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.
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Step 2 - Response Review
- The contract administrator shall request response statistics from each fire department.
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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.
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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.
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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.
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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.
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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.
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