Background
The mission of DFPS and the goals of our programs are supported through a wide variety of contracted goods and services. The Procurement and Contracting Services (HHSC-PCS) division of the Health and Human Services Commission (HHSC) purchases goods and services for direct DFPS client use or benefit and for DFPS support services. Within DFPS, purchased client services are defined as the services provided by outside entities under contract.
Purpose
The purpose of these policies is to provide clear guidance to DFPS staff who perform functions related to the purchase of goods and services and resulting contracts.
Features
The DFPS Contracting Policies serve as a central organizational framework for DFPS contracting. The policies provide guidance to both client services and administrative contracts.
The functions described include planning for services, procurement, contracting, contract administration, contract monitoring, and resolution of contracting issues.
DFPS divisions responsible for contracting functions include:
Chapter 1: Overview
| Handbook Page |
Last Revision Date |
| Contract Handbook Introduction |
September 7, 2018 |
| Contract Oversight and Support (COS) |
September 7, 2018 |
| Contract Divisions |
September 7, 2018 |
| Open Records Request |
N/A |
| Contracting Systems: IMPACT, CAPPS Financials, SCOR |
September 7, 2018 |
| Contract Manager Responsibilities |
September 1, 2019 |
| Contract Manager Required Trainings |
September 7, 2018 |
| Contract Manager Conflict of Interest Requirements |
September 1, 2019 |
| Certified Texas Contract Manager (CTCM) |
September 7, 2018 |
| Ethics for Agency Staff Involved in Contracting |
September 1, 2019 |
| Reporting Fraud, Waste, and Abuse |
July 1, 2019 |
| Vendor Engagement |
September 7, 2018 |
Chapter 2: Procurement Planning
Chapter 3: Contract Development and Execution
| Handbook Page |
Last Revision Date |
| Required Checks |
September 7, 2018 |
| Legal Entities that May Contract with DFPS |
September 7, 2018 |
| Business Entities Using Assumed Names (DBAs) |
January 15, 2019 |
| Debarred, Divested, or Excluded Parties |
September 7, 2018 |
| Vendor Hold |
January 15, 2019 |
| Vendor Performance Tracking Search |
September 1, 2019 |
| Franchise Tax Account Status |
September 1, 2019 |
| Disclosure of Interested Parties |
September 7, 2018 |
| Payment Type Requirements |
September 7, 2018 |
| Subcontracts |
September 7, 2018 |
| Internal Control Structure Questionnaire (ICSQ) |
September 14, 2015 |
| Memorandum of Understanding (MOU) |
January 15, 2019 |
| Electronically Transmitted Contract Documents and Electronic Signatures |
September 7, 2018 |
Chapter 4: Contract Management
| Handbook Page |
Last Revision Date |
| Contract Management |
September 7, 2018 |
| Managing Major Information Resource Projects |
September 1, 2019 |
| Performance Based Contracts |
September 7, 2018 |
| Subcontracting Responsibilties |
September 7, 2018 |
| Management of Contract Records |
September 7, 2018 |
| Allowable Costs |
September 7, 2018 |
| Miscellaneous Claims |
September 7, 2018 |
| Recipient/Subrecipient Management |
September 7, 2018 |
| Single Audit Requirements |
September 7, 2018 |
| Federal Funding Accountability and Transparency Act (FFATA) |
September 7, 2018 |
| Risk Management |
August 1, 2019 |
| Risk Assessment Instrument (RAI) |
August 1, 2019 |
| Contractor Noncompliance and Contract Remedies |
September 7, 2018 |
| Contract Dispute Resolution |
September 7, 2018 |
| Contract Amendments |
February 15, 2019 |
| Amendment Renewal |
September 1, 2019 |
Chapter 5: Contract Monitoring
| Handbook Page |
Last Revision Date |
| Contract Monitoring |
February 1, 2019 |
| Performance Based Monitoring |
February 1, 2019 |
| Review Reason: Risk Based, Enhanced, Complaint, Follow-up |
August 1, 2019 |
| Client Services SMP |
August 1, 2019 |
| Administrative Services SMP |
August 1, 2019 |
| Review Type: Programmatic, Administrative, Fiscal |
February 1, 2019 |
| Review Level: Targeted or Comprehensive |
February 1, 2019 |
| Review Location: On-Site or Desk Review |
August 1, 2019 |
Chapter 6: Contract Termination and Closeout