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 Management Required Trainings |
March 31, 2025 |
| 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 |
December 2, 2024 |
Chapter 2: Procurement Planning
Chapter 2: Procurement Planning
| Handbook Page |
Last Revision Date |
| Procurement Planning |
March 31, 2025 |
| Major Information Resource Projects |
March 31, 2025 |
| Outside Legal Service Contracts: Invoicing and Payment |
March 31, 2025 |
| Department of Information Resources (DIR) Cooperative Contract |
March 31, 2025 |
| Determination of Need |
March 31, 2025 |
| 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 |
December 2, 2024 |
| Group Purchasing Organization (GPO) |
March 31, 2025 |
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 |
December 2, 2024 |
| Subcontracts |
May 1, 2020 |
| Internal Control Structure Questionnaire (ICSQ) |
April 15, 2024 |
| Memorandum of Understanding (MOU) |
March 31, 2025 |
| Electronically Transmitted Contract Documents and Electronic Signatures |
March 31, 2025 |
Chapter 4: Contract Management
Chapter 4: Contract Management
| Handbook Page |
Last Revision Date |
| Contract Management |
September 7, 2018 |
| Managing Major Information Resource Projects |
March 31, 2025 |
| Performance Based Contracts |
September 7, 2018 |
| Subcontracting Responsibilities |
September 7, 2018 |
| Cybersecurity Training Requirements for Contractors |
December 20, 2024 |
| Management of Contract Record and Personal Identifiable Information |
March 31, 2025 |
| Allowable Costs |
September 7, 2018 |
| Miscellaneous Claims |
September 7, 2018 |
| Recipient/Subrecipient Management |
October 1, 2020 |
| Single Audit Requirements |
December 2, 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 |
March 31, 2025 |
| 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 Monitoring |
December 2, 2024 |
| Novation Assignment Agreement |
December 2, 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