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THE HONORABLE MAYOR AND CITY COUNCIL
RON RAGLAND, ACTING CITY MANAGER
OCTOBER 5, 1987
COUNCIL MEMO
1. MIS STEERING COMMITTEE
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In December 1986, King brought to the City Council a study
conducted by the LWFW Group, regarding the status of the city's
Automated Management Information Systems. The findings and
recommendations were extensive as were the costs associated with
making the necessary improvement. The result of the financial
crunch on the budget and the timing of these findings forced us
to postpone any serious considerations until after the budget was
completed. In July we established a MIS Steering Committee and
charged them with developing an implementation plan with some
assistance from LWFW. It will be our intent to bring the multi-
year implementation plan to the Council within the next two
months. Since this issue will be of critical importance I would
encourage you to review the Final Report prepared by LWFW. If
you need an additional copy simply contact my office and we'll
get it to you. The auditors will no doubt mention this as a
critical concern. I have attached a copy of the MIS Action Plan
for your information.
2. JOINT CITY /SCHOOL MEETING TO DISCUSS FEES
You will recall in a former Council memo King mentioned a letter
received from Mr. Alonzo Wood, C.S.I.S.D. regarding his
opposition to the fees being charged by our Community Center. We
had a very successful meeting with the I.S.D. on September 8. We
outlined the services that the city is currently providing to
C.S.I.S.D. without charge and explained in detail the rational
behind the fees being charged by the Community Center. After
doing some market research and hearing our report the C.S.I.S.D.
said they were not only glad to pay the fees but considered our
fees very reasonable. One result of all this is a follow -up
meeting between the two staffs to draft a policy to eliminate
confusion in the future. I have attached copies cf the
correspondence for your information.
3. C.S.I.S.D. = JOINT FACILITIES USE POLICY
The C.S.I.S.D. is going through the process of site selection
analysis and planning the development of future facilities. Our
staff and their staff are working together to develop a "joint
facilities use policy" with the prospect of combining a city park
site and a school site. Our plan is to develop a policy that
OFFICE OF THE CITY MANAGER
COUNCIL MEMO
OCTOBER 5, 1987
PAGE 2
will address the key issues, such as how to split the costs, who
maintains what portion of the properties, administrative
controls, and liability. Hopefully, having a policy in place
will make planning a joint use facility much easier if or when
the time comes. I will keep the Council updated as progress
occurs. I Lave attached a copy of a letter from Ray Chancellor
for your information.
4. AUGUST 1987 PHOTOMETRIC INDEX STUDY RESULTS
Attached you will find a copy of the photometric index study.
The study indicated that there has been continued improvement in
litter control since 1983. We have forwarded a copy of this
report to Dianne Mills with Brazos Beautiful and she has
indicated she may pursue some media coverage.
5. NIGHT COURT
You may have heard rumors recently about the possibility of
starting a night court. Currently the legal, courts and police
departments are trying to agree on the logistics of offering a
night court to our citizenry. Our plan initially is to offer a
night court on a trial basis in order to determine whether it is
a viable program. I have asked all parties involved to try to
rake shift adjustments where possible in order to accommodate
this without increased costs. Once the details are worked cut we
will make a presentation to Council for your consideration.
6. SEPTEMBER SALES TAX
The city received $179,393.26 compared to $198,850.64 last
September. This represents a 9.78% decrease. This amount is
based on retail sales made during July.
In calendar year 1987, College Station has received $2,251,573.42
compared to $2,197,276.28 at this point last year. This
represents a 2.47% overall increase compared to last year. This
compares to a 15.77% decrease for the City of Bryan and a 6.47%
decrease on a statewide basis.
7. BACK TO SCHOOL RUSH - UTILITIES
I thought you might be interested to know that the August back -to
school rush and enrollment increase at TAMU did have an impact on
the city. The total number of work orders for utility
connections and disconnects increased from 7,066 last year to
8,671 for an additional 1,605. Also, we used an "Invitation to
College Station " mail -in application and received 1,267
responses - c;uite a success. A more detailed report is attached,
and note that we are trying to adopt a more "customer oriented"
aiTroach to the way we do business at College Station - with
COUNCIL MEMO
OCTOBER 5, 1987
PAGE 3
expanded hours and free popcorn while you wait.
8. WELL NUMBER 4
The work on Well Number 4 is progressing as planned. The well
has been drilled and the pipe is about 95% complete, but what I
wanted to let you know is that the City of Bryan has waived the
fees required to extend electrical services resulting in a cost
savings of nearly $15,000. I have attached a copy of a letter
from Elrey Ash for your information.
9. STEP AND TRASER
Police Chief Mike Strope has received tentative approval from the
State Department of Highways and Public Transportation for the
City of College Station to receive grant funding for both the
Selective Traffic Enforcement Program (STEP) and the TRASER
Program (TRASER). These grants involve federal highway safety
funds allocated to the State of Texas and consists of three year
program funding which reimburses the city on a decreasing
percentage: first year funding at 100 %; second year at 75 %; and
third year at 50 %. I have included correspondence and an article
that explains these programs in more detail. Mike will make a
presentation to the Council in the near future. We will receive
more than $100,000 funding the first year.
1 City of College Station
P OST OFFICE BOX 9960 1101 TEXAS AVENUE
\ / COLLEGE STATION. TEXAS 77840 -2499
M E M O R A N D U M
TO: King Cole, City Manager
FROM: MIS Steering Committee
DATE: August 25, 1987
SUBJECT: Council Concern - Action Plan for Data Processing Computer
Automation
The city's goal in this matter is to establish and maintain systems
which use the best practical technology to conduct city operations
and to provide citizens, Council and staff with the information they
require to direct the city government in an effect and efficient
manner.
The first step in meeting the city's needs in data processing and
computer automation has been taken with the formation of the Manage-
ment Information Systems steering committee (MIS -SC). The MIS -SC
is charged with the responsibility of developing an implementation
strategy.
The committee is basing its work on the study made by the LWFW group.
It will arrive at practical, achievable proposals to solve problems
identified in that study. The committee has the following specific
immediate objectives:
identify those areas where current shortcomings are most
severe and where immediate action will yield the most
benefit and establish priorities accordingly;
identify practical steps to take to implement necessary
improvements;
define and recommend funding options;
recommend to the Council a multi -year implementation plan;
develop organizational methods and practices to insure
that we make the best economical use of available technology.
The committee has also identified long -term roles that it will play
as an operational entitiy, as well as a planning group. These roles
include:
oversee and report on the progress of plan implementation;
update the plan as opportunities and requirements change;
prioritize allocation of MIS resources and to define the
MIS organization's budgetary requirements to support approved
programs.
September 18, 1987
MEMORANDUM
C' %1
Members of the commit* are:
SB:eb
,1ECEIVEP
City of College Station
POST OFFICE BOX 9960 1101 TEXAS AVENUE
COLLEGE STATION, TEXAS 77840 -0960
TO: on Ragland, Asst. City Manager
FROM: Steve Beachy, Director of Parks & Recreation
SUBJECT: Joint City /School Committee
This committee conducted an initial meeting on Tuesday, September 8th
at the College Station Community Center . The concerns over the use of
the Community Center by the Community Education program at no cost were
discussed along with the City's use of school gymnasiums at no cost.
I outlined other services that are provided to the school district by
the City without charge. I further stated that it is the City's position
that any policies or agreements should be based upon overall services
provided rather than the direct comparison of the Community Center vs
gymnasium issue presented in Mr. Wood's letter of July 23, 1987. A
reply was presented to the committee in response to the above stated
letter that outlines the current organizational structure of the Parks and
Recreation Department and the philosophy and policies of the Community
Center as they relate to this issue.
Following these discussions, it was agreed that the fee charged to the
Community Education program was justified. It was also agreed that the
City would continue to utilize the school's gymnasiums without charge
as we have in the past. The last recommendation was that the staff members
from each organization draft a policy for study by the full committee at a
second meeting. We plan to present the committee's preliminary recommend-
ations at our next Parks and Recreation Board Meeting in October. Our
goal is to present a final recommendation to the City Council prior to
January 1, 1988.
Judy Arnold - Parks and Recreation Board
Mike Walterscheidt - Parks and Recreation Board
Doug Venuti - Parks and Recreation Board
David Brewer - Asst. School Superintendent
Alonzo Wood - Director of Community Education
Danny Stribling - Southwood Elementary Principal
Steve Beachy - Director of Parks and Recreation
Tony Cisneros - Asst. Director of Parks and Recreation
City Services Provided to CSISD
Without Charges
1. Two baseball fields at Southwood Athletic Park (in-
cludes all maintenance and field preparation).
2. Five picnic shelters at various park locations.
3 Pool use for High School Swim Team (Sept., Oct.,
1/2 Nov., 1/2 Mar., April, May). CSISD pays
$1500 to City as partial reimbursement for staff
assistance).
4. Use of Co`nuiunity Center for faculty meetings, in- service
training sessions, public hearings, volunteer meetings,
etc.
5. Periodic assistance is provided by Public Services Depart-
ment in mowing, trash disposal, and special projects.
6. Fire Department provides standby ambulance service
during varsity home football games at no cost.
Individuals are billed if they are transported to
the hospital. Also, standby fire service is pro-
vided during the annual high school bonfire.
There may be other services provided to CSISD on an
on -go ig or special request basis that have not been
identified at this time.
♦�� City of College Station
POST OFFICE BOX 9960 1101 TEXAS AVENUE
\ / COLLEGE STATION, TEXAS 77840 -2499
September 8, 1987
Mr. Alonzo C. Wood
Director - Community Education
109 Timber
College Station, Texas 77840
Dear Mr. Wood:
Several weeks ago Steve Beachy forwarded me a copy of your
recent letter.
As a result of the recent reorganization of the City of
College Station, I have been appointed the Superintendent
of Special Facilities, which includes: tennis centers and
swimming pools, Lincoln Recreation Center and Gymasium,
the Community Center, and the Teen Center. Though the
responsibility for the operation of these facilities has
been placed within the College Station Parks and Recreation
Department, the specific responsibility and accountability
of each area is as varied as the facilities. More specifically,
the direct operations of the Community Center is totally funded
by Hotel /Motel Tax Fund. The Center is staffed by three
full -time permanent employees as well as a few part time
seasonal employees. The staff reports to me but all policy
matters are referredto the Community Center Advisory Committee
which in turn reports directly to the City Council.
The philosophy of the Center is that "the facility should be
made available to as broad a spectrum of groups as possible,
with no one group or type of group to dominate the Center
usage. Preference will be shown for groups who do not operate
on a permanent basis and would not therefore tend to have a
facility of their own in which to operate. Since the Center
was purchased and restored with hotel /motel tax monies, visiting
convention groups have a high priority for the use of the
facility." In short, the operations are somewhat dictated by
state statutes.
Since the Center's opening in 1982, the College Station
Independent School District has been authorized usage of the
Center for over ninety different functions for free(for a
total value of close to $2900). The request for a variance
in current fees for the Community Education program was
discussed at the August meeting of the Advisory Committee.
•
After extended discussion, the committee members over-
whelmingly supported the current policy as it relates to
the usage of the Center by the C.S.I.S.D.
Attached is that policy. Unfortunately the funding source
of the Community Center precludes us from booking on a permanent
basis activities similar to those of Community Education.
Despite this situation, the Center staff and I are always eager
to be of service to the School District and its needs.
If I can be of assistance, feel free to call me.
r es Szabun
Superintendent of
Special Facilities
wt �
cc: Joint School /City Use Committee
ti
Policy: School Usage of Community Center
(Reviewed August, 1987)
The College Station Independent School District will be allowed
use of the Community Center for free for training or meetings
of the staff from 8am to 5pm on Mon. -Fri. The District reserves
the Center with the understanding taht paying clients have
top priority. If a paying client should request a room that
has been reserved for the School District , the C.S.I.S.D.
will have the option of paying for that room, be moved to
an alternate room if possible /available or they are'bumped'
to another date(time) at the convenience of the school pending
availability of space.
Qgo91e Help Th
Community
Education
College Station
ti
July 23, 1987
Mr. Stephen Beachy
Director
College Station Parks & Recreation
1000 Krenek Tap Road
College Station, TX 77841
Dear Steve,
` College Station Independent School District
109 Timber
College Station, Texas 77840
409 - 696 -3820
I am writing this letter to give you advanced warning concerning the Parks
and Recreation Basketball League's use of CSISD gymnasiums. Based on what
we would normally charge an outside group renting our gyms, your program should
have paid us about $7,000.00 last year for the use of the four gyms.
The need to charge your program this next season has be precipitated by the
refusal of the City to allow the School District to use the Community Center
free of charge. Because there are no rooms available to me during the day,
and because I have about 200 individuals participating in English and GED
classes each morning, I have asked to use 3 classrooms in the Community Center
four mornings per week for thirteen weeks. The cost will be approximately
$2,000.00 per semester.
In any discussions I have had with Community Center staff about this, I have
always gotten the question "Who will pay for the electricity and custodial
costs ?" I must, therefore, put to the City the same question regarding the
gyms. It seems to us that the same tax payers pay, regardless.
What I am suggesting, therefore, is that I expect to recover from your basketball
league what I have to pay the Community Center to use these rooms. I have
discussed this fully with Dr. Chancellor, and he is in total agreement with
this concept.
Let me close by saying that what we would really like-is to work out some
agreement with the City and District for free use of facilities on both sides.
Such an agreement would offer guidelines so that neither entity abuses the
privilege. The distict is ready to negotiate such an agreement.
rely,
2�
A onzo � C. Wood
Director
ACW /gwk
Alonzo C. Wood
Director of Community Education
Celebrating
TH
Our 1 Year
1972-1987
Dr. Ray Chancellor
Superintend. nt r.` Schools
c City of College Station
POST OFFICE BOX 9960 1 101 TEXAS AVENUE
/ COLLEGE STATION, TEXAS 77840-2499
August 13, 1987
Dr. Ray Chancellor
College Station Ind. School District
100 Anderson
College Station, Texas 77840
Dear Dr. Chancellor:
At our meeting on August 11th, I asked the Parks and
Recreation Board to appoint a committee to begin work on
a joint facility usage agreement with College Station Inde-
pendent School District. This is in response to the recent
letter from Alonzo Wood. The Board appointed Doug Venuti,
Mike Walterscheidt, and Judy Arnold to serve on this committee.
I am requesting that a committee representing the school
district be appointed also.
We have contacted several other cities that have agreements
with their local school districts and asked that copies be
forwarded to us for consideration. Also, I have asked my
staff to gather additional information concerning the services
and facilities that are provided by both entities. This will
give us a prospective of the overall involvement by both the
city and school district.
It is our intent to continue the positive relationship that
has existed in the past. Our goal is to develop an agree-
ment that will enhance this spirit of cooperation and will
further maximize the use of our facilities.
Si ncet.ely ,
Stephen C. Beachy
Director
Parks and Recreation
CC: Ron Ragland, Asst. City Manager
Parks and Recreation Board
Alonzo Wood
August 27, 1987
Mr. Stephen C. Beachy
City pf College Station
Parks and Recreation
P. 0. Box 9960
College Station, Texas 77840 -2499
Ref: Joint Facility Usage
Dear Steve:
College Station Independent School District
100 Anderson
College Station, Texas 77840
409 - 696 -8893
In response to your letter regarding the formation of a joint committee
to study joint facility usage by the city and schools, I have appointed
Dr. David Brewer, Mr. Alonzo Wood and Danny Stribling to represent
C.S.I.S.D. Mr. Wood will serve as our contact person.
I appreciate your initiatives and look forward to this effort to possibly
better coordinate usage of existing community facilities.
Sincerely,
Qc it 9
Ray L. Chancellor
Superintendent
RLC /ka
cc: David Brewer
Alonzo Wood
Danny Stribling
RAY L. CHANCELLOR
Superintendent of Schools
Accredited by the Southern Association of Colleges and Schools (K -12)
September 14, 1987
( ([ City of College Station
POST OFFICE BOX 9960 1 101 TEXAS AVENI E
/ / COLLEGE STATION, TEXAS 77840 -2499
MEMORANDUM
TO: KING COLE, CITY MANAGER
FROM: JANE KEE, ZONING OFFICIA
RE: AUGUST 1987 PHOTOMETRIC INDEX STUDY RESULTS
Attached are the results of the most recent Photometric Index
(P.I.) survey which is the semi - annual survey done in cooperation
with Bryan and Brazos Beautiful to gauge litter control. Results
shown are for both Bryan and College Station and the two cities
combined.
The tabulations compare the most recent results with the baseline
done in January 1983. The lower the P.I. number the less litter
was found and a negative percent change indicates improvement.
The graphs indicate historical program performance since program
inception.
As you can see there has been continued improvement since 1983.
The last three times Bryan has done somewhat better than College
Station. This is probably because our survey was done right
after the students returned. The dumpsters and rights -ot -way
showed higher numbers this time than last indicating more litter.
Dianne Mills with Brazos Beautitul indicated she would like to
have some media coverage of the P.I. effort since there is good
historical data now. She will receive the latest results and
then make a decision.
September 11, 1987
Ms. Dianne Mills, Executive Coordinator
Brazos Beautiful
7607 East Mark Drive, Suite 250
College Station, Texas 77840
Dear Ms. Mills
Atthched are results ot the P.I. Study tor Bryan, College Station
and the combined cities. Photos were taken in Bryan on August
19th and 20th. In College Station photos were taken August 26th
and 27th. The tabulation includes comparison ot the new index to
the baseline. Also attached are graphs indicating historical
performance tor each city and the combined cities.
It you have any questions please call me at 764 -3570. I am
sending you the results as I now have the data on a program that
allows the mechanical plotting of the graphs. This saves Mr.
Cornish from having to do so manually.
Sincerely,
JRK: ]k
,e
Attachments
ane R. Kee
Zoning Official
City of College Station
POST OFFICE BOX 9960 1 101 TEXAS AVENUE
COLLEGE STATION. TEXAS 77840.2499
RE: AUGUST 1987 PHOTOMETRIC INDEX
cc John Rogers, P.O. Box 2657, Bryan, TX. 77805
Marvin P. Norwood, Deputy City Manager, City ot Bryan
Tony Cisneros, Parks Department, City of College Station
Jack Cornish, Operations Manager, Env. Services, City ot Bryan
BRYAN / COLLEGE STATION
PHTOMETRIC INDEX AUGUST 1987
BRYAN / C.S. COMBINED
PHOTOGRAPH LITTER NUMBER P.I. # BASELINE* % CHANGE
COUNT PHOTOS
BLOCKFACES - S 76 46 1.65 6.14 -73
BLOCKFACES - ROW 79 46 1.72 6.69 -74
PARKING LOTS 28 16 1.75 8.52 -79
VACANT LOTS 12 14 .86 13.88 -94
DUMPSTERS 130 15 8.67 16.48 -47
LOADING DOCKS 10 3 3.33 49.50 -93
OVERALL
335 140 2.39 8.70 -73
BRYAN
PHOTOGRAPH LITTER NUMBER P.I. # BASELINE* % CHANGE
COUNT PHOTOS
BLOCKFACES - S 45 23 1.96 6.36 -69
BLOCKFACES - ROW 21 23 .91 6.64 -86
PARKING LOTS 21 11 1.91 8.65 -78
VACANT LOTS 2 7 .29 12.11 -98
DUMPSTERS 23 6 3.83 18.63 -79
OVERALL 112 70 1.60 8.79 -82
COLLEGE STATION
PHOTOGRAPH LITTER NUMBER P.I. # BASELINE* % CHANGE
COUNT PHOTOS
BLOCKFACES - S 31 23 1.35 5.98 -77
BLOCKFACES - ROW 58 23 2.52 6.74 -63
PARKING LOTS 7 5 1.40 8.36 -83
VACANT LOTS 10 7 1.43 15.88 -91
DUMPSTERS 107 9 11.89 15.33 -22
LOADING DOCKS 10 3 3.33 49.50 -93
OVERALL 223 70 3.19 8.62 -63
*Baseline photos were taken January 1983.
10-
BRYAN / COLLEGE STATION P.I. STUDY
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City of College Station
POST OFFICE BOX 9960 1101 TEXAS AVENUE
COLLEGE STATION, TEXAS 77840-2499
MEMORANDUM
TO: King Cole, City Manager
FROM: Linda S. Piwonka, Utilities Office Manager
DATE: September 9, 1987
RE: August Rush Is Over!!!
Well, we made another year of fall utility connections! It was a
rather busy month. This year we connected 5,514 locations and
disconnected 3,157 locations (total of 8,671 workorders). This
is an increase of 1,605 over last year's total of 7,066.
Our special "Invitation to College Station" mail -in application
was successful. We received 1,267 requests back through the
mail. We are anticipating doing this each May and August.
The busiest day for us was August 24th. That day we had some 640
customers in our lobbies and completed approximately 800 field
workorders.
Two special services we offered this year were very popular with
our customers. We were open on Saturday, August 29th, from
8:00 a.m. until 3:00 p.m.. Our purpose was to help out
latecomers who might just be getting into town and had no
utilities. That day we completed some 200 orders in the field
and had about 25 to 30 customers who came in with emergency
requests. They were extremely pleased to see us open for
business. This day also gave the staff some much needed "catch-
up" time on paper work that had been stacking up while waiting on
customers in our lobbies.
The second service that was very popular was the free popcorn and
lemonade in the lobbies. It truly gave the whole City Hall a
different atmosphere. The customers really got a bang out of it,
and now all the employees are on a diet after eating popcorn for
a month. All in all, it was a fun month.
LSP /sl
September 3, 1987
Mr. Dan Wilkerson
City of Bryan
Operations Manager
Electric Utility Administration
P.O. Box 1000
Bryan, Texas 77805
RE: FEES FOR ELECTRICAL EXTENSION TO COLLEGE STATION WELL NO. 4
I would like to take this opportunity to express my appreciation
for your help in waiving the aid in construction fees on the
electrical extension for our Well No. 4 located on Rye School
Road. This waiver of a portion of the fee is a perfect example
of the increased goodwill shown between the two cities in their
working relationships. This type of working relationship makes
the Brazos Valley an unbeatable place in which to live and work.
Again, thank you for your cooperation. If I can be of any
service to you in the future please do not hesitate to call me.
EBA /d
Cl
Elrey B. Ash, P.E.
Director of Capital Improvements
cc: William K. Cole, City Manager
City of College Station
Ernest Clark, City Manager
City of Bryan
City of College Station
POST OFFICE BOX 9960 1101 TEXAS AVENUE
COLLEGE STATION, TEXAS 77840 -0960
MEMORANDUM
TO: KING COLE, CITY MANAGER
FROM: MIKE STROPE, CHIEF OF POLICE ' �
DATE: SEPTEMBER 08, 1987
SUBJECT: TRAFFIC SAFETY GRANTS
City of College Station
POLICE DEPARTMENT
POST OFFICE BOX 9960 2611 TEXAS AVENUE
COLLEGE STATION, TEXAS 77840 -9960
Please find attached correspondence from Mr. D. D. Williamson, Planning
Engineer for District 17 of the State Department of Highways and Public
Transportation. A meeting was held September 08, 1987 to discuss the benefits
for the City of College Station in making a grant application. It was a
consensus of those in attendance to proceed with development of a proposed
grant application to involve both the Selective Traffic Enforcement Program
(STEP) and the TRASER Program (TRASER).
The grants involve federal highway safety funds that had been allocated to the
State of Texas. Each grant consists of a three year program of funding which
reimburses the City of College Station on a decreasing percentage basis. The
first year funding involves a 100% reimbursement; second year 75%
reimbursement; third year 50 %.
The only initial expenditure that would be required with both programs, would
be the purchase of a personal computer capable of handling the software from
the TRASER and STEP Programs. Cost of this item is estimated at $1200.00.
I will be working with Mr. D. D. Williamson in developing a draft proposal for
both grants, which will be submitted for your review.
Please contact me if you have further questions. I will keep you advised on
future developments as they occur.
COMMISSION
ROBERT H. DEDMAN, CHAIRMAN
JOHN R. BUTLER, JR.
RAY STOKER, JR.
STEP Program
sc
attachment
STATE DEPARTMENT OF HIGHWAYS
AND PUBLIC TRANSPORTATION
P. 0. Box 3249
Bryan, Texas 77805
August 10, 1987
RECErIE9 1 4987
D. D. Williamson
Planning Engineer
District 17
ENGINEER- DIRECTOR
R. E. STOTZER, JR.
IN REPLY REFER TO
City of College Station
P. 0. Box 9960
College Station, Texas 77840
Attention Mr. W. K. Cole
A software program, called TRASER, has been designed by Texas Transportation
Institute for entering traffic data on the computer and is being offered to
cities through a Selective Traffic Enforcement Program contract. The contract
would provide 100% funding for a data entry clerk, the project director's
time on TRASER, and the software package, including training conducted by TTI
personnel. The contractor would need to purchase or own a personal computer
capable of handling this software package.
We are attaching a copy of the contract and an article copied from the Texas
Transportation Researcher describing TRASER.
If you are interested in obtaining more information about the program, please
contact D. D. Williamson, District Planning Engineer, at 778 -2165, ext. 251.
Microprocessors
in Police Traffic
Records
On a quiet weekday morning at a
police department of a Texas city, the
telephone rings in the office of the Chief
of Police. A councilman wants to know
why fewer traffic patrols are made in
his part of town when he "knows" more
accidents occur in this area than in
others. The chief demands an im-
mediate answer from the Traffic Divi-
sion. To accumulate the various counts
cnd dates of city -wide accidents might
take the remainder of the day or even
the week. However before noon that
same day, the chief has the data and is
prepared to answer the councilman's
question.
The software package used by the
police department to access the data
was the Traffic Services Microcomputer
System (TRASER), a computer software
package developed by TTI in coopera-
ion with the Traffic Safety Section of
t ne Texas State Department of Highways
and Public Transportation. Marlin R.
Crouse, Operations Research and
Systems Analysis Program Manager,
the principal investigator of this project,
and his staff has been developing the
current version of TRASER for about two
years.
TRASER allows local enforcement
agencies to maintain and retrieve
traffic records. Originally designed for
enforcement agencies in Texas cities
with populations under 100,000, it is
now being adapted to larger cities, and
a version for the Texas Department of
Public Safety is being considered.
'F RASER provides data management of
_ccidents, citations, arrests and officer
activity. It also supports formula gener-
c ;ion in accident reconstruction. En-
lorcement agencies can combine perti-
nent TRASER reports with their own
experience and make traffic - related
decisions more efficiently.
TRASER Serving Small Cities
"The goal of TRASER is to provide a
common traffic data information base
RESEARCH
among cities across Texas," said
Crouse. The Texas Department of Public
Safety is considering its use statewide
in recording citations.
At the TTI Proving Grounds Research
Center, workshops are in progress for
training local enforcement agencies in
the uses of TRASER through cooperative
efforts with the Texas Engineering
Extension Service. The only cost to an
agency is the cost of the hardware —the
computer and printer —which is about
$2500. To operate TRASER, the computer
must have at least 25610 random access
memory, 20 megabytes of hard disk
storage, a monochrome display screen,
and at least a 2.1 version of PCDOSI
MSDOS. The hard disk storage required
is directly related to the amount of data
the agency wishes to store. It can back
up the data to avoid data loss, and
archive data for long -term storage.
Crouse said that cities receive the
version of TRASER for their type of
computer operating system. The
software, written in Pascal, runs on a
varied list of microcomputer brands.
Twelve agencies in the state who
sent personnel to the workshops at
Texas A &M have TRASER systems in
operation.
TRASER helps police officers summarize
traffic safety data gathered in the field.
The Implementation of TRASER
Crouse said they developed TRASER
to fill the need for a standard com-
puterized record keeping system for
local enforcement agencies. The pro-
totype of TRASER was tested by the pilot
site, the Traffic Division of the Dallas
Police Department. Sergeant Joseph
Montgomery (now with the Texas En-
gineering Extension Service) of the
Traffic Services Division and his staff,
put TRASER through its paces. "For
example, it used to take Montgomery's
staff three or four man days at the end
of the month to complete officer activity
reports, but TRASER reduced the job to
30 minutes a day," Crouse said. Instead
of waiting until the end of the month,
Montgomery could retrieve activity
data right after it was entered.
Through combining TRASER reports
with their experience, enforcement
agencies can make decisions more
effectively in identifying hazardous
traffic trends, tactical deployment, and
officer training. "It can pinpoint where
you're having traffic - related problems,"
said Crouse. "Sergeant Montgomery
was able to use the accident data and
visual observation of a particularly
busy intersection to prove that an
engineering change was needed. En-
forcement was not the problem."
Uses of TRASER
TRASER produces both canned and
user - generated reports on data that
the agency enters into the database.
Canned reports are menu - selected,
data -type specific reports. Three types
of canned reports can be produced:
1. The high hazard location identifica-
tion report generates a list of street
locations at intersections and mid -
blocks with a threshold of accidents for
a date range and location type (i.e.,
intersection only or driveway access)
that the user selects.
2. The high DUI (Driving Under the
Influence of alcohol) location identifica-
tion report generates a list of street
locations having a user - selected
threshold of arrests for driving under
the influence of drugs or alcohol.
3. The officer activity report generates
a table of officers and their activity for
a user - selected range of months by
supervisor.
User - generated reports are used to
examine accident, citation, arrest, and
officer data. This capability gives the
user flexibility in choice of subsets and
report type, and Crouse considers it the
most powerful tool in TRASER. "We put
this subset feature into TRASER so that
an agency could take only accidents
Texas Transportation Researcher 5
involving fatalities, for example, and
produce a report to show the age break-
down of those being killed," said
Crouse.
The user - generated accident data
reports in TRASER must be subsetted
with some plan as to the type of orienta-
tion. The three possible orientations
are: (1) count of accidents, (2) count of
vehicles and drivers, and (3) count of
casualties and occupants. TRASER
"leads" the user as clearly cis possible
through the various subsetting options
to insure that the user will get what he
expects.
TRASER also assists specially trained
police officers in accident reconstruc-
tion. 'Accident reconstruction is still
somewhat of an art and depends heav-
ily on the expertise of the person who
is doing the reconstruction. Therefore
we tried to make the formulas clear
enough for any police officer to under-
stand and explain," said Crouse. Some
of the formula variables include vehicle
speeds, distances, times, accelera-
tions, curve properties, and kinetic
energy.
TRASER also incorporates two
methods to back up the database: (1)
backup/recover for copying data from
one disk to another, and (2) archival for
removing "dated" data for long -term
storage away from the online TRASER
database.
This software package can be useful
to an enforcement agency in ways that
will benefit the public. In the future, it
could provide a common data informa-
tion base to network agencies for easy
exchange of information. Data gener-
ated with TRASER could also be used
to justify staffing proposals within an
agency. The high- hazard and the high
DUI location reports identify streets that
need extra enforcement or corrective
engineering, while the user- generated
reports allow examination of the data
in ways only limited by an agency's
imagination.
Crouse said that although this
software is a step in the right direction
toward assisting the state's local en-
forcement agencies in traffic records
collection and analysis, he believes
there is still much to be done in develop-
ing an accurate and useful data base
statewide.'
6 Texas Transportation Researcher
RESEARCH
Yellow primrose, red phlox, and bluebonnets grow beside a Texas highway
pagation el
flowers Fo'r
the adsid
Springtime in \T ?ca/ marked by
oceans of bluebotinvf and flaming
carpets of Indian pal
state highways and;
the Department of
Transportation ha
and cultivated th
ers in line with i
of beautifying
travelers. Thr
pended mo
have bloo
natural s
also use
culture
metho
'have
flow
tbrush along
gads. Since 1929,
gbways and Public
car' fully planned
se and'other wildflow-
ds long - standing policy
oadsides fob• highway
n ugh its policy "bf Bus-
ing until spring flowers
ed, the SDHPT aliowwfor
eding. The Department' ,as
flower hay and topsoil to
ildflowers, but both of thes
qs of natural seed cultivation
ften produced an erratic wild -
show. Seeding, however, is the
most direct and economical method of
establishing wildflowers.
A recent increase in the availability
cf more successful commercial seed for
a number of wildflowers prompted
DHPT and the Texas Transportation
In titute to initiate studies to de rmine
bet r rnethods of propagatio . Germi-
natio requirements for Texa^ wildflow-
ers are agmentary. Recent TI research
focusing n seed germinal on promises
to improve the success of Texas wild-
flower cultf tion.
Wayne G. I cCullyflegetation Man-
agement Progrm manager, is the
principal investi actor on Research
Report 902 -4, "Projgation of Wildflow-
ers for Roadside Use <'sponsored by the
SDHPT. This report de tribes the results
of seed germination tests on a number
of herbaceous plant sAcies regularly
found along Texas roadsles. McCully
and his research team will 'be applying
successful methods from th \study in
the field this fall, planting xas
wildflower seeds at sites near Lufkin.
This research is in line with c rent
SDHPT policy requiring that 60 ercent
of1the vegetation planted must b
\ Dative.
Seeds for the tests described in re ent
Research Report 902 -4 were obtained
from commercial sources and also were
NATIONAL
3 I 115 I STANDARD
PROJECT NAME
Driver Behavior Selective Enforcement
TRASER -- Contractor:
BRIEF DESCRIPTION OF PROJECT (FOR DETAILS, SEE STATEMENT OF WORK)
Contractors will purchase /secure a personal computer capable of handling
the TRASER software package developed by Texas Transportation Institute.
Contractors will hire personnel to enter all traffic data on TRASER. The
contractors will review data generated by TRASER and will assign police
enforcement personnel to selected STEP sites as indicated by TRASER
information. The state will provide funding for some of the personnel
costs. Contractor will submit proper reports and claims.
GOALS To reduce accidents at TRASER-
selected STEP sites Administrative
COST CATEGORY
PERSONAL SERVICES
CONTRACT SERVICES
COMMODITIES
OTHER DIRECT COST
INDIRECT COST
PROFIT
TOTAL
TYPE Of REIMBURSEMENT
LUMP SUM
COST PER UNIT OF WORK
COST PLUS FIXED FEE
SPECIFIC RATES
ACTUAL COST
TEXAS TRAFFIC SAFETY PROGRAM CONTRACT
STATE DEPARTMENT OF HIGHWAYS AND PUBUC TRANSPORTATION
TRAFFIC SAFETY SECTION
AUSTIN, TEXAS 78701
This Contract
AMOUNT
Future Yews
SOURCES OF FUNDS AMOUNT
FEDERAL ..(.40.2.)
GTSF
LOCAL
METHOD OF EVLUATION (FOR DETAILS, SEE STATEMENT OF WORK)
Total Project
FROM
TO 09 -30 -88
CONTRACT PERIOD
ENDS
09 -30 -88
REIMBURSEMENT LIMITS
1. MAXIMUM AMOUNT EUGIBLE FOR
REIMBURSEMENT S
2. NO COST CATEGORY MAY BE EXCEEDED
BY MORE THAN 5% OF THE CON-
TRACT TOTAL BUDGET
3. ONLY THOSE COSTS INCURRED DURING
THE CONTRACT PERIOD SHALL BE
EUGIBLE FOR REIMBURSEMENT
THE CONTRACTOR MUST BEAR ALL COSTS
NOT EUGIBLE FOR REIMBURSEMENT.
FOR DETAILS, SEE STATEMENT OF WORK TOTAL
• THIS CONTRACT INCLUDES ATTACHMENTS:
1. STATEMENT OF WORK
2. GENERAL PROVISIONS
3. SPECIAL PROVISIONS
• FEDERAL AND STATE REGULATIONS AND GUIDELINES SHALL BE THE BASIS FOR DETERMINING ELIGIBILITY OF COSTS
File 18.133-1 (rev. 3184)
(Replaces TSS Form A3.0)
page 1 of 3
PROPOSED PROJECT PERIOD
TEXAS TRAFFIC SAFETY PROGRAM CONTRACT
REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGMENTS
I. EQUAL OPPORTUNITY: (check appropriate boxes)
The Contractor represents that it 9 no t participated in a previous contract or
subcontract subject either to the Equal Opportunity Clause herein. the clause originally contained in
Section 301 of Ex utive Order 1.0925. or the clause contained in Section 201 of Executive Order No.
11114; that it has not flied all required compliance reports; and that representations
indicating submission of r quired compliance reports, signed by proposed subcontractors, will be ob-
tained prior to subcontract sward.
II. AFFIRMATIVE ACTION PROGRAM: (check appropriate box)
The Contractor represents that it:
0 has developed and has on file it each establishment affemetive action programs as required by the
rules and regulations of the Secretary of Labor (41 CFR 80-1 and 80-2).
0 has not developed or does not have on file st each establishment affkmtive action programs as re-
quired by the rules and regulations of the Secretary of Labor (41 CFR 80.1 and 60-2).
0 has not previously had contracts subject to the written affirmative action program requirements of
the rules and regulations of the Secretary of Labor.
III. CERTIFICATION OF NONSEGREGATED FACIUTIES:
The Contractor certifies that it does not maintain or provide for employee's facilities which are
segregated on the basis of race. color, religion, sex or national origin, whetter such facilities are
segregated by directive or on a de facto basis. The offeror further agrees that he will not maintain such
segregated facilities.
IV. CLEAN AIR ACT COMPLIANCE:
For all contracts in excess of $100,000, the recipient agrees to comply with all applicable standards,
orders, or regulations issued pursuant to the Clean Air Act of 1970. Violations shall be reported to the
Department and the Regional Office of the Environmental Protection Agency.
V. PRINCIPAL PLACE OF PERFORMANCE:
The location of the Contractor's plant or place of business where the item(s) will be produced or the
principal services will be performed under the contract is:
CITY COUNTY STATE
VI. ASSURANCE:
The Contractor hereby assures compliance with all terms, conditions and general and special provi-
sions for this contract. including attachments.
Fs. 15.133.2
page 2 of 3
The Contractor is hereby authorized to perform work on this project during the contract period, subject to the
terms and conditions of this contract and all applicable state and federal laws and regulations.
BY
Signature of Person Authorized
to Commit Contractor
Title
Contractor
Contractor Mailing Address:
Street or P.O. Box
City, State, Zip Code
1 1
Area Code
Phone Number
Date
Fite 18.133 -3 (Rev. 6/85) page 3 of 3
STATE OF TEXAS
Certified as being executed for the purpose and effect of
activating and /or carrying out the orders, established
policies, or work programs heretofore approved and
authorized by the State Highway and Public Transporta-
tion Commission:
APPROVED:
BY
Date
• 1
STATEMENT OF WORK
I. gSP AUTHORIZATION;
This contract implements Task A, sub -task 3 PSP (88) 01-01 -
of the FY 88 Highway Safety Plan
II. 'PROBLEM STATEMENT:
All Texas jurisdictions that are charged with the
responsibility of traffic law enforcement have a
common problem in trying to identify where to place
their limited resources (personnel and equipment) in
order to have the greatest impact on the motor vehicle
accidents involved in their jurisdiction. Data they
receive is sometimes three or four months old before
they have an opportunity to evaluate their needs.
TRASER is needed to allow for up to the minute input in
order to do the best planning possible
III. OBJECTIVES:
1. To reduce the total accidents at TRASER selected
sites within the jurisdiction by the end of the
contract period.
2. To build an automated traffic records system to record
100% of all accident reports and 100% of all police
citations issued by 9- 30 -88.
IV. RESPONSIBILITIES OF THE CONTRACTOR'
Attachment I
A. Carry out the objectives according to the milestone
schedule in the approved contract.
B. Report to the Department, on approved forms, according
to the following:
1. A (monthly /quarterly) Project Performance Report
describing activities and accomplishments will be
submitted no later than the 28th of the month
following the end of the quarter.
2. A Financial Status Report will be submitted no
less than quarterly by the 28th of the month
following the end of the quarter.
3. A Final Report summarizing all activities and
accomplishments will be submitted no later that 30
days after the contract end date.
C. Attend meetings according to the following:
1. The contractor will arrange for meetings with the
Department no less that quarterly to present status of
Page 1 of 3
activities, discuss problems and present a schedule
for the following quarter's work.
2. The project coordinator or other qualified person will
be available to represent the Contractor at meetings
requested by the Department.
V RESPONSIBILITIES OF THE STATE OF TEXAS:
A. Monitor the Contractor's compliance with performance
obligations and fiscal requirements of this contract.
B. Provide program management and technical assistance as
appropriate.
C. Reimburse the Contractor according to the following cost
categories up to the Reimbursement Limits on page 1 of
Form File 18.131.
Personal Services:
1. Actual cost of wages for TRASER support staff.
2. Actual costs for travel and per diem (not to exceed
state reimbursement rates) for attending meetings
called by the Traffic Safety Specialist.
Other Direct Costs:
1. Mileage, actual costs (not to exceed 21 cents per
mile)
D. Provide such technical assistance as may be requested by
the contractor to carry out the provisions of this
contract,to the limits of available State resources.
VI MILESTONES;
ACTION
A. Baseline data
submitted
B. Reimbursement
C. Progress Review
RESPONSIBLE
Contractor
Contractor
Contractor &
Department
Page 2 of 3
COMPLETION
10 -1 -87
no more than 60
days after the
reporting
period
From 30 to 60
days after
c o n t r a c t
effective date
D. Progress Review Contractor &
Department
150 days after
c o n t r a c t
effective date
VII PERFORMANCE INDICATORS
The following performance indicators, when applicable, shall
be included in each monthly progress report and summarized
in the final report:
A. Number of citations issued under the TRASER program.
B. Number of enforcement hours worked under TRASER.
C. Number of high accident locations identified under the
TRASER program.
D. Number of high accident locations identified that
required both enforcement and engineering attention.
E. Reduction(number of) in accidents involving fatals,
injuries and property damage.
Page 3 of 3
I. DEFINITIONS:
(Revised 3/84)
ATTACHMENT 2
STATE DEPARTMENT OF HIGHWAYS AND PUBLIC TRANSPORTATION
GENERAL PROVISIONS FOR TEXAS TRAFFIC
SAFETY PROGRAM CONTRACTS
A. Commission: The State Highway and Public Transportation Commission of
Texas.
B. Contract Manager: The representative of the Department immediately
responsible for liaison between the Department and the Contractor, and
for supervision and inspection of the work or activity conducted under
this contract and of the materials used.
C. Contractor: The State agency, political subdivision, corporation, firm
, or individual entering into agreement within the State or the
Department under this contract, or any subcontractor of such an entity.
D. Department: The State Department of Highways and Public
Transportation.
E. Effective Date: Unless otherwise specified, the effective date of a'
contract or contract modification is the date of signature of the last
party whose consent is necessary to the validity of the contract or
modification.
F. Engineer: The State Engineer- Director of the Department, or his
authorized representative.
G. Project Director: The representative of the Contractor immediately
responsible for liaison between the Department and the Contractor.
H. State: State of Texas.
I. Subcontract: Any agreement between the Contractor and a third party,
assigning to that third party any of the obligations for personal and
professional services undertaken by the Contractor under this contract.
The term excludes contracts for the purchase of goods only, or for
general employment, whether full -time, part -time or intermittent. The
third party subcontractor may be an individual or an organization,
including a corporation, a partnership, a proprietorship, a joint ven-
ture or a co- venture.
J. U.S. DOT: The United States Department of Transportation, acting
through either the Federal Highway Administration or the National
Highway Traffic Safety Administration, as may be appropriate.
1 of 14
II. CHANGES:
A. Significant changes in the scope, character, or complexity of the work
may be enacted by Contract Change Notice (CCP), when necessary, if
there is mutual assent between the Contractor and the Department. Such
modification must be approved by both the Contractor and the Department
before costs may be incurred which will be eligible for reimbursement.
E. The Engineer nay at any time, by written order, and without notice to
the sureties, if any, sake changes, within the general scope of this
contract. He may mot, however, unilaterally shorten the period allowed
for delivery of a product or completion of an activity, or increase a
specified quantity of goods or services.
C. Notwithstanding the provision of paragraphs (A) and (B) above, the
estimated cost of this contract shall not be increased or deemed to be
increased except by specific written modification of the contract indi-
cating the new contract estimated cost and the new amount allotted to
the contract. Until such modification is made, the Contractor shall
not be obligated to continue performance or incur costs beyond the
maximum cost amount established in this contract.
III. DISPUTES:
If any such change causes an increase or decrease in the estimated cost
of, or the time required for the performance of any part of the work
under this contract, whether changed or not changed by any such order,
or otherwise affects any other provision of this contract, an equitable
adjustment shall be made.
Any claim by the Contractor for adjustment under this clause must be
asserted within thirty (30) days from the date of receipt by the
Contractor of the notification of change. Without prejudicing the
right to reject any claim asserted after this time, however, if the
Engineer decides that the facts justify such action, he may receive and
act upon any such claim asserted at any time prior to final payment
under this contract. Failure to agree to any adjustment shall be a
dispute concerning a question of fact within the meaning of the clause
of this contract entitled "Disputes." However, except as provided in
paragraph (C) below, nothing in this clause shall excuse the Contractor
from proceeding with the contract as changed.
The Engineer will act as referee in all questions arising between the par-
ties under the terns of this contract and his decision shall be final and
binding.
(Revised 3/84) 2 of 14
IV. CONDITIONS FOR TERMINATION PRIOR TO COMPLETION:
If, through any cause other than acts of God or the public enemy, flood, or
quarantine restrictions, the Contractor should fail to fulfill in a timely
or proper manner the obligation of this agreement, the Department may ter-
minate this agreement by giving written notice to the Contractor at least
seven (7) days prior to the effective date of termination and specifying
the effective date of termination.
Either principal to this agreement may, at his convenience, terminate this
agreement by one giving to the other, or each giving to the other, written
notice of such termination and specifying the effective date at least
thirty (30) days prior to the effective date of such termination so
specified.
Upon termination of this agreement, whether for cause or at the convenience
of one or both principals, all finished or unfinished documents, data, stu-
dies, surveys, reports, maps, drawings, models and photographs prepared by
the Contractor shall, at the option of the Department, become the property
of the Department. The Department shall reimburse the Contractor for those
eligible expenses incurred during the contract period which are directly
attributable to the completed portion of the services covered by this
agreement, and shall pay the Contractor a portion of any authorized fee
determined by dividing the actual eligible cost of the services actually
and satisfactorily performed by the estimated reimbursable cost of the
total services contracted for, and multiplying the authorized fee by the
rate thus computed.
V. EXCUSABLE DELAYS:
Except with respect to defaults of subcontractors, the Contractor shall not
be in default by reason of any failure in performance of this contract in
accordance with its terms (including any failure by the Contractor to
progress in the performance of the work) if such failure arises out of
causes beyond the control and without the default or negligence of the
Contractor. Such causes may include, but are not restricted to, acts of
God or of the public enemy, acts of the Government in either its sovereign
or contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes, and unusually severe weather. In every case,
however, the failure to perform must be beyond the control and without the
fault or negligence of the Contractor. If the failure to perform is caused
by the failure of a subcontractor to perform or make progress, and if such
failure arises out of causes beyond the control of the Contractor and sub-
contractor, and without the fault or negligence of either of them, the
Contractor shall not be deemed to be in default, unless (a) the supplies or
services to be furnished by the subcontractor were obtainable from other
sources, (b) the Engineer shall have ordered the Contractor in writing to
procure such supplies or services from other sources, and (c) the
Contractor shall have failed to comply reasonably with such order. Upon
request of the Contractor, the Engineer shall ascertain the facts and
extent of such failure and, if he shall determine that any failure to per-
form was occasioned by any one or more of the said causes, the delivery
schedule shall be revised accordingly.
(Revised 3/84) 3 of 14
VI. NON- COLLUSION:
The Contractor warrants that he has not employed or retained any company or
person, other than a bona fide employee working for the Contractor, to
solicit or secure this agreement, and that he has not paid or agreed to pay
any company or person, other than a bona fide employee, any fee, com-
mission, percentage, brokerage fee, gift, or any other consideration, con-
tingent upon or resulting from the award or making of this agreement. If
the Contractor breaches or violates this warranty, the Department shall
have the right to annul this agreement without liability, or, in its
discretion, to deduct from the agreement price or consideration, or other-
wise recover the full amount of such fee, commission, brokerage fee, gift,
or contingent fee.
VII. CONTRACT PERIOD ESTABLISHED:
All work and services required under this contract shall be begun after its
effective date and completed no later than the termination date specified
on the Contract face page or a timely CCN.
VIII. COST PROVISIONS:
A. Only those costs allowable under applicable Federal cost principles are
eligible for reimbursement under this contract. Applicability of cost
principles is determined by the identity of the Contractor: If the
Contractor is an agency of state or local government, the applicable
cost principles are contained in Office of Management and Budget
Circular A -87, "Cost Principles Applicable to Grants and Contracts with
State and Local Governments." If the Contractor is a college, univer-
sity or other educational instructor, the applicable cost principles
are contained in OMB Circular A -21, "Cost Principles for Educational
Institutions." If the Contractor is a nonprofit organization
(excluding any organization to which the prior principles apply), the
applicable cost principles are contained in OMB Circular A - 122, "Cost
Principles for Nonprofit Organizations." Those principles that apply
to this Contractor are incorporated as part of this agreement.
B. To be eligible for reimbursement under this contract, a cost must have
been incurred within the contract period, paid by the Contractor prior
to claiming reimbursement from the Department, and claimed by the
Contractor within 60 days of the end of the calendar quarter in which
it was paid, and in no case later than 60 days from the end of the
contract term. A cost is incurred when the Contractor's employee or
subcontractor performs the service required, or when goods are received
by the Contractor, notwithstanding the date of order or date of
payment.
IX. METHOD OF PAYMENT:
One of the methods of payment and associated conditions below will apply to
this agreement:
(Revised 3/84) 4 of 14
A. LUMP SUM - The Contractor agrees to perform the work specified and to
accept as payment a fixed dollar amount.
B. COST PER UNIT OF WORK - The Contractor agrees to perform the work spe-
cified and to accept as payment a specified unit price for each unit of
work performed.
C. COST PLUS A FIXED FEE AMOUNT - The Contractor agrees to perform the
work specified and to accept as payment reimbursement for all valid
costs incurred in accordance with the terms of the contract plus a spe-
cified fixed fee.
D. SPECIFIC RATES OF COMPENSATION - The Contractor agrees to perform the
work previously stated and to accept payment according to a schedule of
payment rates specified in the contract.
E. COST - The Contractor agrees to perform the work previously stated and
to accept as payment a reimbursement for all eligible costs incurred
and paid in accordance with the terms of the contract.
X. TERMS AND CONDITIONS OF PAYMENT:
A. Unless otherwise specified in the Special Provisions, the Contractor
agrees to bill the Department at quarterly intervals only, using the
forms and format specified.
B. The Contractor agrees to submit no bill for work performed or material
delivered unless such bill is accompanied by a report which complies
with the requirements of this contract.
C. The Department's obligation to reimburse the Contractor is contingent
upon the U.S. DOT's making available sufficient Federal funds to meet
that reimbursement obligation, and the Contractor's costs being eli-
gible for reimbursement under both this contract and applicable Federal
regulations. If the term of this contract transends the State's fiscal
biennium, the Department's obligation to reimburse is also contingent
upon appropriation of funds by the State.
XI. INSPECTION:
The Department and, when Federal funds are involved, U.S. DOT and any
authorized representative of the Federal government, have the right, at all
reasonable times, to inspect, or otherwise evaluate the work performed or
being performed hereunder and the premises in which it is being performed.
If any inspection or evaluation is made on the premises of the Contractor
or a subcontractor, the Contractor shall provide and shall require his sub-
contractor to provide all reasonable facilities and assistance for the
safety and convenience of the inspectors in the performance of their
duties. All inspections and evaluations shall be performed in such a
manner as will not unduly delay the work.
(Revised 3/84) 5 of 14
XII. PROPERTY ACCOUNTABILITY:
(Revised 3/84)
A. The Contractor shall not purchase under this contract, any item of pro-
perty with an original cost of $250.00 or more unless specifically
authorized to do so in writing.
B. The Contractor shall establish and administer a system to control, pro-
tect, preserve, use, and maintain and dispose of any property furnished
it by the Department or purchased pursuant to this agreement in accor-
dance with its own property management procedures, this Department's
policies governing the Texas Traffic Safety Program, and when appli-
cable, Federal Property Management Standards as set forth in Attachment
N to OMB Circular A -102, "Uniform Requirements for Assistance to State
and Local Governments." This obligation continues as long as the pro-
perty is retained by the Contractor, notwithstanding the expiration of
this contract.
C. Title to property purchased by the Contractor for use under the
contract is in the Contractor, unless this Department or the Federal
government has, in authorizing purchase of a specific item, reserved
the right to take title.
D. The Contractor must replace any property for the cost of which it
claims reimbursement if that property is necessary to full operation of
the project covered by this contract and is no longer available through
loss, theft, accident or circumstance other than normal year. The
Contractor may provide for replacement through private insurance, self -
insurance, or any other method, at its option. •
E. When the Contractor no longer needs property purchased pursuant to this
agreement in the project or program supported by this agreement, it may
use that property in its other activities or dispose of it in accor-
dance with its property management procedures and, when applicable,
Federal property management standards. Under certain circumstances set
forth in those standards, the Contractor is required to refund monies
to the Federal government upon either certain uses of, of the disposi-
tion of, certain property. Any such refund must be made through the
Department.
XIII. RETENTION:
A. The Contractor agrees to maintain books, records, documents, and other
evidence pertaining to the costs and expenses of this contract
(hereinafter collectively called the "records ") to the extent and in
such detail as is required by OMB Circular A -102. These requirements
are hereby made a part of this contract. The records vill properly
reflect all net costs, direct and indirect, of labor, materials, equip-
ment, supplies and services, and other costs and expenses of whatever
nature for which reimbursement is claimed under the provisions of this
contract.
6 of 14
B. The Contractor agrees to make available at the office of the Contractor
at all reasonable times during the contract period, and for the period
set forth in paragraph C below, any of the records for inspection,
audit, or reproduction by the Department, U.S. DOT, and any authorized
representative of the Federal government.
C. If this contract is completely or partially terminated, the records
relating to the work terminated shall be preserved and made available
for a period of three years from the date of any resulting final
settlement.
D. Records which related to (1) any question under the "Disputes" clause
of this contract, (2) litigation of any claim arising out of the per-
formance of this contract, or (3) any cost or expenses of this contract
as to which exception has been taken on audit, shall be retained by the
Contractor until such appeal, litigation, or exception has been finally
resolved or adjudged.
E. The Contractor further agrees to include in each of his subcontracts in
excess of $10,000.00 in total value, a provision to the effect that
the subcontractor agrees that the Department, U.S. DOT, and any
authorized representative of the Federal government shall, until the
expiration of three years after final payment under the subcontract,
have access to and the right to examine any directly pertinent books,
documents, papers, and records.
XIV. OWNERSHIP OF DATA AND CREATIVE MATERIAL:
All data and materials created or collected under the terms of the
agreement shall become the property of the Department and copies of such
data and material shall be furnished to the Department on request.
XV. REPORTS:
A. Before publication or printing, the final draft of any report required
under the contract schedule shall be submitted to the Department for
review and concurrence. Review and approval by the U.S. DOT will be
coordinated by the Department prior to returning comments or approvals
to the Contractor. All recorded information which is produced in the
performance of this agreement shall be the sole property of the
Department. Reports or other such information are material in the
public domain, and shall not be copyrighted or restricted as to distri-
bution and reproduction. The Contractor shall furnish the Department
with the quantity of copies of the report specified in the contract.
B. Each report covered by paragraph A must include the following state-
ments on the cover page:
(Revised 3/84) 7 of 14
(Revised 3/84)
1. State projects: "This report was prepared in cooperation with the
State Department of Highways and Public Transportation." For
Federally funded projects, add to the above quote either: "...and
the National Highway Traffic Safety Administration of the U.S.
Department of Transportation," or "...and the Federal Highway
Administration of the U.S. Department of Transportation," as may be
appropriate.
2. "The conclusions and opinions expressed in this document are those
of the author, and do not necessarily represent those of the State
of Texas, the State Department of Highways and Public
Transportation or any political subdivision of the State or Federal
government."
XVI. DQUAL OPPORTUNITY:
A. Compliance with Regulations: The Contractor shall comply with the
Regulations relative to nondiscrimination in Federally - assisted
programs of U.S. DOT, Title 49, Code of Federal Regulations, Part 21
and Title 23, Code of Federal Regulations, Part 710.405(b), as they may
be amended from time to time, (hereinafter referred to as the
Regulations), which are herein incorporated by reference and made a part
of this contract.
B. Nondiscrimination: The Contractor, with regard to the work performed
by it during the contract, shall not discriminate on the grounds of
race, color, sex, or origin in the selection and retention of sub-
contractors, including procurements of materials and leases of equip-
ment. The Contractor shall not participate either directly or
indirectly in the discrimination prohibited by Section 21.5 of the
Regulations, including employment practices, when the contract covers a
program set forth in Appendix B of the Regulations.
C. Solicitation for Subcontracts, Including Procurements of Materials and
Equipment: In all solicitation either by competitive bidding or nego-
tiation made by the Contractor for work to be performed under a sub-
contract, including procurements of materials or leases of equipment,
each potential subcontractor or supplier shall be notified by the
Contractor of the Contractor's obligations under this contract and the
Regulations relative to nondiscrimination on the grounds of race,
color, sex, or national origin.
D. Information and Reports: The Contractor shall provide all information
and reports required by the Regulations or in directives issued pur-
suant thereto, and shall permit access to its books, records, accounts,
other sources of information, and its facilities as may be determined
by the Department or by U.S. DOT to be pertinent to ascertain
compliance with such Regulations or directives. Where any information
required of a Contractor is in the exclusive possession of another who
fails or refuses to furnish this information, the Contractor shall so
certify to the Department or the U.S. DOT, as appropriate, and shall
set forth what efforts it has made to obtain the information.
8 of 14
E. Sanctions for Noncompliance: In the event of the Contractor's non-
compliance with the nondiscrimination provisions of this contract, the
Department shall impose such contract sanctions as it or U.S. DOT may
determine to be appropriate, including, but not limited to:
1. withholding of payments to the Contractor under the contract until
the Contractor complies; and,
(Revised 3/84)
2. cancellation, termination, or suspension of the contract in whole
or in part.
F. Incorporation of Provisions: The Contractor shall include the provi-
sions of paragraphs (A) through (F) in every subcontract, including
procurements of materials and leases of equipment, unless exempt by the
Regulations, or by directives issued pursuant thereto. The Contractor
shall take such action with respect to any subcontract or procurement
as the Department or U.S. DOT may direct as a means of enforcing such
provisions, including sanctions for noncompliance; provided, however,
that in the event a Contractor becomes involved in or is threatened
with litigation with a subcontractor or supplier as a result of such
direction, the Contractor may request the Department to enter into such
litigation to protect the interests of the State; and, in addition, the
Contractor may request the United States to enter into such litigation
to protect the interests of the United States.
XVII. OVERTIME COMPENSATION:
This contract, to the extent that it is of a character specified in the
Contract Work Hours Standards Act (40 U.S.C. 327 -300), is subject to the
following provisions and to all other applicable provisions and exceptions
of such Act and the regulations of the Secretary of Labor thereunder.
A. Overtime Requirements - No contractor or subcontractor contracting for
any part of the contract work which may require or involve the
employment of laborers or mechanics shall require or permit any laborer
or mechanic in any workweek in which he is employed on such work to
work in excess of eight hours in any calendar day or in excess of forty
hours in such workweek on work subject to the provisions of the
Contract Work Hours Standards Act unless such laborer or mechanic
receives compensation at a rate not less than one and one -half times
the normal hourly rate for each hour of work in excess of eight hours in
any calendar day, or in excess of forty hours in such workweek,
whichever is the greater number of overtime hours.
B. Records - The Contractor shall maintain payroll records containing the
information necessary to show compliance with the above requirements
for the period specified in General Provision XIII: Retention.
XVIII. CONVICT LABOR:
In connection with the performance of work under this contract, the
Contractor agrees not to employ any person serving a sentence of imprison-
ment at hard labor.
9 of 14
XIX. SUBCONTRACTING:
A. The Contractor shall not subcontract or sublet any portion of this
contract without the prior approval, in writing, of the Engineer.
B. The U.S. DOT may require that it approve any subcontract for personal
or professional services prior to execution and initiation of work
under it. This review may take up to thirty (30) days and shall con-
sider, in part, the following matters:
1. Determination of the subcontractor's qualifications including resi-
dent manpower and ability to complete the work within the time
allotted;
2. Manner of selection from those qualified to perform the service;
3. Necessity for subcontracting; and
4. Review of the subcontract, to ensure that (a) minimum terms of the
prime contract have been incorporated into the subcontract, and (b)
the Contractor's price breakdown includes costs (if any) for per-
sonal services, subcontract, commodities, other direct costs,
indirect costs, and profit.
C. Pre -award audit is required when subcontraots exceed $25,000.00 in
total value.
D. No subcontract will relieve the Contractor of his responsibility under
this contract.
XX. UTILIZATION OF SMALL BUSINESS CONCERNS:
A. It is the policy of the United States Government as declared by the
Congress that a fair proportion of the purchases and contracts for
supplies' and services for the government be placed with small business
concerns.
B. The Contractor agrees to accomplish the maximum amount of subcontracting
to small business concerns that the Contractor finds to be consistent
with the efficient performance of this contract.
XXI. ORDER OF PRECEDENCE:
`In the event of an inconsistency between provisions of this contract, the
inconsistency shall be resolved by giving precedence in the following
order:
A. Texas Traffic Safety Program Contract Form, File 18.133
B. Statement of Work
(Revised 3/84) 10 of 14
C. Special Provisions
D. General Provisions
XXII. ASSIGNMENT AND TRANSFER:
The Contractor shall not assign, sell, transfer or otherwise dispose of this
contract or any portion of it, or his rights, title or interest in it,
without the approval of the Commission. Each party binds himself and his
partners, successors, administrators and executors.
XXIII. CANCELLATION:
The Department may cancel'this contract if the Contractor violates any of
the laws of the United States of America or the State of Texas. In such
event, the Contractor shall be reimbursed only for those costs incurred
prior to the contract's cancellation, computed as set forth in General
Provision IV: Conditions for Termination Prior to Completion.
XXIV. CONTRACTOR'S LIABILITY:
The Contractor shall be liable for any loss of, or injury to, any material
acquired, provided, developed or serviced under this contract which is
caused by the Contractor's failure to exercise such care in regard to said
material as a reasonably careful owner of similar materials would exercise.
XXV. HOLD HARMLESS:
(Does Not Apply If Contractor Is A State Agency.) The Contractor is an
independent Contractor and not an agent, servant, or employee of the State.
The Contractor shall hold.the State and its representatives harmless from
all suits, actions or claims of any kind brought on account of any person
or property in consequence of any neglect in safeguarding the work, or of
any act or omission by the Contractor or its employees, or from any claims
or amounts arising or recovered under Workmen's Compensation Laws or any
other law, bylaw, ordinance, regulation, order, or decree. The Contractor
shall be responsible for all damage to property and personal injury of any
kind resulting from any act, omission, neglect, or misconduct of any
employee or agent of the Contractor in the manner or method of performing
the work for the period of the contract.
XXVI. TAX AND COMPENSATION LIABILITY:
Nothing herein contained shall be construed as incurring for the Department
or the State any liability for Workmen's Compensation, F.I.C.A.,
Withholding Tax, Unemployment Compensation, or any other payment which
would be required to be paid by the Department of the State if the
Department and the Contractor were standing in an employer - employee rela-
tionship, and the Contractor hereby agrees to assume and pay all such
liabilities.
(Revised 3/84) 11 of 14
•
XXVII. REIMBURSEMENT OF ELIGIBLE EXPENDITURES:
(Revised 3/84)
A. Upon written application by the Contractor and approval by the
Department, the Department shall obligate funds for reimbursement of
eligible expenditures as set forth in the application.
B. The Contractor shall refund to the Department any funds the Contractor
claims and receives from the Department for the reimbursement of costs
which are determined by a State or Falderal audit to be ineligible for
reimbursement.
C. The Department shall have the right to withhold all or part of any
future payments to the Contractor to offset any reimbursement made to
the Contractor for any ineligible expenditures and not refunded to the
Department by the Contractor.
XXVIII. APPLICATION OF THE HATCH ACT:
It is mutually agreed and promised that the Contractor shall notify every
employee of the Contractor whose principal employment is in connection with
any traffic safety project financed in whole or in part under the Highway
Safety Act of 1966, of the provisions of Section 12(a) of the Hatch Act,
15 U.S.C. 118 (a).
XXIX. STANDARDS FOR CONTRACTOR FINANCIAL MANAGEMENT SYSTEMS:
Contractor financial management systems shall meet or exceed the require-
ments of OMB Circular A -102. Those requirements include, among others:
A. Accurate, current, and complete disclosure of the financial results of
each grant program in accordance with Departmental reporting
requirements;
B. Records which identify adequately the source and application of funds
for grant - supported activities. These records shall contain information
pertaining to grant awards and authorization, obligations, commitments,
assets, liabilities, outlays, and income;
C. Effective control over and accountability for all funds, property, and
other assets. The Contractor shall adequately safeguard all such
assets and shall assure that they are used solely for authorized
purposes;
D. Comparison of actual with budgeted amounts for each contract, and rela-
tion of financial information to performance or productivity data,
including the production of unit cost information whenever appropriate
and required by the grantor agency;
E. Procedures for determining the eligibility for reimbursement and
proper allocation of costs;
F. Accounting records which are supported by source documentation;
12 of 14
G. Audits to be made by the Contractor or at its direction to determine,
at a minimum, the fiscal integrity of financial transactions and
reports, and the compliance with laws, regulations, and administrative
requirements. The Contractor will schedule such audits with reasonable
frequency, usually annually, but not less frequently than once every
two years, considering the nature, size and complexity of the activity;
and
H. A systematic method to assure timely and appropriate resolution of audit
findings and recommendations.
XXX. PROCUREMENT PROCEDURES:
A. All procurement transactions for supplies, equipment or services,
whether negotiated or advertised and without regard to dollar value,
shall be conducted to provide maximum open and free competition con-
sistent with efficient and economical program management in accordance
with applicable State and Federal laws and regulations. The Contractor
should be alert to organizational conflicts of interest or noncom-
petitive practices among providers which may restrict or eliminate com-
petition or otherwise restrain trade.
B. The Contractor shall use its own procurement procedures which reflect
applicable State and local laws and regulations, provided that those
procedures conform, as a minimum, to the requirements of OMB Circular
A -102, Attachment 0.
C. The Contractor shall provide the Department with a copy of its proce-
dures for any procurements authorized under this contract which will
exceed $250.00 in value. The Department will review those procedures
to determine that the Contractor's procurement system meets applicable
criteria. No costs associated with such procurements made by the
Contractor prior to the Department's determination of compliance are
eligible for reimbursement.
D. Proposed procurement actions in excess of $250.00 must be reviewed and
approved in writing by the Department prior to accomplishment of the
procurement to avoid the purchase of unnecessary or duplicative items.
No costs associated with such procurements made by the Contractor
without the Department's written approval are eligible for reimburse-
ment. Inclusion in a contract executed by the Department is considered
approval in writing.
E. Contractors shall maintain records sufficient to detail the significant
history of a procurement, and shall provide the Department with a copy
of those records. The record shall include, at a minimum, information
documenting the Contractor's rationale for the method of procurement,
the selection of contract type, the selection or rejection of provider
applicants, and the basis for the cost or price. The Contractor shall
maintain these records as required by General Provision XIII:
Retention.
(Revised 3/84) 13 of 14
XXXI. MINORITY BUSINESS ENTERPRISE:
It is the policy of the Department of Transportation that Minority Business
Enterprises as defined in 49 CFR Part 23, Subpart A, shall have the maximum
opportunity to participate in the performance of contracts financed in whole
or in part with Federal funds. Consequently, the Minority Business
Enterprise requirements of 49 CFR Part 23, exclusive of Subpart D, apply to
this contract as follows:
The contractor agrees to insure that Minority Business Enterprises as
defined in 49 CFA Part 23, Subpart A, have the maximum opportunity to par-
ticipate in the performance of contracts and subcontracts financed in whole
or in part with Federal funds. In this regard, the Contractor shall take
all necessary and reasonable steps in accordance with 49 CFR Part 23, exclu-
sive of Subpart D, to insure that Minority Business Enterprises have the
maximum opportunity to compete for and perform contracts.
The Contractor and any Subcontractor shall not discriminate on the basis of
race, color, national origin or sex in the award and performance of
contracts funded in whole or in part with Federal funds.
These requirements shall be physically included in any subcontract.
Failure to carry out the requirements set forth above shall constitute a
breach of contract and, after the notification of the Department, may result
in termination of the contract by the State or other such remedy as the
State deems appropriate.
(Revised 3/84)
14 of 14
3. Audit Provision
$PECIA? PROVISIONS
Attach -en
1. State Department of Highways and Public Transportation
Commission policy mandates that employees of the Depart -.ent
shall not accept any benefits, gifts or favors from any
person doing business or who reasonably speaking may do
business with the State under this contract.
The only exceptions allowed are ordinary business lunches
and items that have received the advanced written approval
of the State Department of Highways and Public
Transportation Engineer - Director.
Any person doing business with or who may reasonably:
speaking do business with the State under this contract 7ay
not make any offer of benefits, gifts or favors to
Departmental employees, except as mentioned hereabove.
Failure on the part of the contractor to adhere to this
policy may result in the termination of this contract.
2. The maximum amount payable under this contract is contingent
upon the availability of appropriated funds.
The Grantee shall comply with the requirements
of the Single Audit Act of 1984, P.L. 98 -502, ensuring that
the single audit report includes the coverage stipulated in
paragraphs 6, 8, and 9 of OMB Circular No. A -128.
STEP ESTIMATED BGu4n1
(Not a part of the contract)
Contractor
ENFORCEMENT ACTIVITIES:
I. Personal Services:
A. Enforcement (Overtime)
1. Patrol Officers: hours @ per hour = S
2. Sergeants: hours @ per h =
3. Lieutenants: hours @ per hour =
B. *Staff /Supervisory Support
* *1. Keypunch Operator: hours @ per hour =
2. Clerk Typist: hours @ per hour =
* *3. Project Director hours @ per hour
C. Travel & Per Diem (State Rate)
1. Travel for two people to attend two meetings called by
by D-18TS
II. Other Direct Cost:
A. Mileage (not to exceed
state rate)
miles @ per mile
TOTAL CONTRACT COST: $
*These combined cost may not exceed 10% of the total contract amount.
* *Only cost allowable under TRASER STEP