Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
2016-08-11 #2
AVENO NETWORKS Houston Headquarters 808 Travis Suite 909 Houston, Texas 77002 Dear County of Calhoun, This is our bid for RFP No. 2016.06-09 Sincerely, Robert Lordon "ENO NETWORKS (DUNS) 013940001 AVENO NETWORKS 808 TRAVIS SUITE 909 HOUSTON TEXAS 77002 AVC F40 NETWORKS Calhoun County, Texas Unified Communications System Request For Proposal RFP No. 2016-06-09 AUGUST 2, 2016 Prepared By: ROBERT LORDON AVENO NETWORKS 808 TRAVIS SUITE 909 HOUSTON TEXAS 77002 7134936800 DISPATCH 7135752695 SALES 7134936801 FAX WWW.AVENO.NET Table of Contents GeneralConditions.................................................................................................. 4 1.0 Proposal Acknowledgments...................................................................................... 13 1.1 Proposal Response Overview..................................................................................... 13 1.2 Contacts................................................................................................................. 14 1.2.1 Vendor.. ....... .......................................................................................................... 14 1.2.2 Manufacturer........................................................................................................... 14 1.3 Schedule of Events ....................... -............. .................................. --- .................... 14 1.4 Proposal Response Format....................................................................................... 16 1.5 False or Misleading Statements................................................................................. 16 1.6 Acceptance of Proposal Content................................................................................ 17 1.7 Evaluation Criteria.................................................................................................... 17 1.8 Vendor Questionnaire............................................................................................... 18 1.9 Overview of Current Environment & Requirements....................................................... 19 1.9.1 Locations, Users, TRUNKING, Voice Mail and Unified Messaging .................................... 19 2.0 Executive Overview................................................................................................... 20 2.1 Proposed System....-................................................................................................ 21 2.2 SYSTEM Architecture................................................................................................ 21 3.0 IP Communications System Software and Hardware................................................................ 22 3.1 System Software ................... .................................................................... ....... - .... .... 22 3.2 HARDWARE Configuration.......................................................................................... 23 3.3 NETWORK & NETWORK Infrastructure Requirements..................................................... 23 3.4 PSTN and Legacy Integration Interfaces....................................................................... 25 3.5 PROPOSED System Cabling....................................................................................... 26 3.6 SYSTEM/STATION Hardware ........................ .............. ........... :..................................... 25 3.7 SYSTEM Reliability..................................................................................................... 31 3.8 SYSTEM/Station/User features.................................................................................... 32 3.9 DESKTOP Call Management........................................................................................ 36 3.10 E911 Services........................................................................................................... 37 3.11 SYSTEM Administration............................................................................................. 38 3.12 System Maintenance and Upgrades............................................................................. 40 3.13 System Monitoring and Diagnostics............................................................................. 41 4.0 VOICE Mail and Unified Messaging System Specifications ............................................. 44 4.1 VOICE Messaging System Description......................................................................... 44 4.2 VOICE Mail System Specifications.............................................................................. 45 4.3 VOICE Mail System - System Features........................................................................ 46 4.4 VOICE Mail System - User Features............................................................................ 48 4.5 VOICE Mail System - System Administration............................................................... 49 5.0 IMPLEMENTATION ............. ....... -........... ............................................ ...................... 53 Page 2 of 58 5.1 PROJECT Management............................................................................................. 53 5.2 INSTALLATION Requirements.................................................................................... 53 5.3 FACILITY Requirements............................................................................................ 54 5.4 Training................................................................................................................... 54 6.0 VENDOR Service...................................................................................................... 55 6.1 Maintenance, Warranty and Support............................................................................ 55 6.2 Logistical Support .................................................................................................... 55 6.3 Repair Response...................................................................................................... 55 7.0 Configuration / Pricing.............................................................................................. 56 8.0 Financial Requirements............................................................................................. 56 8.1 Terms and Conditions................................................................................................ 45 9.0 APPENDIX............................................................................................................... 58 9.1 Product Specification Sheets..................................................................................... 58 9.2 References.............................................................................................................. 58 9.3 Network Drawing...................................................................................................... 58 9.4 Maintenance Agreement............................................................................................ 58 9.5 Contract or Scope of Work......................................................................................... 58 Page 1 of 58 CALHOUN COUNTY, TEXAS GENERAL CONDITIONS Read all documents carefully. Follow all instructions. You are responsible for fulfilling all requirements and specifications. General Conditions apply to all advertised bids, proposals or contracts; however these may be superseded in whole or in part by the scope, special requirements, specifications or special sections of Texas Government Code and/or Texas Local Government Code. Governing Law: Bidder is advised that the Invitation to Bid, Request for Proposal or Contract shall be fully governed by the laws of the State of Texas and that Calhoun County may request and rely on advice, decisions and opinions of the Attorney General of Texas and the County Attorney concerning any portion of the Invitation to Bid, Request for Proposal or Contract. All parties agree that the venue for any litigation arising from this Invitation to Bid, Request for Proposal and/or Contract shall be held in Port Lavaca, Calhoun County, Texas. Bid, Proposal and/or Contract Form Completion: Once a bid, proposal and/or contract is released for bidding, Calhoun County will not answer any questions except through an addendum that has been approved by Commissioners' Court or at a mandatory pre -bid meeting. Fill out, sign, and return to the Calhoun County Judge's Office the required number of bid forms, proposal forms, and/or contracts, and any other required,informgtion by the day and time the bid, proposal and/or contract is due. The bid, proposal and/or contract must be signed and dated by an officer (or employee) who is duly authorized to execute this bid, proposal and/or contract, and that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other vendor, and that the contents of this bid, proposal and/or contract as to prices, terms or conditions of said bid have not been communicated by the individual signing nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid, proposal and/or contract. The use of liquid paper or white out is not acceptable and may result in the disqualification of the bid, proposal and/or contract. If an error is made, the vendor must draw a line through the error and initial each change. All responses typed or handwritten must be clear and legible. Bid, Proposal and/or Contract Return: On or before the due date and time, the vendor must return all completed bids, proposals and/or contracts and required information and copies to the Calhoun County Judge's Office, 211 S. Ann St., 3`d Floor, Suite 301, Port Lavaca, Texas. The clock in the County Judge's office is the official clock that will be used in determining the time the bid, proposal and/or contract is received and the time the bid, proposal and/or Page 4 of 58 contract will be opened. A late delivery with an early postmark will not suffice. Calhoun County will not be responsible for the delivery of your bid, proposal and/or contract to the office of the County Judge. Calhoun County is not responsible for late deliveries due to mail, carrier, etc. Calhoun County does not accept faxed or emailed bids, proposals and/or contracts. If you would like to confirm the delivery of your bid, proposal and/or contract, you may call the County Judge's office at 361-553-4600. Late bids, proposals and/or contracts will not be accepted. All late bids, proposals and/or contracts will be returned unopened to the bidder. Bid, proposal and/or contract must be submitted in a sealed 9 x 12 or larger envelope, addressed as follows: Michael Pfeifer, Calhoun County Judge, 211 S. Ann St., Td Floor, Suite 301, Port Lavaca, TX 77979. The outside of the envelope must be clearly marked: SEALED BID (PROPOSAL) and the name of the bid or proposal must also be clearly stated. Withdrawal of BID, Proposal and/or Contract., A vendor may withdraw their bid, proposal and/or contract before County acceptance of the bid, proposal and/or contract without prejudice to the vendor, by submitting a written request for its withdrawal to the County Judge and mail or hand deliver to the address the bid, proposal and/or contract was submitted to. A bid, proposal and/or contract that was opened is not subject to amendment, alteration, or change for the purpose of correcting an error in the bid, proposal and/or contract price. Bids, proposals and/or contracts containing an error may be offered "as is" or withdrawn by the vendor in accordance with applicable State Laws. Bid, Proposal and/or Contract Opening and Award: Vendors are invited to be present at the opening and awarding of the bid, proposal and/or contract. Governing Forms: In the event of any conflict between the terms and provisions of these conditions and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, Calhoun County's interpretation shall govern. Addendums: When specifications are revised, the Calhoun County Auditor's Office will send each vendor that received a bid, proposal and/or contract package the addendum once it has been approved by Commissioners' Court. No addendum can be sent out until the Commissioners' Court has approved the addendum. Hold Harmless Agreement: Successful vendor shall defend, indemnify and hold Calhoun County and its officers, agents, and employees harmless from all suits, actions, or for personal injury, death and/or property damage arising from any cause whatsoever, resulting directly or indirectly from vendor's performance. Vendor shall procure and maintain, with respect to the subject matter of this bid, proposal and/or contract, appropriate insurance coverage including, as a minimum, general liability and property damage, workers' compensation, employers liability and auto Page 5 of 58 insurance with adequate limits to cover vendor's liability as may arise directly or indirectly from work performed under terms of this bid, proposal and/or contract. Certification of such coverage must name Calhoun County as an additional insured and be provided to the County upon request. Waiver of Subrogation: Vendor and vendor's insurance carrier waive any and all rights whatsoever with regard to subrogation against Calhoun County as an indirect party to any suit arising out of personal or property damages resulting from vendor's performance under this agreement. Bonds: If this bid or proposal requires submission of bid or proposal guarantee and performance bond, there will be a separate page explaining those requirements. Bids or proposals submitted without the required bid bond or cashier's checks are not acceptable. Taxes: Calhoun County is exempt from all federal excise taxes and state and local (county and city) sales tax. Tax exempt forms will be furnished upon request to the Calhoun County Auditor's Office. Pricing: Prices for all goods and/or services shall be firm for the duration of this bid, proposal and/or contract and shall be stated on the bid sheet, proposal and/or contract. Prices shall be all inclusive. All prices must be written in ink or typewritten. Pricing on all transportation, freight, and other charges are to be prepaid by the vendor and included in the bid, proposal and/or contract prices. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, vendor must indicate the items required and their costs or forfeit the right to payment for such items. Inspections: Calhoun County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department before accepting them. Testing: Calhoun County reserves the right to test equipment, supplies, materials and goods bid for quality, compliance with specifications and ability to meet the needs of the user. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the bid is subject to rejection. Awards: Calhoun County reserves the right to award this bid, proposal and/or contract on the basis of lowest and best bid, proposal and/or contract that met specifications in accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to more than one vendor, to reject any or all bids, proposals and/or contracts and to be the sole judge in determining which bid, proposal and/or contract will be most advantageous to Calhoun County. An award is final only upon formal execution by the Calhoun County Commissioners' Court. Page 6 of 58 In the event of tie bids, proposal and/or contracts, the winning bid, proposal and/or contract is determined per the Texas Local Governmental Code 262.027(b). Calhoun County, Texas is an Equal Employment Opportunity Employer. The County does not discriminate on the basis of race, color, nation origin, sex, religion, age or handicapped status in employment or the provision of services. Assignment: The successful vendor may not assign, sell or otherwise transfer this bid, proposal and/or contract without written permission of Calhoun County Commissioners' Court. Term of Bids, Proposals and/or Contracts: If the bid, proposal and/or contract is intended to cover a specific time period, said time will be given in the specifications and/or instructions. Bid, Proposal and/or Contract Obligation: Calhoun County Commissioners' Court must award the bid, proposal and/or contract. If a contract is required, the County Judge or other person authorized by Commissioners' Court must sign the contract before it becomes binding on Calhoun County. Delivery: All items shall be shipped F.O.B. inside (or site location) delivery unless otherwise stated in the specifications. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the County to purchase supplies from the next lowest bidder that met specifications. Rejections: Articles not in accordance with samples and specifications must be removed by the vendor at the vendor's expense. All disputes concerning quality of supplies, products, and/or services delivered under this bid, proposal and/or contract will be determined by Commissioners' Court or their designated representative. Termination: Calhoun County reserves the right to terminate the bid, proposal and/or contract for default if the vendor breaches any of the terms therein, including warranties of vendor or if the vendor becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies, which Calhoun County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all services required to Calhoun County's satisfaction and/or to meet all other obligations and requirements. Bids, proposals and/or contracts may be terminated without cause upon thirty (30) days written notice to either party unless otherwise specified. The vendor or Calhoun County must state therein the reasons for such cancellation. Calhoun County reserves the right to award cancelled bid, proposal and/or contract to the next lowest and best vendor that met specifications and is deemed to be in the interest of the County. Page 7 of 58 Delinquent Property Taxes: Calhoun County reserves the right to reject any bid, proposal and/or contract submitted by a vendor owing delinquent property taxes to Calhoun County, Texas. Certificate of Interested Parties — Form 1295 Section 2252.908 was added to the Government Code by the 841h Texas Legislature through adoption of House Bill 1295. The law states that a County may not enter into a contract with a business entity unless a Certificate of Interested Parties (Form 1295) has been completed and provided to the County at the time the contract is considered for action by Commissioners' Court. The term "business entity" includes a sole proprietorship, partnership or corporation (whether for -profit or non-profit). The term "contract" includes amendment, extension or renewal of an existing contract (bids and/or proposals also require Form 1295). The law does not apply to a contract, bid and/or proposal between the County and another governmental entity or state agency. The county is required to file Form 1295 with the state within thirty (30) days of approving a contract with a business entity. Governmental transparency is the objective of the law. The Texas Ethics Commission promulgated rules to implement the law and established an online portal https://www.ethics.state.tx.uslwhatsnew/elf info form1295.htm. A business entity will generate Form 1295 online. A business entity must use the application at the Texas Ethics Commission website to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number and date filed in the box marked "Office Use Only" located at the top right hand corner of the form. The form must be notarized and signed by an authorized agent of the business entity and submitted with your bid, proposal and/or contract. Calhoun County will acknowledge online the receipt of Form 1295 after a contract is executed. Within seven (7) business days, Form 1295 will be available for public viewing on the Texas Ethics Commission's website. AVENO NETWORKS WILL MAKE SURE THIS IS PROVIDED UPON AWARD Compliance: Calhoun County Commissioners' Court will not consider for action any bid, proposal and/or contract with a business entity unless it is accompanied by a completed, signed and notarized Form 1295. No later than thirty (30) days after Calhoun County Commissioners' Court approves a contract or awards a bid or proposal with a business entity, the County Clerk will file acknowledgement of receipt of the Form 1295 with the Texas Ethics Commission, AVENO NETWORKS WILL MAKE SURE THIS IS PROVIDED UPON AWARD Page 8 of 58 Debarment: Vendor certifies that at the time of submission of its bid, proposal and/or contract, vendor was not on the federal government's list of suspended, ineligible or debarred vendors and that vendor has not been placed on this list between the time of its bid, proposal and/or contract submission and the time of execution of the bid, proposal and/or contract. If vendor is placed on this list during the term of the bid, proposal and/or contract, the vendor shall notify the Calhoun County Auditor. False certification or failure to notify may result in termination of the bid, proposal and/or contract for default. Invoices and Payments: All invoices are subject to approval by the County Auditor's Office. Invoices shall be itemized and free of federal excise taxes and state and local (county and city) sales tax. Payment of all invoices will be made once the purchase order and invoice(s) are properly and timely submitted to the County Treasurer's Office by the appropriate County department. Each County department is responsible for submitting their purchase orders for payment to the County Treasurer's Office. County departments must submit their purchase orders by 5 PM Wednesday the week before the Commissioners' Court meeting. Commissioners' Court meets the 2Id and 4th Thursday of each month to approve bills. No payment can be made or mailed out until approved by Commissioners' Court. Purchase order due dates/times and Commissioners' Court dates/times are subject to change. Calhoun County's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render the order null and void to the extent funds are not available and any delivered but unpaid goods will be returned to the seller by the county. Gratuities: Calhoun County may, by written notice to the vendor, cancel any order and/or service without liability, if it is determined by the County that gratuities, in the form of entertainment, gifts, or otherwise were offered or given by the vendor, or any agent or representative of the vendor to any officer or employee of Calhoun County with a view toward securing an order and/or service. In the event an order and/or service is canceled by the County pursuant to this provision, the County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by vendor in providing such gratuities. Warranty Product: Vendor shall not limit or exclude any implied warranties and any attempt to do so shall render an order voidable at the option of the County. Vendor warrants that the goods and/or services furnished will conform to the specifications, drawings, and description listed in the bid invitation, proposal and/or contract and to the sample(s) furnished by vendor if any. In the event of a conflict between the specifications, drawings, and descriptions, the specifications shall govern. Cancellation: Page 9 of 58 Calhoun County shall have the right to cancel for default all or any part of the undelivered portion of an order and/or services if vendor breaches any of the terms hereof including warranties of vendor, or if the vendor becomes insolvent or files for protection under the bankruptcy laws. Such rights of cancellation are in addition to and not in lieu of any other remedies, which Calhoun County may have in law or equity. Force Majeure: Force Majeure means a delay encountered by a party in the performance of its obligations under this Agreement, which is caused by an event beyond the reasonable control of that party. Without limiting the generality of the foregoing, "Force Majeure" shall include but not be restricted to the following types of events: acts of God or public enemy; acts of governmental or regulatory authorities; fires, floods, epidemics or serious accidents; unusually severe weather conditions; strikes, lockouts, or other labor disputes; and defaults by subcontractors. In the event of a Force Majeure, the affected party shall not be deemed to have violated its obligations under this Agreement, and the time for performance of any obligations of that party shall be extended by a period of time necessary to overcome the effects of the Force Majeure, provided that the foregoing shall not prevent this Agreement from terminating in accordance with the termination provisions. If any event constituting a Force Majeure occurs, the affected party shall notify the other parties in writing, within twenty- four (24) hours, and disclose the estimated length of delay, and cause of the delay. Waiver: No claim or right arising out of a breach of any bid, proposal and/or contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. Applicable Law: This agreement shall be governed by the Uniform Commercial Code. Whenever the term "Uniform Commercial Code" is used it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas and in effective on the date of bid, proposal and/or contract. Prohibition against Personal Interest in Bids, Proposals and/or Contracts: No officer or employee of the County shall have financial interest, direct or indirect, in any bid, proposal and/or contract with the County, or shall be financially interested, directly or indirectly, in the sale to the County of any land, materials, supplies, or service, except on behalf of the County as an officer or employee. Any willful violation of this section shall constitute malfeasance in office, and any officer or employee guilty thereof shall be subject to disciplinary action under applicable laws, statutes and codes of the State of Texas. Any violation of this section, with the knowledge, expressed or implied of the person or corporation contracting with the County shall render the bid, proposal and/or contract involved voidable by the Calhoun County Commissioners' Court. Insurance: Before commencing work, the successful vendor shall be required, at his own expense, to furnish the Calhoun County Auditor within ten (10) days of notification of award with a Page 10 of 58 certificate of insurance showing the following insurance coverage to be in force throughout the term of the bid, proposal and/or contract: General Liability ($100,000/$300,000 or greater) Workers' Compensation (at Statutory Limits) Employers Liability ($1,000,000 or greater) Auto Insurance ($100,000 BIPP/$300,000 BIPO/$100,000 PD or greater) The certificate must reflect that Calhoun County is an additional insured on the General Liability coverage. Each insurance policy to be furnished by successful vendor shall include, by endorsement to the policy, a statement that a notice shall be given to the Calhoun County Auditor by certified mail thirty (30) days prior to cancellation or upon any material change in coverage. OSHA Requirements: The vendor or contractor hereby guarantees to Calhoun County, Texas that all materials, supplies, equipment or services listed on the bid, proposal and/or contract, purchase order or invoice meets the requirements, specifications and standards as provided for under the Federal Occupational Safety and Health Act of 1970, as amended and in force at the date hereof. Protest Procedures: All protests and disputes will be held in Port Lavaca, Calhoun County, Texas. Any actual or prospective vendor who believes they are aggrieved in connection with or pertaining to a bid, proposal and/or contract may file a protest. The protest must be delivered in writing to the Calhoun County Auditor's Office, in person or by certified mail return receipt requested prior to award. The written protest must include: Name, mailing address and business phone number of the protesting party; Appropriate identification of the bid, proposal and/or contract being protested; A precise statement of the reasons for the protest; and Any documentation or other evidence supporting the protest and any alleged claims. The County Auditor's Office will attempt to resolve the protest, including at the County Auditor's option, meeting with the protesting party. If the protest is successfully resolved by mutual agreement, written verification of the resolution, with specifics on each point addressed in the protest, will be forwarded to Commissioners' Court. If the County Auditor's Office is not successful in resolving the protest, the protesting party may request in .writing that the protest be considered by Commissioners' Court. Applicable documentation and other information applying to the protest will be forwarded to Commissioners' Court, who will promptly review such documentation and information. If additional information is required, Commissioners' Court will notify the protesting party to provide such information. The decision of Commissioners' Court will be final Public Information Act: All governmental information is presumed to be available to the public. Certain exceptions may apply to the disclosure of the information. Governmental bodies shall promptly release Page 11 of 58 requested information that is not confidential by law, either constitutional, statutory, or by judicial decision, or information for which an exception to disclosure has not been sought. Calhoun County Contact Information: To request information from Calhoun County, please contact: Calhoun County Auditor's Office Calhoun County Courthouse Annex II Attn: Cindy Mueller, County Auditor 202 S Ann St, Suite B Port Lavaca, TX 77979 Phone: 361-553-4610 Fax: 361-553-4614 Email: cindy.mueller(o)calhouncotx.orq To request a bid/proposal package: Or Peggy Hall, Assistant Auditor Calhoun County Auditor's Office Calhoun County Courthouse Annex II 202 S Ann St, Suite B Port Lavaca, TX 77979 Phone: 361-553-4610 Fax: 361-553-4614 Email: peggy.hall(aD_calhouncotx.orq Ron Reger, IT Coordinator Calhoun County Courthouse 211 S Ann St, 3`d Floor, Suite 301 Port Lavaca TX 77979 Email: ron.reger(a)calhouncotx.orq Page 12 of 58 1.0 Proposal Acknowledgments 1.1 Proposal Response Overview This Proposal Response outlines AVENO NETWORKS recommendations for a Unified Communications System as outlined in Calhoun County's Request for Proposal, Unified Communications System, issued June 9, 2016 by Calhoun County Commissioner's Court. Vendor Response should cover the following topics: Voice System Functions: Check Box • IP-based Voice capabilities and Intelligent Network Infrastructure ❑ • Reliability ❑ • Voice Quality ❑ • Experience and Vision ❑ • Linux Open System Standards ❑ • Voice Messaging ❑ • System Administration ❑ • Support/Service Capabilities ❑ • Scalability ❑ • System longevity ❑ • Simplicity of Installation ❑ • Training and Usage ❑ • Data Connectivity ❑ • Any equipment not in place today required to implement the One Gigabit Connectivity ❑ • A Single Vendor Solution (Managed Services) ❑ • Turnkey responsibility for all Voice and Data hardware, software, services and support contained within this RFP ❑ • Turnkey responsibility for all Telco and data connectivity and coordination ❑ Pave 13 of 58 1.2 Contacts AVENO NETWORKS 808 TRAVIS SUITE 909 HOUSTON TEXAS 77002 7134936800 DISPATCH 7135752695 SALES 1.2.1 Vendor Response: AVENO NETWORKS ROBERT LORDON 1.2.2 Manufacturer ENGINEER Response: AVAYA IP OFFICE OWENS 1.3 Schedule of Events RFP Released: SALES MANAGER 7135753695 8327763343 RLORD ONCcr�,AVNE. COM OWENS103@@AVAYA.COM June 9, 2016 — Calhoun County Commissioners' Court approved the RFP for release. Mandatory Pre -Bid Meeting: June 21, 2016, 10:00 AM — Mandatory Pre Bid Conference & facility walkthrough — Meeting will start at the Calhoun County Courthouse, 211 S. Ann St., Commissioners' Courtroom, 1st Floor, Port Lavaca, Texas. Attendance at this meeting by all prospective bidders is required and is a prerequisite to provide a bonafide proposal. Questions will be Page 14 of 58 answered at this mandatory pre -bid meeting. After the meeting, written confirmation of questions and answers will be sent to the vendors attending the mandatory pre -bid meeting. Additional Questions (after Mandatory Pre -Bid Meeting): July 5, 2016, 10:00 AM, is the deadline for all additional questions about the meeting or intent of the Proposal Documents. These questions must be submitted to Ron Reger via email (ron.regerPcalhouncotx.org). It is the bidder's responsibility to verify receipt of such questions by Ron Reger. Interpretations or clarifications considered necessary by Ron Reger in response to such questions will be issued by Commissioners' Court approved addenda and emailed to all vendors who attended the mandatory pre -bid meeting. Only questions answered by formal written addenda, approved by Calhoun County Commissioners' Court will be binding. Oral and other interpretations or clarifications will be without legal effect. Addenda may also be issued to modify the Proposal Documents as deemed advisable by Calhoun County. Changes to these Proposal Documents can be made only through issuance of formal written addenda, approved by Calhoun County Commissioners' Court. Any oral and other interpretations or clarifications provided by Calhoun County at the mandatory pre -bid meeting will be without legal effect until approved by Calhoun County Commissioners' Court in the form of formal written addenda. July 14, 2016 — Questions and answers from the June 21, 2016 mandatory pre -bid meeting and the additional questions received by 10:00 AM, July 5, 2016 will be presented to Commissioners' Court for approval. After Commissioners' Court approval the addenda will be delivered to all vendors attending the mandatory pre -bid meeting. RFP Deadline: August 4, 2016, 10:00 AM All RFPs shall be delivered in a sealed 9 x 12 or larger envelope to: Michael J. Pfeifer, County Judge Calhoun County Courthouse 211 S. Ann St. Suite 301 Port Lavaca, TX 77979 Sealed envelope must be clearly marked: SEALED RFP — UNIFIED COMMUNICATIONS SYSTEM Page 15 of5g See 1.4 for detailed response instructions. Award: August 11, 2106 — After the proposal opening on August 4, 2016, the Calhoun County IT Coordinator will review the submitted RFPs and select the finalist(s) for final review. The tentative schedule for final review or award by Commissioners' Court is August 11, 2016. 1.4 Proposal Response Format Include a soft copy of this RFP Response within the proposal response deliverables. Format the RFP Response in the same format as the RFP document. All responses should be stated in the body of the document following their specific questions. Any additional information can be placed in the Appendix under the appropriate subheading. Provide the following hard copies: One (1) original and two (2) copies of this proposal response. Each copy of the proposal response must be accompanied by a cover letter on AVENO NETWORKS corporate letterhead, and signed by an official of AVENO NETWORKS who is authorized to bind the company. Include Certificate of Interested Parties — Form 1295 with the RFP original and copies. See Calhoun County's General Conditions, page 8 for instructions and details. The Identification Number for Line 3 is: RFP No. 2016-06-09. Line 3 Description is: Calhoun County, Texas - Unified Communications System. Calhoun County will not consider for action any proposal that is not accompanied by a completed, signed and notarized Form 1295. The proposal must be submitted in a sealed 9 x 12 or larger envelope, addressed as follows: Michael J. Pfeifer, County Judge, Calhoun County Courthouse, 211 S. Ann St., 3rd Floor, Suite 301, Port Lavaca, TX 77979. The proposal envelope must be clearly marked: Sealed Proposal — Unified Communications System. 1.5 False or Misleading Statements AVENO NETWORKS shall take great care to ensure that sufficient information has been provide to allow Calhoun County to evaluate the technical solution being offered, any options proposed, pricing of all offerings, and all supporting information, technical documentation, references and points of contact, corporate capabilities, etc. AVENO NETWORKS understands that if, in the opinion of Calhoun County, a proposal contains false or misleading information of any kind, or does not contain sufficient detail to fully evaluate the technical solution or proposed price, Calhoun County reserves the right, in its sole discursion, to reject the proposal. AVENO NETWORKS shall understand that if the Page 16 of 58 information provided does not support a function, attribute, capability or condition as proposed by the vendor, Calhoun County may reject the proposal. AVENO NETWORKS shall understand that any modifications to the questions in this RFP by the bidder may result in immediate rejection of that proposal. 1.6 Acceptance of Proposal Content AVENO NETWORKS understands that, as stated in Section 1.7, Calhoun County reserves the right to award a contract without further discussions or clarifications with vendors. Thus, the contents of the RFP response and all pricing, terms and statements contained therein will be binding upon AVENO NETWORKS Upon acceptance of the Proposal by Calhoun County, the successful Proposal, including all terms, conditions and pricing contained therein, will be incorporated into the awarded contract. AVENO NETWORKS understands that failure of the potentially successful offer or to accept this obligation may result in the selection of another offer or rejection of the submitted Proposal. AVENO NETWORKS has taken great care to respond to all requirements of this RFP to the maximum extent possible. AVENO NETWORKS has clearly identified any limitations and/or exceptions to the requirements inherent in the proposed system. AVENO NETWORKS further understands that alternative approaches will be given consideration if the proposed approach clearly offers increased benefits to Calhoun County. 1.7 Evaluation Criteria Calhoun County reserves the right to accept or reject any and all responses to this RFP at its complete discretion. Calhoun County reserves the right to withdraw or modify this RFP before the closing date. All participating VENDORS will be notified in the instance of withdrawal or modification. VENDOR should present its most competitive proposal. Upon receipt of initial evaluation of proposals, a shorter list of Vendors may be selected who may be invited for presentations, further discussions and negotiations if applicable. Any financial data submitted with any other offer hereunder or any representation concerning facilities, capabilities, cost elements or financing may form a part of any resulting agreement. VENDOR agrees to provide Calhoun County reasonable access to VENDOR'S facilities, personnel and relevant information for purposes of evaluating VENDOR'S proposal. Calhoun County will evaluate proposals with the following criteria: • Cost • Conformity to specifications • Reliability • Product Performance and Migration Track record Page 17 of 53 • Direct Support from manufacturer in the event of failure • Track Record with similar scale projects • References • Technical Capability • Geographic Location Because the technology is very critical to the smooth operation of Calhoun County's telecommunications, quality and expertise of the product and vendor geographic location is more important than price. 1.8 Vendor Questionnaire AVENO NETWORKS (DUNS) 013940001 AVENO NETWORKS 808 TRAVIS SUITE 909 HOUSTON TEXAS 77002 7134936800 DISPATCH 7135752695 SALES Who manufactures the proposed system? AVAYA How many years has the manufacturer been in business? ATT WAS ORIGINAL VENDOR THEN WAS SOLD OFF TO LUCENT AND IN 2001 AVAYA WASFORMED How many employees does the manufacturer have? 14000 What is the annual revenue of the manufacturer of the system? 5 BILLION DOLLARS Is the manufacturer of the system a US company? YES Please list the innovative aspects of the manufacturer's history and the number of patents they hold both present and past. AVAYA is a leading innovator of telephony solutions and holds over 60,000 patents Page 18 oi'58 Does the bidder install the product or use business partners? AVENO NETWORKS INSTALLS AND SUPPORTS THE PRODUCT AND IS A REGISTERED BUSINESS PARTNER Does the bidder maintain single point of responsibility for products and services recommended? AVENO NETWORKS WILL HAVE A DEDICATED ENGINEER FOR COUNTY OF CALHOUN FOR ALL PRODUCTS AND SERVICES PROPOSED Does the bidder maintain a support call -in center for problems? AVENO NETWORKS HAS A DEDICATED 24 HOUR DISPATCH LINE FOR SUPPORT AND EMERGENCIES Does the bidder provide on -site assistance if it is required? YES The vendor must submit three reference customers. Reference information must include company name, contact, telephone number and approximate size of system. PETROFAC AMARILLO NATIONAL BANK SOUTH TEXAS LIGHTHOUSE FOR THE BLIND I lZ111101 ALAN STEPHENS (Name) 832-276-0888 806-367-0155 (361) 883-6553 Ext 167 1.9 Overview of Current Environment & Requirements 1.9.1 Locations, Users, TRUNKING, Voice Mail and Unified Messaging 300+ stations 6 sites 500+ stations 32 sites 200+ Stations 4 Sites AVENO NETWORKS understands that Calhoun County currently has the number of phones, faxes and cordless handsets as shown in the list below. All phone require Voice mail and Unified Messaging. All Phones are to be quoted as IP so the County can maintain one cabling infrastructure. Note power for IP phones must be included in your proposal unless already in place. It is the Vendor's responsibility to participate in the mandatory pre -bid meeting and assess in place equipment during the "Walk Through". Proposals will not be accepted from Vendors who did not attend the mandatory pre -bid meeting and completed a "Walk Through". Page 19 of J8 Calhoun County Handset and switching counts (to be allocated by Calhoun County) • Main location (core MDF location) POE Switching needed 48 X 3 • Annex I — 38 drops needed; POE Switching needed 48 X 2 • Annex II — POE Switching needed 48 • Jail — POE Switching needed 48 • 200 IP Handsets • 53 Analog ports for main location • 3 Polycom 7000 series conferencing (no mics) PLEASE SEE ATTATCHED QUOTE FOR ALL OF THESE ITEMS Requirements AVENO NETWORKS understands that Calhoun County requires the following: Calhoun County seeks a solution that integrates its communications system with a Voice over Internet Protocol (VoIP) integrated voice and data system. All existing telephones should be replaced with either equivalent new analog or IP phones that support basic telephony features. An employee should be able to log in anywhere on or off the company network and automatically receive calls without administrative intervention. Also, any system proposed should have a failover option to POTS lines should the PRI (digital non voip) Service experience an interruption. And PSTN failover capabilities should the WAN experience an interruption. In addition, the system must be able to handle 100 party paging at a minimum, 50 party conferencing, and accommodate 60 analog fax lines with more additions should they be needed. Calhoun County requires that any system have the capability to service remote locations with the same features and functionality as the main office should the need arise. Each location should be able to access all the features and functionality available at the main site even in the event of a service interruption, optional equipment should be available to allow independent operation. System directories, class of service for telephony capabilities, trunk group access, should apply to all locations. 2.0 Executive Overview Thank you for your interest in AVENO NETWORKS. The following Executive Overview is to summarize the unified communications system recommended by AVENO NETWORKS and to further familiarize Calhoun County with AVENO NETWORKS, Page 20 of 58 2.1 Proposed System Provide a brief description of the proposed system. Include diagrams if desired. Response: PLEASE SEE ATTACHED 2.2 SYSTEM Architecture Provide a brief description and discussion of your system architecture. Describe your philosophy on open architecture and your ability to support other vendors' equipment. We provide services in the areas of integration services, IT services, and Professional Services., IP telephony, collaboration and mobility. We support open standards and promote acceptance of open standards for enterprise environments Provide a diagram of the system architecture. celdralized rdana0emerit -� - IP Office on Unux SW (500 IP users) - one.X Portal Server - VMPro Server - IftbPresence Sarver - Mobility Server Centralized Llcensino - Global config, SW binary Priulary server Expansiou System (I13050OO2) secebtlary Server - IF, Orrice on r.inux SW (5001P tigers) - Resiliency Ilode ' VMPro Server backup ' Global Coidi0, SW binary Describe how the system integrates with voice services with the converged Internet Protocol network including the use of standards and the support for analog and IP endpoints for users, modems, fax machines, etc. The system is a hybrid in that it will allow for all of the ip communications to be provided by the servers and all call routing and analog communications will be handled by the expansion system Describe how the Solution delivers reliability for voice services including maintaining dial tone during WAN outages, failure of the systems Linux / Windows based servers, and power outages. This system is a dual server design in that it will failover to the backup server should a server outage occur, should a pri outage occur it has the ability to fail over to sip trunking. Should pri and WAN failure occur we can fail over to a LTE based cellular gateway Page 21 of 5S WAN Failure Should pri and WAN failure occur we can fail over to a LTE based cellular gateway Server Failure Second server is being recommended for failover, time for failover is about five minutes Switch Failure Switching is spread out throughout the campus and redundancy can be done through the use of the the existing environment Complete Power failure, with no UPS backup Failover will have to occur with Verizon in the event this occurs, in addition to this if pots lines are available analog connectivity can still be done through the system using the voltage that comes from the telco IP Phones We are recommending Avaya 9611 Gig phones for this solution Describe the vendor's experience in building and delivering voice over IP solutions. 17 years experience with over 600 Avaya ip office systems installed Describe the systems support for open standards including support for open standards for integration with existing voice equipment. Avaya has support for open standards in both protocol (G711) and as well as open standards with Linux and Cent Os / Red hat Describe the architecture of the proposed voice mail solution including how voice mail is accessed by users from their extension, remotely, mobile devices and from their desktop computer. Either from desktop, through email and through phone or by calling in to a dedicated number Describe the maintenance and administration for all sites of the system this includes the call controller along with desktop applications, voicemail, ACD etc. Either a single interface via web or via desktop application What remote service capabilities are supported by the system and how are they used to provide technical support by the vendor. Of the components being proposed can they be 100% managed from a single interface. If more than one interface has to be accessed please list them all out. Also explain how management is performed for a single site vs. additional sites. Assume the remote sites are running the same "call controller" as the main site NOT just in a redundant mode. Single interface for user administration and system administration. Second for voicemail pro Paige 22 of 58 Explain how the system will scale to up to 20% additional user capacity and how additional sites are added to the system. System can scale to 3000 users and over 32 sites Describe the installation process and provide references on the relative ease or difficulty of the installation process. With hundreds of systems installed, Project management and milestones will be set up for the installation. Before and After training will also be done in groups of 8 to ensure users are comfortable with the new system Explain the network requirements for supporting the proposed system to deliver high quality voice to both local and remote sites. The current Fiber network will easily support the voice traveling over the existing fiber Describe the required or recommended training for system administrators and end users for the system including time and costs. Before and After training will also be done in groups of 8 to ensure users are comfortable with the new system 3.0 IP Communications System Software and Hardware System Software Which software package is being proposed? Please provide the release and version? Avaya 9.1 3.1 System Software Describe all the system software components for call process and identify the platforms where they are hosted in the proposed architecture. Avaya 9.1 server edition will have all of the software needed for voicemail, and calling in one software package Identify how the proposed software maintains call processing services to the users at all sites during server or WAN failures. The fiber infrastructure has never gone down and is direct buried. The call processing for the remote sites will be dependent on this fiber, however due to the strength of the existing infrastructure it is not deemed necessary to install multiple gateways at each location. When dealing with multiple sites and multiple call processors are they all running the same database? If they are not running from the same database how is information synchronized? Does the system have a "management program" to keep the systems synchronized? Can this "management program" configure 100% of systems? If not what isn't manageable, configurable etc. from the "management program"? !'age 23 of 58 One singe management interface and database handles the entire system 3.2 HARDWARE Configuration What hardware is being proposed? Please provide the model name and number, be sure to include MTBF information This is listed in the quote 3.3 NETWORK & NETWORK Infrastructure Requirements What requirements are needed? Please provide the details if applicable. Access to locations and after hours weekend implementation as well as coordination with current telco if needed Describe the IP call processing hardware platform in detail. Is it based on industry standard hardware, or is it proprietary? Response: (Vendor Company Response) Describe the operating system used for the proposed system providing "call control" does it require any hard drives? It is a server based system and runs on Dell hardware, servers are built with redundancy What is the maximum user capacity of the proposed IP communications system? Provide a description of how scalability is achieved. System scales to 3000 users What is the maximum number of simultaneous conversations supported by the proposed system? is the system non -blocking for voice calls? For outbound it is based on the channels in the pri (23) for inside the system it is 256 ports Describe requirements to the data network to support the system including necessary infrastructure features and capabilities. Note that the County would like to retain as much of its current infrastructure as possible to minimize cost. New HP switching is included in this proposal to integrate with existing fiber infrastructure What capabilities (example: QoS (DSCP1802.1p), Rate Shaping, VLANS etc.) are required inside the LAN? Avaya only nees DSCP tagging to be enabled and of course prioritization Is the phone system being proposed agnostic to the networking equipment? If not who's networking equipment is required and why? If a specific networking vendor isn't selected will the vendors TAC still support troubleshooting of the phone system? HP is certified to run alongside Avaya Page 24 of 58 What capabilities are required across the WAN? Existing Wan is completely capable How does your proposed intelligent network infrastructure support end -to -end QoS? In a converged network supporting voice and data, how are QoS issues resolved? QOS and DSCP Tagging will be done from the server to the endpoint, traffic will also be on a separate network to ensure QOS Explain how you can provide easy addressing of the IP phones without having to change the addressing scheme of the existing IP data network? This will be done through the use of DHCP and Options listed int eh DHCP table that will automatically send call server information and upgrade information to the phones as well as pushing out the correct vlan Explain how IP phones that are installed on the IP network are identified and added to the system? Through a mac addressing system that shows the phones in system status Can the proposed system support remote users using IP Phones? How is this done, what hardware is required? What protocols are used to secure the communication? Remote vpn phones are completely supported with the existing firewall (sonicwall) Can IP phones share existing Ethernet ports with data devices, or do the IP phones require additional Ethernet ports be added by the customer to support voice? Absolutely, and at gigabit connectivity 3.4 PSTN and Legacy Integration Interfaces Identify all types of PSTN interfaces or trunks supported by the system. 4E, 5E, DMS100, Ni2 as well as all legacy analog interfaces (loop start ground start etc) If PRI is supported, identify supported protocols and PRI services such as ANI, DNIS, Caller ID Name and Number. Caller id can be handled by the system and is supported interchangeably from an individual user, to a group of users, to all users. This is a programming choice Inbound caller id is also supports as is tagging, and routing by number Identify all supported interfaces for integration with existing or legacy telephone equipment such as PBX's, key systems, fax servers, etc. Analog integration and Page 25 oF58 3.5 PROPOSED System Cabling Describe the system cabling including the number of wire pairs of wires or network connections required to support the specific hardware configuration, telephones, PSTN interfaces, and connections to legacy equipment. Response: (Vendor Company Response) 3.6 SYSTEWSTATION Hardware Provide a description of each analog functionality provided with the proposed system Analog ports are in 30 unit increments and are capable of being used as a fax, ivr, page, quite handset or analog Please specify the power requirements for each analog telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled? Are headsets available for IP telephones? yes What per -user configuration is required for each phone deployed or re -deployed in the system? Macro menus to ease deployment in groups Provide a description of each IP telephone available with the proposed system Avaya 9611 G Delivers high -definition audio that can increase productivity by reducing fatigue and provides easier -to understand multi -party calls using the wideband audio codec in the handset and headset - Facilitates access to information through an easy -to -read, high resolution color display and a permanently labeled Navigation Cluster (Up/Down, Left/Right, OK) - Delivers visual queues that can speed task management through 8 Red/Green LED buttons - Helps increase productivity through context -sensitive graphical interfaces - Simplifies call control on the display using softkeys to transfer, conference and forward calls and to access everyday processes including thirdparty applications such as companywide corporate directories - Provides consistency through a common Avaya one-X® interface (including mobile endpoints) - Wired/wireless headset compatible - Enables efficient, high-speed call management through support for up to three 12 or 24 Button Expansion Modules - Supports reduced energy consumption and costs through Power -over -Ethernet Class 1 design with "sleep mode" - Provides choice through integrated Gigabit Ethernet and USB interface support - Accommodates advanced unified communications solutions with Session Initiated Protocol (SIP) based infrastructure. Color display - 2.8 inches x 2.1 Paoc 26 of 58 inches (7.0 cm x 5.3 cm) — Diagonal width: 3.5 inches (8.8 cm) - 8 buttons with dual LEDs (red, green) - 4 Softkeys - Permanently -labeled feature buttons: Speaker, Mute, Volume, Headset, Contacts, Home, History, Message, Phone - Permanently -labeled Navigation Cluster (Up/Down, Left/Right, OK) • 24 administrative buttons and up to 8 lines displayed simultaneously with green / red LEDs - Wideband audio in handset and headset - Full duplex speakerphone - Ergonomic hearing aid compatible handset supports TTD acoustic coupler • Two message waiting indicators • Gigabit Ethernet support • Wall -mount option and dual -position stand - Ethernet (101100/1000) line interface - Secondary Ethernet interface 10/100/1000 Mbps • PoE Class (IEEE 802.3af) registers as class 1 device Software - SIP protocol support on Avaya Aura Platform - H.323 protocol support • Standards -based codec support: G.711, G.726, G.729A/B, G.722 (G.726 is not available in SIP) - Supports the following languages: Arabic, Brazilian Portuguese, Simplified Chinese, Dutch, English, Canadian French, Parisian French, German, Hebrew, Italian, Japanese (Kanji, Hiragana and Katakana), Korean, Latin American Spanish, Castilian Spanish, and Russian. Requirements and Platform Support - Avaya Aura Communication Manager 6.x and greater (H.323) • Avaya Aura Communication Manager 6.x with Avaya Aura Session Manager 6.x • Local or centralized electrical power; through a 802.3af switch, or local power supply (optional) • HTTP file server Please specify the power requirements for each IP telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled? Poe class IEEE 802.af All of these phone models are designated as Class 1 PoE devices typically only drawing between 2.2 and 2.7 watts Are headsets available for all IP telephones? yes Does your IP station equipment provide the following features? All of these features are included with the exception of video, video can be added at a later date but is not included in this proposal SYSTEM/STATION Platform Features • Acquire Call X Yes _No • AOC Previous Call X Yes No • AOC Reset Total X Yes No • AOC Total X Yes No Page 27 of 58 • Auto Attendant X Yes No • Auto Intercom Deny Off X Yes No • Auto Intercom Deny On X Yes No • Break Out X Yes No • Barred X Yes No • Busy On Hold X Yes No • Call Intrude X Yes No • Call Listen X Yes No • Call Park X Yes No • Call Park and Page X Yes No • Call Pickup Any X Yes No • Call Pickup Ext X Yes No • Call Pickup Group X Yes No • Call Pickup Line X Yes No • Call Pickup Members X Yes No • Call Pickup User X Yes No • Call Queue X Yes No • Call Record X Yes No • Call Steal X Yes No • Call Waiting On X Yes No • Call Waiting Off X Yes No • Call Waiting Suspend X Yes No • Cancel All Forwarding X Yes No • Cancel Ring Back When Free X Yes No !No • Change Login Code X Yes • Clear After Call Work X Yes No • Clear Call X Yes No • Clear CW X Yes No • Clear Hunt Group Night Service X Yes No • Clear Hunt Group Out Of Service X Yes No • Clear Quota X Yes No • Coaching Intrusion X Yes No • Conference Add X Yes No • Conference Meet Me X Yes No • CW X Yes No • Dial X Yes No • Dial 3K1 X Yes No • Dial 56K X Yes No • Dial 64K X Yes No • Dial CW X Yes No Page 28 of 59 • Dial Direct X Yes No • Dial Direct Hot Line X Yes No • Dial Emergency X Yes _No • Dial Ext X Yes No • Dial Fax X Yes —No • Dial Inclusion X Yes _No • Dial Paging X Yes _No • Dial Physical Extension by Number X Yes _No • Dial Physical Extension By ID X Yes No • Dial Speech X Yes No • Dial V110 X Yes —No !No • Dial V120 X Yes • Dial Video X Yes No • Disable AIRS Form X Yes No • Disable Internal Forwards X Yes No • Disable Internal Forward Unconditional X Yes _No • Disable Internal Forward Busy or No Answer X Yes _No • Display Message X Yes _No • Do Not Disturb Exception Add X Yes _No • Do Not Disturb Exception Delete X Yes _No • Do Not Disturb On X Yes No • Do Not Disturb Off X Yes No • Enable AIRS Form X Yes No • Enable Internal Forwards X Yes No • Enable Internal Forward Unconditional X Yes _No • Enable Internal Forward Busy or No Answer X Yes _No • Ext Login X Yes _No • Ext Logout X Yes _No • Flash Hook X Yes No • FNE Service X Yes No • Follow Me Here X Yes No • Follow Me Here Cancel X Yes No • Follow Me To X Yes _No • Forward Hunt Group Calls On X Yes —No • Forward Hunt Group Calls Off X Yes _No • Forward Number X Yes _No • Forward On Busy Number X Yes _No • Forward On Busy On X Yes _No • Forward On Busy Off X Yes _No • Forward On No Answer On X Yes No Page 29 of 5 4 • Forward On No Answer Off X Yes No • Forward Unconditional On X Yes No • Forward Unconditional Off X Yes _No • Group Listen Off X Yes _No • Group Listen On X Yes _No • Headset Toggle X Yes _No • Hold Call X Yes No • Hold CW X Yes No • Hold Music X Yes No • Hunt Group Disable X Yes No • Hunt Group Enable X Yes No • Last Number Redial X Yes No • MCID Activate X Yes _No • Mobile Twinned Call Pickup X Yes _No • Off Hook Station X Yes _No • Outgoing Call Bar Off X Yes No • Outgoing Call Bar On X Yes _No • Private Call X Yes No • Private Call Off X Yes No • Private Call On X Yes No • Priority Call X Yes _No • Record Message X Yes _No • Relay On X Yes _No • Relay Off X Yes _No • Relay Pulse X Yes _No • Resume Call X Yes No • Retrieve Call X Yes _No • Ring Back When Free X Yes No • Secondary Dial Tone X Yes No • Set Absent Text X Yes No • Set Account Code X Yes No • Set Authorization Code X Yes _No • Set Hunt Group Night Service X Yes No • Set Hunt Group Out Of Service X Yes _No • Set Inside Call Seq X Yes _No • Set Mobile Twinning Number X Yes _No • Set Mobile Twinning On X Yes _No • Set Mobile Twinning Off X Yes _No • Set No Answer Time X Yes _No. • Set Outside Call Seq X Yes No Paee 30 of 58 • Set Ring back Seq X Yes _No • Set Time Profile X Yes _No • Set Wrap Up Time X Yes _No • Shutdown Embedded Voicemail X Yes _No • Stamp Log X Yes _No • Startup Embedded Voicemail X Yes _No • Suspend Call X Yes No • Suspend CW X Yes _No • Start After Call Work X Yes _No • Toggle Calls X Yes _No • Unpark Call X Yes No • Voicemail Collect X Yes No • Voicemail Node X Yes No • Voicemail On X Yes No • Voicemail Off X Yes _No • Voicemail Ring Back On X Yes _No • Voicemail Ring Back Off X Yes _No • Whisper Page X Yes _No What per -user configuration is required for each IP phone deployed or re -deployed in the system? None, the license is on the system and the phone can be moved or removed and added any time Can telephones from third parties also be used with the proposed system? State the types of third party telephones or protocol supported and recommended sources. Completely sip compliant 3.7 Reliability How does the system provide reliability for voice services? Explain how it avoids any single point of failure (single site as well multi -site with multiple primary "Call Controllers". The recommendation is a dual server environment Explain how the system reacts when the routers fail. Can reliable dial tone and call routing be achieved without purchasing redundant network hardware? Routers will not have an impact on the core system Page 31 of 58 3.8 Station/User features For the following features, use the table to indicate their availability. Note if any of these features are optional or result in additional charges. Response: (Vendor Company Response) Available -Included in RFP Optional Additional Charge • Button Programming Actions X ❑ • Abbreviated Dial X ❑ • Abbreviated Dial Pause X ❑ • Abbreviated Dial Program X ❑ • Abbreviated Dial Stop X ❑ • Account Code Entry X ❑ • ACID Agent Statistics X ❑ • ACID Stroke Count X ❑ • Acquire Call X ❑ • AD Special Functions X ❑ • AD Special Function Mark X ❑ • AD Special Function Wait X ❑ • AD Suppress X ❑ • After Call Work X ❑ • Appearance X ❑ • Automatic Callback X ❑ • Automatic Intercom X ❑ • Break Out X ❑ • Bridged Appearance X ❑ • Busy X Cl • Busy On Held X ❑ • Call Forwarding All X ❑ • Call Intrude X ❑ • Call List X ❑ • Call Listen X ❑ • Call Log X ❑ • Call Park X ❑ • Call Park and Page X ❑ • Call Park To Other Extension X ❑ • Call Pickup X ❑ • Call Pickup Any X ❑ llage 32 of 58 Available -Included in RFP Optional Additional Charge • Call Pickup Group X ❑ • Call Pickup Members X ❑ • Call Queue X ❑ • Call Record X ❑ • Call Screening X ❑ • Call Steal X ❑ • Call Waiting Off X ❑ • Call Waiting On X ❑ • Call Waiting Suspend X ❑ • Cancel All Forwarding X ❑ • Cancel Leave Word Calling X ❑ • Cancel Ring Back When Free X ❑ • Clear Call X ❑ • Clear CW X ❑ • Clear Hunt Group Night Service X ❑ • Clear Hunt Group Out Of Service X ❑ • Clear Quota X ❑ • Coaching Intrusion X ❑ • Conference X ❑ • Conference Add X ❑ • Conference Meet Me X ❑ • Consult X ❑ • Coverage Appearance X ❑ • Dial X ❑ • Dial 3K1 X ❑ • Dial 56K X ❑ • Dial 64K X ❑ • Dial CW X ❑ • Dial Direct X ❑ • Dial Emergency X ❑ • Dial Inclusion X ❑ • Dial Paging X ❑ • Dial Physical Ext by Number X ❑ • Dial Physical Number by ID X ❑ • Dial Speech X ❑ Page 33 of 58 Available -Included in RFP Optional Additional Charge • Dial V110 X ❑ • Dial V120 X ❑ • Display Message X ❑ • Dial Video ❑ X • Directed Call Pickup X ❑ • Directory X ❑ • Do Not Disturb Exception Add X ❑ • Do Not Disturb Exception Delete X ❑ • Do Not Disturb Off X ❑ • Do Not Disturb On X ❑ • Drop X ❑ • Ext Login X ❑ • Ext Logout X ❑ -Flash Hook X ❑ • Follow Me Here X ❑ • Follow Me Here Cancel X ❑ • Follow Me To X ❑ • Forward Hunt Group Calls Off X ❑ • Forward Hunt Group Calls On X ❑ • Forward Number X ❑ • Forward On Busy Number X ❑ • Forward On Busy Off X ❑ • Forward On Busy On X ❑ • Forward On No Answer Off X ❑ • Forward On No Answer On X ❑ • Forward Unconditional Off X ❑ • Forward Unconditional On X ❑ • Group X ❑ • Group Listen On X ❑ • Group Paging X ❑ • Headset Toggle X ❑ • Hold Call X ❑ • Hold CW X ❑ • Hold Music X ❑ Page 34 o1 58 Available -Included in RFP Optional Additional Charge • Hunt Group Enable X ❑ • Hunt Group Disable X ❑ • Inspect X ❑ • Internal Auto -Answer X ❑ • Last Number Redial X ❑ • Leave Word Calling X ❑ • Line Appearance X ❑ • MCID Activate X ❑ • Monitor Analogue Trunk MWI X ❑ • Off Hook Station X ❑ • Pause Recording X ❑ • Priority Call X ❑ • Priority Calling X ❑ • Private Call X ❑ • Relay Off X ❑ • Relay On X ❑ • Relay Pulse X ❑ • Resume Call X ❑ • Request Coaching Intrusion X ❑ • Retrieve Call X ❑ • Ring Back When Free X ❑ • Ringer Off X ❑ • Self -Administer X ❑ • Send All Calls X ❑ • Set Absent Text X ❑ • Set Account Code X ❑ • Set Hunt Group Night Service X ❑ • Set Hunt Group Out Of Service X ❑ • Set Inside Call Seq X ❑ • Set Night Service Group X ❑ • Set No Answer Time X ❑ • Set Out of Service Group X ❑ • Set Outside Call Seq X ❑ • Set Ring Back Seq X ❑ Available -Included in RFP Optional Additional Charge Page ;5 of58 • Set Wrap Up Time X ❑ • Speed Dial X ❑ • Stamp Log X ❑ • Stored Number View X ❑ • Suspend Call X ❑ • Suspend CW X ❑ • Time of Day X ❑ • Time Profile X ❑ • Timer X ❑ • Transfer X ❑ • Toggle Calls X ❑ • Twinning X ❑ • Unpark Call X ❑ • User X ❑ • Visual Voice X ❑ • Voicemail Collect X ❑ • Voicemail Off X ❑ • Voicemail On X ❑ • Voicemail Ring Back Off X ❑ • Voicemail Ring Back On X ❑ • Whisper Page X ❑ 3.9 DESKTOP Call Management Describe the system's desktop call manager and the call control features supported from the user's desktop computer. aya one-X Portal for IP Office is a server based applications that the user accesses with their web browser. The Avaya One-X Portal for IP Office is an application that provides users control of their telephone from a networked PC. Avaya One-X Portal for IP Office can be used with any IP Office extension; analog, digital or any IP telephones, wired or wireless, and is available as part of the IP Office Office Worker, Power User or Teleworker editions. Avaya One-X Portal for IP Office is a server based application that the user accesses via web browser. Via separate gadgets, Avaya One-X Portal for IP Office provides easy access to telephony features, call information, call and conference control, instant messaging, directory and VoiceMail Pro mailbox. One-X Portal has a number of 'gadgets' that can be dropped into the screen in the manner of windows panes, each of which adds different functionality: Are the matched names also displayed on the user's telephone? Yes Page 36 of 58 Does the desktop call manager provide speed dialing of the user's configured frequently called numbers? Yes Are the configured speed dial entries also available on the user's telephone? Yes Mobility TOOLS please list out application software that can run on mobile devices. An intuitive graphical user interface delivers quick access to Unified Communications functionality. The clients support major mobile operating systems (!Phone, Java, Palm, RIM, Symblan, and Windows Mobile 5/6) and devices ranging from high end smart phones such as the Apple iPhone to lower end feature phones. This solution is compatible with most enterprise mobility environments, independent of the devices deployed or wireless networks used. Initiating/Receiving Calls • Single Number Access Inbound Incoming calls to the deskphone, ring both the desk and up to five other devices. Eliminates the need to give multiple reach numbers. • Single Number Access Outbound Because users dial through the PBX, they can leverage the existing corporate infrastructure, offering significant savings on international calls. • Easy Mobile Switcher Seamlessly move calls between the office and mobile device without interruption regardless of device used to dial or receive the call. • One device for personal and business Users can control whether outgoing calls are dialed direct, for personal calls, or via the PBX, for business calls. • Dial by Extension Users can place calls using the internal extension dialing plans as they would in the office • Call Routing Users can route incoming office calls to any device based on schedule, location or on an ad hoc basis using a quick entry feature. • VIP Lists VIP lists manage incoming calls. Any calls not on the VIP Lists can be sent directly to voice mail to minimize interruptions. Voice Mail • Single Voice Mail If a business call is not answered from the mobile device, the call is sent back to the corporate voicemail system ensuring there is only one voice mail box for mobile workers. • Visual Voicemail Corporate voicemail is visual, leveraging Modular Messaging, so users can prioritize messages and get to the critical ones first. Stored locally, there is no dialing into voicemail, saving minutes and time. Other Applications • Corporate Directory Integration Easy access to corporate contacts through the search function callers in the directory will show the contact name instead of the number. 3.10 E911 Services If emergency-911 municipal services are mandated for commercial systems, is your proposed system in compliance today? What is the longest identifiable distance? Completely e911 compliant and also compliant with non dial 9 (9911) emergencies (you don't have to dial 9 and then 911) Compliance Determining the Caller's Location Page 37 o1*53 • the trunks via which the resulting call may be routed are matched to the physical location to which emergency service will be dispatched or • the outgoing calling line ID number sent with the call matches the physical location from which the user is dialing. When configuring locations, do not specify down to the desk level. This will not be useful information for emergency services. Consult local guidelines. For example, regions my require identification based on building or building floor. Floors may be subdivided based on number of staff or the location of hazardous materials. Typically, fire alarm planning will have defined zones based on these or similar requirements. The following example is based on USA defaults and a 7 digit dialing plan. An operator occupies floors 3 and 4 in a building and these are the locations used. Two Emergency Location Identification Numbers (ELIN), Caller IDs, are registered with the local emergency services, either though the trunk provider or direct to the Public Service Access Point (PSAP), and provide the appropriate address and floor location information. Location Floor3 - ESA ARS 91103 Floor4 - ESA ARS 91104 Identifiable Distance Response: (Vendor Company Response) Describe what hardware is required in order to perform 911 calls to the PSTN Server edition (proposed) and ip 500V2 gateway (proposed) When dealing with multiple sites what is needed in order to support 911, even with a WAN OUTAGE? solution being recommended will allow the Server to send a call to 911 whether the gateway is configured or not as it will rout sip trunking out of the server. Server will also be backed up by a secondary server for failover. Add on e911 what other offerings are offered? Redsky offerings and other emergency notification systems 3.11 Administration Page 38 of 58 Describe the system administration tool(s) available to provide integrated administration of the system across all locations. Either manager, or by use of the web based browser administration Is the system administration application accessible from any workstation on the LANM/AN? yes Is the system administration application accessed through a standard web browser? Yes (screenshot) ll2.76.27.200:7070(WebManaOemenl/VJU6Mana9emen1.0[ml Shan AN '! CmriBurc Plller Gall Route dSN Co fi9ualien. {� LhOGttup IN IpmnNq Num[ur SYslwn npma Icmmirg Ctl fiaam Lapabl6ry Oe59natia�. JLG 2135753695 AVFh'gAU N My wke 3695 / p 7W 71A9366W AWhA SMU My_k 3695 / JW 713429S745 AVFRCNW l Mywke 3695 JW 7/38931535 AYEA'CH mfl My w. N4:MNF / Can moves and changes be "batched", that is can block copy changes can be made to a number of subscribers or class of service simultaneously? yes Can administration of multiple remote sites be done through a centralized workstation? Is there any limit to how many workstations are supported? Yes How is security provided to prevent unauthorized access to the administration application? Can some administrative users be defined with "view -only" permissions? Nnge 39 of 58 Yes, its capable of Identity Certificate X.509v3 certificate. IP Office supports certificates with RSA key sizes of 512, 1024, 2048 and 4096 bits. Signature algorithms SHA-1, SHA-224 and SHA-256. Is there a limit to the number of administrators that can be logged on to the system at one time? No, but it is not recommended that multiple Administrators work on one single configuration at one time Does the administrative application have on-line help? If yes, describe. Yes, through the avaya portal, and with your credentials that will be given to you you will be able to access all of the information from marketing tools.avaya.com/knowledgebase 3.12 System Maintenance and Upgrades Explain the back-up procedures for the system configuration and information and how the administrator would reload the data if needed to restore a previous configuration? Through server edition a backup file can be generated and uploaded (screenshot) 17 2.16.21.200:7070(WebMa nagerne nt/WebMa nagement.html �:ERVER TYPE Servers (1) (1) Actions Backup s'� 'ri Primery Restore Transfer ISO Upgrade Synchronize Service User and System Password Expansions(0) j Application Servers (0) How customers are provided future software releases? performed? Email notification from Avaya Pagc 40 of 58 How are software upgrades In the event of needed maintenance, or equipment failure. Does the manufacturer of the hardware maintain the equipment or is it done by the Vendor? The Emergency maintenance would be performed by Avaya directly. While Aveno will be available should an emergency occur, Avaya will roll one of their vehicles to the location and in the SLA for the County of Calhoun it will be a 24X7XNBD X 4 Hour response agreement for Five years When system or station software updates are performed, must the system be shut down, or can these types of activities take place in an on-line environment? Stations do not require an impact on uptime, only major releases and sip trunk or IP trunking configuration changes or similar (hard changes) would require a reboot During a system upgrade, explain how each component of the system is upgraded including estimate total time for upgrade for the proposed system and the estimated time each service or component is off-line. First the files are cached (loaded) and only when it is absolutely necessary does the system reboot. In other words, the system reboots only when it is ready to load its new software 3.13 System Monitoring and Diagnostics Describe the diagnostic tools available for monitoring and maintaining the system's performance. The web based monitoring (screenshot) and the system status (windows based) Page 41 of 5b 172.16.21 5ysem Services an Mill S4;IX1Y t 3rv:;:0aw 3'-J. ,-_.4trt - Pt t: IP Office • r:r...: e,,,,.,pu v:...` i- Stow 9.1.20 Wild 91 98-09:47:59 158740K / 0% 6✓ �.-"_ .. gi Voicemail uPnme „-"°°u.", Ism 9,lzowucal 105-04:30:36 24720K/0 Fz ,.: One-X Portal 111-02:00:51 i., _.+::. 861120K 10%Fv stop_j 9.1.2.Otrfid 61 ri 4 Web Manager 00n'.-3 noss^niJ- sma ; e.l e0aem91 111-01:68:13 325236K 10.7%V __, Ghaq gpgonal serYtss Notifications - IDmv a:e no ngnga:ucnn aver+.r.'e System - _... ., -...._ �'-•�' CPU usage history 05: Linux mleas066(FInai) 94% " Ken•.cd Verso^.: 2.6.32-504.81e6.x06 64 U'Pu:a. 51 gays 2 hm,ii 2 minutes 7.4% ,1 -- Servc-"Oma: 22-43 .. .. ._.. ...___. _. ,y .. __. ..__._.., Avam_go:1'Jlnad: 006(lmia). 0.03 Omni. 0.00(15min) 6.d% Berea lyF=: VMWa+e YM1ual Plalfolm ame1s,,n Iniel(R) Xeon(R) CPU E6-26690 55% - 2.40GHi, 22:00 2210 =0 2230 22¢o Sp:'eg: Rec — 23941,11iz Cons: 6 Memory Usage Disk Usage Wid Cssk Size: 9sIG 11.30 G.si. Fri, Typos: - " =Q'MI,i W Nwe Yes t.-s,Sa,c_>.., 2016-0 616:48A9 uses(2609,20B) iiWd(17565.61MB) tuou,016.87MB) -:°' free (62974A6MB) Upxca3cslul Lo9o;:2 Peer Domain Name: Resolved Address: Line Number: Number of Administered Channels: Number of Channels In Use; Administered Compression: Silence Suppression: 51P Trunk Channel Licenses: 51P Trunk Channel Licenses In Use: 51P Device Features; SIP Trunk Summary P2Y kY K&3: s 19 4 a G711 A, G711 Mu, G729 A, G7231 Off 30 00% 0 REFER (lncolrong and Outgoing), UPDATE (incoming and Outgoing) Does the system support logging of diagnostics events into an Event Log? Page 42of58 Absolutely, all events are available for logging What remote diagnostics are available? Can administrators see and access any alarms or alerts on the system from remote terminals? Remote SMTP events can be sent to an email address and most monitoring solutions can also be installed to detect trouble should it arise (example Nagios) Can the system be configured to notify the administrator of diagnostic events when they are remote or away from the system? Via email or text notification. Yes Can the system provide detailed call accounting? Detail call reporting has been included in this proposal from xima software www.ximasoftware.com These reports provide detailed analysis of all calls and what occurs on each call (longest talk, park time, hold time, dropped call, number dialed, etc) For each of the following system monitoring items listed below, respond with a "Yes" or "No" if the proposed IP PBX monitoring features can support the feature. If the answer is "No", then state when you expect the IP PBX to be able to support this feature. Response: (Vendor Company Response) If No, state expected date • Secure https or ssh connection for monitor data X Yes _No • Status of all TRUNKING X Yes No • Status of all call routing components X Yes _No • Integrated status of all locations X Yes No • Status of individual stations X Yes No • Call usage reporting (call accounting) X Yes No • WAN usage reporting X Yes _No • IP quality statistics reporting X Yes No • Diagnostic events listing or reporting X Yes _No • Real-time traffic status X Yes No Pane 43 of 58 4.0 VOICE Mail and Unified Messaging System Specifications 4.1 VOICE Messaging System Description Describe in detail your voice messaging product offering. Include an overview of the hardware, software, architecture, and components of the equipment proposed to meet Calhoun County requirements. As seen in screenshot vector based routing is part of the configuration process for avaya voicemail pro System Features • Up to 150 concurrent calls for voice mail access • Voice storage dependant on PC hard drive size (1MB per minute) • Unlimited multi -level intelligent automated attendants • CLI/ANI number screening to personally answer and route known callers • Time and date profiles to cater for public holidays and emergency closures • Sophisticated in -queue announcements advises callers Estimated Time to Answer and Position In Queue • Multiple language support • Single, centralized voicemail solution when used with IP Office MultiSite Option • Distributed voicemail solution available when used in IP Office MultiSite Option - Message control: Save, Delete, Forward, Repeat, Rewind, Fast Forward, Skip Message, and Pause • Message retrieval options of LIFO/FIFO playback (Last In First Out/ First In First Out) • Set message as Priority, to be played first • Outcalling notification of messages left in voice mail box Conference Features • Helpful voice prompts guide callers into the conference call • Unique PIN codes help ensure security for conference calls Conference entry/exit tones; single beep on entry, double beep on exit. • Conference call recording • Conference call control (available with IP Office Power User, IP Office Teleworker, and IP Office Office Worker solutions) • 'Conference Room' automatically dials users and adds them if available (Requires Receptionist solution) User features Record calls to mailbox • Personal attendants • Personalize greetings and pre -record extended greetings • Send notification, forward, and copy voice messages to email Inbox • Browser based access to voice messages • Message control from your PC (available with IP Office Power User, IP Office Teleworker, and IP Office Office Worker solutions) Page 44 of 58 ActOns Administration. tielp Specific Start Points Modules > AutoAttend users .• Groups Next Short Codes Default Start Points Modules lz l 4.2 VOICE Mail System Specifications WIII/A - - -F-- I 1Neiit.' How many users are supported by the proposed voice mail system? How are additional users added to the system? Users are unlimited, maximum users simultaneously accessing the system is based on number of voicemail ports How many ports are proposed to support Calhoun County voice mail system? If additional ports are required in the future, how are these added? Explain how the system scales beyond the number of proposed ports. 10 ports are being proposed, and up to 150 can be added. Adding ports is just a license key and takes only a few seconds Is the voice mail application centralized at a single site or distributed across the different locations in the system? We are recommending a dual server design, so resilience would be across two systems, however for budgetary reasons this is being proposed as an option Page 45 oess Describe WAN use for users at remote locations when voice mail messages are left or when they retrieve their messages. They will come from the main location and the impact on the Wan is minimal Calls to and from IP devices can require conversion to the audio codec format being used by the IP device. IP Office systems use voice compression channels to make the conversion. These channels support the common IP audio codecs G.711, G.723 and G.729a. Describe in detail the voice digitization technique and voice digitization rate used for recording users' speech. IP audio codecs G.711, G.723 and G.729a Indicate the capacity limits that can be defined for a particular voice mailbox. Indicate whether or not this is configurable by class of service. Response: (Vendor Company Response) What is the length of the longest message that can be recorded by a caller? 60 minutes (yes, 1 hour) How many messages can be stored in a subscriber's mailbox? This is dependent on the amount of storage, typically 1 minute = 1 mb of space What is the maximum total number of minutes of messages that can be stored in a single voice mailbox? This is only limited with storage, its easily 50 hours How many classes of service can be defined for voice mail permission levels? Up to 24 classes of service can be configured, however only one or two would be needed 4.3 VOICE Mail System — System Features Is the voice mail system remotely accessible? Can the system be accessed from a standard touch-tone phone? Are other types of client devices are supported? Yes, as well as basic unified messaging, this is also included Does the voice mail system provide an interface to delivery voice mail messages into standard desktop email applications to provide unified messaging? Yes Page 46 of 58 Describe the impact on the existing email infrastructure to provide unified messaging? Simple SMTP relay for all voicemails for chosen users. 1mb per minute of storage or average for all voicemails Is unified messaging included with the proposed system? If not, what is the additional cost for this component? Yes, basic unified messaging is included Is a desktop application included that provides visual access to view and manage users messages from their PC? Users that have the Onex client can use this feature If a caller does not know a particular subscriber's extension number, can they "look up" the subscriber by "spelling" the name via touchtone input? Explain how the system would resolve the situation where one name has multiple entries (e.g., "Jones")? Yes, and executives can be hidden from this search functionality if desired Can system prompts be interrupted by experienced users? In other words, is there a "fast path" for users? Can system prompts be repeated? Yes Does the voice mail system support a "zero out" to the attendant feature? Is this feature configurable by class of service? Can the "zero out" destination be a station rather than the attendant? If the "zero out" destination is busy, or rings unanswered, will the call be re -directed? Absolutely, upon getting voicemail, three options can be given, zero out to go to operator, or two more choices, wither to an outside cell phone or number or another extension Can individual users configure their own personal "zero out" destination for callers separate from the system wide target? Is this configurable by class of service? Yes Does the voice mail system support multiple greeting? If yes, describe all available greetings. Virtually unlimited greetings and configuration options are available with Voicemail pro, even at the user level, and auto attendant can be created to give many options upon getting this users voicmail Does the system support automatic remote notification and delivery of voice mail messages to users? Yes, either email or text Pagc 47 of 5b 4.4 VOICE Mail System — User Features Can system subscribers conduct the following actions: Play, pause and replay messages Yes, from the visual voicemail Record responses and reply to voice mail messages Yes, from the visual voicemail Record messages, send and mark "urgent' etc. Yes, from the visual voicemail Forward messages to other users and append them with their own comments Yes, from the visual voicemail Send or forward messages to other users at any location in the system using extension addressing Yes, from the visual voicemail Create, edit, and modify their own distribution lists Yes, from the visual voicemail Obtain user instruction through system prompts Yes, from advanced help Record personal greetings. How many different ones can they have? Yes, from the visual voicemail up to 9 Modify their OWN PASSWORDS. yes Set business days and hours for alternate greetings. yes Using voice mail viewer can the user jump to a specific point in the message by clicking of the mouse? yes Easily select audio output between PC and Telephone Yes with one x Page 48 of 58 Manage voice mail from their personal computer or inside their email inbox? Yes with one x Can the voice mail system identify callers that leave voice mail messages and display their name based on caller id information that matches contact information in the users personal information manager? Yes 4.5 VOICE Mail System — System Administration Is system administration done through a standard web -enabled GUI? If so, which browser does the administrative application support? Does the AA setup resemble a flowchart style Attendant? Yes, see screenshot Specific Start Points ---- Users Groups ---- Shod Codes Default Stad Points ffur • Atita4ttend' alp "{III40�III Modules > AutoAltend G. Neat Pj -P-r ]Nest _ TransfertoOperatorPrompt._. Describe how system administrator is able to perform the following user administration actions: Add or modify a class of service. State what user permissions or characteristics within a class of service can be created or modified. Page 49 of 58 Edo 1,1,-, f,dmiaiCraien He'p ��yy .,e' �j' F n3 Uwlw ow AViVcck flfnr¢r � �� �i�lvv 0.'y6\Si MFu.aatd: TieYa/ L53e'f ?w Tl>b �- '-Wedvsla Cf.UJ :5_' Si.W -� II M+stm' W.(6 '700 :- f'vi :ico_ Sirarr 4y y['_... -. C.K J , �D t!+ .j This is done through voicemail pro and the actions tab Page 50 of Sb Add, delete, or modify a user's voice mailbox. _ila,, r:edit Actions Administration dlelp 14 - k4l - V - ZE-I I ]q Doc IP500v2-A (10.136.80.22 Name Callflows Assigned I.Extension.1 Size(lyffill NeWl Readl Saved LastAccessed.- Web± [—]- Specific Start Points >. Extn1550 1550 0 0 0 0 NEVERACCESSED Disall - Groups - Exin155i 1551 0 0 0 0 NEVERACCESSED Disall []+ Predictive Calls Extn2D1 201 0 1 0 0 NEVERACCESSED Disali Short Codes Ex1n203 2 Add Start Points 0 NEVERACCESSED Dtfliro . LlsetS- Exkn204 2 , 4 rt .r , Fi "t 0 NEVERACCESSED Disall Extn205 2 0 NEVERACCESSED Disall ++i 0 Default Start Points Extn206 2 � � .. ,tar^ F� m`�� 0 NEVERACCESSED Disall to Voicemail Pro Administrators Extn207 2 ``=1 s ---- 0 NEVERACCESSED Disall Extn208 2 Clear Mailbox 0 NEVERACCESSED Disall -0 Server Queues Extn209 21 ._ 0 NEVERACCESSED Disall --. -° Distributed Voicemails Ex1n210 21 Disable Mailbox 0 NEVERACCESSED Disall -- Eventing Notifications Ex1n211 Extn212 21 21 j __ View Mailbox Details 0 0 NEVERACCESSED NEVER ACCESSED Disall Disall Exin213 21 0 NEVERACCESSED Disall -- Extn214 214 0 0 0 0 NEVERACCESSED Disall - Extn215 215 0 0 0 0 NEVERACCESSED Disall Extn216 216 0 0 0 0 NEVERACCESSED Disall Extn401 401 1.000 2 0 0 08/07/201015.,12 Offiin, •. I J -. Extn402 Extn403 - Extn404 402 403 404 0 0 0 0 0 0 0 0 0 0 0 0 NEVERACCESSED NEVER ACCE55ED NEVERACCESSED Dfflin, Disall Disall — - --®� Modules Extn405 405 0 0 0 0 NEVERACCESSED Disall Extn405 406 0 0 0 0 NEVERACCESSED Disall - Extn407 407 0 0 0 0 NEVERACCESSED Disall E%tn40B 400 0 0 0 0 NEVERACCESSED Disall -rnn 1 �+Ann n n r.rvrn nmrrrrn _n. this is done through voicemail pro and clicking on the users tab 11age51 of58 Set the maximum length of voice messages. this is also done in voicemail pro by clicking on the system preferences Explain how the system administrator would perform a backup and restore on the voice messaging system. Is the voice mail administration integrated with the administration of users or via a separate administration action? Response: (Vendor Company Response) Page 52 of'53 5.0 IMPLEMENTATION 5.1 PROJECT Management Project Plan - Bidders are required to supply a complete description of the key activities required for the installation of the proposed system. Full project management will be done online through the portal asana.com A dedicated project manager will be provided for this project Transparency - It is essential that the installation of the new system be as transparent as possible to the users. There should be no telephone service interruptions, no interim changes in dialing procedures, and no perceived degradation in the quality of service. Agreed, system will be installed after hours and fully tested prior to install through prestaging and stress testing Responsibility Matrix and Project Schedule - A master project schedule must be included, along with a work responsibility matrix, identifying the tasks the vendor will perform and the tasks Calhoun County is expected to perform to successfully implement the new system This project management must be made available to Calhoun County in a step by step format that is accessible online, in real time and at all times. Understood, this will be handled by the dedicated project manger 5.2 INSTALLATION Requirements Responsibility - The selected vendor is solely responsible for the complete turn -key engineering of the new telecommunications system and all interconnecting facilities. Understood, this is a turn key proposal and includes all project managent and software, installation and configuration and training. In addition 90 days of included maintenance is also included as part of this proposal to ensure Calhoun County has the system in place and everything is running optimally Initial Work - Vendor will perform network assessment, station reviews, data base preparation, and original program initializations. Understood, this will be outlined in the SOW Pa,oe 53 of 58 5.3 FACILITY Requirements Bidders must furnish all space, power, and environmental requirements for the proposed telephone system and optional voice messaging equipment. Space — Provide the physical dimensions of the proposed equipment. See attached specification sheet. All system requirements UL approved. Power - All power requirements, including any special conditioning or grounding requirements. Heat - Vendor must provide heat dissipation for proposed switch room and the recommended safe temperature operating range for the proposed system. Floor Loading - Vendor must provide complete floor loading requirements. Response: (Vendor Company Response) 5.4 Training Requirements - The successful bidder is required to conduct end -user training on Calhoun County premises, tailored specifically to Calhoun County particular requirements (e.g., console operator, message center operator, secretary, and professional). Understood, we will perform all of these duties Training Plan - Vendor will also provide a training program and training materials for designated Calhoun County personnel who will train future employees. Understood, we will perform all of these duties Description - For each product application proposed, provide a detailed description of the training the vendor will provide. End user, training will be in two hour increments for groups of eight Administrator, one week of training will be provided as well as Avaya direct training will be provided for one Administrative user in Dallas, Houston or Miami, or Avaya available city of choice. Training will be provided and paid for by AVENO NETWORKS, travel is at the expense of Calhoun County Pagc 54 of58 6.0 VENDOR Service 6.1 Maintenance, Warranty and Support Complete maintenance, warranty and support services must be included for a three (3) year period between 8a.m. and 5p.m. Monday through Friday by the manufacturer of the equipment. Include five (5) year extended maintenance, warranty and support services option. These are line itemed for you in the proposal Defective Parts - During the warranty period and any subsequent maintenance agreement, any defective components shall be repaired or replaced at no cost to Calhoun County. 3 and five year warranties will cover all parts. Handsets may not be included 6.2 Logistical Support Bidder should identify the address of the vendor's local service centers and the number of service personnel trained on the proposed system. Response: AVENO NETWORKS 808 TRAVIS SUITE 909 HOUSTON TEXAS 77002 7134936800 DISPATCH 7135752695 SALES Trained Personnel — (Number) Engineers with various levels of training to support the proposed system. Two engineers Include in this section any other support levels in the local area available to Calhoun County for the maintenance of the proposed system. Since Avaya Maintenance is included, escalation to Avaya is available to County of Calhoun 6.3 Repair Response Repair Commitment - The bidder must include a description of the bidder's repair commitment from time of trouble discovery through the time the trouble is cleared. This is coming directly from Avaya and is 24 X 7 X 365 by 4 Hour Response Time - Calhoun County is guaranteed a response time of no more than 4 hours for all major system problems and a maximum of 24 hours response to other system problems by the manufacturer of the equipment. 24 X 7 X 365 by 4 Hour is what is being recommended and will come from Avaya directly (avaya will roll a truck) Nige 55 of 58 Major/Minor Problems - Bidders must describe their definitions of major and minor problems. Minor problem, I cant check my voicemail, major problem I cant dial out or receive calls Replacement Time - Explain the amount of time required for full replacement of the central operating hardware/software of the system, assuming a suitable site exists for locating the replacement components. 6 hours Emergency Installation - How long does it take trained personnel to install and load operating system software and database software, if a major disaster destroys the call processing component (gatekeeper) of the system? 6 hours 7.0 Configuration / Pricing Bidder is to provide a single turnkey price for the system and three (3) year maintenance, warranty and support with 8x5xnbd response from the manufacturer. Include five (5) year extended maintenance, warranty and support services option. Understood this is included in your proposal Turnkey installation Price: 8.0 Financial Requirements Bid Bond: Five percent of the total contract price. Bid Bond must be executed with a surety company authorized to do business in the state of Texas and be included with the proposal. Bid bond is with Brunswick companies Performance Bond: Prior to the commencement of the actual work, the proposal offeror shall furnish a performance bond to the county for the full amount of the contract. 8.1 Terms and Conditions Damage Liability - The successful vendor is liable and responsible for any damage to the premjses (e.g., floor, walls, etc.) caused by vendor personnel or equipment during installation and is responsible for the removal of all project -related debris. understood Page 56 of58 Permits - The vendor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law, and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. On any work that requires an inspection certificate issued by local authorities, National Board of Fire Underwriters, or any other governing body, such inspection certificate(s) shall be obtained by and paid for by the vendor. The chosen vendor shall procure all required certificates of acceptance or of completions issued by the state, municipal or other authorities and must deliver these to Calhoun County. understood Vendor Responsibility - Unless otherwise stipulated, vendor shall provide, and pay for, all materials, labor, tools, equipment, transportation, and other facilities necessary for the performance and completion of the work. Vendor shall verify conditions at the building, particularly door openings and passages. Any pieces too bulky for existing facilities shall be hoisted and otherwise handled with apparatus as required. Subcontractors The names and addresses of all proposed subcontractors shall be furnished to Calhoun County upon request. The selection of subcontractors must be acceptable to Calhoun County. The Vendor shall at all times be the prime Vendor holding ultimate and final responsibility for the actions and work of each of Vendor's subcontractors. Vendor shall be fully responsible to Calhoun County for the acts and omissions of its subcontractors. If, in Calhoun County reasonable judgment, there is any failure on the part of subcontractors to perform their work in strict accordance with the specifications, Vendor, after due notice from Calhoun County, shall discharge the subcontractor. This shall in no way release Vendor from its obligations and responsibility under the contract. The items and the provisions of the contract documents that are applicable to its work shall bind each subcontractor. Nothing contained herein shall create any contractual relation between any subcontractor and Calhoun County. understood RFP Responses - All materials submitted by the vendor in response to this RFP become the sole property of Calhoun County upon receipt of the proposal. The material contained in these responses will be appended to the final contract, further defining the contractual responsibilities of the vendor. understood Page 57 of 58 9.0 APPENDIX 9.1 Product Specification Sheets included 9.2 References included above 9.3 Network Drawing included 9.4 Maintenance Agreement included in pricing 9.5 Contract or Scope of Work sample scope provided Page 58 of 58 o .. f 'm mW m c 0 N E o = o r d c 2m U- O N ' Q' U) m m W Lu c 0 oIL ro 0 H a 7 U) f- a 0 U) U7 .c N a a d rn m two m m m cd c6 c6 u°Ji m o N OJ W m N N O O m N h N pj C.' m V (3 co m N m .N- a m a a c m a m a m E o z E o m t 'n o E o n o a Q N Q � o m moo 0 Z m a v m U E M m n a` Z o _ U _� an 3 0 a a U c 0 Q 7 m U_ d c N D o_ ¢ a m m U n. .o Y v m of 'y n. o v Q Oz m o U¢ LU N -� m 0 o Y z¢ o m v g o m O U x<¢ z F o 0¢ z o Z ¢ O EL LL a a o 2 U U j 0 in ¢� a 0 as z= 9 U N �_. zcr c 0 ir¢ Ir¢ E¢cc C7 Oco W Im- LLI inraaaaaaa U)LD a OC 0 g U 0 V a a 0 o j Q Q¢¢ Q Q Q Q¢¢¢¢ U¢ Q¢ S¢ Q Q Q¢ Q Q Q Q Q Q Q J Q Q Q 0 U) ¢ a ¢ ¢ ¢ ¢ ¢ ¢ ¢ ¢ ¢ ¢ a ¢ ¢ ¢ ¢ T T o O T c r- N co <r in to � ro rn o T N m v � co r m m a) N 5 ro c rn m U m M- W U O m W q in co rn N M N O ry 0 0 0 0 0 0 0 cq C 2 N m O C fR � FA f9 d3 fA N1 N� fH fA y3 � �% V3 V3 fR 93 m 6�9 N a n. g � N M a > o Z J o ❑ ¢ CL x W ❑ 'P CL W N m d a U OI G Y CJ L U m V 'S Z a z O¢ H o z m r Y U J❑< Z W Z o a + I coO W X 0ZQ >ON I- O a zz❑ mWw n. Y z o ¢ z z O U Z U 0 OW to N w> z °N OJTiC > a Z Z W W ¢Z C) cc 0 ¢¢» a E a z n¢ O x no U Q O amamaaaomm o00id g V W ¢ ¢ 6 ¢ ¢ ¢ ¢ ¢ ¢ ¢ Qmir O N N W } } } } } } } } } } } T N W V- N O ❑ J J i- n L rrrrrr rr M rrrrr E!> m go N i a N I Provide everyday users with enriched communications capabilities The 9611G IP deskphone is an 8-line intermediate telephone ideally suited for Everyday users who consider their phone to be one of many useful communication tools and who rely on common functions like directory and speed dial to enhance productivity and communications. Enabling digital customers to transition easily to the best of IP phone technology, the 9611G delivers intelligent communications with a traditional look and feel, graphical color display, high definition audio quality with full duplex speaker, and a wideband handset and headset. Competitively priced and high -performing, it supports Bluetooth®, a USB interface, integrated Gigabit Ethernet (100OMBps for both deskphone and attached PC), a secondary Ethernet port, and up to three 12 or 24 Button Expansion Modules. Part of the 9600 Series IP Deskphones, the 9611G leverages your enterprise IP Network to deliver sophisticated communications from headquarters or remote locations. Integrated with Avaya Aura and IP Office, the 9611G's evolutionary approach optimizes communications through a flexible architecture that leverages existing investments and accommodates changing business needs. Key Features and Benefits • Delivers high -definition audio that can increase productivity by reducing fatigue and provides easier -to -understand multi- party calls using the wideband audio codec in the handset and headset • Facilitates access to information through an easy -to -read, high resolution color display and a permanently labeled Navigation Cluster (Up/Down, Left/Right, OK) • Delivers visual queues that can speed task management through 8 Red/Green LEDs • Helps increase productivity through context -sensitive graphical interfaces • Simplifies call control on the display using softkeys to transfer, conference and forward calls and to access everyday processes including third -party applications such as company -wide corporate directories • Provides consistency through a common Avaya one-X® interface (including mobile endpoints) • Offers flexibility through support of DECT Headsets and Bluetooth (with adapter) • Enables efficient, high-speed call management through support for up to three 12 or 24 Button Expansion Modules • Supports reduced energy consumption and costs through Power -over -Ethernet Class 1 design with "sleep mode" • Provides choice through integrated Gigabit Ethernet and USB interface support • Accommodates changing business needs with Session Initiated Protocol (SIP) based infrastructure Contact Center Model An adaptation of the 9611G designed for contact centers simplifies access to a range of features for enhancing agent productivity, such as handling greetings, monitoring calls in the queue, updating status and quickly completing many other day-to-day tasks. An optional dual headset adapter makes it a valuable addition to any contact center.* 'Availability: 3Q FYI Specifications Hardware • Color display 2.8 inches x 2.1 inches (7.0 cm x 5.3 cm) • 8 button's with dual LED's (red, green) • 4 Softkeys • Bluetooth and DECT headset support with Requirements and Platform additional adapter Support • Wall -mount option and dual -position stand • Ethernet (10/100/1000) line interface • Secondary Ethernet interface 10/100/1000 Mbps • Permanently -labeled feature buttons: PoE Class (IEEE 802.3af) registers as Speaker, Mute, Volume, Headset, Contacts, Home, History, Message, Phone class 1 device • Permanently -labeled Navigation Cluster (Up/Down, LefURight, OK) • 24 administrative buttons and up to 8 lines displayed simultaneously with green / red LEDs • Wideband audio in handset and headset • Full duplex speakerphone • Ergonomic hearing aid compatible handset supports TTD acoustic coupler • Two message waiting indicators • USB application support • Gigabit support About Avaya Software • SIP protocol support on Avaya Aura • H.323 protocol support • Standards -based codec support: G.711, G.726, G.729A/B, G.722 (G.726 is not available in SIP) • Supports the following languages: Arabic, Brazilian Portuguese, Simplified Chinese, Dutch, English, Canadian French, Parisian French, German, Hebrew, Italian, Japanese (Kanji, Hiragana and Katakana), Korean, Latin American Spanish, Castilian Spanish, and Russian. Avaya is a global leader in business communications systems. The company provides unified communications, contact centers, data solutions and related services directly and through its channel partners to leading businesses and organizations around the world. Enterprises of all sizes depend on Avaya for state-of-the-art communications that improve efficiency, collaboration, customer service and competitiveness. For more information please visit www.avaya.com. • Avaya Aura® Communication Manager 3.1.4 and greater (H.323) • Avaya Auraa Communication Manager 6.0 with Avaya Aura® Session Manager 6.0 or Avaya Midsize Business Template 5.2.1 (SIP) • Local or centralized electrical power; through a 802.3af switch, or local power supply • HTTP file server To learn more about the 9611G IP Deskphone and 9600 Series IP Deskphones contact your Avaya Account Manager, Avaya Authorized Partner or visit avaya.com for white papers, case studies and other information showcasing Avaya solutions in action. © 2011 Avaya Inc. All Rights Reserved. Avaya and the Avaya Logo are trademarks of Avaya Inc. and are registered in the United States and other countries. All trademarks identified by 0, TM or SM are registered marks, trademarks, and service marks, respectively, of Avaya Inc. All other trademarks are the property of their respective owners. Avaya may also have trademark rights in other terms used herein. References to Avaya include the Norte[ Enterprise business, which was acquired as of December 18, 2009. 6111 • UC4560-01 y y S .Avaya IP Office Sery Edition Richer team and customer engagement for midsize businesses; seamless growth and simplified administration Overview IP Office Server Edition sets the standard for midsize business communications. Server Edition allows your teams to more effectively engage with each other and your customers. Deliver a wealth of sophisticated collaboration capabilities for your mobile, remote and office workers. Easily and economically scale to 2,000 users across 32 locations as your business inevitably grows. Manage and administer your IP Office with the speed and ease offered by a simplified web -based interface and centralized administration and licensing. For midsize organizations that put a premium on the benefits rich and meaningful engagement can bring to their enterprise, IP Office Server Edition is the answer. Capabilities System Admin Made Simple The simplified administration of Server Edition sets it apart. With its intuitive delivers. In the event of an outage, IP phones in active calls stay connected (idle IP phones automatically re -register to an alternate server). Server Edition also backs -up voice messages and web -based interface, system greetings in real time. For most administrators can access accounts for businesses, communications and every user on the network, whether for a collaboration is mission critical. Rest single site or across 32 locations. In assured with IP Office Server Edition. addition, with its centralized licensing, Server Edition makes it easy to expand More Meaningful Meetings and deploy applications as you grow. Rely On Server Edition Midsize businesses demand solid reliability; IP Office Server Edition How does Server Edition enable teams to engage in more productive and meaningful ways? Start with built-in "meet -me" audio conferencing, which lets users host their own password- avaya.com I i As midsize businesses expand so does the need for better and more efficient ways for employees to engage with each other and customers and partners. IP Office Server Edition brings exceptional sophistication and greater scale with the simplicity and ease of use midmarket businesses require. 21 avaya.corn protected conference calls. Launch a office phone with a web browser click conference call on the fly or schedule and get the same consistent it in advance and IP Office will collaboration experience: they'll stay automatically notify participants when connected via IM, presence, and it's about to start. Record it. Archive it. directory access. They'll have full call Replay it. Anytime, anywhere, control, and the ability to manage conference calls (even record them) Today, of course, effective with a single click. And there's no PC communication extends beyond voice software to install or maintain. Simple calls. Add web collaboration to share documents over the easy -to -use Avaya interface. View it from a variety of devices - PCs, Macs, Apple !Pad devices - so everyone participates. Convey ideas and make decisions with the same immediacy and engagement YOU see when everyone's together in the same room. With Server Edition, there's no additional hardware or external systems required. All Your Calls, Any Device You'll never miss an office call, no matter where you are, Calls ring simultaneously on your Apple iPhone or Android device, via cellular, WlFi, or 3G/4G networks. The Avaya mobile app lets you call, transfer, hold, and mute your calls; IM with colleagues, see their presence, access corporate contacts, and control conference calls - just like you're in the office. Deployment's a snap: users just tap in an email to download, install and configure it. Remote But Never Far Away Enable remote and home workers to engage with colleagues at the same level as your office workers. Turn their home phone (or any phone) into their A New Level of Customer Service Large enterprises have been using industry -leading Avaya contact center innovations for years. Now midsize businesses can, too - with the simplicity of deployment and user experience your business demands. Customers can contact you in a multitude of ways: voice, email, web chat, text, or fax. Move from a web chat to a voice call, for instance, and all your customer's information moves with it. It's an experience that will elevate your customer service, and help drive greater revenue and profitability. Your Desktop, Your Way Save valuable time at your desk by embedding Avaya communications in popular and frequently used desktop applications such as Microsoft Outlook, Microsoft Lync or salesforce.com. See colleagues' presence and instant message with them, or simply click to call - all without leaving the app. It saves time and makes for better team and customer engagement. Benefits Cost Effective Growth - Whether you're adding new users, an entirely new location, new applications, or increasing capacity, IP Office Server Edition makes it easy, and cost- effective. Low Total Cost of Ownership - The costs for day-to-day administration for multi -site deployments can quickly add up. The centralized admin and licensing in IP Office Server Edition makes moves, adds, and changes quick, easy and cost-effective. Non-stop Collaboration - The built-in failover and resiliency of IP Office Server Edition for both real-time calls and voice messaging helps ensure your business never misses a beat. Learn More For more information on Avaya IP Office Server Edition, contact your Avaya Account Manager or Avaya Authorized Partner. Or visit us at avaya.com/midmarket System Primary Server Components • Provides call control, web portal, web collaboration, mobility, IM and presence, messaging, and centralized licensing in a single server • Runs on an Avaya-provided LInnX server or a customer - provided virtualized server Secondary Server • Provides same as Primary Server, but provides additional capacity and/or resiliency Expansion System • Provides additional capacity at a remote location • Can be an Avaya-provided Linux server, customer -provided virtualized server, or an IP 500 V2 appliance System • Up to 2,000 users at a single site or across 32 locations Capacities • Up to 512 SIP trunk channels per Primary/Secondary server • Up to 256 SIP trunk channels per Expansion System • Trunks with IP 500 V2 - 148 11.323, 240 digital, 208 analog trunks (not simultaneously) • Up to 150 Voice Messaging ports • 256 audio conferencing ports per server (256 parties per conference) • Up to 300 concurrent Avaya one-X" Portal users on Primary or secondary server` • Up to 750 concurrent Avaya one-X Portal users on a dedicated server' 'These cannot be combined Feature Avaya one-Xc Mobile Preferred Application Detail • Simplified call control - tap to call, tap to conference • Make calls using cellular, WiFi, or 3G/4G networks • IM. presence, and directory access keeps you connected • Single click to administer. Single click for end user to install and configure • Supported on Android and Apple iOS devices (requires Power User solution) Conference Features • 256 party conference bridge per primary or secondary server. (up to 256 parties on a single conference) • Unique PIN codes helps ensure security for conference calls • Conference entry/exit tones; single beep on entry, double beep on exit • Web collaboration for document and screen sharing with local and remote participants (requires additional license) • Conference call recording • Conference Call control (Available with IP Office Power User and IP Office Office Worker solutions) • IP Office can automatically add users to the conference room when scheduled via the integrated scheduling application Avaya one-X Portal for IP Office • Point and Click call control • Federated lM and Presence • Integrated Directory , • Moderator controls for conference calls • Access the same tools at home without complicated VPN requirements (Available with IP Office Power User and IP Office Office Worker solutions) avaya.com 13 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-94378 AVENO NETWORKS LLC HOUSTON, TX United States Date Filed: 08103/2016 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. COUNTY OF CALHOUN Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 2016-06-09 UNIFIED COMMUNICATIONS SYSTEM 4 Nature of interest Name of Interested Party City, State, Country (place of business) (check applicable) Controlling I Intermediary TX 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and Correct. m"""• AMIRAH SALEEM Nofa1Y Public, state of texas �_ __----�—�._ -v•; 01-20-2017 /°�:'•>= Comm. Exphes oFNOIc1Y ID 125171115 'Signatufe of auhe' d agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE t— I �...D`rd o ^'� 6-c'' Sworn to and subscribed before me, by the said l7`1e-�'c , this the day of 20 1 to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of office ministering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 CONTRACT WITH DUDE SOLUTIONS, INC. FOR A WORK ORDER SYSTEM FOR THE IT DEPARTMENT AND AUTHORIZE RON REGER TO SIGN AND ACKNOWLEDGE AGREEMENT ELECTRONICALLY: Commissioner Galvan made a motion to approve contract with Dude Solutions, Inc. for a work order system for the IT Department and authorize Ron Reger to sign and acknowledge agreement electronically. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. PREPARED FOR Calhoun County PREPARED BY Dude Solutions, Inc. PUBLISHED ON July 22, 2016 July 22, 2016 Ron Reger Calhoun County 211 S. Ann Street Port Lavaca, TX 77979-4203 Dear Ron, Thank you for your interest in our affordable suite of powerful, easy -to -use online tools and services that allow you to save money, increase efficiency, and improve services. We are dedicated to providing best in class solutions with top notch support and training. Our additional services are designed to help you maximize the value of your investment. Your subscription includes unlimited users and pricing is based on the following: Total Number of Employees: 100 TechnologyEssentials - Incident 5 months $575.00 TechnologyEssentials - Incident Quick Start One -Time[] $440.00 TechnologyEssentials - Insight 5 months $575.00 TechnologyEssentials - Insight Quick Start One -Time[] $440.00_-. Total Investment: $2,030.00- The annual renewal amount from 01/01/2017to 12/31/2017 is $2,760.00 Online support and training is standard with each subscription and includes: Product Launch Services Work 1:1 with a client advisor from your initial purchase to determine your needs, goals, and timeline. Then, we will design a success plan tailored to your specific environment and requirements. Lifetime Training You have lifetime training for all active product subscriptions, including: • Scheduling online training sessions for new product administrators. • Holding group training for specific product roles. Lifetime Support You have lifetime support for all active product subscriptions: • A live representative is happy to help Monday to Friday Sam - 6pm ET. After hours inquiries will be responded to the next business day. • A friendly representative will answer the phone within 3 rings and direct you to a knowledgeable team member who can help. • Send us an email - we answer 99% of our support emails within 1 hour. • Reach us instantly through our software with live chat! • Best practices webinars and podcasts which share new trends, popular reports, and tips. • Training review webcasts are a great resource for clients who need a refresher after their initial training, or for new employees that could benefit from a training session. OUtIE J 1 zotz �� Dude University We are committed to helping you build your knowledge, network and skills -and University 2017 (https•/fdudesolutions.com/Liniversity) is the best training and professional development for operations management professionals. Join us for 3 days of intensive training where you can: • Build a strategic vision for your department and ensure goals align with the mission and vision of your organization. • Save your organization time and money by investing in the training you need to keep your operations excellent and highly efficient. • Learn how your peers are successfully overcoming similar challenges so you can be a leader of positive change. • Receive hands on training and 1 on1 guidance from our Client Success experts. To help make this a no -hassle experience, we have created the Dude Deal, which includes conference registration fees, 3 night's hotel accommodation guaranteed in the conference hotel (check -in Sunday 4/30 and check-out Wednesday 5/3), and complimentary guest room internet. Your registration also includes: • Industry specific professional development and leadership workshops • Beginner and advanced solution training classes • Peer -led best practices roundtables and panel discussions • Hands-on solution training • Sunday Opening General Session & Motivational Keynote Speaker • Sunday Welcome Reception & Concert • Monday Affinity Breakfast & Conference Overview • Monday & Tuesday Networking lunches • Tuesday Client Appreciation Dinner • Facilities & Experiential Tours t tt s•//facilitydude com/images/uploads/resources/ 2017 Save the Date 1.odD The All -Inclusive rate is $1,710 through December 31, 2016. Policies: Payment Registration fees must be paid in full before March 31, 2017. Dude Deal Registrations must be paid in full at the time of booking to secure your hotel room. Written cancellations received by university@dudesolutions.com (mailta7university@dudesolutions coml before March 31, 2017 receive a full refund. No refunds are issued after this date. • Conference attendee substitutions will be accepted through April 14, 2017. Discounts Discounts may only be applied when paying via credit card, cannot be combined, and cannot exceed $100. Hotel Rooms In response to last year's hotel sell -out, the discounted hotel code and booking website instructions information will be provided after your conference fees are paid in full. This ensures rooms are secured for guests who intend to come to this professional development opportunity. The hotel does require a major credit card to secure your reservation, no exceptions are permitted. Terms of Service: Proposal has been prepared for Calhoun County. Proposal is valid for 30 days. Initial Term: 5 months Automatic invoicing of annual fee will occur at the end of each term unless request for non -renewal is received in writing 30 days prior. to renewal date. • Payment: Terms are net 30 days. • Applicable sales taxes are in addition to the quoted price. If Calhoun County is tax exempt please email a copy of your Tax Exemption Certificate to accountingWacilitvdude corn (mailto•accounting@facilitydude com). • Please address purchase order to: FacilityDude.com, 11000 Regency Parkway Suite 110, Cary, NC 27518 • Training and startup assistance are available in an online format and through telephone support as indicated on our website. • Technical Support is available from Sam to 6pm EST. Please call (877)655-3833 for or email supportPfacilitydude com (mailto•support@facilitydude com) for technical support. • Subscription begins upon written acceptance of terms and conditions of the proposal. • Data Imports, project management, and onsite training are outside of the scope of this proposal and are available at an additional cost. Pricing is based upon Dude Solutions, Inc.'s standard Online Subscription Agreement (https•//www.dudesolutions.com/terms) Terms of Use are governed by our online terms of use statement available at https•l/www.dudesolution!i,cQrn/�terms (bttps;L/w—ww,dudesolutions.com/terms) At FacilityDude, we are happy to work with youryearly budgeting cycle. If you would prefer a pro -rated annual fee based on your budget cycle, please let me know. I will provide you with the pro -rated cost based on the number of months remaining in your fiscal year. Payment and Delivery Terms: If within 60 days of order you are not completely satisfied, you can cancel your service for a full refund. Hazivare SOMue Nlekomelwresf cogw $FxSrt}Ake.coM HaMxarO • ' m�Q1ONEGE) z a WpkAatl EOI¢f412.v A1xJlors(21 D''zkz 111 Lo]kelgsNS($I AlenKKy liMWes [ll CwryNAer Peaersw3 [11 MecoveretlSMsa/95kJnaNrea [Oif NaMVhOGaplen(2[ Dlssovery5essbrs Hj 'z •\hNmvs\\mkrbrna .. __.. _. Names: AIQyFS{) - Sc VAwl1( r. letMz - .. IhM WMatAm O.scPoY._. -In $Wn E b0 30 615n C, OS %Ylaks ron Az3ellap: CHSED276 pu ryP'.. Vis'cv.5 r¢I o0e CkamebMz $a[LacaWn: EazIBNYt 00 Lxalbn: C4 nyh Sshml CSPen. t\,ed :z Mmdon eu" Ea5l0Wl1rg Veaa1: '1 f NmDls[ov0red00ENwz ",. PreAN Ler Ett2 VMw9zatlm 5ofilNe: 00 [ PN6eR O B AlN 00 Claszl0: CCmp. N t,,Pid j L Hc,, luu eID: 104 5 OpMavanni yhn-CS nn iW tlrg511 4fMa Po'essl:nal 00 y 1. WID: 440. CIO-!#1025 78ICDINM1)) I ... nlory By lbn OpereEtg S)S1PTVersI Yhrda s)Pakssleeal 00 `{ Imanlwy".W SI IW: CMck ON !` ^ Harmvere Det.Re DeVKamenYACNref. eHl ln:. .1. n.l.aze oale FBE 02..15WW6] 3'. MWzln— LeeI nno III CPU: 00 '.., 6ennnanD^r. ITFSJI3 CPU Spew. 1900 FPnpW- PaNEIe '•' Fre.(nXS,a:a(OB), 1248GS .OM): 40% - - - Ihes T.IDIOCpe3elGBy 125.87GB 9105 vxNm A11 ^ Nehvork Delalls ".. N9.V '-) -. O!SpOs. ', 5¢csae Sel tlalus D.I.4e 4 Clme HarA.ara So1Mara HarAvar ¢ wwxzuuw Sen. Hypxc— unPe, PSI 0.w Hal ESSLkenivUs.. EEXNgmf H.., PAyskell.Vetuel Mmttws NamPuovttaEle Ne w pmeere N ,PM, We,uwysCw, I.."Syl ,*,I Imenlay By.Wen ', ni eo uyp�rei3orin.'anwy welcome lwcesl.capOr�Ya[CilyrAw cam ml Vitlual Manbin.e by Op¢nting Syslem Running VMs by Hypenieor 012 ......__ .... ... _. .... 012 kimpo1 �:m . `Insight About `SeartF.. .Home SeluP Motto:HOIP lopWl'. SF+s'e'enR FM 9830161511..E HarMare SOMrare Welcvn'.etwresl.[mp Vr mydl oonl Hardware i�Wnkstacan NashbSard Wg WMtslatlws ^ '. -- - --- - - ' OS Distribution eomPuter Age Inventory Scans BY Month Wndo-rs\vabla5ane Is + I XVlw ez-I 51- sW s OS %Wafislllars : I SBfYN3 `• ,'. b reer1 d1 NmPxcverMle @Nus ...., .'. -.,� 6 '.ze �N ... _ PdNso NBhyry9ry v.' .' ars»'. ...� .:ter 1 o 0 1 n n �S R R R R ry R Waeaalysouz /•.: - z o r„3_ - g ` a F g z & i u I.os,sYI sbn. 4IJ id10 z910 zu11 5 z0eaa.OnoIS Nu 3015 ew By Lan zua,aarvl6un lovenlory lrtsaNa Workstation Phases by Quarter R,,W.nout Costs Forecast NO Recent Scae(50-35 d,y U) --- .WK - - - ----- - --- Oa'llas..sJwiBrinpaal Year Ilvnw uuru9 O1mN > r 4:+ 39N NK - - --3)1K 313k I / F15L1U50NF] CHSVIBBN HONES On Loan - N3u _..._. _. _._.. -._. 9 16K _ ...... E 10K. 163K 3• iL( 0 BK IAL9K L 15K B4KaK " pK d49K a arc a r. a E 1 0 _ , " 5K t. P 'I. 3013 A14 ld N15 ID1s 3011 3019 NrcFa,aana fiManmemem 1 • SCHOOL , might About 'Su,mh�. .HPino $"A Admlu H.1p Lop Rnaltri)e'p0b96.mL61.T1.._ ,. Hwo-r+are swlware welcalwrenezaoapN�racuNydude.<anl Herdma H Woenyl s Wakaleums a tNnrbns Viwtitofxra l l 1,lkrap3 Plallam=='15Mtlors' .. VvtuN Wah90fmz ❑ Neme ps¢Ilaq (eZ$y u,. N} Ne�Nxn%r Omx+ �"rs ............ 1es15U.eesNl9ean C•�s U Oxvue FIOVNOMru M1lWvli "Unur IYYSWMe ":©.�/NONES£3 CNSE83iz S'^'li 'LL.2 &i56�"� E133 _ "e�ti LN _.. CR[h001 _'_ iSL I}52411`Ii2L93 __-._ CmrpNrL�C_fS LaLRtlO i' OSXWPhsfbm5 p{'f / 05hn.iH , CHBEB3id I E1W §�t]y Ie lvmnlwv .. +E.ii 9514' 312 Cann l¢. LBCIWB Wm ks 7 O01! CN9EB3il _,1 �rEy_Bly E311 P!C%ES. In MrOVKKy EybI1A ll, 11 e iEt l CanpN SMara M `'', [I i] a IS.'no I.IIiH CNSEB3i8 m L+�15L"Pcg E198 Buss i Nlmenray e+aN Cane Rr Q9:LI= LBLWH Hl mswa "I WD.1 .I11.1H1£3 CNSEB31d CMH np CW1£WT3.W ETtt ELM'Efr NnOvlory S 1134Lrt3 Koo Cavp RIIu, IUGWa thooRPa nn1 /LBIRO CNSEBId4 YHSyScMvA FtiL5yid EID9 giO2S- Mlnvenrvry 1q CmWuler DaL, mram Nenp%Overepb �vkae B ✓ BICIOVM#U CN9EBIR0 %X.6.5W'fS9 EIIO A]➢NFS Nlmenlgy fr~ a Cmqular GiEANt. PeOrNLv / R.Ti R£l GNSEB131 4_Vli3'�sfffi E5(gyt1L E 15 6YS.IES OV Wen t3 Jan r Car9Ner 2PC N(. InMWe PMlxa V19f]./AIFOUE£3 CHSEB1�C. Aul1 E4ELGn] EIIB py}LE$ Ininven dy EeI 11 1,L_3:_ Crn pW RpiW.. LVE9dv NBM1MkIrg y bJ) NFULLEREI 6HSEB121 �Cm'J1e11536pT, .BZ.9li5Kn E114 pI91¢il Tolman ory &r2SL016'�i }y91 Ganp R4111:, InLWv WanMySlaM ", W{ i] / NEFFERY£] C11.1.1 $'LLY N:CR S4M+S \'L^SLY k} o y,W A 93_ mem5ry rc > CarpulN pSilJnf. WLNb In.,"Oy Lxalbe :, o)0 /J1pNGFOPDEI CH51VBae3 43t1B1>cB^a: Y'L 'yx. 11111 Pit Z nova, a C-,. pylpr. W54dv InVenNry 8y51aWs !eGtJ NLONO£I CMSVlB989 GM1@y'LSt1YS1 Ya QL,:S ..5 �r11Lw4 Mlnranbry Fey�f�P_24llL �9=S G-Wp QdILll. IntAWe BB P�. / SRICCLEILINF OHSl I. Lt, h ,h9 Yla Ub . ynl l Ig"", In lmrenloy 1'ylM_3y1{9912 GwnpNer Q[BInC W[IJM .U• `Y1./ IABENt1ER-EI CIISf'IBafiS G.O3IMiv!Sq. )'Ie:.tCU Vn. Ely:.4 In lnrenl0ryWN I.I. l9J91v±91i CwvWf=.r UKW,., W41uda rm J. 1 lsoS.ROOE3 ChIllsul WIK r.`=$ nnvenbry "O I.lolo.s CanWfer {I51!Jry WWNe �dl`1 / BLAl1P1NN{i CNSVN338 $.E{13RI15[6C3 V(ua1fiYLYaM .13H SCi:S A4rvenNy �:.j( E£ny5_Z rLlflLa a?_ GvmP'>1N PS110C Wi1Wa ;OO �.I PAICPHEER 01161VB93B SM 11 IW TL95'vrS[N V1110 Ed1!L IV Redvb � Fe �_ Oavpufer (lfltlpl Wtllodv (9 eMSl SOH£3 CHSWOPA PdiyP1R5[M' i'11Bur>'Inp VI141 y1�vK,4- MWen IZL+11 lill'L4Rp Gwnputvr pypJa. In41We jmL Lvt4Wa ^ PeSm wsI 9N'.ci.pIWB0+b1 __ ':3 ErAu1 06praYnel-Nanos ttrcv sa'v' OmDemand tcan, n+ PersSw¢aavrs._ Ha>a i cksxlsled-' B SCHODWA . . fnsigM About Searth. Herce Setup mom HetP two Sex:Yn,l`abor," ni°...� HaNr:me Se1Ma2 Vlskome O:reSteooYet�$lat&3Y�'e.coml HarcMale + ®SD A3wtlors - `�' 0 _ Monitors ey Sixe Manton By Manufaduret SssNtlau en 63 Mwnlsma nl.rvw oaw x •s a Na.nsca, a rua. �� Iw- .� a; sstio�aP s„ raenw:Hnn Wartarry5labn ti s Imtlnlgy BytxaLM 4 4 V lulzz "[fly-' Inwnly By StaNss Ihi 1� Monitor Cost By Manurac urer Monitor Purchase By Ouarter ''. inw. -.. Sow - ''aa ___._ _........ _.. ._.. _.._._ a am. _....... o ; 003 o ° 0 0 0 naa slwuP ono K um,uno Ep:in: gPa,Ix o ', mwanon cuter vo wu SCHOOLOUDe insBm AboN :Search. .Napa Setae Arbon It LWM SgwlGlgp imoe A161S99. ,._ Ha:C:2re SaGwaze WeKane OrmztwcpeBlttSa3MWnuanl Heywnre ei WA Warom, stat4s P.'erv:e•:r `�'m wwxnaunns Warranty Evpinoon by Quarter Warranty Summary MY➢yr{eas ..I 1] 1B 81 w 54 Y �92.. -. Purr.. 14._. NhrtarAYSFatus oarosm3 omes,, o o a ° o o ° o ° �-. ° sost a.r s 4 .... ..... o Iu ....e n mco<o ewmcou x Pr n a PmSupW 0ea eE ° Om s:qun snYne swwan/ oowsei.us vus krvcs Omar. 11—as eaepulaz WAMxnlvweonly R a n e m wosnwnl wioeats Inventy BYLaeWI o o x o `o 0 0 0 0 � Im®n1y 8y51aWs ",. a=J ma tl. Aue Ii.wrse¢ SCH OOLDUDE unight About search.. Home Shop Adam Nets Logwl: Seswr(rfa H408.20141528 Harte,a,s SORrrare V:ekdrefwreSl.tecper�IxWYrMkea'oml HaMvara ar Nxhrttking Cashbpsrtl on a I Route]Manufadurer4 9wifdl Manufacturers servers HypaMwn ` I.1mAwe ` Nmrpuavxa`Ae CeN¢es ` PMlets NHr.Nir �. .In Snkn¢5 4Yrtekss BmeSW[ays VOIP pMnes \Vanaray slalom Inrooll uy L.. InYBnldy 9y 51BM 2 -•.. Caa R_. Jrua OVYer neYvwM1tlerces Wireless Bd9e 51allons Nmne D A fa.IVtet I.blal wn,e Senz,nwMv _.i `-...2 yi\. L'NvuSCVF. c 6 I 11 M'dk0 < vl 8 d N .N— ]rot kse,xe y { B ! NeIMVR DeNae VOIP Phone Manufacturers 9 / opc891PPE NewtsDa— :1 2 1 13./ N<MM o<(h< N<tn'dk 0ev.'te V3 y'IU Loma IJ d NAnwkOavx< -� 15♦ NxMvxk OeJ[< 18/ Ne2xdk 11<vee 1] d_._ Netxvk oasue - SCHOOLOUDe, lnsu, AAW, 'Search Home SBWp mon Metp Lggoul'. SH HN.tr(.e fa008 itNe 1`.b. rue sertxae V.'elcotW fdrezLsocSrerBJsnRydWa.cmnl SORdare Inslelizd Soil. re:e r' DIStOveRtl 50(mnR �....]maYSls dInS V[xt wrtaa,e pmAv'S OpFeIv55)rskmt � SpnvsrxMwu:a Toph4tl Products 20 a 58hxam syreuues �'I Countofinzolk4omoltheiq20pWucbjnsabd ouwslationz �. Lkenseti<I b 1 W ( no 101 :'nnau WmhW P I nxa 1N �\ y _ NUWays Oeknu f9 G Nr IW 269 i �ix a 9 9 > 99 4 / 94 b \ Top 20 Server Products Count of inslallationad Na h, 20 pmtivdsiuslsned on sense c M u w ; raa 6' O S1L 4ry ¢ra'..: tar m_ �_uv rrgne t.. Kfsetn abea' R-rin,rv, l urnL cnamx wn. 5 Workstation Software Version Counts NumNrotinsWlladwrsionsofeachao vam pru t _. .. _. 10 e 8 5"d J J J d dd A J H o ,. ire t , 5 SMnn nrmun 'n S r Server software Version Counts 9` NumMr of installed versbnz or exh sol,,efo prdlal It r _ It G2 y�-� 1 1 I wi 7 B VisVvl SOL EMpo SOL Rppk SOL 5nL BOL sOL sOL .1 fuesra F[tes 1.. tr Pe a Se,W Rde[ SWne E w Bn.. Clisb Beane lasts V$Sr`— Y Wee Euux lLnW Ffas um mJ Peppt n i Crtent lV br pn Elgn er h'.e irq Engin E�pdi ras e S sew kss Imps RW B. CERTIFICATE OF INTERESTED PARTIES FORM 1295 10f 1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1, 2, 3, 5, and 6 1f there are no interested parties, CERTIFICATION OF FILING Certificate Number, - 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-89166 Dude Solutions, Inc. Cary, NC United States Date Filed: 07/22/2016 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Calhoun County, Texas Date Acknowledged: 3 Provide the: identification number used by the governmental entity or state agency to track or identify tire contract, and provide a description of theservices, goods, or other property to beprovided under the contract. N/A subscription operations software 4 - Nature of interest Name of Interested Party City, State, country (place of business) (check applicable) Controlling Intermediary Prevost, Ralph Morrisville, NC United States X Hodson, Kent Cary, NC United States X 5 Check only if there is. NO interested Party.. ❑ 6 AFFIDAVIT �%1. "11110$1#4 - P LO Niyyi I swear, or a 't m, under penalty, gtrperjury, that the above disclosure is true and correct. J`'e'Sp,1 ,,, ..l -y{ ; Si awre of autfionzed agent of contracting business entity AFFIX NOTFCI ST(A �httnnrntueNN` / . Swom to and subscribed before me, by the said -flat � XY f , this the -,945 day of •ke 201 lid! —, to certify which, witness my hand and seal of office. 1� Signature o�/ftfc arfmi istering oath 0 Printed. name of f fiar administering oath Title: of offs "r ldministering oath; O-IzLa /V(S��Zl7" lUDY7.4t Forms provided by Texas Ethics Commission www.ethics.stateax.us. IVersion V1.0.277 CERTIFICATE OF INTERESTED PARTIES FORM 1295 lofl Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2016-89166 Date Filed: 07/22/2016 Date Acknowledged: 08/22/2016 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Dude Solutions, Inc. Cary, NC United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Calhoun County, Texas 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. N/A subscription operations software 4 Name of Interested Part Y City, State, Count lace of business Y, Country (place ) Nature of interest check applicable) � PP ) Controlling I Intermediary Prevost, Ralph Morrisville, NC United States X Hudson, Kent Cary, NC United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said , this the day of , 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 Josie Sampson From: Ron Reger <ron.reger@calhouncotx.org> Sent: Wednesday, August 17, 2016 3:00 PM To: 'Josie Sampson' Subject: RE: #7 - Comm Court Agenda 08-11-2016 I acknowledged the contract electronically, it didn't give me the option to print an acknowledgment. The agreement I printed and gave to the court was the agreement that I selected "Agree to these terms" on line. Ron Reger IT Coordinator Calhoun County Texas 211 S. Ann St. Ste 301 Port Lavaca, TX. 77979 361.553.4606 Office 361.553.4444 Fax 361.553.9776 Cell http://www.calhouncotx.org/support.htmi From: Josie Sampson[mailto:josie.sampson@calhouncotx.org] Sent: Tuesday, August 16, 2016 4:20 PM To: Ron Reger <ron.reger@calhouncotx.org> Subject: #7 - Comm Court Agenda 08-11-2016 Ron, Do you have a printout of the acknowledgment that I can include in the minutes?? Thank you, Deputy Clerk Calhoun County Clerk 211 S. Ann Port Lavaca, TX 77979 361/553-4411 Fax: 361/553-4420 t AWARD BIDS FOR FUEL TO BE DELIVERED FOR THE PERIOD AUGUST 16, 2016 THROUGH SEPTEMBER 15, 2016: Commissioner Galvan made a motion to award the low bid from Diebel Oil of $1.86 per gallon for Diesel Fuel and for $1.96 per gallon for Regular Unleaded Gasoline to be delivered for the period August 16, 2016 through September 15, 2016. Commissioner Finster seconded the motion Commissioners Galvan, Lyssy and Finster all voted in favor. AGENDAITEM a Consider and take necessary action to award bid for Bulk Fuel to be Delivered for the period beginning August 16, 2016 and ending September 15, 2016. � o '- m ao a c m z z Q r 0 m m ee o co r y o a r r Z o m z 0 0 m m ev 0 r- 0 z 0 m C m r C r 0 m _r m m 0 CALNOUN COUNTY, TEXAS BID SHEET- FUEL -BULK DELIVERED BIDDER DIEBEL OIL CO INC SAM BIEBEL PO BOX 71 POBTLAVACA TX 77070 DID ITEM FUEL -BULK DELIVERED I PERIOD FROM: AUGUST 16, 2016 PERIOD TO: SEPTEMBER 15, 2016 YOU ARE INVITED TO SUBMIT A BID ON THE ABOVE ITEM TO: MICHAEL JPFEIFER, COUNTYJUDGE, CALHOUNCOUNTY COURTHOUSE, 3RD FLOOR, ROOM301, PORT LAVACA TX 77979 BIDS SHOULD BE SUBMITTED IN A SEALED ENVELOPE PLAINLY MARKED: SEALED BID- IFUEL•BULKDELIVER6D j BIDS ARE DUE AT THE JUDGE'S OFFICE ON OR BEFORE: 10.00AM, THURSDAY, AUGUST 4, 2016 BIDS WILL BE AWARDED AT THE COMMISSIONERS' COURT MEETING ON: THURSDAY, AUGUST 11, 2016 THE CLOCK IN THE COUNTY JUDGE'S OFFICE IS THE OFFICIAL CLOCK THAT WILL BE USED IN DETERMINING THE TIME THAT A BID IS RECEIVED AND THE TIME THAT BIDS WILL BE OPENED, BIDS RECEIVED AFTER THE OPENING TIME WILL BE RETURNED UNOPENED TO BIDDER. THE COMMISSIONERS' COURT RESERVES THE RIGHT TO WAIVE TECHNICALITIES, REJECT ANY OR ALL BIDS, TO ACCEPT THE BID DEEMED MOST ADVANTAGEOUS TO CALHOUN COUNTY AND TO BE THE SOLE JUDGE IN DETERMINING WHICH BIDS WILL BE MOST ADVANTAGEOUS TO THE COUNTY. THE COUNTY OF CALHOUN, TEXAS IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER. THE COUNTY DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN, SEX, RELIGION, AGE OR HANDICAPPED STATUS IN BID ITEM: FUEL -BULK DELIVERED DEPARTMENT.• VARIOUS DELIVERY FOB COUNTY FUEL TANKS ESTINATION VARIOUS — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — spEcocAvoivs: DIESEL FUEL >>DELIVERY must be made within 24 hours after receiving order from the County Department in the quantity ordered. If vendor cannot deliver within 24 hours or refuses to deliver, the County Department will order from the next lowest bidder. >>PRICE Per Gallon MUST INCLUDE all fees and charges including all Taxes/Fees the County is not exempt from (for example: $0.20 State Excise Tax, State Delivery/Environmental Fees, Federal Oil Spill Recovery Fees and Federal LUST Tax) >>FREE FROM WATER AND SUSPENDED MATTER UNIT / /UNIT PRICE GALLON 1� tR I6 ----------------------------------------------- sPEcocAyoivs: REGULAR UNLEADED GASOLINE >>DELIVERY must be made within 24 hours after receiving order from the County Department in the quantity ordered. If vendor cannot deliver within 24 hours or refuses to deliver, the County Department will order from the next lowest bidder. >>PRICE Per Gallon MUST INCLUDE all fees and charges including all Taxes/Fees the County is not exempt from (for example: $0.20 State Excise Tax, State Delivery/Environmental Fees, Federal Oil Spill Recovery Fees and Federal LUST Tax) >>FREE FROM WATER AND SUSPENDED MATTER AND A MINIMUM OCTANE OF 87 (AVERAGE METHOD) UNIT UNIT PRICE GALLON 0 6 DATE OF BDI: CO) - �j-1 6 ABIHORIZED SICNATUBE AND TITLE: PRINT NAME [� Yt1 J fi' TELEPHONE NUMBER PLEASE UST ANY EXCEPTIONS TO THE ABOVE SPECIFICATIONS: ENTITLEMENT TRANSFER AGREEMENT FOR TXDOT AND AUTHORIZE COUNTY JUDGE AND COUNTY ATTORNEY TO SIGN: Commissioner Galvan made a motion to approve Entitlement Transfer Agreement for TxDOT and authorize County Judge and County Attorney to sign. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. Vern Lyssy Calhoun County Commissioner, Precinct #2 5812 FM 1090 0-0., (361) 552-9656 Port Lavaca, TX 77979 Fax (361) 553-6664 July 27, 2016 Honorable Michael Pfeifer Calhoun County Judge 211 S. Ann Port Lavaca, TX 77979 RE: AGENDA ITEM Dear Judge Pfeifer: Please place the following item on the Commissioners' Court Agenda for the next meeting Consider and -take necessary action to sign Entitlement Transfer Agreement for TXDOT to be sign by County Judge Michael Pfeifer and County Attorney Shannon Salyer. 11,9 Sincerely, Vern Lyssy VL/Ij ENTITLEMENT U.S. Department of Transportation ' Federal Aviation Administration AGREEMENT FOR TRANSFER OF ENTITLEMENTS In accordance with section 47117(c)(2) of Title 49 U,S.C. (hereinafter called the "Act). County of Calhoun, Texas Hereby waives receipt of the following amount of funds apportioned to it for each fiscal year specified under section 47114(c)(1) of the Act, Amount Fiscal.Year $ 150i000 2013 TOTAL $ 150000 On the condition that the Federal Aviation Administration makes the waived amount available to: TxDOT FOR the County of Calhoun, Texas David Fulton Michael J. Pfeifer ._-..._.. __ (Typed Name) (TyPadNama) Director, Aviation Division Calhoun County Judge -- - (Date) (D te) CERTIFICATE OF SPONSOR'S ATTORNEY Shannon Salyer acting as Attorney for the Sponsor do hereby certify: That i have examined the foregoing Agreement and find that the Sponsor has been duly authorized to make such transfer and that the execution thereof is in all respects due and proper and in accordance with the laws of the State of Texas and the Act Dated at Calhoun C%is �11 day of August 20 16 By y�v FM Form 5100g10 000). Signature of Sponso(o Attorney) Page 1 of 1 4� U.S. Department of Transportation Federal Aviation Administration APPENDIX 1. ENTITLEMENT TRANSFER AGREEMENT AGREEMENT FOR TRANSFER OF ENTITLEMENTS In accordance with section 47117(c)(2) of Title 49 U.S.C. (hereinafter called the "Act). County of Calhoun, Texas Hereby waives receipt of the following amount of funds apportioned to it for each fiscal year specified under section 47114(c)(1) of the Act. Amount Fiscal Year $ 150,000 2013 TOTAL $ 150,000 On the condition that the Federal Aviation Administration makes the waived amount available to: TxDOT . for eligible projects under section 47104(a) Act. This waiver shall expire on earlier of 9-30-16 (date) or when the availability of apportioned funds would lapse under section 47117(b) of the Act. FOR THE UNITED STATES OF AMERICA, FEDERAL AVIATION ADMINISTRATION through TxDOT (Signature) David Fulton (Typed Name) Director, Aviation Division --------------- (Title).-.__.. (Date) Shannon Salyer FOR the County of Calhoun, Texas (�ji nature) Michael J. Pfeifer -- - ------._...-_....... _....... ---- - (Typed Name) Calhoun County J (Title) -_Augus-.t._ 11.,__ 2016. - ---- - --=--- -- (Date) CERTIFICATE OF SPONSOR'S ATTORNEY acting as Attorney for the Sponsor do hereby certify: That I have examined the foregoing Agreement and find that the Sponsor has been duly authorized to make such transfer and that the execution thereof is in all respects due and proper and in accordance with the laws of the State of Texas and the Act Dated at Calhoun CThis 11 day of August 2016 By Signature of Sponsor's Attorney) FAA Form 5100-710 (10189) Page 1 of 1 AMEND PURCHASING POLICY TO COINCIDE WITH EMPLOYEE PERSONNEL POLICY REGARDING HOTEL RECEIPT FOR OUT OF COUNTY TRAVEL AND VARIOUS OTHER UPDATES: Judge Pfeifer made a motion to amend Purchasing Policy to coincide with Employee Personnel Policy regarding requiring hotel receipts for out of county travel and various other updates. Commissioner Galvan seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. ..Susan Riley - - From: Peggy Hall <peggy.hall@calhouncotx.org> Sent: Thursday, August 04, 2016 10:14 AM To: 'Susan Riley' Subject: RE: This language ok? Attachments: Hotel Receipts - Personnel Policy - Purchasing Policy.pdf Add — and other various updates. Consider and Take Necessary Action to amend Purchasing Policy to coincide with Employee Personnel Policy requiring Hotel receipts for out of county travel and other various updates. (MP) Attached is the info Cindy had in her budget workshop book. Susan, After court takes action on these changes, Cindy will make the corrections and send the Amended Purchasing Policy to all departments and the County Clerk in a PDF. im From: Susan Riley[mailto:susan.riley@calhouncotx.org] Sent: Thursday, August 04, 2016 11:42 AM To: Cindy Mueller Cc: Peggy Hall Subject: This language ok? Consider and Take Necessary Action to amend Purchasing Policy to coincide with Employee Personnel Policy requiring Hotel receipts for out of county travel. (MP) Susan Riley Administrative Assistant to Calhoun County Judge MichaelJ. Pfeifer and Commissioners' Court 361-553-4600 Phone 361-553-4444 Fax 16.02.01 The County pays or..reimburses the travel expenses of Elected Officials an ounty employees that are incurred by the individuals in their performance of official County business. The County also pays or reimburses for the cost and travel associated with meetings, conferences, and seminars associated with continuing education related to an Individual's work or maintenance of professional certification or licenses. 16.02.02 All travel expenses are subject to requirements of documentation and reasonableness, and will be honored in conformity with adopted policies and procedures, provided that the travel was properly authorized and funds are available in the County's budget. 16.02.03 If a spouse and/or dependent(s) stays with the official or employee, the difference in hotel room rates above the single rate must be deducted. Meals and all other expenses for the spouse and/or dependent(s) will not be paid with County funds. 16.02.04 Out of state travel must be approved in advance by Commissioners' Court. 16.03 MILEAGE 16.03.01 Mileage shall be paid at the rate allowed by the Internal Revenue Service for the use of personal vehicles as determined by Commissioners' Court. Expenses shall be paid only when actually incurred by the employee or Elected Official/department. An employee who carpools with another individual is not eligible for mileage. 16,03.02 Mileage between starting and final destinations Is computed utilizing the official mileage guide in the Auditor's Office. Additional mileage must be explained and may be approved. 16.04 'LODGING 16.0401 The County will reimburse for the actual cost of lodging while traveling on official County' business. ' 16.0402 Reimbursement will only be made for the days of an out-of-town meeting or other business requiring overnight travel. An additional day will be reimbursed only if the distance of travel and! the time of a meeting, or other business makes it necessary to be out-of-town an additional day before or after the date of the meeting or other business. 16.0403 The hotel or motel receipt is required to receive reimbursement.Advance payment for lodging may be made directly to the vendor. 16.04.04 When making reservations for travel, always request the government or conference rate. expenses. Meal 16.06.02 Meals may be reimbursed at actual expense subject to requirements of documentation. Tips and gratuities are allowed. 16.05.03 The; daily per diem rate for Calhoun County excluding tips is annually determined by the; 49 CALHOUN COUNTY, TEXAS AS PASSED BY COMMISSIONERS COURT ON SEPTEMBER 15, 2000 AND AMENDED ON DECEMBER 29, 2000, JANUARY 13, 2005, SEP T EMBER 14, 2006, AUGUST 13, 2009, FEBRUARY 24, 2011 AND FEBRUARY 13, 2014 All purchases for requirements and operation of Calhoun County must be. made in accordance with Texas State Statutes and must be for legal, ordinary and necessary purposes. Prior to payment the county auditor will approve all payments for legality with the various Texas State Statutes and the Commissioners' Court will approve all payments for ordinary and necessary purposes. Invoices not approved for payment by either the county auditor or the Commissioners' Court will be returned to the department head/elected official responsible for the purchase for disposition. 2. All purchases will be for a quantity suitable to the purpose and at the least possible expense to Calhoun County. 3. Purchases under $50,000 will originate with the department head/elected official and should be evidenced by a purchase order/request for payment to the vendor. Prior to the issuance of the purchase order/request for payment the issuing department should obtain quotations from at least three responsible suppliers to determine the lowest and/or best price/proposal. In these instances it is the department head/elected official's responsibility to be able to show evidence that he ordered from the lowest and/or best bid/proposal supplier. Emergency purchases should be curtailed by proper planning and anticipating needs far enough in advance that regular purchasing procedures may be followed. Emergency purchases may be made without obtaining quotations from three responsible suppliers with the department head/elected official's approval and should only be made to keep buildings and machinery in operating condition when their idleness would result in expense to Calhoun County or may be made for extreme emergency cases involving public health and welfare cases. In the case of emergency purchases the purchase order/request for payment should be marked "EMERGENCY PURCHASE". Emergency purchases are subject to approval by the Commissioners' Court. 4. Purchases of $50,000 ,and over will be made on formal bid or proposal. The request to advertise for bids/proposals along with the appropriate specifications should be submitted directly to the Commissioners' Court. Upon approval of the specifications and authorization to advertise by the Commissioners' Court the county auditor will place the necessary advertisements and notices for the bid/proposal. All formal CALHOUN COUNTY PURCHASING POLICY PAGE1OF6 bids/proposals will be received by the county judge and will be opened in the office of the County Judge one week before the meeting at which the Commissioners' Court will consider the bids/proposals and will be available for study at the County Judge's office. A suggested order could be as follows: The Commissioners' Court hereby orders the approval of the accompanying specifications for the purchase of (item) with the opening of the bid(s)1proposal(s) to be in the County Judge's Office at 10:00 AM on (date one week before consideration) at which place they will be available for study until the Commissioners' Court considers them on (date of Commissioners' Court meeting). The Commissioners' Court will award the bid/proposal to the lowest and best bidder or best proposer taking into consideration the recommendation of the appropriate department head/elected official. After the bids/proposals have been awarded the department head/elected official may issue the necessary purchase order/request for payments. 5. County capital projects under $50,000 will be under the direction of the appropriate department head/elected official. All county capital projects over $50,000 will be under the direction of the county judge unless the Commissioners' Court, by order, appoints someone else to be responsible for the project. 6. All county employees will keep free fi-om obligation by not accepting gifts or entertainment offered by any supplier for Calhoun County. 7. To be properly processed the purchase order/request for payment must contain the following information: a. Date the purchase order/request for payment is originated, . - b. Vendor complete name; and address and telephone number; c. Department name and exact place where item is to be delivered: m ; d. The department account number to which the expenditure is to be charged, e. The quantity desired; f. An exact description of the item and the use for which the item is to be put; g. Quoted price; h. Signature of the department head/elected official or his authorized representative. 8. The purchase order/request for payment should be prepared with three parts. The second part may be signed by the department head/elected official and forwarded to the vendor supplying the goods/services or the department head/elected official may order the goods/services by any other method of communication. The department should retain the third part for its records. The first part (original) should be held until the goods/services are received and verified as to quantity and amount. After verifying that the goods/services are in order, the department head/eleeted official or his authorized representative should sign the purchase order/request for payment and submit it along with the vendor's invoice to the county treasurer's office for payment. CALHOUN COTINTYPURCHASING POLICY PAGE20P6 The Commissioners' Court, at a public hearing, must approve all purchase order/request for payments prior to payment. Purchase order/request for payments submitted to the county treasurer's office less than four business days before the next Commissioners' Court meeting will not be processed for that meeting. 9. Purchase order/request for payments should not be issued for goods/services that do not have an unencumbered budget balance. if fitnds are not available the department head/elected official should make a request for transfer of funds from other appropriations or additional funds to the Commissioners' Court. The county auditor is required, by statute, to disapprove for payment any payment that exceeds the budgeted amount. Disapproved purchase order/request for payments will be returned to the department head/eleeted official for disposition. 10. If a purchase requires a trade-in, such as an automobile, office machines or other equipment, the department head/elected official should request approval of the trade- in from Commissioners' Court prior to the purchase of the new asset. The county auditor's office should be sent a copy of the Commissioners' Court approval of the trade-in along with trade-in's county identification number. 11. All lease/purchase agreements must be approved by the Commissioners' Court and signed by the county judge uriless the Commissioners' Court authorized someone else to sign the agreement, All leaso/purchase agreements must contain the "government clause authorizing the return of the equipment if the Commissioners' Court does not appropriate funds for the lease/purchase in a future year. Failure to comply with this provision will result in the department head/elected official becoming liable for any losses sustained by Calhoun County. 12. County employees wishing to purchase items from vendors doing business with Calhoun County should set up their own account with the vendors and not use Calhoun County's account. Calhoun County is exempt from state sales taxes; however county employees are not exempt. Any purchases made through Calhoun County for employees' personal use will be deducted from the invoice and the appropriate department head/elected official will be responsible for the payment of the amounts so deducted along with the appropriate sales taxes. 13, All office supplies, equipment and office machinery will be used only for business related to the operation of county offices and departments. Office equipment and supplies will not be removed from its assigned departmental location for any reason other than for business related to the operation of county offices and departments. 14. County employees, with the exception of members of the Commissioners' Court, will be allowed to bid on surplus property offered to the public at public auction, just as any other citizen of Calhoun County. 15. Department head/elected officials are expected to keep appropriate controls over the use of departmental equipment such as telephones, postage, copy machines, CALHOUN COUNTY PURCHASING POLICY PAGG30P6 computers and etc. to assure that use of this equipment is not abused and that Calhoun County is not incurring expense for the personal use of this equipment. 16. County employees traveling on official county business, who incur travel expenses, whether paid personally or through the use of a county credit card, must submit approved travel forms to the County Treasurer or Auditor within'40 5 days of the completion of the travel. Calhoun County's travel reimbursement plan is an "accountable plan" as outlined in the Internal Revenue Service's regulations. As such, the department head/clected official is responsible for determining what reimbursements for travel will be made by Calhoun County, however in the event that meals are reimbursed where the county employee was not required to spend the night at the travel location, then the meal reimbursement shall be considered additional compensation to the employee and reported on his earnings record as compensation in accordance with Internal Revenue Service regulations. Guidelines for travel are as follows: a. Calhoun County will reimburse actual expense incurred for h®a€1 meals and lodging if detailed receipts are kept by the employee and submitted with the appropriate travel expense form. b. If no detailed receipts are kept, reimbursement to the employee foboard an r g meals only will be computed at the current federal standard CONUS rates allowable by the Internal Revenue Service for tax purposes for the following: i) Morning Meal ii) Noon Meal iii) Evening Meal In accordance with IRS regulations, the rates will be updated January 1, if applicable, and will be effective for travel during the calendar year. c. No reimbursement will be made for meals or lodging which have been paid by the conference, provided as part of the conference cost or which were not paid for by the employee under this plan. d. Calhoun County will reimburse actual expenses on travel by air, bus or train at the lowest available fares. Department heads/elected officials are responsible for determining the lowest available fares. Detailed receipts are required. e. Mileage reimbursement for authorized use of personal automobiles on county business will be computed at the current rate set by the Internal Revenue Service for tax purposes. f. Calhoun County will reimburse employees for other expense related to the purpose of such travel only if detailed receipts are kept and submitted with the appropriate travel expense form. Exceptions to this rule will be made for reasonable tipping and taxi fees. CALHOUN COUNTYPURCHASING POLICY FAGr40F6 g. It is the responsibility of each department head/elected official to utilize travel funds only for official county business. These funds are budgeted for the purpose of allowing county employees to attend various association meetings, training seminars, education seminars, other county related purposes and the required law enforcement travel relating to prisoners and probationers. It shall be the responsibility of each department head/elected official to see to the strict enforcement of this policy. h. County officials and employees assigned a County vehicle are prohibited from using such vehicle for personal use except for commuting or de minimis personal use. County officials and employees assigned a County vehicle will be required to sign an annual statement that provides the total amount of miles driven for commuting or that states there was no personal use of the vehicle. The County will report the value of personal use miles as compensation to the employee, calculated in accordance with the appropriate Internal Revenue Service guidelines. It is the official/employee's responsibility to be familiar with the Internal Revenue Service guidelines concerning personal use of employer - provided vehicles. The guidelines are available in Publication 463 at www.irs.gov. All officials/employees are responsible for maintaining appropriate records to substantiate the use of County -provided vehicles. Should it be determined by the Internal Revenue Service that these guidelines were not followed by the official/employee; the official/employee will be responsible for any penalties, interest, or other charges imposed by the Internal Revenue Service on Calhoun County as a result of the official/employee's failure to comply with the guidelines. i. County law enforcement personnel assigned a County vehicle are required to use the vehicle for commuting. Any personal use of a County vehicle by law enforcement personnel other than for commuting is prohibited. Commuting in exceptional circumstances may dictate that such travel is in the best interest of the County and fall within the requirement that travel be reasonably related to County business and therefore not considered as personal use. Travel to public functions such as dedications, civic ceremonies, County fairs, citizens meeting, etc. where attendance is in the interest of the County and not personal or political in nature is considered to be County business travel k. County officials/employees will be required to keep an accurate and timely log of any commuting or personal mileage, 17. Grant applications must be authorized by Commissioners Court. The department head/elected official who is awarded a grant shall adhere to all procurement guidelines, policies, and procedures in the application, assurances, award, and documentation of the state or federal grant. CALHOUN COUNTY PURCHASING POLICY PAGR50P6 The department head/elected official must strictly adhere to all procurement requirements of federal grants, programs, or allocations noted in the Circular OMB A- 133 and supplements as applicable by the Catalog of Federal Domestic Assistance (CFDA) Number. The CFDA number is provided for all federal funding sources. Where specific procurement direction is not provided for in OMB A-133 or supplements, the department head/elected official shall abide by the "common rule" which is published by each separate federal agency. The department head/elected official is responsible for checking the debarment status of all vendors before contracting with or malting any purchases with funds from any federal grant. The Excluded Parties Listing Systems (EPLS) is an electronic database of parties excluded from federal procurement and non -procurement programs and is located at https://www.SAM.Gov. The EPLS identifies those parties excluded throughout the U.S. Government (unless otherwise noted) from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits. Prior to procuring or entering into contract(s) for any goods/services, the department head/elected official must check the debarment status of the vendor using the EPLS system_(hqps-://www.SANLGovl and document that verification has occurred. If the vendor is found to be debarred, the vendor may not be used for procurements utilizing federal .funds. If the vendor is found not to be debarred the department head/elected official must print the screen from the EPLS indicating the vendor is not debarred and attach this documentation to the invoice when it is submitted to the county auditor for approval. This policy applies to the procurement of all good(s) or service(s) regardless of unit price or quantity. Furthermore, because vendors are being removed and new ones added on a daily basis, department head/elected officials are required to verify and attach documentation that the vendor is not debarred before issuing a new purchase order/check request, contract or single time purchase. CALHOUN COUN7YPUACHASINGPOLICY PAGG60F6 Josie Sampson From: Cindy Mueller <cindy.mueller@calhouncotx.org> Sent: Thursday, August 11, 2016 12:43 PM To: Josie Sampson Subject: FW: Purchasing Policy Amended 8/11/16 Attachments: Calhoun County Purchasing Policy.pdf; county purchasing policy -amendment 2016.08.11.pdf From: Cindy Mueller[mailto:cindy.mueller@calhouncotx.org] Sent: Thursday, August 11, 2016 1:14 PM To: alex hernandez (alex.hernandez@calhouncotx.org) <alex.hernandez@calhouncotx.org>; Anna Goodman (anna.goodman@calhouncotx.org) <anna.goodman@calhouncotx.org>; billy billings (billy.billings@calhouncotx.org) <billy.billings@calhouncotx.org>; Bruce Blevins (Bruce. Blevins@ca lhouncotx.org) <Bruce.Blevins@calhouncotx.org>; Calvin Anderle (calvin.anderle@calhouncotx.org) <calvin.anderle@calhouncotx.org>; Carl King (cl(ing@calhouncountyems.com) <cking@calhouncountyems.com>; Dan Heard (dan.heard@calhouncotx.org) <dan.heard@calhouncotx.org>; dora garcia (dora.garcia@calhouncotx.org) <dora.garcia@calhouncotx.org>; Eugene Menchaca (eugenemenchaca@yahoo.com) <eugenemenchaca@yahoo.com>; everett wood (everett.wood@calhouncotx.org) <everett.wood@calhouncotx.org>; george aleman (george.aleman@calhouncotx.org) <george.aleman@calhouncotx.org>; georgeann cormier (georgeann.cormier@calhouncotx.org) <georgeann.cormier@calhouncotx.org>; gloria ochoa (gloria.ochoa@calhouncotx.org) <gloria.ochoa@calhouncotx.org>; hope kurtz (hope.kurtz@calhouncotx.org) <hope.l<urtz@calhouncotx.org>; Kevin Koliba (I(koliba73@hotmail.com) <kkoliba73@hotmail.com>; ladonna thigpen (ladonna.thigpen@calhouncotx.org) <ladonna.thigpen@calhouncotx.org>; luis leija (luis.leija@calhouncotx.org) <luis.leija@calhouncotx.org>; Manuel Pena (mpena@cscd.net) <mpena@cscd.net>; Mary Orta (mary.orta@calhouncotx.org) <mary.orta@calhouncotx.org>; Michelle Velasquez <michelle.velasquez@calhouncotx.org>; Nancy Pomykal (jp5@tisd.net) <jp5@tisd.net>; Noemi Cruz (ncruz@cclibrary.org) <ncruz@cclibrary.org>; pam hartgrove (pam.hartgrove@calhouncotx.org) <pam.hartgrove@calhouncotx.org>; Patricia Kalisek (sugspll<57@yahoo.com) <sugsplk57@yahoo.com>; rachel martinez (rachel.martinez@calhouncotx.org) <rachel.martinez@calhouncotx.org>; Rhonda Cummins (rdcummins@ag.tamu.edu) <rdcummins@ag.tamu.edu>; rhonda kokena(rhonda.l(okena@calhouncotx.org) <rhonda.l<okena@calhouncotx.org>; Ron Langford (ron.langford@calhouncotx.org) <ron.langford@calhouncotx.org>; Ron Reger (ron.reger@calhouncotx.org) <ron.reger@calhouncotx.org>; tanya dimak (tanya.dimak@calhouncotx.org) <tanya.dimak@calhouncotx.org>; Wesley Hunt (wesley.hunt@calhouncotx.org) <wesley.hunt@calhouncotx.org>; Kenny Finster (kenny.finster@pct4.org) <kenny.finster@pct4.org>; mike pfeifer (mike.pfeifer@caIhouncotx.org) <mike.pfeifer@calhouncotx.org>; neil Fritsch (neil.fritsch@calhouncotx.org) <neil.fritsch@calhouncotx.org>; roger galvan (roger.galvan@calhouncotx.org) <roger.galvan@calhouncotx.org>; vern lyssy (vern.lyssy@calhouncotx.org) <ve rn.lyssy @ ca I h o u n cotx. o rg> Cc: andrew chambers (achambers@calhouncountyems.com) <achambers@calhouncountyems.com>; Chelsa Ecby (chelsa.ecby@calhouncotx.org) <chelsa.ecby@calhouncotx.org>; clarri atkinson (clarri.atkinson@calhouncotx.org) <clarri.atkinson@calhouncotx.org>; Esmeralda Sanchez (esmeralda.sanchez@calhouncotx.org) <esmeralda.sanchez@calhouncotx.org>; Hannah McMahan<hannah.mcmahan@calhouncotx.org>; Jenny McGrew (jenny.mcgrew@calhouncotx.org) <jenny.mcgrew@calhouncotx.org>; Jill Hendrickson (jill.hendrickson@calhouncotx.org) <jill.hendricl<son@calhouncotx.org>; joann. mooney (joann.mooney@calhouncotx.org) <joann.mooney@calhouncotx.org>; Katherine Sutherland (KDSutherland@ag.tamu.edu) <KDSutherland@ag.tamu.edu>; Katie Redding (I<atie.redding@calhouncotx.org) <katie.redding@calhouncotx.org>; Melissa Delgado (melissa.delgado@calhouncotx.org) <melissa.delgado@calhouncotx.org>; shannon salyer (shannon.salyer@calhouncotx.org) <shannon.salyer@calhouncotx.org>; susan riley (susan.riley@calhouncotx.org) <susan.riley@calhouncotx.org>; toi dowel) (toi.dowell@calhouncotx.org) <toi.dowell@calhouncotx.org>; Candice Villarreal (candice.villarreal@calhouncotx.org) <candice.villarreal@calhouncotx.org>; Cristina Tuazon (cristina.tuazon@calhouncotx.org) <cristina.tuazon@calhouncotx.org>; Demi Cabrera (demi.cabrera@calhouncotx.org) <demi.cabrera@calhouncotx.org>; Erica Perez (erica.perez@calhouncotx.org) <erica.perez@calhouncotx.org>; peggy hall (peggy.hall@calhouncotx.org) <peggy.hall@calhouncotx.org>; Angela Torres (angela.torres@calhouncotx.org) <angela.torres@calhouncotx.org>; April Townsend (april@pct4.org) <april@pct4.org>; Janie Delgado (janie.delgado@calhouncotx.org) <janie.delgado@calhouncotx.org>; Lesa lurek (lesa.jurek@calhouncotx.org) <lesa.jurek@calhouncotx.org> Subject: Purchasing Policy Amended 8/11/16 All Elected Officials/Department Heads: Commissioners' court today amended the county's purchasing policy. Items 7 and 16 have been changed. Travel forms are due within 5 days of completion of travel. Hotel receipts are required for reimbursement as the lodging per diem has been eliminated. I recommend you share this with any of your employees to whom you have assigned purchasing duties. Cindy Mueller Calhoun County Auditor 202 S. Ann, Suite B Port Lavaca, TX 77979 Phone 361.553.4610 Fax 361.553.4614 CALHOUN COUNTY, TEXAS PURCHASING POLICY AS PASSED BY COMMISSIONERS COURT ON SEPTEMBER 15, 2000 AND AMENDED ON DECEMBER 29, 2000, JANUARY 13, 2005, SEPTEMBER 14, 2006, AUGUST 13, 2009, FEBRUARY 24, 2011, FEBRUARY 13, 2014 AND AUGUST 11, 2016 1. All purchases for requirements and operation of Calhoun County must be made in accordance with Texas State Statutes and must be for legal, ordinary and necessary purposes. Prior to payment the county auditor will approve all payments for legality with the various Texas State Statutes and the Commissioners' Court will approve all payments for ordinary and necessary purposes. Invoices not approved for payment by either the county auditor or the Commissioners' Court will be returned to the department head/elected official responsible for the purchase for disposition. 2. All purchases will be for a quantity suitable to the purpose and at the least possible expense to Calhoun County. 3. Purchases under $50,000 will originate with the department head/elected official and should be evidenced by a purchase order/request for payment to the vendor. Prior to the issuance of the purchase order/request for payment the issuing department should obtain quotations from at least three responsible suppliers to determine the lowest and/or best price/proposal. In these instances his the department head/elected official's responsibility to be able to show evidence that he ordered from the lowest and/or best bid/proposal supplier. Emergency purchases should be curtailed by proper planning and anticipating needs far enough in advance that regular purchasing procedures may be followed. Emergency purchases may be made without obtaining quotations from three responsible suppliers with the department head/elected official's approval and should only be made to keep buildings and machinery in operating condition when their idleness would result in expense to Calhoun County or may be made for extreme emergency cases involving public health and welfare cases. In the case of emergency purchases the purchase order/request for payment should be marked "EMERGENCY PURCHASE". Emergency purchases are subject to approval by the Commissioners' Court. 4. Purchases of $50,000 and over will be made on formal bid or proposal. The request to advertise for bids/proposals along with the appropriate specifications should be submitted directly to the Commissioners' Court. Upon approval of the specifications and authorization to advertise by the Commissioners' Court the county auditor will CALHOUN COUNTY PURCHASING POLICY PAGE 1 OF 6 place the necessary advertisements and notices for the bid/proposal. All formal bids/proposals will be received by the county judge and will be opened in the office of the County Judge one week before the meeting at which the Commissioners' Court will consider the bids/proposals and will be available for study at the County Judge's office. A suggested order could be as follows: The Commissioners' Court hereby orders the approval of the accompanying specificationsfor the purchase of (item) with the opening of'the bid(s)/proposal(s) to be in the County Judge's Office at 10:00 AM on (date one week before consideration) at which place they will be available for study until the Commissioners' Court considers them on (date of Commissioners' Court meeting). The Commissioners' Court will award the bid/proposal to the lowest and best bidder or best proposer taking into consideration the recommendation of the appropriate department head/elected official. After the bids/proposals have been awarded the department head/elected official may issue the necessary purchase order/request for payments. 5. County capital projects under $50,000 will be under the direction of the appropriate department head/elected official. All county capital projects over $50,000 will be under the direction of the county judge unless the Commissioners' Court, by order, appoints someone else to be responsible for the project. 6. All county employees will keep free from obligation by not accepting gifts or entertainment offered by any supplier for Calhoun County. 7. To be properly processed the purchase order/request for payment must contain the following information: a. Date the purchase order/request for payment is originated; b. Vendor complete name, address and telephone number; c. Department name and exact place where item is to be delivered: d. The department account number to which the expenditure is to be charged; e. The quantity desired; f. An exact description of the item and the use for which the item is to be put; g. Quoted price; h. Signature of the department head/elected official or his authorized representative. 8. The purchase order/request for payment should be prepared with three parts. The second part may be signed by the department head/elected official and forwarded to the vendor supplying the goods/services or the department head/elected official may order the goods/services by any other method of communication. The department should retain the third part for its records. The first part (original) should be held until the goods/services are received and verified as to quantity and amount. After verifying that the goods/services are in order, the department head/elected official or his authorized representative should sign the purchase order/request for payment and submit it along with the vendor's invoice to the county treasurer's office for payment. CALHOUN COUNTY PURCHASING POLICY PAGE 2 OF 6 The Commissioners' Court, at a public hearing, must approve all purchase order/request for payments prior to payment. Purchase order/request for payments submitted to the county treasurer's office less than four business days before the next Commissioners' Court meeting will not be processed for that meeting. 9. Purchase order/request for payments should not be issued for goods/services that do not have an unencumbered budget balance. If funds are not available the department head/elected official should make a request for transfer of funds from other appropriations or additional funds to the Commissioners' Court. The county auditor is required, by statute, to disapprove for payment any payment that exceeds the budgeted amount. Disapproved purchase order/request for payments will be returned to the department head/elected official for disposition. 10. If a purchase requires a trade-in, such as an automobile, office machines or other equipment, the department head/elected official should request approval of the trade- in from Commissioners' Court prior to the purchase of the new asset. The county auditor's office should be sent a copy of the Commissioners' Court approval of the trade-in along with trade-in's county identification number. 11. All lease/purchase agreements must be approved by the Commissioners' Court and signed by the county judge unless the Commissioners' Court authorized someone else to sign the agreement. All lease/purchase agreements must contain the "government clause" authorizing the return of the equipment if the Commissioners' Court does not appropriate funds for the lease/purchase in a future year. Failure to comply with this provision will result in the department head/elected official becoming liable for any losses sustained by Calhoun County. 12. County employees wishing to purchase items from vendors doing business with Calhoun County should set up their own account with the vendors and not use Calhoun County's account. Calhoun County is exempt fiom state sales taxes; however county employees are not exempt. Any purchases made through Calhoun County for employees' personal use will be deducted from the invoice and the appropriate department head/elected official will be responsible for the payment of the amounts so deducted along with the appropriate sales taxes. 13. All office supplies, equipment and office machinery will be used only for business related to the operation of county offices and departments. Office equipment and supplies will not be removed from its assigned departmental location for any reason other than for business related to the operation of county offices and departments. 14. County employees, with the exception of members of the Commissioners' Court, will be allowed to bid on surplus property offered to the public at public auction, just as any other citizen of Calhoun County. 15. Department head/elected officials are expected to keep appropriate controls over the use of departmental equipment such as telephones, postage, copy machines, computers CALHOUN COUNTY PURCHASING POLICY PAGE 3 OF 6 and etc. to assure that use of this equipment is not abused and that Calhoun County is not incurring expense for the personal use of this equipment. 16. County employees traveling on official county business, who incur travel expenses, whether paid personally or through the use of a county credit card, must submit approved travel forms to the County Treasurer or Auditor within 5 days of the completion of the travel. Calhoun County's travel reimbursement plan is an "accountable plan" as outlined in the Internal Revenue Service's regulations. As such, the department head/elected official is responsible for determining what reimbursements for travel will be made by Calhoun County, however in the event that meals are reimbursed where the county employee was not required to spend the night at the travel location, then the meal reimbursement shall be considered additional compensation to the employee and reported on his earnings record as compensation in accordance with Internal Revenue Service regulations. Guidelines for travel are as follows: a. Calhoun County will reimburse actual expense incurred for meals and lodging if detailed receipts are kept by the employee and submitted with the appropriate travel expense form. b. If no detailed receipts are kept, reimbursement to the employee for meals only will be computed at the current federal standard CONUS rates allowable by the Internal Revenue Service for tax purposes for the following: i) Morning Meal ii) Noon Meal iii) Evening Meal In accordance with IRS regulations, the rates will be updated January 1, if applicable, and will be effective for travel during the calendar year. c. No reimbursement will be made for meals or lodging which have been paid by the conference, provided as part of the conference cost or which were not paid for by the employee under this plan. d. Calhoun County will reimburse actual expenses on travel by air, bus or train at the lowest available fares. Department heads/elected officials are responsible for determining the lowest available fares. Detailed receipts are required. e. Mileage reimbursement for authorized use of personal automobiles on county business will be computed at the current rate set by the Internal Revenue Service for tax purposes. f. Calhoun County will reimburse employees for other expense related to the purpose of such travel only if detailed receipts are kept and submitted with the appropriate travel expense form. Exceptions to this rule will be made for reasonable tipping and taxi fees. CALHOUN COUNTY PURCHASING POLICY PAGE 4 OF 6 g. It is the responsibility of each department head/elected official to utilize travel funds only for official county business. These funds are budgeted for the purpose of allowing county employees to attend various association meetings, training seminars, education seminars, other county related purposes and the required law enforcement travel relating to prisoners and probationers. It shall be the responsibility of each department head/elected official to see to the strict enforcement of this policy. h. County officials and employees assigned a County vehicle are prohibited from using such vehicle for personal use except for commuting or de minimis personal use. County officials and employees assigned a County vehicle will be required to sign an annual statement that provides the total amount of miles driven for commuting or that states there was no personal use of the vehicle. The County will report the value of personal use miles as compensation to the employee, calculated in accordance with the appropriate Internal Revenue Service guidelines. It is the official/employee's responsibility to be familiar with the Internal Revenue Service guidelines concerning personal use of employer -provided vehicles. The guidelines are available in Publication 463 at www.irs.gov. All officials/employees are responsible for maintaining appropriate records to substantiate the use of County - provided vehicles. Should it be determined by the Internal Revenue Service that these guidelines were not followed by the official/employee; the official/employee will be responsible for any penalties, interest, or other charges imposed by the Internal Revenue Service on Calhoun County as a result of the official/employee's failure to comply with the guidelines. i. County law enforcement personnel assigned a County vehicle are required to use the vehicle for commuting. Any personal use of a County vehicle by law enforcement personnel other than for commuting is prohibited. j. Commuting in exceptional circumstances may dictate that such travel is in the best interest of the County and fall within the requirement that travel be reasonably related to County business and therefore not considered as personal use. Travel to public functions such as dedications, civic ceremonies, County fairs, citizens meeting, etc. where attendance is in the interest of the County and not personal or political in nature is considered to be County business travel k. County officials/employees will be required to keep an accurate and timely log of any commuting or personal mileage. 17. Grant applications must be authorized by Commissioners Court. The department head/elected official who is awarded a grant shall adhere to all procurement guidelines, policies, and procedures in the application, assurances, award, and documentation of the state or federal grant. CALHOUN COUNTY PURCHASING POLICY PAGE 5 OF 6 The department head/elected official must strictly adhere to all procurement requirements of federal grants, programs, or allocations noted in the Circular OMB A- 133 and supplements as applicable by the Catalog of Federal Domestic Assistance (CFDA) Number. The CFDA number is provided for all federal funding sources. Where specific procurement direction is not provided for in OMB A-133 or supplements, the department head/elected official shall abide by the "common rile" which is published by each separate federal agency. The department head/elected official is responsible for checking the debarment status of all vendors before contracting with or making any purchases with funds from any federal grant. The Excluded Parties Listing Systems (EPLS) is an electronic database of parties excluded from federal procurement and non -procurement programs and is located at https://www.SAM.Gov. The EPLS identifies those parties excluded throughout the U.S. Government (unless otherwise noted) from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits. Prior to procuring or entering into contract(s) for any goods/services, the department head/elected official must check the debarment status of the vendor using the EPLS system (https://www.SAM.Gov) and document that verification has occurred. If the vendor is found to be debarred, the vendor may not be used for procurements utilizing federal funds. if the vendor is found not to be debarred the department head/elected official must print the screen from the EPLS indicating the vendor is not debarred and attach this documentation to the invoice when it is submitted to the county auditor for approval. This policy applies to the procurement of all good(s) or service(s) regardless of unit price or quantity. Furthermore, because vendors are being removed and new ones added on a daily basis, department head/elected officials are required to verify and attach documentation that the vendor is not debarred before issuing a new purchase order/check request, contract or single time purchase. CALHOUN COUNTY PURCHASING POLICY PAGE 6 OF 6 bids/proposals will be received by the county judge and will be opened in the office of the County Judge one week before the meeting at which the Commissioners' Court will consider the bids/proposals and will be available for study at the County Judge's office. A suggested order could be as follows: The Commissioners' Court hereby orders the approval of the accompanying specifications for the purchase of (item) with the opening of the bids)/proposal(s) to be in the County Judge's Office at 10:00 AM on (date one week before consideration) at which place they will be available for study until the Commissioners' Coxtrt 'considers them on (date of Commissioners' Court meeting). The Commissioners' Court will award the bid/proposal to the lowest and best bidder or best proposer taking into consideration the recommendation of the appropriate department head/elected official. After the bids/proposals have been awarded the department head/elected official may issue the necessary purchase order/request for payments. 5. County capital projects under $50,000 will be under the direction of the appropriate department head/elected 'official. All county capital projects over $50,000 will be under the direction of the county judge unless the Commissioners' Court, by order, appoints someone else to be responsible for the project. 6. All county employees will keep free from obligation by not accepting gifts or entertainment offered by any supplier for Calhoun County. 7. To be properly processed the purchase order/request for payment -must contain the following information: a. Date the purchase order/request for payment is originated, b. Vendor complete name aad address and telephone number; c. Department name and exact place where item is to be delivered: d. The department account number to which the expenditure is to be charged, e. The quantity desired; f. An exact description of the item and the use for which the item is to be put; g. Quoted price; h. Signature of the department head/elected official or his authorized representative. 8. The purchase order/request for payment should be prepared with three parts. The second part may be signed by the department headielected official and forwarded to the vendor supplying the goods/services or the department head/elected official may order the goods/services .by any other method of communication. The department should retain the third part for its records. The first part (original) should be held until the goods/services are received and verified as to quantity and amount._ After verifying that the goods/services are in order, the department head/elected official or his authorized representative should sign the purchase order/request for payment and submit it along with the vendor's invoice to the county treasurer's office for payment. CALHOUN COUNTY PURCHASING POLICY PAGE20P6 computers and etc. to assure that use of this equipment is not abused and that Calhoun County is not incurring expense for the personal use of this equipment. 16. County employees traveling on official county business, who incur travel expenses, whether paid personally or through the use of a county_ credit card, must submit approved travel forms to the County Treasurer or Auditor within'30 5 days of the .completion of the travel. Calhoun County's travel reimbursement plan is an "accountable plan" as outlined in the Internal Revenue Service's regulations. As such, the department head/elected official is responsible for determining what reimbursements for travel will be made by Calhoun County, however in the event that meals are reimbursed where the county employee was not required to spend the night at the travel location, then the meal reimbursement shall be considered additional compensation to the employee and reported on his earnings record as compensation in accordance with Internal Revenue Service regulations. Guidelines for travel are as follows: a. Calhoun County will reimburse actual expense incurred for bl meals and lodging if detailed receipts are kept by the employee and submitted with the appropriate travel expense form. b. If no detailed receipts are kept; reimbursement to the employee for bow=and ledgmo meals only will be computed at the current federal standard CONUS rates allowable by the Internal Revenue Service for tax purposes for the following: i) Morning Meal ii) Noon Meal iii) Evening Meal iv) Lodging In accordance with IRS regulations, the rates will be updated January 1, if applicable, and will be effective for travel during the calendar year. c. Employees should No reimbursement will be made for meals or lodging which have been paid by the conference, provided as part of the conference cost or which were not paid for by the employee under this plan. d. Calhoun County will reimburse actual expenses on travel by air, bus or train at the lowest available fares. Department heads/elected officials are responsible for determining the lowest available fares. Detailed receipts are required: e. Mileage reimbursement for authorized use of personal automobiles on county business will be computed at the current rate set by the Internal Revenue Service for tax purposes. f. Calhoun County will reimburse employees for other expense related to the purpose of such travel only if detailed receipts are kept and submitted with the appropriate travel expense form. Exceptions to this rule will be made for reasonable tipping and taxi fees. CALHOUN COUNTY PURCHASING POLICY PAGE40176 ELECTRONIC RECORDING PROCEDURES AGREEMENT WITH SIMPLIFILE FOR E-RECORDING WITH TYLER EAGLE PROGRAM AND AUTHORIZE COUNTY JUDGE TO SIGN AGREEMENT AND AUTHORIZE COUNTY TREASURER TO SIGN THE "SIMPLIFILE ACH CREDIT AUTHORIZATION": Commissioner Galvan made a motion to approve Electronic Recording Procedures Agreement with Simplifile for E-Recording with Tyler Eagle program and authorize County Judge to sign agreement and authorize County Treasurer to sign the "Simplifile ACH Credit Authorization". Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. KARINA MENCHACA, DEPUTY `' DESIREE GARZA, DEPUTY AMANDA RODRIGUEZ, DEPUTY `[�, FARLEIGH SUTTON, DEPUTY JOSIE SAMPSON, CHIEF DEPUTY ANNA M. GOODMAN COUNTY CLERK 211 S. ANN STREET STE 102, PORT LAVACA, TX 77979 (361)553-4411 August 5, 2016 Hon. Mike Pfeifer Calhoun County Judge Calhoun County Commissioners' Court RE: Agenda Item for Commissioners' Court — August 11, 2016 We would like to place the following item on the agenda: • Allow the Hon. Mike Pfeifer to sign the Simplifile `Electronic Recording Procedures" Agreement. This agreement is for E-Recording with the new Tyler Eagle program. • Allow the Hon. Rhonda Kokena to sign the "Simplifile ACH Credit Authorization". Respectfully, Anna M Goodman Calhoun County Clerk U:\AGoodman\AGENDA ITEMS\Agenda Item.080516.Simplifile Electronic Recording Procedures.00081116.doc Page 1 la Electronic Recording Procedures This Electronic Recording Procedures Statement Is dated �5f t f F-r-u2 by and between Receiver, the government recording office of Calhoun County Clerk , located at 211 S. Ann St., Port Lavaca, TX , and SIMPLIFILE LC, a submitting e-recording vendor located at 4844 North 300 West, Suite 202, Provo, Utah, 84604. This document outlines the procedures and rules for the trusted relationship between Simplifile and Receiver to facilitate a safe and secure Electronic Recording relationship. Simplifile will be delivering documents to Receiver fiom Simplifile's customers herein known as Submitter. Electronic Recording means the electronically -based submittal of documents by or through Simplifile to Receiver and electronically -based confirmation of recording from Recelver to Simplifile. Such transactions are categorized by levels of automation, described as follows: Level 1. Submitter transmits scanned image copies of Ink -signed documents to Receiver Level 2. Submitter transmits scanned images of ink -signed documents along with any required electronic indexing information to Receiver. Level 3. Submitter transmits documents which have been created, signed and notarized electronically, along with any required electronic indexing information. Within all of these levels, Receiver performs an examination of the electronic document, then either completes the recording process or rejects the documents and returns them to Submitter as Rejected. After recording, the electronic document is returned to Submitter as Recorded, with the original recording information contained thereon. Basic E-Recording Document Standards. Electronic recording permits documents to be prepared, signed and transmitted in electronic format, and electronically recorded documents shall be considered the "original" record of the transaction with the same intended legal effect as paper documents and, if any such document bears a digital of electronic signature, it shall be considered the same as paper documents bearing ink signatures. Electronic documents, compliant with state and federal e-sign legislation are acceptable for electronic recording. Simplifile and Receiver accept these electronic document protocols as standards for e-recording: 1. PRIA standards will be used. 2. Images will be In TIFF or PDF format, at Receiver's request. 3. Encryption will be 128-bit file and Image encryption. 4. Receiver may provide requirements for indexing data. 5. Documents that do not conform to Receiver's recording requirements may be rejected. 6. Rejected documents will be returned to Simplifile in electronic format with the reason(s) for rejection. 7. Non -conforming fees and/or rejection fees will not be charged without first returning the unrecorded documents to submitter to confirm acceptance of these fees prior to recording. 8. The rules for accepting, reviewing, and processing documents for recording are the same for electronic documents as with paper submissions. Slmpliflle's Duties. Electronic recordings by or through Simplifile shall conform to the requirements of Receiver's program. Farther, Simplifile® (a) Technical_ Coordination. Simplifile shall be responsible Tel coordinating all technical problems and issues between Receiver and Simplifile and its Submitter customer. There Is no cost to the Receiver, from Simplifile, for any services provided by Simplifile for e-recording. (b) Reporting. Simplifile will provide detailed data of each recording sufficient to reconcile fees associated with any/ all documents submitted by Simplifile for electronic recording. (C) Payment of Recording Fees. Recording fees are determined by the County and shall be paid electronically via ACH, unless other arrangements have been made. Recording fees will be deposited into the County's account after business hours on the day of the recording, or as agreed prior to Implementation. Receiver's Duties. Electronic recordings by or through Simplifile will be processed by Recelver under the terms noted herein. Further; (a) Availability. Receiver shall process electronically submitted documents during normal business hours. Receiver will notify Simplifile of the daily cut-off time. Receiver will attempt to notify Slmpllfile of service disruptions. (b) General Provisions. The following provisions, to be incorporated Into electronic recording processes by Receiver will ensure success of electronic recording. I. Receiver will not reject documents due to Incorrect indexing data provided by Submitter unless It affects the Receiver's ablllty to accurately calculate recording charges or verify the Image. Indexing data is provided to Receiver as a courtesy, not a requirement of the e-recording process. it. Receiver will make every effort to not void documents after they have been recorded and returned. If a document must be voided, Receiver will Immediately notify Simplifile. Ili. Receiver will notify Simplifile if there are changes In recording fees or recording requirements that might affect Simplifile or Its submitter customers. iv. Receiver shall apply the same level of diligence and recording standards In handling electronic documents as apply to paper documents. Implementation. During the implementation process, Receiver will provide Simplifile with information pertinent to the in of electronic recording, and will update said information as it may change fiom time to time. Any such information will be in addition to this agreement in support of the Implementation of e-recording between Receiver and Simplifile. Said information may include: (a) Document Types to be accepted for Electronic Recording; (b) Recording or Indexing Requirements, if any; (c) Receiver's Recording Hours of Operations; (d) ACH account information and/or payment requirements. (e) Contact Information for business, accounting and technical needs. (f) Up-to-date Fee schedule for all recording costs by document. General Disclaimers: Neither Receiver or Simplifile shall be liable to the other for any damages arising from any delay, omission or error in any recording submitted by or through Simplifile. Both parties understand that there are no warranties, express of implied, in connection with e-recording except as written herein. Receiver disclaims any liability for information electronically iransmitted to Receiver or any breach of security, fraud or deceit as a result of any electronic recording. No Waiver of Governmental_ Immunity. Nothing contained herein waives any protections that may be applicable to Receiver of any of its elected of appointed officials, employees, or agents under any applicable statutes or regulations providing governmental immunity, protections, defenses of limitations on liability Receiver or such related parties that are provided by law. SIMPLIFlLE I ELECTRONIC RECORDING PROCEDURES No Third. Patty Beneficiaries. The enforcement of the terms ofthis Agreement and all rights of action relating to such enforcement shall be reserved to the parties of this Agreement. Document conformity. Receiver shall be held harmless in any dispute concerning the accuracy, completeness and conformity to the paper originals of any documents electronically recorded. No Infrinoement. Neither party shall attempt to hack, reverse engineer, inspect, copy, or use for any other purpose, any hardware, software, or digital data belonging to the other party or used in the electronic recording process. Disputes. The parties shall attempt in good faith to resolve any controversy or claim arising out of or relating to electronic recording with Receiver through negotiation, followed by non -binding mediation, before resorting to litigation. Parties agree that this document shall be governed and enforced by the laws of (and within) the state In which the documents are e-recorded. EFFECTIVE the date written above. RECEIVER SIMPLIFILE LC Calhoun County By: By: By' nh p Michael Pfeifer N,mp Office/Capacity: CountyJudge Office/Capacity: Date: August 11, 2016 SIMPLIPILE I ELECTRONIC RECORDING PROCEDURES U • •MEE Recorder Contact Name and Information The recorder contact information will be entered on the Simpl'dlle, site. Name Anna M Goodman Title Calhoun County Clerk Email Address anna.goodman@calhouncotx.org Phone No. 361-553-4416 County Contact Name and Information The county contact will be a reference for submission questions and will resolve and review test doCnnlents. Narne Josie Sampson Title Chief Deputy Email Address josie.sampson@calhouncotx.org Phone No. 361-553-4418 Technical Contact Name and Information The technical contact is who Simplifle developers will be working with on the IT side. Name Ron Roger Title IT Coordinator Email Address ron.reger@calhouncotx.org Phone No. 361-553-4606 General Office Information County information will be posted on the Slmpllflle site for submitters, Website calhouncotx.org Recording Hours 8am-4pm (Monday -Friday) Street Address 211 S. Ann St. #102 City PortLavaca State Texas Zip Code 77979 Phone No. 361-553-4411 Fax No. 361-553-4420 III i plifile ACH Credit Authorizatiorl Signatory Authorization Declaration r� jC/, y/ �/ "� i 6�� 0l%Ul. !• YtOk�i� i as an authorized signatory for _ ii t � iOCk1l WtYty (County), by my signature below, authorize Simplifile, LC (Vendor) to initiate credit entries to my (our) Checking Account ❑ Savings Account at the account and financial institution named below, for payments due to County for recording fees as described in the user agreement between County and Vendor as those payments become due. Vendor will identify transactions with the Simplifle ID number 1010658627. I acknowledge that the electronic fund transfer transactions to the account must comply with the provisions of U.S. law. Signatory Authorization Declaration -r Namet•TZLl"i. "'a i0naI -1 __ Branch Q f ylrYiE t 1� � y Street Address6 eF t L`(tca.% �i •Ij r] City '�- L&L)�(' 0— State �rt • Zip Code 6�f227-! %,,f� ACH Routing No. t 3101:50 � 5 g�' Account No. AS 1 6�`+...,17 Td Name On Account I hook l P e & F6)e d1 This authorization is to remain in full force and effect until either party provides written notification to the other of its termination in such time and manner as to afford both parties and the Depository a reasonable opportunity to act on it. Signatory Authorization Declaration Name b—L) V I -G—, 66L9 Title r Phone ID orTax IDNumber '74 6oe)P -3 , City k E l &! CL:. State Zip Code ' r7'd 7q Signature 800.460.5657 sinnplifile.con's S]_I PIJ JI](' CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos. 1- 4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2016-91998 Simplifile, LC Provo, UT United States Date Filed: 07/28/2016 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Calhoun County Clerk Office Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify description of the services, goods, or other property to be provided under the contract. the contract, and provide a Electronic Recording Provide electronic recording of document services for Calhoun County 4 Name of Interested Party City, State, Country (place of business) Nature of interest (check applicable) Controlling I Intermediary Simplifile, LC Provo, UT United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP/SEAL ABOVE !!11 Y Sworn to and subscribed before me, by the said 'br t OurnhAm , this the 2U day of Jil, , 20 (b , to certify which, witness my hand and seal of office. �Jil/w TZ J2i 1 IYI.AU- Nd �o rN Sig ature of officer administering oath Printed' name of officer administering oath Title of off' er administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 CERTIFICATE OF INTERESTED PARTIES FORM 1295 Soft Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2016-91998 Date Filed: 07/28/2016 Date Acknowledged: 08/22/2016 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Simplifile, LC Provo, UT United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Calhoun County Clerk Office 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. Electronic Recording Provide electronic recording of document services for Calhoun County 4 Name of Interested Part Y City, State, Count lace of business tY� Country iP ) Nature of interest check applicable) ( Pp ) Controlling I Intermediary Simplifile, LC Provo, UT United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP / SEAL ABOVE Sworn to and subscribed before me, by the said , this the day of , 20 , to certify which, witness my hand and seal of office. Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277 SAVNS MAINTENANCE GRANT CONTRACT BETWEEN THE OFFICE OF THE ATTORNEY GENERAL AND CALHOUN COUNTY AND AUTHORIZE COUNTY JUDGE TO SIGN: Commissioner Galvan made a motion to approve the SAVNS Maintenance Grant Contract between the Office of the Attorney General and Calhoun County and authorize County Judge to sign. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. SAVNS MAINTENANCE GRANT CONTRACT BETWEEN THE OFFICE OF THE ATTORNEY GENERAL AND CALHOUN COUNTY OAG Contract No. 1770502 This contract is executed between the Office of the Attorney General (OAG) and Calhoun County (GRANTEE) for certain grant funds. The Office of the Attorney General and Calhoun County may be referred to in this contract individually as "Party" or collectively as "Parties." SECTION 1. PURPOSE OF THE CONTRACT The purpose of the OAG Statewide Automated Victim Notification Service (SAVNS) grant program is to assist Texas counties and other entities in maintaining a statewide system that will provide relevant offender release information, notification of relevant court settings or events, promote public safety and support the rights of victims of crime. To ensure a standard statewide service to all interested entities, including GRANTEE, the OAG makes grant funds available for eligible expenses related to services delivered to GRANTEE by the vendor, certified by the OAG, to provide certain SAVNS services to the GRANTEE. The OAG published a Request for Offer (RFO) for Statewide Automated Victim Services May 15, 2013. After an evaluation of offers, the OAG identified and certified a single vendor to provide statewide automated victim notification services. The initial term of the Vendor Certification is from September 1, 2013 to August 31, 2015. The OAG exercised its option and extended the term until August 31, 2017. The Vendor Certification includes the offer to perform the "Requested Scope of Services —Statement of Work Requirements and Terms and Conditions Applicable to the Vendor Certification" as well as the Pricing Model as provided in the BAFO. The vendor certified to provide the services is Appriss, Inc., ("Certified Vendor"), a Kentucky corporation authorized to do business in Texas. SECTION 2. TERM OF THE CONTRACT This contract shall begin on September 1, 2016 and shall terminate August 31, 2017, unless it is terminated earlier in accordance with Section 6 of this contract. SECTION 3. GRANTEE'S CONTRACTUAL SERVICES 3.1. Grantee Services Agreement. GRANTEE will execute a "Services Agreement," a contractual agreement, with the Certified Vendor to provide services consistent with the OAG Vendor Certification documents. The Services Agreement will include terms and conditions that SAVNS Contract - FY 2017 Page 1 of 18 are intended to provide the GRANTEE such rights and remedies as are necessary to ensure the delivery of the services from the Certified Vendor in accordance with the Scope of Services as stated in this contract and the OAG Vendor Certification documents. 3.2 Grantee Maintenance Plan. GRANTEE agrees to establish and follow a "Maintenance Plan." .The Maintenance Plan, at a minimum, will be designed to accomplish the following: make available offender information that is timely, accurate and relevant to support the SAVNS services; verify the Certified Vendors performance according to Services Agreement; .satisfactorily discharge GRANTEE's obligations as described in the Services Agreement; and identify and dedicate GRANTEE staff, resources and equipment necessary to maintain the SAVNS services in the Services Agreement. 3.3 GRANTEE Service Levels. In addition to other service levels that the GRANTEE may impose, GRANTEE will inspect, monitor and verify the performances required of the Certified Vendor as provided in the Services Agreement as well as this contract. GRANTEE will execute a Services Agreement or a Service Agreement (Renewal Notice) with the Certified Vendor, for the term of this contract. GRANTEE will verify that input data (the jail and court data elements used by the SAVNS system) is entered accurately and in a timely basis. GRANTEE will 'allow on -site monitoring visits to be conducted by OAG or its authorized representative. 3.4 Cooperation with Statewide Stakeholders. GRANTEE will reasonably cooperate with and participate in Statewide Stakeholder meetings and efforts to monitor and improve the SAVNS services on a statewide basis. GRANTEE may reasonably agree to designate third -parties to assist the OAG, GRANTEE and the other Statewide Stakeholders, in the overall monitoring, inspection and verification of the Certified Vendors performances. 3.5 Scope of Services. For the purpose of this contract, the requirements, duties and obligations contained in Section 3 of this contract are collectively referred to as the "Scope of Services". As a condition of reimbursement, GRANTEE agrees to faithfully, timely, and in a good and workman -like manner implement and maintain the services in compliance with the Scope of Services. GRANTEE shall bear full and sole responsibility for the integrity of the fiscal and programmatic management of its SAVNS program. SECTION 4. GRANTEE'S OBLIGATIONS AND REQUIRED REPORTS 4.1 General Matters 4.1.1 Required Reports; Form of Reports; Filings with the OAG. GRANTEE shall forward to the OAG the applicable reports on forms as specified by the OAG. GRANTEE shall ensure that it files each document or form required by the OAG in an accurate and timely manner. Unless filing dates are given herein, all other reports and other documents that GRANTEE is required to SAVNS Contract - FY 2017 Page 2 of 18 forward to the GAG shall be promptly forwarded. From time to time, the OAG may require additional information from GRANTEE. 4.1.2 Cooperation; Additional Information. GRANTEE shall cooperate fully with the OAG. In addition to the information contained in the required reports, other information may be required as requested by the OAG. 4.1.3 Notification of Changes in Organization, Changes in Authorized Official or Grant Contact. GRANTEE shall submit within ten (10) business days notice to the OAG of any change of the following: GRANTEE's name; contact information; key personnel, officer, director or partner; organizational structure; legal standing; or authority to do business in Texas. GRANTEE shall promptly notify the OAG, preferably in advance, of a change in address or main telephone number of GRANTEE. A change in GRANTEE's name requires an amendment to the contract. To change an Authorized Official, GRANTEE must submit a written request on GRANTEE's letterhead, with an original signature of someone with authority to act on behalf of GRANTEE. To change Grant Contact, GRANTEE must submit a written request on GRANTEE's letterhead signed by an Authorized Official. 4.1.4 Standards for Financial and Programmatic Management. GRANTEE and its governing body shall bear full and sole responsibility for the integrity of the fiscal and programmatic management of the organization including financial and programmatic policies and procedures. Such fiscal and programmatic management shall include but is not limited to the following: accountability for all funds and materials received from the OAG; compliance with OAG rules, policies and procedures, and applicable federal and state laws and regulations; and correction of fiscal and program deficiencies identified through self -evaluation and/or the OAG's monitoring processes. Ignorance of any contract provisions or other requirements referenced in this contract shall not constitute a defense or basis for waiving or failing to comply with such provisions or requirements. GRANTEE shall develop, implement, and maintain appropriate financial management and control systems. The systems must include budgets that adequately reflect all functions and resources necessary to carry out authorized activities and the adequate determination of costs; accurate and complete payroll, accounting, and financial reporting records; cost source documentation; effective internal and budgetary controls; allocation of costs; and timely and appropriate audits and resolution of any findings and applicable annual financial statements, including statements of financial position, activities, and cash flows, prepared on an accrual basis in accordance with Generally Accepted Accounting Principles (GAAP) or other recognized accounting principle. 4.1.5 Security and Confidentiality of Records. GRANTEE shall establish a method to secure the confidentiality of records required to be kept confidential by applicable federal or state law, rules or regulations. This provision shall not be construed as limiting the OAG's access to such SAVNS Contract - FY 2017 Page 3 of 18 records and other information 4.1.6 Public Information Act. GRANTEE acknowledges that information, documents, and communications created or exchanged in the provision of services required by this contract may be subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code, and may be subject to required disclosure in a publicly -accessible format pursuant to Section 2252.907 of the Texas Government Code. 4.2 Programmatic Reports 4.2.1 Service Reports. GRANTEE shall submit service delivery reports, programmatic performance reports and other reports, in the appropriate format and on a timely basis, as established by the OAG. GRANTEE will submit other reports as requested by the OAG. 4.2.2 Written Explanation of Variance. GRANTEE is required to provide a written explanation to the OAG on the quarterly statistical report for any year-to-date performance that varies from projected performance. In addition to the written explanation, GRANTEE shall promptly answer any questions of the OAG, whether in writing or otherwise, in connection with the quarterly and annual reports presented to the OAG. 4.2.3 Other Program Reports. GRANTEE shall cooperate fully in any social studies, fiscal or programmatic monitoring, auditing, evaluating, and other reviews pertaining to services rendered by GRANTEE, which may be conducted by the OAG or its designees. GRANTEE shall submit service delivery reports required by the contract or self -evaluations of performance and other reports requested by the OAG in appropriate format and on a timely basis and make available at reasonable times and for reasonable periods client records and other programmatic or financial records, books, reports, and supporting documents for reviewing and copying by the OAG or its designees. 4.2.4 "Problem Log." GRANTEE shall establish a "Problem Log" that records all problems noted with the SAVNS system, including, but not limited to, system down time, system outages, and equipment failure. The Problem Log will provide when the problem was identified, to whom the problem was referred, steps taken to resolve the problem and when the problem was resolved. 4.3 Financial Matters 4.3.1 Annual Budgets. With regard to the use of funds pursuant to this contract, GRANTEE will immediately review the budget for the fiscal year and the allowable expenditures, as shown on Exhibit A. 4.3.2 Requests for Reimbursement. REFER TO SECTION 4.3.5. FOR MORE INFORMATION ON REIMBURSEMENT RIGHTS AND PROCESSES - GRANTEE agrees to allow the OAG to pay the Certified Vendor directly, instead of the GRANTEE, for any reimbursements due the GRANTEE under this contract. OAG grant funds are paid on a SAVNS Contract - FY 2017 Page 4 of 18 cost reimbursement basis. Any payments made by the OAG shall not exceed the actual and allowable allocable costs of GRANTEE to obtain services from the Certified Vendor for services within the "scope of services" of this contract. GRANTEE will submit to the OAG requests for reimbursement for the actual and allowable allocable costs incurred by GRANTEE to obtain services from the Certified Vendor for services within the "scope of services" of this contract. GRANTEE is responsible for submitting its invoices to the OAG in an accurate and timely manner. The requests for reimbursement must be accompanied by supporting documentation as required by the OAG. The OAG may from time to time require different or additional supporting documentation. 4.3.3 Fiscal Year End Required Reports. On or before October 15, 2016, GRANTEE will submit fiscal year end required reports. a. Record of Reimbursement. GRANTEE will submit a reconciled record of its expenses for the prior fiscal year. b. Equipment Inventory Report. GRANTEE will submit an Equipment Inventory Report which provides a record of the current inventory of items purchased, disposed of, replaced or transferred for any equipment that was purchased with grant funds. 4.3.4 Annual Independent Financial Audit Report. Unless otherwise noted on Exhibit B (Special Conditions), GRANTEE shall timely submit to the OAG a copy of its annual independent financial audit The timely submission to the OAG is on or before nine (9) months after the end of GRANTEE's accounting year. Unless, otherwise noted on Exhibit B (Special Conditions), GRANTEE will contract with an independent CPA firm to perform an annual financial audit engagement. If applicable, GRANTEE's independent CPA firm will determine the type of annual financial audit, which may include a compliance attestation in accordance with the requirements of 2 CFR Part 200 titled Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and/or Texas Single Audit Circular (Single Audit or non -Single Audit financial audit). If applicable, GRANTEE will provide the OAG with any and all annual independent financial audits or audited financial statements, related management letters, and management responses of GRANTEE. 4.3.5 Assignment Of Rights Of Payment And Reimbursement Details. THE FOLLOWING PROVISIONS SPECIFICALLY APPLY TO THIS CONTRACT: a. GRANTEE agrees to allow the OAG to pay the Certified Vendor directly, instead of the GRANTEE, for any reimbursements due the GRANTEE under this contract. GRANTEE EXPRESSLY ASSIGNS ANY AND ALL RIGHTS OF PAYMENT UNDER THIS CONTRACT TO THE CERTIFIED VENDOR. b. The Certified Vendor will send its "Service Agreement Renewal Notice" (or other similar document) and invoice (either annually or quarterly which detail the amount due SAVNS Contract - FY 2017 Page 5 of 18 for each quarter) to GRANTEE by September 1, 2016. The Certified Vendor will notify the OAG within twenty (20) days of the notices being sent that they were sent. C. GRANTEE shall submit an invoice to the OAG for the prior quarter by the fifth (5th) of the next month following the end of each quarter. The quarters for FY2017 end on November 30, February 28, May 31, and August 31. GRANTEE shall include verification with its invoice to the OAG stating that the GRANTEE received the services from the Certified Vendor during the preceding quarter. d. The OAG will forward to the Certified Vendor the payments due to the GRANTEE from the OAG for services provided by the Certified Vendor as required by this contract. e. The OAG will only pay a quarterly reimbursement payment in arrears after verification from the GRANTEE that services from the Certified Vendor were provided. f. The OAG will process and forward payments to the Certified Vendor each quarter during FY2017 for invoices received from the GRANTEE that include the appropriate verification along with its invoice. The quarterly payment will be made for invoices received by the OAG by the fifth (5th) day of the month following the end of the quarter, as defined above. The payment will be generated no later than the thirtieth (30th) day after the fifth (5th) day of the month following the end of the quarter, as defined above. If an invoice is submitted after the fifth (5th) day of the month following the end of the quarter, the invoice may not be paid until the next quarter, as defined above. The OAG will follow up at least once with any GRANTEE that has not returned its paperwork by the designated deadline for any quarter. The OAG will contact the GRANTEE by the tenth (1 Oth) day of the next month following the end of each quarter. g. If the GRANTEE does not submit the required invoice and verification prior to the quarterly deadline defined above, the OAG will process payment in accordance with Section 4.3.5(f). h. If GRANTEE does not submit the required invoice and verification to the OAG within forty-five (45) days of the next month following the end of any quarter, the OAG will determine what steps will be taken next, including placing the grant contract on financial hold or terminating the grant contract. If an OAG grant contract is placed on financial hold or terminated, the GRANTEE remains responsible for any contractual obligation it has with Certified Vendor. The OAG will not be responsible for collection efforts on behalf of the Certified Vendor. 4.3.6 Close Out Invoice GRANTEE shall submit a final invoice not later than the earlier of (1) forty-five (45) calendar days after termination of this contract; or (2) forty-five (45) calendar days after the end of each state fiscal year. SAVNS Contract - FY 2017 Page 6 of 18 4.3.7 Refunds and Deductions. If the OAG determines that an overpayment of grant funds under this contract has occurred, such as payments made inadvertently or payments made but later determined to not be actual and allowable allocable costs, the OAG may seek a refund from GRANTEE and/or the Certified Vendor. The OAG may offset and deduct the amount of the overpayment from any amount due to be paid, but not yet paid by the OAG under this contract. The OAG may choose to require a payment directly from GRANTEE and/or the Certified Vendor rather than offset and deduct a specified amount. GRANTEE and/or the Certified Vendor shall refund any overpayment to the OAG within thirty (30) calendar days of the receipt of the notice of the overpayment from the OAG unless an alternate payment plan is specified by the OAG. 4.3.8 Purchase of Equipment; Maintenance and Repair; Title upon Termination. GRANTEE shall not give any security interest, lien or otherwise encumber any item of equipment purchased with contract funds. GRANTEE shall permanently identify all equipment purchased under this contract by appropriate tags or labels affixed to the equipment. GRANTEE shall maintain a current inventory of all equipment, which shall be available to the OAG at all times upon request, however, as between the OAG and Grantee title for equipment will remain with Grantee. GRANTEE will maintain, repair, and protect all equipment purchased in whole or in part with grant funds under this contract so as to ensure the full availability and usefulness of such equipment. In the event GRANTEE is indemnified, reimbursed, or otherwise compensated for any loss of, destruction of, or damage to the equipment purchased under this contract, it shall use the proceeds to repair or replace said equipment. 4.3.9 Direct Deposit. GRANTEE may make a written request to the OAG to be placed on Direct Deposit status by completing and submitting to the OAG the State Comptroller's Direct Deposit Authorization Form. After the direct deposit request is approved by the OAG and the setup is completed on the Texas Identification Number System by the State Comptroller's Office, payment will be remitted by direct deposit and the OAG will discontinue providing GRANTEE with copies of reimbursement vouchers. SECTION 5. OBLIGATIONS OF OAG 5.1 Monitoring. The OAG is responsible for closely monitoring GRANTEE to ensure the effective and efficient use of grant funds to accomplish the purposes of this contract. 5.2 Maximum Liability of OAG. The maximum liability of the OAG is contained in the attached Exhibit A. Any change to the maximum liability must be supported by a written amendment to this contract. 5.3 Payment of Authorized Costs. hi accordance with the terms of this contract, the OAG will pay costs pursuant to this contract. The OAG is not obligated to pay unauthorized costs. SAVNS Contract - FY 2017 Page 7 of 18 5.4 Contract Not Entitlement or Right. Reimbursement with contract funds is not an entitlement or right. Reimbursement depends, among other things, upon strict compliance with all terms, conditions and provisions of this contract. The OAG and GRANTEE agree that any act, action or representation by either party, their agents or employees that purports to increase the maximum liability of the OAG is void, unless a written amendment to this contract if first executed. GRANTEE agrees that nothing in this contract will be interpreted to create an obligation or liability of the OAG in excess of the funds delineated in this contract. 5.5 Funding Limitation. GRANTEE agrees that funding for this contract is subject to the actual receipt by the OAG of grant funds (state and/or federal) appropriated to the OAG. GRANTEE agrees that the grant funds, if any, received from the OAG are limited by the term of each state biennium and by specific appropriation authority to and the spending authority of the OAG for the purpose of this contract. GRANTEE agrees that notwithstanding any other provision of this contract, if the OAG is not appropriated the funds or if the OAG does not receive the appropriated funds for this grant program, or if the funds appropriated to the OAG for this grant program are required to be reallocated to fund other state programs or purposes, the OAG is not liable to pay the GRANTEE any remaining balance on this contract. SECTION 6. TERMINATION 6.1 Termination for Convenience. Either Party may, at its sole discretion, terminate this contract, without recourse, liability or penalty, upon thirty (30) calendar days notice to the other Party. 6.2 Termination for Cause. In the event that GRANTEE fails to perform or comply with an obligation of the terms, conditions and provisions of this contract, the OAG may, upon written notice of the breach to GRANTEE, immediately terminate all or any part of this contract. 6.3 Termination Not Exclusive Remedy; Survival of Terms and Conditions. Termination is not an exclusive remedy, but will be in addition to any other rights and remedies provided in equity, by law, or under this contract. Termination of this contract for any reason or expiration of this contract shall not release the Parties from any liability or obligation set forth in this contract that is expressly stated to survive any such termination or by its nature would be intended to be applicable following any such termination. The following terms and conditions, (in addition to any others that could reasonably be interpreted to survive but are not specifically identified), survive the termination or expiration of this contract: Sections 4, 5, 7, 11 and 12. 6.4 Refunds to OAG by GRANTEE. If the GRANTEE terminates for convenience under Section 6.1, or if the OAG terminates under Sections 6.1 or 6.2 before the purpose of this contract is accomplished, then the OAG may require the GRANTEE and/or the Certified Vendor to refund SAVNS Contract - FY 2017 Page 8 of 18 all or some of the grant funds paid under this contract, for the funds representing the number of months of SAVNS services previously invoiced and paid by the OAG under this contract. 6.5 Notices to Certified Vendor. Any termination of this contract will also be forwarded by the terminating party to the Certified Vendor. SECTION 7. AUDIT RIGHTS; RECORDS RETENTION 7.1 Duty to Maintain Records. GRANTEE shall maintain adequate records that enable the OAG to verify all reporting measures and requests for reimbursements related to this contract. GRANTEE also shall maintain such records as are deemed necessary by the OAG, OAG's auditor, the State Auditor's Office or other auditors of the State of Texas, the federal government, or such other persons or entities designated by the OAG, to ensure proper accounting for all costs and performances related to this contract. 7.2 Records Retention. GRANTEE shall maintain and retain records for a period of seven (7) years after the contract is completed or expires, or all issues that arise from any litigation, claim, negotiation, audit, open records request, administrative review, or other action involving the contract or documents are resolved. The records include, but may not be limited to, the contract, any contract solicitation documents, any documents that are necessary to fully disclose the extent of services provided under this contract, any daily activity reports and time distribution and attendance records and other records that may show the basis of the charges made or performances delivered. 7.3 Audit Trails. GRANTEE shall maintain appropriate audit trails to provide accountability for all reporting measures and requests for reimbursement. Audit trails maintained by GRANTEE will, at a minimum, identify the supporting documentation prepared by GRANTEE to permit an audit of its systems. GRANTEE's automated systems, if any, must provide the means whereby authorized personnel have the ability to audit and to verify contractually required performances and to establish individual accountability for any action that can potentially cause access to, generation of, or modification of confidential information. 7.4 Access and Audit. At the request of the OAG, GRANTEE shall grant access to and make available all paper and electronic records, books, documents, accounting procedures, practices, and any other items relevant to the performance of this contract, compliance with applicable state or federal laws and regulations, and the operation and management of GRANTEE to the OAG or its designees for the purposes of inspecting, auditing, or copying such items. GRANTEE will direct any other entity, person, or contractor receiving funds directly under this contract or through a subcontract under this contract to likewise permit access to, inspection of, and reproduction of all books, records, and other relevant information of the entity, person, or contractor(s) that pertain to this contract. All records, books, documents, accounting procedures, practices, and any other items, in whatever form, relevant to the performance of this contract, shall be subject to examination or audit. Whenever practical as determined at the sole discretion of the OAG, the SAVNS Contract - FY 2017 Page 9 of 18 OAG shall provide GRANTEE with up to five (5) business days advance notice of any such examination or audit. 7.5 State Auditor. In addition to and without limitation on the other audit provisions of this contract, pursuant to Section 2262.154 of the Texas Government Code, the State Auditor's Office may conduct an audit or investigation of GRANTEE or any other entity or person receiving funds from the State directly under this contract or indirectly through a subcontract under this contract. The acceptance of funds by GRANTEE or any other entity or person directly under this contract or indirectly through a subcontract under this contract acts as acceptance of the authority of the State Auditor's Office, under the direction of the Legislative Audit Committee, to conduct an audit or investigation in connection with those funds. Under the direction of the Legislative Audit Committee, GRANTEE or another entity that is the subject of an audit or investigation by the State Auditor's Office must provide the State Auditor's Office with access to any information the State Auditor's Office considers relevant to the investigation or audit. GRANTEE further agrees to cooperate fully with the State Auditor's Office in the conduct of the audit or investigation, including providing all records requested. GRANTEE shall ensure that this paragraph concerning the authority to audit funds received indirectly by subcontractors through GRANTEE and the requirement to cooperate is included in any subcontract it awards. The State Auditor's Office shall at any time have access to and the right to examine, audit, excerpt, and transcribe any pertinent books, documents, working papers, and records of GRANTEE related to this contract. 7.6 Location. Any audit of records shall be conducted at GRANTEE's principal place of business and/or the location(s) of GRANTEE's operations during GRANTEE's normal business hours. GRANTEE shall provide to OAG or its designees, on GRANTEE's premises (or if the audit is being performed of a subcontractor, the subcontractor's premises if necessary) private space, office furnishings (including lockable cabinets), telephone and facsimile services, utilities and office -related equipment and duplicating services as OAG or its designees may reasonably require to perform the audits described in this contract. SECTION 8. SUBMISSION OF INFORMATION TO THE OAG The OAG will designate methods for submission of information to the OAG by GRANTEE. The OAG generally requires submission of information via email or hard copy format. Some reporting requirements must occur via the intemet and/or a web -based data collection method. 8.1 Programmatic Reports, Notices and Information (excluding Financial Reports). All quarterly statistical reports, annual performance reports, correspondence, and any other reports, notices or information, except financial reports specified below, must be submitted via email to: OAG-Grants@tcxasattoincygeneral.gov If requested or approved by the OAG, other programmatic reports may be submitted to: SAVNS Contract - FY 2017 Page 10 of 18 Program Manager — Contracts and Asset Management Division Office of the Attorney General Mail Code 005 Post Office Box 12548 Austin, Texas 78711-2548 8.2 Financial Reports (excluding Programmatic Reports, Notices and Information). All financial status reports, requests for reimbursement, audits, and inventory reports, must be submitted in hard copy format to: Financial Manager — Contracts and Asset Management Division Office of the Attorney General Mail Code 005 Post Office Box 12548 Austin, Texas 78711-2548 The Annual Independent Financial Audit and related documents, as well as any other reports, if requested or approved by the OAG, may be submitted to: OAG-Grants@texasattorneygeneral.gov SECTION 9. CORRECTIVE ACTION PLANS AND SANCTIONS The Parties agree to make a good faith effort to identify, communicate and resolve problems found by either the OAG or GRANTEE. 9.1 Corrective Action Plans. If the OAG finds deficiencies in GRANTEE's performance under this contract, the OAG, at its sole discretion, may impose one or more of the following remedies as part of a corrective action plan: increase of monitoring visits; require additional or more detailed financial and/or programmatic reports be submitted; require prior approval for expenditures; require additional technical or management assistance and/or make modifications in business practices; reduce the contract amount; and/or terminate this contract. The foregoing are not exclusive remedies, and the DAG may impose other requirements that the OAG determines will be in the best interest of the State. 9.2 Financial Hold. Failure to comply with submission deadlines for required reports, invoices, or other requested information may result in the OAG, at its sole discretion, placing GRANTEE on immediate financial hold without further notice to GRANTEE and without first requiring a corrective action plan. No reimbursements will be processed until the requested information is submitted. If GRANTEE is placed on financial hold, the OAG, at its sole discretion, may deny reimbursement requests associated with expenses incurred during the time GRANTEE was placed on financial hold. SAVNS Contract - FY 2017 Page 11 of 18 9.3 Sanctions. In addition to financial hold, the OAG, at its sole discretion, may impose other sanctions without first requiring a corrective action plan. The OAG, at its sole discretion, may impose sanctions, including, but not limited to, withholding or suspending funding, offsetting previous reimbursements, requiring repayment, disallowing claims for reimbursement, reducing funding, terminating this contract and/or any other appropriate sanction. 9.4 No Waiver. Notwithstanding the imposition of corrective actions, financial hold and/or sanctions, GRANTEE remains responsible for complying with the contract terms and conditions. Corrective action plans, financial hold and/or sanctions do not excuse or operate as a waiver of prior failure to comply with this contract. SECTION IO. GENERAL TERMS AND CONDITIONS 10.1 Federal and State Laws, Rules and Regulations, Directives, Guidelines, Code of Federal Regulations (CFR) and Other Relevant Authorities. GRANTEE agrees to comply with all applicable federal and state laws, rules and regulations, directives, guidelines, 2 CFR Part 200, and any other authorities relevant to the performance of GRANTEE under this contract. 10.2 Uniform Grant Management Act, UGMS and Applicable Standard Federal and State Certifications and Assurances. GRANTEE agrees to comply with applicable laws, executive orders, regulations and policies as well as Texas Government Code, Chapter 783, and the Uniform Grant Management Standards (UGMS). Further, GRANTEE agrees to comply with the applicable OAG Certifications and Assurances, as contained in the Application Kit, including, but not limited to, the equal employment opportunity program certification, disclosure and certification regarding lobbying, non -procurement debarment certification, drug -free workplace certification, annual single audit certification, compliance with annual independent financial audit filing requirement, compliance with UGMS and the applicable 2 CFR Part 200, return of grant funds in the event of loss or misuse, and conflict of interest. 10.3 Generally Accepted Accounting Principles or Other Recognized Accounting Principles. GRANTEE shall adhere to Generally Accepted Accounting Principles (GAAP) promulgated by the American Institute of Certified Public Accountants, unless other recognized accounting principles are required by GRANTEE and agreed to by the OAG, in advance. GRANTEE shall follow OAG fiscal management policies and procedures in processing and submitting requests for reimbursement and maintaining financial records related to this contract. 10.4 Conflicts of Interest; Disclosure of Conflicts. GRANTEE has not given, or offered to give, nor does GRANTEE intend to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant or employee of the OAG, at any time during the negotiation of this contract or in connection with this contract, except as allowed under relevant state or federal law. GRANTEE will establish safeguards to prohibit its employees from using their positions for a purpose that constitutes or presents the appearance of a personal or organizational conflict of interest or personal gain. SAVNS Contract - FY 2017 Page 12 of 18 GRANTEE will operate with complete independence and objectivity without an actual, potential or apparent conflict of interest with respect to its performance under this contract. GRANTEE must disclose, in writing, within fifteen (15) calendar days of discovery, any existing or potential conflicts of interest relative to its performance under this contract. 10.5 Compliance with Regulatory and Licensing Bodies. GRANTEE agrees that it has obtained all licenses, certifications, permits and authorizations necessary to perform the responsibilities of this contract and currently is in good standing with all regulatory agencies that regulate any or all aspects of GRANTEE's business or operations. GRANTEE agrees to remain in good standing with the Texas Secretary of State, the Texas Comptroller of Public Accounts and federal governmental bodies related to GRANTEE's right to conduct its business in Texas. GRANTEE agrees to comply with all applicable licenses, legal certifications, inspections, and any other applicable local ordinance or state or federal laws. SECTION 11. SPECIAL TERMS AND CONDITIONS 11.1 Independent Contractor Status; Indemnity and Hold Harmless Agreement. GRANTEE expressly agrees that it is an independent contractor and under no circumstances shall any owner, incorporator, officer, director, employee, or volunteer of GRANTEE be considered a state employee, agent, servant, joint venturer, joint enterpriser or partner of the OAG or the State of Texas. GRANTEE agrees to take such steps as may be necessary to ensure that each contractor of GRANTEE will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, joint enterpriser or partner of the OAG. All persons furnished, used, retained, or hired by or on behalf of GRANTEE or any of GRANTEE's contractors shall be considered to be solely the employees or agents of GRANTEE or GRANTEE's contractors. GRANTEE or GRANTEE's contractors shall be responsible for ensuring that any and all appropriate payments are made, such as unemployment, workers compensation, social security, any benefit available to a state employee as a state employee, and other payroll taxes for such persons, including any related assessments or contributions required by law. GRANTEE or contractors are responsible for all types of claims whatsoever due to actions or performance under this contract, including, but not limited to, the use of automobiles or other transportation by its owners, incorporators, officers, directors, employees, volunteers or any third parties. To the extent allowed by law, GRANTEE and/or contractors will indemnify and hold harmless the OAG and/or the State of Texas from and against any and all claims arising out of actions or performance of GRANTEE OR GRANTEE's contractors under this contract. To the extent allowed by law, GRANTEE agrees to indemnify and hold harmless the OAG and/or the State of Texas from any and all liability, actions, claims, demands, or suits, and all related costs, attorney fees, and expenses, that arise from or are occasioned by the negligence, misconduct, or wrongful act or omission of GRANTEE, its employees, representatives, agents, or subcontractors in their performance under this SAVNS Contract - FY 2017 Page 13 of 18 contract. 11.2 Publicity. GRANTEE shall not use the OAG's name or refer to the OAG directly or indirectly in any media release, public service announcement or public service disclosure relating to this contract or any acquisition pursuant hereto, including in any promotional or marketing materials, without first obtaining written consent from the OAG. This section is not intended to and does not limit GRANTEE's ability to comply with its obligations and duties under the Texas Open Meetings Act and/or the Texas Public Information Act. 11.3 Intellectual Property. GRANTEE understands and agrees that where funds obtained under this contract may be used to produce original books, manuals, films, or other original material and intellectual property, GRANTEE may copyright such material subject to the royalty - free, non-exclusive, and irrevocable license which is hereby reserved by the OAG and granted by GRANTEE to the OAG or the state (or federal government, if federal funds are expended in this grant) government. The OAG is granted an unrestricted right to use, copy, modify, prepare derivative works, publish and distribute, at no additional cost to the OAG, in any manner the OAG deems appropriate at its sole discretion, any component of such intellectual property made the subject of this contract. 11.4 Program Income. Gross income directly generated from the grant funds through a project or activity performed under this contract is considered program income. Unless otherwise required under the terms of this contract, any program income shall be used by GRANTEE to further the program objectives of the project or activity funded by this grant, and the program income shall be spent on the same project or activity in which it was generated. GRANTEE shall identify and report this income in accordance with the OAG's reporting instructions. GRANTEE shall expend program income during this contract term; program income not expended in this contract term shall be refunded to the OAG. 11.5 No Supplanting. GRANTEE shall not supplant or otherwise use funds from this contract to replace or substitute existing funding from other sources that also supports the activities that are the subject of this contract. 11.6 No Solicitation or Receipt of Funds on Behalf of OAG. It is expressly agreed that any solicitation for or receipt of funds of any type by GRANTEE is for the sole benefit of GRANTEE and is not a solicitation for or receipt of funds on behalf of the OAG or the Attorney General of the State of Texas. 11.7 No Subcontracting or Assignment Without Prior Written Approval of OAG. OTHER THAN AS SPECIFICALLY ALLOWED IN THIS CONTRACT IN THAT GRANTEE UNDERSTANDS AND AGREES TO ASSIGN ITS RIGHT TO RECEIVE ANY AND ALL REIMBURSEMENT PAYMENTS TO THE CERTIFIED VENDOR, GRANTEE may not subcontract or assign any of its rights or duties under this contract without the prior written approval of the OAG. It is within the OAG's sole discretion to approve any subcontracting or assignment. SAVNS Contract - FY 2017 Page 14 of 18 11.8 No Grants to Certain Organizations. GRANTEE confirms by executing this contract that it does not make contributions to campaigns for elective office or endorse candidates. 11.9 No Waiver of Sovereign Immunity. The Parties agree that no provision of this contract is in any way intended to constitute a waiver by the OAG or the State of Texas of any immunities from suit or from liability that the OAG or the State of Texas may have by operation of law. 11.10 Governing Law; Venue. This contract is made and entered into in the State of Texas. This contract and all disputes arising out of or relating thereto shall be governed by the laws of the State of Texas, without regard to any otherwise applicable conflict of law rules or requirements. Except where state law establishes mandatory venue, GRANTEE agrees that any action, suit, litigation or other proceeding (collectively "litigation") arising out of or in any way relating to this contract shall be commenced exclusively in the Travis County District Court or the United States District Court in the Western District, Austin Division, and to the extent allowed by law, hereby irrevocably and unconditionally consents to the exclusive jurisdiction of those courts for the purpose of prosecuting and/or defending such litigation. GRANTEE hereby waives and agrees not to assert by way of motion, as a defense, or otherwise, in any suit, action or proceeding, any claim that GRANTEE is not personally subject to the jurisdiction of the above -named courts; the suit, action or proceeding is brought in an inconvenient forum; and/or the venue is improper. 11.11 U.S. Department of Homeland Security's E-Verify System. GRANTEE will ensure that it utilizes the U.S. Department of Homeland Security's E-Verify system to determine the eligibility of any new employee hired after the effective date of this agreement who will be working on any matter covered by this agreement. 11.12 Special Conditions. Exhibit B is attached and incorporated herein, and applicable to this contract. If any Special Conditions are imposed by the OAG, those provisions will be reflected on the attached Exhibit B. SECTION 12. CONSTRUCTION OF CONTRACT AND AMENDMENTS 12.1 Construction of Contract. The provisions of Section 1 are intended to be a general introduction to this contract. To the extent the terms and conditions of this contract do not address a particular circumstance or are otherwise unclear or ambiguous, such terms and conditions are to be construed consistent with the general objectives, expectations and purposes of this contract. 12.2 Entire Agreement, including All Exhibits. This contract, including all exhibits, reflects the entire agreement between the Parties with respect to the subject matter therein described, and there are no other representations (verbal or written), directives, guidance, assistance, understandings or agreements between the Parties related to such subject matter. By executing this contract, GRANTEE agrees to strictly comply with the requirements and obligations of this contract, including all exhibits. SAVNS Contract - FY 2017 Page 15 of 18 12.3 Amendment. This contract shall not be modified or amended except in writing, signed by both parties. Any properly executed amendment of this contract shall be binding upon the Parties and presumed to be supported by adequate consideration. 12.4 Partial Invalidity. If any term or provision of this contract is found to be illegal or unenforceable, such construction shall not affect the legality or validity of any of its other provisions. The illegal or invalid provision shall be deemed severable and stricken from the contract as if it had never been incorporated herein, but all other provisions shall continue in full force and effect. 12.5 Non -waiver. The failure of any Party to insist upon strict performance of any of the terms or conditions herein, irrespective of the length of time of such failure, shall not be a waiver of that party's right to demand strict compliance in the future. No consent or waiver, express or implied, to or of any breach or default in the performance of any obligation under this contract shall constitute a consent or waiver to or of any breach or default in the performance of the same or any other obligation of this contract. 12.6 Official Capacity. The Parties stipulate and agree that the signatories hereto are signing, executing and performing this contract only in their official capacity. OFFICE OF THE ATTORNEY CALHOUN COUNTY GENERAL Printed Name: Office of the Attorney General SAVNS Contract - FY 2017 Page 16 of 18 Printed Name: Michael J. Pfeifer Authorized Official County Judge SAVNS MAINTENANCE GRANT CONTRACT BETWEEN THE OFFICE OF THE ATTORNEY GENERAL AND CALHOUN COUNTY EXHIBIT A Population Size: Small OAG Contract No. 1770502 The total liability of the OAG for any type of liability directly or indirectly arising out of this contract and in consideration of GRANTEE'S full, satisfactory and timely performance of all its duties, responsibilities, obligations, liability, and for reimbursement by the OAG for expenses, if any, as set forth in this contract or arising out of any performance herein shall not exceed the following: Maximum Total Grant Funds Event Cost for Jail Cost for Courts Number of SHALL NOT Months EXCEED Standard Maintenance $5,273.28 $930.00 12 $6,203.28 Phase AS PROVIDED BY THIS CONTRACT, GRANTEE SPECIFICALLY UNDERSTANDS AND AGREES TO ASSIGN ITS RIGHT TO RECEIVE ANY AND ALL REIMBURSEMENT PAYMENTS UNDER THIS CONTRCT TO THE CERTIFIED VENDOR. The maximum number of months is provided above. The OAG is not obligated to pay for services prior to the commencement or after the termination of this contract. SAVNS Contract - FY 2017 Page 17 of 18 SAVNS MAINTENANCE GRANT CONTRACT BETWEEN THE OFFICE OF THE ATTORNEY GENERAL AND CALHOUN COUNTY OAG Contract No. 1770502 EXHIBIT B SPECIAL CONDITIONS Special Conditions are imposed by the OAG, at its sole discretion. In addition to the ones identified in this exhibit to this contract, the OAG may, at its sole discretion, impose additional special conditions, with or without notice, without amending this contract. The OAG is placing GRANTEE on immediate financial hold, without further notice, until all Special Conditions, if any, listed in this Exhibit are met. The following Special Conditions apply to this contract: • None SAVNS Contract - FY 2017 Page 18 of 18 TAC INSURANCE SETTLEMENT IN THE AMOUNT OF $344,511.30 FOR TROPICAL STORM BILL PIERS AND BULKHEAD REPAIR: Commissioner Galvan made a motion to accept TAC insurance settlement in the amount of $344,511.30 for Tropical Storm Bill piers and bulkhead repair. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. Susan Riley From: Cindy Mueller <cindy.mueller@calhouncotx.org> Sent: Friday, July 29, 2016 3:14 PM To: 'Susan Riley' Cc: Donald K. Gray, ARM; Kenny Finster; mike pfeifer; neil fritsch; roger galvan; vern lyssy Subject: Agenda Item Request Please place the following item on the agenda for August 11, 2016: e CATNA to accept TAC insurance settlement in amount of $344,511.30 for Tropical Storm Bill piers and bulkhead repair. Cindy Mueller Calhoun County Auditor 202 S. Ann, Suite B Port Lavaca, TX 77979 Phone 361.553.4610 Fax 361.553.4614 ACCEPT PAYMENT OF $30,674.24 FROM THE TEXAS STATE COMPTROLLER FOR CAPITAL CREDITS: Judge Pfeifer made a motion to accept payment of $30,674.24 from the Texas State Comptroller for capital credits. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. uuunry rtequest for Capital Credits -----------"— --� County name Calhoun County County 74-6001923 ------------------.__— _ Authorized by ❑ Judge IN Commissioners Court Name of County Judge Michael J. Pfeifer --- ------ ------------ _..__ Approved Date__ 04-14—L[:)16 Send the requested funds to: Address 211 S. Ann Street, Suite 301 CI Port T,avaca TX p 77y79 ----------------- ------ City ------avaca — State Zi I acknowledge that the purpose of the funds is in compliance with provisions of Texas Local Government Code Section 381.004. Name Michael J. Pfeifer County Judge 361-553-4600 i _- ._...-------- Title o�....,.. Signature You may submit [his form by mail, fax or email by May 1, 2016. Date 04-14-2016 i Mail Texas Comptroller of Public Accounts Fax 512-475-3609 j Unclaimed Property Division Email tai.williams@cpa.texas.gov Holder Reporting Section P.O. Box 12019 Austin, Texas 78711-2019 -- ------------�------- ____ -------/--`------------------------ FOR GOMPPTR/O��LLER'S USE ONLY: We are authorized to release G01 of the total amouRt available to your county. We will send a $3QD_% 2ifayment to the. address provided above. By requesting funds, you have certified that they will be used in compliance with the provisions of Texas Local Government Cade Section 381.004, n Comptroller's Representative. -.—i/,,.., /%----- ,% J Date This publication is intended as a general guide and not as a comprehensive resource on the subjects covered. It is not a substitute for legal advice. PUo:IIVO0 AIR a. Id 13. 3ennu0.f:!. 701, THE STATE OF TEXAS PAYMENT INFORMATION INVOICE NUMBER INVOICE DATE INVOICE DESCRIPTION DOCUMENT INVOICE AMOUNT COUNTY REFUND ISSUE DATE: 07/18/2016 PAYEE NUMBER: 1XXXXX19239 PAYEE NAME: CALHOUN COUNTY UNCLAIMED PROPERTY MAIL CODE:.012 - NON-NEGOTIABLE 9MSI0095 30,674.24 WARRANT TOTAL: $30,674.24 WARRANT NUMBER: 135265428 For questions about this payment or to sign up for Direct Deposit, please contact your paying agency. COMPTROLLER - STATE FISCAL 512-463-4561 State of Texas payees who receive payment by warrant (state check) are encouraged to enroll in the direct deposit program. By electing to receive your state payments by direct deposit, you: - Eliminate a trip to the bank - Can be away from home or the office with automatic deposits - Receive prompt access to funds by avoiding bank holds on check deposits - Eliminate lost, stolen or misrouted checks - Eliminate delays due to mailing - Have the flexibility to deposit into multiple accounts To enroll in direct deposit, go to www.txdirectdeposit.org. Return the completed direct deposit form to the paying agency named on this payment stub. _ Glenn Hegar Comptroller of Public Accoun 11/304110 1:ii49D-01641: ill L35265426u■ In conjunction with Local Government Code 381.004 and Texas Property Code Section 74.602, the Texas Comptroller of Public Accounts is authorized to distribute a portion of unclaimed capital credits to counties for specific uses. Electric cooperatives that have lost contact with a previous customer sometimes report capital credits to the Comptroller's office as unclaimed property. Texas law allows counties to claim a portion of unclaimed capital credits originating from their county and use them for specific programs. f-:: are fundsdivided counties? • Electric cooperatives report to the Comptroller unclaimed capital credits and the county of service from which they originated. • The amount available to each county is based on that county's total capital credits remitted per report- ing year, minus anticipated claims as determined by the Comptroller. • A county may or may not receive funds in a given year. • Any county can request a portion of those funds. • The county must follow instructions in Local Govern- ment Code Section 381,004 to request funds. • The commissioners court is the primary governing body and ultimate decision -making authority on the legitimacy of fund requests. General uses of capital credits The county commissioners court may use capital credits to develop and administer a program:" • for state or local economic development • for small or disadvantaged business development • to stimulate, encourage and develop business loca- tion and commercial activity in the county • to promote or advertise the county and its vicinity or conduct a solicitation program to attract conventions, visitors and businesses • to improve the extent to which women and minority businesses are awarded county contracts • to support comprehensive literacy programs that benefit county residents • for the encouragement, promotion, improvement and application of the arts • to support a children's advocacy center 'Review local Government Code Section 381.004 before stinting a program. Now to request capital credits The countyjudge and/or commissioners court must complete and submit the form on the back of this notice. • The form must be signed by a representative of the commissioners court or the county judge. • The form must include the complete name, address and federal tax identification number of the commis- sioners court. Funds will be paid directly to the court. If you have any questions, contact Taj Williams: taj.williams@cpa.texas.gov or 512-463-1189. County Request for Capital Credits County name Calhoun County County FEIN Authorized by ❑ Judge A Commissioners Court Name of County Judge Michael J. Pfeifer Send the requested funds to: 74-6001923 Approved Date 04-14-2016 Address 211 S. Ann Street, Suite 301 City Port Lavaca State TX Zip I acknowledge that the purpose of the funds is in compliance with provisions of Texas Local Government Code Section 381.004. Name Signat Michael J. Pfeifer Title County Judge Phone 361-553-4600 You may submit this form by mail, fax or email by May 1, 2016. Date 04-14-2016 Mail Texas Comptroller of Public Accounts Fax 512-475-3609 Unclaimed Property Division Email taj.williams@cpa.texas.gov Holder Reporting Section P.D. Box 12019 Austin, Texas 78711-2019 ------------------------------------------------------------------------------------------------------- FOR COMPTROLLER'S USE ONLY: We are authorized to release % of the total amount available to your county. We will send a $ payment to the. address provided above. By requesting funds, you have certified that they will be used in compliance with the provisions of Texas Local Government Code Section 381.004. Comptroller's Representative Date This publication is intended as a general guide and not as a comprehensive resource on the subjects covered. It is not a substitute for legal advice. Publication #98-1013 • Revised 03/2016 ACCEPT REPORTS OF THE FOLLOWING COUNTY OFFICES: Commissioner Finster made a motion to accept reports of the following County offices: • County Clerk — July 2016 • Justice of the Peace #3 — July 2016 • Justice of the Peace #4 — July 2016 • Justice of the Peace #5 — July 2016 • Floodplain Administration — July 2016 • Adult Detention Center SHP Medical — thru June 2016 Judge Pfeifer seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. CALHOUN COUNTY CLERK MONTHLY REPORT RECAPITUATION JULY2016 'DESC i GLCOOE CIVIL CRIMINAL ` OFFICIAL: PUBLIC RECORDS PROBATE TOTAL DISTRICT ATTORNEY FEES 100044020 $ 327.05 $ 327.05 COUNTY CLERK FEES 1000-44030 $ 571.00 $ 52.2.86 $ 9,508.30 $ 284.00 $ 10.886.24 IURYFEE 100044140 $ 40.00 $ 40.00 ELECTRONIC FILING FEES FOR E-FILINGS 100044050 $ 100.00 $ - $ 2.00 $ 34.00 $ 136.00 JUDGE'S EDUCATION FEE 1000-44160 $ - $ 30.00 $ 30.00 JUDGE'S ORDER/SIGNATURE 1000-44180 $ 14.00 $ - $ 26.00 $ 40.00 SHERIFF'S FEES 1000-44190 $ - $ 244.63 $ - $ 175.00 $ 419.63 VISUAL RECORDER FEE 100044250 $ 51.05 $ 51.65 COURT RFFPORTER FEE 1000-44270 $ 120.00 $ 90.00 $ 210.00 ATTORNEY FEES - COURT APPOINTED 100049030 $ - $ - APPELLATE FUND UGC)FEE 262044030 $ 55.00 $ 30.0D $ 85.00 TECHNOLOGY FUND 266344030 $ 52.34 $ 52.34 COURTHOUSE SECURITY FEE 2670-44030 $ 55.00 $ 39.22 $ 337.00 $ 30.00 $ 461.22 COURT INITIATED GUARDIANSHIP FEE 267244030 $ 120.00 $ 120.00 COURT RECORD PRESERVATION FUND 2673-44030 $ 110.00 § 60.00 $ 170.00 RECORDS ARCHIVE FEE 2675 44030 $ 3,226.00 $ 3,225.00 DRUG & ALCOHOL COURT PROGRAM 2698 44030-005 $ 109.01 $ 109.01 JUVENILE CASE MANAGER FUN D 269944033 $ - $ - FAMILY PROTECTION FUND 270644030 $ 30.00 $ 30.00 PRE-TRIAL DIVERSON AGREEMENT 2729-04034 $ 250.00 $ 250.00 LAW HOARY FEE 2731.44030 $ 280.00 $ 210.00 $ 490.00 RECORDSMANAGF.MENT FEE - CO CLK 2738-443BO $ 32.71 $ 3,125,00 $ 3,157.71 RECORDS MANGEMENT 2739-10899,44030 $ 55.00 $ 294.33 $ 160.00 $ 30,00 $ 530.33 BOND FORFEITURE 2740001-45050 $ - $ - FINES -COUNTY COURT 2740-45040 $ 2,22800 $ 2,228.00 STATE POLICE OFFICER FEES 7020-20740 $ 1.21 $. 1.21 CONSOLIDATED COURT COSTS 7070-10899 $ - $ - CONSOLIDATED COURT COSTS -COUNTY 7070-20610 $ 104.27 $ 104.27 CONSOLIDATED COURT COSTS -STATE 7070-20740 $ 037.70 $ 937,78 DRUG& ALCOHOL COURT PROGRAM -COUNTY 7390.20610-999 $ 21.81 $ 21.81 DRUG& ALCOHOL COURT PROGRAM -STATE 7390-20740-999 $ 67.26 $ ST26 STATE ELECTRONIC FILING FEE 7403 999-22887 $ 240.00 $ 180.00 $ 420.00 STATE ELECTRONIC FILING FEE CR 7403-999-27990 $ 65,42 $ 65.42 EMS TRAUMA 7405-999-20740 § 140.05 $ 148.05 CIVIL INDIGENT FEE -COUNTY 7480-20610 $ 5.50 $ 3100 $ 8.50 CIVIL INDIGENT FEE -STATE 7480-20740 $ 104.50 $ 67,00 $ 161.50 JUDICIAL FUND COURT COSTS 7495-20740 $ 196,22 $ 106.22 JUDICIAL SALARY FUND -COUNTY 7505-20610 $ 7.85 $ 7.85 JUDICIAL SALARY FUND -STATE 7505-20740 $ 70.64 $ 70.64 JU DICIAL SALARY FUND 7505-20740005 $ 336.00 $ - $ 252.00 $ 688.00 TRAFFIC LOCAL (ADMINISTRATIVE FEES) 7538-22984 $ 14.79 $ 14.79 BIRTH - STATE 7855-20790 $ 118.80 $ 118.80 JUDICIALFEE 7855-20786 $ 320.00 $ 240.00 $ 560.00 FORMAL MARRIAGES -STATE 7855-20788 $ 300.OG $ 300.00 NONDISCLOSURE FEE. 7855-999-20790 $ - § - TCLEOSE COURT COST 7856-999 20740 $ 0.76 § 0,76 JURY REIMBURSEMENT FEE -COUNTY 7857-20610 $ 5.24 $ 5.24 JURY REIMBURSEMENT FEE -STATE 7857-2074U $ 47,10 $ 47.10 STATE TRAFFIC FINE -COUNTY 7860-7.0610 $ 7.42 $ 7.42 STATE TRAFFIC FINE. -STATE 7860-20740 $ 140.58 $ 140.58 INDIGENT DEFENSE FEE -COUNTY 7865-20610 $ 2.64 $ 2.64 INDIGENT DEFENSE FEE - STATE 7865-20740 $ 23.53 $ 23.53 TIME PAYMENT -COUNTY 7950-20610 § 151.02 $ 151.02 TIME PAYMENT -STATE 7950-20740 $ 151.02 $. 151.02 DUE PORT LAVACA PD -999099991 ;. $ 25A9: $ 25,19' DUE SEADRIFT PD 9990-99992 l $ 0.30 $ 0.30L DUE TO POINT COMFORT PIT 999099993 $ $ - DUE TOTEXAS PARKS &WILDLIFE 999099994 - $ '$ DUE TO TEXAS PARKS& WILDLIFE WATER SAFETY 999099995 DUE TO TAOC 999"9996 $ DUE TO OPERATING/N$F CHARGES $ $ $ $ 2,436.00 $ 6,361.90 $ 16,788.68 $ 1,851.00 $ 27,437.68 TOTAL FUNDS COLLECTED $ 27,437.68 - FUNDS HELD IN ESCROW: $ (3.00) AMOUNT DUE TO TREASURER: -$ 27,412 09,` TOTAL RECEIPTS: '$ 27,434.58+. AMOUNT DUE TO OTHERS: $ 22.49 IOF3 U,@REPORTSNIONMLYNUOITORAND TREASUERREPORTSVII16073116 TREASURER REPORTS V40R6 CALHOUN COUNTY CLERK MONTHLY REPORT RECAPITUATION JULY 2016 CASH ON HAND TRUST FUND BEGINNING BOOK BALANCE :6/30/2016 -' $ 9,651,47 FUND RECEIVED $ - DISBURSEMENTS $ (4661.17) ENDING BOOK BALANCE ''. 7/31/2016 $ 6,000.00 BANK RECONCILIATION TRUST FUND ENDING BANK BALANCE 7/31/2016 $ 7,583Y2 OUTSTANDING DEPOSITS" $ - OUTSTANDING CHECKS" $ (2,583.72) RECONCILED BANK BALANCE 7/31/2016 $ 6,000.00 CERTIFICATES OF DEPOSITS HELD IN TRUST - IBC BANK CD'S Date Issued 3 Balance Purchasesl:: Withdrawals; Balance ;. 1213112015? Interest 07131116 74926 11/l 9/2009 $ 1,846.54 $ 1,646.54 49466 1130/2013 $ 19,642-10 $ 49.09 $ 19,691.19 50782 1/15/2015 $ 9,378.58 $ 23.44 $ 9,402.02 60790 IM612015 $ 9,376.58 $ 23.44 $ 9,402.02 50804 1/15/2015 $ 9,378.58 $ 23.44 $ 9,402.02 60863 2/2/2015 $ 3,500.00 $ 8.76 IS 3,608.75 60871 2/2/2015 $ 3,600.00 $ 8,75 $ 3,508.75 61134 5/28/2016 $ 38,558.20 $ 42.11 $ 38,800.46 TOTALS: $ 95,182.88 $ 136.91 $ § 96,381.7IS 06mltted by: Anna M Goodman, County Clerk Date 2or3 U:W.REPORTSNIONTHCMUDITOR AND TREAUUER REPORTSO016.073116 TREASURER REPORTS BOW. PEACE NO.3 PAGE OF HILL COUNTRY SOFTWARE MO. REPORT PAGE OF HILL COUNTRY SOFTWARE MO. REPORT D.R. REQUESTING DISBURSEMENT D.R. REQUESTING DISBURSEMENT D.R. REQUESTING DISBURSEMENT D.R. REQUESTING DISBURSEMENT D.R. REQUESTING DISBURSEMENT MONTHLY REPORT OF COLLECTIONS AND DISTRIBUTIONS 8/1/2016 COURT NAME: JUSTICE OF PEACE NO. 3 MONTH OF REPORT: JULY YEAR OF REPORT: 2016 ACCOUNT NUMBER ACCOUNT NAME AMOUNT CR 1000-001-45013 FINES 3,987.50 CR 1000-001-44190 SHERIFF'S FEES 458.94 ADMINISTRATIVE FEES: DEFENSIVE DRIVING 39.60 CHILD SAFETY 0.00 TRAFFIC 75.48 ADMINISTRATIVE FEES 134.70 EXPUNGEMENT FEES 0.00 MISCELLANEOUS 0.00 CR 1000-001-44363 TOTAL ADMINISTRATIVE FEES 249.78 CR 1000-001-44010 CONSTABLE FEES -SERVICE 0.00 CR 1000-001-44063 JP FILING FEES 50.00 CR 1000-001-44090 COPIES / CERTIFIED COPIES 0.00 CR 1000-001-49110 OVERPAYMENTS (LESS THAN $10) 1.60 CR 1000-001-44145 SCHOOL CROSSING/CHILD SAFETY FEE 0.00 CR 1000-999-20741 DUE TO STATE -DRIVING EXAM FEE 0.00 CR 1000-999-20744 DUE TO STATE-SEATBELT FINES 0.00 CR 1000-999-20745 DUE TO STATE -CHILD SEATBELT FEE 0.00 CR 1000-999-20746 DUE TO STATE -OVERWEIGHT FINES 0.00 CR 1000-999-20770 DUE TO JP COLLECTIONS ATTORNEY 654.65 TOTAL FINES, ADMIN. FEES & DUE TO STATE $5,402.47 CR 2670-001-44063 COURTHOUSE SECURITY FUND $112.46 CR 2720-001-44063 JUSTICE COURT SECURITY FUND $37.49 CR 2719-001-44063 JUSTICE COURT TECHNOLOGY FUND $149.95 CR 2699-00144063 JUVENILE CASE MANAGER FUND $0.00 CR 7020-999-20740 CR 7070-999-20610 CR 7070-999-20740 CR 7860-999-20610 CR 7860-999-20740 CR 7950-999-20610 CR 7950-999-20740 CR 7480-999-20610 CR 7480-999-20740 STATE ARREST FEES DPS FEES P&W FEES TABC FEES DR 7070-999-10010 DR 7860-999-10010 DR 7950-999-10010 DR 7480-999-10010 28.49 0.00 0.00 TOTAL STATE ARREST FEES 28.49 CCC-GENERAL FUND 149.95 CCC-STATE 1,349.52 1,499.47 STF/SUBC-GENERAL FUND 37.74 STF/SUBC-STATE 717.07 754.81 TP-GENERAL FUND TP-STATE 143.59 143.58 287.17 CIVIL INDIGENT LEGAL-GEN. FUND 0.60 CIVIL INDIGENT LEGAL -STATE 11.40 12.00 Page 1 of 2 MONTHLY REPORT OF COLLECTIONS AND DISTRIBUTIONS 8/1/2016 COURT NAME: JUSTICE OF PEACE NO. 3 MONTH OF REPORT: JULY YEAR OF REPORT: 2016 CR 7865-999-20610 CRIM-SUPP OF IND LEG SVCS-GEN FUND 7.50 CR 7865-999-20740 CRIM-SUPP OF IND LEG SVCS-STATE 67.46 DR 7865-999-10010 74.96 CR 7970-999-20610 TL/FTA-GENERAL FUND 60.00 CR 7970-999-20740 TL/FTA-STATE 120.00 DR 7970-999-10010 180.00 CR 7505-999-20610 JPAY-GENERALFUND 22.49 CR 7505-999-20740 JPAY - STATE 202.42 DR 7505-999-10010 224.91 CR 7857-999-20610 JURY REIMB. FUND- GEN. FUND 15.00 CR 7857-999-20740 JURY REIMB. FUND- STATE 135.00 150 DR 7857-999-10010 150.00 CR 7856-999-20610 CIVIL JUSTICE DATA REPOS.- GEN FUND 0.27 CR 7856-999-20740 CIVIL JUSTICE DATA REPOS.- STATE 2.44 DR 7856-999-10010 2.71 CR 7998-999-20740 TRUANCY PREVENT/DIVERSION FUND 66.96 DR 7998-999-10010 66.96 CR 7403-999-22889 ELECTRONIC FILING FEE 20.00 DR 7403-999-10010 20.00 TOTAL (Distrib Req to OperAcct) $9,003.85 DUE TO OTHERS (Distrib Req Attchd) CALHOUN COUNTY ISD 0.00 DA - RESTITUTION 0.00 REFUND OF OVERPAYME 129.00 OUT -OF -COUNTY SERVI( 0.00 CASH BONDS 0.00 PARKS & WILDLIFE FINE; 74.80 WATER SAFETY FINES 91.80 TOTAL DUE TO OTHERS $295.60 TOTAL COLLECTED -ALL FUNDS $9,299.45 LESS: TOTAL TREASUER'S RECEIPTS $9,299.45 REVISED 03/04/16 OVER/(SHORT) $0.00 Page 2 of 2 08-01-,16;12:08 ;From:Calhoun County JP4 To:5534444 ;3617852179 # 2/ 4 ENTER COURT.NAME:;4:.::-: G:+iss�:::•U:: :d^:^:;:,::::{; r::::2�: Yi%r;+;::..., y:::=STICE OF PEACE:NO.'4 ENTER'MONTH'OFiREPORT "::i is JULY .", . ENTER.YEAR:OFREPORT..;.:�:r:....,...::'::� 2018 .. ... :`i'!eY.iyraiq:Ufa:;.;�::a:?F�ii;'r:,::':::�;:::r;:::::rasx:::;z::F;�.'r;'iCODEE:+yis:ii:AMOUNY...... :::::..:..::::.•::<::::.....•.:..,::::;:�;::......:::::::r:�:::r:�o�::,:..:,.... :;;.. :i�::'.'�::CASH BONDS� :ADMINISYRATION;FEE;=XADMF N - A !;%'18REATWrACC H '�iTE I B T 0 OL T G S '., :CONSOLIDATED COUR7,COSTS-CCC ,. 1,526,81 COURTHOUSE'SEW.RITY-CHS '..' 192.47 .: JP CIVILJUSTICE DATA REP MVF/CJDR i:SCORRECTIONAC=MANAGEM-0MI : 0ENTINSTITU 2.8 , , !;CR . CHILD`.SAFEfY;=CS �OIVILD;SEATBEUT FEE-;CSBF .....:..:::::-:...•... ) MS'COMPENSATION:=:CVC :... :,.(: ',.:::::r ;:'g:_'t'::y:o;+.;7a•::::::::::::.:.::...:.:.:.....::::::;..;,:.,.t:::::::i:)7„y' �: :: 70�APPEA.. >ifr.".;<;:4:i::iOPSC/FAILUREtROMNI«::.YOPSC L�':.:> '; <120'.06 �� Jii":R:?f;-::a':::++:'.co.I:S:::;(:;:tti`.9;:;�':::'.,:.,.;;•,r';,::::p:':•':..:%°:::.o.; •:•.: '� ': :�•i ;:.ECECTRONICfF„IGINQ FEE-%EEF � � �• �� o'.i;:::•y:::�;:::<:::;:�::<';::.`�;.FOGITIVE:APPREHENSIONi:.FA . • ': .: r ::;:: ,,:c:;;:,c::;:;:::::i�;::::r::.:::!;::.::>::::a:i-',::;',��:r..:�:::a:::;�:,:�:::-':,i:; GENERAGREVENUE{GR CRIM ;INO;LEGAL%VGS:SUPPORT:SDF : + 78.26 • %:CG>JUVENIGE'CRIME!&'�DE4iIN SN ::" C �� ., •; _ ::'iJUV NI' A E L EM �GE � UND�=�JCMF ���. E.0 $ ANA R.F. `:', `: ': ;.t. .. .. _ ...:. ELt RAI ING'-.JCFT ICE.000RT,PERS NN T N ... ,.... , ••• JUROR:SERVICE FEE.JSF : F. 62;47. LOCAIARRE$TFEES-.LAF 122:34, ' ,.LEMI ' •. LEOA ?OOL !ii+PY;ii?:S:PARKSi&tWIIOLIFE'ARREST.�FEES'-:PWAF l:'. a,�': 25;5b: '.i:...:.....:.:::..:.'...-•....:':'....•'......,........:..:..,.,...:..:�.:rc:�.:...;.. ':STATE%ARREST;FEE5 F. 42.71: : I SCHOOL CROSSING/GHIL(?,BAFETV FEE-SCF 8 0. ' TABC ARREST.;FEE5-TAF '7ECWNOLOGY FUND=SF .: 198A7. .:.. .. FI_ : i('g;'sg7RAF, . C.. TFC :., .. .. ....92.07, .:...� �::.:........::::...: TIMEpAYMENT•-;TIME 7-'itLOCAL &'STATE':VOARRANT F ���COLLECYION;SERVICE FEE-MVBA =.C$RV .988.90. ..:................:DEEEN$IVEDRIVINO:AOURS 30.80 EFERRED.FEE'-:DFF ;i: ?: �..'.:.: tf:;i�.?';:ro::..:r:}:;>:::::::::::::':,,:,•:.:r..:.,.;..,..::,�:;;;:.::.;;;,.::.::�:::r: bRIVING EXAM. FEE=PROV.:D6 ' FILING FEE :FFEE ' FILING FEE SMAGCSCLAIMS �FFSC �:` , �' �: � �� ""`'"' "" "'' �'+� "�-.: �;,•,CO ,IES/CERTIFED,.,CO,I .... P '--'i:S'INDIGENT.�FEE'�CIFF. (.IN F '':':'9UDGEtPAV:RA1 E;FE i ;: PAY ':'..:.::.:� 8 E 22802•'�'''�k�F:�ii?;i'J; - SERVICEFEE•.$FEE � , � OUT`-OF-0OUNTY;SERVICEyFEE � � ' `. . P EEi EXPG :. UNGEMENYF ....,..,:;•.r:;:;�•::::!;Rn:;:,:�::,�::::::::;-::>.:,:'is�;;:;r:-<;:ds':�ac:;:>.;><Ls::FTi: •..'.. �Ps.�::::::r":: ;ii�EXPIRED'ftENEWALSEXPR NEME :' O P.:l. '.WOE �'ALC'�1NRITS. W _ .. E:i::,'.;:;:::.'.,..¢is�6'i:!:iS5v5`.r':;i'.ii.iii':'::`:i:==".'";<f:i.:''rS`.r:5:iiai:9i:ii;i}lii:ii>;';': DPS FTA FINDP FS . CAL;FINES; ;FINE . ' 3,318.80 .. �IGHT.FEES'..:LVuF ..-::., ::' .�.: �..:::::'ii`<;S't:<:::;::�7:�::;'Ji;(aje'.`:n!it.�:�;':?ftf:;::f:•:`::.`a7:i;� (:::;iiin2i 6 WIL E... S. WF '.:: t.1:890l00� ID: �:'�'� EA EL UNRES RA NED'CHIL FIN %i':OVERPAYMEN7i1 "" 5 0 VE V & R:O _' ER 0) -O.:...,:...'....ia++5' :,::. VER .., TI7'TiiiiiiiiON..REST'`::;:`'.: PARKS'B;WICDLIFE-WATER'SAFETY.iFINES-WSF �,': �'�,'105.00 ::v:.70TAL'ACTUALWONEY;RECEIVLD:,.::,..:: 337.30 TYAE:. AMOUNT .: ,:. •.. ::: TOTAL WARRANT FEE .. .:.......:........:. .. ..:.:... 100.00::<:.:i�;'%::%::I:f.;d•.:G:;Y7::;:::::'.-:?:::::..::;',i::4-::..;c::;:..:::::: ); ;::'a;;:::(,:: �:...... �..:....:::.ENTER�LOCAL';WARRANT,cFEES '.. .....:..:..:: BD, REcoreo oN�oTnLrn'.:�M:..;.:>w�c:.•:.:_:...„;..,:.,,,:::.:.>:;,:.,<.:::::.....::::::.: GEOP HILLCDVNiRV 90FIWARE MO.REpORT ..-•'....::;:;::%,:'•,:j!y,',';":;bY%:�i:Ci�'�"iSTATE:WARRA�NTFEES:: �rx�:.:v��:. D.OU:::AECORD ONTO}ALpAOE Of WLLCOVMRYBOFlWARE MO.DEPORT :5%�i:::::::.......w:.:'::�::�52'iti':::::�:::i':i::::iifi:iir':i>ii':;;:•:i;,:'::�::.,;..::;:.:.:,::..:-.............:...i:;::y:{:;:;",i"ti;A}";I%�ii'.':% �','.ii::/'.!':ii:;P::.?':rf:';1Y,'.:,`.�(: �::.':,",:::::'-':S:':':.::% DVE TO'OTNER3 ',;�: , ...' ':.AMOUNT.• ..:'. DUE:TD�COI3D,�60°h0 F.InO:On:IV:,Ca9aDiii??';::;�$'.:��•F .: :,.�: A.DO PLWs[INCLUDR D.R. REgVR9iW00I9BUReEMENT DUE;7D:DA`TdE9T1YUTION::FUND:i�;;j;,'i,,y'�;,!„ ,,,,,,;;,, _, PLEACEINCLUDE O.A. ANgVG9}INO0189VReEMErvT ,;;�,�,':�;;.;.-'(�;D:DB: REFUND.'OF;;O,VERPA�'NIENTSr:::;:r:�::::.;::;ri:;.• % `.>..�:::.: �:,:..ii0i00: PtrnselNt WDe D.A.AeWEsTlNooleeuReEmENr .::::.::..:::: OUT-OF•GOUNTY�HERVIOEFEE'{'::r5�::'y:i{%�i���*�'�""'�""'� �'�""'��"i"�i<'� �0100$ PL[/UCRINCLVDR O.R.AEWEaiw00i9HUReEMExT :P IN T ��T07AL 7RF,A3URERS'RECEIP7S FOR.MONTH '�'AMOUNTi�. .� :� " � .,. MsW CREDIT CARDS 58,337.30Ca cV Bt0lfom ACTUAL Troa9uro(6 RaDIp19 •-,.r'.. • '- ' ��'•. �. TO7A4�7REAS.iRECE1PTS:. _ �.-SB 337.30 �� '� `� �'•' 08-01-.16;12:08 ;From:Calhoun County JP4 To:5534444 ;3617852179 # 3/ 4 MONTHLY REPORT OF COLLECTIONS AND DISTRIBUTIONS 8/l/2016 COURT NAME: JUSTICE OF PEACE NO.4 MONTH OF REPORT: JULY YEAR OF REPORT: 2016 ACCOUNT NUMBER ACCOUNT NAME AMOUNT OR 1000-001-45014 FINES 3,423.85 OR 1000-001-44190 SHERIFF'S FEES 276.94 ADMINISTRATIVE FEES: DEFENSIVE DRIVING 39.60 CHILD SAFETY 0.00 TRAFFIC 82.07 ADMINISTRATIVE FEES 0.00 EXPUNGEMENT FEES 0.00 MISCELLANEOUS 0.00 OR 1000-001-44364 TOTAL ADMINISTRATIVE FEES 121.67 OR 1000-001-44010 CONSTABLE FEES -SERVICE 0.00 CR 1000-001-44064 JP FILING FEES 0.00 CR 1000-001-44090 COPIES / CERTIFIED COPIES 0.00 OR 1000.001-49110 OVERPAYMENTS (LESS THAN $10) 0.00 OR 1000-001-44145 SCHOOL CROSSING/CHILD SAFETY FEE 0.00 OR 1000-999-20741 DUE TO STATE -DRIVING EXAM FEE 0.00 OR 1000-999-20744 DUE TO STATE-SEATBELT FINES 0.00 OR 1000-999.20745 DUE TO STATE -CHILD SEATBELT FEE 0.00 OR 1000-999-20746 DUE TO STATE -OVERWEIGHT FINES 0.00 CR 1000-999-20770 DUE TO JP COLLECTIONS ATTORNEY 396.30 TOTAL FINES, ADMIN. FEES & DUE TO STATE $4,218.76 OR 2670-001-44064 COURTHOUSE SECURITY FUND $114.35 OR 2720.001-44064 JUSTICE COURT SECURITY FUND $38.12 OR 2719-001-44064 JUSTICE COURT TECHNOLOGY FUND $158A7 OR 2600-001-44064 JUVENILE CASE MANAGER FUND $0.00 STATE ARREST FEES DPS FEES 8.54 P&W FEES 6.11 TABC FEES 0.00 OR 7020-999-20740 TOTAL STATE ARREST FEES 13,65 OR 7070-999-20610 CCC-GENERAL FUND 162.77 OR 7070-999-20740 CCC-STATE 1,374,94 DR 7070-999-10010 1,627.71 OR 7860-999-20610 STF/SUBC-GENERAL FUND 44.04 OR 7860.999-20740 STF/SUBC-STATE 836.76 DR 7860-999-10010 880.80 OR 7950-999-20610 TP-GENERAL FUND 64.00 OR 7950-999-20740 TP-STATE 64.00 DR 7950-999-10010 128.00 OR 7480-999-20610 CIVIL INDIGENT LEGAL-GEN. FUND 0.00 OR 7480-999-20740 CIVIL INDIGENT LEGAL -STATE 0.00 DR 7480-999-10010 0.00 Page 1 of 2 08-01-16;12:08 ;From:Calhoun County JP4 To:5534444 ;3617852179 # 4/ 4 MONTHLY REPORT OF COLLECTIONS AND DISTRIBUTIONS 8/1/2010 COURT NAME: JUSTICE OF PEACE NO, 4 MONTH OF REPORT: JULY YEAR OF REPORT: 2016 CR 7865-999-20610 CRIM-SUPP OF IND LEG SVCS-GEN FUND 7.63 CR 7865-999-20740 CRIM-SUPP OF IND LEG SVCS-STATE 68.62 DR 7865-999-10010 76,25 CR 7970-999-20610 TLIFTA-GENERAL FUND 40,00 CR 7970-999-20740 TUFTA-STATE 80.00 DR 7970-999-10010 120.00 CR 7505-999-20610 JPAY - GENERAL FUND 22.87 CR 7505.999-20740 JPAY - STATE 205,85 DR 7606-999-10010 228.72 CR 7857-999.20610 JURY REIMB, FUND- GEN. FUND 15.25 CR 7857-999-20740 JURY REIMB. FUND- STATE 137,22 DR 7857-999-10010 152.47 CR 7856-999-20610 CIVIL JUSTICE DATA REPOS.- GEN FUND 0.00 CR 7856-999-20740 CIVIL JUSTICE DATA REPOS.- STATE 0.00 DR 7856-999-10010 0.00 CR 7998-999-20740 TRUANCY PREV/DIV FUND - STATE 72.25 DR 7998-999-10010 72.26 CR 7403-999-22889 ELECTRONIC FILING FEE 0.00 DR 7403-999-10010 0.00 TOTAL (Distrib Req to OperAcct) $7,729.55 DUE TO OTHERS (Distrib Req Attchd) CALHOUN COUNTY ISD 0.00 DA - RESTITUTION 0.00 REFUND OF OVERPAYMENTS 0.00 OUT -OF -COUNTY SERVICE FEE 0.00 CASH BONDS 0.00 PARKS & WILDLIFE FINES 518.50 WATER SAFETY FINES 89.25 TOTAL DUE TO OTHERS $607.75 TOTAL COLLECTED -ALL FUNDS $8,337.30 LESS: TOTAL TREASUER'S RECEIPTS $8,337.30 REVISED 03/04/16 OVER/(SHORT) $0.00 Page 2 of 2 08-01-,16;12:,08 ;From;Calhoun County JP4 To:5534444 ;3617852179 # 1/ 4 FAX COVER SHEET August 1, 2016 FROM: Tustice Court Pct. 4 Calhou County 103 W. Dallas Street, P.O. Box 520 Seadrift, Texas.77983 PHONE: 361-785-7082 FAX: 361-785-2172 TO: Susan Rilev REF• Money Distribution Report FAX: 361-553-4444 NOTE: The July 2016 report is attached. ea e give mo a call if you have any questions Pages To Follow: 4 Including This Cover-. Thank you, Judge Wesley J. Hunt 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 1/ 8 FAX COVER SHEET JUDGE NANCY POMYKAL P O BOX 454 PORT O' CONNOR, TX.77982 (361)983-2351 - TELEPHONE (361)983-2461 - FAX AMP ✓OSnCEFOR AIL,-. COUNTY OF CALHOUN JUSTICE COURT PCT. 5 ,TE August 1 2016 ATT: SUSAN AX NUMBER(S) 3-0:553-4444 you, iiz'" 'pane y(de PAGES: 8 Including this cover THE CONTENTS OF THIS FAX MESSAGE ARE INTENDED SOLELY FOR THE ADDRESSEE(S) named In this message. This communication Is Intended to be and to remain confidential and may be subject to applicable attorney/client and/or work product privileges. If you are not the intended recipient of this message, or if this message has been addressed to you in error, please immediately alert the sender by fax and then destroy this message and its attachments. Do not deliver, distribute or copy this message and/or any attachments and if you are not the intended recipient, do not disclose the contents or take any action in reliance upon the information contained in this communication or any attachments. 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 2/ 8 37S8( 3 1606-0214 07-06-2016 GXRF 20.00 20.00 ALKER, BRAWN WAYNE Cinch . .,....5... ..r:d;,.a:::Yrn..f:'Y:r».,......,,,. ,: ,}�s.:.: }•::: YSY •.:.,;1»::; Sxx,Puo•.•:a.: 6k`..::>::,..,,....":.::::...::.....,, .. ,... :.... } 58 L,`{ Sxs sYp3p�2� 059p62f s Sf s 0j 0$v2 D76 7SF id:b3 " T1C"s y 3A ° CCCl yry<gg CHS 1 7S30S isT7F ? 2' ��Yn "+29$'.SO W 'T 5 21 6........ r,A'F . lr Ss 73 / ARSC r,s i7r2 98s �JCSI`S r s 0 43 301�pY t Z :GO 1 £..Out) d, 3750 5 1605-0170 01-07-2016 JSF 4,00 TFC 3.00 CCC 40.00 CHS 3.00 SAP S.00 190.00 ALTACI, MAZEN MICHAEL TV 4100 JCSF 1.00 JPAY 6.00 IDF 2.00 MVF 0.10 PoYaorial Check,,,,.,_; SUBC 30,00 TPDF 2.00 FINE 09.90 S .1 ... s• c..,., y:,.:..; r :. }.,, .. ... 0..:�;...r...):.o.',. v,.,., ...[ .:.Y � o S �+ :�;,ir <;',:.<•?j;„�::�,;:•_.::E..i �[!�:;:; i•`";i7•Jjj?: hi: '."r i axse cry:+':.,,,1600:-0 aa`::�E.<,.,,�,.aa:�o,_� .,6•:�s,,:.'::,,,, ,.,.., .. . .�.,..n <�1,J,:>I.a 5..: yyvn,r'i�r:✓: �h i.i: ,�.. C Y.91.F , :. 1 'y':� I�� r:, i „n$., n. .:". .��:'V n..: , , ... .::.i.Y.::'.v, .^^...i :i..:i 1Rr ., .^5 5�:•. a.::,.. Y'.:,i:i .:.,, .u: ::i .� i�1'1'i it': Y,^, :;�.O,a'.. la:(iyF`:. :r. ii{p',9ii.�} .u. ��;�. ;,,.vd 1, t(. .. .. �%"t.n :�„.j�•.: r.a :�:• .. .:. ,,;. .i +.,.... .e .�r�. ..,.. �5•.... �,.. e.'..e,a:n..vL:e.'!:!; �.: [:,.>n:1J v:: "::`...: ...... :.:f+>:.,, .;. 0.: ,:„1,701r 6.0 0 . NTA LT'UiIT. S{A�;' <.t;:a�ixc'::,.,..".iGSRY: .0.. .,.J Y'<:::�:.: x: G;tO.kt •D: `"t •..•..} c?OOi•`::i: •?�+`:%s2�.i: vt;:d :.�'py ,''si.'`!. .:., u,.... .: }",;{..;..� Y. •'n.a,i �s!D......., PA Y,•"§. ... °"i� �,`°;,( D :D'0,1 Fl,./ 03:: :'00 ,: 3758 7 1607-0237 07-07-2016 JSF 4.00 TCC 3.00 CCC 40.00`I CHS V 3.0`0 LAF ..,...', ,..5..0 , � i O 151.00 ' IDWELL, MICHAEL DEE TP 4,00 JCSF 1.00 JPAY 6.00 IDF 2.00 MVF 0,10 0raenal Check SUBC 30,00 TPDF 2.00 FINE, 50,90 ........::Y...,,...,.., .................. +... a. �,:::.: .. Y'•Y.' x,;. r.:.. r. :::ea,:; :+!;iYJ •i ... r... ..:i .. ., �•::i:Ye :. .... .. .:,. s::. ns;.016:,gi2dG<.3....:'d�0:::�..0:::;r�:a.,.;..,:¢..:p::<:,•1Y;:e�....:r:,:�.^�^.:ee^:::?°,':t....�l.�Y.::::�t:;:#.,i.n:�;. rZ L. F= St lc lF S �x S 5, GkiSA1 ZF}CHARY ,ALIaELi J }i S.. 1[ i S, ..1 z s d 1 . A9i1 °3 /Y, .,.n }:3. Furl eYib ., �>?i,: zrq[{°, .�. ,,.r s. Y. .'r^.: >?Y� ai 3758 9 1607-0244 07-11-2016 GXRP 20.00 20.00 AYES, DONALD KEITH 3758u1 1606^0190 07.11-2016 JSF 430 TFC 3.00 CCC 40.00 CHS 3.00 SAP 5.00 230.00 IMOK, ROBERT WAYNE IF 4.00 JCSF 1100 JPAY 6.00 IDF 2.00 MVF 0.10 3750 }�3 1506-0289 07-11-2016 JSH 2181 CCC 28.06 CHS 2.10 LAF 3.91 TIME 25.00 162.00 X1 ERIC LEE TF 2.01 Dv$C 30.00 JCSF 0.70 JPAY 4,21 SDP 1.40 12-0381 07-11-2016 FINE 9S.00 JOSHUA 1AM2$ 95.00 37SOg1607.0253 07-14-2016 USE 4.00 TFC 3.00 CCC 40.00 CH$ 3.00 SAP 5,00 130,00 OD, JAMI LEIGH TF 4.00 JCSF 1.00 JPAY 6.00 IDF 2.00 MVF 0.10 1606.0198 07-14-20IG FINE 20.00 20.00 ZACHARY ALLEN 1607-0263-SC 07-10-2016 IFGG 6,00 FILL 25,00 OFF 10.00 41.00 FUNDING LLC 1607-0205 07-20-203.6 JSF 4,00 TPC 3.00 CCC 40.00 CHS 3.00 LAF 5.00 3.30.00 TYLGR BETHEL TF 4.00 JCSF 1.00 JPAY 6.00 TDF 2.00 MVF 0.10 375OX1606-0215 07-20-2016 JSF 4.00 CCC 40.00 CHS 3.00 LAF 5.00 IF 4.00 170.00 BEN, 70HN WICKLAND JCSF 1.00 JPAY 6.00 IDF 2,00 TPDF 2.00 FINE 103.00 00-03gj2016 PAga 1 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 3/ 8 'A00dipt C.../Defendant Codaa\Am to Total 3758 7 1606-027 E 07-25-2016 JSP i158 TFC 1.60 CCC 19.De CHS 1.50 LAF 2.50 50,00 PEZ LLOMA, CORNrbT0 TF 2.00 IC$r 0.50 JPAY 3.60 IDF 1.00 MVF 0105 3 3758 3758 1607-0241 07-25-2014 JSF 4.00 CCC 40.00 CH-9 3.00 PWAF 5.00 TB 4.00 200.00 ORD, IYASON ROD ITCSF 1.00 JPAY 6.00 IDF 2.00 TPDF 2.00 vlov 133.00 1607-0268 07-25-2016 JSF 4.00 TFC 3100 CCC 40.00 cills 3.00 SAP 5100 130.00 PEDRO III TF 4.00 JC8V 1.00 JPAY 6.00 TOP 2.00 MVP 0.10 1607-0256 07-26-2016 JSF dloo CCC 40.00 CHS 3.00 LAP 5.00 TF 4.00 00.00 DMAN, LYDIA MICHELLE JCS? 1.00 JPAY G100 IDF 2.00 TPDF 2.00 KNE 63.00 1a 0 0 bi-;;� Rv 111g. 1607-0207 07-26-2016 JSF 4,00 CCC 40,00 CHS 3.00 LAP 5100 Tr 4.00 130.00 BRYON PAUL JR JCSF 1.00 JPAY 6100 IDF 2,00 TPDF 2.00 FINE 63.00 . ......... ...... ...... .... .. . .... . v5ivu % 'N A,;, .. ... ..... . I N 107-0200 07-29-2016 17BF 4.00 TrC 3.00 CCC 40,00 CHS 3.00 LAP 5.00 170.00 , CrqSn CHRISTOVAL TF "o icar 1100 JPAY 6.00 IDF 2.00 MVF 0.10 1607-0290 07-28-2016 JSF 4.00 T11C 3.00 CCC 40,00 CHS 3.00 rlpv 5.00 170.00 CHARLES qREGORY TF 4,00 TCSV 1.00 JPAY 6.00 IDF 2.00 MVF 0.10 SUBC 30,00 TPDF 2.00 FINE 69.50 . ... ...... . Up '1�s ,F0 A vtl."'M ll{ X& v 16D7-0300 07-28-2016 Tsv 4,00 CCC 40.00 CHS 3.00 LAP 5.00 TV 4.00 130.00 CHARLES FLOYD 17CBF 1100 JPAY 6.00 IDF 2.00 TPDF 2.D0 PINE 63.00 1607-0200 07-28-2016 .7$F 4.00 TFC 3.00 CCC 40.00 CHS 3.00 LAF 5.00 130.00 'IS, CHARLES LEE TF 4.00 TCSP 1.00 JPAY 6.00 IDF 2.00 MVP 0110 al Check $vUC 30.00 TPDF 2.00 FINE 29.P0 1604.0197 07-29-2016 JSF 2.40 CCC 23.95 CHS 1.20 LAF 2.99 WANT 20.94 103,00 RAYMOND TIMZ 14.97 TF 2.40 OPEC 17.96 crc.9F 0.60 JPAY 3159 Card IDF 1.20 TPDF 1.20 2 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 4/ 8 T Code Deneri tioA Count Retained Disbursed Mona -Totals The Ecllowing tetale repr000nt - Cash and C1lec%o Collooted COS CCC CONSOLIDATED COURT COSTS 29 110.74 996,62 l,I07.36 COS CH$ COURTHOUSE SECURITY 29 83.90 0.00 83.90 COS C DPSC DPS FAILURE TO APPEAR /OMNI FEES 3 2.4.09 40.90 72.99 COS IDF INDIGENT DEFENSE FUND 29 5.53 49.74 55.27 COS JCSF JUSTICE COURT SECURITY FUND 2B 26.63 0.00 26.63 COS JPAY JUDGE PAY RAISE FEE 29 16.58 14D.23 165.61 COS JSF JUROR SERVICE FUND 29 11.05 99.47 110.52 COS LAP SHERIFF'S FEE 21 98.17 0.00 90.17 COS MVP MOVING VIOLATION FEE 19 0.17 I,5R 1.69 COS PWAF TEXAS PARKS 4 WILDLIFE 3 12.00 2.00 15.00 COS SAP DPS 5 20.00 5.00 25.00 COS 'SUEC SUE TITLE C 1S 507.98 0.00 507.98 COS TF TECHNOLOGY FUND 29 110.54 0.00 110.54 COS TFC TFC 18 50.80 D.00 50.80 COS TIME TIME PAYMENT FEE 2 23.00 25.00 50,00 COS'TPDF TRUANCY PREVENTION & DIVERSION FUND 23 0.00 44,40 44,40 COS WENT WARRANT FEE 2 71.64 0.00 71.64 FEE4 CSRV COLLECTION SERVICES FEE 3 271.50 0.00 271.50 PEP! DFF DEFERRED FEE 4 183.60 0.00 103.90 FEE EFF ELECTRONIC FILING FEE 2 0.00 20.00 20.00 FEE EXRF EXPIRATION RENEWAL FEE 3 60.00 0.00 60.00 PEE FILI FILING FEE 2 50.00 0100 50.00 PERf IPEE INDIGENT FEE 2 0.90 3.1.40 12.00 FEEI EPEE SERVICE FEE 1 7&.00 0.00 75.00 FINS PINE FINE 25 1, 7".60 0.00 1,761.60 FINS WSF WATER SAFETY FINE 3 50,85 288.15 339.00 Money Totals 38 3,627.97 1,742.43 5,370,40 The Ifollowing tetela roprosent - Traaororo Colleotcd COST CCC CONSOLIDATED COURT COSTS 0 0.00 0.00 0100 COST CHS COURTHOUSE SECURITY 0 0.00 0.00 0.00 COST DPSC DPS FAILURE TO APPEAR /OMNI FEES 0 0.00 0,00 0.00 COST IDF INDIGENT DEFENSE FUND 0 0.00 0.00 0.00 COST JCSF JUSTICE COURT SECURITY FUND 0 0.00 0.00 0,00 COST JPAY JUDGE PAY RAISE FEE 0 0.00 0.00 0.00 COST JSF JUROR SERVICE FUND 0 0.00 0.00 0.00 COST LAF SHERIFF'S FEE 0 0.00 0.00 0.00 COST MVF MOVING VIOLATION FEE 0 0.00 0.00 0.00 COST PWAF TEXAS PARKS A WILDLIFE 0 0.00 0.00 0.00 COST SAP DPS 0 0.00 0.00 0.00 COST SUDC SUS TITLE C 0 0.00 0.00 0,00 COST IF TECHNOLOGY FUND 0 0.00 0.00 0.00 COST TFC TFC 0 0.00 D.00 0.00 COST TTME TIME PAYMENT FEE 0 040 0.00 0.00 COST TPDF TRUANCY PREVRNTION & DIVERSION FUND 0 0.00 0.00 0.00 COST WRNT WARRANT FEE 0 0.60 0.00 0.00 FERS $RV COLLECTION SERVICES FEE 0 0.00 0.00 0.00 FEES OFF DEFERRED FEE 0 0.00 0.00 0.00 PEES OFF ELECTRONIC FILING FEE 0 0.00 0.00 0.00 FEES EXRF EXPIRATION RENEWAL FEE 0 0100 0.00 0.00 FEES FILT FILING FEE 0 0.00 0.00 0.00 FEES IF82 INDIGENT FEE 0 0.00 0.00 0100 FEES FEE SERVICE FEE 0 0.00 0.00 0.00 FINE FINE FINE 0 0100 0.00 0100 FINE 4SP WATER SAFETY FINE 0 0.00 0.00 0.00 Transfer Totals 0 0.00 0.06 0.00 The Sollowing totalo represent - Jail Credit and Community Service COST CC CONSOLIDATED COURT COSTS 0 0.00 0.00 0100 COST HS COURTHOUSE SECURITY 0 0.00 0.00 0.00 COST )PSC DPS FAILURE TO APPEAR /OMNI FEES 0 0.00 0.00 0.00 COST DF INDIGENT DEFENSE FUND 0 1 D.DO 0.00 0.00 COST ICSF JUSTICE COURT SECURITY FUND 0 0.00 0.00 0.00 COST TPAY JUDGE PAY RAISE FEE 0 0.00 0.00 0,00 COST FSr JUROR SERVICE FUND 0 0.00 0.00 0100 08-01 2016 Sage 3 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 5/ 8 Code DeCCri tion Count: Retained Diaburaod Mone-TotalB COS LAP SHERIFF'S FEE 0 0.00 0.00 0.00 COS MVP MOVING VIOLATION FEE 0 0.00 0.00 0.00 COS PWAF TEXAS PARKS & WILDLIFE 0 0.00 0.00 0100 COST SAF UPS 0 0,00 0.00 0.00 COS $UPC SUB TITLE C 0 0.00 0.00 0.00 COST TP TECI•INOLOGY FUND 0 0.00 0.00 0.00 CO.57 TFC TFC 0 0.00 0.00 0.00 COS TIME TIME PAYMENT FEE 0 0,00 0.00 0.00 COSI TPDP TRUANCY PREVENTION & DIVERSION FUND 0 0.00 0.00 0.00 (;Q,$rd WRNT WARRANT FEE 0 0.00 0.00 0,00 FEE CSRV COLLECTION SERVICES FEE 0 0.00 0.00 0.00 FEE DFF DEFERRED FEE 0 0.00 0.00 0.00 FEE EFF ELECTRONIC FILING FEE 0 0.00 O.OD 0.00 FEE EXRF EXPIRATION RENEWAL FEE 0 0.00 0.00 0.00 PED4 FILI FILING FEE 0 0.00 0.00 0.00 PEE IFEE INDIGENT PEG 0 0.00 0.00 0.00 FEE $FEE SERVICE FEE 0 0.00 0.00 0.00 PINI FINE FINE 0 0.00 0.00 0100 FIN W$P WATER SAFETY PINE 0 0.00 0.00 0.00 Credit Totelo 0 0.00 0.00 0,00 The ollowing totals reyredent - Credit Card Pa"oute COA7 CCC CONSOLIDATED COURT COSTS 5 18.39 165.56 183.95 COSI CHS COURTHOUSE SECURITY 5 13.80 0.00 13.80 COS5 DRSC DPS FAILURE TO APPEAR IOMNI FEES 1 5.P3 12.03 17.96 Cool IDF INDIGENT DEFENSE FUND 5 0.92 0.20 9.20 Cool JCSF JUSTICE COURT SECURITY FOND 5 4,60 0.00 4.60 COSI JPAY JUDGE PAY RAISE FEE 5 2.76 24.03 27.59 C09 SF JUROR SERVICE FUND S 1.84 16.66 10.40 cool AF SHERIFF'S FEE 5 22,99 O.OD 22.99 COVI AVF MOVING VIOLATION FEE 1 0.01 0,09 0.10 COST PWAP TEXAS PARKS & WILDLIFE 0 0.00 0.00 0.00 COST 3AP UPS 0 0.00 0.00 0.00 COST 3UBC SUE TITLE C 1 30.00 0.00 30.Oo COST rr TECHNOLOGY FUND 5 10.40 0.00 10.40 COST rFc TFC 1 3.00 0.00 3.00 COST tIME TIME PAYMENT FEE 1 7.48 7.49 14.97 COST VPDF TRUANCY PREVENTION & DIVERSION FUND 4 0.00 7,20 7.20 COST 4RNT WARRANT FEE 1 29,94 0100 29.94 FEES SRV COLLECTION SERVICES FEE 0 0100 0.00 0.00 FEES FF DEFERRED FEE 0 0.00 0.00 0.00 FEES 3FP ELECTRONIC FILING FEE 0 0.00 0.00 0.00 FEES RF EXPIRATION RENEWAL FEE 0 0.00 0.00 0.00 FEES ILI FILING FEE 0 0.00 0.00 0.00 FEES FEB INDIGENT FEE 0 0,00 0.00 0.00 FEES 3= SERVICE FEE 0 0.00 0.00 0.00 FINE INE FINE 4 290.90 0.00 260.90 FINE 4SP WATER SAFETY FINE 0 0.00 0.00 0100 Credit Tptalo $ 420.96 242,04 663,00 The 1110wing totals reyrenent - Combined Money and Cre4ite COST CCC CONSOLIDATED COURT COSTS 34 129.13 1,162.10 1,291.31 COST I HS COURTHOUSE SECURITY 34 97.70 0.00 97.70 COST 11PSC UPS FAILURE TO APPEAR IOMNI FEES 4 30.01 60.94 90.95 COST IDF INDIGENT DEFENSE FUND 34 6,45 5B4O2 G4,47 COST JCV JUSTICE COURT SECURITY FUND 33 31.23 0.00 31.23 COST 3PAY JUDGE PAY RAISE FEE 34 19.34 174.06 193.40 COST ISP JUROR SERVICE FUND 34 12.89 116. 03 129.92 COST AF SHERIFF'S FEE 26 121.16 0100 121.15 COST VF MOVING VIOLATION FEE 19 0.18 1.61 1.79 C09T WAF TEXAS PARKS & WILDLIFE 3 12.00 3.00 15.00 COST AF UPS 5 20,00 5.00 25.00 COST :UBC BUS TITLE C 19 037.98 0.00 537.90 COST F TECHNOLOGY FUND 34 128,94 6,00 128.94 COST FC TFC 19 53.80 0.00 53.00 COST INS TIME PAYMENT FEE 3 32.46 32.49 64.97 COST PDF TRUANCY PREVENTION & DIVERSION FUND 27 0.00 51.60 51.60 COST IRNT WARRANT FEE 3 101.5E 0.00 lol.SB 08-01t2016 Page 4 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 6/ 8 C811V COLLECTION SERVICES PER 3 271.50 0.00 271.50 DFF DEFERRED PER 4 183.60 0.00 103.6D EFF ELECTRONIC FILING FEE 2 0.00 20.00 20,00 SERF EXPIRATION RENEWAL FEE 3 60.00 0.00 60.00 FILI FILING FEE 2 50.00 0.00 50.00 IFEE INDIGENT FEE 2 0.60 11.40 12.00 SFEE SERVICE FEE 1 75.00 0.00 75.00 FINE FINE 29 2,022.50 0.00 2,022.50 WSF WATER SAFETY FINE 3 50,85 288.10 332.00 ROpO5C Totals 43 4,040,92 1,904,40 6,033.40 Pago 6 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 7/ 8 naC VQVMent Type Visas Court Case* Veen- Ronda Restitution Other Total 00- -0000 Cash & checks Collected 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Jail Credits & Comm Service 0.00 0.00 0.00 0.00 0.00 O.DO 0.00 Credit Cards & Transfers O.OD 0.00 0.00 0.00 0.00 0.06 0.00 Total Of all Collections 0100 0.00 0.00 0.00 0.00 0.00 0.00 09- -1991 Cash & Checks Colloctud 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Jail Credits & Comm Sorvics 0,00 0.00 0.00 0.00 0.00 0.00 0.00 Credit Cards & Trana£oro 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Total of all Collections 0.00 0.00 0.00 0.00 0.00 0.00 0.00 09- -1993 Cash & Chocks Collected 0.00 O.AO 0.00 0.00 0.00 0.00 D.00 Jail Credits & Comm Service 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Credit Cards & Tr4nsfors 0.00 0.OD 0.00 0.00 0.00 0.00 0.00 Total Of all Collections 0.00 O.OD 0.00 0.00 0.00 0.00 0.00 09- -1995 Cash & Checks Collected 0.00 0.00 0.00 0.00 0.00 0.00 0100 Jail Credits & Comm Service 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Credit Cards & Transfers 0.00 0.00 0.00 0100 0.00 0.00 0100 Total of all Collections 0.00 0.00 0.00 0.00 0.00 0.00 O.MO 09- -1997 Cash & Checks Collectad 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Jail Credits & COMM Service 0.00 0100 0.00 0.00 0.00 O.OD 0.00 Credit Cards & Transfers 0.00 0.00 0.00 0.00 0.00 0.00 0100 Total of all Collections 0.00 0.00 0,00 0.00 0.00 0100 0.00 09- -1999 Cash & Chocks Collected 0.00 D.00 0100 0.00 0.00 0.00 0.00 Jail Credits & COMM Service 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Credit Cards & Transfers 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Total of all Collections 0.00 0.00 0.00 0.00 0.00 0.00 0.00 09- -2001 Cash & Checka Collected 0.00 0.00 0,00 0.00 0.00 0.00 0.00 Jail Credits & Comm Service 0.00 0100 0.00 0.00 0.00 0.00 0.00 Credit Cards & Transfers 0.00 0.00 0.00 0.00 0.00 O.DO 0.00 Total Of all Collections 0.00 0.00 0.00 0.00 0.00 0.00 0.00 09-0 -2003 Cash & Checks Collected 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Jail Credits & Comm Sorvico 0.00 0.00 0.00 0.00 0.00 0,00 0.00 Credit Cards & Transfers 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Total Of All Collections 0.00 0.00 0.00 0.00 0.00 0.00 0.00 01-0 -2004 Cash & Chocks Collected 2,100.60 2,557.70 672.10 0.00 0.00 0.00 5,370.40 Sail Credits & Comm Service 0.00 0.00 0.00 0.00 0.0o 0.00 0100 Credit Cards & Transfors 260.90 402.10 0.00 0.00 0.00 0.00 663.00 Total O£ all Collectiona 2,361.50 2,995.80 672.10 0.00 0.00 0.00 6,033.40 rOTA S Cash & Chocks Collected 2,100.60 2,597.70 672.10 0.00 0.00 0.00 5,370.40 Jail Credits & Comm Service 0.00 0100 0.00 MO 0.00 0100 0.00 Credit Cards & Transfers 260.90 402.10 0.00 0.00 0.00 0.00 663.00 Total of all Collections 2,3C1.5o 2,999.00 672.10 0.00 0.00 0.00 6,033.40 vage 6 08-01-16;01:39PM;From:Calhoun County JP5 To:5534444 ;3619832461 # 8/ 8 Da ri tion COunC Colleeeed Retained Disbursed SC a of Texas QUarterly Reporting Totals SC a Comptroller Coat and Foss Report So ion r: Report 4or OEfeneeo Committed 01-01.04 Forward 53 1, 829.29 102,93 1,646.36 09-01-01 - 12-31-03 0 06-31-99 - 08-31.01 0 0.00 0.00 0.00 09-01-97 - 08-20-99 0 0.00 0.00 0.00 09-01-91 - 0e-31-97 0.00 0.00 0.00 Bail Bond Fee 0 0.00 0.00 6.00 DNA Testing Pan - Convictions 0 0.00 D.00 0.00 DNA Tooting Fee - Comm SUpVn 0 0.00 0.00 0.00 DNA Testing Fee - Juvenile 0 0.00 0.00 0.00 CMS Trauma Fund (BMS) 0 0 0.00 0.00 0.00 Juvenile Probation DiVOrsion Foos 0 0.00 0.00 0.00 Ury Reimbursement Poo 34 0100 0.00 0.00 Sndigant DeSense Fund 120.92 22.09 116.03 Moving Violation Foos 34 64.47 6,45 1e.02 Cate Tra4tia Fine 19 1.79 0.18 1.61 0 0.00 0.00 0.00 Sea ion 11, As Applicable sate Officer Feed 8 40,00 32,00 6.00 7ailUre t0 Appear/Pay Fees udicial Fund - Const County Court 4 0 90.95 300..00 60.94 .94 Udiciol Fund - Statutory county Court 0 0.95 001 .90 otor Carrier Weight Violations 0 0,00 0.00 0.00 ime. Payment Fees 0.00 0.00 0.00 living Record Fee 3 64.97 32.48 32.49 udicial Support Foa 0 0.00 0.00 0,00 suancy PCOVentian and Divereion Fund 34 193.40 19.34 174.06 Roport Sub Total 0 0.00 0.00 0.00 189 2,413.70 316.20 21097.S1 $tat I C0mptr011ex Civil Fees Roport F: Birth CertiEicata Fses 0 F, Marriage LiCOnso Fees 0.00 0.00 0.00 F; Declaration of Snformal Marriage 0 0 0.00 0.00 D.00 P, Nondisclosure Foos 0.00 0.00 0.00 F: Juror Donations 0 6 0.00 0.00 0.00 F, JYatico Court Indig Filing Pees 2 0.00 0.00 0.00 F: stat Prot, Court Indig Filing Fees 6 12.00 0.00 0.60 11.40 F, Stat Prot, Court Judie: Filing Foos 0 0.00 0.00 F; Scat Cnty Court rndig Filing Fees 0 0.00 0.00 0.00 P, $tat Cnty Court Judic Filing Foos 0 0.00 0.00 0.00 F: Cnst Cnty Court Indig Filing Fees 0 0.00 0.00 0.00 F; Cnst Cnty Court JUdic Filing Fees 0 0,0D 0.00 0.00 F, Dist Court Divorce & Family Law 0.00 0.00 0.00 F: Dist Court Other Divorce/Family Law 0 0 0.00 0100 0.00 F: Diet Court Indig Legal Services 0 0.00 0.00 0.00 F: Judicial Support Fee 0 0.00 0100 0.00 Report Sub Total 0.00 0.00 0.00 2 12.00 0.60 11.40 te1 Due For This Period 191 2,425.79 316,88 2,100.91 THE WATE OF TEXAS Bofors. me, the undersigned authority, this day COun eT Calhoun County personally appaared Nancy Pomykal, Justico of the Peace, Precinct No 5, Calhoun County, Texas, who boing duly sworn, doposos and says that the above WS to apcy forogoiinng report is Yrue and correct. s my hand this �d3y op jY[�//�f /�/ '/ , Calhoun C9u1itvy Texas Calhoun County Flo odplain Administration 211 South Ann Street, Suite 301 Port Lavaca, TX 77979-4249 Phone: 361-553-4455/Fax: 361-553-4444 e-mail: ladonna.thigpen@calhouncotx.org JULY 2016 Development Permits New Homes-5 Renovations-1 Mobile Homes-2 Boat Barns/Storage Buildings/Garages-2 Commercial Buildings-0 Total Fees Collected: $600.00 b o o 0 o 0 0 0 0 o o- o o cn o. (n co o= -: o. y 3 2 -0. -i 3 K O « M . 2 m (D 7-(D T N m 5 (D (D p C C_ (D C ' 2 (D 3 7 3 7 3< m v 3 3 3(D �' (D'� �' m m m n) a a Co m m° o o. O .a v a O CD v p p p N �: Z (D W W m 3 �a' m. . OC_ .3 N 0) N;. N cn N o o N o O. a 0- �. CN-i' N ( a a' � m 3 > D a a a m` a) 0 0 3 W:� m m m.3' 0 0 oo v: (n a N. N o(D o(D (o a(D a m o: m I U(n � 3 m w .Q a o m m o a o° C; -(D in p n m -I o o m - o. o �' p n3 s a (D o 2 ci (D O' (D it '.-� S n ill `N-'-.., 6 ..0 o -N N- O C �' V) (D O ':(D� Uj O O F N N 3 N N m -3 n (D C O (DN. N _ L UI O N O O O O (O m N O O V UI AIQ O O N W O N A N _ O O W A fn m � O O O O O O W m V 0 0 0 0 1 N W O O O W o oO O O N A tQ 0 0 (WJI N Ul 1 1 W O W A W m O O O O O O V N 0 0 N W m O O N A O O O O O O O O O J � O W O O A v U1 N N V Ul O A O C z L C r D c 7T m v O O i z O < 0 m n �.. D < -m -. o@ 41 0 0 O- W O M A O O W N 1-+ W O O -m V 00 m N m l0 O lli F+ N �. 0;:: �. -u 0 -n tp m U)W� v M m o (B . 0' O a � m � a O N N :3 m (0 I Susan Riley From: Michelle Velasquez <michelle.velasquez@calhouncotx.org> Sent: Monday, August 01, 2016 11:52 AM To: Susan Riley Subject: FW: Message from "RNP002673958BF5" Attachments: 201608011211. pdf Hi Susan, Can you add this to the next Commissioners Court. I believe Tristum left one also. Thank you and have a good day. Michelle -----Original Message ----- From: michelle.velasquez@calhouncotx.org [mailto:michelle.velasquez@calhouncotx.org] Sent: Monday, August 01, 2016 12:11 PM To: MICHELLE Subject: Message from "RNP002673958BF5" This E-mail was sent from "RNP002673958BF5" (Aficio MP 5002). Scan Date: 08.01.2016 12:11:01 (-0500) Queries to: michelle.velasquez@calhouncotx.org 1 ACCEPT DONATIONS TO CALHOUN COUNTY: N/A DECLARE CERTAIN ITEMS OF COUNTY PROPERTY AT THE ADULT DETENTION CENTER AS SURPLUS/SALVAGE AND REMOVE FROM INVENTORY (SEE LIST): Commissioner Galvan made a motion to declare certain items of County property at the Adult Detention Center as Surplus/Salvage and remove from Inventory (see list). Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. Calhoun County, Texas SURPLUS/SALVAGE DECLARATION REQUEST FORM Department Name:caww, �PuN N&u� Dtkmitwi C2wy Requested By: j4i('kale DECLARE INVENTORY ITEM #24-0360, CAT BACKHOE AS SURPLUS AND REMOVE FROM PRECINCT #4 ROAD AND BRIDGE INVENTORY. ITEM WILL BE USED FOR TRADE-IN FOR PURCHASE OF NEW EQUIPMENT: Commissioner Galvan made a motion to declare Inventory item #24-0360, CAT Backhoe as surplus and remove from Precinct #4 Road and Bridge Inventory. Item will be used for trade-in for purchase of new equipment. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. Kenneth W. Finster County Commissioner County of Calhoun Precinct 4 August 4, 2016 Honorable Michael Pfeifer Calhoun County Judge 211 S. Ann Port Lavaca, TX 77979 RE: AGENDA ITEM Dear Judge Pfeifer: Please place the following item on the Commissioners' Court Agenda August 11, 2016. s Discuss and take necessary action to declare Inventory item #24-0360, CAT Backhoe, as surplus and remove from Precinct 4 R&B inventory. Item will be used for trade-in for purchase of new equipment. Sincerely, Wc� Kenneth W. Finster KWF/at P.O. Box 177 -- Seadrift, Texas 77983 - email: kenny.finster@pct4.org - (361) 785-3141 -- Fax (361) 785-5602 Calhoun County, Texas SURPLUS/SALVAGE DECLARATION REQUEST FORM Department Name: Dept. 570 — Precinct 4 Requested By: Commissioner Finster Inventory Number 24-0360 Description CAT Backhoe Serial No. OFDP25849 Reason for Surplus/Salvage Declaration Trade-in on new equipment DECLARE CERTAIN ITEMS OF PROPERTY IN COMMISSIONER PRECINCT #2 AS SURPLUS AND REMOVE FROM INVENTORY: (1) 1984 CHEVROLET TRUCK, VIN IGBK34WSEV136783 (ASSET 547-0003) (2) 1986 GMC TRUCK VIN 1GDHK34JXGS530276 Commissioner Galvan made a motion to declare certain items of property in Commissioner Precinct #2 as surplus and remove from Inventory: (1) 1984 Chevrolet Truck, VIN IGBK34W5EV136783 (Asset 547-0003) (2) 1986 GMC Truck VIN 1GDHK34JXGS530276 Commissioner Finster seconded the motion. Commissioner Galvan, Finster and Judge Pfeifer all voted in favor. Calhoun County Commissioner, Precinct #2 5812 FM 1090 Port Lavaca, TX 77979 July 25, 2016 The Honorable Mike Pfeifer Calhoun County Judge 201 S. Ann Street Port Lavaca, Texas 77979 Re: Agenda Item for Next Commissioners' Court Meeting Dear Judge, (361) 552-9656 Fax (361) 553-6664 Please place the following matter on the agenda for the next meeting: "Consider and take necessary action to declare a 1984 Chevrolet Truck, VIN 1GBJK34W5EV136783, Asset No. 547-0003, and a 1986 GMC Truck VIN 1GDHK34JXGS530276 as surplus/salvage and remove from inventory." Thank you in advance for your attention to this matter. Sincere, , Vern Lyssy VL/rm MATTER OF DECLARING CERTAIN ITEMS OF COUNTY PROPERTY AS SURPLUS/SALVAGE: N/A DECLARE CERTAIN ITEMS OF COUNTY PROPERTY AT THE ADULT DETENTION CENTER AS WASTE AND REMOVE FROM INVENTORY (SEE LIST): Commissioner Galvan made a motion to declare certain items of County property at the Adult Detention Center as Waste and remove from Inventory (see list). Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor Calhoun County, Texas WASTE DECLARATION REQUEST FORM Department Name: C,tVW UUMN Waa Requested By: 'At.� Inventory _ - ... , _-- MATTER OF TRANSFERRING CERTAIN ITEMS OF COUNTY PROPERTY FROM ONE COUNTY DEPARTMENT TO ANOTHER COUNTY DEPARTMENT (SEE LIST): N/A APPROVAL OF PAYROLL: Commissioner Galvan made a motion to approve the following payrolls for July 2016: • July 1, 2016 $ 264,835.64 • July 15, 2016 263,560.41 • July 31, 2016 288,864.01 TOTAL $ 816,660.06 Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. CALHOUN COUNTY PAYROLL 2016 MONTH / JULY Payroll through 07-01-2016 $ 264,835.64 Payroll through 07-15-2016 $ 263,560.41 Payroll through 07-31-2016 $ 288,864.01 APPROVED TOTAL PAYROLL $ 816,660.06 The items listed above have been pre -approved by all Department Heads and I certify that funds were available to pay the obligations. I certify that the above is true and correct to the best of my knowledge July 7, 2016. A APPROVEDv R ONDA S. KOKENA, CALHOUN COUNTY TREASURER COMMISSIONERS COURT ACCEPTED AND APPROVED THIS THE I�-rh DAY OF , 2016 IN THE CALHOUN COUNTY COMMISSIONERS' COURT, PORT LAVACA, TEXAS 77979. BUDGET ADJUSTMENTS: Commissioner Finster made a motion to approve budget adjustments. Commissioner Galvan seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. Me 1 :O :r z :F 'W i� :d i t11 q a O Z H z D O a a3 Q W O 0 0 0 0 0 W fPr 64 EA NT fA m m O W ?IfH E9 fA f9) bT i m Cl W w 0- 0 Q z O w J Z W �w< a 0 0 r w U z z w z z 0 z 0 co m �y �� O EPr fA HJ v v =Iv W ZIt,9 B WZ o� W O O O W O O W `Juuy55[ 'COY[ z m � ema 0 0 Vj fA 0 fR 0 0 H H} EA W � W CD �o �o 4 G b t ■ q ;k :a ;z .z �§ t � t k _© Mme\ &a[ ■g , � ■ )R :§ m �k . � / ° § / �\& v , og � � k � % o ■ z � k ° ul a&= e o ■!: m §0 z \ƒ q § \\ � E � u « It § § % § j j ME - O n Z Z LL � W 0 f9 fR m � Q W C e wW �pY OY. G W W pp �y O O O O W Z W W O fR O fA O Q CO p o 0 0 yn,y O O O 0 � 9 i9 0 0 o c W W f9 £A E9 K � 6 C W v m S z z z z � 9 9 � C7 C9 0 C7 0000 z z z z z � rn rn rn rn w �0 �0 J Sao Z5w Q��g U � Z } Z U a Z Z z_ U w U ¢ J 0 F�ao o a w oQ�z cNovrn 0 fA 0 tR 0 0 u z a T y, T O Q 2 Z LL a 2 0 0 0 0 O CEO C p z z z 0 00 ra- 0 U z ww a w ww IL 0 O w O F U) 7 W 0 0 0 0 0 0 0 '�gyp o000000 y y 0 0 In to O O O Nam x B 0 0 0 0 0 0 0 � �I ff3 NM �1 C o 0 0 0 0 0 0 �yl V3 O EA O O O 4R 0 0 0 0 0 0 0 W E9 fA fA H} fR EA fA C p 0 0 0 0 0 0 0 W � 69 fA ER 64 fA f9 EA Z v �a zzzzzzzF Z 9 9 9 9 9 9 00000000 00000000 z z z z Z Z Z Z Z ono 00000 w ��mcNo cNo c000 0 6 0 0 0 F- U ul O a w O O E2 m z', cl 0 T I �0 !O �z 1- z LU I� a W a 0 0 yl� � C � � m yxW W W C W O O C W EA O W C Y G W 0 0 W EfT K3 W C O G V Q W ffi Ef3 �W Z Q W v CC Z O h � ¢Z¢ QZQ K K V N O 0 E. z z O Z � i C 4 3 co W J W O CK a a O w Z W 00 F < 0 J 0 F- U Z V LLI 0' a w 0 co m 0 z 0 0 w :O ;O :LZ r z ;LW r a W C O O O O O O O O Q O O O O O V O a N M W N O p m W W 0 0 0 0 0 0 0 0 fA EA 00 O fA O O � h W W O W 0 0 0 0 0 0 0 0 _ y O W E9 E900 � E9 fA W G 0 0 0 0 0 0 0 0 W y EA fR fA Eli fH fH Eli �! �e 0 0 0 0 0 0 0 0 W y 4H f9 ER f9 fA fA f9 fA Z 6 i h 2 J J � Z y m a .- �zzzzzz Z Z Z Z Z Z zz C01 H 00000000 Z zzzzzzzz Zrnrnrnrnrnrnwm fa {� f. y rc rn rn w rn rn rn w m Qrnrnrnrnrnwrnrn CO3r G ca G �, W 1- J a 0 w z z g n mo w LU c)W0 Qaco a �+ wz wZNO Q O $ (Zj w W W p0"., a a n CL 0 0 (1) co z O O O O N O 0 0 W N N N O N N N N N N N W N M r T 4 N m W 0 a N :O 3eC 3N ;O Z L :Z 81 :La , iW T c APPROVAL OF BILLS: Commissioner Galvan made a motion to approve Vendor Disbursements in the amount of $528,967.23, EFT - Transfer from Money Market Acct to Operating Acct (NOW) A/P in the amount of $270,272.13, Calhoun County Operating Account A/P in the amount of $321,624.73 (Total Transfers between Funds in the amount of $591,896.86), for a Total Amount for Approval of $1,120,864.09. Commissioner Finster seconded the motion. Commissioners Galvan, Finster and Judge Pfeifer all voted in favor. August 11, 2016 2016 APPROVAL LIST - 2016 BUDGET 31 COMMISSIONERS COURT MEETING OF 08/11/16 BALANCE BROUGHT FORWARD FROM APPROVAL LIST REPORT PAGE 30 $ 159,077.74 FICA P/R $ 49,045.90 MEDICARE P/R $ 11,470.36 FWI-I P/R $ 42,972.52 AFLAC P/R $ 4,566.46 COMBINED INSURANCE C/O PEOPLES UNITED BANK P/R $ 2,334.34 NATIONWIDE RETIREMENT SOLUTIONS FIR $ 5,385.96 OFFICE OF THE ATTORNEY GENERAL - CHILD SUPPORT P/R $ 3,112.64 PRINCIPAL FINANCIAL GROUP P/R $ 2,590.74 RELIANCE STANDARD LIFE P/R $ 3,285.14 TEXAS COUNTY & DISTRICT RETIREMENT SYSTEM P/R $ 200,097.66 'FRUS'1MARK P/K $ 3,221.32 UNITED WAY OF CALHOUN COUNTY P/R $ 5.00 WILLIAM E. HEITKAMP, TRUSTEE P/R $ 696.58 AT&T MOBILITY A/P $ 399.91 BEN E KEITH FOODS A/P $ 6,381.97 CABLE ONE A/P $ 190.52 CARDMEMBER SERVICE - SHERIFF/JAIL, A/P $ 1,948.89 CARDMEMBER SERVICE - COUNTY A/P $ 4,406.85 CENTERPOINT ENERGY A/P $ 75.52 CITY OF POINT COMFORT A/P $ 117.02 CITY OF PORT LAVACA A/P $ 184.93 CITY OF SEADRIFT A/P $ 169.44 ERIC TAYLOR A/P $ 313.20 FRONTIER COMMUNICATIONS A/P $ 1,480.94 GBRA A/P $ 310.44 JACKSON ELECTRIC COOP, INC. A/P $ 568.05 LA WARD TELEPHONE EXC. INC. A/P $ 325.11 MAP Y BELLE MEITZEN A/P $ 65.99 MCI COMM SERVICE A/P $ 31.48 MCI MEGA PREFERRED A/P $ 335.70 PORT O'CONNER IMPROVEMENT A/P $ 830.23 PRO MEDIC CONSULTANTS, LLC A/P $ 3,849.88 REPUBLIC SERVICES #847 A/P $ 1,396.83 RHONDA CUMMINS A/P $ 91.37 SPRINT A/P $ 36.19 TEXAS WAVENET WIRELESS A/P $ 284.96 TISD, INC A/P $ 249.97 UNITED STATES TREASURY A/P $ 2,055.46 VERTZON WIRELESS A/P $ 165.23 VICTORIA ELECTRIC CO-OP A/P $ 3,258.76 VOYAGER A/P $ 10,149.84 WALLIS THOMAS D A/P $ 150.00 WASTE MANAGEMENT A/P $ 1,139.11 WEXBANK A/P $ 141.08 TOTAL VENDOR DISBURSEMENTS: $ 528,967.23 EFT - TRANSFER FROM MONEY MARKET ACCT'TO OPERATING ACCT (NOW) A/P $ 270,272.13 CALHOUN COUNTY OPERATING ACCOUNT A/P $ 321,624.73 TOTAL TRANSFERS BETWEEN FUNDS: $ 591,896.86 TOTAL AMOUNT FOR APPROVAL: $ 1,120,864.09 SINGLE SOURCE, EMERGENCY AND PUBLIC WELFARE PURCHASES AND BILLS: N/A PUBLIC DISCUSSION OF COUNTY MATTERS: County Treasurer, Rhonda Kokena, announced that this is the last week of employment for Chelsa Ecby. Susan Riley reminded the Commissioners that road reports are due next week. COURT ADJOURNED AT 10:24 A.M.