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

Handbook Page Last Revision Date
Contract Termination October 1, 2020
Contract Closeout October 1, 2020
Disposition of Equipment Valued Over $5,000 September 7, 2018
Vendor Performance Reporting May 1, 2020