Authority/Reference(s) Detailed Below
Revision Date July 1, 2016

Policy

The following reports and notifications related to state contracting are conducted by the Texas Department of Family and Protective Services (DFPS) divisions other than Contract Oversight and Support (COS) or contract management staff. These reports and notifications are required by the Legislature, Legislative Budget Board (LBB), Texas Procurement and Support Services (TPASS) rules, or other statutory authority. For additional information regarding a requirement, staff should refer to the appropriate representative. For a listing of other reports and notifications conducted by COS, refer to the Contract Oversight Reports page.

Contract Reporting Requirements Table

Type

Required Report/Notification

Mandated By

Referenced

Responsible Party

Receiving Body

Due Date

Information Resources Projects

Major Information Resources Project Plan (over $1 million) filed

Gov. Code §2054.304

To Be Determined (TBD)

DFPS Information Resource Management (IRM)

TPASS; Quality Assurance Team*

Before spending 10% of allocated funds or soliciting vendors for the project

General Appropriations Act (GAA)
Report: Fees, Fines and Penalties Assessed and Not Collected (related to contracts)
Gen. App. Act, Art. IX, §7.08 (a) & (b)
TBD
DFPS Accounting
LBB
Before November 1
Texas Historical Commission (THC)
Notification of intent to alter, renovate, or demolish any state building over 50 years of age
Title 9, Natural Resources Code §§191.097 & 191.098
See Office of General Counsel
DFPS Program Support - when intending to alter, renovate, or demolish building
THC
60 days prior to work
Repair exceeding $100,000 to a building with Historic Designation must submit a copy of all bids and evaluation of bidder qualifications
Gov. Code §2166.254
See Office of General Counsel
DFPS Program Support
THC
Prior to contract award
OTHER
Information Technology Report regarding purchases that do not use Texas Department of Information Resources (DIR) contracts
Gov. Code §2157.068; DIR Information Technology (IT) Commodity Purchasing Program Guidelines and Instructions
None: Pending DIR guidance
DFPS IT
DIR
Semi annually, March 31 and September 30
OTHER
Planned Procurement Schedule (PPS)
HB 1516; Gov. Code §2054.1015
DIR Website
DFPS IT
DIR
Based on a rolling 12-month reporting period
Child Specific Contracts
Emergency Child Specific Placements
HHSC-PCS Assistant Commissioner
Waivers for Child-Specific Residential Child Care Contracts
Residential Contracts Director
HHSC-PCS
Quarterly

The following reports and notifications are conducted by either DFPS-COS or HHSC-PCS and are required by the Legislature, LBB, TPASS rules, or other statutory authority. For additional information regarding a particular requirement, staff should refer to the appropriate representative:

Contract Reporting Requirements Table

Type

Required Report/Notification

Mandated By

Referenced

Responsible Party

Receiving Body

Due Date

Construction

Contract Notification- Construction Contracts exceeding $14,000

Gov. Code §2166.2551

HHSC Contract Administration and Tracking System (HCATS) Reporting Guide

DFPS-COS

HHSC

Monthly

Consulting Contracts

Major Consulting Contracts (exceeds $15,000)- Publication in TX Register before Initiating Contract

Gov. Code §2254.029

See Health and Human Services Procurement Contracting Services (HHSC-PCS)

HHSC-PCS

Texas Secretary of State

Not later than 30 days prior to award

Major Consulting Contracts (exceeds $15,000)- Request Finding of Fact from Governor

Gov. Code §2254.028

TBD
(ECPS Sec. 6.1.3)

HHSC-PCS

Governor's Budget & Planning Office; LBB

Before entering the contract

Major Consulting Contracts (exceeds $15,000)- Notice of Award in TX Register

Gov. Code §2254.030, .031 and .033

TBD
(ECPS Sec. B 6.1.7)

HHSC-PCS

Texas Secretary of State

Not later than 20 days after award, renewal, or extension

Contract Notification- Consultant Services exceeding $14,000

Gov. Code §2254.0301

HCATS Reporting Guide

DFPS-COS

HHSC

Within 10 day of entering into contract and then, Monthly

Electronic State Business Daily (ESBD)

Notice Regarding Planned Procurements exceeding $25,000

Gov. Code §2155.083

Procurement Section of the, Contract Handbook
(ECPS Sec. B 3.4.5)

HHSC-PCS

TPASS

Depending upon the posting, a minimum of 14 or 21 days

Notice Regarding Awarded Procurements exceeding $25,000

Gov. Code §2155.509

Procurement Section of the, Contract Handbook
(ECPS Sec. B 4.4.1)

HHSC-PCS

TPASS

Upon award

Historically Underutilized Business (HUB) Report

HUB Report

1 TAC 391.711 and 34 TAC Chapter 20, Subchapter B

Pending: See DFPS Operating Policies

HHSC-PCS

TPASS

March 15 and September 15

Information Resources Projects

Contract Notification- Major Information System Contracts exceeding $100,000

Gov. Code §2054.008

HCATS Reporting Guide

DFPS-COS

HHSC

Monthly

Major Contracts

Report: Major contracts of $10,000,000 or more

Gov. Code §2262.101

Procurement Section of the, Contract Handbook
(ECPS Sec. B 2.1.2)

HHSC-PCS

Contract Advisory Team (CAT) Team**

Prior to agency approving requisition

ESBD Notice- Major contracts of $5,000,000 and over

Gov. Code § 2177.052

Procurement Section of the, Contract Handbook
(ECPS Sec. B 3.4.5)

ECPS/DFPS Purchaser

TPASS

Depending upon the posting, a minimum of 14 or 21 days

Medical / Health Services Contracts

Review of contract terms and conditions before a contract of $250 million or more for health care goods and services is executed by an HHS agency

Gov. Code §531.018

None: Pending guidance from OAG

HHSC-PCS

Attorney General

Prior to solicitation

Professional Services Contracts

Contract Notification– Professional, exceeding $14,000

Gov. Code §2254.006

HCATS Reporting Guide

DFPS-COS

HHSC

Monthly

Recycled, remanufactured, or environmentally sensitive commodities or services

Annual Expenditures Report for Recycled Material

Gov. Code § 2155.448 (c);

TBD
(ECPS Sec. B 4.4.6)

HHSAS Support - HHSC-PCS

TPASS

January 1

First Choice waiver of Expenditures ($150 or more) for Recycled Materials Report

Gov. Code §2155.448 (b) & (c); 1 TAC §113.135 (e)

TBD
(ECPS Sec. B 3.2.4)

HHSC-PCS

TPASS

January 1

General Appropriations Act (GAA)

Contract Notification- Contacts exceeding $50,000

Gen. App. Act, Art. IX, §7.05 (a)(b)(c)

HCATS Reporting Guide

DFPS-COS

HHSC

October 1

OTHER

Agency Web Posting of Vendor Contracts exceeding $100,000

Gov. Code §2054.126(d)(4)

HCATS Reporting Guide

DFPS-COS

Public Information

Quarterly

TIBH Exception Report

Human Resource Code §§ 122.0095 & 122.016

ECPS
Sec. B 3.2.2

HHSC-PCS

TPASS

15th of each month

Agency Procurement Plan to TBPC

Gov. Code §2155.132(c) & (d); 1TAC §113.11 (h)

None: See State of Texas Procurement Manual, Sec. 4.2

HHSC-PCS

TPASS

November 30

Delegated Purchases Report to TBPC

Gov. Code §2155.132(c); 1 TAC §113.11 (j)

None: Pending TBPC Guidance

HHSC-PCS

TPASS

May 1 and November 1

Information Technology Report regarding purchases that do not use DIR contracts

Gov. Code §2157.068; DIR IT Commodity Purchasing Program Guidelines and Instructions

None: Pending DIR guidance

DFPS IT

DIR

Semi annually, March 31 and September 30

Planned Procurement Schedule (PPS)

HB 1516; Gov. Code §2054.1015

DIR Website

DFPS IT

DIR

Based on a rolling 12-month reporting period

* Quality Assurance Team – State Auditor, Legislative Budget Board, and Department of Information Resources
** Contract Advisory Team at TPASS as per Government Code § 2262.102

Additional information regarding reports that state agencies, including DFPS, must by law prepare and submit to other state agencies, local government entities, and the public is available from the Texas State Library and Archives Commission.