12/13/2011

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DALLAS COUNTY COMMISSIONERS COURT BRIEFING AGENDA

December 13, 2011

REPORTS/RECOMMENDATIONS/REQUESTS PAGE NOS.

1) HEALTH & HUMAN SERVICES

Department of State Health Services Contract #2012­040377­001 HIV –Surveillance – Federal Core with Incidence Specimen Processing .............................................................................................. 4­22

2) SHERIFF’S DEPARTMENT

Reimbursement of Funds, United States Marshals Service Northern District of Texas Dallas/Fort Worth Divisions Fugitive Apprehension Strike Team (DFW FAST) MOU .......................................................................... 23­29

(COURT ORDER ON FORMAL AGENDA)

3) OPERATIONS/ENGINEERING & PROJECT MANAGEMENT

Parking Policy Revisions and Proposed Rate Increases .............................. Handout

4) FIRE MARSHAL

Lifting of 90­Day Ban on Outdoor Burning........................................................ 30­32

5) INFORMATION TECHNOLOGY

New Horizons IT Training.................................................................................. 33­46

THE DECEMBER 20, 2011 & DECEMBER 27, 2011 COMMISSIONERS COURT MEETINGS HAVE BEEN CANCELED

ALL ITEMS FOR THE JANUARY 3, 2012 COMMISSIONERS COURT AGENDA, BOTH FORMAL & BRIEFING, MUST BE SUBMITTED NO LATER THAN 3:00 PM ON

WEDNESDAY, DECEMBER 14, 2011.

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6) PUBLIC WORKS

Interlocal Agreement between Dallas County and City of Mesquite (for Gus Thomasson Road from IH­30 to Oates Drive)............................................................................................ 47­56

7) JUVENILE

Youth Services Advisory Board ­ Allocation of Juror Funds ............................ 57­58

8) PURCHASING

Award Recommendation: Bid No. 2012­011­5793 Annual Contract for HVAC Systems Chemical Water Treatment and Consulting Services .................................................................... 59­61

(COURT ORDER ON FORMAL AGENDA)

9) BUDGET

a) Conference/Travel/Training Requests................................................... 62­65

b) Hiring Freeze............................................................................................. 66­67

c) New TCEQ/Dallas County Grant Agreement Contract 582­12­20270............................................................................... 68­69

(COURT ORDER ON FORMAL AGENDA)

10) INFORMATION ...................................................................................................N/A

§ Jail Population Report § Office of Budget & Evaluation ­ Reserve Balance Report­ December 7, 2011 § County Auditor – FY2011 Indigent Defense Expenditure Report (IDER) § Purchasing ­ Annual Contract Extensions § Health & Human Services ­ Updates

11) Miscellaneous, Miscellaneous Equipment, and Telecommunications Requests ......................................................................... 70­77

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12) PUBLIC COMMENTS

Speakers..................................................................................................................N/A

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Minister’s Letter of Appreciation

DATES TO REMEMBER

Christmas Holidays ­ December 26 & 27, 2011

New Year’s Day Holiday – January 2, 2012

No Commissioners Court Meeting December 20 & 27, 2011

4 DALLAS COUNTY DEPARTMENT OF HEALTH AND HUMAN SERVICES ADMINISTRATION

Zachary S. Thompson Director

TO: COMMISSIONERS COURT

FROM: Zachary Thompson, Director

DATE: December 13,2011

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SUBJECT: DEPARTMENT OF STATE HEALTH SERVICES CONTRACT #2012-040377-001, HIV - SURVEILLANCE­FEDERAL CORE WITH INCIDENCE SPECIMEN PROCESSING

BACKGROUND

The Department of State Health Services (DSHS) Contract#2012-040377-001, HIV Surveillance-Federal Core with Incidence Specimen Processing, provides active surveillance and reporting activities for human immunodeficiency virus (HIV)/acquired immunodeficiency syndrome (AIDS) for adults, pediatric HIV infections, and all AIDS cases throughout Dallas County. Reporting system registry maintenance, system evaluation, epidemiologic investigation, data analysis and confidentiality for all AIDS cases in Dallas County will also be conducted. This attachment is effective January 1, 2012 thru December 31, 2012.

OPERATIONAL IMPACT

This contract will fund six (6) full-time positions. There is no additional impact to Dallas County for this contract.

LEGAL IMPACT

The County Judge is required to sign the contract after approval by the Commissioners Court.

FINANCIAL IMPACT

This attachment provides $302,098,51 for salaries and fringe benefits, $9,836,15 for travel, $3,174,34 for supplies, $10,002 for other, and $57,683 for indirect charges, No discretionary County match is needed to supplement the salaries and fringe benefits of this grant.

STRATEGIC PLAN COMPLIANCE

Recommendations included in this briefing are consistent with the Dallas County StrategiC Plan, Vision 2: Dallas County is a health community,

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approve the Department of State Health Services Contract#2012-040377-001, HIV-Surveillance-Federal Core with Incidence Specimen Processing, and authorizes the County Judge to sign the contract and all related documents on behalf of Dallas County,

Recommended by::.."..~~~'4-.L~~~~~:::"

xc: Darryl Martin, Court Administrator Virginia Porter, County Auditor

2377 N.Stemmons Freeway Suite 644 - LB 12

n, Director

Dallas, Texas 75207-2710 Office (214) 819-2100 FAX (214) 819-2835

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DEPARTMENT OF STATE HEALTH SERVICES

This contract, number 2012-040377 (Contract), is entered into by and between the Department of State Health Services (DSHS or the Department), an agency of the State of Texas, and DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), a Government Entity, (collectively, the Parties).

1. Purpose of the Contract. DSHS agrees to purchase, and Contractor agrees to provide, services or goods to the eligible populations as described in the Program Attachments.

2. Total Amouut of the Contract and Payment Method(s). The total amount of this Contract is $382,794.00, and the payment methodes) shall be as specified in the Program Attachments.

3. Funding Obligation. This Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, budget cuts, transfer of funds between programs or health and human services agencies, amendment to the Appropriations Act, health and human services agency consolidation, or any other disruptions of current appropriated funding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.

4. Term of the Contract. This Contract begins on 0110112012 and ends on 12/3112012. DSHS has the option, in its sole discretion, to renew the Contract as provided in each Program Attachment. DSHS is not responsible for payment under this Contract before both parties have signed the Contract or before the start date of the Contract, whichever is later.

5. Authority. DSHS enters into this Contract under the authority of Health and Safety Code, Chapter 1001.

6. Documents Forming Contract. The Contract consists of the following:

a. Core Contract (this document) b. Program Attachments:

2012-040377-001 HIV Surveillance - Federal Core with Incidence Speciman Processing

c. General Provisions (Sub-recipient) d. Solicitation Document(s) (N/A), and e. Contractor's response(s) to the Solicitation Document(s) (N/A) f. Exhibits (N/ A)

Any changes made to the Contract, whether by edit or attachment, do not form part of the Contract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein.

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7. Conflicting Terms. In the event of conflicting terms among the documents forming this Contract, the order of control is first the Core Contract, then the Program Attachment(s), then the General Provisions, then the Solicitation Document, if any, and then Contractor's response to the Solicitation Document, if any.

8. Payee. The Parties agree that the following payee is entitled to receive payment for services rendered by Contractor or goods received under this Contract:

Name: DALLAS COUNTY Address: 509 MAIN ST STE 407

DALLAS, TX 75202-5717 Vendor Identification Number: 17560009056005

9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of the Parties and that there are no agreements or understandings, written or oral, between them with respect to the subject matter of this Contract, other than as set forth in this Contract.

By signing below, the Parties acknowledge that they have read the Contract and agree to its terms, and that the persons whose signatures appear below have the requisite anthority to execnte this Contract on behalf of the named party.

DEPARTMENT OF STATE HEALTH SERVICES

Signature of Authorized Official

Date

Bob Burnette, C.P.M., CTPM

Director, Client Services Contracting Unit

1100 WEST 49TH STREET AUSTIN, TEXAS 78756

(512) 458-7470

Bob.Bumette@dshs.state.tx.us

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DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT

By: _________ _ Signature

Date

Zachary Thompson, Dj ree tor Printed Name and Title

2377 N. Stemmons Frwy., Ste. 600 Address

Dallas, TX. 75207

City, State, Zip

214/819-2100 , Telephone Number

zthompson@dallascounty.org E-mail Address for Official Correspondence

BY: ~~~~~~~~~~~~~~ __ (slgnature at person authorlzed to slgn)

Clay Lewis Jenkins, County Judge

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CONTRACT NO, 2012-040377 PROGRAM ATTACHMENT NO, 001 PURCHASE ORDER NO, 0000380112

CONTRACTOR: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT

DSHS PROGRAM ID LONG NAMEIDESCRlPTION: HIV Surveillance - Federal Core with Incidence Speciman Processing

TERM: 0110112012 THRU: 12/3112012

SECTION L STATEMENT OF WORK:

Contractor shall conduct active surveillance and reporting activities for Human Immunodeficiency Virus/Acquired Immunodeficiency Syndrome (HIV/AIDS),

Contractor's Geographic Area: Dallas

Contractor shall comply with all applicable federal and state statutes and regulations, as amended, including, but not limited to:

• Chapters 81 aud 85 of the Texas Health aud Safety Code; • Relevant portions of Chapter 6A (Public Health Service) of Title 42 (The Public Health and

Welfare) of the United States Code; and • Title 25 Texas Administrative Code (TAC) Chapter 97, Subchapter F,

Contractor shall comply with all applicable state and federal standards, policies and guidelines as revised, including, but not limited to:

• The CDC Guidelines for HIV Incidence Surveillauce (Secure website provided to Contractor by CDC);

• DSHS Standards for Public Health Services, located at http://www.dshs.state.tx.us/gmb/dshsstndrds4clinicservs.pdf;

• Texas HIV Surveillance Procedure Manual; latest revision to be provided to contractor by the effective date of this Renewal Program Attachment;

• DSHS HIV / AIDS and STD Program Operating Procedures and Standards, located at http://www.dshs.state.tx.uslhivstdlpops/default.shtm;

• DSHS Program Policy "Release ofTBIHIVIAIDS and STD Data" http://www.dshs.state.tx.us/hivstdlpo!icy/security.shtm;

• Federal HIV / AIDS Security and Confidentiality guidelines, located at http://www.cdc.govlhiv/topics/surveillance/resources/guidelines/guidance/purpose.htm;

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• DSHS Program Policy NO.2011.01 "TB/HIV/STD and Viral Hepatitis Unit Confidential Information Security Policy", located at http://www.dshs.state.tx.us/hi vstd/policyl securitv. shtm; and

• DSHS Program TB/HIV ISTD and Viral Hepatitis Unit Breach of Confidentiality Response Policy" located at http://www.dshs.state.tx.us/hi vstd/policy/security. shtm.

All of the above-named documents are incorporated herein by reference and made a part of this Renewal Program Attachment.

Contractor shall perform all activities under this contract in accordance with this Renewal Program Attachment and detailed budget, as approved by DSHS. Contractor must receive advance written approval from DSHS before varying from any of these requirements, and must notify all staff working on activities of any such changes nnder this Renewal Program Attachment within forty­eight (48) hours of DSHS approval of changes.

All newly hired staff must successfully complete confidentiality and security training provided by DSHS within thirty (30) days of beginning work on thi.s Renewal Program Attachment. An employee must take an annual refresher training course on confidentiality requirements/confidential information security (ie. within one year of having taken the previous confidentiality and security course) and submit appropriate documentation to the DSHS HIV /STD Surveillance Coordinator within 10 days of completing each course.

Coutractor shall require its staff to attend training, conferences, and meetings, as directed by DSHS.

Contractor must notify the DSHS Program within forty-eight (48) hours of any personnel actions, including the details and outcome of such actions, involving project staff. A written report shall be submitted, to back up the oral report, within seventy-two (72) hours. Such personnel actions include, but are not limited to:

• counseling for misconduct regarding violations of personnel, project, state, and/or federal policies, procedures, requirements, and laws;

• terminations (voluntary or involuntary); and/or • employee grievances.

Contractor shall be responsible to DSHS for the maintenance and evaluation of an active surveillance system for HIV I AIDS cases, as detailed herein. For the purpose of this Contract Attachment, "HIV infection" and "AIDS" are as defined by the Centers for Disease Control and Prevention (CDC) of the United States Public Health Service, (MMWR.Recommendations and Reports. 1999 148(RR13); 29-31) http://www.cdc.gov/mmwr/preview/mmwrhtmllrr4813a2.htm.

Contractor shall perform the following:

1. REPORTING

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a. Verify list of key reporting sources (as provided by DSHS) in Contractors geographic area monthly (i.e. area stated herein). Contractor must conduct visits with each of these sources at least once during the term of this Renewal Program Attachment to establish and maintain communication about reporting requirements (including Incidence Surveillance) and any changes in any relevant surveillance procedures.

b. Ensure completeness of reporting to DSHS by conducting the following activities at least monthly: compare the expected number of cases to current year-to-date number of cases reported (based on the previous 5 year average over the same area); reviewing Sexually Transmitted Diseases-Management Information System (STD*MIS) bi-weekly to identify any unreported cases; and regularly reviewing surveillance systems to identify any inconsistencies or gaps in laboratory reporting. Contractor is encouraged to implement additional methods of evaluating completeness of key reporting source reporting, after first receiving DSHS approval.

c. Provide information in response to any requests from DSHS within ten (10) working days of inquiry, unless specified otherwise herein.

d. Provide DSHS with a follow-up status on all confirmatory Electronic Laboratory Reports within forty-five (45) days of receipt, and all non-confirmatory Electronic Laboratory Reports within six (6) months of receipt, by updating the LabVue access database. All follow-up reports should be designated as confIrmed or not confirmed. If confirmed, a State Number (Stateno) is required to be given and if not confirmed, a reason must be provided.

e. Conduct quarterly active case findings by contacting (by phone or in person) all HIV reporting facilities in the coverage area and collecting information necessary to complete an HIV/AIDS case report form on any newly diagnosed HIV/AIDS cases during the quarter.

f. Complete monthly activity report which accurately summarizes Contractor staff activities conducted under this Reuewal Program Attachment. These reports shall be submitted on the lOth calendar day of each month in a format provided by DSHS program.

g. Submit signed copies of Quarterly Surveillance reports to Miranda Fanning at DSHS at Miranda.fanning@dshs.state.ts.us by the 15th of the months following the end of the Quarter (April, July, October and January).

h. Collect reports of HIV and AIDS cases diagnosed and/or treated which health care providers (e.g., physicians, HIV service providers, etc.) are required to make under T AC Title 25, Part 1, Chapter 97, Subchapter F, Rule §97.l32. Contractor is responsible for collecting the reports within Contractor's geographic area as described herein.

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1. Ensure that HIV I AIDS case reports are accurate and complete, through the use ofDSHS Program's site visit auditing tool, and are submitted to DSHS Program within forty-five (45) days of receipt of the initial laboratory or morbidity report (required for all cases).

J. For each adult case of HIV or AIDS newly entered into the electronic HIV/AIDS Reporting System (eHARS), ascertain (reference Texas HIV Surveillance Procedure Manual) a completed HIV Testing and Treatment History (TTH) FOnTI from the reporting provider, if available, and complete the testing and treatment history data elements on the Adult Case Report Form (ACRF), an HIV/AIDS Case Report Addendum or other form specified by DSHS Program, to collect HIV Incidence Surveillance data elements as referenced in the CDC Guidelines for HIV Incidence Surveillance and any future revisions. (Secure website provided to Contractor by CDC.)

k. In accordance with the Texas HIV Surveillance Procedure Manual, conduct Incidence Surveillance activities in cooperation with the contracted Incidence Surveillance technical assistance provider identified by DSHS Program.

1. Collect, for DSHS, copies of those reports of pediatric HIV and AIDS cases of diagnosed andlor treated infants born exposed to HIV, and HIV -positive pregnant women diagnosed andlor treated, which health care providers (e.g., physicians, HIV service providers, etc.) and laboratories are required to make underTAC Title 25, Part I, Chapter 97, Subchapter F, Rule §97.132. Contractor is responsible for collecting the reports within Contractor's geographic area as specified herein.

m. Using the mailing address below, download and mail electronic and hard copy pediatric case reports and addendums to DSHS Program weekly by Friday close of business (unless prior arrangements have been made with DSHS Program, in writing).

n. In accordance with TAC Title 25, Part 1, Chapter 97, Subchapter F, Rule §97.133(1)(G), Contractor must complete reports within forty-five (45) days of the child's birth pertaining to enhanced perinatal HIV surveillance, using the form provided by DSHS.

o. Supply DSHS with a copy of each job description for which a portion or all of the salary is paid under this Renewal Program Attachment, and do so within thirty (30) days of the effective date of this Renewal Program Attachment.

p. Submit complete and accurate travel support documentation to DSHS when submitting vouchers for reimbursement. Support documentation shall list the employee who traveled, date of travel, purpose of travel, and a breakdown of the costs associated with the travel.

q. Complete quarterly security checklist provided by DSHS, by the deadline given.

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r. Provide at least one surveillance staff person to participate in standing monthly HIV Surveillance conference calls held by DSHS.

s. All funded surveillance staff will participate in the three (3) day annual HIV Surveillance workshop, to be held during the Fall of this Renewal Program Attachment term.

1. REGISTRY MAINTENANCE

a. Maintain a case file on all confirmed and suspected adult cases of HIV and AIDS diagnosed and/or treated within Contractor's geographic area, as specified herein.

b. Maintain a case file on all confirmed and suspected cases of pediatric HIV and AIDS, infants born exposed to HIV, and HIV -positive pregnant women diagnosed and/or t.reated within Contractor's geographic area, as specified herein.

c. Follow-up on perinatal HIV exposed cases (reference Texas HIV Surveillance Procedure Manual) every six (6) months until each case has met the CDC surveillance definition of presumptively or definitely infected or uninfected, and update pediatric case report forms and !-IARS database in a timely manner (reference Texas HIV Surveillance Procedure Manual).

d. Review every collected pediatric HIV case, at least once by August 31, 2012 to identify AIDS-defining conditions and update registry (reference Texas HIV Surveillance Procedure Manual).

e. Abstract medical charts for pediatric case reports both at the birth hospital and at the mother's and infant's health provider's offices. Maintain an electronic list of negative Polymerase Chain Reaction (PCR) tests for infants, to include name of laboratory and doctor ordering the test, and maintain copies of all reporting laboratory test results for pediatric cases. Assist DSHS staff, as directed, in the development of prevention plans and the implementation of prevention activities to reduce the perinatal transmission of HIV.

f. Abstract medical charts for all adult HIV cases at eligible facility of diagnosis and/or facility of care within the Contractor's geographic area after initial HIV diagnosis and transition to AIDS.

Mailing Address: STANLEY SEE EPIDEMIOLOGY AND SURVEILLANCE BRANCH; MCI873 TEXAS DEPARTMENT OF STATE HEALTH SERVICES PO BOX 149347 AUSTIN. 78714-9347

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2. SYSTEM EV ALUA TION

a. Review and provide appropriate follow-up as described in this Renewal Program Attachment on all suspected HIV/AIDS cases identified by DSHS Program's alternate record review systems [e.g. Sexually Transmitted Disease Management Information System (STD*MIS) Tuberculosis Registry, etc.] in order to enhance case ascertainment (reference Texas HIV Surveillance Procedure Manual) and evaluate the effectiveness of local surveillauce efforts.

b. Track reporting by local sources (e.g. local health departments, private physicians, etc.) in order to monitor the level of compliance with federal and state legal reporting requirements and level of case ascertainment (Texas HIV Surveillance Procedure Manual).

c. Conduct presclibed weekly, monthly, quarterly and annual analyses (reference Texas HIV Surveillance Procedure Manual) to monitor trends in the data and evaluate data quality utilizing eHARS.

3. EPIDEMIOLOGIC INVESTIGATIONS

a. Initiate epidemiologic investigations on newly reported cases of public health importance (reference Texas HIV Surveillance Procedure Manual), within three (3) business days of receipt of case report, through contact with appropriate health care provider and a review of patients' medical records.

b. Perform a determination of the need for public health follow-up on all HIV -positive test results within three (3) business days of receipt of the test results. If no clear determination can be made within the three (3) business days, the HIV test results should be sent to a Disease Intervention Specialist (DIS) for investigation (as referenced in the Texas HIV Surveillance Procedure Manual).

c. Perform continuous epidemiological follow-up on all cases missing key pieces of information (as described in the HIV Surveillance Procedures Manual).

d. Assist DSHS Program with other epidemiologic investigations as directed by DSHS Program. Adhere to all deadlines set hy DSHS for other epidemiologic investigations.

4. INCIDENCE SPECIMEN PROCESSING

a. Contractor shall assume responsibility for packaging and shipping of remnant mv positive specimens for the Dallas County Health Department Contractor shall follow the shipping guidelines found on the secure website to which the contractor has been given

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access at http://www2a.cdc.govlhicsb/docs/Specimen Transport Guidance.doc. Contractor will ship the specimens to the New York State Department of Health Wadsworth Center (NYSDOH), or other location designated by DSHS, for incidence testing.

b. Contractor shall assume responsibility for packaging and shipping of remnant HIV positive specimens for laboratories located within the Dallas County Metropolitan area, following a schedule to be provided by DSHS.

c. Contractor shall comply with all applicable policies adopted by DSHS and CDC, as revised, including, but not limited to the CDC Guidelines for HIV Incidence Surveillance (Secure website provided to Contractor by CDC).

d. The activities required to carry out these projects are detailed in the DSHS grant application, National HIVIAIDS Surveillance Program Announcement 04017, dated July 31, 2007, as awarded by CDC. A copy of each document has been provided to Contractor and is made a part hereof.

e. Prior to permitting personnel to handle biological specimens, Contractor is required to ensure that such personnel have successfully complete a training program regarding universal precautions in the handling of body fluids containing blood borne pathogens within the past twelve (12) months (and personnel who handle biological specimens must re-take the course before more thau twelve (12) months have lapsed since the last time they took the course). The trammg program is available online at http://www.osha.gov/pls/oshaweb/owadisp.show document?p table-STANDARDS&p id-10051.

f. Contractor will have in place a procedure for providing prophylaxis to workers exposed to infectious materials during work activities that incorporates the most recent version of the Updated U.S. Public Health Service Guidelines for the Management of Occupational Exposures to HIV and Recommendations for. Post-Exposure Prophylaxis, MMWR, September 30,2005/ 54(RR09); 1-17.

g. Contractor shall submit to DSHS Program a certificate that documents the employee's completion of training regarding the safe shipping of biohazardous materials within the past twelve (12) months. This submission must be prior to allowing these personnel to package and ship specimens. The contractor shall require personnel who package and ship specimens to take refresher training before more than twelve (12) months have lapsed since the last time they took the training.

h. Contractor shall maintain the DSHS-approved system for accurately tracking annual refresher training for any and all personnel that pack and ship biological specimens under this Renewal Program Attachment. All newly hired staff must receive this training within thirty (30) days of beginning work on this Renewal Program

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Attachment. Employees will also receive the refresher training if it has been more than 12 months since the last training was received. Verification of training documentation must be submitted to the TBIHIV/STD Surveillance Incidence Coordinator within 5 business days after training as been completed.

Contractor shall designate, from its staff, a Local Responsible Party (LRP) who has the overall responsibility for ensuring the security of the HIV/STD confidential information maintained by Contractor as part of activities under this Renewal Program Attachment.

• The LRP will ensure that appropriate policies/procedures are in place for handling confidential information, for the release of confidential HIV /STD data, and for the rapid response to snspected breaches of protocol and/or confidentiality. These policies and procedures must comply with DSHS policies and procedure (Contractor may choose to adopt those DSHS policies and procedures as its own).

• The LRP must ensure that security policies are reviewed periodically for efficacy, and that the Contractor monitors evolving technology (e.g. new methods hackers are using to illegally access confidential data; new technologies for keeping confidential data protected from hacking) on an on-going basis to ensure that the program's data remain as secure as possible.

• The LRP must approve any Contractor staff requiring access to HIV /STD confidential information. LRP will grant authorization to Contractor staff who have a work -related need (i.e. work under this Renewal Program Attachment) to view HIV/STD confidential information.

• The LRP must maintain a list of authorized Contractor staff persons who have been granted permission to view and work with HIV/STD confidential information. The LRP will review the authorized user list ten (10) days from the effective date of this Renewal Program Attachment to ensure it is current. All Contractor staff with access to confidential information will have a signed copy of a confidentiality agreement on file and it be updated once during the term of this Renewal Program Attachment.

• The LRP will ensure that all Contractor staff with access to confidential information will be trained on security policies and procedures before access to confidential information is granted and that this training will be renewed once during the term of this Renewal Program Attachment.

• The LRP will thoroughly and quickly investigate all suspected breaches of confidentiality in consultation with the DSHS LRP, all in compliance with the DSHS Program Policy TB/HIV /STD and Viral Hepatitis Breach of Confidentiality Response Policy" http://www.dshs.state.tx.us/hivstd/policy/security.shtm.

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DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financial shortfalls. DSHS Program will monitor Contractor's expenditures on a quarterly basis. If expenditures are below the contracted amount, Contractor's budget may be subject to a decrease for the remainder of the Attachment term. Vacant positions existing after ninety (90) days may result in a decrease in funds.

SECTION 11. PERFORMANCE MEASURES:

The following performance measures will be used to assess, in part, Contractor's effectiveness in providing the services described in this contract Attachment, without waiving the enforceability of any of the other terms of the contract.

Contractor shall: 1. Participate in actlVltleS related to HIV Incidence Surveillauce (HIS) in public health

laboratories operating within Texas. Specifically, on a statewide basis, Contractor shall:

a. Assist local public health laboratOlies, as directed by DSHS and according to the designated schedule, in developing procedures to label, pack and ship HIV -positive specimens to the DSHS-approved lab for testing relating to HIS. Contractor's responsibilities include on-site training and/or technical assistance as necessary at these labs and, for some laboratories as determined by DSHS, the Contractor will pick-up specimens, aliquot (take a sample) into new vials, label vials and pack/ship specimens to the DSHS specified lab; and

b. Provide designated DSHS Program personnel with specimen identification numbers and shipment information for shipped specimens within twenty-four (24) hours of shipment. Contractor shall send the information via an encrypted, password-protected file uploaded onto a secured network, as instructed by DSHS Program.

2. Diligently work to ensure that all new disease reports received by Contractor are entered into the Electronic HIVI AIDS Reporting System within 30 days of completion of a Case Report Form. (This measure is only applicable to Austin, Dallas and San Antonio). If data indicates that less than ninety percent (90%) all new disease reports received by Contractor are entered into the Electronic HIV/AIDS Reporting System within 30 days of completion of a Case Report Form, DSHS may (at its sole discretion) require additional measures be taken by Contractor to improve that percentage. In that scenario, Contractor must follow those additional measures, aud do so according to the timetable mandated by DSHS.

3. Diligently work to ensure that transfer of all collected HIV IAIDS case information, including but not limited to Adult Case Report Forms, Pediatric Case Report Forms, and laboratory results received locally, to DSHS Program weekly by the close of business each Friday. Contractor may send a written request to DSHS Program to extend the timetable for transferring data, which must be received in advance of the deadline at issue. Any such agreement shall be in writing and signed by both parties.

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4. Diligently work to ensure that each HIV I AIDS case report reflects the following: I) the patient was informed of HIV status; 2) partner services were discussed and offered, if appropriate; and 3) referrals for appropriate additional services (eg. HIV services, other medical care, substance abuse services) were made. If data indicates that this requirement is being met less than ninety pereeut (90%) of the time, DSHS may (at its sole discretion) require additional measures to be taken by Contractor to improve that percentage. In that scenario, Contractor must follow those additional measures, and do so according to the timetable mandated by DSHS.

5. Diligently work to provide complete and legitimate information for the following seven (7) data elements for each HIV/AIDS case report: I) Legal name; 2) Race/ethnicity; 3) Sex; 4) Facility of Diagnosis; 5) Date of Diagnosis; 6) residence at diagnosis; and 7) Vital status (ie. alive or deceased). If data indicates that this requirement is being met less than ninety percent-seven (97%) of the time, DSHS may (at its sole discretion) require additional measures be taken by Contractor to improve that percentage. In that scenario, Contractor must follow those additional measures, and do so according to the timetable mandated by DSHS.

6. Diligently work determiue the need for public health follow-up will be made within three (3) business days of the receipt of the test results. If no clear determination can be made withiu the three (3) business days, the HIV test results must be sent to a Disease Intervention Specialist (DIS) for investigation. If data indicates that this requirement is being met less than ninety-five percent (95%) of the time, DSHS may (at its sole discretion) require additional measures be taken by Contractor to improve that percentage. In that scenario, Contractor must follow those additional measures, and do so according to the timetable mandated by DSHS.

7. Diligently work to ensure that the newly reported adult HIV I AIDS cases had at least one valid answer for all of the following six data elements: I) Testing and Treatment History (TTH) date of first positive year is valid and earlier than eHARS diagnosis date; 2) ever tested negative is Yes or No; 3) number of negative tests in 24 months before first positive is not blank, Refused or Unknown; 4) TfH date oflast negative HIV test year is valid; 5) ever taken ARV is Yes or No; and 6) ARV use dates are valid. If data indicates that this requirement is being met less than eighty-five percent (85%) of the time, DSHS may (at its sole discretion) require additional measures be taken by Contractor to improve that percentage. In that scenario, Contractor must follow those additional measures, and do so according to the timetable mandated by DSHS.

SECTION ill. SOLICITATION DOCUMENT:

Exempt - Governmental

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SECTION N. RENEWALS:

N/A

SECTION V. PAYMENT METHOD:

Cost Reimbursement. Funding is further detailed in the attached Categorical Budget and, if applicable, Equipment List.

SECTION VI. BILLING INSTRUCTIONS:

Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) and acceptable supporting documentation for travel reimbursement of the required services/deliverables. Supporting documentation shall indicate name of traveler, date of travel, purpose of travel, and a breakdown of the costs associated with the travel. Vouchers and supporting documentation should be mailed or submitted by fax or electronic mail to the addresses/number below.

Claims Processing Unit, Mail Code 1940 Department of State Health Services

1100 West 49'h Street PO BOX 149347

Austin, Texas 78714-9347

The fax number for submitting State of Texas Purchase Voucher (Form B-13) to the Claims Processing Unit is (512) 458-7442. The email addressisinvoices@dshs.state.tx.us.

SECTION VII. BUDGET:

SOURCE OF FUNDS:

SECTION vrn. SPECIAL PROVISIONS:

General Provisions, ARTICLE I COMPLIANCE AND REPORTING, Section 1.07 Statutes and Standards of General Applicability, is amended to include the following:

Contractor, as a subrccipient of federal grant funds, is prohibited from texting while driving a federal government owned vehicle and from texting while using government furnished electronic equipment while driving any vehicle, including any privately owned or governmental owned vehicle. "Texting" means reading from or entering data into any handheld or other electronic device, including SMS texting, e-mailing, instant messaging,

ATTACHMENT - Page 11

1 8

obtaining navigational information, or engaging in any other form of electronic data retrieval or electronic data communication. "Driving" means operating a motor vehicle on an active roadway with the motor running, includiug while temporarily stationary due to traffic, a traffic light, stop sign or otherwise. "Driving" does not include operating a motor vehicle with or without the motor running when one has pulled over to the side of, or off, an active roadway and has halted in a location where one can safely remain stationary. "Government furnished electronic eqnipment" means any electronic equipment that may be used for texting and for which any payment is made, in part or in whole, under this Renewal Program Attachment. The Contractor is responsible for ensuring its employees are aware of this prohibition and adhere to this prohibition.

General Provisions ARTICLE VII, Section 7.02 Department Access to PHI and Other Confidential Information, is revised to include the following:

DSHS shall have timely access to a client or patient record in the possession of Contractor, or any subcontractor, under authority of the Texas Health and Safety Code, Chapters 81 and 85, and the Medical Practice Act, Texas Occupations Code, Chapter 159. In such cases, DSHS shall keep confidential any information obtained from the client or patient record, as required by the Texas Health and Safety Code, Chapter 81, and Texas Occupations Code, Chapter 159.

General Provisions ARTICLE VII, Section 7.03 Exchange of Client-Identifying is hereby revised to include the following:

Neither Contractor, nor any subcontractor, shall transfer a client or patient record through any means, including electronically, to another entity or person, or subcontractor without written consent from the client or patient, or someone authorized to act on his or her behalf; however, DSHS may require Contractor, or any subcontractor, to timely transfer a client or patient record to DSHS if the transfer is necessary to protect either the confidentiality of the record or the health and welfare of the client or patient.

General Provisions, ARTICLE VIII, RECORDS RETENTION IS revised to include the following:

All records pertaining to this Program Attachment shall be retained by Contractor and made timely available to DSHS, the Comptroller General of the United States, the Texas State Auditor, or any of their authorized representatives, and in accordance with DSHS's General Provisions.

General Provisions, Article XIII. General Terms, Section 13.15 Amendment, is amended to include the following:

ATTACHMENT - Page 12

1 9

Contractor must submit all amendment and revision requests in writing to the Division Contract Management Unit at least ninety (90) days prior to the end of the term of this Renewal Program Attachment.

ATTACHMENT Page 13

20

2012-040377-001

Categorical Budget:

PERSONNEL

FRINGE BENEFITS

TRAVEL

EQUIPMENT

SUPPLIES

CONTRACTUAL

OTHER

TOTAL DIRECT CHARGES

INDIRECT CHARGES

TOTAL

DSHSSHARE·

CONTRACTOR SHARE

OTHER MATCH

Total reimbursements will not exceed $382,794.00

$211,266.36

$90,832.15

$9,836.15

$0.00

$3,174.34

$0.00

$10,002.00

$325,111.00

$57,683.00

$382,794.00

... $3821794.00

$0.00

$0;00

Financial status reports are due: 04/30/2012,07/31/2012, 10/31/2012, 03/01/2013

The budgeted indirect cost amount is based an indirect cost rate agreement approved by a Federal cognizant agency or a state single audit-coordinating agency. A copy of the current approved rate agreement is on file at DSHS.

DALLAS COUNTY HEALTH AND HUMAN SERVICES HIV SURVEILLANCE - FEDERAL CORE WITH INCIDENCE SPECIMEN PROCESSING

Itemized Listing of Equipment and Other Items

ITEM No.1 CATEGORU DESCRIPTION OF ITEM [QUANtlfYT UNtt COST TOTAL COST ------- PURPOSE & JUSTIFICATION =- r::=-' _ Per50nne~ __ ~~sonnel Salaries ~ -~-_~ --- ~.1_ ~r~$ 211,266.36 -$ 211,266.36 Salary for six (6) fullwtime. employees ----~::=~~=~== __ ~ ~ t!:nn~e Benefits £,:ers~~!£fI!!g~t~_ _ _________ "L .. _ .. _~ $ ~832~ -.1 __ 90,832.15 Fringe .Benefits fOf.six l6) full~time employees __________ _

=- ~ __ E-s?:~~ --lffli~:~Upplies~- -----= - -- I _1__ 'II~--~:~~~~~: ~:~~~:~~ ~:~;~:I;;,:e~:~::::~~~oonejfem toexceed$'i99 ~~-------------__ 5 __ ---l-- SUpplies __ ... jLab Supplie~ __ . 1 $ 1.266.34 _$. 1.266.34 -Coli"ction tubes and caps _~ __ __ 6_---l-------.<:ltb~r ___ I£'ostage .. --1.. 1 1$ 1.836.00 ~ ____ 1.836.00_~dEX'S' DrylcaforShipping ____ . ___________ _

_ 172_-=L~~~~:~t=I~~\::~t Cost----------------+-+--I~ 5~:~~~~~ ~ 5~:~~~:~~ ~:::~t Cost---- ------- ===-===-==_ I ! 1 $382,794.00

N -"

22

TEXAS DEPARTMENT OF STATE HEALTH SERVICES

CERTIFICATION REGARDING LOBBYING

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE

AGREEMENTS

The undersigned certifies, to the best of his or her knowledge and belief that:

(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or an 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 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, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement

(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 undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrant'l, and contracts under grants, loans and cooperative agreements) and that all subrecipients shaH certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction waS made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less that $10,000 and not more than $100,000 for each such failure.

Signature

£Jav Jewi s Jonkjns Print Name of Authorized Individual

2012-040377 Application or Contract Number

DALLAS COUNTY HEALTH AND HUMAl'l SERVICES DEPARTMENT Organization Name

Date

CSCU # EF29-12374 - Revised 08.10.07

23

r GAL ,'is COUNTY RA1'A! ~I"I'-~

V" ''''./'1':.115 COUin

Memorandum Dallas County Sheriff's Department

DATE: December 7,2011

TO: Darryl Martin, Court Administrator

FROM: Darryl D. Thomas, Chief Financial Officer

SUBJECT: Rationale for Same Day Briefing and Court Order

Mr. Martin, we are requesting same day briefing and court order for DFW FAST MOU. Audit needs this before they will pay current expenses and if we wait the court order will not be until next year.

Thanks for your consideration! If further information is needed, please contact me at (214) 653-2765 or (214) 673-0200.

L~fj:V.· IQ I~ 'vIA. !

Darryl D. Thomas Chief Financial Officer

Date:

To:

From:

Subject:

Background

24

December 6,2011

Darryl Martin, Commissioners Court Administration

Darryl Thomas, Chief Financial Officer

Reimbursement of Funds: United States Marshals Service Northern District of Texas Dallas/Fort Worth Divisions Fugitive Apprehension Strike Team (DFW FAST) MOU

The US Marshals Service Northern District of Texas Dallas/Fort Worth Divisions Fugitive Apprehension Strike Team (DFW FAST) has made funds available to Dallas County to pay for overtime and vehicle fuel and maintenance for FY 2011. The US Marshal will reimburse Dallas County up to $32,000 in overtime funds and up to $3,500 for vehicle fuel and maintenance.

On May 29,2007, the Dallas County Commissioners Court of Dallas County, Texas ordered, adjudged, and decreed that the Dallas County Commissioners Court approved the continuation of the Dallas Sheriff's Department participation in the Dallas/Fort Worth Fugitive Apprehension Strike Team Task Force.

DFW FAST assists the Dallas County Sheriff's Department in the apprehension of dangerous and or violent criminals and other high priority cases.

October 28, 1999, Dallas County Sheriff's Department and the United States Marshals Service engaged a Memorandum of Understanding in order to establish an on-going Ad Hoc Fugitive Task Force. The Task Force periodically organized apprehension teams consisting of members from participating North Texas agencies targeting fugitives on state and federal warrants.

July 22, 2003, the Dallas County Commissioners Court approved Dallas County Sheriff's Department, as a DFW FAST participating agency, acceptance of funds from the Bureau of Justice Assistance Grant for Project Safe Neighborhood (PSN) to reduce crimes within Dallas County by arresting offenders wanted on criminal warrants and that the County Judge is authorized to sign all related documents.

25

Darryl Martin, Commissioners Court Administrator DFW FAST Memorandum of Understanding December 6, 2011 Page Two

On December 3, 2003, the Sheriffs Department adopted the Deputy US Marshal and Strike Team Officer Indoctrination as a guide and/or operating procedures for DFW FAST participating members.

In January, 2004, the United States Marshals Service for the Northern District established a full time Fugitive Task Force to target violent fugitives, The task force, known as the Dallas/Ft. Worth Fugitive Apprehension Strike Team or DFW FAST consists of Federal, State and local law enforcement authorities. The Sheriff's

Department has two deputies assigned to task force duties. Other participating Agencies include Dallas Police Department, Fort Worth Police Department, Tarrant County Police Department, Commerce Police Department, Greenville Police Department, Hunt County Sheriffs Department, Johnson County Sheriff's Department, Rhome Police Department, Texas Department of Public Safety - Special Crimes Hurst, Texas Department of Public Safety - Texas Rangers, United States Marshals Service, Department of Veteran Affairs - Office of Inspector General, Department of Housing & Urban Development, and the Social Security Administration - Office of Inspector General.

Program Overview

The Sheriff's Department would like Commissioners Court approval to seek and receive reimbursement of funds from the US Marshals Service.

DFW FAST will continue to assist Dallas County in the apprehension of dangerous and/or violent criminals and other high priority cases as designated by the Dallas Sheriff's Department.

DFW FAST is staffed with federal agents and officers representing each participating agency or department. Upon referral by the Sheriffs Department, Dallas County warrants are selected by the task force and used to identify and target violent offenders in the Northern District of Texas.

The Memorandum of Understanding (MOU) and Standard Operating Procedures serve as a guide for agencies and departments participating in DFW FAST regarding procedures, authority, training, equipment, and general duties.

As a participant of DFW FAST, the Sheriffs Department is provided with additional training and resources for Fugitive Apprehension efforts not readily afforded to

Darryl Martin DFW FAST Memorandum of Understanding November 6, 2011 Page Three

26

department members. The Sheriff's Department members, along with Strike Team Officers and US Marshals receive monthly training that includes live fire exercises and entry and arrest techniques. US Marshal Service Deputation of select Sheriff's Deputy enhances members' arrest power, extends jurisdictional authority nationwide, authorizes armed travel on airlines and affords task members access to intelligence -federal computer banks: Social Security, HUD, etc.

Impact on Operation

The Dallas County Sheriff's Department Warrant Execution Section is charged with the responsibility of serving warrants of arrests issued by the Dallas County Court System for wanted persons located within Dallas County. This agreement affords the Sheriff's Department the opportunity to pull together various resources from this multi­jurisdictional task force and improves our ability to apprehend dangerous, violent, and/or high profile criminals.

The Sheriff's Department's participation in this project augments the existing services provided by the Sheriff's Warrant Execution Section by providing the means to direct additional law enforcement personnel, training, equipment and intelligence toward the apprehension of Dallas County's known violent offenders and fugitives.

Two selected deputy sheriff's are deputized as US Marshals. This enhances the two Deputy Sheriff's arrest powers and extends jurisdictional arrest authority nationwide. US Marshal deputation allows Sheriff's Deputies armed-travel authority on airlines and access to intelligence - federal computer banks, Social Security, HUD, etc.

DFW FAST supports Dallas County Missions by participating in fugitive round ups and providing quick access to additional officers and the means to become mobilized quickly when responding to jail escapes and other high profile cases.

Legal Impact

This Memorandum of Understanding has been reviewed and approved by the Sheriff's Legal Advisor. At all times, the laws and rights goveming all peace officers are adhered to ensuring all citizens are equally protected according to the laws of the land.

Financial Impact/Considerations

There is no cost to Dallas County for the Sheriff's Department's participation in DFW FAST Task Force. Under the asset forfeiture funding rules, in order for the USMS to reimburse State and Local Agencies for overtime hours.

27

Darryl Martin, Commissioner Court Administrator DFW FAST Memorandum of Understanding December 6, 2011 Page Four

The MOU is not a commitment to staff DFW FAST full time or part time, staffing allocations and work hours will continue as they have been.

Recommendation

It is respectfully recommended that the Dallas County Commissioners Court approves the Sheriff's Department request to seek reimbursed funds from the US Marshals Services and the continuation of the Dallas County Sheriff's Department participation in

e DFW Fugitive Apprehension Strike Team of the Northern District of Texas.

, ~y L J Lt~ )~1& /J; Jo eph sta r Dite

t. Chief Deputy eneral Services Bureau

~jQ,~ Darryl Th&nas Chief Fiscal Officer

Date

u.s. Department of Juslir~ United Slates. Marshals Sc:rvlt:c:

28

JOINT LAW ENFORCEMENT OPERA nONS TASK FORCE OBLIGATION DOCUMENT Section t: Obligation Number

~.tion 2: Participating Agencies

Notification to state and local agencies of funding provided in support of 10int Law Enforcement Operations. pursuant to the Memorandum of Under sian ding (MOU) between:

DALLAS COUNTY SHERIFFS DEPARTMENT And

The United States Marshals Service (USMS) NfTexas (77)

Section 3: Period of Performance

_..!.N"O,-,V",E""M",B",E",Rc-'l,--. 2011 through SEPTEMBER 30 .20E

Section 4: Vebicle Information

Vtbldt ulSnUtv r'ueIlM»inh:DIlDc:t and Relrofillinl!

Quantity of vehicles o

Ouantity at" vehICles __ 2_

Totnl vehicle purchase SO.OO

T()lai vehicle fud/mainlennnce and retfllfir $3.500.00

~Iion S: Appropriation Data

Fiscal Year Or'Ranization Fund Pro'eel SOC Purnose Dollar Amouni

FY: 2012 5042X

FY:2012 5042X

FY: 2012 5042X

FY: 2012 5042X

FY: 2012 5042X

FY: 2012 5042X

FY: 2012 5042X

FY: 2012 5042X

DistrietlRFTF roc: Numo: TRENT TOUCHSTONE

Phone: (972) 595-5450

i Email: trent.touchstone@usdoj.gov

[Select] 2570 Vehicle

JLEOTFS 1 2607 FuelfMaintenance

(Select] 2544 Retrofit

(Select] 2650 Radios

(Select] 2100 Travel

[Select] 2523 Training

[Select] 2614 Equipment

JLEOTFS 1 2599 Overtime

Total Obligation AmOUDt:

Section 6: Contnct Information

StatelUlcull'OC:

Numc: Ruth Martinez

Phooe: (214) 653-3867

Email: nJth.martinez@daliascounty.org

Section 7: Authorization

~O.OO

$3,500.00

~O.OO

~O.OO

$0.00

$0.00

~O.OO

~32;OOlMJ0

~35,500.00

This obligation document serves as notification of funding provided to support SlatC and local IIgencies participating in Jilin! Lllw Enforcement Opcr;:&lion5 subject \ 0 the availahihl)' of funds. The United States Marshals Servlet r~ffesthe righllo f?,~ unused res~\1 funds upun complelion ofpaymellts under th!~ ohltgll\tUIl

Cenifi'alionofFuods: ~~~ ~U~ )j-j-If_

[Typed Nama and nUa] CeJ6.A..1 "0'" USMS Reprt5tnla!in

-r:::-: ,'/ II-Obligation Approval: t..t4!lJ (),

0,

AckJ10wlcdgemcnt: 11/0212011 Date

f-IJmt l!5M-6D7 ReI" OWi I

I

I

29

COURT ORDER

ORDER NO.

DATE: __ ~ __________ __

STATE OF TEXAS

COUNTY OF DALLAS

BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County, Texas, held

on the 13 day of_-"D",-e",c"e",m",b",e,,-r ___ , 2011, on the motion made by ______________ _

and seconded by ___________________ ~, the following Order was adopted:

WHEREAS, the Dallas County Commissioners Court was briefed regarding the reimbursement of expenses from the United States Marshal Service

WHEREAS, the United States Marshal Service reimburses overtime pay for Sheriff's Employees assigned to the Task Force. This year, they have extended the funds to include overtime, vehicles, fuel and maintenance.

WHEREAS, the United States Marshal Service Northern District of Texas DallaslFort Worth Divisions Fugitive Apprehension strike team (DFW FAST) has made funds available to Dallas County to pay for overtime, supplies, vehicles, fuel and equipment for personnel assisting in the DFW FAST operation.

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Court does hereby approve the reimbursement of funds from United States Marshal Service and authorizes the County Judge to sign all related documents

DONE IN OPEN COURT this the 13th day of_"'D"'e""ce"'mllb"'e"'r _______ , 2011

Clay Lewis Jenkins Dallas County Judge

Maurine Dickey Commissioner, District No. I

Mike Cantrell Commissioner, District No.2

John Wiley Price Commissioner, District No.3

Dr. Elba Garcia Commissioner, District No.4

Recommended ~~ ~ Darryl . Thomas Chief Financial Officer

DALLAS COUNTY OPERATIONS ENGINEERING & PROJECT MANAGEMENT

December 13, 2011 To: Commissioners Court From: Shannon Brown, Assistant Administrator Subject: Proposed Parking Rate Increases BACKGROUND Changes to the current parking rates for the public are requested to implement the changes approved in the FY2012 budget process to enhance parking revenue. Dallas County executed a five-year management agreement with Ace Parking after completing a competitive procurement process and negotiating additional enhancements. Specifically, two lots at the Frank Crowley complex will be adjusted to enhance public parking revenue and public rates at other locations will be adjusted. No changes are proposed for employee parking rates. The purpose of this briefing is to present the proposed rates. IMPACT ON OPERATIONS Lot B and Lot F - As a part of the FY2012 budget process, staff recommended the transition of the open Lot B, located on the south side of the Frank Crowley Courthouse, into a paid public parking lot. This location has 90 parking spaces that are currently being used by the Sheriff’s Office and various other County departments. It is not currently in competition for any of the parking revenues since it is primarily for employee parking. This open lot parking facility is in close proximity to the jail visitation area and represents a more convenient location to park, rather than the private lot across the street. This close proximity to the jail and courthouse entrances would give Dallas County a competitive advantage thereby gaining an additional share of the parking revenues in the courthouse area. A number of the Sheriff’s Department staff employees currently parking on the Lot B would be transferred to Lot F, which is located directly across the street from the Courthouse. Of the total 90 spaces, ten (10) spaces would remain reserved for short term loading and unloading activities on Lot B. The lot will operate with an automated pay station that disperses tickets to be displayed on the car dashboard. The Parking Contractor utilizes this method at several downtown lots with a 90-95% compliance rate. The Parking Contractor will monitor compliance. The current gate arms and access system will be relocated to Lot F to designate staff parking at that location (32 spaces).

The recommended new rate structure for Lot B is a follows:

Frank Crowley Lot B

Category Proposed

Rates 0 - 60 min $5.00 61 minutes+ $8.00 Evenings/Weekends $5.00

The following are recommended changes to the current schedule of public parking rates for all other locations.

George Allen/Founders Plaza

Category Current Rates

Proposed Rates

0 – 20 min $2.00 $3.00 21-40 min $4.00 $5.00 41-60 min $6.00 $7.00 61 minutes + $9.00 $10.00 Jurors $3.00 $3.00 Event Parking $2.00 $4.00 Employees Monthly $90.00 $90.00 Public Monthly $135.00 $150.00

Frank Crowley Garage C

Category Current Rates

Proposed Rates

0-30 min $2.00 $3.00 31-60 min $3.00 $4.00 61-90 min $4.00 $5.00 91 minutes + $5.00 $6.00 Jurors $3.00 $3.00 Grand Jurors No charge No chargeWeekend $2.00 $3.00 Public Monthly $85.00 $95.00

Frank Crowley Garage D

Category Current Rates

Proposed Rates

0-30 min $2.00 $3.00 31-90 min $3.00 $4.00 91 minutes + $4.00 $5.00 Jurors $3.00 $3.00 Grand Jurors No charge No chargeWeekend $2.00 $3.00 Employees Monthly $40.00 $40.00 Public Monthly $60.00 $70.00

Frank Crowley Lot F

Category Current Rates

Proposed Rates

Daily Rate $3.00 $4.00 Jurors $3.00 $3.00 Grand Jurors No charge No chargeWeekend $3.00 $3.00 Employees Monthly $30.00 $30.00 Public Monthly $50.00 $60.00

FINANCIAL IMPACT The estimated additional revenue from these proposed rate increases and changes is $807,000. RECOMMENDATION It is recommended that Frank Crowley Lot B be converted from a staff lot to a public parking lot at the rates set forth above. It is further recommended that the public parking rates for all lots and garages be adjusted as described in the tables above with all changes effective January 1, 2012.

30 Dallas County

Fire Marshal's Office 509 Main Street, Suite 310 Dallas Texas 75202

Main: 214.653.7970 Fax: 214.653.6372

Date:. December 5, 20 II

To:

From:

Dallas County Judge aud Members of the Dallas County Commissioners Court

Robert De Los Santos - Dallas County Fire Marshal

Through: Danyl Martin - Dallas County Court Administrator

Subject: Lifting of90-Day Ban on Outdoor Burning

BACKGROUND: L On September 27, 2011, the Dallas County Fire Marshal's Office requested a 90-Day Bau on

Outdoor Burning. This was approved by the Danas County Commissioners Court Order #20 ll-1639 on the same date. The Burn Ban was allowed under Chapter 352 of the Texas Local Government Code

2. This office continually monitors the Texas Forestry Service Fire Risk Levels and the Keetch­Byram Drought Index (KBDI). Under the KBD!, Danas County is currently shown to be at 316, which places our County within a minor and non-critical drought condition. The Forecast Fire Danger Map indicates moderate level. Dallas County has had significant rain over the last few weeks aud very minimal wildland type fire activity over the last month.

3. While the State of TexaB and the Texas Forestry Service remains cautious, we do not feel that the 90-Day Burn Ban is needed at this time in Dallas County. We will continue to monitor wildland fIre activity and drought conditions to provide a safe and secure environment for the citizens of Dallas County.

FINANCIAL IMPACT: None

LEGALIPOLICY: Local Government Code - Chapter 352 - Sub-Chapter D - Outdoor Burning- Section 532-081(e):

(e) An order adopted under this section expires, as applicable, on the date: (1) a determination is made under Section (b) that drought conditions no longer exist; or

(2) a determination is made by the Commissioner's Court that the circumstances identified under Subsection (c) (2) no longer exist.

STRATEGIC PLAN COMPLIANCE: Recommendations included in this briefing are consistent with the Dallas County Strategic Plan, Vision 3: Danas County is safe, secure, and prepared. This is accomplished by the reduction of wildland type [u'es within the County due to improved conditions. RECOMMENDATION: Based on the above cited conditions, we respectfully recommend that the Dallas County Commissioners Court lift the Outdoor Burn Ban that was placed in effect on September 27, 2011, under Court Order #2011-1639.

Recommended By:

Recommended By:

Administrator

Dallas County Fire Marshal's Office www.dallascounty.org

Spatial Sciences Laboratory, Texas AgriLIPE Research http://www4isLtamu.edu

http://webgis.tamu.edu/tfs/rawsd/rawsfcst.png

31 '"\l''' I Ul I

Forecast Fire Danger map

12/05/2011

'" Weather Stations

• Cities

liliiii Low _ Mod .. me

DHigh

PI,'f.iiii Very High _ ExttettJe

D No Data

IJ~~ fM Tru~ .\"\1 unlwr"H)' '1~'H"~l

12/5/2011

/~RESEARCH . ."

Spatial SCiences Lalloratory

32 t'age 'I or 1

Keetch-Byram Drought Index 12f0412011

KBDI .. 0 - 200

., 200 - 300

• 300 - 400

c= 400 - 500

--' 500 - 600

600 - 700

.. 700 - 800

DATA SOURCES: NEXRAD and NWS

http://webgis ,tamu ,edu/tfs/kbdi_ d aily/kbdicounty ,png 12/5/2011

47

December 5, 2011

MEMORANDUM

TO: Commissioners Court

THROUGH: Mike Cantrell, Commissioner District No.2

FROM: Alberta 1. Blair. P .E. Director of Public Works

II DEC -6 Pi'll: 09

SUBJECT: INTERLOCAL AGREEMENT BETWEEN DALLAS COUNTY AND CITY OF MESQUITE (For Gus Thomasson Road From IH-30 To Oates Drive)

BACKGROUND

The City of Mesquite, Texas, (City), and the County of Dallas, Texas, (County), desire to enter into an Interlocal Agreement for the purpose of reconstructing GusThomasson Road from IH-30 to Oates Drive, as further described by Exhibit "A".

This agreement may be entered into by the authority of Chapter 791 of the Texas Government Code and Chapter 251 of the Texas Transportation Code to provide authorization for local governments to

contract with each other for the perfonnance of governmental functions and services, and joint funding of road or street projects.

FINANCIAL IMPACT

City has requested and County agrees to provide funding for the reconstruction of Gus Thomasson Road, (Project), as further described in Exhibit "A" attached hereto and incorporated herein for all purposes. The Project is classified as a County Type "Boo road project.

By execution of the attached Interlocal Agreement, County agrees to reimburse City for the costs of Project construction/maintenance in an amount not to exceed $100,000, which is 50% of the estimated total project cost of $200,000, available through Road and Bridge 2 Funding Source 00105.2520.66620.0000. City further agrees that if the actual Project costs exceed the estimated total project cost, that it will be responsible for one hundred percent (100%) of the overruns.

Commissioners Court December 5, 2011 Page 2

TERM

48

The tenn of this Agreement shall be from the last date of execution of this Agreement until the completion of the Project.

STRATEGIC PLAN COMPLIANCE

Dallas County partners with the City of Mesquite and many other cities in Dallas County to implement transportation projects, which is consistent with Vision 1: Dallas County is a model interagency partner,

RECOMMENDATION

It is recommended that the County Judge be authorized and directed to execute the attached Interlocal Agreement between the City of Mesquite and the County of Dallas for the purpose of reconstructing Gus Thomasson Road from 1I-I-30 to Oates Drive. If the Commissioners Court is in agreement, a court order will be placed on the next fonnal agenda authorizing the execution of this agreement.

Approved by:

Attachments (Interlocal Agreement Between Dallas County and City of Mesquite)

STATE OF TEXAS

COUNTY OF DALLAS

§

§

49

INTERLOCAL AGREEMENT

APPROVED BY CITY COUNClL DArn 11-1-1/ AGENDA ITEM NO. ? :

BETWEEN DALLAS COUNTY AND CITY OF MESQUITE FOR GUS THOMASSON ROAD FROM IH·30 TO OATES DRIVE

The City/Town of Mesquite. Texas, hereinafter called "City". and the County of Dallas, Texas, hereinafter called "County", desire to enter into an Interlocal Agreement for the purpose of reconstructing Gus Thomasson Road from IH·30 to Oates Drive, as further described by Exhibit "A",

WHEREAS, This agreement entered into by the authority of Chapter 791 of the Texas Government Code and Chapter 251 of the Texas Transportation Code to provide authorization for local governments to contract with each oth.er for the performance of governmental functions and services, and joint funding of road or street projects.

NOW THEREFORE, THIS AGREEMENT is hereby made and entered into by City and County for the mutual consideration stated herein:

WITNESSETH

City has requested and County agrees to provide funding for the reconstruction of Gus Thomasson Road, beginning at IH·30 and ending at Oates Drive, hereinafter called the "Project", as further described in Exhibit "A" attached hereto and incorporated herein for all purposes. The Project is classified as a County Type "B" road project.

I. COUNTY'S CONTRIBUTION

County agrees to reimburse City for the costs of Project construction/maintenance in an amount not to exceed $100,000 (hereinafter called the "Not to Exceed Amount"), which is 50% of the estimated total project cost of $200,000. All expenditures by the County for the performance of these governmental functions of improving this street shall be made from current revenues available to the County of Dallas. City agrees that County will not be responsible for any amounts in excess of the Not to Exceed Amount. Payment of any expenditure or proposed expenditure for the Project by County that is in excess of the Not to Exceed Amount is at the sole determination of the County and is contingent upon Dallas County Commissioners Court prior approval.

Acceptances of City's invoices are contingent upon compliance ",;jth County's invoicing procedures. City's invoices to County shall provide complete information and documentation to substantiate City's charges. Invoice period cannot be for less than a thirty (30) day period. County may withhold any disputed amounts, but shall pay all undisputed amounts. Following

50

approval of invoices by County and by the County Auditor, County will pay City promptly, i.e., within thirty (30) days of County's approval of invoice. City agrees that a temporary delay in making payments due to County's accounting and disbursement procedures shall not place the County in default of this Agreement.

II. CITY'S CONTRIBUTION

City agrees to contribute the additional funding, which is 50% of the estimated total Project cost. City also agrees that if the actual Project costs exceed the estimated total project cost, that it will be responsible for one hundred percent (100%) of the overruns. All expenditures by the City for the performance of these governmental functions of this Project shall be made from current revenues available to the City.

III. CITY'S OBLIGATIONS

City agrees to be responsible for, including but not limited to, the following: (1) undertaking the construction management of the Project; (2) informing the public of the proposed reconstruction of the Project; (3) locating all manholes, water valves, and other utilities within the Project; (4) making or causing to be made all utility relocations or adjustments necessary for the Project at no cost to County; (5) acquiring at its own costs any right-of-way necessary to complete the Project; (6) remediation, at its own costs, of any hazardous or regulated material, or any other environmental hazard in the Project location; (7) making all payments to any contractors City hires to work on the Project; (8) contracting through formal bidding procedures to acquire the services of contractors; and (9) furnishing materials, labor, and equipment necessary to perform the Project construction.

In the event that the cost of the Project shall exceed the Not to Exceed Amount, City agrees to either reduce the scope of construction or seek additional funding to complete the Project. At the termination of the Project, City will provide County with a final cost accounting of the Project.

The City agrees that County shall have the right to enter upon the Project area dnring the Project's construction period. City agrees to furnish such police personnel as required by City for traffic control or other public safety matters at no cost to County.

IV. TERM

The term of this Agreement shall be from the last date of execution of this Agreement until the completion of the Project.

V. COUNTY AUDIT

County, its Auditor or its designated representative(s) shall have the unrestricted right to audit any and all accounting or other records regarding any funds paid or claimed under this agreement, including, but not limited to all books, records, reports, tickets, deposits, expenditures, budget or any item therein, snpporting data, computer records and programs, and Road & Bridge District ILA 1012009

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51

all items of hardware, software or firmware, or any other item utilized by the City regarding this agreement. City contracts and agrees that all records shall be kept and maintained for a period of time not less than four (4) years from the date of the termination of this Agreement. Such records shall be provided to the County in Dallas County, Texas and available for any audit at any time upon request.

The results of any audit may be furnished to City for comment. In the event that any audit shall determine that moneys are owed to County such sums are deemed to be due and payable to Dallas County, Texas within 30 days of the date of an invoice for such cost being deposited in the U. S. Mail, Certified Mail, Return Receipt Requested.

The audit provisions of this agreement shall survive the termination of this agreement until all claims brought by Dallas County, Texas are fully paid or reduced to judgment not subject to appeal.

VI. LIABILITY

The County, not waiving any rights or its sovereign immunity, agrees to the extent allowed by the Texas Torts Claim Act to be responsible for any liability or damages the County may suffer as a result of claims, demands, costs or judgments, including all reasonable attorney's fees, against the County including workers compensation claims, arising out of the performance of the County employees under this Contract, or arising from any accident, injury or damage, whatsoever, to any persou or persons, or to the property of any person(s) or corporations(s) occurring during the performance of this Contract and caused by the sole negligence of the County, its agents, officers, and/or employees.

The City, not waiving any rights or its sovereign immunity, agrees to the extent allowed by the Texas Torts Claim Act to be responsible for any liability or damages the City may suffer as a result of claims, demands, costs or judgmeuts, including all reasonable attorney's fees, against the City including workers compensation claims, arising out of the performance of the City's employees under this Contract, or arising from any accident, injury or damage, whatsoever, to any person or persons, or to the property of any person(s) or corporations(s) occurring during the performance of this Contract and caused by the sole negligence of the City, its agents, officers, and/or employees.

City and County agree that any liability or damages as stated above occurring during the performance of this Agreement caused by the joint or comparative negligence of their employees, agents and officers shall be determined in accordance with the comparative responsibility laws of the State of Texas.

VII. MISCELLANEOUS

A. Fiscal Funding. Notwithstanding anything to the contrary herein, this Agreement is expressly contingent upon the availability of County funding for each item and obligation Road & Bridge District ILA 10/2009

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contained herein. City shall have no right of action against the County as regards this Agreement, specifically including any funding by County of the Project in the event that the County is unable to fulfill its obligations under this Agreement as a result of the lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure of County to budget or authorize funding for this Agreement during the current or future fiscal years. In the event of insufficient funding, or if funds become unavailable in whole or part, the County, at its sole discretion, may provide funds from a separate source or terminate this Agreement by written notice to City at the earliest possible time prior to the end of its fiscal year.

Notwithstanding anything to the contrary herein, this Agreement is expressly contingent upon the availability of City funding for each item and obligation contained herein. County shall have no right of action against the City as regards this Agreement, specifically inclnding any funding by City of the Project in the event that the City is unable to fulfill its obligations wlder this Agreement as a result of the lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure of City to budget or authorize funding for this Agreement during the current or future fiscal years. In the event of insufficient funding, or if funds become unavailable in whole or part, the City, at its sole discretion, may provide funds from a separate source or terminate this Agreement by written notice to County at the earliest possible time prior to the end of its fiscal year.

B. Immunity and Venue. This Agreement is expressly made subject to County's Sovereign Immunity, Title 5 of the Texas Civil Practice & Remedies Code and all applicable State of Texas and Federal laws. This Agreement and all matters pertinent thereto shall be construed and enforced in accordance with the laws of the State of Texas and venue shall lie exclusively in Dallas County, Texas.

C. Not an Agent. County and City agree and acknowledge that each entity is not an agent of the other entity and that each entity is responsible for its own acts, forbearance, negligence and deeds, and for those of its agents or employees in conjunction with the performance of work covered under this agreement.

D. No Third Party Beneficiaries. The terms and provisions of this Agreement are for the benefit of the parties hereto and not for the benefit of any third party. It is the express intention of County and City that any entity other than County or City receiving services or benefits under this agreement shall be deemed an incidental beneficiary only. This Agreement is intended only to set forth the contractual right and responsibilities of the agreement parties.

E. Assignment. City may not under any circumstances assign its interest in, or rights or obligations under, this Agreement without prior written consent ofthe County.

F. Entire Agreement. This Agreement and any attachments contain the entire agreement between the parties respecting the subject matter of this Agreement and supersedes all prior and contemporaneous understandings and agreements, whether oral or in writing, between the parties respecting the subject matter of this Agreement.

G. Severability. If any term, covenant, condition or provision of this Agreement, or the application thereof to any person or circumstance, shall to any extent be held by a court of competent jurisdiction to be invalid, void or unenforceable, the remainder of the terms,

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covenants, conditions, or provisions of this Agreement, or the application thereof to any person or circumstance, shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby.

H. Waiver of Covenants or Conditions. The waiver by one party of the performance of any covenant or condition under this Agreement shall not invalidate this Agreement nor shall it be considered a waiver by it of any other covenant or condition under this Agreement.

1. Amendment. This Agreement may be amended at any time by the written agreement of the County and City. All amendments, changes, revisions, and discharges of this Agreement in whole or in part, and from time to time, shall be binding npon the parties despite any lack of legal consideration, so log as the same shall be in writing and executed by the parties thereto.

J. Notice. All notices, request, demands, and other communication under this Agreement shall be in writing and shall be deemed to have been duly given, delivered in person, or three days after mailing (certified mail postage prepaid, return receipt requested) to the respective parties as follows:

COUNTY:

Commissioner Mike Cantrell Road & Bridge District 2 District Office: 715 Rowlett Road Garland, Texas 75043 Phone: 214.589.7060 Fax: 214.589.7090

CITY: Ted Barron City Manager 1515 North Galloway Avenue Mesquite, Texas 75149 Phone: 972.216.6404 Fax: 972.216.6431

K. Binding Agreement. This Agreement has been duly executed and delivered by both parties and constitutes a legal, valid and binding obligation of the parties, their successors and permitted assigns.

1. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument.

M. Headings. The titles which are used following the number of each paragraph are only for convenience in locating various provisions of this Agreement and shall not be deemed to affect the interpretation or construction of such provision.

N. Number and Gender. Words of any gender used in this Agreement shall be held and construed to include any other gender and words in the singular shall include the plural and vice versa, unless the context clearly requires otherwise.

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O. Remedies. This agreement shall not be considered as specifying the exclusive remedy for any agreement default, but all remedies existing at law and in equity may be availed of by either party to this agreement and shall be cumulative.

P. Contingent. This Agreement is expressly subject to and contingent upon formal approval by the Dallas County Commissioners Court and by resolution of the respective City Councils.

The .:fB.wn/City of M(,)QIAi 1{ ,State of Texas, has executed the Agreement pursuant to duly authorized City Council Resolution 81.-/ -ZO II ,Minutes 1\.1/ A Dated the ldayofNo'i ,2011. I

The County of Dallas, State of Texas, has executed this agreement pursuant to Commissioners Court Order Number and passed on the __ day of , 20 II.

Executed this the Ie] day of _-'-ON:...\.LOV.u.£4-L,n'1=12"",UL-__ " 2011.

CITY/TOWN OF MESQUITE:

n City Manager

Executed this the day of ---________ , 2011.

COUNTY OF DALLAS:

BY-=~~~~~ __________ ___ CLA Y LEWIS JENKINS, COUNTY JUDGE

APP:~. ~hl" Assistant District Attorney/Civil Division

Date: (::kit III *8y law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our cHent. Other parties should not rely on this approval, and should seek review and approval by their own respective attorney(s).

Road & Bridge District ILA 10/2009

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EXHIBIT A Project Description

The City of Mesquite is reconstructing Gus Thomasson Road from IH-30 to Oates Drive in an amount not to exceed $200,000 for asphaltic pavement rehabilitation.

The project consists of removing the existing asphalt pavement from the existing roadway surface and relaying a new two-inch thick layer of hot mix asphaltic pavement along the entire limits of the project.

Gus Thomasson Road from IH-30 to Oates Drive is a Type "B" County Road and qualifies for Dallas County funding up to fifty percent (50%) of the construction cost.

Road & Bridge District ILA 10/2009

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RESOLUTION NO. 34-2011

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MESQUITE, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE AN INTERLOCAL AGREEMENT WITH DALLAS COUNTY FOR FUNDING FOR THE REMOVAL AND REPLACEMENT OF THE ASPHALT SURFACE FOR GUS THOMASSON ROAD FROM lH·30 TO OATES DRNE IN AN AMOUNT NOT TO EXCEED $100,000.00.

WHEREAS, the lnterlocal Cooperation Act, V.T.C.A., Texas Government Code, Chapter 791, provides authorization for any local government to contract with one or more local governments to perform governmental functions and services under the terms of the Act; and

WHEREAS, the City of Mesquite has requested and Dallas County has agreed to enter into an interlocal agreement regarding the removal and replacement of the asphalt surface for Gus Thomasson Road from lH-30 to Oates Drive; and

WHEREAS, Gus Thomasson Road from IH-30 to Oates Drive is classified as a Type "B" County Road and qualifies for Dallas County funding up to 50 percent of the construction cost; and

WHEREAS, Staff has established the cost to remove and replace the asphalt pavement within the project limits in an amount of $200,000.00; and

WHEREAS, Dallas County will provide an amount not to exceed $100,000.00 for their share.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MESQUITE, TEXAS:

SECTION 1. That the City Manager is hereby authorized to execute an interlocal agreement between the City of Mesquite and Dallas County for the funding for the removal and replacement of the asphalt surface for Gus Thomasson Road from lH-30 to Oates Drive in an amount not to exceed $100,000.00.

DULY RESOLVED by the City Council of the City of Mesquite, Texas on the 7th day of November, 2011.

Sonja Landi City secrdtiry

&P~V ,

~ ~~~-----------------------­, , . Smith City Attorney

Date:

To:

From:

Subject:

DALLAS COUNTY JUVENILE DEPARTMENT

57

Henry Wade Juvenile Justice Center 2600 Lone Star Drive, Box 5 Dallas, Texas

MEMORANDUM

December 13, 2011

Dallas County Commissioners Court

Dr. Terry S. Smith, Director

75212

Youth Services Advisory Board (YSAB) Allocation of Juror Funds

Background of Issue:

Dr. Terry S. Smith Director Juvenile Services

Chief Juvenile Probation Officer

The Juror Fund program began in FY1991 and allows jurors the option of donating their juror per diem back to Dallas County. Juror Fund monies designated for Juvenile Department use, are allocated to direct service

programs that focus on new or innovative approaches in assisting youth. The Youth Services Advisory Board (YSAB) is responsible for selecting and recommending recipients of Juror Fund direct services allocations for approval by the Juvenile Board and Commissioners Court.

The Juror Fund contract with Phoenix Houses of Texas, Inc. was awarded under Request For Proposals (RFP) No. 2009-067-4343, which included language to allow for the contract to be automatically renewed annually for two additional twelve-month periods, if the provider met all contractual obligations and operated an effective

program.

In addition, the Youth· Services Advisory Board (YSAB) historically has approved the allocation of Juror Funds in the amount of $5,000 per year for the purpose of funding the cost of GED testing for youth served by Dallas

County Juvenile Department.

The purpose of this briefing is to request the Commissioners Court's approval of the recommendation made by

the Youth Services Advisory Board and the Juvenile Department not to renew the Juror Fund contract with Phoenix Houses of Texas, Inc. due to poor performance in the service area of strengthening families through the

Empower Dallas Program for FY2011.

Also, to request the Comm',ss,oners Court's approval of the allocation of $6,000 in Juror Funds to defray the

costs of GED testing for youth served by the Juvenile Department, to replenish the fund balance of $25,000 for Medical Expenses / Youth Clothing, and to allocate $5,000 to Do the Write Thing, $500 Girls Group and to issue a new (RFP) for direct service programs that focus on new or innovative approaches in assisting youth.

Impact On Operations and Maintenance:

Administrative management of the Juror funded programs and projects have been facilitated by YSAB with the assistance of the Contract Services division of the Dallas County Juvenile Department

Contract Services will administer/monitor the contract and review the program and evaluate its effectiveness. Financial and programmatic audits will be conducted during the year to ensure quality programming.

To assist referred youth in becoming productive, law abiding citizens, while promoting public safety and victim restoration.

214-698-2200 Office 214-698-5508 Fax

58 Briefing Juror Fund Allocation Page 2

Invoices for GED testing will be processed upon receipt by Contract Services.

Strategic Plan Compliance:

The current recommendation is consistent with vision 3 of Dallas County's Strategic Plan; Dallas County is safe, secure, and prepared, as evidenced by the coordination of programs and services to reduce crime while allocating

resources across the County and impacting the lives of youth by empowering them to have greater educational

and vocational options.

Legal Information:

Utilization of Juror Funds for the cost of GED testing requires the approval of the Dallas County Juvenile Board and the Dallas County Commissioners Court. Previous requests to expend juror funds for this purpose were approved by each of the governing bodies.

Financial Impact / Considerations:

The FY2012 Request for proposal for non-residential services contract will be funded for a period of twelve (12) months. A total of $ 156,000 has been identified as appropriate for this program for FY2012.

The Juvenile Department staff only utilizes funds to pay invoices received for GED testing. The negotiated rate for GED testing is $65 per test and $20 per re-test. Although there is not a state mandated fee scale or a maximum amount that can be charged for testing, a poll of the local testing centers revealed that the new rates for testing ranges up to $100 and up to $30 for re-testing. If the cost is less than $5,000 the balance remains in

the Juror Fund account.

Recommendation:

It is recommended that the Dallas County Commissioners Court approve the request by the Youth Services

Advisory Board and the Dallas County Juvenile Department not to renew the contract with Phoenix Houses of Texas, Inc. for the allocated amount of $156,589. For FY2012 to allocate $156,000 to a New Program under the request for proposal process, $25,000 for medical expense/ youth clothing, $500 Girls Group, $5,000.lor Do the Write Thing, and $6,000 in Juror Funds to defray the cost of GED testing, as invoiced.

Recommended by:

Dr. Terry S. Smith, Director- _ ..

Dallas County Juvenile Department

To assist referred youth in becoming productive, law abiding citizens, while promoting public safety and victim restoration,

214-698-2200 Office 214-698-5508 Fax

59 DALLAS COUNTY PURCHASING DEPARTMENT

December 13, 201 I

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Conrt

Linda S. Boles, Purchasing Agent

Gloria McCulloch, Purchasing Contracts Supervisor

Same Day Rationale: Bid No. 2012-01 I -5793 Annual Contract for HV AC Systems Chemical Water Treatment and Consulting Services

Due to the lack of remaining Court sessions in 20 I I and to ensure that the County HV AC Systems maintain proper chemical levels, Purchasing is requesting a same day briefing and conrt order in order for a new provider to start services on December 14, 2011.

60 DALLAS COUNTY PURCHASING DEPARTMENT

December 13, 20 I I

TO: Commissioners Court

THROUGH: Linda S. Boles, Purchasing Agent

FROM: Gloria McCulloch, Purchasing Contracts Supervisor

SUBJECT: Award Recommendation: Bid No. 2012eOl I -5793 Annual Contract for HV AC Systems Chemical Water Treatment and Consulting Services

Background

On November 10, 20 I I, the Purchasing Department received and opened five responses for the aforementioned solicitation, as authorized by the Dallas Connty Commissioners Court. The purpose of this briefing is to make a recommendation of award to the lowest and best bidder meeting Dallas County minimum specification requirements.

Operational Impact

This contract provides all the water treatment chemicals necessary to maintain, test, service, and treat the HVAC systems and related equipment for thirteen (13) building locations at a fixed monthly fee for each location. The Contractor is responsible for providing a chemical treatment program that is designed and administered to ensure maximum energy efficiency and cycles of concentration in order to prevent scale formation, corrosion minimization of water systems, maintain system free sludge build-up and foam and minimum blow-down.

Due to the complexity of the systems, it is essential that the water treatment service provider have experience levels and expertise to satisfactorily service the facilities outlined in the solicitation in accordance to the bid specifications requirements. As a result, the bid specifications required service representatives assigned to the Dallas County account to have at minimum a BS degree in Chemistry, Chemical Engineering or related engineering discipline and five (5) years water treatment work experience. The documentation provided in Delta Water Technologies' (lowest bidder) bid response indicated that the primary service representative who would be assigned to our account attended Brookhaven College for three (3) years with no indication of field of study or educational discipline noted. In addition, the work experience level of the proposed service representatives are not indicated for either the primary or alternative representatives.

Chem-Aqua Inc. (second lowest bidder) took exception to Addendum No.2 and bid requirement section 4.25.6 that requires the water treatment contractor to provide all the necessary chemicals to bring chemical levels back to the proper operating conditions at no additional cost. Chema-Aqua Inc. quoted an additional cost of $58.45/per gallon when excess chemicals are used outside normal industry standards for a system being serviced under this bid.

Garratt Callahan Company (third lowest bidder) provided all of the required documentation, addendums, experience levels qualification and reference documentation with no exceptions to Dallas County minimum specification requirements. In addition, staff consulted with the vendor to ensure their understanding of the requirements and ability to service the contract as proposed.

61 As a result, Purchasing and Facilities recommends award to Garratt Callahan Company, the lowest and best bidder meeting county requirements.

Letters have been sent to Delta Water Technologies, Inc. and Chem-Aqua Inc., informing them of staffs recommendation to award the contract to the lowest and best bidder.

Financial Impact

By awarding this bid to the lowest and best bidder (Garratt Callahan Company), the projected armual cost will be $54,300.00. This represents an increase of $7,272.00 when compared to the lowest proposing firm's bid.

Strategic Plan Compliance

The recommendations included in this briefing are consistent with Dallas County Strategic Plan, Vision 2.

Recommendation

The Purchasing Department, with the concurrence of Facilities Management, recommends that Bid No. 2012-011-5793 Annual Contract for HV AC Systems Chemical Water Treatment and Consulting Services be awarded to Garratt Callahan Company (the lowest and best bidder) meeting Dallas County's minimum specification requirements.

In the essence oftime, should the Court concur with the aforementioned recommendation, a Court Order has been scheduled for today's Formal Agenda for immediate action.

/c80 "H OP~ DALLAS COUNTY

62

~~41 ~~---------------------------------------------------------------OFFICE OF BUDGET AND EVALUATION

December 7,2011

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

RyaHrown, Budget Officer

Office of Budget and Evaluation Staff

Conference/Travel/Training Requests

The following departments have requested approval for Conference/Travel/Training. The requested amounts listed are estimates. All reimbursements for hotel and meals are reimbursed according to Dallas County policy with receipts. Mileage reimbursements are reimbursed at the approved rate at the time of travel. Additional documentation is available for further reference.

Elected Officials/Departments notifying Commissioners Court of Conference/Travel/Training fund requests that do not require Commissioners Court approval under State Statues

PROBATE COURT #3 ~ Judge Miller requests approval for reimbursement in the amount of $14.50 for food. Judge Miller attended the National College of Probate Judges 2011 Fall Conference, Jekyll Island, Georgia from November 1- 5, 2011. Funding is available in the Probate Escrow Education Fund (532.4703.21667).

Elected Officials/Departments requesting Conference/Travel/Training approval for funds that have Commissioners Court authority

CRIMINAL DISTRICT COURT #5 ~ Judge Thompson requests approval for reimbursement for registration fee in the amount of $300 for the 2011 Annual Judicial Education Conference. The conference was held September 18 ~ 21, 2011. Funding is available in department's DDA (120.4405.2230).

CRIMINAL JUSTICE - requests approval for Jill Reese to attend the ACMS Court and Prosecutor Architecture Summit in Austin, Texas from December 13-14, 2011. The total estimated cost to attend is $345 (mileage - $150, botel- $120, and food- $75). Funding is required from Unallocated Reserves.

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340 (214) 653-6363 • Fax (214) 653-6517 • rlwatkins@dallasc()u~org

63

OFFICE OF INFORMATION TECHNOLOGY - requests approval for the following:

• Stanley Victrum, Mary McPhaul, and Peju Aromolaran to attend the ACMS Court and Prosecutor Architecture Summit in Austin, Texas from December 14, 2011. The total estimated cost to attend is $1,362 (airfare - $727, hotel- $350, food- $105, and ground transportation - $100). Funding is available in the Fund 195 (195.1090.4010).

• Purchase OnBase Workflow Administration training at a cost of $16,000 for the week of January 30th. This training is necessary for the continued support and deployment of OnBase as part of the Countywide imaging rollout project. Funding is available from the Office of Information Technology (Training) 195.1090.2460. Recommended by the Office of Information Technology.

o Kimberly Brown o Kimberly Thomas o DangDinh o Michelle Wilson o Kathleen Norton o Nathan Dillinger o Tamica Woodson o Dia Applewhite o Caryn Fain

• Purchase OnBase Workflow Design training at a cost of $16,000 for the week of February 20th. This training is necessary for the continued support and deployment of OnBase as part of the Countywide imaging rollout project. Funding is available from the Office of Information Technology (Training) 195.1090.2460. Recommended by the Office of Information Technology.

o Kimberly Brown o Kimberly Thomas o DangDinh o Michelle Wilson o Kathleen Norton o Nathan Dillinger o Tamica Woodson o Dia Applewhite o Caryn Fain

SHERIFF - requests approval for the following travel:

• Shyrica Wesley to attend the Calibre Press Law Enforcement Street Survival Seminar in Ft. Worth, Texas from December 13 -14, 2011. A registration fee is required in the amount of $215. A county vehicle with gas credit card will be used for transportation. Funding is available in the Education fund.

• Marlin Suell to attend the Bexar County Re-entry Council Coalition Forum from

December 14 - 15, 2011 in San Antonio, Tr;?x;; The total estimated cost to attend is $600. A county vehicle with gas credit card will be used for transportation. Funding is available in the Commissary Fund (532.3151.91046).

• Sonja King to attend the Basic Police Supervision training in Plano, Texas from December 5 - 9, 2011. The total ccst to attend is $600. A county vehicle with gas credit card will he used for transportation. Funding is available in the Commissary Fund (532.3151.91046).

• Marlin Suell to attend the TCJS meeting in Austin, Texas on December 2, 2011 in Austin, Texas. The total cost to attend is $40. A county vehicle with gas credit card will be used for transportation. Funding is available in the Commissary Fund (532.3151.91046).

• Marlin Suell to attend the Jail Advisory Committee meeting in Austin, Texas from December 6 - 7, 2011. There is no cost to attend. A county vehicle with gas credit card will be used for transportation

COMMISSIONERS COURT ADMINISTRATION· requests approval for mileage reimbursement and payment of registration fee for Darryl Martin attendance at the Texas Conference of Urban Counties Conference in Bastrop, Texas from December 7 - 9,2011. The total estimated mileage is $275 (500 miles x .55). The registration fee is $440. Funding is available within budget.

Notifving Commissioners Court of Conference/Travel/Training funds used by Grant Programs

HEALTH AND HUMAN SERVICES - requests approval for the following:

a) David DeLoney and Arnold Jistel to attend the Euthanasia class for mandatory CEU hours in Arlington, Texas on November 18, 2011. The eost to attend is $250 (registration - $125 each). A county vehicle will be used. Funding is available in Environmental Health - Training (120.5211.2460).

b) Jennifer J. Jones, Ph.D. to receive reimbursement for attending the 2011 Texas Public Health Accreditation Conference in Austin, Texas from October 11- 12, 2011. The cost to attend was $14.83 for toll fees. Funding is available in Strengthening Puhlic Health Infrastructure for Improved Health (466.8903.2460).

c) Denesha Jaggers, RN to attend the CDC National Prevention Training Center 3 Day Intensive Course in Denver, Colorado from January 9-13, 2012. There is no cost to Dallas County to attend.

d) Barbara Smith, to attend a Clinical Conference in Temple, Texas from January 31-February 1, 2012. The purpose of the conference is for obtaining clinical knowledge and CEU's necessary to maintain licensure and prescriptive authority as a FNP. There is no cost to Dallas County to attend.

e) Jesse D. Wade to attend the 2012 MRC Region IV & VI Joint Conference in New Orleans, LA from January 30 - February 1, 2012. The total estimated cost to attend is

65 $603.32 (airfare- $380, mileage - $18.32, meals - $100, ground transportation - $50, and parking - $55). Funding is available in 466.8902 - MRC.

f) Jess Wade to attend a HAM Radio Interoperability group meeting in McKinney, Texas on December 8, 2011. The total estimated cost to attend is $42 (mileage). Funding is available in 466.8725 - CRI.

g) Emily Gore to attend the Risk-Based Project Management Training in Arlington, Texas from January 10-11, 2011. The total estimated cost to attend is $28 (mileage). Funding is available in 466.8725 - CRr.

h) Stephanie Patrick to attend the Risk-Based Funding Project Management Training in Arlington, Texas from January 10 -11, 2011. The total estimated cost to attend is $28 (mileage). Funding is available in 466.8723 - PHP.

December 13, 2011

TO:

FROM:

SUBJECT:

Commissioners Court

R~rown, Budget Officer

Hiring Freeze

The Dallas County Commissioners Court authorized a "rolling 90 day hiring freeze" for the Fiscal Years 2009 through 2012. Under the "rolling 90 day hiring freeze" any position that becomes vacant must be held vacant for 90 days in addition to the normal encumbrance (paid vacation and compensatory time). Any Elected Official wishing to fill a vacant position before the end of the "rolling 90 day hiring freeze" must notify Commissioners Court of their intent to fill the position. Any Department Head wishing to fill a vacant position before the end of the "rolling 90 day hiring freeze" must receive Commissioners Court approval before they can fill the position.

For December 13, 2011 six (6) Elected Officials and one (1) Department Head desired to have their request related to the "rolling 90 day hiring freeze" be briefed to Commissioners Court.

Elected Officials notifying Commissioners Court of their intent to fill a position before the expiration of the "rolling 90 day hiring freeze".

County Clerk -- the County Clerk desires to notify Commissioners Court of their intent to fill a Process Support Supervisor, grade A, position #875 prior to the expiration of the "rolling 90 day hiring freeze". Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $11,141 in savings opportunity.

District Clerk - the District Clerk desires to notify Commissioners Court of their intent to fill the following positions prior to the expiration of the "rolling 90 day hiring freeze": a) Clerk IV, grade 8, position #4053 working in the Felony Courts; b) three Clerk II, grade 6, position #s 3690, 3648, and 3678 one working in the Civil Courts and two working in the Family Courts; c) four Clerk I, grade 5, position #s 4048, 4244, 3646, and 5259 two working in the IV-D Courts, one in the Civil Tax Court and one in the Records Division. Filling these positions before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $66,378 in savings opportunity.

Justice of the Peace 3-1- Judge Cercone desires to notify Commissioners Comt of their intent to fill a Clerk III, grade 7, position #6588 prior to the expiration of the "rolling 90 day hiring freeze" as a result of the Justice of the Peace redistricting that will be effective January 1, 2012. Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $8,956 in savings opportunity.

411 Elm Street - 3rd FloOf, Dallas Texas 75202-3340

(214) 653-6384. Fax (214) 653-6517. rwbrmyn(liIdallascounty.org

67 Justice of the Peace 3-3 - Judge Seider desires to notify Commissioners Court of their intent to fill one Clerk III, grade 7, position #6592 and two Clerk II, grade 6, position #8719 and 6920 prior to the expiration of the "rolling 90 day hiring freeze" as a result of the Justice of the Peace redistricting that will be effective January 1, 2012. Filling these positions before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $25,866 in savings opportunity.

Justice of the Peace 1-2- Judge Nash desires to notify Commissioners Court of their intent to fill a Clerk II, grade 6, position #8316 prior to the expiration of the "rolling 90 day hiring freeze". Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $8,455 in savings opportunity.

Sheriffs Office - the Training Division of the Sheriffs Office desires to notifY Commissioners Court of their intent to fill one Secretary, grade 6, position #1894 prior to the expiration of the "rolling 90 day hiring freeze". Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $8,455 in savings opportunity.

Department Heads requesting Commissioners Court approval to fill a position before the expiration of the "rolling 90 day hiring freeze".

Health and Human Services - the Health and Human Service's Department requests Commissioners Court approval for an exception to the "rolling 90 day hiring freeze" for a Clerk r, grade 5, position #2927. Filling this position before the expiration of the "rolling 90 day hiring freeze" will not cost the County as it is reimbursed by Parkland.

68

DALLAS COUNTY OFFICE OF BUDGET AND EVALUATION

DATE: December 7, 2011

TO:

THROUGH:

Commissioners Court

RyaneaWn, Budget Officer

FROM: Ronica L Watkins, Senior Budget & Policy Analyst

SUBJECT: Rationale for Same Date Briefing and Court Order

The acceptance of the contract between Dallas County and Texas Commission on Environmental Quality (TCEQ) requires that each entity include authorization from Commissioners Court with a fully executed contract by December 31, 201L A timely acceptance of the contract is essential, therefore, the referenced briefing and Court Order will be presented during December 13, 2011 Commissioners Court

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340

(214) 653-6448 • Fax (214) 653-6517 • rlwatkins@dallascounty,org

69 DALLAS COUNTY OFFICE OF BUDGET AND EVALUATION

December 7, 2011

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ry~rown, Budget Officer

Ronica L. Watkins, Assistant Budget Officer

New TCEQ/Dallas County Grant Agreement - Contract 582-12-20270 (Court Order on Formal Agenda)

BACKGROUND Dallas County has received notification of a new Grant Agreement Contract between Dallas County and the Texas Commission on Environmental Quality CTCEQ) that provides for the administration of the Low Income Vehicle Repair Assistance, Retrofit, and Accelerated Vehicle Retirement Program (LIRAP) through August 13, 2013. The new contract will allow for Dallas County to continue participating in the LIRAP and will provide funding for Fiscal Years 2012 and 2013.

The new contract maintains many of the current LIRAP requirements and includes new program guidelines that resulted from the passage of House Bill 3272 during the 82nd Texas Legislature 2011, Regular Session. The maximum statewide TCEQ obligation is $5,584,625 through August 31,2013.

A draft of the LIRAP contract was sent to all participating jurisdictions in September 2011. All comments were reviewed and appropriate revisions were made by TCEQ for the final contract.

OPERATIONAL IMPACT The LIRAP activities to be conducted by Dallas County specifically include:

• Payments necessary for repairs to bring vehicles into emissions compliance. • Payments necessary for replacement vehicles when existing vehicles are retired. • Administration of the Dallas County LIRAP program.

RECOMMENDATION The Office of Budget and Evaluation recommends the approval of the contract between Dallas Couuty and TCEQ and authorizes the County Judge to execute the contract on behalf of Dallas County.

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340 (214) 653-6448 • Fax (214) 653-6517. rlwatkins@dallascounty.org

70

December 13,2011

MISCELLANEOUS

1) HEALTH & HUMAN SERVICES - requests approval:

a) for additional services to be provided by TrustComm Trusted Networks under the current agreement with Dallas County Health & Human Services as described herein, and authorizes payment of $2,305 from the CRr grant (466:0 :05499:20 12 :0:0 :08725 :0).

(COURT ORDER ON FORMAL AGENDA)

b) for County Treasurer, Joe Wells to release payroll for the Texas Department of Housing and Community Affairs Comprehensive Energy Assistance Program, Contract No. 58090000426 for the months of January, February and March, 2012.

(COURT ORDER ON FORMAL AGENDA)

c) for the County Treasurer, Joe Wells to release payroll for the Texas Department of State Health Services Document No. 2011-037656-001, Hansen'sDisease for the months of January, February 811d March, 2012.

(COURT ORDER ON FORMAL AGENDA)

d) for the County Treasurer, Joe Wells to release payroll for the Texas Department of State Health Services Document No. 2011-037637-001, HIV Surveilla11ce-Perinatal for the months of January, February 811d March, 2012.

(COURT ORDER ON FORMAL AGENDA)

e) for the County Treasurer, Joe Wells to release payroll for the Texas Department of State Health Services Document No. 2011-035742-001, STD/HIV for the months of Ja11uary, February and March, 2012.

f) for the County Treasurer, Joe Wells to release payroll for the Texas Department of State Health Services Document No. 2011-037503-001, Tuberculosis for the months of J81mary, February a11d March 2012.

(COURT ORDER ON FORMAL AGENDA)

2) GOVERNMENTAL AFFAIRS - requests approval to file a certificate of completion for 8 hours of continuing education by Commissioner Elba Garcia.

12/13/11

71

3) ENGINEERING & PROJECT MANAGEMENT - requests approval:

a) to relocate the Resource Development Personnel Section of the Dallas County Sheriff s Department to the first floor of the Records Building prior to the expiration of their current lease on January 31, 2012. Suitable space is available. Minor construction is needed to create file areas for more secure storage. In addition, the cost to relocate this office will be needed in order to further secure records transport to the new location. This move will allow the Sheriffs Department to realize an annual savings of $38, I 84.

b) per the 4-C Rentry Court to reassign space currently designated as an attorney workroom on the 7th floor of the George 1. Allen Sr. Courthouse. This space, once established as an attorney lounge/work center through an agreement witll the Dallas Bar Association, has seen only occasional use and would better serve the 4C-ReEntry Court by being utilized as staff offices and meeting rooms. This request has been made to the Dallas Bar Association and has been approved.

4) PURCHASING - requests approval:

a) to waive the professional liability insurance requirement contained within Bid No. 2011-097-5705, Annual Contract for the Purchase and Installation of Pre-Owned Modular Furniture. The contract is utilized County-wide. The awarded firm, Bekins Moving Solution, will not provide professional services but will build products to specifications from Department/State requirements. As a result, staff (Purchasing, Facilities and HR Risk Manager) agrees that the Commercial General Liability Insurance requirement is adequate and covers the County in the event of product default.

b) to request missing documentation that was required for Bid No. 2012-008-5786 Annual Contract for Ambulance Service. The intent of this contract is to provide ambulance service to the unincorporated areas of southern Dallas County. The bid specifications require bidders to submit staff certification/license levels from Texas Department of Health and Texas Emergency Medical Services and provide the age of fleet of ambulances that will comply with Texas Department of Health requirements.

5) COMMISSIONERS COURT ADMINISTRATION - requests approval to pay outstanding invoices to HHS Applications, LLC for professional services provided as the owners representative for the Institute of Forensic Sciences project for the period March 2011 through July 201 I while the department prepared for and occupied the facility. Funding is available within the existing project budget (70030).

(COURT ORDER ON FORMAL AGENDA)

12/1311 1

72

6) TEXAS AGRILIFE EXTENSION SERVICE - requests approval to reimburse Mr. Fred D. Burrell (staff) for Professional Association dues from DDA in the amount of $100. Funding is available in the department's DDA (120.2050.2230). Recommended by the Office of Budget and Evaluation.

7) CONSTABLE, PRECINCT NO.3 - requests approval to use DDA funds for staff development in the amount of $502 (plaques) and awards luncheon in the amount of $420 for 28 staff ($15 per person policy). Funding is available in the department's DDA (120.3230.2230). Recommended by the Office of Budget and Evaluation.

8) ROAD & BRIDGE DISTRICT NO.4 - requests approval to purchase boxed Christmas meals for 26 staff in the amount of $390 ($15 per person policy). Funding is available in the department's DDA ( 105.2540.2230). Recommended by the Office of Budget and Evaluation.

9) AUTO SERVICE CENTER - requests approval to replace vehicle FD545 (2FAFP71 W87X163420), which is a 2007 Crown Victoria that was involved in an accident on 11122 and is no longer economical to repair, with vehicle CC928 (2FAFP71 W37X163390), which is a 2007 Crown Victoria that was one of the Constable Traffic tum-ins.

10) FIRE MARSHAL - requests approval to accept donated items from Sleep Experts along with Simmons Bedding Company's ComforPedic Loft brand. Items being donated include 14 sets of sheets valued at $89 each, 7 mattress pads valued at $99 each, 7 frames valued at $79 each and 7 mattresses valued at $2,149 each for a total estimated donation value of$17,535.

11) FACILITIES MANAGEMENT - requests approval:

a) to authorize reduced rate parking for Fleet Services for participants in the Troubleshooting Air Brakes and ABS Systems class. The class will be presented by the Automotive Training Authority on Tuesday, February 28, 2012 from 8:00am to 4:00pm. Fleet Services has requested a rate of $3 for each class attendee.

b) to authorize a request form from the Regional Level of the National Trial Competition, hosted by Southern Methodist University and the Texas Young Lawyers Association for courtrooms within the George Allen S1'. Courts Building. The District Courts Administration office concurs and the competition does not present any conflict. The National Trial Competition requests the following dates: Thursday, February 9, 2012 starting at 6:00pm, Friday February 10 starting at 9:00am and Saturday February 11 starting at 9:00am.

12/13/11

73

c) to adjust the funding source for the lease of forty (40) parking spaces from Walnut Hill United Methodist Church to the Facilities Management budget (120,1022,07030), These spaces are necessary to allow for the day-to-day operations of the North Dallas Government Center. The lease was approved tluough Court Order 2008-1947 on October 7,2008,

12) IT SERVICES - requests approval to provide refreshments for an IT Job Fair which was held on Saturday, December 3 at thc Bill J. Priest Building in the amount of$130, Funding is available in IT DDA 195,1090,2230,

TELECOMMUNICATIONS

Communications & Central Services - P1212004 - requests to run a 25 pair feeder cable at the records bldg from 2nd flr to basement Equipment $0,00; Installation $750,00; Recurring Cost $0.00 - Recommended

Community Supervision & Corrections-Adult Probation - D1212002 - requests 2 data drops one for computer and network printer. Equipment $0,00; Installation $400,00; Recurring Cost $0.00 - Recommended

District Attorney - requests: M1212004 - single line phone instrument for prosecutor. Equipment $43,00; Installation $0,00; Recurring Cost $0,00 - Recommended

M121200S - voice drop for multi-line phone, Equipment $76,00; Installation $200,00; Recurring Cost $0,00 - Recommended

D1212003 - data drop for new state jail position, Equipment $0,00; Installation $200,00; Recurring Cost $0,00 - Recommended

Jury Services - George Allen - M1211034 - requests a multi-line display hands free phone for manager and a multi-line display to assist judge in monitoring calls, Equipment $152,00; Installation $1),00; Recurring Cost $0,00 - Recommended

Justice of the Peace 3-3 - P1212005 - requests 16 voice drops, 35 data drops for redistricting and 14 phone instruments. Equipment $1064,00; Installation $8200,00; Recurring Cost $0,00 - Recommended - Fund 00196.0.08130.0.700004

Road & Bridge 3 - P1211016 - requests repair/replacement of damaged feeder pair cable due to rain, Equipment $285.00; Installation $1000.00; Recurring Cost $0,00 -Recommended

12/13/11

74

Sheriff - Traffic - P1211018 - requests 4 data drops, 6 voice drops and 3 multi-line phones in the multi-purpose room. Equipment $228.00; Installation $2000.00; Recurring Cost $0.00 - Recommended Fnnding Federal Forfeiture Fund

• Funding for the above requests are available from countywide department 1023, line item 7210 telecom equipment and department 1023, line item 6250 cable contract, if otherwise it will be stated in brief.

• Projects are funded by requesting department, if otherwise it will be stated in brief.

• Cell Phone funding is provided by the requesting department and is stated.

• Pagers are funded from department 1023, line item 7214.

MISCELLANEOUS EOUIPMENT

Actual invoiced amounts may deviate by up to $5 [rom the amounts listed without additional Commissioners Court Authorization.

(1) DEPARTMENT: ITEMS: ESTIMATED COST: FUNDING SOURCE: EXPENDITURE SOURCE: PROPOSED ACTION:

(2) DEPARTMENT: ITEMS: ESTIMATED COST: FUNDING SOURCE: EXPENDITURE SOURCE: PROPOSED ACTION:

12/13/11

Sheriff - Human Resources I - Imitation Oak top, metal frame table o Surplus Surplus Sheriff s Office requests approval for the above listed item to be transferred from surplus after December 16, 20 II. Recommended by the Office of Budget and Evaluation.

Sheriff - Clean Air Task Force 1- 6-Shelf, 72x36 Wooden Shelf Unit o Surplus Surplus Sheriffs Office requests approval for the above listed item to be transferred from surplus. Recommended by the Office of Budget and Evaluation.

(3) DEPARTMENT: ITEMS:

ESTIMATED COST: FlJNDING SOURCE: PROPOSED ACTION:

12113111

75

Fire Marshal 2 - Blue Sofas 1 - Blue Love Seat 1 - Box of Letter Trays 1 - Box of Clip Boards $0 Surplus Fire Marshal requests approval to transfer the above listed items from surplus to the department's inventory.

Department Fllmlh!g

Miscellaneous Equipment

December 13, 2011

Actual invoiced amounts may deviate by up to $5 from the amounts listed without additional Commissioners Court Authorization

E1'(p. Q'Y Unit Total R=Repl.

Code Rewm. Item Descriptiull Cost Cost N=New Ju~tificatiOIl

I Facilities M;!l~gem~nl Wilhin Budget 120.1022.2670 Air Compres~O! 623 623 R Needed at Frank Cr(lwley for fife system repairs

2 F~cilities Man~gcmcnt W,thin Budget 120.1022.2670 20 IndoO! Entrance Mat 59 1,180 R Needed for Ih" Supply Department to be used for aU bjdgs

3 i'acilitifs Management Within Rudgel 12(LI022.2670 16 Rubber Maid Mnpping C-Dmbo 70 1,120 R Needed for the Supply Department 10 he used for all hldgs Facilities Management Within Budget 120.1012.2670 16 Mop Bucket Combo 56 896 R Needed for the Supply Department 10 be used for all hldgs

5 Facilities Management Within Budget 120.1022.2670 1 3 Pole Breaker 988 988 R Needed 10 rr,pair a refrigelationlack al Cook Chill I) Facilities Managcmen! Within Budget 12lU022-2670 1 Je1 Swet IGI 239 239 N Needed 10 .epair Domestic/Chill waler syslems

Fire Malshnl Grant 466.2970.2011 Bunker (':<ear 1,267 1,267 N Needed 10 eql1ip Fire MHrshal Slaff

8 Fire Malsh"l Granl 466.2970.2011 4 Carbon Hood 120 480 N Needed 10 equip Fire Marsh~1 staff g Fite Mal~h~l G.a111 466.2970_2011 \0 G~\lnllet Gloves 400 4.000 N Nceried 10 eq"ip Fire M~rsh~l staff

10 Fire Mar~bl Grant 466.2970.2011 3 Rubber Boots 285 855 N Needed 10 eq\1ip Hre Mushal staff

11 Heallh & Human Services Within Budget 120.5215.2840 Zebra Thermal Barcode Label Prinler 325 325 N Needed lah·wide to print barc(lded specimcn numbers

12 Health & Human Services

13 Health & Human Services

14 Health & Human Services

15 Health & H\1man Scrvices

16 He~Jlh & HUID"n Services

17 Health & lluffi;Jn Services

IS Health & Human Services

19 Health & Hilman Service,s

20 Justice of the Pcace 1·2

21 Office of Inf".m.linn TechnQlogy

22 Office of !nfmmotion Techn"lngy 23 Office of Info,m~tinn Techn"logy

24 Office of Infnrm~tion Tecimology 25 Office oflnfmmalirJn Technology

26 Office o[ lnfmmntion Techuology 27 Office of In(nrmatinn Technology 28 Of{ke of !l1fotm~1i'Jn T~chnnlogy 29 Office of [nformation T~chm'logy

30 O[fice of Information Technology

Comprr.hr.n~ive Energy A~si~lance 466.2160.201\.8301 Mail Cart 355 355 R Giant

('omplChen~ive Encrgy A~sist'mc~

Gran!

I'\1blic Health Emergency Preparedness Grant

Public Healtll Fmugency Preparetlnes, Grant

L1HEAP Weatherization A~sistance Grant

HIV Prevention Grant

mv Prevention Grant

Section 8 i·lousing Grant

Within Budget

H~ldware Refresh

IhHlw~re Refresh

Ha.dw"fc Refrf.sh

Hardware Refresh Ha,dware Refresh

Hardw~re RerT~sh

Hardware. Refresh H~rdwatc Refresh Hardware Refresh

Hardware Refresh

466.2160.2011.8301

466.2160.2012.8723

466_2170.2012.8723

466.2590.201 1.8302

466.841 (J, 20 12.8704-

466.8410.2012.8704

467.2160.2012,8001

120A812.2090

195.92055

195.92055

195.92055

195,9]055

195.92055

195.92055 195.92055 195.92055 195.92055

195.9205.5

Wireless Desktop 5000

3M filtering Facepiece Respila(ors

Shipping Charges

Class 3 Receiver Hitch

De]] Optiplex 790 Comp\1ter

1 Dell LMitude Cou!puter

2 EJecrric 3 Hole Punch

2 Chairs

Cisco Anycnunect Mobility License

25 Dcll E6420 Laptop wi Case

15 Dell E6520 Laptop wi Case

14 Dcll Desktop Computer Dell Enhanced Laptop Computer wi Case Dell Euhanced Desktop Computer

25 Dell E·Sel'ies Docking Station wI Monitor 25 Dcll Keyboard and Mouse 7 Del! 745 Memory Upgrade

31 Surge Prolcctor

80

250

120

1,100

1,650

55 234

400

1,500

1,700

825 2,200

1,250 300 100 200

30

80

250

360

1,100

1,650

HO 468

800

37,500

25,500

1l,550

4.400

8.750 7,500 1,500 1,400

930

R

N

N

N

R R R R

N

R R R R R R

R R R

Needed to carry files ~nd paperwork

Necde.d 10 replace !.lIoken (lne - for supervisor

Needed for responder safety and health

Shipping charge for facepiece respirators

Needed to perform weatherization inspecti(lllS aud assessments

Needed rnf office use

Needed for office use

Needed to replace broke ones Needed I(J .eplace broken chairs

Needed for mobile devices to concct securely 10 County network

Needed 10 refresh hardware within the IT Depallment

Needed to refresh hardware within the IT Department

Neederl to refre~h hardware within the. IT Department Needed 1(1 refresh h~rdw3re within the IT Department

Needed to refresh hardware within the IT Department Needed 10 refresh hardware wilhiu Inc IT Dep<lrtment Neeued 10 refresh hardware within the IT Deparlment

Needed to refresh hardware within the IT Department

Needed 10 refresh hardware within the IT Depa'(menl

--.,j

(J)

31 Ortlce of 1l1formation Technology Within B\1dget

Within Blldget

Federal Forfeiture Federal FNfe;l1Jre

Federal Forfeiture Federal Forfeilure

195.1090.2095

196.2010.2730

532.2650,91002 532.2650_91002

532.209U.91OO2 532.2090.91002

Dokuwiki Softwale 1,900

180

167 159 177

1.900

180

501 317

2,478

1,389

N

N N N N R

Needed for llSe as an internal knowledge base to increase efficiency with the support of County app!kati(lns

32 Public Works

33 Sheriff· Administration 34 She,iff· Adminis!!ation 35 Sheriff - DMU 36 Shelif[· DMU

37 Sheriff - DMU

38 Sherill . Food Selvice

39 Sheriff· Mail Room

40 Sherifl- fransromtion

41 Sheriff· Vehide ('rimf, lInil

42 Sheriff - West lower

43 Shcliff Adilliniq.~tion

44 Sheriff: lnm~te Servi<rs

45 District AUomey's Office

Within Budget

Federal Forfeiture

Within Budget

Fede,aj Forfeiture

Federal f'orkilUte Within Budget

federal Forfeiture

C()mmi~sarJ

Fe<kral Forfeitmc

120.3128.2640

532.2090.91002

120.3150.2550.0.0.0.0.0

532.2640.91002

532,R620 91002 120.3142.2550

532.2650.91002

532.3151.2090_91046

Ferlem! Forfr.itme

DW Pro RoJalape

6' Closed-back tllble lhrow

2 Indoor US Flag Set 14 Chai{s with arms 1 High.volume Fax Machine with installation cost

Semi·Annual Support Agreement for Destro)it Shredder. @$400each time

Mid-Volume F~x Machine with inSlall~li()n cost

3-in-l Hand Truck Materials, labor, and installation ftl, [looTing for Intelligence and Transportation.

2 Chevrolet Tahoe 8 Stream Lile Box w/strap

8' C1osed·back table throw

Materials, parl~, jabor, hardware, shipping, ins!<!lIation, and on-site training for video equipment

11 Mid si7e Fleet Vehicles

1,389

400

1,117

325

7,500

800

1,117

325

7,500

25,500 51,00()

95 756

172 688

30,000 30,000

23,000 253,000

N

R R

N

N R N

N

R

Needed for \l~e on Hunter Ferrell Prnject

Needed for Officer Award CeremO!lies

Needed for training room and gun ,ange

Needed for OMU "nit

Tu replace !lId fax mao;-hiue

Maifllenance Contract for eqipmcnt

To replace old fax machine

Ne,eded to replace old equipment

Needed as part of Trans pori at ion project

Needed for Vehicle Clime Unit

Needed for replacement 5~fely equipmenl

Needed for Officer Award Ceremonies

Needed for jail opcralions

Needed 10 reptace old vehicles

Departme,,( Funding

Facilities M~n3geme"t Within Budgel

M1SC~n3neous Equipm~nt

lleL~mber 13, 2011

Actual ;nvOIced amounts may deviate by up to $S flOm the "mounts listed without additional Commissioners Court Anthorization

Exp. Q<y U"it Total R=Rept

Code Recom. llem Descriptio" Cost Cos, N""New

120.1022.2670 Air Comp,e'sor m ,", R

Justification

Needed~! Frnnk Crowl~y for fire <y,!en, Tepairs

---J ---J