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 (HHS-PCS) division of Health and Human Services (HHS) purchases goods and services for direct DFPS client use or benefit and for DFPS support services.
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 planningthe purchasing of contracted services, contract administration, contract management, contract monitoring, and accountabiity.
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) |
May 1, 2020 |
| Contract Divisions |
September 7, 2018 |
| Open Records Request |
N/A |
| Vendor Reference Requests |
September 7, 2018 |
| Contracting Systems: IMPACT, CAPPS Financials, SCOR |
September 7, 2018 |
| Contract Manager Responsibilities |
December 20, 2019 |
| Contract Manager Required Trainings |
September 7, 2018 |
| Contract Manager Conflict of Interest Requirements |
March 1, 2020 |
| 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 |
| HUB Program Overview |
May 1, 2020 |
Chapter 2: Procurement Planning
| Handbook Page |
Last Revision Date |
| Procurement Planning |
May 1, 2020 |
| Major Information Resource Projects |
June 1, 2020 |
| Outside Counsel Contracts |
December 20, 2019 |
| Department of Information Resources (DIR) Cooperative Contract |
June 1, 2020 |
| Determination of Need |
March 1, 2020 |
| Electronic Information Resource (EIR) Considerations |
June 1, 2020 |
| Determination of Contracting Relationship |
December 20, 2019 |
| Statement of Work |
September 1, 2019 |
| Performance Measures for Purchased Client Service Contracts |
October 15, 2018 |
| Determining Contract Insurance Coverage |
March 1, 2020 |
| HUB Subcontracting Determination and HSP Evaluation |
October 1, 2020 |
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 |
June 1, 2020 |
| Vendor Hold |
January 15, 2019 |
| Vendor Performance Tracking Search |
September 1, 2019 |
| Franchise Tax Account Status |
October 1, 2020 |
| Disclosure of Interested Parties |
October 1, 2020 |
| SSCC and DFPS Employment Restrictions |
October 1, 2020 |
| Payment Type Requirements |
September 7, 2018 |
| Subcontracts |
May 1, 2020 |
| Internal Control Structure Questionnaire (ICSQ) |
October 1, 2020 |
| Memorandum of Understanding (MOU) |
March 1, 2020 |
| 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 |
December 20, 2019 |
| Performance Based Contracts |
September 7, 2018 |
| Subcontracting Responsibilities |
September 7, 2018 |
| Cybersecurity Training Requirements for Contractors |
October 1, 2020 |
| Management of Contract Record and Personal Identifiable Information |
October 1, 2020 |
| Allowable Costs |
September 7, 2018 |
| Miscellaneous Claims |
September 7, 2018 |
| Recipient/Subrecipient Management |
October 1, 2020 |
| Single Audit Requirements |
December 20, 2019 |
| Federal Funding Accountability and Transparency Act (FFATA) |
December 20, 2019 |
| Risk Management |
August 1, 2019 |
| Risk Assessment Instrument (RAI) |
December 20, 2019 |
| SSCC Risk Assessment Analysis |
October 1, 2020 |
| Contractor Noncompliance and Contract Remedies |
September 7, 2018 |
| Contract Dispute Resolution |
March 1, 2020 |
| Mediation of Contract Dispute |
March 1, 2020 |
| Settling a Contract Dispute |
March 1, 2020 |
| Failure to Settle a Contract Dispute |
March 1, 2020 |
| Contract Amendments |
June 1, 2020 |
| Amendment-Renewals |
June 1, 2020 |
| Corrective Action Plans |
December 20, 2019 |
| Contract Extensions |
June 1, 2020 |
| HUB Subcontracting Requirements, Changes, and Compliance |
May 1, 2020 |
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 |
October 1, 2020 |
| Review Type: Programmatic, Administrative, Fiscal |
February 1, 2019 |
| Review Level: Targeted or Comprehensive |
February 1, 2019 |
| Review Location: On-Site or Desk Review |
December 20, 2019 |
Chapter 6: Contract Termination and Closeout