j - austintexas.gov

Amendment No. 2 to

Contract No. 9100 NA 160000079 for

TDHCA CSBG Data Collection and Reporting Tool between

Shah Software, Inc. and the

City of Austin

1.0 The City hereby exercises this extension option for the subject contract. This extension option will be January 1, 2018 through December 31, 2018. One option will remain.

2.0 The total contract amount is increased by $14,950.00 by this extension period. The total contract authorization is recapped below:

Action Action Amount Total Contract Amount

Initial Term: 04/01/2016-12/31/2016 $14,950.00 $14,950.00

Amendment No. 1: Option 1 - Extension 01/01/2017-12/31/2017

$14,950.00 $29,900.00 Amendment No. 2: Option 2 - Extension 01 /01 /2018 - 12/31 /2018

$14,950.00 $44,850.00

3.0 MBE/WBE goals do not apply to this contract.

4.0 By signing this Amendment the Contractor certifies that the vendor and its principals are not currently suspended or debarred from doing business with the Federal Government, as indicated by the GSA List of Parties Excluded from Federal Procurement and Non-Procurement Programs, the State of Texas, or the City of Austin.

5.0 All other terms and conditions remain the same.

BY THE SIGNATf(" E_c· affixed below, this amendment is hereby incorporated into and made a part of the above-referenced

contract. .J~\ ~-A Sign/Date: I'. . Sign/Date: ~ I /:i /! g/' Printed Name: JAGAT SHAH Printed 7 J- I ,,,.,.-- / Authorized Representative Name: Q 5 {' I I(\ I I \f e ,-Shah Software, Inc. 1 Collinway Pl Dallas, TX 75230

jb

Authorized Rep esentativlf /

City of Austin Purchasing Office 124 W. 81

h Street, Ste. 310 Austin, Texas 78701

Amendment No. 1 to

Contract No. 9100 NA160000079 for

TDHCA CSBG Data Collection and Reporting Tool between

Shah Software, Inc. and the

City of Austin

1.0 The City hereby exercises this extension option for the subject contract. This extension option will be January 1, 2017 through December 31, 2017. One option will remain.

2.0 The total contract amount is increased by $14,950.00 by this extension period. The total contract authorization is recapped below:

Action Action Amount Total Contract Amount

Initial Term: 04/01/2016 12/31/2016 $14,950.00 $14,950.00

Amendment No. 1: Option 1 -Extension 01/01/2017-12131/2017

$14,950.00 $29,900.00

3.0 MBEfWBE goals do not apply to this contract.

4.0 By signing this Amendment the Contractor certifies that the vendor and its principals are not currently suspended or debarred from doing business with the Federal Government, as indicated by the GSA List of Parties Excluded from Federal Procurement and Non-Procurement Programs, the State of Texas, or the City of Austin.

5.0 All other terms and conditions remain the same.

BY THE SIGNATURES affixed below, this amendment is hereby incorporated into and made a part of the above-referenced contract.

jb

Sign/Date: Jan 4, 2016

Printed Name: JAGAT SHAH

Authorized Representative

Shah Software, Inc. 1 Collinway PI Dallas, TX 75230

Sign/Date:

Printed a t} Name: \) 0,. r '<. 1 Authorized Representative

City of Austin Purchasing Office 124 W. S1h Street, Ste. 310 Austin, Texas 78701

?y/er I

CITY OF

SOLICITATION NO: RFP PAX0130

DATE ISSUED: 02/22/2016

COMMODITY CODE: 92045 FOR CONTRACTUAL AND TECHNICAL ISSUES CONTACT THE FOLLOWING AUTHORIZED CONTACT PERSON:

Sai Xoomsai Purcell Senior Buyer Specialist

Phone: (512) 974-3058 E-Mail: [email protected]

COMMODITY/SERVICE DESCRIPTION: Texas Department of Housing & Community Affairs (TDHCA) Community Services Block Grant (CSBG) data collection and reporting tool

PROPOSAL DUE PRIOR TO: 03110/2016,2:00 pm, Local Time

LOCATION: MUNICIPAL BUILDING, 124 W 8"' STREET RM 308, AUSTIN, TEXAS 78701

LIVE SOLICITATION CLOSING ONLINE: For RFP's, only the names of respondents will be read aloud

For information on how to attend the Solicitation Closing online, please select this link:

http :1/www. austintexas. gov /dep a rtm entlb id-open in g-webin ars

When submitting a sealed Offer and/or Compliance Plan, use the proper address for tile type of service desired, as shown below·

Address for US Mail (Only) Address for Fedex, UPS, Hand Delivery or Courier

City of Austin City of Austin, Municipal Building

Purchasing Office~Response Enclosed for Solicitation# PAX0130 Purchasing Office-Response Enclosed for Solicitation# PAX0130

P.O. Box 1088 124 W 81" Street, Rm 308

Austin, Texas 78767-8845 Austin, Texas 78701

Reception Phone: (512) 974-2500 NOTE. Offers must be recerved and trme stamped m the Purchasmg Office pnor to the Due Date and T1me. It 1s the

responsibility of the Offeror to ensure that their Offer arrives at the receptionist's desk in the Purchasing Office prior to tl1e time and date indicated. Arrival at the City's mail room, mail terminal, or post office box will not constitute the Offer arriving

on time. See Section 0200 for additional solicitation instructions.

All Offers (including Compliance Plans) that are not submitted in a sealed envelope or container will not be considered.

SUBMIT 1 ORIGINAL AND 4 ELECTRONIC COPIES OF YOUR RESPONSE The electronic copies must be on CD or flash drive in PDF format

***SIGNATURE FOR SUBMITTAL REQUIRED ON PAGE 3 OF THIS DOCUMENT***

Offer Sheet Solicitation No. RFP PAX0130 Page 11

This solicitation is comprised of the following required sections. Please ensure to carefully read each section including those incorporated by reference. By signing this document, you are agreeing to all the items contained herein and will be bound to all terms.

SECTION TITLE PAGES NO.

0100 STANDARD PURCHASE DEFINITIONS . 0200 STANDARD SOLICITATION INSTRUCTIONS •

0300 STANDARD PURCHASE TERMS AND CONDITIONS •

0400 SUPPLEMENTAL PURCHASE PROVISIONS 8

0500 SCOPE OF WORK 8

0600 PROPOSAL PREPARATION INSTRUCTIONS & EVALUATION FACTORS 2

0700 REFERENCE SHEET- Complete and return if required 1

0800 NON-DISCRIMINATION CERTIFICATION . 0805 NON-SUSPENSION OR DEBARMENT CERTIFICATION . 0810 NON-COLLUSION, NON-CONFLICT OF INTEREST, AND ANTI-LOBBYING .

CERTIFICATION

0835 NONRESIDENT BIDDER PROVISIONS- Complete and return 1

Debarment Certification 1

Pricing Sheet 1

Attachment 1 Grant Requirement 3

' Documents are hereby incorporated into this Solicitation by reference. with the same force and effect as if they were incorporated in full text. The full text versions of the' Sections are available on the Internet at the following online address:

http :1/www. a usti ntexas. gov /fi nan ceon lin e/ven dar con necti on/index. cfm#ST AN DARD Bl DDOC U M ENT S

If you do not have access to the Internet. you may obtain a copy of these Sections from the City of Austin Purchasing Office located in the Municipal Building. 124 West 8!!! Street. Room #308 Austin, Texas 78701; phone (512) 974-2500. Please have the Solicitation number available so that the staff can select the proper documents. These documents can be mailed, expressed mailed. or faxed to you.

INTERESTED PARTIES DISCLOSURE

In addition. Section 2252.908 of the Texas Government Code requires the successful offeror to complete a Form 1295 "Certificate of Interested Parties" that is signed and notarized for a contract award requiring council authorization. The "Certificate of Interested Parties" form must be completed on the Texas Ethics Commission website, printed, signed and submitted to the City by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to final contract execution.

https ://www.ethics.state.tx .uslwhatsn ew/elf info form1295.htm

Offer Sheet Solicitation No. RFP PAX0130 Page I 2

The undersigned, by his/her s ignature, represents that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet sections defined above including all documents incorporated by reference, and agrees to be bound by the terms therein.

Company Name: Sh~k ( o ?+w (/',_.,_,. } ~c

Company Address: J 3' 0 ~ ~~( !}o t\ OL~. (' 11'-l J.e r 4-£5 f) City, State, Zip: UO\J\C\s

7 Tf 9-'5P. JrO

Federal Tax ID No. - S'~( Printed Name of Officer or Authorized Representative: ._) 'JOV't ~ e ~,, ~-l''J'~ Title:

Signature of Officer or Authorized Representative:

Date: ___ ____:_JY\_0:_~ v=--k~~, ----Jl2--=6___:1__£~--------------Email Address: _j Sh.V''"'-G ~\-.-.(;'-h<;o#+w>A-re- (u M

Phone Number:

* Proposal response must be submitted with this Offer sheet to be considered for award

Offer Sheet So lici tation No. RFP PAX0130 Page I 3

Section 0700: Reference Sheet

Responding Company Name __ S_h_CA_h-_ __:_(_o_4~h.:....__~ _f...._) ___.( ,___.....:.)_·~-t-_' _____ _

The City at its discretion may check references in order to determine the Offeror's experience and ability to provide the products and/or services described in this Solicitation. The Offeror shall furnish at least 3 complete and verifiable references. References shall consist of customers to whom the offeror has provided the same or similar services within the last 5 years. References shall indicate a record of positive past performance.

1. Company's Name

Name and Title of Contact

Project Name

Present Address

City, State, Zip Code

Telephone Number

Email Address

2. Company's Name


Project Name

Present Address


Telephone Number

Email Address

3. Company's Name


Project Name

Present Address


Telephone Number

Email Address

Section 0700 Reference Sheet

..... Lr .Q t-<> (o V'" --t\.._J\~. 1 1

.q) j_;l o- ",. 1 ()-1 o J .h ~ 0 "k IV'- u.., tV'\ G1-

i=tJ,} ltV u~ ~ "17- :{I JO 1-

ckJ.L S Cf ')_ tJ ~x&Jumber (_), ____ _

tw-.~,'(.. 1='1 ~'(\c ;.J <8 Fe~"'t NC1-1Hev~r-~ · g(fv

~~ ~1- r~ 'fCI'-) u&J?o~"''ht~ \rL-_J" e ..... ~ 1 t:_ • ·h so n

7 f -r { c.. Y I ~ t. ,,:)." '\--

1..../

{;0'$ N' t.t ·tJ...., L..~Y'\1"·0~, -,.,... 9~15)

l-P\ yv"-(" ~ p. 1" ,.. .:t- OJ ~ ~ J

cg-"0, ) K1J £35Lr FaxNumber (_). _____ _

.J (~t1(!) .To·~t'\ 1 • 0·b~~tn · W h-'(2 ~"""'""';} '(OVV\,

5o-b'>'' t'\"" t)f...S4,-t\ • O?~"v~tr-,vV'\ {d·t>~d ·· A.I?\..W~ c ()--~~ IV\~ Y\ V\~ l A, ~ ~ { \o.)(A \ "'

~) 1-""l- YltJt"FaxNumber (_). _____ _

S &\bg •' )'\" . b ~">~e)) & !J c LtA-~· o~ 2

So licitation No. RFP PAX0130 Page 11

Section 0835 : Non-Resident Bidder Provisions

Company Name ~5"'--'-b-'-CA.---'-h_.____---=~:....::Oo......,{J~---'---'V0_tA_~_f_,_, _ )_Y\_ L __ _

A. Bidder must answer the following questions in accordance with Vernon's Texas Statues and Codes Annotated Government Code 2252.002, as amended:

Is the Bidder that is making and submitting this Bid a "Resident Bidder" or a "non-resident Bidder"?

Answer: --IL!)Z_,_,_~ ....Lc..}_,O£.:_~ ~.,O_yvS:.____J__J.L~~~ .... :::...L~--=d-=e_'\__=-----------(1) Texas Resident Bidder- A Bidder whose principle place of business is in Texas and includes a Contractor

whose ultimate parent company or majority owner has its principal place of business in Texas. (2) Nonresident Bidder- A Bidder who is not a Texas Resident Bidder.

B. If the Bidder id a "Nonresident Bidder'' does the state, in which the Nonresident Bidder's principal place of business is located, have a law requiring a Nonresident Bidder of that state to bid a certain amount or percentage under the Bid of a Resident Bidder of that state in order for the nonresident Bidder of that state to be awarded a Contract on such bid in said state?

Answer: ____________ _ Which State: _________ ___ _

C. If the answer to Question B is "yes'', then what amount or percentage must a Texas Resident Bidder bid under the bid price of a Resident Bidder of that state in order to be awarded a Contract on such bid in said state?

Answer: ______________________________ __ _

Section 0835 Non-Resident Bidder Solicitation No. RFP PAX0130 Page 11

CITY OF AUSTIN PURCHASING OFFICE

STANDARD PURCHASE TERMS AND CONDITIONS

Section 0300, Standard Purchase Terms & Conditions 1 Revised January 2016

By submitting an Offer in response to the Solicitation, the Contractor agrees that the Contract shall be governed by the following terms and conditions. Unless otherwise specified in the Contract, Sections 3, 4, 5, 6, 7, 8, 20, 21, and 36 shall apply only to a Solicitation to purchase Goods, and Sections 9, 10, 11 and 22 shall apply only to a Solicitation to purchase Services to be performed principally at the City’s premises or on public rights-of-way. 1. CONTRACTOR’S OBLIGATIONS. The Contractor shall fully and timely provide all Deliverables described in the

Solicitation and in the Contractor’s Offer in strict accordance with the terms, covenants, and conditions of the Contract and all applicable Federal, State, and local laws, rules, and regulations.

2. EFFECTIVE DATE/TERM. Unless otherwise specified in the Solicitation, this Contract shall be effective as of the

date the contract is signed by the City, and shall continue in effect until all obligations are performed in accordance with the Contract.

3. CONTRACTOR TO PACKAGE DELIVERABLES: The Contractor will package Deliverables in accordance with good

commercial practice and shall include a packing list showing the description of each item, the quantity and unit price Unless otherwise provided in the Specifications or Supplemental Terms and Conditions, each shipping container shall be clearly and permanently marked as follows: (a) The Contractor's name and address, (b) the City’s name, address and purchase order or purchase release number and the price agreement number if applicable, (c) Container number and total number of containers, e.g. box 1 of 4 boxes, and (d) the number of the container bearing the packing list. The Contractor shall bear cost of packaging. Deliverables shall be suitably packed to secure lowest transportation costs and to conform with requirements of common carriers and any applicable specifications. The City's count or weight shall be final and conclusive on shipments not accompanied by packing lists.

4. SHIPMENT UNDER RESERVATION PROHIBITED: The Contractor is not authorized to ship the Deliverables under

reservation and no tender of a bill of lading will operate as a tender of Deliverables. 5. TITLE & RISK OF LOSS: Title to and risk of loss of the Deliverables shall pass to the City only when the City actually

receives and accepts the Deliverables. 6. DELIVERY TERMS AND TRANSPORTATION CHARGES: Deliverables shall be shipped F.O.B. point of delivery

unless otherwise specified in the Supplemental Terms and Conditions. Unless otherwise stated in the Offer, the Contractor’s price shall be deemed to include all delivery and transportation charges. The City shall have the right to designate what method of transportation shall be used to ship the Deliverables. The place of delivery shall be that set forth in the block of the purchase order or purchase release entitled "Receiving Agency".

7. RIGHT OF INSPECTION AND REJECTION: The City expressly reserves all rights under law, including, but not

limited to the Uniform Commercial Code, to inspect the Deliverables at delivery before accepting them, and to reject defective or non-conforming Deliverables. If the City has the right to inspect the Contractor’s, or the Contractor’s Subcontractor’s, facilities, or the Deliverables at the Contractor’s, or the Contractor’s Subcontractor’s, premises, the Contractor shall furnish, or cause to be furnished, without additional charge, all reasonable facilities and assistance to the City to facilitate such inspection.

8. NO REPLACEMENT OF DEFECTIVE TENDER: Every tender or delivery of Deliverables must fully comply with all

provisions of the Contract as to time of delivery, quality, and quantity. Any non-complying tender shall constitute a breach and the Contractor shall not have the right to substitute a conforming tender; provided, where the time for performance has not yet expired, the Contractor may notify the City of the intention to cure and may then make a conforming tender within the time allotted in the contract.

9. PLACE AND CONDITION OF WORK: The City shall provide the Contractor access to the sites where the Contractor

is to perform the services as required in order for the Contractor to perform the services in a timely and efficient manner, in accordance with and subject to the applicable security laws, rules, and regulations. The Contractor acknowledges that it has satisfied itself as to the nature of the City’s service requirements and specifications, the location and essential characteristics of the work sites, the quality and quantity of materials, equipment, labor and facilities necessary to perform the services, and any other condition or state of fact which could in any way affect performance of the Contractor’s obligations under the contract. The Contractor hereby releases and holds the City




harmless from and against any liability or claim for damages of any kind or nature if the actual site or service conditions differ from expected conditions.

10. WORKFORCE

A. The Contractor shall employ only orderly and competent workers, skilled in the performance of the services which they will perform under the Contract.

B. The Contractor, its employees, subcontractors, and subcontractor's employees may not while engaged in

participating or responding to a solicitation or while in the course and scope of delivering goods or services under a City of Austin contract or on the City's property .

i. use or possess a firearm, including a concealed handgun that is licensed under state law, except as

required by the terms of the contract; or ii. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may

such workers be intoxicated, or under the influence of alcohol or drugs, on the job. C. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or

disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and may not employ such worker again on Contract services without the City's prior written consent.

11. COMPLIANCE WITH HEALTH, SAFETY, AND ENVIRONMENTAL REGULATIONS: The Contractor, its

Subcontractors, and their respective employees, shall comply fully with all applicable federal, state, and local health, safety, and environmental laws, ordinances, rules and regulations in the performance of the services, including but not limited to those promulgated by the City and by the Occupational Safety and Health Administration (OSHA). In case of conflict, the most stringent safety requirement shall govern. The Contractor shall indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines, penalties and liability of every kind arising from the breach of the Contractor’s obligations under this paragraph.

12. INVOICES:

A. The Contractor shall submit separate invoices in duplicate on each purchase order or purchase release after each delivery. If partial shipments or deliveries are authorized by the City, a separate invoice must be sent for each shipment or delivery made.

B. Proper Invoices must include a unique invoice number, the purchase order or delivery order number

and the master agreement number if applicable, the Department’s Name, and the name of the point of contact for the Department. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading and the freight waybill, when applicable, shall be attached to the invoice. The Contractor’s name and, if applicable, the tax identification number on the invoice must exactly match the information in the Vendor’s registration with the City. Unless otherwise instructed in writing, the City may rely on the remittance address specified on the Contractor’s invoice.

C. Invoices for labor shall include a copy of all time-sheets with trade labor rate and Deliverables order number

clearly identified. Invoices shall also include a tabulation of work-hours at the appropriate rates and grouped by work order number. Time billed for labor shall be limited to hours actually worked at the work site.

D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all Subcontract and

other authorized expenses at actual cost without markup. E. Federal excise taxes, State taxes, or City sales taxes must not be included in the invoiced amount. The City

will furnish a tax exemption certificate upon request.




13. PAYMENT:

A. All proper invoices received by the City will be paid within thirty (30) calendar days of the City’s receipt of the Deliverables or of the invoice, whichever is later.

B. If payment is not timely made, (per paragraph A), interest shall accrue on the unpaid balance at the lesser

of the rate specified in Texas Government Code Section 2251.025 or the maximum lawful rate; except, if payment is not timely made for a reason for which the City may withhold payment hereunder, interest shall not accrue until ten (10) calendar days after the grounds for withholding payment have been resolved.

C. If partial shipments or deliveries are authorized by the City, the Contractor will be paid for the partial shipment

or delivery, as stated above, provided that the invoice matches the shipment or delivery. D. The City may withhold or set off the entire payment or part of any payment otherwise due the Contractor to

such extent as may be necessary on account of:

i. delivery of defective or non-conforming Deliverables by the Contractor; ii. third party claims, which are not covered by the insurance which the Contractor is required to provide,

are filed or reasonable evidence indicating probable filing of such claims; iii. failure of the Contractor to pay Subcontractors, or for labor, materials or equipment; iv. damage to the property of the City or the City’s agents, employees or contractors, which is not covered

by insurance required to be provided by the Contractor; v. reasonable evidence that the Contractor’s obligations will not be completed within the time specified in

the Contract, and that the unpaid balance would not be adequate to cover actual or liquidated damages for the anticipated delay;

vi. failure of the Contractor to submit proper invoices with all required attachments and supporting documentation; or

vii. failure of the Contractor to comply with any material provision of the Contract Documents.

E. Notice is hereby given of Article VIII, Section 1 of the Austin City Charter which prohibits the payment of any money to any person, firm or corporation who is in arrears to the City for taxes, and of §2-8-3 of the Austin City Code concerning the right of the City to offset indebtedness owed the City.

F. Payment will be made by check unless the parties mutually agree to payment by credit card or electronic

transfer of funds. The Contractor agrees that there shall be no additional charges, surcharges, or penalties to the City for payments made by credit card or electronic funds transfer.

G. The awarding or continuation of this contract is dependent upon the availability of funding. The City’s payment

obligations are payable only and solely from funds Appropriated and available for this contract. The absence of Appropriated or other lawfully available funds shall render the Contract null and void to the extent funds are not Appropriated or available and any Deliverables delivered but unpaid shall be returned to the Contractor. The City shall provide the Contractor written notice of the failure of the City to make an adequate Appropriation for any fiscal year to pay the amounts due under the Contract, or the reduction of any Appropriation to an amount insufficient to permit the City to pay its obligations under the Contract. In the event of non or inadequate appropriation of funds, there will be no penalty nor removal fees charged to the City.

14. TRAVEL EXPENSES: All travel, lodging and per diem expenses in connection with the Contract for which

reimbursement may be claimed by the Contractor under the terms of the Solicitation will be reviewed against the City’s Travel Policy as published and maintained by the City’s Controller’s Office and the Current United States General Services Administration Domestic Per Diem Rates (the “Rates”) as published and maintained on the Internet at:

http://www.gsa.gov/portal/category/21287

http://www.gsa.gov/portal/category/21287




No amounts in excess of the Travel Policy or Rates shall be paid. All invoices must be accompanied by copies of detailed itemized receipts (e.g. hotel bills, airline tickets). No reimbursement will be made for expenses not actually incurred. Airline fares in excess of coach or economy will not be reimbursed. Mileage charges may not exceed the amount permitted as a deduction in any year under the Internal Revenue Code or Regulations.

15. FINAL PAYMENT AND CLOSE-OUT:

A. If an MBE/WBE Program Compliance Plan is required by the Solicitation, and the Contractor has identified Subcontractors, the Contractor is required to submit a Contract Close-Out MBE/WBE Compliance Report to the Project manager or Contract manager no later than the 15th calendar day after completion of all work under the contract. Final payment, retainage, or both may be withheld if the Contractor is not in compliance with the requirements of the Compliance Plan as accepted by the City.

B. The making and acceptance of final payment will constitute:

i. a waiver of all claims by the City against the Contractor, except claims (1) which have been previously asserted in writing and not yet settled, (2) arising from defective work appearing after final inspection, (3) arising from failure of the Contractor to comply with the Contract or the terms of any warranty specified herein, (4) arising from the Contractor’s continuing obligations under the Contract, including but not limited to indemnity and warranty obligations, or (5) arising under the City’s right to audit; and

ii. a waiver of all claims by the Contractor against the City other than those previously asserted in writing and not yet settled.

16. SPECIAL TOOLS & TEST EQUIPMENT: If the price stated on the Offer includes the cost of any special tooling or

special test equipment fabricated or required by the Contractor for the purpose of filling this order, such special tooling equipment and any process sheets related thereto shall become the property of the City and shall be identified by the Contractor as such.

17. RIGHT TO AUDIT:

A. The Contractor agrees that the representatives of the Office of the City Auditor or other authorized representatives of the City shall have access to, and the right to audit, examine, or reproduce, any and all records of the Contractor related to the performance under this Contract. The Contractor shall retain all such records for a period of three (3) years after final payment on this Contract or until all audit and litigation matters that the City has brought to the attention of the Contractor are resolved, whichever is longer. The Contractor agrees to refund to the City any overpayments disclosed by any such audit.

B. The Contractor shall include section a. above in all subcontractor agreements entered into in connection with

this Contract. 18. SUBCONTRACTORS:

A. If the Contractor identified Subcontractors in an MBE/WBE Program Compliance Plan or a No Goals Utilization Plan the Contractor shall comply with the provisions of Chapters 2-9A, 2-9B, 2-9C, and 2-9D, as applicable, of the Austin City Code and the terms of the Compliance Plan or Utilization Plan as approved by the City (the “Plan”). The Contractor shall not initially employ any Subcontractor except as provided in the Contractor’s Plan. The Contractor shall not substitute any Subcontractor identified in the Plan, unless the substitute has been accepted by the City in writing in accordance with the provisions of Chapters 2-9A, 2-9B, 2-9C and 2-9D, as applicable. No acceptance by the City of any Subcontractor shall constitute a waiver of any rights or remedies of the City with respect to defective Deliverables provided by a Subcontractor. If a Plan has been approved, the Contractor is additionally required to submit a monthly Subcontract Awards and Expenditures Report to the Contract Manager and the Purchasing Office Contract Compliance Manager no later than the tenth calendar day of each month.




B. Work performed for the Contractor by a Subcontractor shall be pursuant to a written contract between the Contractor and Subcontractor. The terms of the subcontract may not conflict with the terms of the Contract, and shall contain provisions that:

i. require that all Deliverables to be provided by the Subcontractor be provided in strict accordance with the

provisions, specifications and terms of the Contract; ii. prohibit the Subcontractor from further subcontracting any portion of the Contract without the prior written

consent of the City and the Contractor. The City may require, as a condition to such further subcontracting, that the Subcontractor post a payment bond in form, substance and amount acceptable to the City;

iii. require Subcontractors to submit all invoices and applications for payments, including any claims for additional payments, damages or otherwise, to the Contractor in sufficient time to enable the Contractor to include same with its invoice or application for payment to the City in accordance with the terms of the Contract;

iv. require that all Subcontractors obtain and maintain, throughout the term of their contract, insurance in the type and amounts specified for the Contractor, with the City being a named insured as its interest shall appear; and

v. require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor is required to indemnify the City.

C. The Contractor shall be fully responsible to the City for all acts and omissions of the Subcontractors just as the

Contractor is responsible for the Contractor's own acts and omissions. Nothing in the Contract shall create for the benefit of any such Subcontractor any contractual relationship between the City and any such Subcontractor, nor shall it create any obligation on the part of the City to pay or to see to the payment of any moneys due any such Subcontractor except as may otherwise be required by law.

D. The Contractor shall pay each Subcontractor its appropriate share of payments made to the Contractor not later

than ten (10) calendar days after receipt of payment from the City. 19. WARRANTY-PRICE:

A. The Contractor warrants the prices quoted in the Offer are no higher than the Contractor's current prices on orders by others for like Deliverables under similar terms of purchase.

B. The Contractor certifies that the prices in the Offer have been arrived at independently without consultation,

communication, or agreement for the purpose of restricting competition, as to any matter relating to such fees with any other firm or with any competitor.

C. In addition to any other remedy available, the City may deduct from any amounts owed to the Contractor, or

otherwise recover, any amounts paid for items in excess of the Contractor's current prices on orders by others for like Deliverables under similar terms of purchase.

20. WARRANTY – TITLE: The Contractor warrants that it has good and indefeasible title to all Deliverables furnished

under the Contract, and that the Deliverables are free and clear of all liens, claims, security interests and encumbrances. The Contractor shall indemnify and hold the City harmless from and against all adverse title claims to the Deliverables.

21. WARRANTY – DELIVERABLES: The Contractor warrants and represents that all Deliverables sold the City under

the Contract shall be free from defects in design, workmanship or manufacture, and conform in all material respects to the specifications, drawings, and descriptions in the Solicitation, to any samples furnished by the Contractor, to the terms, covenants and conditions of the Contract, and to all applicable State, Federal or local laws, rules, and regulations, and industry codes and standards. Unless otherwise stated in the Solicitation, the Deliverables shall be new or recycled merchandise, and not used or reconditioned.

A. Recycled Deliverables shall be clearly identified as such.




B. The Contractor may not limit, exclude or disclaim the foregoing warranty or any warranty implied by law; and any attempt to do so shall be without force or effect.

C. Unless otherwise specified in the Contract, the warranty period shall be at least one year from the date of

acceptance of the Deliverables or from the date of acceptance of any replacement Deliverables. If during the warranty period, one or more of the above warranties are breached, the Contractor shall promptly upon receipt of demand either repair the non-conforming Deliverables, or replace the non-conforming Deliverables with fully conforming Deliverables, at the City’s option and at no additional cost to the City. All costs incidental to such repair or replacement, including but not limited to, any packaging and shipping costs, shall be borne exclusively by the Contractor. The City shall endeavor to give the Contractor written notice of the breach of warranty within thirty (30) calendar days of discovery of the breach of warranty, but failure to give timely notice shall not impair the City’s rights under this section.

D. If the Contractor is unable or unwilling to repair or replace defective or non-conforming Deliverables as required

by the City, then in addition to any other available remedy, the City may reduce the quantity of Deliverables it may be required to purchase under the Contract from the Contractor, and purchase conforming Deliverables from other sources. In such event, the Contractor shall pay to the City upon demand the increased cost, if any, incurred by the City to procure such Deliverables from another source.

E. If the Contractor is not the manufacturer, and the Deliverables are covered by a separate manufacturer’s

warranty, the Contractor shall transfer and assign such manufacturer’s warranty to the City. If for any reason the manufacturer’s warranty cannot be fully transferred to the City, the Contractor shall assist and cooperate with the City to the fullest extent to enforce such manufacturer’s warranty for the benefit of the City.

22. WARRANTY – SERVICES: The Contractor warrants and represents that all services to be provided the City under

the Contract will be fully and timely performed in a good and workmanlike manner in accordance with generally accepted industry standards and practices, the terms, conditions, and covenants of the Contract, and all applicable Federal, State and local laws, rules or regulations.

A. The Contractor may not limit, exclude or disclaim the foregoing warranty or any warranty implied by law, and any

attempt to do so shall be without force or effect. B. Unless otherwise specified in the Contract, the warranty period shall be at least one year from the Acceptance

Date. If during the warranty period, one or more of the above warranties are breached, the Contractor shall promptly upon receipt of demand perform the services again in accordance with above standard at no additional cost to the City. All costs incidental to such additional performance shall be borne by the Contractor. The City shall endeavor to give the Contractor written notice of the breach of warranty within thirty (30) calendar days of discovery of the breach warranty, but failure to give timely notice shall not impair the City’s rights under this section.

C. If the Contractor is unable or unwilling to perform its services in accordance with the above standard as required

by the City, then in addition to any other available remedy, the City may reduce the amount of services it may be required to purchase under the Contract from the Contractor, and purchase conforming services from other sources. In such event, the Contractor shall pay to the City upon demand the increased cost, if any, incurred by the City to procure such services from another source.

23. ACCEPTANCE OF INCOMPLETE OR NON-CONFORMING DELIVERABLES: If, instead of requiring immediate

correction or removal and replacement of defective or non-conforming Deliverables, the City prefers to accept it, the City may do so. The Contractor shall pay all claims, costs, losses and damages attributable to the City’s evaluation of and determination to accept such defective or non-conforming Deliverables. If any such acceptance occurs prior to final payment, the City may deduct such amounts as are necessary to compensate the City for the diminished value of the defective or non-conforming Deliverables. If the acceptance occurs after final payment, such amount will be refunded to the City by the Contractor.

24. RIGHT TO ASSURANCE: Whenever one party to the Contract in good faith has reason to question the other party’s

intent to perform, demand may be made to the other party for written assurance of the intent to perform. In the event




that no assurance is given within the time specified after demand is made, the demanding party may treat this failure as an anticipatory repudiation of the Contract.

25. STOP WORK NOTICE: The City may issue an immediate Stop Work Notice in the event the Contractor is observed

performing in a manner that is in violation of Federal, State, or local guidelines, or in a manner that is determined by the City to be unsafe to either life or property. Upon notification, the Contractor will cease all work until notified by the City that the violation or unsafe condition has been corrected. The Contractor shall be liable for all costs incurred by the City as a result of the issuance of such Stop Work Notice.

26. DEFAULT: The Contractor shall be in default under the Contract if the Contractor (a) fails to fully, timely and faithfully

perform any of its material obligations under the Contract, (b) fails to provide adequate assurance of performance under Paragraph 24, (c) becomes insolvent or seeks relief under the bankruptcy laws of the United States or (d) makes a material misrepresentation in Contractor’s Offer, or in any report or deliverable required to be submitted by the Contractor to the City.

27. TERMINATION FOR CAUSE:. In the event of a default by the Contractor, the City shall have the right to terminate

the Contract for cause, by written notice effective ten (10) calendar days, unless otherwise specified, after the date of such notice, unless the Contractor, within such ten (10) day period, cures such default, or provides evidence sufficient to prove to the City’s reasonable satisfaction that such default does not, in fact, exist. The City may place Contractor on probation for a specified period of time within which the Contractor must correct any non-compliance issues. Probation shall not normally be for a period of more than nine (9) months, however, it may be for a longer period, not to exceed one (1) year depending on the circumstances. If the City determines the Contractor has failed to perform satisfactorily during the probation period, the City may proceed with suspension. In the event of a default by the Contractor, the City may suspend or debar the Contractor in accordance with the “City of Austin Purchasing Office Probation, Suspension and Debarment Rules for Vendors” and remove the Contractor from the City’s vendor list for up to five (5) years and any Offer submitted by the Contractor may be disqualified for up to five (5) years. In addition to any other remedy available under law or in equity, the City shall be entitled to recover all actual damages, costs, losses and expenses, incurred by the City as a result of the Contractor’s default, including, without limitation, cost of cover, reasonable attorneys’ fees, court costs, and prejudgment and post-judgment interest at the maximum lawful rate. All rights and remedies under the Contract are cumulative and are not exclusive of any other right or remedy provided by law.

28. TERMINATION WITHOUT CAUSE: The City shall have the right to terminate the Contract, in whole or in part, without

cause any time upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Contractor shall promptly cease all further work pursuant to the Contract, with such exceptions, if any, specified in the notice of termination. The City shall pay the Contractor, to the extent of funds Appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof.

29. FRAUD: Fraudulent statements by the Contractor on any Offer or in any report or deliverable required to be submitted

by the Contractor to the City shall be grounds for the termination of the Contract for cause by the City and may result in legal action.

30. DELAYS:

A. The City may delay scheduled delivery or other due dates by written notice to the Contractor if the City deems

it is in its best interest. If such delay causes an increase in the cost of the work under the Contract, the City and the Contractor shall negotiate an equitable adjustment for costs incurred by the Contractor in the Contract price and execute an amendment to the Contract. The Contractor must assert its right to an adjustment within thirty (30) calendar days from the date of receipt of the notice of delay. Failure to agree on any adjusted price shall be handled under the Dispute Resolution process specified in paragraph 48. However, nothing in this provision shall excuse the Contractor from delaying the delivery as notified.

B. Neither party shall be liable for any default or delay in the performance of its obligations under this Contract if,

while and to the extent such default or delay is caused by acts of God, fire, riots, civil commotion, labor disruptions, sabotage, sovereign conduct, or any other cause beyond the reasonable control of such Party. In




the event of default or delay in contract performance due to any of the foregoing causes, then the time for completion of the services will be extended; provided, however, in such an event, a conference will be held within three (3) business days to establish a mutually agreeable period of time reasonably necessary to overcome the effect of such failure to perform.

31. INDEMNITY:

A. Definitions:

i. "Indemnified Claims" shall include any and all claims, demands, suits, causes of action, judgments and liability of every character, type or description, including all reasonable costs and expenses of litigation, mediation or other alternate dispute resolution mechanism, including attorney and other professional fees for: (1) damage to or loss of the property of any person (including, but not limited to the City, the Contractor,

their respective agents, officers, employees and subcontractors; the officers, agents, and employees of such subcontractors; and third parties); and/or

(2) death, bodily injury, illness, disease, worker's compensation, loss of services, or loss of income or wages to any person (including but not limited to the agents, officers and employees of the City, the Contractor, the Contractor’s subcontractors, and third parties),

ii. "Fault" shall include the sale of defective or non-conforming Deliverables, negligence, willful misconduct, or a breach of any legally imposed strict liability standard.

B. THE CONTRACTOR SHALL DEFEND (AT THE OPTION OF THE CITY), INDEMNIFY, AND HOLD THE CITY, ITS SUCCESSORS,

ASSIGNS, OFFICERS, EMPLOYEES AND ELECTED OFFICIALS HARMLESS FROM AND AGAINST ALL INDEMNIFIED CLAIMS

DIRECTLY ARISING OUT OF, INCIDENT TO, CONCERNING OR RESULTING FROM THE FAULT OF THE CONTRACTOR, OR THE

CONTRACTOR'S AGENTS, EMPLOYEES OR SUBCONTRACTORS, IN THE PERFORMANCE OF THE CONTRACTOR’S

OBLIGATIONS UNDER THE CONTRACT. NOTHING HEREIN SHALL BE DEEMED TO LIMIT THE RIGHTS OF THE CITY OR THE

CONTRACTOR (INCLUDING, BUT NOT LIMITED TO, THE RIGHT TO SEEK CONTRIBUTION) AGAINST ANY THIRD PARTY WHO

MAY BE LIABLE FOR AN INDEMNIFIED CLAIM. 32. INSURANCE: (reference Section 0400 for specific coverage requirements). The following insurance requirement

applies. (Revised March 2013).

A. General Requirements.

i. The Contractor shall at a minimum carry insurance in the types and amounts indicated in Section 0400, Supplemental Purchase Provisions, for the duration of the Contract, including extension options and hold over periods, and during any warranty period.

ii. The Contractor shall provide Certificates of Insurance with the coverages and endorsements

required in Section 0400, Supplemental Purchase Provisions, to the City as verification of coverage prior to contract execution and within fourteen (14) calendar days after written request from the City. Failure to provide the required Certificate of Insurance may subject the Offer to disqualification from consideration for award. The Contractor must also forward a Certificate of Insurance to the City whenever a previously identified policy period has expired, or an extension option or hold over period is exercised, as verification of continuing coverage.

iii. The Contractor shall not commence work until the required insurance is obtained and until such

insurance has been reviewed by the City. Approval of insurance by the City shall not relieve or decrease the liability of the Contractor hereunder and shall not be construed to be a limitation of liability on the part of the Contractor.

iv. The City may request that the Contractor submit certificates of insurance to the City for all

subcontractors prior to the subcontractors commencing work on the project.




v. The Contractor’s and all subcontractors’ insurance coverage shall be written by companies licensed to do business in the State of Texas at the time the policies are issued and shall be written by companies with A.M. Best ratings of B+VII or better.

vi. The “other” insurance clause shall not apply to the City where the City is an additional insured

shown on any policy. It is intended that policies required in the Contract, covering both the City and the Contractor, shall be considered primary coverage as applicable.

vii. If insurance policies are not written for amounts specified in Section 0400, Supplemental Purchase

Provisions, the Contractor shall carry Umbrella or Excess Liability Insurance for any differences in amounts specified. If Excess Liability Insurance is provided, it shall follow the form of the primary coverage.

viii. The City shall be entitled, upon request, at an agreed upon location, and without expense, to review

certified copies of policies and endorsements thereto and may make any reasonable requests for deletion or revision or modification of particular policy terms, conditions, limitations, or exclusions except where policy provisions are established by law or regulations binding upon either of the parties hereto or the underwriter on any such policies.

ix. The City reserves the right to review the insurance requirements set forth during the effective period

of the Contract and to make reasonable adjustments to insurance coverage, limits, and exclusions when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, the claims history of the industry or financial condition of the insurance company as well as the Contractor.

x. The Contractor shall not cause any insurance to be canceled nor permit any insurance to lapse

during the term of the Contract or as required in the Contract. xi. The Contractor shall be responsible for premiums, deductibles and self-insured retentions, if any,

stated in policies. Self-insured retentions shall be disclosed on the Certificate of Insurance. xii. The Contractor shall provide the City thirty (30) calendar days’ written notice of erosion of the

aggregate limits below occurrence limits for all applicable coverages indicated within the Contract. xiii. The insurance coverages specified in Section 0400, Supplemental Purchase Provisions, are

required minimums and are not intended to limit the responsibility or liability of the Contractor.

B. Specific Coverage Requirements: Specific insurance requirements are contained in Section 0400, Supplemental Purchase Provisions

33. CLAIMS: If any claim, demand, suit, or other action is asserted against the Contractor which arises under or concerns

the Contract, or which could have a material adverse affect on the Contractor’s ability to perform thereunder, the Contractor shall give written notice thereof to the City within ten (10) calendar days after receipt of notice by the Contractor. Such notice to the City shall state the date of notification of any such claim, demand, suit, or other action; the names and addresses of the claimant(s); the basis thereof; and the name of each person against whom such claim is being asserted. Such notice shall be delivered personally or by mail and shall be sent to the City and to the Austin City Attorney. Personal delivery to the City Attorney shall be to City Hall, 301 West 2nd Street, 4th Floor, Austin, Texas 78701, and mail delivery shall be to P.O. Box 1088, Austin, Texas 78767.

34. NOTICES: Unless otherwise specified, all notices, requests, or other communications required or appropriate to be

given under the Contract shall be in writing and shall be deemed delivered three (3) business days after postmarked if sent by U.S. Postal Service Certified or Registered Mail, Return Receipt Requested. Notices delivered by other means shall be deemed delivered upon receipt by the addressee. Routine communications may be made by first class mail, telefax, or other commercially accepted means. Notices to the Contractor shall be sent to the address specified in the Contractor’s Offer, or at such other address as a party may notify the other in writing. Notices to the




City shall be addressed to the City at P.O. Box 1088, Austin, Texas 78767 and marked to the attention of the Contract Administrator.

35. RIGHTS TO BID, PROPOSAL AND CONTRACTUAL MATERIAL: All material submitted by the Contractor to the

City shall become property of the City upon receipt. Any portions of such material claimed by the Contractor to be proprietary must be clearly marked as such. Determination of the public nature of the material is subject to the Texas Public Information Act, Chapter 552, Texas Government Code.

36. NO WARRANTY BY CITY AGAINST INFRINGEMENTS: The Contractor represents and warrants to the City that: (i)

the Contractor shall provide the City good and indefeasible title to the Deliverables and (ii) the Deliverables supplied by the Contractor in accordance with the specifications in the Contract will not infringe, directly or contributorily, any patent, trademark, copyright, trade secret, or any other intellectual property right of any kind of any third party; that no claims have been made by any person or entity with respect to the ownership or operation of the Deliverables and the Contractor does not know of any valid basis for any such claims. The Contractor shall, at its sole expense, defend, indemnify, and hold the City harmless from and against all liability, damages, and costs (including court costs and reasonable fees of attorneys and other professionals) arising out of or resulting from: (i) any claim that the City’s exercise anywhere in the world of the rights associated with the City’s’ ownership, and if applicable, license rights, and its use of the Deliverables infringes the intellectual property rights of any third party; or (ii) the Contractor’s breach of any of Contractor’s representations or warranties stated in this Contract. In the event of any such claim, the City shall have the right to monitor such claim or at its option engage its own separate counsel to act as co-counsel on the City’s behalf. Further, Contractor agrees that the City’s specifications regarding the Deliverables shall in no way diminish Contractor’s warranties or obligations under this paragraph and the City makes no warranty that the production, development, or delivery of such Deliverables will not impact such warranties of Contractor.

37. CONFIDENTIALITY: In order to provide the Deliverables to the City, Contractor may require access to certain of the

City’s and/or its licensors’ confidential information (including inventions, employee information, trade secrets, confidential know-how, confidential business information, and other information which the City or its licensors consider confidential) (collectively, “Confidential Information”). Contractor acknowledges and agrees that the Confidential Information is the valuable property of the City and/or its licensors and any unauthorized use, disclosure, dissemination, or other release of the Confidential Information will substantially injure the City and/or its licensors. The Contractor (including its employees, subcontractors, agents, or representatives) agrees that it will maintain the Confidential Information in strict confidence and shall not disclose, disseminate, copy, divulge, recreate, or otherwise use the Confidential Information without the prior written consent of the City or in a manner not expressly permitted under this Agreement, unless the Confidential Information is required to be disclosed by law or an order of any court or other governmental authority with proper jurisdiction, provided the Contractor promptly notifies the City before disclosing such information so as to permit the City reasonable time to seek an appropriate protective order. The Contractor agrees to use protective measures no less stringent than the Contractor uses within its own business to protect its own most valuable information, which protective measures shall under all circumstances be at least reasonable measures to ensure the continued confidentiality of the Confidential Information.

38. PUBLICATIONS: All published material and written reports submitted under the Contract must be originally developed

material unless otherwise specifically provided in the Contract. When material not originally developed is included in a report in any form, the source shall be identified.

39. ADVERTISING: The Contractor shall not advertise or publish, without the City’s prior consent, the fact that the City

has entered into the Contract, except to the extent required by law. 40. NO CONTINGENT FEES: The Contractor warrants that no person or selling agency has been employed or retained

to solicit or secure the Contract upon any agreement or understanding for commission, percentage, brokerage, or contingent fee, excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the City shall have the right, in addition to any other remedy available, to cancel the Contract without liability and to deduct from any amounts owed to the Contractor, or otherwise recover, the full amount of such commission, percentage, brokerage or contingent fee.




41. GRATUITIES: The City may, by written notice to the Contractor, cancel the Contract without liability if it is determined by the City that gratuities were offered or given by the Contractor or any agent or representative of the Contractor to any officer or employee of the City of Austin with a view toward securing the Contract or securing favorable treatment with respect to the awarding or amending or the making of any determinations with respect to the performing of such contract. In the event the Contract is canceled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by the Contractor in providing such gratuities.

42. PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS: No officer, employee, independent consultant,

or elected official of the City who is involved in the development, evaluation, or decision-making process of the performance of any solicitation shall have a financial interest, direct or indirect, in the Contract resulting from that solicitation. Any willful violation of this section shall constitute impropriety in office, and any officer or employee guilty thereof shall be subject to disciplinary action up to and including dismissal. Any violation of this provision, with the knowledge, expressed or implied, of the Contractor shall render the Contract voidable by the City.

43. INDEPENDENT CONTRACTOR: The Contract shall not be construed as creating an employer/employee

relationship, a partnership, or a joint venture. The Contractor’s services shall be those of an independent contractor. The Contractor agrees and understands that the Contract does not grant any rights or privileges established for employees of the City.

44. ASSIGNMENT-DELEGATION: The Contract shall be binding upon and enure to the benefit of the City and the

Contractor and their respective successors and assigns, provided however, that no right or interest in the Contract shall be assigned and no obligation shall be delegated by the Contractor without the prior written consent of the City. Any attempted assignment or delegation by the Contractor shall be void unless made in conformity with this paragraph. The Contract is not intended to confer rights or benefits on any person, firm or entity not a party hereto; it being the intention of the parties that there be no third party beneficiaries to the Contract.

45. WAIVER: No claim or right arising out of a breach of the 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. No waiver by either the Contractor or the City of any one or more events of default by the other party shall operate as, or be construed to be, a permanent waiver of any rights or obligations under the Contract, or an express or implied acceptance of any other existing or future default or defaults, whether of a similar or different character.

46. MODIFICATIONS: The Contract can be modified or amended only by a writing signed by both parties. No pre-printed

or similar terms on any the Contractor invoice, order or other document shall have any force or effect to change the terms, covenants, and conditions of the Contract.

47. INTERPRETATION: The Contract is intended by the parties as a final, complete and exclusive statement of the terms

of their agreement. No course of prior dealing between the parties or course of performance or usage of the trade shall be relevant to supplement or explain any term used in the Contract. Although the Contract may have been substantially drafted by one party, it is the intent of the parties that all provisions be construed in a manner to be fair to both parties, reading no provisions more strictly against one party or the other. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

48. DISPUTE RESOLUTION:

A. If a dispute arises out of or relates to the Contract, or the breach thereof, the parties agree to negotiate prior to prosecuting a suit for damages. However, this section does not prohibit the filing of a lawsuit to toll the running of a statute of limitations or to seek injunctive relief. Either party may make a written request for a meeting between representatives of each party within fourteen (14) calendar days after receipt of the request or such later period as agreed by the parties. Each party shall include, at a minimum, one (1) senior level individual with decision-making authority regarding the dispute. The purpose of this and any subsequent meeting is to attempt in good faith to negotiate a resolution of the dispute. If, within thirty (30) calendar days after such meeting, the parties have not succeeded in negotiating a resolution of the dispute, they will proceed directly to mediation as




described below. Negotiation may be waived by a written agreement signed by both parties, in which event the parties may proceed directly to mediation as described below.

B. If the efforts to resolve the dispute through negotiation fail, or the parties waive the negotiation process, the

parties may select, within thirty (30) calendar days, a mediator trained in mediation skills to assist with resolution of the dispute. Should they choose this option, the City and the Contractor agree to act in good faith in the selection of the mediator and to give consideration to qualified individuals nominated to act as mediator. Nothing in the Contract prevents the parties from relying on the skills of a person who is trained in the subject matter of the dispute or a contract interpretation expert. If the parties fail to agree on a mediator within thirty (30) calendar days of initiation of the mediation process, the mediator shall be selected by the Travis County Dispute Resolution Center (DRC). The parties agree to participate in mediation in good faith for up to thirty (30) calendar days from the date of the first mediation session. The City and the Contractor will share the mediator’s fees equally and the parties will bear their own costs of participation such as fees for any consultants or attorneys they may utilize to represent them or otherwise assist them in the mediation.

49. JURISDICTION AND VENUE: The Contract is made under and shall be governed by the laws of the State of Texas,

including, when applicable, the Uniform Commercial Code as adopted in Texas, V.T.C.A., Bus. & Comm. Code, Chapter 1, excluding any rule or principle that would refer to and apply the substantive law of another state or jurisdiction. All issues arising from this Contract shall be resolved in the courts of Travis County, Texas and the parties agree to submit to the exclusive personal jurisdiction of such courts. The foregoing, however, shall not be construed or interpreted to limit or restrict the right or ability of the City to seek and secure injunctive relief from any competent authority as contemplated herein.

50. INVALIDITY: The invalidity, illegality, or unenforceability of any provision of the Contract shall in no way affect the

validity or enforceability of any other portion or provision of the Contract. Any void provision shall be deemed severed from the Contract and the balance of the Contract shall be construed and enforced as if the Contract did not contain the particular portion or provision held to be void. The parties further agree to reform the Contract to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Contract from being void should a provision which is the essence of the Contract be determined to be void.

51. HOLIDAYS: The following holidays are observed by the City:

Holiday Date Observed

New Year’s Day January 1

Martin Luther King, Jr.’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Veteran’s Day November 11

Thanksgiving Day Fourth Thursday in November

Friday after Thanksgiving Friday after Thanksgiving

Christmas Eve December 24

Christmas Day December 25

If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed on the following Monday.




52. SURVIVABILITY OF OBLIGATIONS: All provisions of the Contract that impose continuing obligations on the parties, including but not limited to the warranty, indemnity, and confidentiality obligations of the parties, shall survive the expiration or termination of the Contract.

53. NON-SUSPENSION OR DEBARMENT CERTIFICATION:

The City of Austin is prohibited from contracting with or making prime or sub-awards to parties that are suspended or debarred or whose principals are suspended or debarred from Federal, State, or City of Austin Contracts. By accepting a Contract with the City, the Vendor certifies that its firm and its principals are not currently suspended or debarred from doing business with the Federal Government, as indicated by the General Services Administration List of Parties Excluded from Federal Procurement and Non-Procurement Programs, the State of Texas, or the City of Austin.

54. EQUAL OPPORTUNITY

A. Equal Employment Opportunity: No Offeror, or Offeror’s agent, shall engage in any discriminatory employment practice as defined in Chapter 5-4 of the City Code. No Offer submitted to the City shall be considered, nor any Purchase Order issued, or any Contract awarded by the City unless the Offeror has executed and filed with the City Purchasing Office a current Non-Discrimination Certification. Non-compliance with Chapter 5-4 of the City Code may result in sanctions, including termination of the contract and the Contractor’s suspension or debarment from participation on future City contracts until deemed compliant with Chapter 5-4.

B. Americans with Disabilities Act (ADA) Compliance: No Offeror, or Offeror’s agent, shall engage in any

discriminatory employment practice against individuals with disabilities as defined in the ADA. 55. INTERESTED PARTIES DISCLOSURE

As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the bidders and local officials remains in place. Link to Texas Ethics Commission Form 1295 process and procedures below: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

56. BUY AMERICAN ACT-SUPPLIES (Applicable to certain Federally funded requirements)

A. Definitions. As used in this paragraph – i. "Component" means an article, material, or supply incorporated directly into an end product. ii. "Cost of components" means -

(1) For components purchased by the Contractor, the acquisition cost, including transportation costs

to the place of incorporation into the end product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm




(2) For components manufactured by the Contractor, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (1) of this definition, plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the end product.

iii. "Domestic end product" means-

(1) An unmanufactured end product mined or produced in the United States; or (2) An end product manufactured in the United States, if the cost of its components mined, produced,

or manufactured in the United States exceeds 50 percent of the cost of all its components. Components of foreign origin of the same class or kind as those that the agency determines are not mined, produced, or manufactured in sufficient and reasonably available commercial quantities of a satisfactory quality are treated as domestic. Scrap generated, collected, and prepared for processing in the United States is considered domestic.

iv. "End product" means those articles, materials, and supplies to be acquired under the contract for public

use. v. "Foreign end product" means an end product other than a domestic end product.

vi. "United States" means the 50 States, the District of Columbia, and outlying areas.

B. The Buy American Act (41 U.S.C. 10a - 10d) provides a preference for domestic end products for supplies

acquired for use in the United States. C. The City does not maintain a list of foreign articles that will be treated as domestic for this Contract; but will

consider for approval foreign articles as domestic for this product if the articles are on a list approved by another Governmental Agency. The Offeror shall submit documentation with their Offer demonstrating that the article is on an approved Governmental list.

D. The Contractor shall deliver only domestic end products except to the extent that it specified delivery of foreign

end products in the provision of the Solicitation entitled "Buy American Act Certificate".


SUPPLEMENTAL PURCHASE PROVISIONS RFQ SMW0208

1 Section 0400, Supplemental Purchase Provisions

The following Supplemental Purchasing Provisions apply to this solicitation:

1. EXPLANATIONS OR CLARIFICATIONS: (reference paragraph 5 in Section 0200) All requests for explanations or clarifications must be submitted in writing to the Purchasing Office no later than 9:00 am on February 29, 2016 via email at [email protected]

2. GRANT REQUIREMENTS:

Funding for this project will come from a Texas Department of Housing & Community Affairs (TDHCA) Community Services Block Grant (CSBG). All performance under the contract pursuant to this solicitation shall be subject to all applicable grant requirements. Please see attachment A for a list of requirements.

3. INSURANCE: Insurance is required for this solicitation.

A. General Requirements: See Section 0300, Standard Purchase Terms and Conditions, paragraph 32, entitled Insurance, for general insurance requirements.

i. The Contractor shall provide a Certificate of Insurance as verification of coverages required

below to the City at the below address prior to contract execution and within 14 calendar days after written request from the City. Failure to provide the required Certificate of Insurance may subject the Offer to disqualification from consideration for award

ii. The Contractor shall not commence work until the required insurance is obtained and until such insurance has been reviewed by the City. Approval of insurance by the City shall not relieve or decrease the liability of the Contractor hereunder and shall not be construed to be a limitation of liability on the part of the Contractor.

iii. The Contractor must also forward a Certificate of Insurance to the City whenever a previously identified policy period has expired, or an extension option or holdover period is exercised, as verification of continuing coverage.

iv. The Certificate of Insurance, and updates, shall be mailed to the following address: City of Austin Purchasing Office P. O. Box 1088 Austin, Texas 78767

B. Specific Coverage Requirements: The Contractor shall at a minimum carry insurance in the types and amounts indicated below for the duration of the Contract, including extension options and hold over periods, and during any warranty period. These insurance coverages are required minimums and are not intended to limit the responsibility or liability of the Contractor.

i. Worker's Compensation and Employers’ Liability Insurance: Coverage shall be consistent

with statutory benefits outlined in the Texas Worker’s Compensation Act (Section 401). The minimum policy limits for Employer’s Liability are $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. (1) The Contractor’s policy shall apply to the State of Texas and include these endorsements

in favor of the City of Austin: (a) Waiver of Subrogation, Form WC420304, or equivalent coverage (b) Thirty (30) days Notice of Cancellation, Form WC420601, or equivalent coverage

ii. Commercial General Liability Insurance: The minimum bodily injury and property damage per occurrence are $500,000 for coverages A (Bodily Injury and Property Damage) and B (Personal

mailto:[email protected]




and Advertising Injury).

(1) The policy shall contain the following provisions: (a) Contractual liability coverage for liability assumed under the Contract and all other

Contracts related to the project. (b) Contractor/Subcontracted Work. (c) Products/Completed Operations Liability for the duration of the warranty period. (d) If the project involves digging or drilling provisions must be included that provide

Explosion, Collapse, and/or Underground Coverage. (2) The policy shall also include these endorsements in favor of the City of Austin:

(a) Waiver of Subrogation, Endorsement CG 2404, or equivalent coverage (b) Thirty (30) days Notice of Cancellation, Endorsement CG 0205, or equivalent

coverage (c) The City of Austin listed as an additional insured, Endorsement CG 2010, or

equivalent coverage iii. Business Automobile Liability Insurance: The Contractor shall provide coverage for all

owned, non-owned and hired vehicles with a minimum combined single limit of $500,000 per occurrence for bodily injury and property damage. Alternate acceptable limits are $250,000 bodily injury per person, $500,000 bodily injury per occurrence and at least $100,000 property damage liability per accident. (1) The policy shall include these endorsements in favor of the City of Austin:

(a) Waiver of Subrogation, Endorsement CA0444, or equivalent coverage (b) Thirty (30) days Notice of Cancellation, Endorsement CA0244, or equivalent

coverage (c) The City of Austin listed as an additional insured, Endorsement CA2048, or

equivalent coverage.

iv. Cyber Risk / Technology Errors and Omission coverage of not less than $1,000,000 each claim and annual aggregate providing coverage for claims arising from (1) breach of network security, (2) alteration, corruption, destruction or deletion of information stored or processed on a computer system, (3)invasion of privacy, including identity theft and unauthorized transmission or publication of personal information, (4) unauthorized access and use of computer systems, including hackers (5) the transmission of malicious code, and (6) website content, including claims of libel, slander, trade libel, defamation, infringement of copyright, trademark and trade dress and invasion of privacy. (6) Licensor's acts, errors and omissions in delivering or failing to deliver its professional If coverage is written on a claims-made basis, the retroactive date shall be prior to or coincident with the date of the Contract and the certificate of insurance shall state that the coverage is claims-made and indicate the retroactive date. This coverage shall be continuous and will be provided for 24 months following the completion of the contract.

C. Endorsements: The specific insurance coverage endorsements specified above, or their equivalents

must be provided. In the event that endorsements, which are the equivalent of the required coverage, are proposed to be substituted for the required coverage, copies of the equivalent endorsements must be provided for the City’s review and approval.

4. TERM OF CONTRACT:

A. The Contract shall be in effect for an initial term of 9 months and may be extended thereafter for up to two (2) additional 12 month periods, subject to the approval of the Contractor and the City Purchasing Officer or his designee.




B. Upon expiration of the initial term or period of extension, the Contractor agrees to hold over under the terms and conditions of this agreement for such a period of time as is reasonably necessary to re- solicit and/or complete the project (not to exceed 120 days unless mutually agreed on in writing).

C. Upon written notice to the Contractor from the City’s Purchasing Officer or his designee and acceptance of the Contractor, the term of this contract shall be extended on the same terms and conditions for an additional period as indicated in paragraph A above.

5. INVOICES and PAYMENT: (reference paragraphs 12 and 13 in Section 0300)

Invoices shall contain a unique invoice number and the information required in Section 0300, paragraph 12, entitled “Invoices.” Invoices received without all required information cannot be processed and will be returned to the vendor.

Invoices shall be mailed to the below address:

City of Austin

Department Health and Human Services Department

Attn: Maria Allen

Address P. O. Box 1088

City, State Zip Code Austin, Texas 78767

The Contractor agrees to accept payment by either credit card, check or Electronic Funds Transfer (EFT) for all goods and/or services provided under the Contract. The Contractor shall factor the cost of processing credit card payments into the Offer. There shall be no additional charges, surcharges, or penalties to the City for payments made by credit card.

6. DATA LOCATION: The service provider shall provide its services to the City and its end users solely from data centers in the U.S. Storage of City data at rest shall be located solely in data centers in the U.S. The service provider shall not allow its personnel or contractors to store City data on portable devices, including personal computers, except for devices that are used and kept only at its U.S. data centers. The service provider shall permit its personnel and contractors to access City data remotely only as required to provide technical support. The service provider may provide technical user support on a 24/7 basis using a Follow the Sun model, unless otherwise prohibited in this contract

7. WORKFORCE:

A. The Contractor shall employ only orderly and competent workers, skilled in the performance of the services which they will perform under the Contract.

B. Subcontractor Disclosure: The service provider shall identify all of its strategic business partners related to services provided under this contract, including but not limited to all subcontractors or other entities or individuals who may be a party to a joint venture or similar agreement with the service provider, and who shall be involved in any application development and/or operations.




C. The Contractor, its employees, subcontractors, and subcontractor's employees may not while engaged in participating or responding to a solicitation or while in the course and scope of delivering goods or services under a City of Austin contract or on the City's property .

i. use or possess a firearm, including a concealed handgun that is licensed under state law, except as required by the terms of the contract;

ii. or use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alcohol or drugs, on the job.

D. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and may not employ such worker again on Contract services without the City's prior written consent.

E. Background Checks: The service provider shall conduct criminal background checks and not utilize any staff, including subcontractors, to fulfill the obligations of the contract who have been convicted of any crime of dishonesty, including but not limited to criminal fraud, or otherwise convicted of any felony or misdemeanor offense for which incarceration for up to 1 year is an authorized penalty. The service provider shall promote and maintain an awareness of the importance of securing the City’s information among the service provider's employees and agents.

F. Non-disclosure and Separation of Duties: The service provider shall enforce separation of job duties, require commercially reasonable non-disclosure agreements, and limit staff knowledge of City data to that which is absolutely necessary to perform job duties.

G. Right to Remove Individuals: The City shall have the right at any time to require that the service provider remove from interaction with City any service provider representative who the City believes is detrimental to its working relationship with the service provider. The City shall provide the service provider with notice of its determination, and the reasons it requests the removal. If the City signifies that a potential security violation exists with respect to the request, the service provider shall immediately remove such individual. The service provider shall not assign the person to any aspect of the contract or future work orders without the City’s consent.

8. IMPORT AND EXPORT OF DATA: Import and Export of Data: The City shall have the ability to import or export data in piecemeal or in entirety at its discretion without interference from the service provider. This includes the ability for the City to import or export data to/from other service providers.

9. WARRANTY - PERFORMANCE: Provider represents and warrants that: (a) Subscription Services provided under any SaaS Subscription Schedule and Non-subscription Services provide under a Statement of Work shall be provided and performed by qualified personnel in a professional, workmanlike manner, consistent with the prevailing standards of the industry; (b) it shall use industry best practices to fulfill its obligations under ach SaaS Subscription Schedule and Statement of Work; and (c) any deliverables provided by Provider shall operate in conformance with the terms of this Master Software as a Service Agreement and the applicable SaaS Subscription Schedules and Statements of Work.

10. WARRANTY – AUTHORITY: Provider warrants that it has all authority necessary to provide for Client’s access and use of the Subscription Services and the Non-subscription Services for the




purposes set forth in this Master Software as a Service Agreement, in any SaaS Subscription Schedule and in any Statement of Work. Provider further represents and warrants that sale, licensing or use of any of the Subscription Services and of the Non-subscription Services furnished under this Agreement does not and shall not infringe, misappropriate or otherwise violate any Third Party’s intellectual property rights.

11. WARRANTY – SOFTWARE: Unless otherwise expressly provided in this Master Software as a Service Agreement, a SaaS Subscription Schedule or Statement of Work, Provider for itself and for and on behalf of its service providers, licensors, employees and agents warrants that: (a) the functions contained in the Subscription Services and in any Non-subscription Services provided under this Agreement shall meet Client’s requirements, (b) the operation of the Subscription Services and any Non-subscription Services shall be uninterrupted and error free, (c) the Subscription Services and any Non-subscription Services shall have the capacity to meet the demand during the times specified in the Subscription Services Schedule(s) and in the Statement(s) of Work for Non-subscription Services and (d) the Subscription Services shall work with future Desktop Specifications, as well as future releases of web browsers, and shall have both forward and backward functionality. Provider shall be liable for any damages that Client may suffer arising out of use of, or inability to use, the Subscription Services and Non-subscription Services provided under this Agreement. Without limitation, Provider’s indemnification obligation under this section includes any claim, damage, loss or expense arising from or in connection with any act by an agent, contractor, subcontractor, consultant, or employee of Provider that results in, or is intended by such agent, contractor, subcontractor, consultant, or employee to result in, harmful or otherwise unauthorized access into any of Cllient’s systems, data, Client’s Confidential Information, or Client’s technology.

12. WARRANTY – AGAINST UNDISCLOSED ILIICIT CODE: Provider warrants that, unless authorized in writing by Client, any software program or any other part or portion of the Subscription Services or Non- subscription Services developed by Provider, passed through to Client from Third Parties under this Agreement or provided to Client by Provider for use by Provider or Client shall:

A. Not contain any hidden file;

B. Not replicate, transmit or activate itself without control of a human operating the computing

equipment on which it resides;

C. Not alter, damage or erase any data or computer programs without control of a human operating the computing equipment on which it resides;

D. Not contain any key, node lock, time-out or other function, whether implemented by

electronic, mechanical or other means, that restricts or may restrict use or access to any software programs, Subscription Services or Non-subscription Services developed or data created under this Agreement, based on residency on a specific equipment configuration, frequency of duration of use or other limiting criteria;

E. Not contain any virus, malicious, illicit or similar unrequested code, whether known or unknown

to Provider; and

F. Not use electronic self-help, including but not limited to preventing electronically Client’s further or continued use of and/or access to the subscription Services, No-subscription Services or any software or other portion thereof.

G. Notwithstanding any provision in this Agreement to the contrary, if any Subscription Service or

Non- subscription Service has any of the foregoing attributes (collectively “Illicit Code”), Provider




shall be in default of this Agreement, and no cure period shall apply. At the request of and at no cost to Client, Provider shall remove any such Illicit Code from the licensed software as promptly as possible.

H. To protect Client from damages that may be caused intentionally or unintentionally by the

introduction of Illicit Code into Client’s computer systems, no software may be installed, executed or copied onto Client’s equipment without an express warranty to Client that Illicit Code does not exist. Such warranty shall be set forth on an exhibit attached to and made a part of this Agreement.

I. Provider agrees that in the event of any dispute with Client regarding an alleged breach of

this Agreement, Provider shall not use any type of electronic means to prevent or interfere with Client’s use of any portion of the Subscription Services and Non-subscription Services. Provider understands that a breach of this provision could foreseeably cause substantial harm to Client and to numerous Third Parties having business relationships with Client.

13. DATA:

A. “Personal Data” means data that includes information relating to a person that identifies the person by name and has any of the following personally identifiable information (PII): government-issued identification numbers (e.g., Social Security, driver’s license, passport), financial account information, including account number, credit or debit card numbers, or protected health information (PHI) relating to a person.

B. “Protected Health Information” (PHI) means individually identifiable health information transmitted by electronic media, maintained in electronic media, or transmitted or maintained in any other form or medium. PHI excludes education records covered by the Family Educational Rights and Privacy Act (FERPA), as amended, 20 U.S.C. 1232g, records described at 20 U.S.C. 1232g(a)(4)(B)(iv), and employment records held by a covered entity in its role as employer.

C. Data Ownership: The City will own all right, title and interest in its data that is related to the services

provided by this contract. The service provider shall not access City user accounts or City data, except (1) in the course of data center operations, (2) in response to service or technical issues, (3) as required by the express terms of this contract, or (4) at the City’s written request.

D. Data Protection: Protection of personal privacy and data shall be an integral part of the business

activities of the service provider to ensure there is no inappropriate or unauthorized use of City information at any time. To this end, the service provider shall safeguard the confidentiality, integrity and availability of City information and comply with the following conditions:

i. The service provider shall implement and maintain appropriate administrative, technical and

organizational security measures to safeguard against unauthorized access, disclosure or theft of personal data and non-public data. Such security measures shall be in accordance with recognized industry practice and not less stringent than the measures the service provider applies to its own personal data and non-public data of similar kind.

ii. All data obtained by the service provider in the performance of this contract shall become and remain property of the City.

iii. All personal data shall be encrypted at rest and in transit with controlled access. Unless otherwise stipulated, the service provider is responsible for encryption of the personal data. Any stipulation of responsibilities will identify specific roles and responsibilities and shall be included in the service level agreement (SLA), or otherwise made a part of this contract.

iv. Unless otherwise stipulated, the service provider shall encrypt all non-public data at rest and in transit. The City shall identify data it deems as non-public data to the service provider.




The level of protection and encryption for all non-public data shall be identified and made a part of this contract.

v. At no time shall any data or processes – that either belong to or are intended for the use of a City or its officers, agents or employees – be copied, disclosed or retained by the service provider or any party related to the service provider for subsequent use in any transaction that does not include the City.

vi. The service provider shall not use any information collected in connection with the service issued from this proposal for any purpose other than fulfilling the service.

E. Compliance with Accessibility Standards: The service provider shall comply with and adhere to Accessibility Standards of Section 508 Amendment to the Rehabilitation Act of 1973.

F. Security: The service provider shall disclose its non-proprietary security processes and technical limitations to the City such that adequate protection and flexibility can be attained between the City and the service provider. For example: virus checking and port sniffing – the City and the service provider shall understand each other’s roles and responsibilities.

G. Security in Compliance with Chapter 521 of the Texas Business and Commerce Code: Service

provider shall comply with all requirements under Chapter 521 of the Texas Business and Commerce Code, including but not limited to being responsible for a program that protects against the unlawful use or disclosure of personal information collected or maintained in the regular course of business. The program shall include policies and procedures for the implementation of administrative, technical, and physical safeguards, and shall also address appropriate corrective action for events of any security breach and proper methods of destroying records containing sensitive personal information.

H. Security Incident or Data Breach Notification: The service provider shall inform the City of any

security incident or data breach. i. Incident Response: The service provider may need to communicate with outside parties

regarding a security incident, which may include contacting law enforcement, fielding media inquiries and seeking external expertise as mutually agreed upon, defined by law or contained in the contract. Discussing security incidents with the City should be handled on an urgent as-needed basis, as part of service provider communication and mitigation processes as mutually agreed upon, defined by law or contained in the contract.

i. Security Incident Reporting Requirements: The service provider shall report a security incident to the appropriate City identified contact immediately as defined in the SLA.

ii. Breach Reporting Requirements: If the service provider has actual knowledge of a confirmed data breach that affects the security of any City content that is subject to applicable data breach notification law, the service provider shall (1) promptly notify the appropriate City identified contact within 24 hours or sooner, unless shorter time is required by applicable law, and (2) take commercially reasonable measures to address the data breach in a timely manner.

I. Breach Responsibilities: This section only applies when a data breach occurs with respect to

personal data within the possession or control of service provider. i. The service provider, unless stipulated otherwise, shall immediately notify the appropriate

City identified contact by telephone in accordance with the agreed upon security plan or security procedures if it reasonably believes there has been a security incident.

ii. The service provider, unless stipulated otherwise, shall promptly notify the appropriate City identified contact within 24 hours or sooner by telephone, unless shorter time is required by applicable law, if it confirms that there is, or reasonably believes that there has been a data breach. The service provider shall (1) cooperate with the City as reasonably requested by the City to investigate and resolve the data breach, (2) promptly implement necessary remedial measures, if necessary, and (3) document responsive actions taken related to the data breach, including any post-incident review of events and actions taken to make changes in business practices in providing the services, if necessary.




iii. Unless otherwise stipulated, if a data breach is a direct result of the service provider’s breach of its contract obligation to encrypt personal data or otherwise prevent its release, the service provider shall bear the costs associated with (1) the investigation and resolution of the data breach; (2) notifications to individuals, regulators or others required by state law; (3) a credit monitoring service required by state (or federal) law; (4) establishing a website or a toll-free number and call center for affected individuals required by state law – all not to exceed the average per record per person cost calculated for data breaches in the United States (currently $201 per record/person) in the most recent Cost of Data Breach Study: Global Analysis published by the Ponemon Institute at the time of the data breach; and (5) complete all corrective actions as reasonably determined by service provider based on root cause; all [(1) through (5)] subject to this contract’s limitation of liability.

J. Business Continuity and Disaster Recovery: The service provider shall provide a business continuity and disaster recovery plan upon request

14. TERMINATION AND SUSPENSION OF SERVICE:

A. In the event of a termination of the contract, the service provider shall implement an orderly return of City data in a CSV or another mutually agreeable format at a time agreed to by the parties and the subsequent secure disposal of City data.

B. During any period of service suspension, the service provider shall not take any action to intentionally erase any City data.

C. In the event of termination of any services or agreement in its entirety, the service provider shall not

take any action to intentionally erase any City data for a period of: • 10 days after the effective date of termination, if the termination is in accordance with the

contract period • 30 days after the effective date of termination, if the termination is for convenience • 60 days after the effective date of termination, if the termination is for cause

After such period, the service provider shall have no obligation to maintain or provide any City data and shall thereafter, unless legally prohibited, delete all City data in its systems or otherwise in its possession or under its control.

D. The City shall be entitled to any post-termination assistance generally made available with respect

to the services, unless a unique data retrieval arrangement has been established as part of the SLA.

E. The service provider shall securely dispose of all requested data in all of its forms, such as disk, CD/DVD, backup tape and paper, when requested by the City. Data shall be permanently deleted and shall not be recoverable, according to National Institute of Standards and Technology (NIST)-approved methods. Certificates of destruction shall be provided to the City.

15. CONTRACT MANAGER: The following person is designated as Contract Manager, and will act as

the contact point between the City and the Contractor during the term of the Contract: Maria Allen

Manager – Neighborhood Services Unit

(512) 972-5086

1 U.S. Department of Health and Human Services, National Institute of Health, HIPAA Privacy Rule, Definitions. 2 “2013 Cost of Data Breach Study: Global Analysis,” Ponemon Institute, May 2013.

City of Austin Request for Proposal RFP PAX0130

SCOPE OF WORK

1.0 Purpose

The City of Austin Health and Human Services Department (City) seeks a Texas Department of Housing & Community Affairs (TDHCA) Community Services Block Grant (CSBG) data collection and reporting tool. CSBG guidance is here https://tdhca.state.tx.us/community-affairs/csbg/guidance.htm

The City currently uses the Shah Case Manager NewGen.

2.0 Contractor Requirement

2.1 Requirements

2.1.1 Record Keeping

2.1.1.1 Contractor shall maintain fiscal and programmatic records and supporting documentation for all expenditures made under this Contract in accordance with the UGMS and Section III, Common Rule: State Uniform Administrative Requirements for Grants and Cooperative Agreements, Subpart C – Post Award Requirements, _42. For purposes of compliance, all associated documentation must be readily available, whether stored electronically or hard copy to justify compliance with program rules and regulations.

2.1.1.2 Open Records. Contractor acknowledges that all information collected, assembled, or maintained by Contractor pertaining to this Contract is subject to the Texas Public Information Act, Chapter 552 of Texas Government Code and must provide citizens, public agencies, and other interested parties will reasonable access to all records pertaining to this Contract subject to and in accordance with the Texas Public Information Act.

2.1.1.3 Contractor shall give the HHS, the US General Accounting Office, the Texas

Comptroller, the State Auditor’s Office, and Department, or any of their duly authorized representatives, access to and the right to examine and copy, on or off the premises of the Contractor, all records pertaining to this Contract. Such right to access shall continue as long as the records are retained by Contractor. Contractor agrees to maintain such records in an accessible location for the greater of (i) four (4) years; (ii) if notified by the Department in writing, the date that the final audit is accepted with all audit issues resolved to the Department’s satisfaction; (iii) if any litigation claim, negotiation, inspection or other action has started before the expiration of the required retention period records must be retained until completion of the action and resolution of all issues which arise under it; (iv) a date consistent with any other period required by federal or state law or regulation. Contractor agrees to cooperate with any examination conducted pursuant to this Subsection. Upon termination of this Contract, all records are property of the Department.

2.1.1.4 Exceptions to the record retention periods outlined above include: (i) if notified by the Department in writing, the date that the final audit is accepted with all audit issues resolved to the Department’s satisfaction; (ii) if any litigation claim,

https://tdhca.state.tx.us/community-affairs/csbg/guidance.htm

City of Austin Request for Proposal RFP PAX0130

negotiation, inspection, or other action has started before the expiration of the required retention period records must be retained until completion of the action and resolution of all issues which arise under it; (iii)_ a date consistent with any other period required by federal or state law or regulation. Contractor agrees to cooperate with any examination pursuant to this Subsection E. Upon termination of this Contract, all records are property of the Department.

2.1.2 Non-Discrimination and Equal Opportunity

2.1.2.1 A person shall not be excluded from participation in, be denied the benefits of,

be subjected to discrimination under, or be denied employment in the administration of or in connection with any program or activity funded in whole or in part with funds made available under this Contract, on the grounds of race, color, religion, sex, national origin, age, disability, political affiliation or belief.

2.1.2.2 Contractor agrees to carry out an Equal Employment Opportunity Program in keeping with the principles as provided in President’s Executive Order 11246 of September 24, 1965.

2.1.2.3 Contractor shall operate each program or activity receiving financial assistance so that the program or activity, when viewed in its entirety, is readily accessible and usable by individuals with disabilities. Contractors are also required to provide reasonable accomodations for persons with disabilities.

2.1.2.4 Contractor must meet the standards under (i) Section 504 of the Rehabilitation Act of 1973 (5 U.S.C. §§12131-12189; 47 U.S.C. §§155, 201, 218 and 255) as implemented by the U. S. Department of Justice at 28 CFR Parts 35 and 36.

2.1.3 Lobbying

2.1.3.1 No federal appropriated funds have been paid or will be paid, by or on behalf of the City of Austin, Health and Human Services Department, to any person for influencing or attempting to influence an officer or employee of an agency, a member of congress, an officer or employee of congress, or an employee of a member of congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, or modification of any federal contract, grant, loan, or cooperative agreement.

2.1.3.2 If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of congress, an officer or employee of congress or an employee of a member of congress in connection with this federal contract, grant, loan or cooperative agreement, the Contractor shall complete and submit standard form – LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions


PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX0130

0600 Proposal Preparation Instructions 1 and Evaluation Factors

1. PROPOSAL FORMAT

Prefacing the proposal, the Proposer shall provide an Executive Summary of three (3) pages or less, which gives in brief, concise terms, a summation of the proposal. The proposal itself shall be organized in the following format and informational sequence:

A. Part I - Business Organization: State full name and address of your organization and identify parent company if you are a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the State in which incorporated or licensed to operate.

B. Part II - System Concept and Solution: Describe if and how your solution meets the identified requirements found in the Statement of Work. Describe additional information that would be supportive of your System Concept and Solution

C. Part III- Demonstrated Applicable Experience: Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Do not include experience prior to 1998. Supply the project title, year.

D. Part IV-References:, Provide at least 3 references name, title, present address, and phone number

E. Part VI - Proposal Acceptance Period: All proposals are valid for a period of one hundred and twenty (120) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal

F. Part VII - Proprietary Information: All material submitted to the City becomes public property and is subject to the Texas Open Records Act upon receipt. If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be identified and marked proprietary at time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request.

G. Part VIII - Authorized Negotiator: Include name, address, and telephone number of person in your organization authorized to negotiate Contract terms and render binding decisions on Contract matters.

H. Part IX - Cost Proposal. A firm fixed price or not-to-exceed Contract is contemplated. Please provide total cost of implementation plus annual maintenance cost and any ancilliary cost that is anticipated.

2. EXCEPTIONS: Be advised that exceptions to any portion of the Solicitation may jeopardize acceptance of the Proposal.


PROPOSAL PREPARATION INSTRUCTIONS AND EVALUATION FACTORS SOLICITATION NUMBER: PAX0130

0600 Proposal Preparation Instructions 2 and Evaluation Factors

3. PROPOSAL PREPARATION COSTS:

All costs directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and/or clarify a proposal which may be required by the City shall be the sole responsibility of the Proposer.

4. EVALUATION FACTORS AND AWARD

A. Competitive Selection: This procurement will comply with applicable City Policy. The successful Proposer will be selected by the City on a rational basis. Evaluation factors outlined in Paragraph B below shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the Best Offeror. Award of a Contract may be made without discussion with Proposers after proposals are received. Proposals should, therefore, be submitted on the most favorable terms.

B. Evaluation Factors: i. 100 points.

(1) System Concept and Solutions Proposed (Grasp of the requirement and its solution(s),

responsiveness to terms and conditions, completeness and thoroughness of the technical data and documentation.) 40

(2) Demonstrated Applicable Experience 20

(3) References 20 (4) Total Evaluated Cost 20

ii. Interviews, Optional. Interviews may be conducted at the discretion of the City. Maximum 25 points

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS CONTRACT NUMBER 61160002366 FOR TilE

FY 2016 COMMUNITY SERVICES BLOCK GRANT PROGRAM ("CSBG") CFDA#93.569

ADDENDUMD

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MA TIERS

The undersigned certifies, to the best of its knowledge and belief, that it and its principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency; (b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (l)(b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

Where the undersigned Subrecipient is unable to certifY to any of the statements in this certification, such Subrecipient shall attach an explanation of why it carmot provide said certification to this Contract.

The undersigned Subrecipient further agrees and certifies that it will include the below clause titled "Certification Regarding· Debarment, Suspension, Ineligibility and Voluntary Exclusion-Subcontracts/Lower Tier Covered Transaction," without modification, in all subgrants, subcontracts and in all solicitations for subgrants and subcontracts:

"CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION- SUBCONTRACTS/ LOWER TIER COVERED TRANSACTIONS

(1) The prospective lower tier participant/subcontractor certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a'!)l Federal department or agency.

(2) Where the prospective lower tier participant/subcontractor is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

LOWER TIER PARTICIPANT/SUBCONTRACTOR:

[Signature]

Printed Name:--------------------Title: Date: ,

This certification is a material representation of fact upon which reliance is placed when the Department awards the grant. If it is later determined that Subrecipient knowingly rendered an erroneous certification, in addition to any other remedies available to the Federal Government, the Department may terminate this Contract for cause or default.

SUBRECIPIENT:

City of Austin, Health and Human Services Dept a political subdivision of the State of Texas

By:

Title:

Date:

Page 17 ofl7

Attachment 1 Texas Administrative Code

TITLE 10 COMMUNITY DEVELOPMENT

PART 1 TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS

CHAPTER 5 COMMUNITY AFFAIRS PROGRAMS

SUBCHAPTER A GENERAL PROVISIONS

RULE §5.10 Procurement Standards

A) Contracts in excess of $25,000 shall include provisions or conditions that allow for administrative, contractual, or legal remedies in instances where Subcontractors violate or breach the contract terms, and provide for such remedial actions as may be appropriate;

(B) All contracts in excess of $25,000 shall include suitable provisions for termination by the City of Austin Health and Human Services Department, including the manner by which termination shall be effected and the basis for settlement. In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the City of Austin Health and Human Services Department;

(C) Contracts shall include a provision with regard to independent Subcontractor status, and a provision to hold harmless and indemnify the City of Austin Health and Human Services Department and the Texas Department of Housing and Community Affairs from and against any and all claims, demands and course of action asserted by any third party arising out of or in connection with the services to be performed under contract;

(D) Contracts shall include a provision regarding conflicts of interest. City of Austin Health and Human Services Department's employees, officers, and/or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from Subcontractors, or potential Subcontractors; and

(E) Contracts shall include a provision prohibiting and requiring the reporting of fraud, waste, and abuse.

(i) Contractor shall establish, maintain, and utilize internal control systems and procedures sufficient to prevent, detect, and correct incidents of waste, fraud, and abuse in all the City of Austin, Health and Human Services Department (HHSD) and Texas Department of Housing and Community Affairs funded programs and to provide for the proper and effective management of all program and fiscal activities funded by this contract. Contractor’s internal control systems and all transactions and other significant events must be clearly documented and the documentation made readily available for review by the City of Austin, Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs.

(ii) Contractor shall give City of Austin Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives complete access to all of its records, employees, and agents for the purpose of monitoring or investigating the program. Contractor shall fully cooperate with City of Austin Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs’ efforts to detect, investigate, and prevent waste, fraud, and abuse. Contractor shall immediately notify City of Austin Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs of any identified instances of waste, fraud, or abuse.

(iii) City of Austin Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs will notify the funding source upon identification of possible instances of waste, fraud, and abuse or other serious deficiencies.

(iv) Contractor may not discriminate against any employee or other person who reports a violation of the terms of this contract or of any law or regulation to City of Austin Health and Human Services Department (HHSD) and the Texas Department of Housing and Community Affairs or to any appropriate law enforcement authority, if the report is made in good faith.

(F) Contracts shall include a provision to the effect that any alterations, additions, or deletions to the terms of the contract which are required by changes in federal law and regulations or state statute are automatically incorporated into the contract without written amendment, and shall become effective on the date designated by such law and or regulation; and any other alterations, additions, or deletions to the terms of the contract shall be amended hereto in writing and executed by both parties to the contract.

(G) Contracts shall include the provisions described in clauses (i) - (iii) of this subparagraph:

(i) Subcontractor represents that it possesses legal authority to enter into the contract, receive and manage the funds authorized by the contract, and to perform the services Subcontractor has obligated itself to perform under the contract;

(ii) The person signing the contract on behalf of the Subcontractor warrants that he/she has been authorized by the Subcontractor to execute the contract on behalf of the Subcontractor and to bind the Subcontractor to all terms set forth in the contract; and

(iii) Department shall have the right to suspend or terminate the contract if there is a dispute as the legal authority of either the Subcontractor or the person signing the contract to enter into the contract or to render performances there under. Should such suspension or termination occur, the Subcontractor is liable to the City of Austin Health and Human Services Department for any money it has received for performance of provisions of the contract.

(H) All subawards made by a City of Austin Health and Human Services Department, except for micro-purchases but including small purchases, shall contain provisions as reflected in the Contract with the Department.

Proposal to

City of Austin, Texas

for

TDHCA CSBG Data Collection and Reporting Tool

People Helping

People

Case:Jvlanager-New(jen

from

Shah Software, Inc. 1 Coll inway PL,

Da llas, TX 75230 w,v,v.shahsoft,vare.com

Contents

TRANSMITIAL LEITER ............................................................................ .................................... .. ......... 4

EXECUTIVE SUMMARY ......................................... ... ..................... ..... .. ............... ........... ........................ 5

HIGHLIGHTS ••••• • •••••••••• ,,,, , ,,,, ,, ,,,,,,,,,,, ,,,,,,,, ,,,,, ,,,,,,,, ,,,,,,,,,,,,,, , ,,,,, ,,,,,,,,,,,,,, ,, , , , ,,,,,, ,,,,,,,,,, ,, ,,,,,,,,, ••••••••••••••• S

PART 1- BUSINESS ORGANIZATION ..... ..... ... ................................................... ...................................... 8

PART II - System Concept and Solution .......................................... .. ...................... ... ............................ 9

REQUIREMENTS ................................................... .. ............................................................................... 9

ADDITIONAL INFORMATION ON CASEMANAGER-NEWGEN SYSTEM .................................................. 13

SYSTEM REQUIREMENTS ................................................. .................... .. ...... ..... ........................................... 1S

CASEMANAGER-NEWGEN FUNCTIONAL OVERVIEW .... .. ..... .. .. .. ........... .......... ...... .............................. .. 16

PROCESSING THE CLIENT 'CENTRALIZED' INTAKE ......... ... ................ .......... .................... .... ........ .................... 16

STORING CLIENT DOCUMENTS ........ ... ......... .. .. .... .. ...... .... ................. ............................................................ 19

) PERFORMING CLIENT 'NEEDS ASSESSMENT' ........................................................ ......................................... 20

MEASURING CLIENTS PROGRESS ON CASEMANAGEMENT ................. .......................................................................... 21

PROVIDING CLIENT ASSISTANCE .... ................................................. ................. .. ........... ................................ 22

DOCUMENTING CLIENT SERVICES .. ........................................................ .. .......... .... ....................................... 23

GEN ERATING CLIENT 'NOTICE OF PAYMENT'S ................................. .... .......... ...... ...... .................................. ............ 24

REFERRING CLIENTS & SCHEDULING FOLLOW-UPS ................................ ........... .... .. ....... .. ........... . . ..... ..... ..... . .... ......... 26

REGISTERING OUTCOMES .. . ...................................................... ......... . ..... ....................................................... .. . 27

VI EWING CLIENT HISTORY ................... .. ...... .. .. ........... .............. ................................. ............. ........... ..... ... ... 28

CALENDAR/SCHEDULER ...... .. ............................. ........... ........... ..... ....... ............................................... ....... .. 29

TRACK CLIENTS .... .. ...... ... ........... .. .. ........... .................................................. .................... ................... .......... 29

FRONT DESK MODULE ................ ..... .................... . ..... .............. . ....................... ......................................... ........ 30

PRINT CLIENT ID CARDS .. ... . . .. ......... . ................................................................................................................. 30

REPORTING ....•••••........ ..••••.•.. ... .•.. .•..•. .•.• ..••..... .. ..........•.•. ••.. .......•....•.•.................•...•...............•.•..•.•••••••• ••..• 31

AD-HOC REPORTS ......................................................... ............. ............................................................. ..... 32

PAYMENTS EXPORT MODULE ................................................. ......... .... .. ... ........ ............ ....... .. ...... ................. 33

Part Ill -Demonstrated Applicable Experience ................................................................................... 34

VENDOR BACKGROUND AND QUALIFICATIONS ... ... .. .......... ..................... .. .... ... ........ .......... .. ..... ...... .... 34

1. EXPERIENCE .. ..... ........................................ . .... . ... .. ...... ................... .. ................ .. ....... . ........... .. ................ 34

3. SENIORITY, BACKGROUND OF MANAGEMENT TEAM ........................................................... ................................ 36

Part IV- References ..................... ...................................... ............................ .............................. ... .... 38

Part VI- Proposal Acceptance Period ............................................................................................ ..... 39

Part VII Proprietary Information ................. ................................ ........................................................ 39

2

Part VIII Authorized Negotiator ....................................................................................................... 39

Part IX- Cost Proposal .................................................................................................................... 40

Pricing Sheet ................................................................................................................................... 41

Reference Sheet .............................................................................................................................. 42

Forms and Certifications .................................................................................................................. 43

Sample Reports .................................................................................................................................................. 48

March 1, 2016

City of Austin Purchasing Office Austin, TX

Dear Sir I Madam,

TRANSMITTAL LETTER

Shah Software, Inc. hereby transmits a proposal in response to your request for proposal for 'TDHCA Data Collection and Reporting Tool' offer to provide software as described in this proposal. This proposal is valid for 120 days from the date of submission and may be accepted at any time within that period.

If selected, Shah Software shall negotiate in good faith .

) The individ~er is authorized to commit Shah Software as described in this proposal.

)

Signature

Contact Information:

Contact Person: Jagat Shah

Address:

Phone:

Fax:

Email :

1 Collinway PI, Dallas, TX 75230

800-968-2748

432-224-1014

[email protected]

EXECUTIVE SUMMARY Shah Software was started in West Texas in 1994 and has been in business and providing software

solutions to non-profit agencies for 20 plus years!

Our very first project was the development of the ClientTrack system to provide Community Action

Agencies with software for tracking their clients and the services provided. Such agencies may provide anywhere from one to more than twenty different programs, each diverse in its mode of

operations. It can become a difficult task to track all of the activities for the vast number of clients

assisted under such a multitude of different programs. ClientTrack was designed primarily for this purpose.

Today this software is in use at several CAP agencies in Texas. Quite a few agencies in Texas have been using the software from us for more than a decade. The software is also used by CAPs in the state of

New Mexico, Hawaii, Arkansas and Maryland. Our customer agencies range in size from very small agencies to very large agencies.

The CaseManager-NewGen system has evolved over time based on the suggestions we have received from our customers. Today, this system tracks clients, client services, enrollments, referrals, follow-ups,

outcomes, eligibility to programs, payment to vendors, walk-ins, telephone calls, front desk activities. Clients, Client services and payments are tracked from the current program year back thru previous

program years- all the way back to the very first day the client came in for service.

Highlights of this system include:

• The centralized Client Intake collects information for all agency programs & serv ices.

• The system tracks clients, services, case notes, needs assessment, enrollments, outcomes, economic impact, return on investment {ROI)

• The CaseManager-NewGen does not depend on any specific operating system. It can work on

Windows PC, Macs, Andro id devices, etc. All it needs is a browser that connects to the web. The entire system is in the 'clouds' and provides the ultimate in portability.

• A very strong effort has been made to make the complete system 'paperless', providing the f lexibil ity

to operate the system and access client informat ion from anywhere

•

•

•

The system is integrated with onl ine maps. All client addresses are geocoded and the client's address

locations are plotted on the integrated maps.

Client services-related documents (copies of utility bills, lease agreement etc.) can be scanned and

uploaded into the client's fi le, and can be retrieved at any t ime w ith only a couple of mouse clicks.

All fo llow-ups are automatica lly registered in a user's calendar providing a visual tool to keep on top of all that needs to be done.

All payment vouchers made in t he CaseManager-NewGen can be exported out and subsequent ly

imported into your book keeping software, t remendously cutting down the manual labor t hat would have been involved otherwise.

5

)

)

• The 'Needs Assessment' module allows an agency to breakdown a client's needs into key

intervention areas. The 'Needs Assessment' module suggests inter-agency and intra-agency referrals based on client responses to questions. It also suggests a 'plan of action' based on client responses to questions on assessments.

• The system assists an agency in making a Service Pla n and also provides the means t o track every single activity completed in taking a client from a level of dependency to a level of se lf -sufficiency (even if these activ ities span multiple program years) .

• Over t he complete course of managing a client case, the system tracks every referral, every follow-up

and every outcome. Best of all, users can access al l of t his information from a centralized client service screen.

• Standard reports that are requ ired by all CAP agencies are pre-programmed and can be generated

simply by entering the desired date range for a specific report.

• In addition, a 'Query Builder' tool is provided for creating customized reports . Drop-down selection

screens allow users to simply click and choose information from the various tables for including on

reports . All report results can be exported to various file types, printed, saved, etc., right f rom the very same screen.

• CaseManager-NewGen also provides a 'project manager' to help staff when working with projects.

Work is in progress on this component at time of writing this proposal.

6

)

There are several things that truly distinguish & differentiate Shah Software from all the other softwa re

providers, w hich happen to be the keys to our success:

• In house development

All of our products are designed in-house, whereas, many of our competitors hire 'contract' programmers

in foreign countries to keep development costs down. These 'contract' programmers move on once

a project is completed which can cause major problems when changing requirements dictate modifications. All Shah Software programmers are full time employees with Master's degrees and

provide top level skill and technology.

• Long term experience in providing Case Management solution to CAP agencies

We have been providing Case Management solution to CAAs since 1994 and we have many agencies that

have been using our system fo r over 15 years, some even 20 years since the inception.

• System Ease-of-use

Though there are numerous, extremely varied tasks and responsibilities required of case workers and other Community Act ion staff, our CaseManager-NewGen system provides comprehensive

functiona lity while always remaining flexible and easy to use .

• Customer Trainings

We provide comprehensive, hands-on training. In addition to the init ial training provided to an agency, we also provide refresher trainings. On-line refresher trainings are done upon request, while a 'group'

refresher training, held in a location convenient to all - is offered yearly to all customers.

• Staff Availability for trouble-shooting and problem resolution

Shah Software develops a personal relationship with each of our customers and we are truly committed to

ensuring not only a qua lity system, but also personal assistance in resolving any problems our customers encounter.

• Free Software Updates/Upgrades

Our maintenance agreement prov ides for free software upgrades to ensure that your system never becomes obsolete .

• Tracking of Customer Suggestions/Requests We file and track all suggestions and requests we receive from our customers for future updates to the

system.

• Reporting- Th is truly sets up apart from our compet itors. The reports that we know you need, are 'Single Button' reports . You press a button and the report is generated . Most of our competitors expect you to run queries for every section of the report you need.

Our track record reflects a very high leve l of customer sat isfactio n. The fact that our very fi rst customer,

who purchased the Client Track system in 1994, is st ill using it daily says a lot about Shah Softwa re, its products and its support!

7

PART I- BUSINESS ORGANIZATION

Company Name: Shah Software, Inc.

Company Address : 13601 Preston Road, Suite E450 City, State, Zip: Dallas, TX 75240

Federal Tax ID No:

Type of Business - S Corporation, Incorporated in state of Texas.

Printed Name of the officer or authorized representative: Jagat Shah

Title: President

Signature of the officer or authorized representative

Date: February 29, 2016

Email Address: [email protected]

Phone Number: 800-968-2748

'

)

8

PART II- System Concept and Solution.

REQUIREMENTS

,----~~~~~~--~-------~---·- ------~--~~~~~~~-,

2.1 The solution should be hosted as Software as a Service.

Yes. The proposed solution is hosted as Software as Service .

. . . --··-----------------------··------------~------1 2.2 The solution should maintain the appropriate security controls for personally identifiable

information and preferably utilize a routine 3rd party data security audit.

Yes. The software follows the https protocol for added security. The security certificate is from Thawte

----~---------··--·-:---:-:--:---:---:-----::----:c---------------·-·----------

in2.3 The solution should include 50 user licenses.

Yes. The Proposed solution offers 50 user seat licenses.

2.4 The solution should include a mobile interface accessible from the internet

Yes. The proposed solution offers this option. The application can be accessed thru any web device that connects to the web thru any of the common browsers like Internet Explorer, Chrome, Firefox.

--·----------,----..,....--,.,.-------------cc:--:--:------ -------------1 2.5 The solution should allow image capture on a mobile device.

Yes. You may capture image on any device that can connect to the web and upload the same into the software system.

-----·---·--···--·-····-------------

9

2.6 The solution should support attaching unlimited images and files to client records in support of eligibility requirements.

The proposed system allows you to attach os many document as necessary and upload the same. However, please note that the scan space available for document storage is 500MB and this roughly translates to 12000 documents scanned at 45 kb I each which is roughly the size of a single page scanned in monochrome. More space can be purchased as ond when necessary. I

2.7 The solution should allow collection of meta data in association with client record attachments. -l Yes. The proposed solution provides this option.

~~~-~~~~~~~~~~

2.8 The solution should track and maintain records of all user activity and be logged, reportable and

auditable.

Every user is tracked by their login /D. Every record that is inserted or updated carries with it the user ID that created and the last user that edited the record and the time when this was dane. The system a/sa provides an 'Audit Report' which allows to track user activities.

2.9 The solution should track and maintain all client records without expiration

Client records are never purged. You can always access records from previous program years.

2.10 The solution should allow a free text field for unlimited notes for each client record.

Yes. There is no limit on the amount of nates you may document.

2.11 The solution should offer a routine maintenance and support agreement that includes technical

upgrades, service level agreements and technical assistance.

Yes. This is our standard agreement and includes toll free support, maintenance, technical

upgrades.

10

2.12 The solution should be able to load funds into the system and create balance sheets

This is a standard feature. The system allows you to load funds for your different funding

programs. When a notice of payment or a pledge is created on behalf of a client, the funds are

deducted from the fund balance and this provides the 'Balance Sheet' reports.

2.13 The solution should be able to print out vouchers for notice of payment for vendors and client.

Yes. This too has been a standard feature. Notice of payment can be created payable to vendors on behalf of a client. The notice of payment also includes the dollar amount that is payable and the funding program from which the funds are deducted.

2.14 The solution should have the ability to compile reports based on all demographic data and

collective group data as specified.

Standard feature. All such reports are generated for any date range that you may specify.

2.15 The solution should collect National Performance Indicators (NPI) and report individually and

collectively on each NPI, and by client's individual and collective NPI's.

Standard feature. For all services and referrals, a client is enrolled into a NPI. When an outcome is generated, the same is registered in terms of NPI. This provides the necessary

) reporting features.

2.16 The solution should support follow up notes for follow up appointment or status

and create a Microsoft Outlook calendar item in the City's email system.

The proposed system provides option to create follow-ups. These follow-ups will show up on a calendar integrated in the proposed system. The current version does not integrate with Outlook.

2.17 The solution should be able to send emails to clients.

The proposed system allows you to send emails to clients.

2.18 The solution should be able to print to mail (postal service).

In the client intake we have provision for capturing the client's mailing address. This allows us the option to create mailing labels by exporting the data to excel and subsequently print mailing labels.

2.19 The solution should be able to compile reports based on household or client identification Numbe

Yes. The solution creates reports based on household or client identification numbers

)

II

2.20. The solution should use the TDHCA calculation methodology to determine household income and poverty level

The solution uses the TDHCA colculotion methodology to determine household income ond poverty

2.21. The solution should allow the user to print calculation worksheet showing data entered on each individual member to determine household income and poverty level

The solution allows the user to print calculation worksheet showing data entered on each individua member to determine household income and poverty level

12

ADDITIONAL INFORMATION ON CASEMANAGER-NEWGEN SYSTEM

Shah Software's CaseManager-NewGen system is a true web-based, comprehensive information

management and reporting system for non-profit Community Action agencies. It provides an

agency-wide solution for tracking all information pertinent to the programs your agency

provides (client information, demographics, eligibility, services provided, outcomes achieved,

etc.) and reporting of the same.

This totally web-based system can be accessed from any web-enabled device (PCs, !Pads,

Android tablets, etc.).

CaseManager-NewGen is driven by a centralized client intake that collects information for all

programs within an agency. Information for a client is tracked from the initial visit through all

subsequent program years. There is no limit on how long you can track clients or on the

amount of client data that can be stored in the case files.

The Needs assessment module triggers user-specified plans of action and client referrals based

on a client's responses to user-defined assessment questions. It also provides the means for the

system to determine a client's eligibility to various agency programs as an outcome of

assessments. This module can be set up as per your requirements.

Client Services allows for 'enrolling' clients into programs or NPis. Based on the needs of a

client, services can be provided, referrals can be made and follow-ups can be scheduled. If a

client is not eligible for a service, the system will flash a warning message. lffollow-ups confirm

that outcomes have been achieved, the same can be documented. In the latest version of the

software, the economic impact of any achieved outcome can be documented. This allows

your agency to measure the 'Return on Investment (ROI)'.

When a client is helped under the CEAP program, the application decides the client's eligibility

and also the total amount allocated under the CEAP component. At no stage will the system

allow the user to spend more than what is allocated.

The system includes a 'Bookkeeping' module that provides for 'Fund Expenditure' reporting.

This is used by many of our customers to record and report on payments made to vendors on

behalf of their clients. A 'Budget Balance Sheet' report can be generated which reflects the

'fund expenditure' and 'fund balance remaining' for any of your programs. Front line staff can

be set up to create 'Notice of Payment's or 'Payment Commitment's that are documented but

not approved. Supervisors can be set up to access these NOPs and 'Approve' the payments. A

separate export module can be used to export all of the 'approved payments' to your

bookkeeping software. This export module can reduce hours of work to just minutes. Since the

system is web based, payment commitments/pledges made by outreach staff can be printed by

the main office and checks can be issued to vendors upon 'approval'.

A Document Management module provides for uploading any document that you may want to

save as a part of the client's case file. Such documents might include copies of utility bills paid

on behalf of the client, a client's lease agreement, etc. Such documents can be invaluable

during agency audits.

The system includes a built-in Scheduler/Calendar to assist caseworkers and supervisors in

tracking client appointments, follow-ups, etc. In addition, the system also provides the

capability of sending emails out to partnering agencies/organizations.

Portability- being completely web-based and providing 'electronic signature' functionality, the

CaseManager-NewGen system provides true mobility for caseworkers in the field, while also

allowing access from home or on the road by managers and supervisors when necessary.

Standard, required reports are 'pre-programmed' in the system and can be generated simply

by entering a desired date range. In addition, the CaseManager-NewGen system includes a

menu-driven 'Query Builder' tool for generating customized reports.

Shah Software, Inc. was started in 1994. We have a very long history of working with non

profits. Some of our customers have been using our software for almost 20 years. Considering

that the world of technology is ever changing, we consider this an extremely great achievement.

We have kept up with all such changes to provide uninterrupted service to our clients at all

times.

14

SYSTEM REQUIREMENTS Shah Software will host the database and the application. Since there is no local storage on

the client work stations, there are no specific hardware requirements. The only thing

necessary is that the workstation should be able to access the internet.

15

)

)

CASEMANAGER-NEWGEN FUNCTIONAL OVERVIEW

PROCESSING THE CLIENT 'CENTRALIZED' INTAKE

The CaseManager-NewGen system is based on a centralized client intake. A client intake is done only ONCE in a client's lifetime. When a client comes in for help again, the 'Intake' is edited to add any new information and/or update any existing information. The 'Intake' screens are designed to gather and provide information for all of the different programs within the agency. Since this system is totally web-based, an 'Intake' can be entered, accessed, and/or updated by any agency department that is linked to this system.

During the intake process, the system provides you with an alert if a social security number that you enter is found in an existing client case file. This helps prevent clients getting duplicated services from different offices of your agency.

CLIENT INTAKE- CLIENT & HOUSEHOLD INFORMATION

Apphcatton O;Jte

Sel«t Oient hniJe

Household ln~crrrutton

First Name l ast Name

Untoqvt! F )()0\.X'(.)Q..'O..

Home PhonP work Phone Cell Phone

Househo!d Type ~~t· ~ Housinglype ~J«t Characteristte ··~t ~ lndudeinGroup -.. ~-..... - ,.-. --~wHOU$e:t:ut.tdatt!' ----7 \Veathet~.:atlon? whenj- i:7

Client Addres;.s ====================-----========: Residential Addresa------,

Addr2/Aplo/S>.rilell:

City: IMi.:J .. nc - -

St<tte: I re~ '=====~

Zip:

County: ~S.:.Ct··

I Malting Address

L - S~me as Restdcr~l Addr<-S~

'!:' .. Addr~?ss:

Addr2(Aplfi/51Jito'4: I --City: 1.1 d¥d

State: 1 re')l;.» :==':===~ z;,.

16

. )

-.... - D 0

""'

-

Client electronic signature can be captured. This makes the system extremely portable since the case workers can now do a complete intake on <Hl lPAD or any ,,·eb de,·ice and gel U1c client to sign electronically.

Samples of the screens associated with the other options are included below.

CLIENT INTAKE- HOUSING/BENEFIT INFORMATION

~Home Q Client Intake !JClient Services J Chen! Documents ~Client Assessment fl: System Setup • Not ce of Payment fiiRepott.s ~Calendar

L Energy Ass.st• nce - Texas Utir.ty

--Appl'catlon Date l l/29fi012 i;.;l

Select Client Image

~ ~lect Fofe I Ml§lfM'ffl!.ih.fi!i.!.M Housing/BeMfit Info

··~~~~=· - Benefit Info

r~o lncome ~ 55 Benefit J 551 Benefi t VA Benefit

TANF l Food Stamps , General Assistance Employment plus any Sources

Employment Only UnEmployment Benefit PenSion Others

r-Housing Info

r-Landlord Info

r lf the Client rents Address: r Clients owns

Rent Addr2/AplP/SufteJI:

I ~':1 Occupied by ·- .

Ut Wties lncl Cot•{: ~ ·

Subsld or Pvt Housing Le.. ·J Mortgage Ami/M onth

State: _3

Rent House Type :J Zip: r "7' Own ~louse Type

Cou11ly: [_ --;--:,; - -;' ;,I

17

CLIENT INTAKE - UTILITY INFORMATION

~Home a Cloent Intake A)! Client Services 0 Client Documents ~Client Assessment * System Setup $ Notice of Payml'nt QJ Reports ~calendar

L Energy Assistance - Texas UtOity

Application Date [11129/2012 8 Select Client Image ,. Select File I .l.laiiHin'-1+11-IIIIN!IDII. Utili ty Info I - Utility Info

- Vendor Info ,--- - -

Electric r--Select-- """E) Account II Hl!4t Cool Bot h lic;:e ---- 1I;j Account II r

Gas --Select-- .~er!l. t Cool Bot!: No :te '------ -- t J Account~~~- -

-- -Propane ! --Select-- !:~at Cool Oot:t ) No."le

Water l_sel...,t-- __ EJ Account II~ Others 1--select-- _ ___tJ Account 11 ! --

Type of AirCondit<oning usee: r ·-Selec1-- -u Type of Heater used: 1--se'ect..:.:._ - - I:J

)

18

)

Additional Feature- Online Bing Map Integration

CaseManager-NewGen includes built-in integration of Bing maps for instantaneous

geocoding/address va lidation, etc. In using this, caseworkers w ill be able to catch any errors in

the address (es) entered.

On any screen that contains a red "pushpin" (as pictured below), you may click on th is

"pushpin" to plot the associated address on a map.

., N ,. At.to m.ntc •

- Residential Address---------,

Address: [3221 Maxwell

Addr2/Apt#/Suite#: I _ I

,-------------. City: I M idland t' J

:===================~ [Texas l:J State:

1797os r J Zip:

County: I Midland [J@ ·------------~~

"pushpin"

STORING CLIENT DOCUMENTS

\ ..

IMi'Ut•·"· H'IGHfS

The 'Client Documents' module of the CaseManager-NewGen system allows caseworkers t o

store any scanned client documents as a part of the client's case hist ory.

Once scanned and stored, any such document can be accessed for reviewing, printing, etc.

SElECTION -

Ched~ to con:..nue "MJr lo. •Ni th pre .. row. Cl-t"rtt.

O !'t ~~~ Cf 'tn: frnm Orordo-Mn· S.J.NO[l JAMES • •• - lE •

o q Entt-r Clttnt 10 a nd P'l'e -.s Suber = SUBMIT

-+ Addnf'WttCCNd

filt Oflu iptlon

.)'! Utol t)O

.J - t 'S! documtrt c.opv <.11 cJ for "''I c·t c.toed

j 4 I • 1 • H ~1Jiff: I«. s

Sc.e~n s p3cc- ~Vtll l~bSe :

1880MB

J Vit-A'Oocumtnt

) Otlt lt

)<

)<

G ODDARD HEI<.it tT S

.-~>' FAtROAKS J

E-c.t.ues c

FANNIN f ERRAn

19

PERFORMING CLIENT 'NEEDS ASSESSMENT'

This module allows you to do 'Needs Assessment' on a client. This module allows you to not only define questions, but also define a maximum of five responses from which client makes a selection. Each response can trigger a 'plan of action' and also trigger any necessary referrals.

: C8:teg:Qry:·; Fatnil/ NeE--d> ;~,.ses~m<erit- ...

!'_auestion:·.:Are you abl€' to pay all i'Our bills'

Response Scale Value

5 • • 1 Response #5: :Yes

4 . • i Respons€! #4: ;sornetin'IE'$

3 • • 1 Response #3:: No

0 • •

0 • • i Response #1: /.JA

Sa'!e

R,ef<Ol' to

CE,\P

Cbc._p

Plan of Actio~>

'Rtifiir 'thE in tO CEAP.- AlSO €r'ii-OU ithem in ·sudget counseling· class:es.

20

)

Measuring Clients progress on CaseManagement. During course of Case Management with the client, such interviews are done periodica lly. The system measures the 'jump' in sca le values to indicate any progress that might have been achieved. A f lat graph would indicate no change or progress. In the picture below, you can see the question 'Do you need help with daycare?' has been asked multiple times in different interview sessions. Over the course of reporting period, the response has cha nged from a 'No' to a Yes' and the same is graphed out.

• BATISTA. JEAN

:; 3 !ri H •

hl t-1i:Jin Reoort •

Dote Respon&a

Do vou need help with d.ly c"ro?

(IJIJOJ:!OI4 Vos

o;1091201• Yes

05122r~OM v., 00130120 14 IJo

IW.lnl?n1 ot IJn

• ~ 2/7 "%.1 ,..,ain Report •

Scale

ov-..:'lCI"t -

l7fl 100% .

2L

PROVIDING CLIENT ASSISTANCE

Once a client case file has been established (through the 'Centralized Client Intake') and any needs of the client have been determined, all information/transactions pertaining to the assistance provided to the client will be recorded by using either the 'Services' or the 'Notice of Payment' tab. (Texas customers will also use the 'Energy Assistance- Texas' tab.)

The 'Services' tab will be used for:

• enrolling clients into specific agency programs,

• recording services rendered,

• documenting client referrals,

• scheduling client follow-ups,

• registering any client outcomes achieved, and

• viewing and printing client transactions.

The 'Notice of Payment' tab will be used for:

• making payments on behalf of the client.

A special tab is provided for Texas customers who provide utility assistance under the 'CEAP' program, which is a program administered ONLY by the state of Texas.

22

)

DOCUMENTING CLIENT SERVICES

Check to com' nue work woth previous Client_

OR Se' e<t Clocnt fr om Oropdown HEIUIANOE.ZI):.JtBAAA • I

OR Ente~ Cl em 10 and Press Submot SUSIJIT

Enrolt~nt [ Scrvoccs j Rea;s~~r~OIItcomts~~~.,.,~·~·~~~~~~, rvlat Oate 01 123.'2014

t(t e Proartm tf.IPlOVMEilT SUPPO_R_rs ___ _...,.

services - - -----

All« \Chool cS.ovure >tiYOCt

rv>ci! Provodtd for 6AR8AAA HERN~NOEZ

Other Details

: #ofUnots 2

$el'llo(t A/nOun~

.. .

• SeJe~ Servoces

• 108 RffEAAAl

JOB COU,ISEutlG

I&R GED ClASSES

The tllcn~ 6aobar4 Heon~nde: w4~ rtrcrrcd for ~job to W$1m.)rt so nee I hey we•e hulng. Al1o she wa~ (Qunsclcdlor ,ob. She wu ~I so pooYidcd inloom.ttion on the GED dassc~.

•

23

)

Generating Client 'Notice of Payment's

SELECTION--------------------------------------~

Check to continue work wi th p rev ious Client .

OR Sel ect Cl ient from Dropdowr,. 'GOMEZ ABELINO . - * • OR Enter Client ID and Press Submit : [

~ --~.,_,

CEAP Mult1ple Payments

Date: [02/23/2014 !iii

~vendor-----------------------------------------------~

TXU ENERGY

Vendor Name:

Address:

Addr2/Apt#/Suit~:

City:

[rxu ENERGY

[P.O. 650257 ,- r- Contact Info--------,

'oALLAS

State:

Zl p:

--TI Phone: [283 827 2822

-=~-=~~ ~f-ax_. __ r_7_2-32_8_2-92_9 ______ ~

This Payment will be marked as duplicated

Sd ect Category: HOUSEHOLD CRISIS . Limits for Ch0$en CEAP Category

Payment Amount:~123.64 M ax Allowed (S): 1000

Payment For: ELECTRICITY . Pai d t ill date($): 78.35 -- Balance Remaini ng($): 92 L 65

ctassi f\• As I UT - UTIUTY ASSISTANCE •

I"' Save

1

r- Account Info---- ---

Account Name: [GOMEZ, ABEUNo Account#: [3332 -4646-52526

A CEAP payment screen is as seen above. The application decides the client eligibil ity. The

application automatica lly allocates the CEAP benefit under the Household cris is and Utility Assistance component and ensures that you do not overspend any amount beyond w hat the

client is eligible. The CEAP screen has many more options. It allows you t o view and print the

CEAP allocat ion on that specific client you have se lected. It allows you to v iew the past CEAP

payment for the specific client. It also allows you t o look at payments made in prev ious program years.

24

)

In a new development, we modified the CEAP screen to allow the users to make multip le CEAP payments without having to exit the screen. This is of special benefit in cases when multiple

future payment obligations have to be created in the system.

llt:Lt:l.. IIUN

Check to continue work with previous Client

OR Se ect Client from DropdoM: GOME2 ABE UNO .••.• I '

OR Ente· dient ID and Press Submit: SJBIJr .....____

CEAP Muir pie Payments · o 0 ~lrF,~~~~ CEAP ~!location fun! . Past Payme~ts Previous Program Years

Pa!ments 11ith amount= $0.00 11ill not be saved. ---

Oirte Vendor funding Category Pa)mnt for Classify As Account=

r::-=:::-:-~ 06/23,12014 "" TXUHJERG'I ·I HOUSEHOLD ~ RISIS ELE CTIUCJTY ·I l!T -UlUJT1 ASSISTANCE •I 333246~6-52526

L

,--_ l0/{31/2<114 o:l TW EtiERGY HOUSEHO LD CRISIS ·I ElECTIUCJTY ·I l!T· UT!llfl ASSISTANCE ·I 33324~6-52526

~-L03/31!2<114 i3 T)U EtJERGI HOUSEHOLD CRISIS ·I ELECTIUCJTY ·I l!T. UTil!IY ASSISTANCE ·I ~3324646-52526

Account NJme MloumPaid

lGOt.IE~ A8EUNO ~ I GOMEZ, ABEUtiO [s54AS (GOMEZ, ABE UNO §9.54

25

)

Referring Clients & Scheduling Follow-ups

SELECTION----------------------------------------------------------------------,

Check to continue work wtth previous Client.

OR Select Cl ient f rom Oropdown: GOMEZ ABEUNO - - * • I OR Enter Client 10 and Press Submit r

R~erred to 1\.."l!ncy CATHOUC CHARITlES

Notes Mikt ,

rsuarml

Contact person at Agency Mike Johnson , mjo hnson@ccha rities.corn

I am sending 1\tr. Gomez to you fo r further assistance. He is in need of clothing for his small {hildren. I know that you have a p rogra m where in you can help such cases. An)· questions, please call.

Shah

Check to Email the Contact I ~ Save Referral Info I m

Thi s option provides for referring clients to partnering agencies and scheduling client fo ll ow-ups. When the client is referred to a partnering agency, caseworkers have the option of generating an email to the contact person at thi s agency.

26

)

Registering Outcomes

SELECTION------------------------------~

Check to cont1nut wctk w•th pre~110US Chent

OR Entet Client tO and Press Subm•t:

Enrollmtnt f Sttv.ces ~ ster Outco"'es j Referral & Follow-ups ~-____.!.-----

01J't(oJM Date 01 '2312014 Gtt Outcomes

- Musur••

6 28 Emrroenc:y fuel or utility lhlYJIItnts fundrd by CW or other pul>hc & prrvate tund•ng sources

D sel«tfll ·•tasures • 1 .LA UnempiO)e<l &. obtained a job

Other Details-----------~-------nform~t•on ~pplies to

~ Ptrs4ns served with o~ NotH Ba1bar~ round a job and she now makes SllOO ' t.tonth

Economic lm~ct Created ·Notes

•

S1ntt the <11 t nt would u1c the monCJ' sl'lc mfkts to PlY l'lu b•lls ond HlCnd it in the I<K•I to111munrty, the SUOO tll~t the cl1cnt rT>D~< i, \~111 come b~d~ to lht community.

EtonQtncc Impact Amount n .$

This screen above is used for documenting any client ' outcomes' achieved. In addition to recording the outcomes necessary for your required reporting, you may indicate here the economic impact in do ll ar amounts.

27

)

VIEWING CLIENT HISTORY

.- SELECTION

Check to continue work with previous Client. :::::;

OR Select Client from Dropdown: !Adams Jean ••.• 5717 "j":""

OR Enter Client ID and Press Submit: [ I SUBMIT I

~. Enrollmen~J Set'vices ] Register Outc_omes 1 Referra~ Fo~~w-ups] ViewAII [ Print .J Date Range from To o current Year

~11J30/2012 ~ 1U30/2012 !®l Past Years

View Services View Enroflment

I O View Outcomes View Referrals and Followups

IWA Submit I

This screen is a very handy tool provided for tracking/ reviewing everything associated with a

specific client case.

The caseworker ca n indicate a date range for the information they want to see, check any one or a II types of information they want to see, and indicate if they want 'current year' information

or information for 'past program years' .

28

CALENDAR/SCHEDULER

Slot duration: 151.1:nutes ::Jusers '""sh.t"' .:.=;:::::._ __

•• • • t ' d.rJ

Fuddy November 30, 2012

12:00 f<I<•-P·II>fi~l1:0»H.*~J Client's E~l:

~ttto1 _

12:30

01:00

01:30

02:00

02:30

• WeP~ M.onlh f~~T~elue

Each caseworker has their own calendar/schedule within the CaseManager-NewGen system for

scheduling appointments, reminders, etc.

TRACK CLIENTS

e• ClieutiD •Lastname Frrstname •HomePhone CeliPhone - StreetAddress IZtpCode

e• All Cl!ents \ Acm·e l Inactin ~' Deleted Sort by: [ El L Match search string Exactly I Search j

018Search string must match the format of the field being seached. Eg. When searching for a phone#, you could search for '1234567890' ...

Another very useful tool provided, 'Track Clients', assists caseworkers in locating a specific client, and allows for client 'searc hes' on Client ID/Case #,Client last name, Client f irst name, Client home phone, Client ce ll phone, Client street address, and Client zip code.

In addition, the caseworker can indica te that the 'search string' they enter is provided for an exact match; if this option is NOT checked, the search will be done using the 'partial' search string entered.

29

Front Desk Module

This module allows the front desk receptionist to capture all watk-ins. phone calls, et·c. A cop:-: of the report is enclosed.

Date: ~6/24/201~ !if Firstna me: [sean

La stn am e:! r-W-~-, i-te----=-=-----=;

Familyl\•tembe rs: r : Ph one: ;-~2-17-28_1_2_7_1_1------,

County: DA\1\ISON · I Refera l: ~f .... J NO REFERRAL

Service Provided: Set an appointment Insert Cancel

Print Client ID Cards

· I

The CaseManager - NewGen allows you to create and print client TD caJds. These lD cards are bar-coded and can be read by a bar code scanner and proYide a quick access to the client files.

Shah Software lnc,4410 N Midkiff Dr,D-209,Midland,Texas 79705

ADA OAKS

ClientiD: "100304"

30

REPORTING

INCLUDED REPORTS

-~Home a dlent Intake ~CDent SErvices 0 Client Documents ·~client Assessment ~System setup $ NoUce of Payment • ·" • rS!. calenda< .........

Qs Client Intake Repon , Energy Assistance Texas utility '!.=· =~-_;::;_ _____ _:_-=========-==-=============Ill LogRepon

fll Referrals and Follow ups

Ql Undupj1c.ated

fll NOP

Interview Report

fll Payment Usting

Ill SUmmary Repor I

a Chent Intake a.,;jCilent SEM<es Q Oient Documents ;!,client Assessment ~system serup $ NotJ<:e of Paym<"nt QJRe.ports ~Calendar ..__.~

l:!JCEAP Payment

• CEAP Repo-t I

d

Utility

• CLIENT INTAKE REPORT

• LOG REPORT

• REFERRALS & FOLLOW-UPS REPORT

• UN DUPLICATED REPORTS

o Unduplicated Report for All Services

o Unduplicated Report for Only Specific Service(s)

• CEAP REPORT

• CEAP REPORT BY FUNDING ITEM

• INTERVIEW REPORT

• PAYM ENT LI STING REPORT

• OUTCOME (NPI) REPORT

• CLI ENT-SPECIFIC REPORTS

o Client Services

o Client Enro llments

o Client Outcomes

o Client Referrals & Follow-ups

o Client Documents

• FUND EXPENDITURE REPORT

• BALANCE SHEET REPORTS

• AUDIT REPORT

31

AD-HOC REPORTS

The 'Summary Report' is the reporting opt ion provided for custom query reports. Using this, users can 'query' any database table by se lecting the columns they wish to see and specifying 'conditions' for the returned information. The report data can also be downloaded on your

local machine in form of a csv file. The query as seen in the image below generates a report on all clients seen bel,veen l/ l/20 14 to 513 l/20 14 from zip code ' 7933 I"

Date~ 11 / 1./ 2014 nn To: 15/31/ 2014

C o u n ty: DA•.~lSON

Select a Tab le: I Clie nts

Co l umns Availabl e

Landl ord_Ph o n e

Landl o rd_Zip

LID

Mall Cou n ty

MI

~ I

~ 0 El

~ Mon t h ly incom e ~ ~------r===========~~

I.A.ND

Res C ity

ResCounty

Res St ate

ResZip Code

Seclncome Source

Ca,---,-IT _,._....,..c

I_ Add Con d it ion J

I=

Col u m n s Sel·ected

First n am e

Last nam e

M ai1Addr1

Ma i1Addr2

Ma il C ity

Mail State

30353

78701

79331 · I 79342

79351

79359

r W H ERE ResZi pCod e "•7"933>' - J I Generate Q u e ry I

I V iew Dat a>> I Dow nloa d c sv f ile 1

... r-

-~

.... Ei

!

-.

32

PAYMENTS EXPORT MODULE

Case Workers can use the 'Payment Voucher' feature in the application to create 'pledges' or Notice of Payment to vendors. Such payments can be exported out of the CaseManager

NewGen and imported into your book keeping software. This feature can save hours of work.

from Date

funding Program

\'endors

~ Appro,·cd POI}mmts Only

01J{)I /ZOH

.mtm VENDOR RJ~lDS r--CP.IERGEIICY SERVICES

CIBG

City Of Oallcls

To: ~St>L/2014

. ~~(~- --- - -~ ~·

· Fl ~===-=~===--.:==(il'r======~-=-==~.

[<- HARRElllll~R

IVIU.!GHT ElECTRIC

g LAUR~ MOJICA

f« Self ~------------------------ ~----------------------~

e Downl~a~ uv file 1

Pa)1Dert !D V!ndor Pirjment Date .o..tount Paod Alcount flame Accountl4o ACCCode tiOP_St;rtus 01111 Dtm2 Dtm3 Our.! DimS

27041

27025

27024

270%

AJ UGO EI!ERGY

AI.IIGO EfiERGV

01111!2014 96.00

03 01 •2014 13.00

BROWII .ICE H-'<RD\VAR£ 01 '13•2014 99.99

ClARKS GH API'UM ICE 01 '2012014 11111

1XU E'IERGl 04'20,2014 1<500

I.!EORANO,AAAOII 123-H: 713-829-3175-no Approred 713 8<9 3175 i70

I.IEORANO, AAROU 1234;5 IB-829-3175-770 ~pprond 713 Sl9 3175 770

AATCUFF, CASSillA 3290232 i13-829-3185-731 ~pprored 713 8i9 3185 731

AATCUFF, CASSJLJA 32'?a3292';9 713-819-3185-731 Approred 713 8/9 3185 731

SIJ!lh, MIKf 38933/93 38203919 57458t343a 7B -8l9-3135-765 ~pproYed 713 8<9 31o5 766

33

Part III - Demonstrated Applicable Experience.

VENDOR BACKGROUND AND QUAL/FICA TIONS 1. Experience

Shah Software has been in business since 1994- over a period of 20 years. Started in a small West Texas town, today the company has customers in Texas, Arkansas, New Mexico, Maryland and Hawaii. We have kept up with ever changing technology.

What started as a DOS based Client Tracking system in 1994, today the system is designed on the latest technologica I platform. The complete system is web based with the front end designed in DOT NET with a robust SQL server database on the back end.

2. Project Implementations In the 20 years in business, we have successfully implemented project of all sizes- from very small agencies to large agencies like City of Fort Worth, Dallas Health and Human services and many more. Each agency provided a unique challenge from the different programs that they would implement to varying skill levels of staff in charge of implementation ..

Some of the recent projects are below-

• South Plains Community Action, Levelland, TX Contact Person: Luis Perez, Ph. 806-894-5153, [email protected] This project was implemented and agency was migrated to the CaseManagerNewGen. Client data was migrated as per agency's request. Data transfer, staff training, implementation was done without a break in their day to day operation. Migration to CaseManager-NewGen- 01/2014

• City of Fort Worth, Fort Worth, TX Contact Person: Marie Frances, Ph. +1817-392-5798, marie. franc is @fo rtwo rthtexas .gov This was one of our larger project implementations. They currently have upto 50 case workers using the system on a regular basis. Migration to CaseManager-NewGen -12/2013

• West Texas Opportunity, Lamesa, TX Contact Person: Elda Barrera, Ph 806-872-8354, [email protected]

This too was one of larger implementations. This agency has been using the older version of Client Tracking since 1994. They migrated to the CaseManager NewGen in 2013.

• Central Texas Opportunities, Coleman, TX

Contact Person: Hanna Adams, Ph +1 325-625-4167 x227, [email protected] They have been using the CaseManager- NewGen since its inception and have been instrumental in helping us add more features and expanding scope of the software. Migration to CaseManager-NewGen -11/2013

• Community Council of South Central Texas, Seguin, TX Contact Person: Bobby Dieke. Ph 830-303-4376. [email protected] The implementation and training was done in August 2014. Migration to CaseManager-NewGen- 08/2014

15

3. Seniority, background of management team

ORGANIZATION STRUCTURE

Management

Administration -I

Software Customer Tech Sales & Development Support Marketing

- Analysts

....__ Programmers

PROJECT MANAGER & KEY STAFF

JAGAT SHAH, PROJECT MANAGER

Mr. Shah is the owner and founder of Shah Software. Jagat is proficient in technologies such as

Microsoft Visual Basic, Microsoft Visual Studio, C++, and relational database administration.

He has been training CAP agencies since 1994, during which time he has trained more than 50

agencies (from very small to very large) on projects of all levels.

He is extremely well versed with reporting requirements for CAP agencies in Texas. He is also

very well versed with different aspects of case management, reporting, reporting on ROI and

much more.

Jagat holds a Master's Degree in Computer Science with a minor in Management Information

Systems from Texas Tech University, Lubbock, TX. He also has a Bachelor of Science and

Technology degree in Pharmaceuticals and Fine Chemicals from Bombay University, India. He

also has a Masters in English literature from Bombay University

As Project Manager, Mr. Shah will be the main point of contact for each phase of the project. He will also provide a key role in all of the training.

3()

OTHER KEY STAFF

RAVI POLURI, DEVELOPER, DB MAINT & TECH SUPPORT

Ravi S Pol uri is a graduate from Texas A&M University, Kingsville. Ravi has over 4 years of

experience in the IT field. He worked in various positions as a software manual and

automation tester, and asp. net developer. As a tester he worked on sites and products

developed using java and C++. He used automation tools like QTP, quality center and

Load runner. In addition, he was involved in the development of web and windows

applications. In his current position, he is involved in the development of a windows

application in a VB. NET environment.

He has been working with Shah Software for a period of approximately 4 years

NEELIMA PASHAM, DEVELOPER, DB MAl NT, TRAINER & TECH SUPPORT

Neelima is a graduate of the Temple University, Philadelphia, PA where she earned her

degree of Master of Science in Electrical and Computer Engineering, Temple University,

Philadelphia. She has a Bachelor's In Electronics and Communication Engineering,

Osmania University, India.

In her current position, Nee lima is the forefront developer of the web based CaseManager- NewGen. She is also involved in providing support and conducting webinar training sessions.

She has been working with Shah Software for a period of approximately 4 years

Other staff: Saphora Khalidi: She is in charge of business development and also is a liaison with customers. She is responsible for keeping up with the changing world and advice the management of any upcoming changes that might be necessary.

Naresh Konga: He is in charge of our overseas development team in Mumbai India. The time difference between US and Mumbai India is 12 hours. With a development team in India we are able to achieve a continuous 24 hour development cycle,

'.7

Part IV - References

Company Name: City of Fort Worth, Community Action Partners Contact Person:

Address:

Phone:

Marie Frances, marie.francis@fortworthtexas .gov

4200 South Freeway,# 2200, 1000 Throckmorton St, Fort Worth, TX 76102 817-392-5798

Company Name: West Texas Opportunities, Inc. Contact Person :

Address:

Phone:

Jenny Gibson, [email protected]

P.O. Box 1308, 603 N 4th, Lamesa, TX 79331 806-872-8354

Company Name: Centra l Texas Opportunities, Inc. Contact Person: Address:

Phone:

Hanna Adams, [email protected]

P.O. Box 820, 2302 S Commercia l, Colema n, TX 76834 325-625-4167

Company Name: Galveston County CAC

Contact Person :

Address: Phone :

Sabrina Harrell, sabrina.harre [email protected]

P.O. Box 3206, 4700 Broadway 77551 Galveston, TX 77552 409-762-8418

Company Name: South Plains Community Action Association, Inc.

Contact Person Address: Phone :

Luis Perez, lperez@spcaa .org

P.O. Box 610, 411 Austin St 79336, Levelland, TX 79336 806-894-4560 X 205

38

Part VI - Proposal Acceptance Period

The proposal is valid for 120 calendar days subsequent to the RFP Closing date.

Part VII Proprietary Information

Wherever necessary, the word 'Proprietary' is marked on bottom of the page on the right side.

Part VIII Authorized Negotiator

Name: Title: Address: Phone:

Jagat Shah President 13601 Preston Rd, Suite E 450, Dallas, TX 75240 800-968-2748

Part IX - Cost Proposal.

This contract would be for a one ( I) year period, witJ1 an annual option to renew up to three (3) additional years.

Year 1 Ycar 2 Year3 Year 4

Software Cost Not Applicable Not Not Not Applicable Applicable Applicable

Licensing Fees 5950 5950 5950 5950

Annual Maintenance Cost Included in Included in Included in Included in Includes unlimited toll jree support, email licensing.fees licensing licensing fees licensing.fees support, remote login and upgrades fees

Other: Specify

Doctmlent Scanning Included in Included in lncl uclecl in Included in Transition info a paperless operation. licensing fees licensing licensing fees licensing fees 100 AfB scan space included in cost fees

Value added modules costs

Calendar Manager 2500 2500 2500 2500

Custom Reports 4950 4950 4950 4950 includes Creation of custom queries that

can be used in Summarv Report. f?eporf data can be exported out info E"cel .for further data manipulation.

Economic Impact Tracking & Reporting. 1500 1500 1500 1500 Reporting on Return on l11vestment (ROO

Address Mapping 17 1 L 1711 J 7 11 1711 Includes Online maps and Ceo based reporting

GROSS TOTAL 166 11 166 11 166 1 L 166 L I

DISCOUNTS

Discounts - 10% - 1661 -1661 -1661 -1 661

Final Total

Final Total S1-t950 Sl-!950 $U950 SU950

40

Pricing Sheet

Year 1:

Software/Upgrade: NA Subscription/Maintenance Fees: $14950 Training:

• Webinar Training -Free Data Migration: Included in Software cost.

Year 2, Extension Option #1:



Year 3, Extension Option #2:



Company Name SHAH SOFTWA~~

Authorized Signature -------=---f-lr----"----------'\---________ _ \

Printed Name .....:J:..:..A..:..:::G::.:.A..:..:T:....:S:o..:H....:..:Ac...:.:Hc..:..__ ________________ _

Date February 29, 2016

4l

Reference Sheet

RESPONDING COMPANY NAME: SHAH SOFTWARE, INC.

Company Name: City of Fort Worth, Community Action Partners Contact Person: Marie Frances, [email protected] Address: 4200 South Freeway,# 2200, 1000 Throckmorton St, Fort Worth, TX 76102

Company Name: Contact Person : Address: Phone:

Company Name: Contact Person: Address: Phone:

Company Name: Contact Person: Address: Phone:

Company Name: Contact Person Address: Phone:

West Texas Opportunities, Inc. Jenny Gibson, [email protected] P.O. Box 1308, 603 N 4th, lamesa, TX 79331 806-872-8354

Central Texas Opportunities, Inc. Hanna Adams, [email protected] P.O. Box 820, 2302 S Commercial, Coleman, TX 76834 325-625-4167

Galveston County CAC Sabrina Harrell, [email protected] P.O. Box 3206,4700 Broadway 77551 Galveston, TX 77552 409-762-8418

South Plains Community Action Association, Inc. Christina Cristan, [email protected] P.O. Box 610, 411 Austin St 79336, levelland, TX 79336 806-894-4560 X 205

42

Forms and Certifications

43

The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet sections defined above including all documents incorporated by reference, and agrees to be bound by the terms therein.

Company Name: SHAH SOFTWARE, INC

Company Address: 13601 PRESTON RD, SUITE E 450

City, State, Zip DALLAS, TX 75240

Federal Tax ID No.

Printed name of officer or Authorized Representative JAGAT SHAH

Title PRESIDENT

Signature of Officer or Authorized Representative

Date MARCH 1, 2016

Email Address [email protected]

Phone Number 800-968-2748

Section 0835: Non-Resident Bidder Provisions

A. Bidder must answer the following questions in accordance with Vernon's Texas Statues and Codes

Annotated Government Code 2252.002, as amended:

Is the Bidder that is making and submitting this Bid a "Resident Bidder" or a

"non-resident Bid de r"? An s we r :_..R"E,S'-"1 D""'-E,.N_..T_,B,_,I,D"'D'-'E'-'R'------------

(1) Texas Resident Bidder- A Bidder whose principle place of business is in Texas

and includes a Contractor whose ultimate parent company or majority owner

has its principal place of business in Texas. (2) Nonresident Bidder- A Bidder who is not a Texas Resident Bidder.

B. If the Bidder id a "Nonresident Bidder" does the state, in which the Nonresident

Bidder's principal place of business is located, have a law requiring a Nonresident

Bidder of that state to bid a certain amount or percentage under the Bid of a Resident

Bidder of that state in order for the nonresident Bidder of that state to be awarded a Contract on such bid in said state? Answer: Which State: _________ _

C. If the answer to Question B is "yes", then what amount or percentage must a Texas

Resident Bidder bid under the bid price of a Resident Bidder of that state in order to

be awarded a Contract on such bid in said state?

Answer: __________________________ _

45

I !• l I I '

il :I :I ;t Ji ,.

j: l I

r ;

j. I. ,. ,, i· ,,

TEXAS DEPARTMENT OF HOUSING AND COMMUl'oTlY AFFAIRS CON1RACTNUMBER 611600t2366 FOR THE

FY 2016 COMMUNJ'fY SERVICES BLOCK GRANT PROGRAM ("CSBG") Cf(}A#93.S69

ADDENDUMD

CERTIFICATION'REGARDING DEBARMENT, SUSPENSIO:'II AND OTHER RESPONSIBR..JTY MA 'ITERS

The undersigned certifies, to tbe best of its knowledge and belief, tbat it and its principals:

(a) Are not presently debarred, suspended, proposed for debannent, declared ineligible, or voluntarily excluded by nny Federal department or agency; (b) Have not within a three·yenr period preceding this proposal been couvicted of or had a civil judgment rendered 3gainst them fo r commission .of fraud or a criminal offense in connection \vith obtai~ atten1pting to obtain, or perfonnlng a public (Federal, State or locnJ) trl!nsaction or contract under a public transadion; violation of f'cder.U or State antitrust statutes or commission of emoou.lcment, theft, f<lfgery, bribery, falslflcat!on or destruction of records, making false ~tatcmeuts, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by 11 govenunenml entity (Federal, State or local) with commiss!oo of any of the om:nses enumerated in . parngraph (I X b) of this certification; and (d) Hnve not within a thrce·ycar period prea:ding this application/proposal had one or IJlOI'C public tranSIIlltions (Fedeml, State or local) terminated for cause or deflmlt.

Where the UlldetS:Igned Subrecipient is unable to certify to nny of the swements io this certification, such Subrocipicnt shall auBch Wl explanation ofwliy it cannot provide said certification to this Contract.

'IDe undersigned Suhrecipj.cnt further agrees nnd certifies that It will include the below clause titled "Certification Regarding· Debarment, Suspension, Ineligibility and Voluntary Rxclusion-Subcontracts/Lower Tler Covered TnlllSnctfon," without modification, in all subgmots, subcontr8cts and in all solicitations for subgrnnts and subcontracts:

"CERTIFICATION REGARDING DEBARMENT, SUSPENSION, /NELIGIBTUTY AND VOLUNTARY EXCLUSION · SUBCOlVTJtf.CTSI LOWER TIER COVERED TRANSACTIONS

(1) The prospective lower tier porticipantlsulxxmtractor certifies, by submission of this proposal, that neither it rwr its principals Is presently debarred, :wspellded, proposed for ckbarmenl, ckclared ineligfbfe, 01'

¥oluntorlly excluded from parlk:ipotiO'I In this transactio11 by m1y Federal ckparlmenl or agency. (2) Where the pro~ctive (ower tier participantlsubcQruractor is unoble to certify to any of the statements in this certification, such pl'l~spective participanlsha/1 atlt:lch an explanation to this proposal.

LOWER TIER PARTICIPANT/SUBCONTRACTOR:

[SignahU'e]

Printed Name: ------ ----- --- - --Title: Date: "

This certification is a material represeutation of fact upon which teliiUlce is placed when the Department awards tbe grant. If it is later determined that Subrecipient knowingly rendered nn erroneous certifiCation, in addition to any other remedies available to the Federal Government, the default.

SUBRECIPJENT:

City of Austin, Health •a• B11man Services Dept a political subdivi!ion olthe State ofTe.us

By:

Title: Date;

Page 17 of l 7

REPORTS

CSBG Unduplicated Report

CEAP Report

CEAP Payment Voucher

Service Activity Report

Outcome Report (NPI Report)

Survey Report from all Needs Assessment

Balance Sheet Report I Fund Expense Report

Walk-ins I Front Desk Report

GENDER

CSBG- UN DUPLICATED INDIVIDUALS AND HOUSEHOLDS SERVED

1/1/2014- 1/31/2014

County: -All Counties-

Program: -HAll Services--

MONTHLY NUMBER OF INDIVIDUALS SERVED- UN DUPLICATED COUNT

Female

Male

Total:

606

408

1,014

AGE MONTHLY NUMBER OF INDIVIDUALS SERVED- UNDUPLICATED COUNT

Age 0-5 137

Age 6-11 129

Age12-17 132

Age 18-23 46

Age 24-44 192

Age 45-54 123

Age 55-ll9 186

Age 70+ 69

Total: 1,014

RACE MONTHLY NUMBER OF INDIVIDUALS SERVED- UNDUPLICATED COUNT

a. Black or African American 129

b. Hispanic 654

b. White 204

d. Asian 4

e. Multi-Race 20

f. Other 3

Total: 1,014

ETHNICITY MONTHLY NUMBER OF INDIVIDUALS SERVED- UN DUPLICATED COUNT

Hispanic or Latino

Not Hispanic or Latino

Group Total:

678

336

1,014

EDUCATION (24 Years and Above) MONTHLY NUMBER OF INDIVIDUALS SERVED- UN DUPLICATED COUNT

a. 0-8 152

b. 9-12/Non Graduate 134

c. H.S. Graduate/GED 170

d.12+Post Secondary 82

e. 2 or 4 Yr. College Graduate 32

Grand Total: 570

OTHER CHARACTERISTICS MONTHLY NUMBER OF INDIVIDUALS SERVED- UNDUPLICATED COUNT

Disabled 198

No Health Insurance 939

Veteran 6

Grand Total: 1,143

HOUSEHOLD TYPE MONTHLY NUMBER OF HOUSEHOLDS SERVED- UN DUPLICATED COUNT

a. Single parent/female 107

b. Single parent/male 11

c. Two-parent household 48

d. Single Person 187

e. Two Adults/No Children 66

f. Other 25

Total: 444

HOUSEHOLD SIZE MONTHLY NUMBER OF HOUSEHOLDS SERVED- UN DUPLICATED COUNT

Page 2 of? 8/4/2014 9:36:22PM

!fO

HOUSING TYPE

POVERTY LEVEL%

INCOME SOURCE

2

3

4

5

6

7

8

9

Total:

181

108

64

52

27

6

3

2

444

MONTHLY NUMBER OF HOUSEHOLDS SERVED- UN DUPLICATED COUNT

a. Own 231

b. Rent 195

c. Homeless

d. Other 17

Total: 444


Upto 50%. 134

>50"/o to <=75% 74

>75% to <=100% 123

>100% to <:::125% 72

>125% to <=150% 14

>150% to <=175% 8

>175% to <=200% 4

>200% 15

Total: 444


Page 3 of? 8/4/2014 9:36:22PM

Employment Only 98 Employment Plus any Sources 26

Food Stamps 233

General Assistance 7

No Income 75

Other 38

Pension 7

Social Security 179

SSI 105

TANF 2

UnEmployment Benefit 7 VA Benefit 3

Total: 780

HOUSEHOLD CHARACTERISTICS MONTHLY NUMBER OF HOUSEHOLDS SERVED- UNDUPLICATED COUNT

Other

Total:

Page 4 of 7

444

444

8/4/2014 9 36:22PM

UNDUPLICATED PERSONS SERVED BY COUNTY

ANDREWS 61

DAWSON 200

ECTOR 120

FISHER 8

GAINES 72

HOWARD 66

MARTIN 19

MIDLAND 159

MITCHELL 55

NOLAN 163

REEVES 34

SCURRY 29

UPTON 10

WARD 14

WINKLER 4

Grand Total: 1,014

Page 5 of 7 8/4/2014 9:36:22PM

5_]

Service Item Persons served 1st Service time per activity Units

ATMOS ENERGY SHARE THE WARMTH FUNDS 42 42

BUDGETING TIPS 27 27

CASE MANAGEMENT SESSION NOTES 18 18

CEAP ENERGY CONSERVATION TRAINING 214 214

CEAP HOUSEHOULD CRISIS 79 79

CEAP UTILITY ASSISTANCE 451 425

COMPLETED BUDGET WORKSHEET 215 216

CSBG INTAKE 458 460

DAWSON CO. SALVATION ARMY FUNDS 16 16

DAWSON COUNTY CHURCH FUNDS 5 5

DAWSON COUNTY WELFARE 77 77

DONATED FOOD 36 36

EXPLANATION OF CRISIS/TYPE OF ASSISTANCE REQUESTED 395 393

FORM FILLING

I&R CHILD SUPPORT 3 3

I&R CHILDCARE

I&R HOUSING 2 2

I&R MISCELLANEOUS 14 14

JOB COUNSELING 12 12

JOB REFERRAL 11 11

LAMESA CHRISTIAN FOOD BANK CARD 44 44

NEIGHBOR TO NEIGHBOR FUNDS 39 37

PLACED ON CASE MANAGEMENT 28 19

REASON CLIENT WAS DENIED 3 3

RELIANT ENERGY FUNDS 23 23

SET A BUDGET 10 10

TRANSITIONED OUT OF POVERTY 5 5

TXU ENERGY AID FUNDS 163 163

Page 6 of 7 81412014 9:36:22PM

WEATHERIZATION APPLICATION 24 24

Grand Total: 2416 2380

Page 7 of 7 8/4/2014 9:36:22PM

CEAP REPORT - HOUSEHOL DS AND INDIVIDUALS ASSISTED- UNDUPLICATED COUNT

7/1/2014-7/31/201 4

COUNTY MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

ANDREWS 2 6 8

DAWSON 19 15 34

ECTOR 20 22 42

FISHER 2 5 7

GAINES 19 7 26

HOWARD 7 5 12

MARTIN 4 3 7

MIDLAND 17 7 24

MITCHELL 1 5 6

NOLAN 10 16 26

REEVES 7 18 25

SCURRY 7 7 14

UPTON 3 0 3

WARD 9 3 12

WINKLER 5 3 8

Total 132 122 254

COUNTY MONTHLY NUMBER OF INDIVIDUA LS SERVED- UNDUPLICATED COUNT

- ···- - ----- -·--· --HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

-------ANDREWS 4 28 32

DAWSON 43 44 87 -------·--- .. --ECTOR 55 45 100

·---·--···--.--·----·---·-~·-·--

FISHER 10 12 22 -----

GAINES 54 19 73 -~----··----·

HOWARD 15 15 30 1---------1----·---------·--··------ ·-·----·---

MARTIN 6 9 15

MIDLAND 37 20 57 ··----·-1--· ···-~·-· ·--··

MITCHELL 3 17 20

NOLAN 28 54 82 --·--·- ····-···-- - -·-----

REEVES 17 42 59

SCURRY 19 16 35 --··-·-····- ···-------·--------·--------

UPTON 6 0 6 --------·- --·

WARD 15 5 20 -·----------·----·---

WINKLER 11 12 23 ---------····---· ··-··- ·------··----··--··---·-··--·-·---· . ··-··-···--

Total 323 338 661

INCOME LEVEL (X $1 ,000)


. - . ··- ·--HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

-0-1.999 32 37 69 -·-----···- -- ----2.0- 3.999 2 1 3

4.0- 5.999 1 3 4 1--- --- --

6.0- 7.999 1 5 6 -----·-·-·-·------ --·----·---- ·-·-·----

8.0- 9.999 39 22 61

10.0-11.999 13 13 26 f----- -·

12.0- 14.999 15 5 20

15.0+ 29 36 65 1--·- -

Total 132 122 254

ETHNICITY MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

-~-

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ~-

Hispanic or Latino 77 74 151 -- ---·-

Not Hispanic or Latino 55 48 103 ·- -·-··

Total 132 122 254 -- - ·- . --· -·-·- . -

RACE MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

-- - ---·

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ,--- - ---- ------·

a. Black or Africa 21 9 30 1---

b. Hispanic 80 74 154 ·-·· -· --·-··-·

b. White 31 38 69

e. Multi-Race 0 1 1 -··-----~-- - --- ·-··-·-

Total 132 122 254 --

AGE MONTHLY NUMBER OF INDIVIDUALS SERVED- UNDUPLICATED COUNT

-· ,-- ·--~,--

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ---------j------~----·-··--·-·-r---~·-····-·-------~----····-~----- ---~-

0-2 22 19 41 1-----· ~----+-----------+----------+-·-····--

3-5 22 26 48

6-11 60 59 119 ----···----~---·-····~--- ··----~--------- ·-·-·----f------~--------·-

12- 17 35 53 88

18- 21 8 13 21

22-44 69 72 141 -1--------~--t---------+--------

45-59 53 57 110

60+ 54 39 93 --~------------··· ·--~---··---------·--·------- ~--~--------·-· ·- ····-----~

Total 323 338 661

GENDER MONTHLY NUMBER OF INDIVIDUALS SERVED- UNDUPLICATED COUNT

-·

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ··-

5 10 15 ----~---------- ·····-~---···--------------·--·-··---·- --··---·-·-··-·----~-----~----

Female 181 189 370 -----

Male 137 139 276 -- -Total 323 338 661

-- - -··· ·--·--

SPECIAL CATEGORY MONTHLY NUMBER OF HOUSEHOLDS -UN DUPLICATED COUNT

-·-·····

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total .. ··- -------

Disabled 42 30 72 -Elderly 40 29 69 ~----·----- --~-··-- --·---···- ··-----

Health Insurance 16 7 23 -- ------· -

Veteran 4 3 7

Total 102 69 171 ·-

SOURCE OF INCOME MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

HOUSEHOLD CRISIS Total

Employment Plus 8 13 21

EmpOnly 26 26 52

FoodStamps 59 64 123

GeneraiAsst 0 1

No Income 24 21 45

OtherBenefit 9 16 25

Pension 3 0 3

SociaiSecurity 50 40 90

SSI 31 23 54

TANF 0

UnEmployment B 0 2 2

VA 2 3

Total 211 209 420

SPECIAL CATEGORY- AGE MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

-·---,------·--~-------,----,

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ----···-·-·--·---- -·------·-----------+----------·-···-··----------1 0-2 15 18 33 ~-··-···-··---1------------+--------f-------1 3-5 20 23 43

!----------+--------·--·- ----··-·--·-··------+------1 0-5 27 33 60

Total 62 74 136

FUEL TYPE MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT

ELECTRICITY 171 $46,293.46

GAS 21 $3,829.40

NONE (HTC) 57 $82,705.31

PROPANE 5 $2,607.17

Total: 254 $135,435.34

POVERTYLEVEL% MONTHLY NUMBER OF HOUSEHOLDS- UNDUPLICATED COUNT


Upto 50% 43 55 98

>50% to <::::75% 27 12 39

>75% to <=100% 38 28 66

>100% to <=125% 24 27 51

Total 132 122 ' 254

POVERTY LEVEL UNDUPLICATED APPLICANT HOUSEHOLDS UNDUPLICATEDCOUNT

,. .. -·-···- . . ·--- -·-·· --HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

0% to 75% 70 67 137 ..... ,_ ··--·--·-·

76% to 100% 38 28 66 ----··-----..

101%to 125% 24 27 51 1-----------1--·· ---r---- .. ----------.. ·----- ... ·------··---

Total 132 122 254

CEAP REPORT· HOUSEHOLDS AND INDIVIDUALS ASSISTED· DUPLICATED COUNT

71112014-713112014 ------- ----------------

COUNTY MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT

-- --HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

ANDREWS 2 73 75 ----------- ·----------BORDEN 0 2 2

1--------------------+---------1-------DAWSON 7 178 185

f--------------l--------------1----------·····--·--···-···- ------------- --------------ECTOR 5 229 234 l-------1-----------------------1--------------l------~

FISHER 0 51 51 -----------------1--------- -------1-----------------t-----GAINES 4 123 127

1--------- -------------------------1---------+---------------i HOWARD 152 153

f----------------1--------- ---------------1-- ------1 MARTIN

MIDLAND 12 224 236 ---1------------'------------------- -------j

MITCHELL 2 88 90

NOLAN 8 251 259

REEVES 1 68 69 ~----------1------------

SCURRY 0 79 79 -----------1-------------------------1

UPTON 2 6 8 -1-----------1-------------- ----1---------------i

WARD 1 67 68

WINKLER 0 27 27 --------------j------------------ +------------------------- -----------1 Total 46 1,631 1,677

COUNTY MONTHLY NUMBER OF INDIVIDUALS SERVED- DUPLICATED COUNT

{/

---ANDREWS

BORDEN

DAWSON

ECTOR

FISHER

GAINES ·--

HOWARD

MARTIN f.-------------·--

MIDLAND

MITCHELL -·-·····-----~---

NOLAN

REEVES --------·--SCURRY

UPTON

WARD -··-·---

WINKLER

Total

INCOME LEVEL (X $1 ,000)

0- 1.999

2.0- 3.999

4.0- 5.999

6.0-7.999 --------·· 80-9.999

10.0-11.999

12.0- 14.999

15 0+ --

Total

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total -

11 178 189 ---~--- ---·--·--·····

0 6 6

23 374 397 -·-·-··· ------

12 476 488 --·-- -~·--·

0 96 96 ····--···~-- -------·---

13 284 297

4 335 339 --·-

2 30 32 -· ·----

38 490 528 ----~----·-------~·-··------ ····--·-·----·-·--··---··

5 200 205 --------

20 535 555 ----· ··-·-··----· ---·-·----·

3 139 142 -- f--0 177 177

··---·-- ---5 15 20

--·---- -··-···--··--·------·---- --------2 113 115

0 46 46 --··--·--·-------·-··-----··------ --··---·--

138 3,494 3,632

MONTHLY NUMBER OF HOUSEHOLDS SERVED- DUPLICATED COUNT

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total ---·-····· --

13 210 223 - ···-·-··-·~···-··--·-----·-··-··--··-~ -·--·--- -------··--------

0 31 31

0 48 48

1 59 60 --·--------1-------------

6 525 531 ··---

5 201 206 -- ------·--··-----·---·-··--·-·- 1---·-·-···--·--7 254 261

--14 303 317

·---···-·- ---46 1,631 1,677

·-··

ETHNICITY MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total -·---

Hispanic or Latino 28 972 1,000 ·----

Not Hispanic or Latino 18 659 677 ··-·--- ········-·······-·-·--··--·-· - --Total 46 1,631 1,677

-

RACE MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT

HOUSEHOLD CRISIS UTILITY ASSISTANCE ~---------l--------------1---··--·---·------·-·-----···-·-- --····-·---

a Black or Africa 8 259 267 1------+-----·--·---·--------+----------+-----1

1,005 b. Hispanic 29 976 ----·--·--·-·-·--+------b. White 9 388 397 ---------+-------·- ---~----------~--------

c. American India 0 2 2 --------·--·-·- ----------·---~---------- 1-------d. Asian 0 --------------+------e. Multi-Race 0 2 2

-------·--!-----·--------·------+----f. Other 0 3 3

Total 46 1,631 1,677

AGE MONTHLY NUMBER OF INDIVIDUALS SERVED- DUPLICATED COUNT

--HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

--0-2 8 169 177

f-.---· 3-5 15 220 235

--------- ··---- ----6 - 11 23 492 515

-------~---·· ··-- 1--12- 17 25 459 484

1-----·--·----1------··---·-----18- 21 4 90 94

1---------·-·· ~--·-- -------- ·--·----22-44 31 620 651

1---45-59 19 609 628

f----·--···· ·-60+ 13 835 848

-------------- ··--· -Total 138 3,494 3,632

--- -·

GENDER MONTHLY NUMBER OF INDIVIDUALS SERVED- DUPLICATED COUNT

-···


r-;:~male ·--··-·····---

83 2,124 2,207

Male 55 1,370 1,425 --

Total 138 3,494 3,632 --

SPECIAL CATEGORY MONTHLY NUMBER OF HOUSEHOLDS -DUPLICATED COUNT

---~-~-- ,------------------=r HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

-Disabled 9 667 676

-·

Elderly 10 676 686 -- - -

Health Insurance 5 158 163 ---·-----··----·--·-·-·- ·- -----

Veteran 1 25 26 -·-------

Total 25 1,526 1,551

SOURCE OF INCOME MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT


Employment PillS 9 92 101

EmpOnly 11 263 274

FoodStamps 22 957 979

GeneraiAsst 24 25

No Income 7 174 181

OtherBenefit 5 126 131

Pension 20 21

Social Security 12 815 827

SSI 7 515 522

TANF 2 17 19

UnEmployment B 0 12 12

VA 0 17 17

Total 77 3,032 3,109

SPECIAL CATEGORY -AGE MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT

--HOUSEHOLD CRISIS UTILITY ASSISTANCE Total

0-2 8 146 154 ·-- -·~-····---·-------------- -----~---··------·-·-·-··--

3-5 12 188 200 - ---- -··--

0-5 17 260 277

Total 37 594 631 - -- - - - -·

FUEL TYPE MONTHLY NUMBER OF HOUSEHOLDS- DUPLICATED COUNT

ELECTRICITY 1,637 $210,304.65

GAS 32 $1,831.53

NONE (HTC) 12 $15,010.80

PROPANE 3 $607.77

Total: 1,684 $227,754.75

POVERTYLEVEL% MONTHLY NUMBER OF HOUSEHOLDS· DUPLICATED COUNT

Upto 50% 17 429 446

>50% to <=75% 8 367 375

>75% to <=100% 12 578 590

>100% to <=125% 9 255 264

>150% to <=175% 0

>200% 0

Total 46 1,631 1,677

POVERTY LEVEL UNDUPLICATEDAPPLICANT HOUSEHOLDS DUPLICATEDCOUNT

HOUSEHOLD CRISIS UTILITY ASSISTANCE Total -·

O%to 75% 25 796 821 !----· ..... , .. ,_ i---·-·-·--··--·-.. ·----

76% to 100% 12 578 590 ·---

Over 150% 0 2 2 ____ , ___ , ____ 101%to 125% 9 255 264

......... , .... ____ -----···--··-----·-··--- -"-·-·-------

Total 46 1,631 1,677

65

Service Log Date Range: 711/2014-713112014

Service Type: All Types

County:

Program: AI!

Programltem:

ATMOS ENERGY SHARE THE WARMTH FUNDS

BUDGETING TIPS

CASE MANAGEMENT SESSION NOTES

CEAP ENERGY CONSERVATION TRAINING

CEAP HOUSEHOULD CRISIS

CEAP UTILITY ASSISTANCE

COMPLETED BUDGET WORKSHEET

CSBG CASE MANAGEMENT SERVICES

CSBG DIRECT SERVICES

CSBG INTAKE

DAWSON CO. SALVATION ARMY FUNDS

DAWSON COUNTY CHURCH FUNDS

DAWSON COUNTY WELFARE

DONATED FOOD

DONATED PERSONAL HYGIENE ITEMS

EXPLANATION OF CRISIS/TYPE OF ASSISTANCE REQUESTED

FORM FILLING

I&R CHILD SUPPORT

I&R CHILDCARE

I&R MISCELLANEOUS

JOB COUNSELING

Page 1 of 2

Amount

12,094.35

94,428.82

233,341.08

582.00

70.03

180.00

66.66

4,358.29

64.05

Prs.Count

184

7

10

144

368

3091

144

1

1

279

14

7

64

2

2

281

1

9

4

14

15

Units Duplicate

184

7

10

143

361

3042

144

1

279

14

7

64

2

2

281

1

9

1

14

15

81412014 9:38:09PM

Amount Prs.Count Units Duplicate

JOB REFERRAL 21 21

LAMESA CHRISTIAN FOOD BANK CARD 3 3

NEIGHBOR TO NEIGHBOR FUNDS 1,245.41 15 15

PLACED ON CASE MANAGEMENT 12 8

REASON CLIENT WAS DENIED 2 2

RELIANT ENERGY FUNDS 1,433.00 16 16

SET A BUDGET 1 1

TRIAD FUNDS 3,118.75 8 8

TXU ENERGY AID FUNDS 4,076.55 52 52

WEATHERIZATION APPLICATION 14 14

Grand Total: 355,058.99 4786 4722

Page 2 of 2 81412014 9:38:09PM

Grand Total:

Outcome Log Date Range: 7/1/2014-7/31/2014

Service Type: All Types

County:

Program: All

Programltem:

1.2H Obtained safe & affordable housing

1.21 Obtained food assistance

1.2J Obtained non-emergency CEAP energy assistance

1.2L Obtained other non-emergency energy assistance. (State/local/private energy

programs_ Do not include CEAP or Weatherization.)

1.3 0 Number & percent of participants demonstrating ability to complete & maintain a

budget for over 90. days 6.1A Senior Citizen

6.181 Individuals with disabiHtes ages 0-17

6.182 Individuals with disabilities ages 18-54

6.183 Individuals with disabilities ages 55-over

6.2A Emergency Food

6.26 Emergency fuel or utility payments funded by CEAP or other public & private funding

sources 6.2C Emergency Rent or Mortgage Assistance

6.20 Emergency Car or Home Repair {i.e. structural, appliance, heating system, etc.)

6.2F Emergency Medical Care

6.40 Obtained health care services for themselves or family member

6.4E Obtained safe and affordable housing

6.4F Obtained food assistance.

6.4G Obtained non-emergency CEAP energy assistance

6.41 Obtained other non-emergency energy assistance

Page 1 of 1

Prs.Count

3

7

211

185

1

60

3

31

30

17

228

6

50

5

1

3

4

63

34

942

8/4/2014 9:39:00PM

Client Assesment Report Date: 1/1/2012 To 7/31/2014

Client: All

Assmt. Category: Family Needs Assessmer

First Name Last Name Household ID

Family Needs Assessment

Are you fluent with English?

• No 17 77.3% • Yes 5 22.7%

Total : 22 100.0%

No 17

Yes 5

Total: 22

Do you have a home budget?

• No 19 86.4% • Yes 3 13.6%

Total : 22 100.0%

No 19

Yes 3

Total : 22

Do you have a job?

c:; S h ott Se>M"wo ,.e

Page 1 of 3 8/5/2014 8:44:24PM

(

• No 32 88.9% • Yes 4 11 .1%

Total : 36 100.0%

No 32

Yes 4

Total: 36

Do you have children below 5 years of age?

• Yes 15 100.0% Total: 15 100.0%

Yes 15

Total: 15

Do you need help with day care?

No

Sometimes

Yes

Total:

45°.4

17 77 3% 22 100.0%

4

17

22

Do you need help with water bills or gas bills or elec bills?

c::: S h eth SON~orc:>

Page 2 of 3 8/5/2014 8:44:24PM

::;o

• No 1 20.0% • Yes 4 80.0%

Total: 5 100.0%

No

Yes 4

Total: 5

Do you need Transportation to go to work?

• No 5 17.2% • Yes 24 82.8%

Total : 29 100.0%

No 5

Yes 24

Total: 29

Page 3 of 3 8/5/2014 8:44:24PM

County

Funding Item

Date Range

Date

07/01/2014

07/01/2014

07/01/2014

07/01/2014

07/01/2014

07/02/2014

07/02/2014

07/0212014

07/02/2014

07/02/2014

07/02/2014

07/02/2014

07/03/2014

07/03/2014

07/03/2014

07/03/2014

BALANCE SHEET REPORT

--Select All--

HOUSEHOLD CRISIS

From 7/1/2014 1 To

Description

Opening Balance

JOHN ARREDONDO ..... PaymentNo#: 47957

TONY DELAROSA .... PaymentNo#: 47973

JAMES BARNETT ..... PaymentNo# 48073

CELINA VILLALOBOS ..... PaymentNo#

48170

YVONNE RIOJAS ..... PaymentNo#: 48080

JEFFREY FRAME ..... PaymentNo#: 47991

ERIKA CATE .... PaymentNo#: 47992

LAURA BURCIAGA ..... PaymentNo#: 48031

DELMA REYES .... PaymentNo#: 48071

DANIEL HUMPHREY .... PaymentNo#: 47985

JUANITA GOMEZ .... PaymentNo#: 48271

SHARON MAYES ..... PaymentNo#: 48047

THERESA FIELDS... PaymentNo#: 48096

JOHN SARMIENTO ..... PaymentNo#: 48104

SOFIA HERNANDEZ ..... PaymentNo#: 48075

Page 1 of 10

7/31/2014

Amount

$389253.53

$-90.69

$-225.48

$-220.66

$-1200.00

$-107.00

$-63.33

$-182.28

$-826.19

$-341.12

$-765.89

$-253.61

$-208.35

$-151.11

$-125.80

$-692.11

8/4/2014 9:40:13PM

Walkin Services Date: 7/1/2014-7/31/2014

19

CCMS Number 19

Form Filling

Groceries

Heating I Cooling Appliances 6

Information on Assistance Provided 92

Medication

Out of Area-Referred to local office 3

Rent 6

Requesting to be placed on UA Program 2

Returned call - left message 8

Returned call- no answer 12

Set an appointment 78

Utility Assistance 11

Water Bill 2

Page 1 of 2 8/4/2014 9:41:23PM