Background

The mission of DFPS and the goals of our programs are supported through a wide variety of contracted goods and services. The Procurement and Contracting Services (HHS-PCS) division of Health and Human Services (HHS) purchases goods and services for direct DFPS client use or benefit and for DFPS support services.

Purpose

The purpose of these policies is to provide clear guidance to DFPS staff who perform functions related to the purchase of goods and services and resulting contracts.

Features

The DFPS Contracting Policies serve as a central organizational framework for DFPS contracting. The policies provide guidance to both client services and administrative contracts.

The functions described include planningthe purchasing of contracted services, contract administration, contract management, contract monitoring, and accountabiity.

DFPS divisions responsible for contracting functions include:

Chapter 1:  Overview

Chapter 1: Overview
Handbook Page Last Revision Date
Contract Handbook Introduction September 7, 2018
Contract Oversight and Support (COS) September 3, 2024
Contract Divisions September 3, 2024
Open Records Request N/A
Vendor Reference Requests September 7, 2018
Contracting Systems: IMPACT, CAPPS Financials, SCOR June 28, 2024
Contract Manager Responsibilities September 3, 2024
Contract Manager Required Trainings September 1, 2021
Contract Manager Conflict of Interest Requirements September 3, 2024
Certified Texas Contract Manager (CTCM) March 30, 2023
Ethics for Agency Staff Involved in Contracting September 1, 2021
Reporting Fraud, Waste, and Abuse July 8, 2022
Vendor Engagement September 7, 2018
HUB Program Overview May 1, 2020

Chapter 2: Procurement Planning

Chapter 2: Procurement Planning
Handbook Page Last Revision Date
Procurement Planning April 15, 2024
Major Information Resource Projects December 15, 2023
Outside Counsel Contracts December 20, 2019
Department of Information Resources (DIR) Cooperative Contract April 15, 2024
Determination of Need April 15, 2024
Information Security Requirements December 29, 2022
Determination of Contracting Relationship September 3, 2024
Statement of Work June 28, 2024
Performance Measures for Purchased Client Service Contracts September 3, 2024
Determining Contract Insurance Coverage November 1, 2021
HUB Subcontracting Determination and HSP Evaluation October 1, 2020

Chapter 3: Contract Development and Execution

Chapter 3: Contract Development and Execution
Handbook Page Last Revision Date
Required Checks September 7, 2018
Legal Entities that May Contract with DFPS September 7, 2018
Business Entities Using Assumed Names (DBAs) January 15, 2019
Debarred, Divested, or Excluded Parties April 8, 2022
Vendor Hold and Texas Identification System (TINS) June 28, 2024
Vendor Performance Tracking Search September 26, 2022
Franchise Tax Account Status December 15, 2020
Form 1295 Certificate of Interested Parties April 15, 2024
SSCC and DFPS Employment Restrictions April 6, 2023
Payment Type Requirements September 7, 2018
Subcontracts May 1, 2020
Internal Control Structure Questionnaire (ICSQ) April 15, 2024
Memorandum of Understanding (MOU) September 23, 2022
Electronically Transmitted Contract Documents and Electronic Signatures September 7, 2018

Chapter 4: Contract Management

Chapter 4: Contract Management
Handbook Page Last Revision Date
Contract Management September 7, 2018
Managing Major Information Resource Projects December 20, 2019
Performance Based Contracts September 7, 2018
Subcontracting Responsibilities September 7, 2018
Cybersecurity Training Requirements for Contractors March 30, 2023
Management of Contract Record and Personal Identifiable Information April 15, 2024
Allowable Costs September 7, 2018
Miscellaneous Claims September 7, 2018
Recipient/Subrecipient Management October 1, 2020
Single Audit Requirements September 3, 2024
Federal Funding Accountability and Transparency Act (FFATA) December 15, 2023
Risk Management September 1, 2021
Risk Assessment Instrument (RAI) September 3, 2024
SSCC Risk Assessment Analysis August 9, 2021
Data Breach Reporting Requirements September 1, 2021
Contractor Noncompliance and Contract Remedies September 7, 2018
Contract Dispute Resolution September 1, 2021
Mediation of Contract Dispute March 1, 2020
Settling a Contract Dispute March 1, 2020
Failure to Settle a Contract Dispute March 1, 2020
Contract Amendments September 3, 2024
Amendment-Renewals June 28, 2024
Corrective Action Plans September 3, 2024
Contract Extensions June 1, 2020
HUB Subcontracting Requirements, Changes, and Compliance December 29, 2022
Novation Assignment Agreement September 3, 2024

Chapter 5: Contract Monitoring

Chapter 5: Contract Monitoring
Handbook Page Last Revision Date
Contract Monitoring October 4, 2021
Performance Based Monitoring September 3, 2024
Review Reason: Risk Based, Enhanced, Complaint, Follow-up September 3, 2024
Client Services SMP June 28, 2024
Administrative Services SMP November 14, 2022
Review Type: Programmatic, Administrative, Fiscal December 15, 2020
Review Level: Targeted or Comprehensive February 1, 2019
Review Location: On-Site or Desk Review September 26, 2022

Chapter 6: Contract Termination and Closeout

Chapter 6: Contract Termination and Closeout
Handbook Page Last Revision Date
Contract Termination February 14, 2022
Contract Closeout September 3, 2024
Disposition of Equipment Valued Over $5,000 September 7, 2018
Vendor Performance Reporting September 3, 2024