need to accomplish the following:

deliver the first regional flood plan no later than January 10, 2023 represent their associated interest group as it exists throughout the entire region consider all the region-wide stakeholders when making decisions commit to traveling to and regularly attending their RFPG meetings

1 However, the technical approach, processes and need for flood planning is very different from the water planning process. The most significant differences will be with regard to the region boundaries and the types of considerations and technical approaches used, since flood planning is very different from planning to provide water supplies during drought.

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Page 5 of 9

understand and follow the flood planning framework and process, as well as review the various materials that will be considered by the RWPG along the way

solicit and consider stakeholder input in a transparent process participate in directing the work of technical consultants make difficult decisions and recommendations regarding flood management goals

and strategies and flood mitigation projects for their region ensure adoption of a regional flood plan that meets all requirements, including that

no neighboring area may be negatively affected by an element of the regional flood plan

Similar to the regional water supply planning process, the RFPG members will not receive compensation from legislative appropriations for their time or expenses but, in certain cases, may be eligible to be reimbursed by the state for travel mileage at the state rate. Considerations for TWDB’s selection of members to serve as the initial RFPGs The number of initial Regional Flood Planning Group (RFPG) representatives named by the TWDB to each of the initial RFPGs will be limited to 12; each voting member representing one of the 12 interest groups identified in Texas Water Code §16.062(c) and in 31 TAC 361.11(e) as follows:

(1) Public, defined as those persons or entities having no economic or other direct interest in the interests represented by the remaining membership categories; (2) Counties, defined as the county governments for the 254 counties in Texas; (3) Municipalities, defined as governments of cities created or organized under the general, home-rule, or special laws of the state; (4) Industries, such as corporations, partnerships, sole proprietorships, or other legal entities that are formed for the purpose of making a profit and that are not small businesses; (5) Agricultural interests, defined as those persons or entities associated with the production or processing of plant or animal products; (6) Environmental interests, defined as those persons or groups advocating for the protection or conservation of the state's natural resources, including but not limited to soil, water, air, and living resources; (7) Small businesses, defined as corporations, partnerships, sole proprietorships, or other legal entities that are formed for the purpose of making a profit, are independently owned and operated, and have either fewer than 500 employees and or less than $10 million in gross annual receipts; (8) Electric generating utilities, defined as any persons, corporations, cooperative corporations, or any combination thereof, meeting each of the following three criteria: own or operate for compensation equipment or facilities which produce or generate electricity; produce or generate electricity for either wholesale or retail sale to others; and are neither a municipal corporation nor a river authority; this category may include a transmission and distribution utility; (9) River authorities, defined as any districts or authorities created by the legislature that contain areas within their boundaries of one or more counties and that are governed by boards of directors appointed or designated in whole or part

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by the governor, including without limitation the San Antonio River Authority and the Palo Duro River Authority; (10) Flood Districts, defined as any districts or authorities, created under authority of either Texas Constitution, Article III, §52(b)(1) and (2), or Article XVI, §59 including all Chapter 49 districts, particularly districts with flood management responsibilities, including drainage districts, levee improvement districts, but does not include river authorities; (11) Water districts, defined as any districts or authorities, created under authority of either Texas Constitution, Article III, §52(b)(1) and (2), or Article XVI, §59 including all Chapter 49 districts, particularly districts with flood management responsibilities, including municipal utility districts, freshwater supply districts, and regional water authorities, but does not include drainage districts, levee improvement districts, river authorities; and (12) Water Utilities, defined as any persons, corporations, cooperative corporations, or any combination thereof that provide water supplies for compensation except for municipalities, river authorities, or water districts.

What will be the first activities for selected members? Once the TWDB designates the initial membership of the 12 interest groups per region, each member will be notified of their selection to serve in a RFPG. The initial members of each group will be convened by TWDB as the initial regional flood planning group at a public meeting at which the initial RFPG will, for example

nominate and select a chair and vice-chair; consider adoption of group bylaws; determine what additional representative categories, as either voting or non-voting

members, are needed to ensure adequate representation from interests in the flood planning region;

identify a political subdivision sponsor that is willing to act on behalf of the group including to solicit grant funds from the TWDB and to procure a technical consultant to support the group;

initiate a request by the political subdivision sponsor to apply for grant funds from the TWDB;

initiate a procurement process for a technical consultant; and set its next meeting date. DRAFT

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Attachment 3

Regional and State Guidance Principles The regional and state flood plans: (1) shall be a guide to state, regional, and local flood risk management policy. (2) shall be based on the best available science, data, models, and flood risk mapping. (3) shall focus on: identifying both current and future flood risks, including hazard, exposure, vulnerability and residual risks; selecting achievable flood mitigation goals, as determined by each RFPG for their region; and incorporating strategies and projects to reduce the identified risks accordingly. (4) shall, at a minimum, evaluate flood hazard exposure to life and property associated with a 0.2 percent annual chance flood event (the 500-year flood) and, in these efforts, shall not be limited to considering historic flood events. (5) shall, when possible and at a minimum, evaluate flood risk to life and property associated with a 1.0 percent annual chance flood event (the 100-year flood) and address, through recommended strategies and projects, the flood mitigation goals of the RFPG (per item 2 above) to address flood events associated with a 1.0 percent annual chance flood event (the 100-year flood); and, in these efforts, shall not be limited to consideration of historic flood events. (6) shall consider the extent to which current floodplain management, land use regulations, and economic development practices increase future flood risks to life and property and consider recommending adoption of floodplain management, land use regulations, and economic development practices to reduce future flood risk (7) shall consider future development within the planning region and its potential to impact the benefits of flood management strategies (and associated projects) recommended in the plan. (8) shall consider various types of flooding risks that pose a threat to life and property, including, but not limited to, riverine flooding, urban flooding, engineered structure failures, slow rise flooding, ponding, flash flooding, and coastal flooding, including relative sea level change and storm surge. (9) shall focus primarily on flood management strategies and projects with a contributing drainage area greater than or equal to 1.0 square mile except in instances of flooding of critical facilities or transportation routes or for other reasons, including levels of risk or project size, determined by the RFPG. (10) shall consider the potential upstream and downstream effects, including environmental, of potential flood management strategies (and associated projects) on neighboring areas. In recommending strategies, RFPGs shall ensure that no neighboring area is negatively affected by the regional flood plan. (11) shall include an assessment of existing, major flood mitigation infrastructure and will recommend both new strategies and projects that will further reduce risk, beyond what existing flood strategies and projects were designed to provide, and make recommendations regarding required expenditures to address deferred maintenance on or repairs to existing flood infrastructure. (12) shall include the estimate of costs and benefits at a level of detail sufficient for RFPGs and sponsors of flood mitigation projects to understand project benefits and, when applicable, compare the relative benefits and costs, including environmental and social benefits and costs, between feasible options.

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(13) shall provide for the orderly preparation for and response to flood conditions to protect against the loss of life and property and reduce injuries and other flood-related human suffering. (14) shall provide for an achievable reduction in flood risk at a reasonable cost to protect against the loss of life and property from flooding. (15) shall be supported by state agencies, including the TWDB, General Land Office, Texas Commission on Environmental Quality, Texas State Soil and Water Conservation Board, Texas Parks and Wildlife Department, and the Texas Department of Agriculture, working cooperatively to avoid duplication of effort and to make the best and most efficient use of state and federal resources. (16) shall include recommended strategies and projects that minimize residual flood risk and provide effective and economical management of flood risk to people, properties, and communities, and associated environmental benefits. (17) shall include strategies and projects that provide for a balance of structural and nonstructural flood mitigation measures, including projects that use nature-based features, that lead to long-term mitigation of flood risk. (18) shall contribute to water supply development where possible. (19) shall also follow all regional and state water planning guidance principles (31 TAC 358.3) in instances where recommended flood projects also include a water supply component. (20) shall be based on decision-making that is open to, understandable for, and accountable to the public with full dissemination of planning results except for those matters made confidential by law. (21) shall be based on established terms of participation that shall be equitable and shall not unduly hinder participation. (22) shall include flood management strategies and projects recommended by the RFPGs that are based upon identification, analysis, and comparison of all flood management strategies the RFPGs determine to be potentially feasible to meet flood mitigation and floodplain management goals. (23) shall consider land use and floodplain management policies and approaches that support short- and long-term flood mitigation and floodplain management goals. (24) shall consider natural systems and beneficial functions of floodplains, including flood peak attenuation and ecosystem services. (25) shall work to be consistent with the National Flood Insurance Program (NFIP) and shall not undermine participation in nor the incentives or benefits associated with the NFIP. (26) shall emphasize the fundamental importance of floodplain management policies that reduce flood risk. (27) shall encourage flood mitigation design approaches that work with, rather than against, natural patterns and conditions of floodplains. (28) shall not cause long-term impairment to the designated water quality as shown in the state water quality management plan as a result of a recommended flood management strategy or project. (29) shall be based on identifying common needs, issues, and challenges; achieving efficiencies; fostering cooperative planning with local, state, and federal partners; and resolving conflicts in a fair, equitable, and efficient manner. (30) shall include recommended strategies and projects that are described in sufficient detail to allow a state agency making a financial or regulatory decision to determine if a proposed action before the state agency is consistent with an approved regional flood plan.

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(31) shall include ongoing flood projects that are in the planning stage, have been permitted, or are under construction. (32) shall include legislative recommendations that are considered necessary and desirable to facilitate flood management planning and implementation to protect life and property. (33) shall be based on coordination of flood management planning, strategies, and mitigation projects with local, regional, state, and federal agencies projects and goals. (34) shall be in accordance with all existing water rights laws, including but not limited to, Texas statutes and rules, federal statutes and rules, interstate compacts, and international treaties. (35) shall consider protection of vulnerable populations. (36) shall consider benefits of flood management strategies to water quality, fish and wildlife, ecosystem function, and recreation, as appropriate. (37) Shall minimize adverse environmental impacts and be in accordance with adopted environmental flow standards. (38) Shall consider how long-term maintenance and operation of flood strategies will be conducted and funded. (39) Shall consider multi-use opportunities such as green space, parks, water quality, or recreation, portions of which could be funded, constructed, and or maintained by additional, third-party project participants.

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AGENDA ITEM

Discussion and possible action to award contract IFB 2020-B10 Metal Beam Guard Fence (MBGF) Materials to Texas Corrugators.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding

BECERRA N/A

SUMMARY

On March 24, 2020, the Commissioners Court approved specifications and authorized Purchasing to solicit for Metal beam Guard Fence (MBGF) Materials. Purchasing received a response from the following company: Texas Corrugators After evaluation of the bid, the Transportation Department's recommendation is to award the contract to Texas Corrugators. DRAFT

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AGENDA ITEM

Discussion and possible action to appoint a committee to review and recommend edits to the current Hays County Purchasing Policy, to include selection and award for professional service agreements.



N/A

LINE ITEM NUMBER

N/A

AUDITOR USE ONLY

AUDITOR COMMENTS:



BECERRA N/A

SUMMARY

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AGENDA ITEM

Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: consultation with counsel and deliberation regarding all individual positions in the Hays County Office of Emergency Services. Possible discussion and/or action may follow in open Court.


EXECUTIVE SESSION June 23, 2020

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



SHELL N/A

SUMMARY

Summary to be provided in Executive Session.

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AGENDA ITEM

Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code: consultation with counsel and deliberation regarding all individual positions in or supervised by the Hays County Office of Countywide Operations. Possible discussion and/or action may follow in open Court.


EXECUTIVE SESSION June 23, 2020

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



BECERRA N/A

SUMMARY

Summary to be provided in Executive Session.

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