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
Chapter 2: Contract and Procurement Planning
Chapter 3: Procurement Development
Chapter 4: Agreements Secured by DFPS
Chapter 5: Contract Execution
| Handbook Page |
Last Revision Date |
| Disclosure of Interested Parties |
March 1, 2018 |
| Required Checks |
July 1, 2014 |
| Legal Entities that May Contract with DFPS |
June 10, 2015 |
| Debarred or Excluded Parties |
July 1, 2014 |
| Franchise Tax Account Status |
June 1, 2015 |
| Vendor Hold |
July 1, 2014 |
| Subcontracts |
December 15, 2014 |
| Indirect Cost Rates |
June 1, 2015 |
| Cost Allocation |
November 1, 2011 |
| Background Check Policy |
|
| Effective Dates and Duration of the Contract |
September 15, 2015 |
| Electronically Transmitted and Electronically Signed Contracting Records |
April 1, 2016 |
Chapter 6: Contract Management
Chapter 7: Contract Monitoring
| Handbook Page |
Last Revision Date |
| Contract Monitoring |
April 13, 2018 |
| Statewide Monitoring Plan (SMP) |
December 4, 2017 |
| Sampling Methodology |
May 31, 2013 |
| Child-Specific Contracts Monitoring Process |
August 8, 2013 |
| Salaries |
November 1, 2011 |
| Fringe Benefits |
November 1, 2011 |
| Travel |
September 15, 2015 |
| Supplies |
September 15, 2015 |
| Other Costs |
September 15, 2015 |
| Equipment |
September 15, 2015 |
| Related-Party Lease/Rental |
November 1, 2011 |
| Using Outputs and Outcomes in Monitoring |
November 1, 2011 |
| Verification of Mental Health Professional Licenses |
November 1, 2011 |
| Questioned Costs |
January 14, 2013 |
| Disallowed Costs |
January 14, 2013 |
| Collections |
March 15, 2013 |
| Corrective Action |
November 1, 2011 |
| Conducting a Follow-Up Visit |
July 1, 2014 |
Chapter 8: Performance Based Contracting
Chapter 9: Contract Closeout and Termination
Chapter 10: Contract Dispute Resolution /Contract Remedy
Chapter 11: Administrative Contracts