HCFMO Fire Department Contracts - service contracts for harris county fire departments

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map	Harris County Fire Marshal 2318 Atascocita Rd. Humble, TX 77396 phone: 281-436-8000 fax: 281-436-8005 email: FMO Support

Fire Department Service Contracts

Period: "end of last month paid" through 9/30/2010

The Following is a list of all fire departments currently eligible for service contracts.
Green indicates all parts of the step are complete.

Baytown

Forest Bend

Houston

Jersey Village

Southeast

Stafford

Step 1 - Request Starts

The Deputy Chief, Administration shall assign the task of preparing fire department contracts to an HCFMO team member as the contract administrator.
The contract administrator shall review with the Fire Marshal all existing fire department contracts to determine if the contract should be renewed.

Step 2 - Response Review

The contract administrator shall request response statistics from each fire department.
The contract administrator shall input the response information into the FD contract spreadsheet, and determine the correct contract reimbursement amount.
The contract administrator shall forward a copy of the completed spreadsheet to the Fire Marshal for review and approval.
The Fire Marshal shall approve the requested contract amount by signing the spreadsheet, documenting any requested contract changes, and returning it to the contract administrator.

Step 3 - Contract Preparation

The contract administrator shall request that the County Attorney’s Office prepare a new Fire Department contract to include any revised terms of agreement and contract amounts.
The County Attorney’s Office shall prepare and sign “approved as to form” three originals of the contract and return the contract originals to the contract administrator.
The contract administrator shall send the contract originals to each respective department with instructions to return the signed contracts to the HCFMO contract coordinator before April 1.

Step 4 - Fire Department Approval

The fire department shall review the contract, obtain signatures on all originals, and return the contracts to the HCFMO contract administrator.
Upon receipt of the signed contracts, the contract administrator shall notify the Fire Marshal and request approval to place the contract on the Commissioners Court agenda.

Step 5 - Court Approval

The contract administrator prepares a court agenda letter in accordance with department procedure and attaches the original department-completed contracts to the original court letter.
The preparer forwards all originals, plus copies, to the Budget Office for inclusion on the court agenda.

Step 6 - Contract Completion

Two signed originals of the completed contracts are returned to the Fire Marshal’s Office, along with the Court approval letter.
The contract administrator places one signed original in the fire department file and returns one original of the contract to the service provider.
The accounts payable specialist creates an invoice for each fire department (based on the information from each contract) and creates an RFP for each contract and forwards it to the County Purchasing Department for processing.
The Purchasing Department processes the invoice in accordance with county procedures
The accounts payable specialist shall check periodically with the Purchasing Department to ensure timely payment, and file all completed documentation upon final disposition.