dallas county commissioners court …e) bid no. 2007-032-2502- annual contract for purchase ofpvc...

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DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

January 16, 2007

REPORTSIRECOMMENDATIONSIREQUESTS

1) HEALTH AND HUMAN SERVICES .

PAGE NOS.

a) 2007 Comprehensive Energy Assistance Program : 5-14

b) The Department of State Health Services Document #2007-021960.Hansen's Disease, Attachment #001 : 15-23

c) Amendment to the Department of State Health Services Contract75600090562006, Attachment #14C, CPS-Bioterrorism Preparedness 24-31

d) Department of State Health Services Document #2007-021958Attachment #001, STD-HlV ; 32-45

e) Department of State Health Services Document #2007-021975'. Tuberculosis, Attachment #001 ; 45-56

2) HUMAN RESOURCES/CIVIL SERVICE

Request for Policy Exception - Lateral TransferDistrict Court Senior Staff Attorney : : : 57

3) PURCHASING

a) Cancellation of BidNo. 2006-123-2181, Contract for the Repair andReplacement of Ceramic Bath Tile and Shower Stalls at Various Locations 58-60

b) License for Vending Operations at Various· County Facilities. RFP No. 2003-068-1307 : 61-64

c) Payment of Outstanding Invoices to Kyocera Mila for Copier Services ., 65-67

d) Discretionary Exemption for EOC RegionaJ Incident Management Software {)8-69

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e) Bid No. 2007-032-2502 - Annual Contract for Purchase of PVCShowerlDeck Shoes 70-71

4) PUBLIC WORKS

a) Singleton Boulevard ProjeCt No. 91-881(Hampton road to Canada Drive) Change Order No.7 ,.., ; 72-77

(COURT ORDER ON FORMAL AGENDA)

b) .Affidavit of Rejection of Alleged Quitclaim Deed of Abandonment6018 Bexar Street, Dallas, Texas DCAD No. 000006693040000001554 Caldwel1 Avenu<:"Dallas, Texas, DCAD No. 0000015404900000 and2608 Dorris Street, Dallas, Texas, DCAD No. 00000669262000000(the Properties) , : 78-83. ,

5) ENGINEERING AND PROJECT MANAGMENT

a) Garland Government Center - Design Build Project(Proposed Change Order No.3) 84-87

b) Dallas County Plaza Redevelopment - Landscape'and IrrigationBid No. 2007-020-2443 ~:.. : : : 88-94

(COURT ORDER ON FORMAL AGENDA)

6) OFFICE OF BUDGET AND EVALUATION

a) Delete Road and Bridge District #2 Ful1-time Ground MaintenancePosition/Amend County MowinglLandscaping Contract to Include R&B#2 95-96

b) Telecom Support Staffing Request , 97-98

c) Sheriffs Office Additional DSO Staffing for Parkland Transfers Handout

d) Addition of a Public Defender to the 195th Criminal District Court 99-105

e) Fourth Truancy Court in Garland ~ : :.106-108

7) CRIMINAL JUSTICE

Texas Health Institute Grant Application .., 109-114

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8) COMMISSIONERS COURT ADMINISTRATION

a) Home Storage Policy 115-124(COURT ORDER ON FORMAL ANGENDA)

b) Secure Jail Health FaciJityPlanning ; N/A

9) ITEMS OF DISCUSSION

a) Information , , N/A• Jail Population Report .• Budget - Reserve Balance Report - January 10, 2007• County Auditor-Bid Contracts-Insurance Exceptions as of January 9,

2007• Purchasing - Rebate Check froni Office Depot• Health & :tIuman Services- HHS Updates

b) IT Steering Committee ~ NIA• Tax Office Conversion to ACT 7.0• InternetlWeb Usage Management• Project Review

a) Civil Courtsb) AIS-Incident Modulec) AIS Implementationd) JCMS (JIS Rewrite)e) Odyssey CDS (Criminal Courts)f) County Wide Receipting

• Production Review (Reference Only)

10)

11)

Miscellaneous, Travel Requests, Miscellaneous Equipment, andTelecommunications Requests ; , '" 125-134

PUBLIC COMMENTS

Speakers , NIA

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FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Min.ster's Letter. of Appreciation

Mr. Anthony Looney, Director, Customer Revenue Collections at Atmos Energy Corporation

wyiln McGregor, Senior Vice President, Human Resources, Almos Energy Corporation

Mr. Mark Johnson, President, Almos Energy Holdings

Mr. John Reddy, Chief Financial Corporation

Mr. Richard Erskine, President, Atmos Energy CQrporation

Mr. Jay Carnahan, Safety Director, Almos Energy Corporation

Kim Cocklin, Almos Energy

Terry Properties, Inc.

Mr. Jim Burke; Chairman, CEO, TXU Energy

Dates to Remember

Martin Luther King Holiday - January 15,2007

Legislative Briefing - January 19, 2007 at 9:00 a.m.

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00,,~HO'<>7 DALLAS COUN'IT~~~ DEPARTMENT OF HEALTH AND HUMAN SERVICES~ ADMINISTRATION

fJ: Of '\

ZACHARY THOMPSON, MA.Director

TO: COMMISSIONERS COURT

FROM: Zachary Thompson, Director

DATE: January 16, 2007

SUBJECT: 2007 COMPREHENSIVE ENERGY ASSISTANCE PROGRAM

BACKGROUND

Dallas County Health and Human Services (DCHHS) has administered energy related grants fromthe Texas Department of Housing and Community Affairs (TDHCA) for the Commissioners Court forthe past several years. The Comprehensive Energy Assistance Program (CEAP) is one such grant,and has been administered by DCHHS since 1993.

The Texas Department of Housing and Community Affairs (TDHCA) has notified Dallas CountyHealth and Human Services (DCHHS) of the FY2007 CEAP Contract No. 587102, providing fundsin the amount of $2,875,183.00. Contract No. 587102 is effective from January 1, 2007 toDecember 31, 2007.

FINANCIAL IMPACT

Of the $2,875,183.00 contract amount, $199,190.00 is allocated for administrative costs,$170,347.00 for case management, $1,538.00 for training-related travel, and $2,504,108.00 fordirect client services, including support services. Administration funds earned through the programmay be used to purchase special equipment and vehicles as needed to further the objectives of theprogram. There is no financial impact to Dallas County.

OPERATIONAL IMPACT

The FY2007 program will be operated essentially as the previous program with ten (10) full-timepositions and ten (10) temporary positions. Health and Human Services Department caseworkersand employees of external social services agencies will process applicants and clients inaccordance with the program guidelines and regulations. There is no operational impact to DallasCounty.

LEGAL IMPACT

There is no legal impact to Dallas County. TDHCA will execute the FY2007 CEAP Contractelectronically. The Contract requires the approval of the Commissioners Court and the electronicsignature of the County Judge.

2377 Stemmons FreewaySuite600- LB 12

Dallas, Texas 75207-2710 Office (214) 819-2101FAX (214) 819-6022

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Commissioners CourtPage 2

RECOMMENDATION

It is recommended tilat the Commissioners Court approve the FY 2007 Comprehensive EnergyAssistance Program (CEAP) Contract (No. 587102) with the Texas Department of Housing andCommunity Affairs, in the amount of $2,875,183.00, and authorize the County Judge to electronicallysign the related documents on behalf of Dallas County.

RECOMMENDED BY: ~d~4~h6~6Ct1ary Th mpson, Dire(for .

AttachmentsC: Allen Clemson, Court Administrator

Virginia porter, County AuditorRyan Brown, Budget Officer

2377 Stemmons FreewaySuite600- LB 12


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TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRSCONTRACT NUMBER: 587102 FOR THE

COMPREHENSIVE ENERGY ASSISTANCE PROGRAM (CEAP)(CFDA# 93.5681

ATTACHMENT A - BUDGET AND PERFORMANCE DOCUMENT

DEPARTMENT FINANCIAL OBLIGATIONS

$2,873,645.00$1,538.00

$2,873,645.00.$1,538.00

CEAP FUNDS CURRENTLY AVAILABLETRAINING & TECHNICAL ASSISTANCE FUNDS CURRENTLY AVAILABLE

TOTAL ANTICIPATED CEAP FUNDSTOTAL ANTICIPATED TRAIN-ING·& TECHNIGAL Ass-rET-ANC-R- -FUNDS--

BUDGET FOR AVAILABLE ALLOCATIONS

BUDGET CATEGORY

AdministrationCase ManagementDirect Services

TOTAL BUDGET

Energy CrisisCo:-PaymentElderly and DisabledHeating and Cooling SystemsDirect Services Support

TOTAL DIRECT SERVICES

FUNDS

$199,190.00$170,347.00

$2,504,108.00

$2,873,645.00

$600,986.00$600,986.00$600,986.00$575,945.00$125,205.00

$2,504,108.00

%

24.0024.0024.0023.00

5.00

100

Subrecipient's service area consists of the following Texas counties:Dallas County

Administrative costs, salaries, fringe benefits, non-training travel,equipment, supplies, audit and office space are limited to 6.00% of thecontract expenditures, excluding Training Travel costs.

Assurance 16 Activities are limited to 6.00% of the contract expendituresexcluding Training Travel costs. Direct Services Support costs arelimited to 5.00% of total Direct Services expenditures.

Subrecipient may adjust dollar amounts within the following componentsat levels not to exceed 10% of said components: Energy Crisis,Elderly/Disabled, Heating/Cooling Systems (must be a minimum 10% ofDirect Service Dollars expended). Co-Payment Percentage will beestablished by Subrecipient. Direct Services Support {may not exceed 5%of Direct Services" dollars expended).

Department's prior written approval for purchase or lease of equipmentwith an acquisition cost of $5,000 and over is required. Approval ofthis budget does not constitute prior approval for such purchases.

Funds may not be used for the purchase or improvement of land, or thepurchase, construction, or permanent improvement of any building or

facility.

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subrecipient is limited to only one bUdg~t revision request during thefirst 6 months of the Allocation Period. A second and final budgetrevision must be received by the Department on or before October 31,2007.

subrecipient shall provide outreach services under all components inthis category. Failure to do so may result in contract termination.SUbrecipient must document outreach, whether the outreach is conductedwith "Direct Service Support" funds or other funds.

Effective Date of Budget: 01/01/2007

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(2 ) is for performance of services or activities not authorized bythe LIHEAP Act, or which is not in accordance with the ~erms

of this contract;

(3 I is not reported to Department on a MonthlyFunding/Financial/Performance Report within sixty (60) daysfollowing the termination of the Al1ocatio~ Periodi or,

(4} is not incurred during the Allocation Period.

SEeTlOI'! 5. METHOD OF PAYMENT/CASH BALANCES

A. Ea~ month, Subrecipient may request an advance payment byel~tronically submitting to Department at its offices in Austin,Tr~~is County, Texas, no later than the ~ifteenth (15th) day of themoxth prior to the month for which advance payment is sought, apr~erly completed Funding Report for an amount not to exceedSU1recipient's actual cash needs for the month for which suchad~ance is sought.

·B. Suhecipient's requests for advances shall· be .limited .to the_ amountneEded and be timed to be in accordance with actual immedi~te cashre~irements of the Subrecipient in carrying out the purpose ofth3s contract. The timing and amount of cash advances shall be ascl~se as administratively feasible to the actual disbursement bythE SUbrecipient for direct program costs and the proportio~atesh~re of any allowable indirect costs. Subrecipient shall establishprocedures to minimize the ti~e elapsing between the transfer off~as from Departm~nt to Subrecipient and the disbursement_ of suchfurds by Subrecipient.

c. su1mection 5{A) notwithstanding, Department res~rvesthe right toutilize a cost reimbursement method of payment if (1) Subrecipientmaintains excessive cash balances or requests advance payments inexcess of thirty (30) days need; 12) Department identifies anyde~iciency in the internal controls or financial management systemused by Subrecipienti (3) SUbrecipient violates any of the terms ofthis contract; (4) Department's funding sources require the use ofa cost reimbursement method of payment or (5) Subrecipient owes theDepartment funds.

D. Slibrecipient shall refund, within fifteen {IS} days of Department'sre~est, any sum of money paid to Subrecipient by Department whichDepartment determines: (l) has resulted in an overpayment toSubrecipient;or (2) has not been spent strictly in-accordance withterms-of this contract. Failure to comply will result in freezingcontract funds and suspending the contract until such time as fundsowed the Department are paid. The Department may offset orwithhold any amounts otherwise owed to SUbrecipient under thiscontract against any amount owed by Subrecipient to Departmentarising under this or any other contract between the parties.

E. All funds paid to Subrecipient under this contract are paid intrust for the exclusive benefit of the eligible recipients of theComprehensive Energy Assistance Program and for allowable

-administrative, direct services support, assurance 16 activities,direct services, and training/travel expenditures.

SECTION 6. COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS

Except as expressly modified by law or ~he terms of this contract,SUbrecipient shall comply with the cost. principles and uniformadministrative requirements set forth in-the Uniform Grant and ContractManagement Standardsl T.A.C.Sec.5.l41 et seq. (the "Uniform GrantManagement Standards") provided, however, that all references therein

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SECTIO~ 9. TERMINATION AND SUSPENSION

A. De:parnent may terminate this contract, in whole or in part, at anyti=rne npartment determines that there is cause- for termination.Ca-use lor termination includes, but is not limited to,Su:bredpient's failure to comply with any term of this contract.Dejparuent shall notify Subrecipient in writing at least thirty(3 0) dys before the date of termination.

B. De:parbent may deobligate all or part of the funds provided underth.:is ontract if SUbrecipient has not expended at least 50% of thefu:nds rithin six months after the commencement of the AllocationPe riod, or if the SUbrecipient has not expended at least 70% of thefu:nds lithin nine months after conunencementof the AllocationPe rioa Subrecipient's failure to expend the funds provided underth is ontract in a timely manner may also result in either thete xmintion of this contract or S'uhrecipient' s ineligibility tore cei"V! additional funding under the Comprehensive EnergyAs sistance Program, or a reduction iIi the original ,allocation offunds to Subrecipient.

C. No thill in this Section shall be construed to limit Department'sau tho:rity to withhold payment and immediately suspend this contractif De.prtment identifies possible instances of fraud, abuse, waste,fi seal mismanagemelJ,t , or other deficiencies in SUbrecipient'spe rfonance. Suspension shall be a temporary measure pendingei ther corrective action by Subrecipient or.a -decision byDe:parben~ to tenninate this contract .

. D. No twi tlstandingany exercise by Department of its right ofterrni~tion or suspension, Subrecipient shall not be relieved ofany liability to Department for damages by virtue of any breach ofth is cmtract by Subrecipient. Department may wi thhold any paymentdue to Subrecipient until such time as the exact amount of damages.du e to Department is agreed upon or is otherwise determined.

E. DepartHmt shall not be liable for any costs incurred bySu::brecipient after termination or during suspension of thiscontract;..

SECTION ~ O. CHANGES AND AMENDMENTS

Any change in the tennsof this contract required by a change infederal or state law or regulation is automatically incorporated hereineffective on the date designated by such law or regulation. Except asotherwise specifically provided herein, any other change in the termsof this contract shall be by amendment in writing and signed by bothparties to this contract or by a Letter of Notification (LON) signed byDepart.rnent.

SECTION 11; DEPARTMENT ISSUANCES AND TEXAS ADMINISTRATIVE CODE RULES

Department :may issue policy directives and Texas Administrative CodeRules which serve to establish SUbrecipient eligibility or interpretand clarify the terms·of this contract. Any such-policy or ruledirective shall be in the form of a Policy Issuance or TexasAdministrative code Rule. An Issuance shall not alter the terms ofthis contract so as to relieve Department of any obligation ofreimbursement of an allowable cost ~ncurred by Subrecipient prior tothe effective date of the Issuance. All Issuances and Rules promulgatedby Department, whether before or after the execution of this contract,shall govern the performance of this contract until specificallyrescinded or amended by Department.

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CObtained in CEAP Issuance and will be provided py the

issuance .system.12 priority rating form.13 ~PDliance assessment information is required by CEAP Issuance

and will be provided by the issuance system.

c. su~reciDient shall maintain complete client files at all times.Costs associated with incomplete files found at the time of programmopi toring may be disallowed.

D. Suprecipient shall give th.e U.S. Department of Health and HumanSe~ices, the U.S. General Accounting Office, and Department, orany o£ their duly authorized representatives, access to and theright .to examine and copy, on or off the premises of Subrecipient,a1:}. records pertaining to this contract. Such right to accesssh~11 continue as long as the records are retained by SUbreciplent.Suprecipient agrees to maintain such records for three (3) y~ars in.an accessible location and to cooperate with any examinationco~ducted pursuant to this Subsection. Subrecipient shall includethE3 substance of'this subsection in all subcontracts. Uponte~ination of this contract, all records are property of the CEAP.

SECTION 15. PROCUREMENT STANDARDS

A. s~recipient shall develop and implement procurement procedureswh.:ich conf!?r1l'l to_ the uniform administrative requirements in Section6. subrecipient shall procure supplies, equipment, materials, orse~ices in accordance with its procurement procedures and PolicyIssuance #02-10.2. All procurement contracts, other than "smallpurchases" as defined in Policy I"ssuance #02-10.2, shall be inwr~ting and shall contain the provisions required by PolicyIssuance #02-10.2.

B. subrecipient shall ensure that its subcontractors comply with allapI?licable terms of this contract as if the performance rendered bythe subcontractor was being ' rendered by Subrecipient. Subrecipientshall inspect all subcontractors' work and shall.be responsible forensuring that it is completed in a good and workmanlike manner.

c. Materials and supplies procured by the state may be purchased bySubrecipients from state contracts without requiring additionalsolicitation. Procurement from state vendors is strongly'encouragedand in some instances may be required.

D. Subrecipient Shall include language in any subcontract thatprovides the Department the ability to directly review, monitor,and/or audit the operational and financial performance and/orrecords of work performed under this contract.

SECTION 16. REPORTING REQUIREMENTS

A. Subrecipient shall electronically submit to Department, no laterthan fifteen (15) days after the end of each month of theAllocation Period, a Funding Report of all expenditure of funds andclients served under this contract during the previous month,

B. Subrecipient shall submit to Department, no later than sixty (60)days afterth~ end of the Allocation Period, an inventory of allvehicles, tools, and equipment with a unit acquisition cost of$5,000 or more and a useful life of more than one year, ifpurchased in whole or in part with funds received under thiscontract or previous Comprehensive Energy Assistance Programcontracts. The inventory shall include the vehicles, tools,equipment, and appliances purchased with heating and cooling fvndson hand as of the last day of the Allocation Period. Subrecipient

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suc:::::h prson.

c. Su~redpient shall ensure that no employee, officer, or agent ofSu~redpient participates in the selection, award, oradr:ninittration of a. subcontract supported by funds providedhe~euner if a conflict of interest, real or apparent, would bein~ol~d. Such a conflict of interest would arise when: (1) theemI:91OJ! e, officer, or agent; (2) any member of his or her immediatefacnil~ (3) his -or her partneri or (4) any organization whichem~lo~ or is about to employ, any of the above, has a financial orot~er interest in the firm or person selected to perform thesubcol1ract.

D. Su~reapient's employees, officers, and agents shall neitherso:Lic~ nor accept gratuities, favo~s, or anything of monetaryva:Lue Irom subcontractors or potent'ial subcontractors.

SECTIO~ 20. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

No person lhallr on the grounds of race, color, religion, sex, nationalorigin, ag, handicap, political affiliation, or belief, be excludedfrom pelrt~ipation in, be denied the benefits of, be subjected todiscrimination under,· or be denied employment in the administration ofor in connction with any program or activity funded in whole or inpart wi.. th funds made available under this contract"

SECTION 2~. LEGAL AUTHORITY

. A. Subreclpient represents that it possesses the -practical ability andlegal iUthority to enter into this contract, receive and manage thefunds iUthorized by 'this contract, and to perform the servicessubrecipient has obligated itself to perform hereunder.

B. The person signing this contract on behalf of Subrecipient herebywarrants. that he/she has been duly authorized by Subrecipient toexecute this contract on behalf of Subrecipient and to bindsubrecipient to the terms herein set f-orth.

C. Departlent shall have the right to suspend or terminate thiscontra~t if there is a dispute as to the legal authority of eitherSubrec1pient, or the person signing this contract, to enter intothi..s cmtract or to render performances hereunder. should suchsuspension or termination occur, subre-cipient is liable toDepartlent for any money it has received for performance of theprovisions of this contract.

SECTION 22, DEPARTMENT/CEAP TRAINING TRAVEL

A. In order to encourage attendance by CEAP staff at Departrnentapprovui training and/or technical assistance events; theDepartnent has added a travel fund to the contract budget. Thetravel budget cannot be used as program dollars.

B. The travel funds -are to be used only for Department-approvedtraining events. subrecipient shall adhere to either its ownboard-approved- travel pol icy or the State of Texas travel policies.(Reference Policy Issuance #·95-16.3), .

C. From time to time, the Department may choose to add additionalfunds to this category for other required travel.

SECTION 23. AUDIT

A. subrecipient shall arrange for the performance of ?n annualfinancial and compliance audit of funds received and performances

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P. Subrecipient shall -procure audit services th~ough an open,competitive process at least once every four years. The auditorshall retain working papers and reports for a minimum of the fouryears after the date of issuance of the auditor's report to theSubrecipient. Audit working papers shall be made available uponreqaest to Department at the completion of the audit, as part of aqualit~ review, to resolve audit 'f~ndings, or to carry outoversight responsibilities consistent with the purposes of thisSection. Access to worRing papers includes the right to obtaincopies of working papers, as is reasonable and necessary.

SECTION 24. APPEALS PROCESS

In compliance with the LIHEAP Act, Sub recipient must provide anopportunity for a fair administrative hearing to individuals whoseapplication for assistance is denied, terminated or not acted upon in atime~Y manner, according to the Title 10, Part Ii Chapter 6, Subchapter'c, 10 TAC Sec. 5.205.

SECTION 25. POLITICAL ACTIVITY PROHIBITED

A. None of the f~ds provided under this contract shall be used forin:Eluencingthe outcome of any election, or the passage or defeatof any legislative measure. This prohibition shall not beconstrued to prevent any official or employee of Subrecipient fromfurnishing to any member of its governing body .upon request, or toany other local or state official or employee, or to any citizen,in£ormation in the hands of the employee or official not consideredunder law to be confidential information. Any action taken against'an employee or" official for supplying such infor:mation shallsubject the person initiating the action to immediate dismissalfrom employment.

E,' No funds provided under this contract may be used directly orindirectly to hire employees or in any other way fund or supportcandidates for the legislative, 'executive, or jUdicial branches ofgovernment of SUbrecipient, the State of Texas, or the governmentof the United States.

C. None of the funds provided under this contract shall be paid to anyofficial or employee who violates any of the provisions of thissection,

SECTION 26. PREVENTION OF WASTE, FRAUD, AND ABUSE

A. Subrecipientshall establish, maintain, and utilize systems andprocedures to prevent, detect, and correct waste, fraud, and abusein activities funded under this contract. The systems andprocedures shall address possible waste, fraud, and abuse bysubrecipient, its employees, recipients, vendors, subcontractorsand administering agencies. Subrecipient's internal controlsystems and all transactions and other significant events are to beclearly documented, and the documentation is. to be readilyavailable for monitoring by Department.

B. Subrecipient shall give Department complete access to all of itsrecords, employees, and agents for the purposes of anyinvestigation of the Comprehensive Energy Assistance Program.Subrecipient shall immediately notify Department of any discoveryof waste, fraud, or abuse. Subrecipient'shall fully cooperate withDepartment's efforts to detect, investigate, and prevent waste,fraud, and abuse in the Comprehensive Energy Assistance Program.

C. Subrecipient may not discriminate against any employee or otherperson who reports a violation of the terms of·this contract, or of

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SECTIO~ 33. ATTACHMENTS

The att::achments identified below.are hereby made a part of thiscontract:

(1) At::tachment A, Budget

SIGNED =.. / .. / ....

BY: ..~OT.SIGNED .DALLAE5 COUNTy DEPT. OF HUMAN SERVICES, Executive Director

BY: .. NOT.SIGNED ...•.•....Michael Gerber, Executive Director

This cCJntract is not effective unless signed by the Executive Directorof-the Department or authorized designee.

1 5DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESAdministration

ZACHARY S. THOMPSONDIRECTOR

MEMORANDUM



DATE: January 16, 2007

SUBJECT: THE DEPARTMENT OF STATE HEALTH SERVICES DOCUMENT #2007-021960,HANSEN'S DISEASE, ATTACHMENT #001

BACKGROUND

The Department of State Health Services (DSHS) Document #2007-021960, Attachment #001 (Hansen's Disease),provides for specialized public health nursing services to Hansen's Disease (HD) patients, assist local physicians inproviding quality outpatient services, provide and coordinate outreach services, patient follow-up, case-finding, performeye, hand, foot, and contract SCreens. Coordinate the HD nursing care program within the assigned areas and otherexisting health care and social agencies program that do or can provide assistance with patient folloWing-up andcoordinate patient education. This attachment is effective January 1,2007 and will expire on December 31,2007.

OPERATIONAL IMPACT

Attachment #001 of the Department of State Health Services contract continues to partially fund one (1) full-time PublicHealth Nurse II.

LEGAL IMPACT

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

FISCAL IMPACT

Attachment #001, Hansen's Disease, provides $41,906 for salaries and fringe benefits, $1,950 for travel, $223 forsupplies, $10,471 for contractual for lab testing with LabCorp, physician services with the University of TexasSouthwestern, and interpretation services with Bowne Global Solutions, and $8,741 for indirect. A discretionary Countymatch in the amount of $22,805 is needed to supplement the salaries and fringes provided by DSHS.

RECOMMENDAnON

It is respectfully recommended that the Dallas County Commissioners Court approves the Department of State HealthServices Document #2007-021960, Attachment #001 (Hansen's Disease), and authorizes the County Judge to sign thecontract on behalf of Dallas czy. ~

Recommended by: _ ~ "/i.-..Jachary hompson,

c: J. Allen Clemson, Court AdministratorVirginia Porter, County AuditorRyan Brown, Budget Officer

2377 N. Stemmons FreewaySuite 644 • LB 12

Dallas, Texas 75207·2710 Office (214) 819·2100FAX (214) 819·2107

1 6

DEPARTMENT OF STATE HEALTH SERVICES

This contract, number 2007-021960 (Contract), is entered into by and between the Departmentof State Health Services (DSHS or the Department), an agency of the State of Texas, andDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), aPublic Elitity, (collectively, the Parties).

I. 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 Amount of the Contract and Pavment Method(s). The total amount of this Contractis $63.291.00, 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 fundsbetween programs or health and human services agencies, amendment to the Appropriations Act,health and human services agency consolidation, or any other disruptions of current appropriatedfunding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.

4. Term of the Contract. This Contract begins on 0110112007 and ends on 12/3112007. DSHShas the option, in its sole discretion, to renew the Contract as provided in each ProgramAttachment. DSHS is not responsible for payment under this Contract before both parties havesigned 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 100 I.

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

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

2007-021960-001 HANSEN'S DISEASE

c. General Provisions (Sub-recipient)d. Solicitation Document(s), ande. Contractor's response(s) to the Solicitation Document(s).f. Exhibits

Any changes made to the Contract, whether by edit or attachment, do not form part of theContract 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 tenns among the documents fonning thisContract, the order of control is first the Core Contract, then the Program Attachment(s), then theGeneral Provisions, then the Solicitation Document, if any, and then Contractor's response to theSolicitation Document, if any.

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

Name: DALLAS COUNTYAddress: 407 RECORDS BLDG.

DALLAS, TX 75202Vendor Identification Number: 17560009056005

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

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By signing below, the Parties acknowledge that they have read the Contract and agree to itsterms, and that the persons whose signatures 'appear below have the requisite authority to executethis Contract on behalf ofthe named party.

DEPARTMENT OF STATE HEALTHSERVICES

DALLAS COUNTY HEALTH ANDHUMAN SERVICES DEPARTMENT

By:__-::--;---;---;---.--:::::::;:;--,---;-_Signature of Authorized Official

By:---------Signature

Date Date

Bob Burnette, C.P.M., CTPMPrinted Name and Title

Director, Client Services Contracting UnitAddress

1100 WEST 49TH STREETAUSTIN, TEXAS 78756

(512) 458-7470

City, State, Zip

Telephone Number

[email protected] Address for Official Correspondence

By:(sigmture of pers;x1 authrizEd to, s4P)

(ttrre arl Title)Jim Foster, County Judge

92648·]

19

CONTRACT NO. 2007-021960PROGRAM ATTACHMENT NO 001

PURCHASE ORDER NO. 324636

CONTRACTOR: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT

DSHS PROGRAM: HANSEN'S DISEASE

TERM: 01/01/2007 THRU: 12/31/2007

SECTION I. STATEMENT OF WORK:

Contractor shall provide oversight, coordination and management of Hansen's Disease (HD) servicesfor clients (clients are defined as every person with known or suspected Hansen's disease and theirhousehold contacts) who live in the approved counties: Collin, Cooke, Dallas, Denton, Ellis, Erath,Fannin, Grayson, Henderson, Hood, Hunt, Johnson, Kaufman, McLennan, Navarro, Palo Pinto, Parker,Rockwall, Smith, Somervell, Tarrant, Travis, Wichita, Wise.

Contractor shall perform the following activities in accordance with the current Hansen's DiseaseStandards of Care in the United States which has previously been provided to the Contractors:

I. Early identification of persons with HDa. Accept reports and referral of HD cases and suspects from any source, including

private and public physicians, laboratories, hospitals, and health care clinics;b. Collect client's medical history and health insurance information to arrange complete

HD services for all patients through the HD service site or, if the patient prefers, with aprivate physician; and

c. Screen household contacts of newly identified HD cases.

2. Client Assessmenta. Thorough client and family history of illnesses;b. Client and/or family history ofHD;c. Assessment of client/family knowledge of Hansen's disease;d. Assessment of client's and/or family's reaction to the diagnosis; (suggest switching d

and e. for better flow)e. Assessment of symptoms of the disease or disease process;f. Assessment ofHD related reaction (actual or potential) is documented on the encounter

fonn.g. Assessment of symptoms of medication toxicity each visit;h. Nerve assessment;1. Sensory testing;J. Collection of skin smears and biopsies for examination by the National Hansen's

Disease Program (NHDP) lab; andk. Classification of HD.

PROGRAM ATTACHMENT - Page I

20

3. Case Managementa. Fulfill all reporting requirements established by DSHS' Hansen's Disease Program by

submitting Fom1s C-12 and HD-400 according to DSHS procedures. FonTIs can beaccessed at: http://www.dshs.state.tx.us/idcu/disease/hansens/fonTIs

b. Contact surveillance;c, HD monitoring visits;d. Laboratory monitoring; RefelTal for hand and foot rehabilitation;e. Referral for medical, social, or psychological assistance needed by client;f. Referral for medical care for conditions other than HD, which may be identified in the

client assessment and diagnosis process;g. Monitor client status after the completion of active treatment;h. Transportation to and from HD medical appointments;1. Coordinate HD services with private providers of HD clients;J. Intensive and continuing education to client and family about the disease process,

appropriate treatment,medications, symptoms to report to the physician, skin, hand andfoot care and other self care for successful treatment and prevention of disability; and

k. Do·cument all activities perfonTIed in the client assessment, case management andcoordination of HD services.

4. Community Educationa. Provide continuous HD education to health care workers and community groups.

Contractor shall comply with all applicable federal and state laws, mles, regulations, standards, policies,and guidelines in effect on the beginning date of this contract attaclm1ent including, but not limited tothe following:

• Communicable Disease Prevention and Control Act, Health and Safety Code, Chapter 81;• Communicable Diseases 25 TAC, Chapter 97; and• Hansen's Disease Standards of Care in the United States.

DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financialshortfalls. DSHS will monitor Contractor's expenditures on a quarterly basis. Ifexpenditures are belowthose projected in Contractor's total contract amount, as shown in SECTION VII. BUDGET,Contractor's budget may be subject to a decrease for the remainder of the Attachment term. Vacantpositions existing after ninety (90) days may result in a decrease in funds.

SECTION II. PERFORMANCE MEASURES:

The following key outcome performance measures will be used to assess, in part, the Contractor'seffectiveness in providing the services described in this contract attachment without waiving theen forccability of any of the other telms of the contract:

PROGRAM ATTACHMENT - Page 2

21

• 95% of clients must be examined by a physician;• 100% of clients who are actively managed must receive hand and foot screens; and• 90% of short-tenl1 therapy clients must complete HD therapy.

Contractor shall submit to DSHS the Quarterly Documentation of HD Related Activities, herebyattached as Exhibit A, in a format provided by DSHS, either electronically toS8ndraA.Morris(Q)dshs.state.tx.us or by mail to DSHS, Infectious Disease Intervention and ControlBranch, Communicable Disease Control Group, Mail Code 1939, 1100 West 49tl1 Street, Austin, Texas78756-3199. Reporting periods and due dates are as follows:

PERIOD COVERED DUE DATEJanuary - March April 12,2007APIil- June July 12, 2007July - September October 11, 2007October- December January 17, 2008

In accordance with the General Provisions, Compliance and Reporting Article, Reporting, failure tosubmit reports shall be cause for cancellation of the contract.

SECTION III. SOLICITATION DOCUMENT:

RFP 06-R258-AC-SS02, Outpatient Hansen's Disease Medical Services

SECTION N. RENEWALS:

Renewals for two additional years are available based on continuation of funding.

SECTION V. PAYMENT METHOD:

Cost Reimbursement

SECTION VI. BILLING INSTRUCTIONS:

Contractor shall request payment using the State of Texas Purchase Voucher (F0TI11 B-I3) andacceptable supporting documentation for reimbursement of the required services/deliverables.Vouchers and supporting documentation should be mailed or submitted monthly by fax or electronicmai I to the addresses/number below.

Department of State Health ServicesClaims Processing Unit


22

1100 Wcst 49th StreetAustin, Tcxas 78756-3101

The fax number for submitting State ofTcxas Purchase Voucher (Form 8-13) to thc Claims ProccssingUnit is (512) 458-7442. The email [email protected].

SECTION VII. BUDGET:

SOURCE OF FUNDS: CFDA #93215

Categorical Budget:

Financial Status RepOIis are du.c: 04/30/2007,07/31/2007, 10/31/2007, and final report due on02/28/2008.

SECTION VIII. SPECIAL PROVISIONS:

Nonc


23DSHS Document No. 2007-021960-001

Categorical Budget:

PERSONNEL

FRINGE BENEFITS

TRAVEL

EQUIPMENT

SUPPLIES

CONTRACTUAL

OTHER

TOTAL DIRECT CHARGES

INDIRECT CHARGES

TOTAL

DSHS SHARE

CONTRACTOR SHARE

OTHER MATCH

Total reimbursements will not exceed $63t291.00

$34t290.00

$7t616.00

$lt950:00

$0.00

$0.00

$223.00

$10,471.00

$54t550.00

$8t741.00

$63 t291.00

$63t291.00

$0.00

$0.00

Financial status reports are due: 04/30/2007,07/30/2007,10/30/2007, and the final report due on02/28/2008.

The indirect cost rate shown above is based upon an indirect cost rate on file at the DSHS fiscalmonitors. Indirect charges to this contract may not exceed the amount shown above.

24DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESHealth Division

Zachary S. ThompsonDirector

MEMORANDUM



DATE: January 16,2007

SUBJECT: AMENDMENT TO THE DEPARTMENT OF STATE HEALTH SERVICES CONTRACT75600090562006, ATTACHMENT #14C, CPS-BIOTERRORISM PREPAREDNESS

BACKGROUND

An amendment to the Department of State Health Services (DSHS) Contract #7560009056 2006, Attachment#14C, CPS-Bioterrorism Preparedness has been received from DSHS. This Attachment is being amended byDSHS to add funds to the categories of personnel, fringe benefits, equipment, supplies, contractual, other, andindirect charges and deletes funds from the category of travel. This contract includes Bioterrorism Preparednessand Pandemic Influenza grant funding and requires separate monthly expenditure reports. Therefore, two grantnumbers have been assigned, Bioterrorism Preparedness (08723) and Pandemic Influenza (08724). Thisattachment is from September 1, 2005 through August 31, 2007.

OPERATIONAL IMPACT

Attachment #14C, transfers one (1) Epidemiology I (Grade F), one (1) Clerk I (Grade 05), one (1) Senior Secretary(Grade 08), one (1) Volunteer Coordinator (Grade E), one (1) Database Manager (Grade D), one (1) NurseEducator (Grade FM) and one (1) Epidemiology Program Planner (Grade I) from grant 08723 to grant 08724.

Attachment #14C, also adds one new position, Professional Development Coordinator (Grade G) and upgradesone (1) Public Information Officer (Grade G) position to Public Information Officer II (Grade H) in grant 08723.These positions will be submitted to Human Resources/Civil Service Commission for review and classification.

FINANCIAL IMPACT

Attachment #14C, adds $956,787 to the category of personnel, $292,410 is added to the category of fringebenefits,$9,717 is deleted from the category of travel, $255,900 is added to the category of equipmentto purchaseone (1) HP ScanJet 8270 flatbed scanner and one (1) disease surveillance and management system by ScientificTechnologies Corporation (STC), $96,763 is added to the category of supplies, $202,500 is added to the categoryof contractual (includes Atos Origin and Wai-Wize), $136,711 is added to the category of other, and $95,678 isadded to the category of indirect charges. The discretionary County match will remain the same.

LEGAL IMPACT

The Commissioners Court is required to approve the amendment of Attachment #14C.

2377 N. Stemmons FreewaySuite 644 • LB 12

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

25

Commissioners CourtJanuary 16, 2007

Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court does hereby approve the amendmentof the Department of State Health Services Contract #7560009056 2006, Attachment #14C, CPS-BioterrorismPreparedness, and authorizes the County Judge to sign the contract on behalf of Dallas County.

Recommended by: k~$- ):..&#oJt'Zachary hompson~Director


2377 N. Stemmons FreewaySuite 644 - LB 12


DEPARTMENT OF STATE HEALTH SERVICESllOO WEST 49TH STREET

AUSTIN, TEXAS 78756-3199

STATE OF TEXAS

COUNTY OF TRA VIS

DSHS Document No. 7560009056 2006

Contract Change Notice No. 33

The Departl!1ent of State Health Services, hereinafter referred to as DSHS, did heretofore enter into a contract in writng withDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as Contractor. The partiesthereto nowdesire- to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ArT NO. I4C: CPS-BIOTERRORISM PREPAREDNESS

All terms and conditions not hereby amended remain in full force and effecl.

EXECU1ED IN DUPLICATE ORIGINALS ON THE DATES SHOWN.

Authorized Contracting Entity (type above if differentfrom PERFORMING AGENCY) for and in behalf of:

CONTRACTOR:

DALLAS COUNTY HEALTH AND HUMANSERVICES DEPARTMENT

By: :--:--:-- _

(Signature of person authorized to sign)

(Print Name and Title)

Date:

RECOMMENDED:

By: ----:----,-c:c:::--------(Contractor Director, if different

Ii'om person authorized to sign contract

DSHS:


By: -c::::----:------c---c-,--,.---,--(Signature of person authorized to sign)

Debra Stabeno, MPHAssistant Commissioner, Prevention & Preparedness

(Print Name and Title)

Date:

IC CSCU - Rev. 6/06

Cover Page 1

27DETAILS OF ATTACHMENTS

r..\[[1 DSHS Prog"U1l fD! Tcnn Fini.UlCinl Assistance Direct Tolal AmountI

AllIe! DSHS Purchase Assistance (DSHS Shm-c)No. Order Number Begin End Source of Amount

Funds*

[IIHANSENS 01/01105 12/31/05 93.215 63,291.00 0.00 63,291.000010302000

112SlDlHIV 01/01/05 12/31/05 93.977 . 1,522,098.00 0.00 1,522,098.00Otm0302449

tl:1AT1l'PC 01/01/05 12131/05 93. I 16 662,531.00 0.00 662,531.00OOW302376

114HIVISURV 01/01/05 12/31/05 93.944 199,480.00 0.00 199,480.00O()W303148

05HIVIHOPWA 02/01/05 01/31106 14.241 55,033.00 0.00 55,033.00()OW303714

nG HIVIRW 04101/05 03/31/06 93.9 I7 2,325,367.00 0.00 2,325,367.00()O[KJ304223

IJ7AHIVIRW 04/0 1105 03131/06 93.917 160,994.00 0.00 160,994.00()OltJ304229

IIXAHIVIUNIQ 04/01/05 01115/06 93.917 76,008.00 0.00 76,008.00OOltJ304573

[)lJSTDfTRNG 04/01/05 03/31/06 93.978 250,066.00 0.00 250,066.00OO(1l304580

lOARLSSILPHS 09/01/05 08/31/06 State 93.99 I 201,997.00 000 201,997.000000309838

I I AIMWLOCALS 09/01105 0813J/06 State 93.268 1,014,639.00 0.00 1,014,639.0000<Xl309006

12HIWSRVS 09/01/05 08/31/06 State 1,227,049.00 0.00 1,227,049.000000309182

13TBIPC 09/01105 08/31/06 State 526,676.00 0.00 526,676.000000309466

14CCPSIBIOTERR 09/01/05 08/31/07 93,283 7,063,189.00 0,00 7,063,189,000000309956

J5CCPS/BIO-LAB 09/01/05 0813J/07 93.283 93.889 525,000,00 0.00 525,000.000000310167

J(,BREFUGEE 10/01/05 09130/06 93,566 93.576 362,445.00 0,00 362,445.0000011311538

17CCPSfCRl 01/01/06 08/31/07 93.283 1,128,778.00 0.00 1,128,778,000000314223

DSHS Contract No,7560009056 2006 Totals$17,364,641.00 $ 000 $17,364.641.00

Cil;1l1ge No. 33

*Feder;]1 funds are indicated by a number from the Catalog of Federal Domestic Assisl<Ulce (CFDA), ifapplicabJe, REFER TOBUDGET SECTION OF ANY ZERO AMOUNT ATTACHMENT FOR DETAILS.

Cover Page 2

28

DOCUMENT NO. 7560009056-2006PROGRAM ATTACHMENT NO. 14CPURCHASE ORDER NO. 0000309956

CONTRACTOR DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT

DSHS PROGRAM: COMMUNITY PREPAREDNESS SECTION

TERM September 01,2005 THRU: August 31, 2007

It is mutually agreed by and between the contracting parties to amend the terms and conditions ofDocument No. 7560009056 2006 -14Bas written below All other terms and conditions nothereby amended are to remain in full force and effect.

SECTION I. STATEMENT OF WORK is hereby amended to add the following:

Contractor shall assist DSHS in the implementation of DSHS' Centers for Disease Control andPrevention (CDC) Pandemic Influenza Guidance Supplement to the 2006 Public HealthEmergency Preparedness Cooperative Agreement Phase II (dated July 10, 2006)

The following documents are incorporated by reference and made a part of this Contract:

• Project Period Public Health Emergency Preparedness Work Plan for Local HealthDepartments (FY2007-FY20IO), revised October 24,2006, and attached as Exhibit B;

• Project Period Pandemic Influenza Work Plan for Local Health Departments (FY2007FY2009) and attached as Exhibit C;

• Contractor's action plan to assist in the accurate and timely completion of all objectives;• Contractor's FY07 Applicant Information and Budget Detail for FY07 base cooperative

agreement and FY07 pandemic influenza; and• Public Health Preparedness Unit program guidance(s) as provided by DSHS Program.

PERFORMANCE MEASURES is revised to add the following:

Contractor shall complete activities and performance measures as outlined in the attachedExhibit B, revised, Project Period Public Health Emergency Preparedness Work Plan for LocalHealth Departments (FY2007 - FY20] 0) and Exhibit C, Project Period Pandemic InfluenzaWork Plan for Local Health Departments (FY2007 - FY2009).

All activities bolded in the Exhibit C, Project Period Pandemic Influenza Work Plan for LocalHealth Departments must be completed by August 31, 2007 In addition, the following threeactivities that are described in earlier work plans, Exhibit A and Exhibit B, must be completed byDecember 31,2006:

• Local Pandemic Influenza Plan incorporating the World Health Organization (WHO)Pandemic Phases;

ATTACHMENT-Page I

29

• One exercise related to some aspect of the Local Pandemic Intluenza Plan with an AlierAction Report (AAR) following within 60 days; and

• Establishment of the Pandemic Influenza Coordinating Committee.

SECTION II. SPECIAL PROVISIONS is hereby amended to add the following

General Provisions, PAYMENT METHODS AND RESTRICTIONS Article, is revised to addthe following:

Contractor shaJl request payment using the State of Texas Purchase Voucher (Form B- J 3)and acceptable supporting documentation of the required deliverables as indicated in the'attached Exhibit B, revised and Exhibit C.

General Provisions, EQUIPMENT PURCHASES Article, is amended to aJlow the purchase ofequipment at any time during the entire term of this contract attachment.

ATTACHMENT - Page 2

30DEPARTMENT OF STATE HEALTH SERVJCES

RECEIVING AGENCY PROGRAM: COMMUNITY PREPAREDNESS SECTIONPERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVlCES DEPARTl'vIENTCONTRACT TERM: 0910 lI05 THRU: 08131/07 BUDGET PERIOD: 09/01/05 THRU 08/31107DSHS DOC. NO. 7560009056 200614C CHG.33

REVISED CONTRACT BUDGET

~ . FINANCIAL ASSISTANCE

i OBJECT CLASS CATEGORIES CURRENT APPROVED CHANGE NEW OR REVISED

I BUDGET (A) REQUESTED (B) BUDGET (C)

Personnel $2.655,202.00 $956,787.00 $3,611,989.00

Fringe Benefits 870,922.00 292,410.00 l,l63,332.00

i Tr;n'cl 71,362.00 (9,717.00 ) 61,645.00iEqllipment* 20,050.00 255,900.00 275,950.00

Sllpplies 278,565.00 96,763.00 375.328.00

Contr;lCllUlI 553,000.00 202,500.00 755,500.00

OIlier 320.917.00 136,711.00 457,628.00I

Tal,rl Direct Charges $4,770,018.00 $1,931,354.00 $6,701,372.00

Indirect Charges 266,139.00 95,678.00 36I,8J7.00

TOTAL $5,036,157.00 $2,027,032.00 $7,063,189.00

PERFORMING AGENCY SHARE:

Progr;lIll Income 0.00 0.00 0.00

Oiller Match 0.00 0.00 0.00

RECEIVING AGENCY SHARE $5,036,157.00 $2,027,032.00 $7,063,189.00

PERFORMING AGENCY SHARE $0.00 $0.00 $0.00

Dct'ril on Indirect Cost Rate Type:

Rate 10.04 Base $1,764,858.00 Total $361,81700

Budget JustifiGltlon: Increase due to adding round 2 of the p;mdemic influenza activities and fiscal year 07 funding.

Form No. GC·9 ECPS - R~v. J(Jf04

Financial status reports are due the 3001 of December, 3001 of March, 3001 of June, 3001 of September, 3001 of December, 300, ofM:lrcll. 3110r of June, 'md O,e 300' of October.

I lldircct costs billed to this Attachment are allocated based on tile proportionate share of actual aIlmvable indirect costs utilizing themethodology defined in the cost allocation plan as submitted by the PERFORMING AGENCY.

31

PERFORMrNG AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT

RECElVINO AGENCY PROGRAM: COMMUNITY PREPAREDNESS SECTION

DSHS DOC. NO: 7560009056 2006ATTACHMENT NO: 14 CChange No. 33

REVISED EQUIPMENT LIST

ITEM DESCFJPTION NO,OF UNIT EXTENSIONUNITS COST

001 PoI)'com VSX 5000 VideQconference Unit, I microphone array; english 2 3,092.00 $ 6,184.00remote 1 year standard service, NfSC 32H TV Monitor,

002 DeU Optiplex GX620T Desktop: Intel Pentium IV - 2,6GHz, 1 OD RAM 1 1,580,00 $ 1,580.00(1 DJ.MM).. Integra.ted OnBosrd, 80GB SATA.lI, EIDE 16)( speed DVD-I-/~

RW drive. 3.5" 1,44 />.fB floppy disk drive. 17" LCD flat panel monitormodel: 1707FP, active matrix TFT, 16" viewable image, .26 dot pitch. DellUSB 2·burton scroll mouse with mouse pad. S-outlet surgeMaster PowerCenter" 3wyear on site, 24 hour response warranty, Microsoft Windows XP~McAfee VirusScan. Microsoft Office PRO 2003, Corel WordPerfect X3,GrouoWise 6.5. i

003 Ricoh 3245C SF Digital CoPier. , 1 12,286.00 $ 12,286.00004' A web-based disease sut'VeiUance & management system by Scientific I 255,000,0 $ 255,000.00

Technologies Corp, The system is based upon CDC NEDSS Logical DalJlModule and can ce used to repon diseases to both federal & local agencies.The application is designed to be an integral component ofa state-wide,regionall or Ioea bioterroism, ~ emergency preparedness systemLegacy Data L<ladsUpgrade to DSMS 2.2Annual MaintenanceBridge-BiDi information flowAddin~ Local Provide"

005' HP Scan!et 8270 Document Flatbed Scanner i I 900,00 $ 900.00

TOTALS I $ 275,950.00

Hems may be brand name, if specified, or equivalent.

This l11U1Saction approves the changes to the equipment list marked with an asterisk (0).

Equipment List Page I

C('TIO(,h~7Tr·YP.J

32

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESHealth Division


MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

COMMISSIONERS COURT

Zachary Thompson, Director

January 16, 2007

DEPARTMENT OF STATE HEALTH SERVICES DOCUMENT #2007-021958,ATTACHMENT #001, STD-HN

BACKGROUND

The Department of State Health Services (DSHS) Document #2007-021958, Attachment #001 (STD-HIV), providesprograms, including a syphilis elimination project, to control the spread of Sexually Transmitted Diseases (STDs)and to conduct Prevention Counseling and Partner Elicitation (PCPE) activities to reduce the spread of humanimmunodeficiency virus/acquired immunodeficiency syndrome (HIV/AIDS). This attachment is effective January 1,2007 and will expire on December 31, 2007.

OPERATIONAL IMPACT

This attachment adds one (1) new Data Analyst position, grade 12. This position will be submitted to HumanResources/Civil Service Commission for review and classification. This attachment also deletes one (1) ProcessSupport Supervisor, grade A, and one (1) Medical Lab Technician I position, grade 8, and continues to partially fundthirty-one (31) full-time positions. There is no additional impact to Dallas County for this contract.

LEGAL IMPACT


FINANCIAL IMPACT

Attachment #001, STD-HIV, provides $1,366,944 for salaries and fringe benefits, $85,557 for travel, $4,006 forsupplies, $12,076 for other, and $101,905 for indirect charges. This grant requires a discretionary County matchin the amount of $1 02,062, which will be used to supplement the salaries and fringe benefits.

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approves the Texas Department ofHealth Document#2007-021958, Attachment#001 (STD-HIV), and authorizes the County Judge to sign the contractand all related documents on behalf of Dallas County.

Recommended bY:--f(.(!~~~L::':~~~':.~~=-


2377 N. Stemmons Freeway Dallas, Texas 75207-2710Suite 644 • LB 12

Office (214) 819-2100FAX (214) 819-2107

33


This contract, number 2007-021958 (Contract), is entered into by and between the Department .of State Health Services (DSHS or the Department), an agency of the State of Texas, andDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), aPublic Entity, (collectively, the Parties).

I. 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 Amount of the Contract and Payment Method(s). The total amount of this Contractis $1.570,488.00, and thepayment 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 fundsbetween programs or health and human services agencies, amendment to the Appropriations Act,health and human services agency'consolidation, or any other disruptions of current appropriatedfunding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract

4. Term of the Contract. This Contract begins on 01/0112007 and ends on 12/3112007. DSHShas the option, in its sole discretion, to renew the Contract as provided in each ProgramAttachment. DSHS is not responsible for payment under this Contract before both parties havesigned 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.


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

2007-021958-001 STD - HIV

c. General Provisions (Sub-recipient)d. Solicitation Document(s), ande. Contractor's re~ponse(s) to the Solicitation Document(s).f. Exhibits

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

34

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

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



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

l)26'+:-':_1

35

By signing below, the Parties acknowledge that they have read the Contract and agree to itstenus, and that the persons whose signatures 'appear below have the requisite authority to executethis Contract on behalf of the named party.



By:__---::-c:---::---:--:-=-=-:-:Signature ofAuthorized Official

By:'-----------Signature

Date Date



1100 WEST 49TH STREETAUSTIN, TEXAS 78756

(512) 458-7470

City, State, Zip

Telephone Number


(Nm:e m::I Title)Jim Foster, County Judge

92648-1

36

CONTRACT NO. 2007-021958PROGRAM ATTACHMENT NO. 001PURCHASE ORDER NO. 0000324480


DSHS PROGRAM: STD - HIV

TERM: 0110112007 THRU: 12/3112007

SECTION 1. STATEMENT OF WORK:

Contractor shall conduct programs, including a syphilis elimination project, to control and preventthe spread of Sexually Transmitted Diseases (STDs), including human immunodeficiencyvirus/acquired immunodeficiency syndrome (HIV/AIDS) and viral hepatitis. In accordance with theCenters for Disease Control and Prevention's (CDC) STD Program Operations Guidelines, located athttp://www.cdc.gov/stdlprogram/, Contractor shall provide the following core activities:

• Community and Individual Behavior Change Interventions;• Medical and Laboratory Services;• Partner Services;• Leadership and Program Management;• Surveillance and Data Management; and• Training and Professional Development.

Contractor shall maintain a community coalition and collaborative partnership with local businesses,community clinics, and community based organizations who serve populations most affected bysyphilis, as well as with appropriate local and institutional individuals and groups, in order toimplement the Syphilis Elimination Project objectives.

Contractor shall continue to implement the syphilis rapid response plan and, in conjunction with thecommunity coalition, a syphilis elimination plan. Contractor shall continue to enhance the currentsyphilis surveillance system including, but not limited to, syphilis screenings in correctionalfacilities. Contractor shall assist DSHS Program in activities associated with syphilis Olitbreaks inparts ofthe State ofTexas outside Contractor's geographic area ofresponsibility under this contract,as needed.

Contractor shall provide the following technical assistance and support services as requested byDSHS Program and/or local and regional STD programs:

• Telephone consulting to DSHS HIV/STD Programs and all Local and Regional STDPrograms regarding issues of HIV/STD Program management and disease intervention;


37

• Traveling to DSHS HIV/STD Programs and all Local and Regional STD Programs toprovide on-site teclmical assistance regarding issues ofHIV/STD Program management anddisease intervention;

• In accordance with CDC's STD Program Operations Guidelines, peer training to DSHSHIV/STD Programs and all Local.and Regional STD Programs who travel to Contractor'sreglOn;

• Participating, and traveling, with DSHS Program staffduring programmatic on-site reviewsof all Local and Regional HIV/STD Programs; and

• Assisting DSHS Program with special HIV/STD projects or workgroups that require localprogrammatic expertise (e.g. syphilis elimination planning, infeliility project).

When DSHS Program determines that requests for technical assistance and support services fromDSHS HIV/STD Programs and all Local and Regional STD Programs exceed the capacity of thisContract, DSHS Program will prioritize the services to be delivered by Contractor.

Contractor shall comply with all applicable federal and state statutes, regulations, policies, standardsand guidelines. The following documents are incorporated herein by reference and made part ofthisProgram Attachment:

• DSHS's HIV and STD Program Operation Procedures and Standards, 2003, and anyrevisions, located at http://www.dshs.state.tx.us/hivstd/pops/defaultshtm.

• DSHS's Renewal Application for Federal STD Services, dated June 16,2006, and anyrevisions, located at http://www.dshs.state.tx.uslhivstd/fundinglSTD2007/renewal app.doc;

• Centers for Disease Control and Prevention (CDC), STD Program Operations Guidelines,located at http://www.cdc.gov/std/program;

• Chapters 81 and 85 of the Health and Safety Code;• Chapter 93 of the Texas Health and Safety Code (relating to Education and Prevention

Programs for Hepatitis C);• Title 25 Texas Administrative Code (TAC), Chapter 97; and• CDC, STD Treatment Guidelines, 2006 or latest verSlOn, located at

http://www.cdc.gov/std/treatment

Contractor shall comply with all applicable policies adopted by DSHS Program.

DSHS reserves the right, where allowed by legal authority, to redirect funds in the event offinancialshortfalls. DSHS Program will monitor Contractor's expenditures on a quarterly basis. Ifexpenditures are below that projected in Contractor's total contract amount as shown in SECTIONVIII. BUDGET, Contractor's budget may be subject to a decrease for the remainder of the ProgramAttachment term. Vacant positions existing after ninety (90) days may result in a decrease in funds.

Contracto; shall perform all activities in accordance with DSHS's Renewal Application for FederalSTD Services, dated June 16,2006, any letters or memos with policies or other instructions given toContractor; and Contractor's work plan and detailed budget as approved by DSHS Program. All ofthe above named documents are incorporated herein by reference and made a part of this ContractContractor must receive written approval from DSHS before varying from applicable policies,

PROGRAM ATTACHMENT ~ Page 2

38

procedures, and protocols and must update its implementation documentation with forty-eight (48)hours of maki ng approved changes so that staffworking on activities under this contract know ofthechange(s).

In addition to the above activities, each party as identified shall be responsible for the following inorder to ensure continuous HIVISTD surveillance and disease intervention services are performed ina timely, professional manner consistent with the current DSHS Program's HIV/STD ProgramOperation Procedures and Standards, 2003, and any revisions.

DSHS Public Health Region (PHR) 2/3 HIV/STD Program shall:

• Maintain responsibility for gonorrhea, chlamydia, AIDS, and HIV surveillance outside DallasCounty, Texas;

• Forward to Contractor, for Contractor's Disease Intervention Specialist follow-up: 1) allnewly diagnosed AIDS/HIV cases, syphilis cases, and untreated public (ie. cases diagnosed ata public health department clinic) gonorrheaand/or chlamydia cases; and 2) requests forpartner services within 72 hours of case and/or lab report;

• Provide gonorrheal chlamydia (GCICT) medications to selected health care providers incounties outside Dallas County, Texas for treatment of GCICT infections; and

• Provide input in regard to quality assurance issues to Dallas County Health and HumanServices Department (DCDHHS) HIV/STD Program Manager and DSHS Program'sHIVISTD Comprehensive Services Branch Field Operations Team Leader.

Contractor shall:

• Maintain at least three (3) Disease Intervention Specialist staff positions, and ensureappropriate training (as specified below), dedicated to providing services in all counties inPHR 2/3 with the exception of Tarrant County and those counties in the Wichita FallsWichita County Public Health District;

• Ensure Disease Intervention Specialist follow-up of all newly diagnosed HIVIAIDS cases,syphilis cases, gonorrhea and/or chlamydia cases in accordance with DSHS Program'sHIVISTD Program Operation Procedures and Standards, 2003, and any revisions;

• Conduct, through its Disease Intervention Specialists, syphilis surveillance in PHR 2/3including provider and laboratory visits;

• Provide, through its Disease Intervention Specialists, initial contact to clinics, hospitals,laboratories, and providers regarding reactive syphilis tests and syphilis cases to ensureappropriate public health follow-up;

• Refer, through its Disease Intervention Specialists, mvIAIDS clients for early interventionservices to DSHS Ryan White Title JI contracted administrative agencies, DCDHHS, or otherproviders based on client's needs and preferences;

• Provide DSHS HIV/STD PHR 2/3 Program with a copy ofDCDHHS' semi-annual reportdescribing syphilis morbidity in covered counties outside Dallas County, Texas; and

• Collaborate, through its Disease Intervention Specialists, with DSHS contractors in thedesignated rural counties when scheduling sessions to provide HIV test results fromcorrectional screening activities.


39

DSHS Program's mY/STD Comprehensive Services Branch shall:

• Evaluate DCDHHS and DSHS PHR 2/3 HIY/STD Program compliance with MOA;• Provide syphilis morbidity reports twice monthly to DSHS PHR 2/3 my/STD Program

Manager, and other reports as requested by DSHS 2/3 HIY/STD Surveillance staft;• Distribute site visit reports to DSHS PHR 2/3 my/STD Program Manager for review and

comment; and• Mediate disputes between DCDHHS and DSHS PHR 2/3 HIY/STD Program,


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

1. Contractor shall make progress on the current STD program objectives and indicators asreferenced in DSHS's Renewal Application for Federal STD Services, dated June 16,2006,and shall meet a minimum of 80% of these objectives.

2. Contractor shall maintain the syphilis community coalition and implement the local syphiliselimination plan.

3. Contractor shall provide qualified syphilis rapid response staff to DSHS for statewidedeployment within 72 hours of identified need, as requested by DSHS. Contractor shall alsocontinue to maintain, and as needed, implement its local syphilis rapid response plan.

·4. Contractor shall ensure that a complaint process is maintained and posted for public access inaccordance with DSHS's my and STD Program Operation Procedures and Standards.

5. In accordance with DSHS's HIY and STD Program Operation Procedures and Standards,Contractor shall maintain a Memoranda ofUnderstanding (MOU) or collaborative plan witheach DSHS-funded Protocol-Based Counseling contractor within Contractor's geographicarea of responsibility and DSHS's Public Health Region 2 and 3 to ensure effectivecoordinated public health follow up.

The following STD clinical services shall be provided:

• A client seeking STD diagnostic and/or treatment services (walk-in or phone) at public STDclinics during normal operating hours shall be triaged and a minimum of90% ofclients shallbe examined, tested and/or treated within 24 hours of seeking services, and

• Clients seeking STD diagnostic and/or treatment services in public STD clinics shall bemedically managed according to Contractor written protocols in compliance with DSHS


40

Program's HIV and STD Program Operation Procedures and Standards, 2003, and anyrevisions and CDC, STD Treatment Guidelines, 2006, or latest version.

Reports and Narratives:

I. Narratives and Objectives - Due semi-annually on oLbefore July 31,2007 and January 31,2008 in a format provided by DSHS Program.

2. STD Management Information System (STD*MIS) data - Due weekly on Friday by 5:00p.m., Central Standard Time. Contractor shall submit confidential reports ofdiagnosed SIDcases as required by 25 TAC, Chapter 97 to DSHS Program in a manner and in a formatprovided by DSHS Program.

3. In accordance with DSHS's HIV and STD Program Operation Procedures and Standards,Congenital Syphilis Case Investigation and Infant Syphilis Control Record are due to DSHSProgram, thirty (30) calendar days after reported to the local health department.

4. Contractor clinics that submit data using Texas Infertility Prevention Project Data Collectionforms shall submit them no later than thirty (30) calendar days after provision ofsentinel site(defined as a healthcare provider that performs STD testing or screening, whose rates ofmorbidity serve as an indicator ofdisease prevalence among certain populations) services. IfContractor uses comparable data collection systems, Contractor shall establish a schedulewith DSHS Program prior to data submission.

5. Syphilis elimination objectives progress reports are due semi-annually on July 31,2007 andJanuary 31,2008, in a manner and in a format provided by DSHS Program.

6. A technical assistance and support services progress report shall be included in a separatesection of the semi-annual report, due on or before July 31,2007 and January 31,2008.

Contractor shall authorizeand direct its staff to attend training, conferences, and meetings for whichfunds are budgeted and approved by DSHS Program.

Contractor shall maintain written program procedures covering core activities, such as: medical, lab,and partner services; surveillance and data management; clinical and disease intervention qualityassurance. All such procedures shall be consistent with the requirements of this Contract.

Contractor shall provide all reports and narratives within the required time frames. The reports andnarratives shall be completed to the satisfaction ofDSHS Program. If the reports and narratives donot meet these conditions, that will constitute a breach of contract.

TRAINING REQUIREMENTS:

Due to the specialization and job knowledge required for effective STD control programs, thefollowing minimum training is required of personnel employed under this Program Attachment.


41

Contractor shall report on training progress in semi-annual reports referenced above and trainingswill be monitored by DSHS Program Staff.

1. Disease Intervention Specialists shall successfi.t1ly complete the following training within six(6) months of employment:

a. Two (2) week CDC-approved Introduction toSTD Intervention course;b. Training, approved by the local health-authority on venipuncture; andc. DSHS PCPE training, DSHS PBC training, or DSHS-approved substitute.

~ Disease Intervention Specialists with more than one year of experience shall successfullycomplete the CDC-approved Advanced STD Intervention (ASTD!) course as soon aspracticable when the course is offered.

3. First-line supervisors shall complete all training requirements of a Disease InterventionSpecialist plus the following CDC-approved courses within one (l) year of becoming asupervisor:a. Attend the STD Intervention for Supervisor's course; andb. Attend the Principles of Supervision in STD Control course.

4. Program managers shall complete all training requirements of a Disease InterventionSpecialist and first-line supervisor within one (l) year of becoming a program manager.

Contractor shall notify DSHS of completed trainings in semi-annual reports referenced in theReports and Narratives Section above.

RAPID RESPONSE PLAN:

In accordance with DSHS's HIV and STD Program Operation Procedures and Standards, Contractorshall maintain a Rapid Response Plan (RRP) for the Contractor's geographic area ofresponsibilityunder this contract, as approved by DSHS Program. The RRP shall be in compliance with CDC'sNational Plan to Eliminate Syphilis from the United States, May 2006 or latest version, which islocated at http://www.cdc.gov/stopsyphilis/plan.htm.

Contractor's personnel shall be made available to staffa Rapid Response Team, which shall be atthedirection of DSHS.

Personnel shall travel to other Texas jurisdictions that may not be included in Contractor'sgeographic area of responsibility, as requested by DSHS Program, during a rapid response. Whensuch travel is requested by DSHS Program, reimbursement arrangements for Contractor's travelexpenditures shall be approved in advance by DSHS Program.


42

SECTION Ill. SOLICITATION DOCUMENT:

ILA-STD/HIV 0045. I

SECTION IV. RENEWALS:

DSHS may renew this Program Attachment for one (I) additional one year term at DSHS's solediscretion.

SECTION V. PAYMENT METHOD:

Cost Reimbursement

SECTION VI. BILLING INSTRUCTIONS:

Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) andacceptable supporting documentation for reimbursement of the required services/deliverables.Vouchers and supporting documentation should be mailed or submitted by fax or electronic mail tothe addresses/number below.

Department of State Health ServicesClaims Processing Unit1100 West 49th Street

Austin, Texas 78756-3101

The fax number for submitting State of Texas Purchase Voucher (Form B-I3) to the ClaimsProcessing Unit is (512) 458-7442. The email [email protected].

SECTION VlI. SPECIAL PROVISIONS:

Due to the sensitive and highly personal nature ofHIV/AIDS-related infom1ation, strict adherence tothe General Provisions, Confidentiality Article, is required. This Confidentiality Article,Exchange of Client-Identifying Information Section, is revised to include the following:

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


43

DSHS shall have timely access to a client or patient record in the possession ofContractor, orany subrecipient, under authority of the Health and Safety Code, Chapters 81 and 85, and theMedical Practice Act, Texas Occupations Code, Chapter 159, In such cases, DSHS shallkeep confidential any information obtained from the client or patient record, as required bythe Health and Safety Code, Chapter 81, and Texas Occupations Code, Chapter 159,

Contractor shall comply with the Health and Safety Code, §85,085, Physician Supervision ofMedical Care, to ensure a licensed physician shall supervise any medical care or procedure providedunder a testing program,

SECTION VI1L BUDGET:

Sourceof Funds: 93,977 and 93,940


442007-021958-001

Categorical Budget:

PERSONNEL

FRINGE BENEFITS

TRAVEL

EQUIPMENT

SUPPLIES

CONTRACTUAL

OTHER


INDIRECT CHARGES

TOTAL

DSHSSHARE

CONTRACTOR SHARE

OTHER MATCH

Total reimbursements will not exceed $1,570,488.00

$1,019,046.00

$347,898.00

$85,557.00

$0.00

$4,006.00

$0.00

$12,076.00

$1,468,583.00

$101,905.00

$1,570,488.00

$1,570,488.00

$0.00

$0.00

45

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:

( I ) No federal appropriated funds have been paid or will be paid, by 0 r on behalf of the undersigned, to<lily person for influencing or attempting to influence an officer or an employee of any agency, amember of congress, an officer or employee of congress, or an employee-of a member of congress inconnection with the awarding of any federal contract, the making of any federal grant, the making ofany federal loan, the entering into of any cooperative agreement, and the extension, continuation,renewal, amendment, or modification of any federal contract, grant, Joan, or cooperative agreement.

(2) If aoy fUnds other than federal appropriated. funds have been paid or will be paid to any person forinlluencing or attempting to influence an officer or employee of any agency, a member of congressfederal contract grant. loan, or cooperative agreement, the undersigned shall complete and submit, anoflicer or employee of congress, or an employee of a member of congress in connection with thisStandard Form-I], "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 awarddocuments for all subawards at all tiers (indudjng subcontracts, subgrants, and contracts under grants,

-loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

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

Signature

Print Name of Authorized Individual

1007-021958Application or Contract Number

DALLAS COUNTY HEALTH ANDHUMAN SERVICES DEPARTMENTOrganizn(ion Name

Date

CSCU # EF19-123 74 - Revised 2/2006

46

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESHealth Division


MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

COMMISSIONERS COURT

Zachary Thompson, Director

January 16,2007

DEPARTMENT OF STATE HEALTH SERVICES DOCUMENT #2007-021975,TUBERCULOSIS, ATTACHMENT #001

BACKGROUND

The Department of State Health Services (DSHS) Document #2007-021975, Attachment #001 (Tuberculosis),provides basic services for tuberculosis (TB) prevention and control and (2) expanded outreach services toindividuals of identified sub-groups who have TB or who are at high risk of developing TB throughout DallasCounty. This attachment is effective January 1,2007 and will expire on December 31, 2007.

OPERATIONAL IMPACT

This grant continues to partially fund twenty (20) full-time and one (1) part-time positions. There is no additionalimpact on operations to Dallas County for this contract.

LEGAL IMPACT


FINANCIAL IMPACT

Attachment #001, Tuberculosis, provides $467,092 for salaries and fringe benefits, $53,533 for travel, $13,091for supplies $9,000 for contractual, and $80,394 for indirect. A discretionary County match in the amount of$295,879 is needed to supplement the salaries and fringes provided by DSHS.

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approves the Department of StateHealth Services Document #2007-021975, Attachment #001 (Tuberculosis), and authorizes the County Judgeto sign the contract and all related documents on behalf of Dallas County.

Recommended by:--;<~~~~.4.~~~2.~==::"'"


2377 N. Stemmons FreewaySuite 644 - LB 12

Dallas, Texas 75207·2710 Office (214) 819-2100FAX (214) 819·2107

47


This contract, number 2007-021975 (Contract), is entered into by and between the Departmentof State Health Services· (DSHS or the Department), an agency of the State of Texas, andDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), aPublic Entity, (collectively, the Parties).

I. 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 Amount of the Contract and Pavment Method(s). The total amount of this Contractis $623, II 0.00, 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 fundsbetween programs or health and human services agencies, amendment to the Appropriations Act,health and human services agency consolidation, or any other dismptions of current appropriatedfunding for this Contract, DSHS may restrict, reduce, or telminate funding under this Contract·

4. Term of the Contract. This Contract begins on 0110112007 and ends on 12/3112007. DSHShas the option, in its sale discretion, to renew the Contract as provided in each ProgramAttachment DSHS is not responsible for payment under this Contract before both parties havesigned 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 100 I.


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

2007-021975-001 TB - PREVENTION AND CONTROL

c. General Provisions (Subrecipient)d. Solicitation Document(s), ande. Contractor's response(s) to the Solicitation Document(s).f. Exhibits

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

48

7. Conflicting Terms. In the event of conflicting tel111S among the documents forming thisContract, the order of control is first the Core Contract, then the Program Attachment(s), then theGeneral Provisions, then the Solicitation Document, if any, and then Contractor's response to theSolicitation Document, if any.

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



9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement ofthe Pat1ies and that there are no agreements or understandings, written or oral, between themwith respect to the subject matter of this Contract, other than as set forth in this Contract.

49

By signing below, the Parties acknowledge that they have read the Contract and agree to itstenns, and that the persons whose signatures 'appear below have the requisite authority to executethis Contract on behalfof the named party.



By:__-;:-,---,---,---:-;:::::::-:-;-_Signature of Authorized Official

By:._--------Signature

Date Date



1100 WEST 49TH STREETAUSTlN, TEXAS 78756

(512) 458-7470

City, State, Zip

Telephone Number


By:7('sig;E"'-7"ture--of"--I=SOO--autJ:nri-;;---'·-zej"-;to-.-s""ign-""')-

(N3lE En1 Title)Jim Foster, County Judge

92648-1

50

CONTRACT NO. 2007-021975PROGRAM ATTACHMENT NO. 00 IPURCHASE ORDER NO. 0000324757


DSHS PROGRAM: TB - PREVENTION AND CONTROL

TERM: 01/0112007 THRU: 12/3112007

SECTION I. STATEMENT OF WORK:

Throughout Contractor's defined service area of Dallas, the Contractor shall develop and provide:(I) basic services and associated activities for tuberculosis (TB) prevention and control, and (2)expanded outreach services to individuals of identified special populations who have TB or who areat high risk of developing TB as outlined in the following paragraph.

Contractor shall perform the following activities:

Provide basic services and expanded outreach services in compliance with: DSHS's most currentversion ofthe Standards ofPerformance for the Prevention and Control ofTuberculosis, available athttp://www.dshs.state.tx.us/idcu/disease/tb/publications/default.asp: with DSHS Standards for PublicHealth Clinic Services, Revised August 31, 2004, available athttp://www.dshs.state.tx.us/sdi/docs/section8.pdf; and with the following series of AmericanThoracic Society (ATS) and Centers for Disease Control and Prevention (CDC) joint statements ondiagnosis, treatment and control of TB, available atwww.cdc.gov/nchstp/btlpubs/mmwrhtuml/maiguide.htm.

• Diagnostic Standards and Classification ofTuberculosis in Adults and Children, (AmericanJoumalofRespiratory and Critical Care Medicine, Vol. 161, pp. 1376-1395,.2000);

• Treatment of Tuberculosis, (ATS/CDC/IDSA), 2003;• Targeted Tuberculin Testing and Treatment of Latent TB Infection, MMWR, Vol. 49, No.

RR-6,2000;• Updated: Adverse Event Data and Revised American Thoracic Society/CDC

Recommendations Against the Use ofRifampin and Pyrazinamide for Treatment ofLatentTuberculosis Infection - United States, 2003, MMWR 52 (No. 31); and

• Controlling Tuberculosis in the United States, MMWR, Vol. 54, No. RR-12, 2005.

Contractor shall comply with all applicable federal and state regulations and statutes including, butnot limited to, the following:

I. Texas Tuberculosis Code, Health and Safety Code, Chapter 13, Subchapter B;2, Communicable Disease Prevention and Control Act, Health and Safety Code, Chapter 81;3. Screening and Treatment for Tuberculosis in Jails and Other Correctional Facilities, Health

and Safety Code, Chapter 89;


51

4. Texas Administrative Code, Title 25, Part I, Chapter 97, Subchapter A, Control ofCommunicable Diseases; and

5. Texas Administrative Code, Title 25, P3Ii I, Chapter 97, Subchapter H, TuberculosisScreening for Jails and Other Correctional Facilities.

Contractor shall perfom1 all activities in accordance with Contractor's objectives, work plans, anddetailed budget as approved by DSHS. These documents are incorporated by reference and madepart of this Contract. DSHS must approve in advance, in writing, any revisions to these documents.

DSHS reserves the right, where allowed by legal authority, to redirect funds in the event offinancialshortfalls. DSHS will monitor Contractor's expenditures on a quarterly basis. If expenditures arebelow that projected in Contractor's total contract amount, as shown in SECTION VI. BUDGET,Contractor's budget may be subject to a decrease for the remainder ofthe Attachment term. Vacantpositions existing after ninety (90) days may result in a decrease in funds.

Because ofthe inherent time to complete treatment for tuberculosis disease and latent tuberculosisinfection in relation to the period ofthis Contract, required reporting under this Contract will showresults for work performed under previous versions of this Contract.

Contractor shall provide an annual narrative report, in a fOlmat provided by DSHS, on theirperformance goals, objectives, and screening activities. The report shall include a detailed analysisofperformance related to the perfom1ance measures listed below. A progress report ofactivities inJanuary through May shall also be submitted in a fom1at provided by DSHS. The narrative programreports shall be sent to the Texas Department ofState Health Services, Attention: Infectious DiseaseIntervention and Control Branch, Mail Code 1939, 1100 West 49'h Street, Austin, Texas 78756-3199via regular mail or fax(5l2-458-7451). Report periods and due dates are as follows:

PERIOD COVERED DUE DATEJanuary - December 2006 March 1,2007January - May 2007 July 1,2007


A combination of audits, inspections, scheduled program reviews, and the following outcomeperformance measures will be used to assess, in part, Contractor's effectiveness in providing theservices described in this Contract, without waiving the enforceability of any of the other terms ofthe contract or any other method of detenl1ining compliance.

I. 90% ofcases and suspected cases under treatment in 2006 are on Directly Observed Therapy(DOT);

2. 92% of eligible TB cases that were closed in 2006, completed a course of curative TBtreatment within twelve (12) months of initiation of treatment;

3. 95% ofTB patients in 2005 with initial positive cultures be tested for drug susceptibility andhave those test results documented in their medical record;

4. 91 % of smear positive TB cases repolied in 2006 have at least one (1) contact identified;


52

5. 70% of identified contacts to smear positive TB cases rep0l1ed in 2005 shall be evaluated forTB infection or disease;

6. 63% of infected contacts (to smear positive cases reported in 2004) who are started ontreatment for Latent TB Infection (LTBI) shall complete therapy; and

7. Contractor shall, in good faith, attempt to complete all required variable reporting fields,with the exception that each shall be completed as the infonnation becomes known.

SECTION III. RENEWALS:

Renewals are permitted on a one-year basis, at DSHS's discretion, through FY09

SECTION IV. PAYMENT METHOD:

Cost Reimbursement

SECTION V. BILLING INSTRUCTIONS:

Contractor shall request payment using the State of Texas Purchase Voucher (Form B-J3) andacceptable supporting documentation for reimbursement of the required services/deliverables.Vouchers and supporting documentation should be mailed or submitted by fax or electronic mail tothe addresses/number below.

Department of State Health ServicesClaims Processing Unit1100 West 49'h Street

Austin, Texas 78756-3 I01

The fax number for submitting State of Texas Purchase Voucher (Fonn B-J3) to the ClaimsProcessing Unit is (512) 458-7442. The email [email protected].

SECTION VI. BUDGET:

SOURCE OF FUNDS: CFDA #93.116

Financial Status Reports are due: 04/30/2007, 7/3 J/2007, 10/3 J/2007, and the final report dueon 2/28/2008.

SECTION VII. SPECIAL PROVISIONS:

General Provisions, are revised to include the following:


53

If the Contractor wishes to renew this Contract, the Contractor shall develop and submit a workplan and detailed budget justification in support of renewal of this Contract in response to theDSHS Inter-Local Application. The plan and budget shall be prepared in the format approved byDSHS; one (I) copy shall be submitted according to instructions form DSHS. The plan shalldescribe Contractor's service delivery and activities toward meeting the objectives outlined inSECTION I. STATEMENT OF WORK above, including updated outcome performancemeasures and detailed line item budget justifications.

Contractor shall send all initial reports ofconfimled TB cases, and suspected TB cases to DSHSwithin seven (7) working days of identification or notification. Any updates to initial DSHS'Repolt of Cases and Patient Services Form (TB-400 available athttp://www.dshs.state.tx.us/idcu/disease/tb/fonns/) (e.g., diagnosis, medication changes, x-rays,and bacteriology) and case closures shall be mailed to DSHS, Attention: Infectious DiseaseControl and Intervention Branch, 1100 West 49th Street, Austin, Texas 78756-3199.

Contractor shall send initial report ofcontacts on all Class 3 TB cases and smear positive Class 5TB suspects within thirty (30) days of identification using DSHS' Report ofContacts FOlm (TB340 and TB-341 - available at http://www.dshs.state.tx.us/idcu/disease/tb/fomls/). Any newfollow-up infonnation (not included in the initial report) related to the evaluation and treatmentof contacts shall be sent to DSHS on the TB-340 and TB-341 at intervals of90 days, 120 days,and two (2) years after the day the Contractor became aware of the TB case..

As to reporting required under this Contract in the two previous paragraphs regarding reports ofcOllfirmed and suspected TB cases and contacts to all Class 3 TB cases and smear positive Class5 TB suspects, electronic reporting to DSHS may become available during the tenn of thisContract. Once notified ofthis option by DSHS, Contractor may avail itself of this option if itadheres to all the electronic reporting requirements (including system requirements) provided atthe time.

General Provisions, FUNDING Article, is revised to include the following:

Contractor shall maintain local funding at a sufficient rate to support the Contractor's TBprogram. If the total cost of the project is greater than DSHS' share set out in SECTION VI.BUDGET, Contractor shall supply funds for the -remaining costs needed to accomplish theobjectives set forth in this Contract.

Gcneral Provisioils, PAYMENT METHODS AND RESTRICTIONS Article, is revised to includethe following:

Quarterly Financial Status Reports (Fom1269A) from Contractor shall be provided to DSHS inthe format provided by DSHS. These reports shall be mailed to Texas Department of StateHealth Services, Attention: Accounting Section, Claims Processing Unit, 1100 West 49th Street,Austin, Texas 78756. One (I) copy ofeach quarterly Financial Status Report shall be mailed tothe Texas Dep3ltment of State Health Services, Attention: Infectious Disease Intervention andControl Branch, Mail Code 1939, 1100 West 49th Street, Austin, Texas 78756. These reportsshall be submitted on a quarterly basis as follows:


54

PERIOD COVERED DUE DATEJanuary, February, March ADri130,2007Abril, May, June July 31, 2007July, August, SeDtember October 31, 2007October, Noyember, December February 28, 2008


55DSHS Document No. 2007-021975-001

Categorical Budget:

PERSONNEL

FRINGE BENEFITS

TRAVEL

EQUIPMENT

SUPPLIES

CONTRACTUAL

OTHER


INDIRECT CHARGES

TOTAL

DSHS SHARE

CONTRACTOR SHARE

OTHER MATCH

$349,082.00

$118,010.00

$53,533.00

$0.00

$13,091.00

$9,000.00

$0.00

$542,716.00

$80,394.00

$623,110.00

$623,110.00

$0.00

$0.00

Financial Status Reports are due: 04/30/2007,7/31/2007, 10/31/2007, and the final reportdue on 2/28/2008.

Total reimbursements will not exceed $623,110.00

The indirect cost rate shown above is based upon an indirect cost rate on file at the DSHS fiscalmonitors. Indirect charges to this contract may not exceed the amount shown above.

56

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:

(I) No federal appropriated funds have been paid or will be paid, by 0 r on behalf of the undersigned; toany person for influencing or attempting to influence an officer or an employee of any agency, amember of congress, an officer or employee of congress, or an employee of a member of congress inconnection with the awarding of any federal contract, the making of any federal grant, the making ofany 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 forinfluencing or attempting to influence an officer or employee of any agency, a member of congressfederal contract, grant,' loan, or cooperative agreement, the unde'rsigned shall complete and submit, anofficer or employee, of congress, or an employee of a member of congress in connection with thisStandard Fonn~ II, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(3) The undersigned shall require that the language of this cel1ification be included in the awarddocuments for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants,loans and cooperative agreements) and that all sUbrecipients shall certify and disclose accordingly.

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

Signature

Print Name of Authorized Individual

2007-021975-001Application or Contract Number

DALLAS COUNTY HEALTH ANDHUMAN SERVICES DEPARTMENTOrganization Name

Date

CSCU # EF29-12374 - Revised 212006

57

Date:

To:

From:

Subject:

DALLAS COUNTYHUMAN RESOURCES/CIVIL SERVICE

January 10, 2007

Members ofthe Commissioners Court

Mattye Mauldiu Taylor, Ph.D., Director

Request for Policy Exception - Lateral TransferDistrict Court Seuior StaffAttorney

BackgroundKerry Young, Chief Staff Attorney for the District Court Reviewing Attorney, has submitted a request tolaterally transfer, with no loss in pay, an attorney IV to his staff from another county department.Currently, Mr. Young's position is on the Judicial Salary Schedule as ajob grade K with a salary range of$55,536.96 to $83,298.60, with a maximum in-hire salary of $66,649.44. The employee's salary in therequested transfer is $79,330.20, which exceeds the maximum-in hire salary for a job grade K. However,the salary is within the range for the job grade K position. It should be noted that a request has beensubmitted to the Civil Service Commission to place these positions on the Attorney Salary Schedule at aminimum ofthe attorney IV level. That request is currently pending while performance factors are beingdeveloped by the Office ofBudget and Evaluation.

Section 86-233 of the DallasCountv Code states "A lateral transfer is defined as the movement into ajobthat has the same pay grade as the person's previous position. An employee transferring laterally shallnot receive a salary increase or decrease " Due to the pending status of the position's transfer to theAttorney Pay Schedule (which the department believes will be at least at the attorney IV level) and thedepartment's stated need to fill this position, the department is requesting that it be allowed to transfer theattorney IV at this time with no loss in pay.

Operational Impact .Granting this request will allow the department to fill its position immediately by laterally transferring anexperienced attorney while the Office ofBudget and Evaluation completes its review for the Civil ServiceCommission. The Human Resources/Civil Service Department has submitted a preliminaryrecommendation to the Civil Service Commission, subject to OMBE 's final review, to place all positionsin the department on the Attorney Salary Schedule at a minimum ofan attorney IV.

Financial ImpactIf the position is allowed to laterally transfer, the difference between this salary $79,330.20 and themaximum in-hire salary for ajob grade K (66,649.44) is $12,680.76.

RecommendationThe Human Resources/Civil Service Department does not recommend approval ofthis request because itdoes not comply with Section 86-223 (Lateral Transfers) of the Dallas CounlY Code. However, theHuman Resources/Civil Service Department respectfully submits this request to Commissioners CourtforfUrther consideration.

Recommended by:

509 Main StreetRecords Building

Dallas. TexasEqual Opportunity Employer

K:\Briefings 200Tlpolicy exceptionJaleral transfecdislrict court rev staff atty_0116072.doc

58

DALLAS COUNTYPURCHASING DEPARTMENT

Di\LLAS COUNTYCOMf,j:('C'in '?S COURT

06 JAN I 0 PH 2: 51.

January 16, 2007

TO:

FROM:

SUBJECT:

Commissioners Court cfjSDShannon S. Brown, Purchasing Agent

Cancellation ofBid No. 2006-123-2181 Contract for the Repair and Replacement ofCeramic Bath Tile and Shower Stalls at Various Locations

BackgroundOn September 12, 2006, through Court Order 2006-1603, Bid No. 2006-123-2181 Contract for theRepair and Replacement ofCeramic Bath Tile and Shower Stalls at Various Locations was awardedto Gomez Floor Covering in the amount of $28,536.43. This contract was for the repair of eleven(11) shower stalls at the Letot Center and six (6) handicap accessible bathtubs at the Dallas CountyJudicial Treatment Center. The purpose of this briefing is to recommend the cancellation of thiscontract.

Operational ImpactThe purchase order for this project was issued on September 12, 2006. The bid response providedby Gomez Floor Covering indicated that the work would be completed within 23 calendar days. Asof November 13,2006 (61 calendar days), Gomez Floor Covering had only completed three (3)showers at the Letot Center and the work product was not acceptable by Facilities Management andthe Juvenile Department. On two occasions, Facilities Management and Letot Center staffmet withGomez Floor Covering to express concerns with the quality and timeliness of the work. A meetingwas held at the Purchasing Department on November 13, 2006 with the vendor and departmentalrepresentatives to discuss the concerns. The quality of work issues included mismatched tiles,broken tiles, and uneven tile applications, and

The result of that meeting was an agreement that Gomez Floor Covering would correct the problemswitb the three (3) showers at Letot Center and that no additional work would begin on the remainingshowers at Letot Center or the bathtubs at the Dallas County Judicial Treatment Center until furthernotice. Facilities Management has notified the Purchasing Department that corrective work wasperformed on the three (3) showers at Letot Center and that the work is satisfactory. However,Facilities Management is recommending that the contract be terminated and another vendor securedfor the projects due Gomez Floor Covering's inability to meet the project timeline. Specifically,Letot Center is concerned with having showers unavailable for extended periods of time.

509 Main Street, Suite 623, Dallas Texas 75202-3340

(214) 653-6500 e Fax (214) 653-7878 [email protected]

59

Legal ImpactThe bid specifications allow the Commissioners Court to cancel the contract by giving ten (10) dayswritten notice to the vendor. .

Financial ImpactGomez Floor Covering bid a price of$26,736.43 for the Letot Center showers and $1,800.00 for theDallas County Judicial Treatment Center bathtubs for a total cost of $28,536.43. The contractallows Dallas County to purchase the materials from Gomez Floor Covering at an estimated cost of$11,107.05. Facilities Management has indicated that the materials are acceptable and can beutilized by another contractor to complete the job. The estimated labor cost to complete theremaining projects is approximately $16,500.

RecommendationThe Purchasing Department, with the concurrence of Facilities Management and Letot Center,recommends the cancellation ofBid No. 2006-123-2181 Contract for the Repair and Replacement ofCeramic Bath Tile and Shower Stalls at Various Locations as awarded to Gomez Floor Covering forfailure to complete the work within the project timeline as noted in their response. Dallas Countywill compensate Gomez Floor Covering for the work performed on the three (3) showers at LetotCenter and for themateria1s purchased for the project as detailed in the bid response.

60

T,ansrnission Repo,t

Date/TimeLOCa! ID

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Kevin WhitenerProject Manag«G>:Jmez Floor Covcriflg1162 Se<:urityDrivcPanas, TelIII$ 75247

&:711 Via Fa>:~ 21.s.90J-19fM

Attached is a briefing the PlII'Chasing Department 11M prepared to lubmil to the DallasCounty Commi~si\'ll\imCourt for discu.ssi<:m on 'Tue$day, January 16, 2007. ~=mmendcd action DIn carn::ellhe contract with Gomez. F!OllfCovtri08 for therelW'linder of the prQia:t. The recommendation includes paymaJt to Gomez FloorCOVllrin,g for the work pafmmed and l'l::imbWllelUent :for maleriab purclJa£ed lIll lillied in..-Shook! y(lll or 8 ~tative froU1 Gomez Floor Covering deiife to disc\lllS tbia iilSUllwith CommilIlIiooell\ CQUft, you may regi:rta: Illllpeak by contaCting the D.allall CountyClerk's Office Bt214-653-1886and providing your infomlIIliOl1 ro LkaCllSlenada by4:00 pm CST on Monday, JantW)' 15, 2001. This item will be diacusscd an 1'\lesday,JanlIllI)' 16, 2007 with fuJrnal md :final action lllkm by Commissioners Court OilTuesday, January 23, 2007.

509 Main Street, Suite 623, Dallllll Texas 75202-3340(214) 653-7597. Fax (214) 653-7449. sbrown@dallascOWlty,org

II

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61


DALL!\S COUNTYCOt-';[,··:l::S'CNERS COURT

06 JAN I 0 PM 2: 57

January 16,2007

TO:

THROUGH:

FROM:

SUBJECT:

The Honorable CommissionersCou~~

Shannon Brown, Purchasing Agent 0 auLinda Boles, Purchasing Supervisor

Licensee for Vending Operations at Various County Facilities, RFP No. 2003-068-1307

Background/IssueDallas County currently contracts with Specialized Quality Vending (formerly known as M-C Vending) toprovide vending machines (soda and snack) in various County facilities based on a 29.5% commissionpercentage from the gross retail sales of merchandise sold. The contract runs through May 31, 2008. Thepurpose of this briefing is to request that the contract be modified to include placement of deli/food andbeverage machines in the Sheriffs Department employee lounge areas of the various jails based on a trialbasis.

Operational ImpactThe Texas Commission on Jail Standards requires a 1:48 staffratio (DSO to inmate) at all times. In an effortto comply with this requirement, the Sheriffs Department plans to revise their internal personnel policy torequire jail staff to remain in the facility during lunch. The County's Cook Chill facility no longer providesmeals to Sheriff personnel. Consequently, the employees will have three options to secure their meals;delivery service, bagged lunches, or vending. Currently there are no vending machines in the jails/employeelounges. As a result, the Sheriffrequests that vending machines be placed within the employee lounges ofthefive (5) jails.

Specialized Quality Vending has agreed to provide seven (7) microwaves, five (5) deli/food machines andfive (5) beverage machines in the designated jails at no cost to Dallas County. The vending machines willhave a capacity to contain between 110 to 300 items. A sample of the proposed products to be offered isattached for the Court's review. In addition and to ensure that healthy products are made available to theemployees, the Sheriffs on-staffDietician will assist in selecting which food and beverage items are placed inthe machines.

Specialized Quality Vending has agreed to assist the County with this pilot program to determine ifvendingmachines are a viable option. While the firm's contract includes a commission on sales, the proposal for thetrial period does not include extending that commission rate to these machines.

Financial ImpactIn order to offer items to employees that are competitive with the market, the County will not receive anycommission from the sale of products during the trial period. A financial review of the sales will beperformed at the end ofa three month/six month period to determine the viability of continuing the project.

509 Main Street, Suite 6236'" Floor Records Building

Dallas, Texas 75202-4616 Office (214) 653-7431

62

The overall average annual vending revenue to the County from this contract is $125,000 for approximately50 machines, or $2,500 per machine. The maximum potential lost revenue is $42,500. However, theseseventeen (17) machines will not be accessible by the public and would produce a lower revenue amount. Ifthe program is successful in reducing one (I) PTE, the potential financial impact is neutral.

Legal ImpactIn accordance with Local Government Code 262.031, "Changes in Plans and Specifications", theCommissioners Court may make changes to a contract if it becomes necessary after a contract is made aslong as the change does not exceed 25% of the original contract award unless the change order isnecessary to comply with a federal or state statute, rule, regulation or judicial decision enacted, adopted orrendered after the contract is made. At this time, the financial scope of the contract will not increase.This amendment simply allows the vendor to place additional machines at County locations. SpecializedQuality Vending has agreed to provide, service and maintain the various equipment, if amended.

RecommendationIn an effort to comply with the Texas Commission on Jail Standards regarding staff count, the Sheriff'sDepartment will be revising their personnel policy requiring jail employees to remain in the facility duringlunch. Consequently, to provide them with alternative dining choices, staffrecommends modifying RFP No.2003-068-1307 to include the placement ofseven (7) microwaves and five (5) deli and beverage machines inthe Sheriff employee lounges on a trial basis as non revenue generating machines.

Should the Court concur with this recommendation an award Court Order will be scheduled for the nextavailable Court session.

Chief Gary Lindsey, Sheriffs DepartmentChief Mona Birdwell, Sheriff's DepartmentDiane Bronar-Skipworth, Sh~riff's Department

....... , .... ;JI ......UO "''t • .I.0rMl:lt. O.l./tl.l.

Route#Account#Name

Mom's Order SheetDelivery Day

Date

L1NE# HOT SANDWICHeS QTY LINe # speCIALTY SANDWICHES QTY1033 BREAKFAST CROISSANT 1167 ITALIAN FOCACCIA1036 HAM & CHS CROISSANT 1165 TURKEY/PROVOLONE FOCACCIA1037 ROAST BF CROISSANT 1185 HAM & CHEESE FOCACCIA1036 TURKEY CROISSANT 1006 DELI HAM & TURKEY1054 MEXICAN POORBOY 1191 HAM TURKEY SWISS PITA1064 SAUS, EGG CH BISCUIT 1004 DLX CHEESEBURGER W/FIXINS1085 HAM, EGG CH BISCUIT 1175 BIG SUB WIPOTATO SALAD1012 ECKRICH SAUSAGE 1125 STEAK & EGGS TEXAS TOAST1044 SLICED BBQ 1005 DLX.CHEESEBURGER1045 BBQ CHICKEN BREAST 1064 CHOPPED BBQ TiSSUE WRAP1016 BACON CHEESEBURGER1023 ROAST BF ONION ROLL1025 HAM & CH ONION ROll LINE # PLATIERS1009 MOM'S SUB 1144 SLICED BBQ BEEF1028 STEAK-FINGERS/GRAVY 1183 FRIED CHICKEN PLATE1057 CHICKEN & SWISS Bunl 1133 CHICKEN FRY PLATE1015 DOUBLE CHEESEBURGER 1134 CHICKEN PATIIE PLATE1021 RIB SANDWICH 1137 STEAK FINGERS PLATE1060 SAUSAGE,EGG,CHEESE 1139 SPAGHETII AND MEATBALLS1051 HAM & CHEESE HOAGIE (SUB 1131 SALSBURY STEAK PLATE1025 SALISBURY STEAK 1126 PANCAKES AND SMOKIES1227 SLOPPY JOE W/ CHEESE 1129 FRENCH TOAST /PATIIE1018 TWIN CHILI DOGS 1141 MEXICAN PLATE1066 CHICKEN FRIED STEAK 1142 FRITO CHILE PIE1049 FISH & CHEESE 1152 POTATO SALAD1063 CHOPPEOBBQ 1154 BOILED EGGS1058 TURKEY & SWISS HOAGIE SUb 1150 BAKED POTATO1017 CHILI CHEESEBURGER 1151 VEGETABLE TRAY1091 SAUSAGE & EGG1019 PATII MELT10SO CHICKEN FILLET PO BOYS1088 HAM & EGG 1010 SUPER PO BOY1089 BACON & EGG 1014 SUPER SUB1022 MEATBALL SUB1092 SAUSAGE ON A ROLL1031 DOUBLE DOGS MAMASITA - TAQUrrO'S1002 CHEESEBURGER 1056 CHICKEN FAJITA1042 HAM & SWISS ON RYE 1069 BACON, EGG & CHEESE1079 POLISH 1059 HAM EGG & CHEESE1052 HAM & CHEESE TWINS 1048 SAUSAGE EGG & CHEEse10S3 SMOKEO SAUSAGE TWINS 1062 TWIN POTATO EGG,CHEESE1078 HOT LINK 1068 TWIN BEAN & CHEESE1032 CHILI CHEESE DOG

COLD SANDWICHes FROZEN ITeMS1100 CLUB 1156 TONYSPIZZA1104 SHAVEO HAM & CHEESE 1072 POSAOAS

. 1103 SHAVED ROAST BEEF 1090 SAUSAGE & BISCUIT1099 DUTCH LUNCH 1165 TAMALES1123 SHAVED TURKEY 1093 BURRITOS 50Z1105 SHAVED HAM & MUSTARD1114 PIMENTO CHEESE1115 JALAPENO PIMENTO PASTRIES I DESSERTS1117 BOLOGNA & CHEESE 1312 STRAWBERRY SHORTCAKE1118 LUNCHMEAT & CHEESE 1228 BANANA PUDDING1119 SALAMI & CHEESE 1304 CHOCOLATE CAKE1111 CHICKEN SALAD 1308 OREO CRUMB DELIGHT1112 HAM SALAD 1307 SANANA CUSTARD1108 TUNA SALAD1120 EGG SALAD

SALADS LUNCHABLES1201 CHEF SALAD 1525 TURKEY & CHEDDAR LUNCHABLE

1202 CAESAR SALAD 1524 HAM & CHEDDAR LUNCHABLE1204 COsBSALAD1176 GARDEN SALAD DELUXE1177 GARDEN SALAD

10/09/2006 14:14 2144262921 q,dkE FOODS PAGE 01

SCOBEE FOODS, INC.

1812 CQrinth St. Dallas, Tx. 75215To Place an Order Call: 214-421-0898 or Fax Order to: 214-426-2921

CUSTOMERNAME: ~ __Please place order two days in advance by noon.

ORDER DATE: _Delivery/Pick Up Date: _

Revised 09115106B ge wJt~out n tiecPrices a subjec

Code OlV Burnem Price Code Qtv Mexican Food Price63074 Charbroil with Cheese 6.1OZ BeelC Chimichanoas BeellPosado50190 BIoBov Dble Charw/cheese 6.750z Pin 6068 Pinata Burrito B&B 10oz.50167 Doubie Char wlcheeselmust 8.502 i Pin.6069 Pinata Burrito Green Chili 100•.50168 Double Char w/ehee.elmavo 8.50. Pin 6112 Pinota Burrito Sni"" 10oz.

Hot Dog,;/llnks/Sausages 73169 Barbacoa Taco. 2 ok50100 Hot Link wlBBO Sauce 50468 Chee.e Enchiladas w/Rice Plale50102 HoI Link wlmuslard 5363? Nachos"Chins wilh Cheese50215 German Sausane / .

50207 Double Chili Do~ wlche-.e Mi.c. HoI Sandwiche•• Etc.

63144 Twin Hot Links wlmuslard 50140 Breaded Chicken BreastSBQ· Barbeque 63142 Chicken I"armesan

50220 BBO Rib on a bun Isinnle\ 63153 Buffalo Chicken Sandwich50145 Mesouite BBQ Ichoooed 5.50>:. 50200 Chicken Fried Sleal<l8un50255. Chopped BBQ Tissue Wran 7.30z. 50287 Grliled Chicken & Swiss

Breakfast Items 50201 Breaded Fish w/cheese50120 Sausaoe Biscuit 50472 Homestvle Cheeseburnerrrator Tots55210 SausacelScrambled • Wedne ~. 63165 Grilled Chicken SwisslTator Tots50700 Enolish MuffISauo/Eaa!Chee.e

,50462 Texas Winns,

63071 Scrambled EQ~ Sau.a~e on TX Toaat Dairv Products

63106 Fried Eoo. sau. Cheese Tx Toast 14924 Bordens Oranoe Drink I"lnl53065 Saus Eoo and Chee.e Taco 3 ok 14925 Bordens Strawberrv Drink PIn!

Fre.hPlus " Aoorox. 21 Davs 14928 Borden. Fruit I"uneh Drink PintFP Cold Sandwiches 12145 Bordens 112 ot 2%

65333 FP Eoo Salad HAL Borden. 1/2 01 Vitamin D63062 FP Chicken Salad on White HALF Borden. 1/2 Dl ChocolaUl63182 FI" Chicken Salad on Wheal 29212 Bordens Sol TroDical16oz63063 FP Tuna Salad on While 11664 Bordens Chocolate Pint63223 FP Tuna Salad on Wheat 11670 Borden. White PInl63272 FP Boloona & Cheese 11665 Bordens HIoh I"mtien 2% Pint61288 FP Shrd Ham & Cheese on White I FROZEN VENDING FOOD ICASE

61287 FP Shrd Ham & Chee.e on Wheat 63182 Cheesebumer WlMustard 12/6.10'66256 FP Smkd Turkev & SWIs. on White 63183 Double Chili Doo WICheese 12/80.66267 FP Smkd Turkev & Swi•• on Wheat 63185 Cheooed BBQ-Tissue Wraooed 1M'.•

80246 FI" SubmarinelJumbo 63180 Sausaoe on a Roll 12\ 1614.20z60247 FI" Ham & Chee.e Hoaoie 63161 I"ork Rib Sandwich 14/5.502

FI" HoI Sandwiches Ivend onlvl 63169 HoI Link WIMuslard 1814.90'60289 FI" Double Chili DOllS 63179 Chamrilled Chicken & Swiss 1216.10'60239 FP Jumbo Charbroil Burner 63171 Chicken Salad Wedoe 18/4.6ol60423 FI" Double Rib Cutlel 63172 Tuna Salad Weda. 1814.60' i

S.,.ds 63184 Smoked Turkey & Swiss Wedge ,."..

50461 Gardan Salad 63178 . Ham & Cheese Wadne 181SOl

rn ttc eh n 0

65

Df\LLt'\S COUNTYCor,';t1 15:jiUNrRS COURT

DALLAS COUNTY 06 JAN 10 PM 2: 51.PURCHASING DEPARTMENT

January 16, 2007

TO:

FROM:

SUBJECT:

Commissioners Court ~

Shannon S. Brown, Purchasing Agent .

Payment of Outstanding Invoices to Kyocera Mita for Copier Services

BackgroundIn FY2005, Dallas County utilized rental copiers provided by Kyocera Mita through acontract awarded by the State of Texas. For FY2006, the Purchasing Departmentrecommended the County transition to a lease agreement through a separate State ofTexas contract with Konica Minolta Business Solutions. This transition occurred inOctober and November 2005. The purpose of this briefing is to present outstandingissues from this transition.

Operational ImpactThe placement of Kyocera Mita machines throughout the County began in the summer of2004, with some machines placed as early as March 2004 for demonstration purposes.As has been discussed in previous briefings, it is not clear how the decision to utilizeKyocera Mita machines was made. A briefing on August 2, 2005 detailed the costadvantage of moving to a lease arrangement and estimated a transition timeline ofOctober I, 2005 to coincide with the new fiscal year. There was a one month delay inplacing the leased Konica Minolta machines with full implementation actually beginningin November 2005

Kyocera Mita has submitted documentation indicating that Dallas County underpaid onseveral machines during the time they were utilized and is requesting payment to closethe account. Many of these invoices date back to the initial placement of the machine in2004. The Purchasing Department and Auditor's Office have reviewed these invoices inan attempt determine Dallas County's obligation. The nature of the invoices have beencategorized into five (5) groups: Already PaidINo Payment Recommended, RecommendPayment, Cancellation Discrepancies, Demonstration Machines, and AdditionalInformation Needed. A brief explanation of each category is provided.

509 Main Street, Suite 623, Dallas Texas 75202-3340(214) 653-7597. Fax (214) 653-7449. [email protected]

66

Already PaidINo Payment RecommendedThis category represents $1,744.61 in outstanding invoices. The Auditor's Office hasprovided payment information, including a check number, to Kyocera Mita to verifypayment. In addition, this category includes several invoices for taxes for which KyoceraMita has agreed to issue credit invoices.

Recommend PaymentThis category represents $16,738.90 in outstanding invoices and is primarily related toadditional charges for multi-functional machines (copy, scan, fax, print) and excess copycharges. Dallas County's purchase orders indicated that very few machines were orderedas multi-functional devices. Thus, as invoices were submitted, the Auditor's Officeadjusted payments accordingly. Kyocera Mita provided documentation from the State ofTexas that many more machines were ordered as multi-functional machines. ThePurchasing Department requested and the State of Texas provided additionaldocumentation showing Dallas County's initial request. The documentation clearlyshows that Dallas County requested many more multi-functional machines. Based onthis information, the Purchasing Department recommends that these invoices be paid inthe amount of$15,696.l4.

Cancellation DiscrepanciesThis category represents $1,838.95 in outstanding invoices on seven (7) machines.Dallas County has produced documentation showing 30-day cancellation notices on allbut one (l) machine. The Purchasing Department recommends payment in the amount of$815.04 for this category.

Demonstration MachinesThis category represents $7,375.73 in outstanding invoices. Kyocera Mita submittedinvoices in November and December 2004 for seven (7) machines covering severalmonths of service for periods dating back to March 2004 through October 2004. TheAuditor's Office made payment based on the County's purchase order issue date and theunderstanding that these machines were placed as demonstration machines.Documentation shows that State of Texas purchase orders for these machines indicate acontract start date of June 2004. The Purchasing Department recommends that paymentsbe made for all machines after this date.· The recommended payment amount based onthis criteria is $3,843.67.

Additional Information NeededThis category represents $3,730.61 in outstanding invoices. This amount representsmachines that were not on Dallas County's inventory, we assigned to departments thathad been eliminated, or the nature of the charge is unclear on the invoice. Additionalinformation is needed to determine if these invoices are to be paid. Dallas County hasrequested that the StateofTexas send all documentation available for these purchaseorders.

67

Financial ImpactThe total amount Kyocera Mita claims is owed by Dallas County is $31,428.80. Basedon Dallas County's research and information from the State ofTexas, the PurchasingDepartment is recommending payment in the amount of$20,354.85 at this time. Asdocumentation for items in the Additional Information Needed category is presented, thePurchasing Department will submit miscellaneous briefing items to recommend payment,if warranted.

In addition, any outstanding invoices for copier services for the month of October 2005are owed due to the delay in placing the new machines.

An accounting change that occurred for FY2007 removed the year segment from theaccount coding. With this change, purchases made prior to the new fiscal year could not"roll forward" and be paid under the old account coding. The Office of Budget &Evaluation created a contingency fund in the current year for purchases associated with aprior year. This contingency fund is the recommended funding source for theseoutstanding charges.

RecommendationThe Purchasing Department recommends payment to Kyocera Mita in the amount of$20,354.85 for outstanding invoices for the period of June 2004 through October 2005.Kyocera Mita has been notified of this recommendation and is in agreement with theproposed solution with the exception of the determination of the payments for thedemonstration machines. An estimated $3,700 remains for unresolved invoices and asproper documentation is received, the Purchasing Department will present miscellaneousbriefing items for these payments, if warranted.

68

DALL,\S COUNTY"'O',1'-'I~",n"r.,," "'O'URTv -.I-:; .. <;'t,'I~'.I;,J v

DALLAS COUNTY 06 JAN 10 PM 2: 51PURCHASING DEPARTMENT

January 16, 2007

TO:

FROM:

SUBJECT:

Dallas County Commissioners Court~

Shannon S. Brown, Purchasing Agent

Discretionary Exemption for EOC Regional Incident Management Software

Background/IssueDallas County participates in the Metro Urban Area Security Initiative (MUASI) groupthrough the North Central Texas Council of Government's (NCTCOG) homelandsecurity grant program. This group is responsible for managing the Urban Area SecurityInitiative (UASI) funds received from the federal government in this region. On October10, 2006, the Office of Security & Emergency Management briefed CommissionersCourt on the use of the funds awarded through the 2006 UASI grant program to purchasean emergency management/incident management software system in conjunction withMUASI. The purpose of this briefing is to recommend a procurement procedure for thisproject.

Operational ImpactThe primary objective for this system is to link the 245 jurisdictions and their emergencyoperation centers (EOCs) throughout North Central Texas by implementing a commonincident management software program to enable information to be shared across theregion. Thus, one of the most important aspects of a system will be interoperability. Asubcommittee of the MUASI group has been evaluating the options available toimplement a regional emergency management/incident management software system ona regional basis. The goal of the project is to ensure that the entire region can receive andinput information in the event an incident occurs.

Several jurisdictions have already purchased and implemented independent incidentmanagement systems. A goal of the MUASI group is to ensure that all jurisdictions,regardless of the system they utilize for local incidents, have access to a regional system.In December, the EOC Direction and Control committee considered all the options anddecided to endorse E Team as the system to implement throughout the region. Inaddition, the Primary Points of Contact (PPOCs), as the governing body of the MUASI,concurred with this endorsement and authorized Dallas County OSEM, as the projectmanager, to proceed with purchasing and implementing E Team as the regional incidentmanagement software system.

509 Main Street, Suite 623, Dallas Texas 75202-3340(214) 653-7597. Fax (214) 653-7449. [email protected]

69

E Team is a web-based program that has the required interoperability to allow alljurisdictions to enter and receive information. Jurisdictions that utilize other incidentmanagement programs will have the opportunity to participate in the regional system.The infrastructure design will be to utilize the web servers at existing E TeaminstallatIons (Tarrant County, DFW Airport, Grapevine, and Plano) and implementseveral new server sites, including one in Dallas County. In addition, a centralized sitewill host several smaller jurisdictions.

Financial ImpactThe 2006 VASI grant program will provide $662,334 for this project.

Legal ImpactLocal Government Code, Chapter 262, requires that all purchases over $25,000 becompetitively procured unless certain discretionary exemptions are granted byCommissioners Court. The Purchasing Department recommends that the purchase of anincident management solution be exempted under Local Government Code 262.024(a)(2)as a purchase necessary to protect the safety of County residents.

RecommendationThe Purchasing Department recommends Commissioners Court exempt the procurement ofan emergency management/incident management software system for regional emergencypreparedness as allowed by Local Government Code 262.024(a)(2).

LO"·wO,O. DALLAS COUNTY~B PURCHASING DEPARTMENT

'1.,.£ Of ..; ........

January 16, 2007

70

06 JAN Ia PM 2: 51TO:

THROUGH:

FROM:

SUBJECT:

Commissioners :~~~

Shannon BrownL.[5t} vPurchasing Agent

Mary StephensSenior Buyer

Bid No. 2007-032-2502 - Annual Contract for Purchase of PVC ShowerlDeck Shoes

BACKGROUNDIISSUEOn Decemher 18, 2006, the Purchasing Department opened proposals received for the aforementionedsolicitation. Bid No. 2007-032-2502 outlines the requirements for the PVC ShowerlDeck Shoes. Thepurpose of this briefing is to make a recommendation of award to the lowest compliant bidders meetingDallas County bid specification requirements.

OPERATIONAL IMPACTThe contract is utilized by the Sheriffs Department, Juvenile Detention and the Letot Center. The producthas been tested and recommended for award.

Item 2 - Slip-on Deck Shoes - The Purchasing Department received eight (8) bids for this item. The lowbidder, The Liberty Store did not meet specification requirements. After testing the product through onewash cycle, the rubber around the sole and the fabric started coming apart and the color. The shoesubmitted by Uniforms MFG, Inc., the second low bidder, met specification requirements.

Vendor Cost Der Pair Total Cost BrandThe Liberty Store $1.85 - 10,000 nairs $18,500.00 Libertv 6620Uniforms Mfg. Inc. $1.94 - 10,000 nairs $19,400.00 UMI#4880 UNVGoaltex Corp. $2.07 - 10,000 pairs $20,700.00 BIGM#TWGRGoldwater Industries, Inc. $2.07 - 10,000 pairs $20,700.00 Goldwater M9902LRobinson Textiles $2.2 I - 10,000 pairs $22,100.00 Rob Tex. RTCSShoe Corooration $2.34 - 10,000 pairs $23,400.00 Shoe Corn. #6 I 99Bob Barker Companv $2.47 - 10,000 pairs $24,700.00 Bob Barker 255 NV

ICS $3.40 - 10,000 pairs $34,000.00 ICS #M032

FINANCIAL IMPACTThe additional cost of awarding Item 2 to the lowest and best bidder meeting Dallas County Specificationrequirements would be an additional $0.09 per pair, or $900.00 on an annual basis.

LEGAL IMPACTLocal Government Code 262.027(c) requires the Purchasing Department to notify the low bidder whenrecommending a contract award to other than the low bidder. A letter was faxed and mailed to The LibertyStore on January 8, 2007.

RECOMMENDATIONThe Purchasing Department, in conjunction with the Sheriff's Department, recommends thatCommissioners Court approve the award of item 2 to the second lowest and best bidder, Uniforms Mfg.,

Inc.

c: Mark Pemberton, Sheriff's DepartmentFile

509 Main Street, Suite 6236th Floor RecordS Building

Dallas, Texas 75202-4616 Office (214) 653-7431

71Mary Stephens - Deck Shoes Page 1

From:To:Date:Subject:

Mark PembertonMary Stephens1/4/20072:58:36 PMDeck Shoes

After testing the Blue Deck Shoes the second lowest bidder Uniforms Mfg. should win this contract.

The lowest Bidder The Liberty Store Deck Shoe didn't hold up to being washed and dry one time. therubber around the sale and the fabric started coming apart. And the Blue in color faded.

The Second lowest bidder Uniforms MFG. Deck shoe held up great and should be Award the contract.

ThanksMark PembertonBuyerDallas County Sheriffs Dept.214-637-5374

DALLAS COUNTYPUBLIC WORKS

January 10, 2007

72

DALLAS COUNTYCOf1~iISSIOfFRS COURT

06 JAN I I AM 9: 08

MEMORANDUM:

Commissioners Court

FROM:

SUBJECT:

Donald R. Holzwarth, P.E., Director ofPublic Works

SAME DAY BRIEFING AND COURT ORDER RATIONALESingleton Boulevard Project 91-881(Hampton Road to Canada Drive)Work Order for Lawrence Engineering

This project is in construction and more potentially hazardous soil was encountered in theinstallation ofthe 24" water line. City has agreed to use their Standard HeavyDutyPavementStructure Design which will include an asphalt bond breaker protecting the roadway fromreflective cracking. Change Order No. 7 needs to be executed as soon as possible to avoidfurther delay of the contractor.

411 Elm Street, 4th Floor Dallas, Texas 75202 214-653-7151

73

06 JIU-1 I I AI1 9: 08


ORDER ON FORMAL AGENDA

January 10, 2007

MEMORANDUM:

TO:

THROUGH:

FROM:

SUBJECT:

BACKGROUND

Commissioners Court

Commissioner John Wiley PriceRoad and Bridge District 3

Donald R. Holzwarth, P.E..Director ofPublic Works

SINGLETON BOULEVARD PROJECT NO. 91-881(Hampton Road to Canada Drive)Change Order NO.7

Funding for design, right-of-way, and construction of the subject project was approved inthe 1991 Bond Thoroughfare Program. The project is located in Road and Bridge DistrictNo. 3 and within the City of Dallas. The City of Dallas entered into a MASTERAGREEMENT GOVERNING TRANSPORTATION MAJOR CAPITALIMPROVEMENT PROJECTS with Dallas County. Subsequently, the City alsoentered into a PROJECT SPECIFIC AGREEMENT in September 2005 which set forththe funding and design criteria for the project.

This project is in construction and potentially hazardous soil was encountered in theinstallation of the 24" water line. Site conditions indicate that future excavation of theroadway would be undesirable. City has agreed to the Standard City ofDallas Heavy Dutypavement section in order to avoid more excavation ofhazardous soil and Change Order

NO.7 needs to be executed as soon as possible to avoid further delay ofthe contractor. Inaddition to a change in pavement structure, the new pavement design will include an asphaltbond breaker to control the hazardous soil beneath the roadway.

PROJECT SCHEDULE

A total of 465 working days have been allocated for the total construction contract. Theproject is on schedule at this time. No additional days will be authorized by this ChangeOrder.


74

Commissioners CourtJanuary 10, 2007Page Two

FINANCIAL IMPACT

The construction Contract was awarded to Tiseo Paving Company in the amount of$16,990,202.00 and previous change orders totaling $296,191.20 have increased thecontract price to $17,286,393.20. Change Order No.7 is a deductive change order in theamount of$716,806.1 0 which will bring the contract price to $16,569,587.10 which will bepaid from Bond Fund 427, Project 50107.

RECOMMENDATION

The Director ofPublic Works recommends that a Change Order No. 7 with Tiseo PavingCompany be executed for the Singleton Boulevard Project 91-881 in the amount of($716,806.10) to be deducted from the contract by deleting quantities from three items inthe contract as detailed in Change Order No.7. IfCommissioners Court is in agreement, acourt order has been placed to TODAY'S FORMAL AGENDA.

RECOMMENDED BY:

~(t~Donald R.Holzw~Director ofPublic Works

jmChange order No.7.


PROJECT:

75

DEPARTMENT OF PUBLIC WORKSCOUNTY OF DALLAS

DALLAS, TEXASCHANGE ORDER NO. 7

Singleton Blvd Project 91-881

ORIGINAL CONTRACT AMOUNT $16.990.202.00NET EFFECT OF PREVIOUS CHANGE ORDERS $ 296,191.20REVISED CONTRACT AMOUNT BY ABOVE CHANGE ORDER.$17,286,393.20NET. EFFECT OF THIS CHANGE ORDER ($ 716.806.102REVISED CONTRACT AMOUNT BY THIS CHANGE ORDER. $16,569,587.10

CHANGE ORDER NO. 7 IS TO BE PAID FROM:

($716.806.10) FUND: 427-0-8311-2001-0-50107

EFFECT OF CHANGE: the sum of SEVEN HUNDRED AND SIXTEEN THOUSAND EIGHTHUNDRED SIX AND TEN HUNDREDTHS DOLLARS ($716,806.102 and (0) WORKINGDAYS shall be DEDUCTED FROM the previous contract.

For this project the contract is amended hereby with respect to the itemsand features shown in the DESCRIPTION OF WORK and no other items,features specifications, conditions or requirements of the contract arewaived or changed hereby.

AGREEMENT: By the signatures below of the duly authorized agents of thecounty of Dallas, Texas and Tiseo paving company the said county ofDallas and Tiseo paving company. do hereby agree to append this Changeorder to the original contract between said parties, dated october 14th.2005.

DESCRIPTION OF WORK: SEE ATTACHMENT "A"

Tiseo paving company

By: ~cI ~~dAffcontractor

Date: I//I!&7,

COUNTY OF DALLAS, TEXASApproved by:

Donald R. Holzwarth. P.E.Director of public WorksDate:

Alberta williams, P.EAssistant Director

Date : _

Margaret KeliherCounty Judge

Date : _

76


DALLAS, TEXAS

CHANGE ORDER NO. 7ATTACHMENT "A"

Z I- wI-0 V1 0:: H Z \:7uH ::::l ww"" Zw 0 z~::.: l- I-

~~ t\:7o:: H0. ::::lu V1 <tl-w H H <tzw ..JH Z ::I: zI- 0:: Z GJO' <to <to:: w . U oH U ::::l ~::I:o:: 1-0. ~ I- u0:: U oVl 0. g w zw 0' w0 zH

ROADWAY AND CHANNEL

110EXCAVATION (6" depth- CY 45170 29320 $5.95 $174,454.00 -$94,307.50278 & 8" depth 15572 CY )

276CEM TRT BS (CL 5) (STR-L) SY 1666 0 $20.00 $0.00 -$33,320.00(Flex Base) TY A(GR Z) (6")

CEM TRT BS (CL 5) (STR-L)276 (Flex Base) TY A(GR Z) (8") SY 70072 0 $25.00 $0.00 -1,751,800.00

DEDUCT THE FOLLOWING QUANTITIES TO THE CONTRACT FOR THE ITEM(S) BELOW

ADD THE FOLLOWING QUANTITIES TO THE CONTRACT FOR THE ITEM(S) BELOW

z I- wI-0 Vl 0:: H Z \:7uH ::::l ww"" Zw 0 z~::.: l- I-

~~t\:7o:: H

0. ::::lu V1 <tl-w H H <tzw ..JH Z ::I: zI- 0:: Z <to <to:: w U oH U ::::l ~::I:o:: 1-0. ~ I- uVl

0:: U oW

0. 0' g w w z0 ZH

CEMENT ·9% (6" ·1666275 SY @45 LB/SY) & (8" & TON 0 12140 $198.00 $423,720.00 +$423,720.00

70072 SY @ 60 LB/SYI

275CEMENTTRT SY 0 71738 $10.30 $738,901.40 +$738,901.40SUBGRADE

NET CONTRACT DECREASE ( $716,806.10)

77


DALLAS, TEXASCHANGE ORDER NO. 7

ATTACHMENT "s"

DESCRIPTION OF WORK: Detailed description of changescovered by this change Order are documented below:

ITEM DESCRIPTION REASON FOR CHANGE

110

276

ROADWAY AND CHANNELEXCAVATION (6" depth - 278& 8" depth 15572 CY )

CEM TRT BS (CL 5) (STR-L)(Flex Base) TY A (GR Z) (6")

Site conditions indicate thatexcavation of roadway would beundesirable, leading to possibleenvironmental concerns.

CEM TRT BS (CL 5) (STR-L)276 (Flex Base) TY A (GR Z) (8")

275

275

CEMENT· 9% (6" -1666 SY@45 LB/SY) & (8" & 70072 SY@ 60 LB/SY)

CEMENT TRT SUBGRADE

Cement treatment of the subgrade isthe City of Dallas Standard for heavyduty concrete pavement. The pavementsection will comply with the citystandard and also include an asphaltbond breaker. This approach has beenverified as technically sound by anindependent geotechnical firm, TeamConsultants. Both the city and thecounty are endorsing this approach.

78


January 10,2007

MEMORANDUM:

TO: Commissioners Court

mROUGH: Commissioner John Wiley Price, District No.3

cogGh~~6~~~~~~ciuRT05 JMI \0 p~, 3: 34

FROM:

SUBJECT:

Selas Camarillo, P.E., RP.L.SkAssistant Director - Propert1fSlvision

Affidavit ofRejection of Alleged Quitclaim Deed of Abandonment6018 Bexar Street, Dallas, Texas, DCAD No. 000006693040000001554 Caldwell Avenue, Dallas, Texas, DCAD No. 00000154049000000, and2608 Dorris Street, Dallas, Texas, DCAD No. 00000669262000000 (the "Properties")

BACKGROUND

On September 12, 2003, Willa Stewart, Independent Executrix of the Estate ofHenry D. Clark, Deceased,owner of the subject unimproved Properties, executed and filed an unsolicited alleged Quitclaim Deed ofAbandonment (the "Deed") to all the taxing jurisdictions, including but not limited to the City ofDallas,Parkland Hospital District, Dallas Independent School District, County ofDallas, Dallas CountyCommunity College District and the State ofTexas, in an attempt to avoid the tax liability. The allegedDeed dated September 12, 2003, is recorded in Volume 2003182, Page 11648 of the Real PropertyRecords ofDallas County, Texas, copy attached.

Pursuant to Court Order No. 97-1130, the Public Works Department has prepared the attached Affidavit ofRejection of Alleged Quitclaim Deed of Abandonment (the "Affidavit") to be filed in the Real PropertyRecords of Dallas County, Texas, expressly disapproving, declining and rejecting the representations,warranties and alleged transfer of the Properties.

LEGAL INFORMATION

Dallas County via Commissioners Court Order No. 97-1130 dated June 10, 1997 adopted a policy to disposeofunsolicited conveyance deeds from property owners to Dallas County in exchange for the payment and fullrelease of all outstanding ad valorem property tax, penalty, interest, attorney's fees and other governmentalcharges.

The policy requires the Public Works Department to submitthe attached court order and Affidavitto reject anyand all unsolicited conveyance deeds. The Director ofPublic Works or his designee is authorized to executethe Affidavit on behalf ofDallas County.

The City ofDallas, Dallas Independent School District and the State ofTexas are preparing similar affidavitsrejecting the conveyance.

411 Elm Street, 4th Floor Dallas, Texas 75202 (214) 653-7151

79

Commissioners CourtJanuary 10, 2007Page Two

FINANCIAL IMPACT

. N/A.

PERFORMANCE MEASURES IMPACT

No impact

RECOMMENDATION

Pursuant to Commissioners Court Order 97-1130, the Director ofPublic Works recommends that the attachedAffidavit ofRejection ofAlleged Quitclaim Deed ofAbandonment be filed in the Real Property Records ofDallas County, rejecting any alleged right, title or interest in the possession or fee interest in the Properties as aresult of the alleged Deed from Willa Stewart, Independent Executrix of the Estate of Henry D. Clark,Deceased, dated September 12, 2003, recorded in Volume 2003182, Page 11648, Real Property Records ofDallas County, Texas and considering the alleged transfer null and void.

If the Commissioners Court is in agreement with the above matter,. a court order will be placed on the nextregular agenda

APPROVED BY:

rD16"~PR~llf>irector ofPublic Works

~AE:pe:SC~ MyDocuments:/AftRej.BRF.Bexar-ealdweU-Dorris

Attachments

cc: David Childs, Dallas County Tax Collector

STATE OF TEXAS

COUNTY OF DALLAS

§

§

80

KNOW ALL PERSONS BY THESE PRESENTS:

AFFIDAVIT OF REJECTION OFALLEGED QUITCLAIM DEED OF ABANDONMENT

Before me personally appeared Selas Camarillo and upon his oath duly deposed and stated asfollows:

I. My name is Selas Camarillo. I am over 18 years of age, have never been convictedof a felony, and am competent to make this Affidavit. I have personal knowledge ofall facts stated herein.

2. I am employed as Assistant Director of Public Works - Property Division. In theregular course and scope ofmy duties, I supervise transfers, assignments, purchases,abandonments or other dispositions of real property on behalf of Dallas County,Texas. The Commissioners Court of Dallas County, Texas has conferred theauthority to the Department ofPublic Works to supervise the disposition ofpropertyto and from Dallas County, Texas.

3. Attached to this Affidavit is an instrument denominated "QUITCLAIM DEED OFABANDONMENT" hereinafter (the "Deed"), filed in Volume 2003182, Page 11648,in the Real Property Records of Dallas County, Texas. Said instrument attachedhereto as Exhibit "A" purports to convey an interest in the property referenced thereinand incorporated by reference therein (the "PROPERTY").

4. Dallas County, Texas has not tendered or paid any consideration whatsoever for thePROPERTY referenced in the alleged Deed. There was no consideration for thealleged transfer.

5. The recitals in the alleged Deed of the alleged consideration are incorrect andinaccurate. Dallas County, Texas, by and through the Public Works Department, hasnot requested or agreed to any of the terms set forth in the alleged Deed.

6. Dallas County, Texas, expressly disapproves, declines and rejects the representations,warranties and alleged transfer of PROPERTY in the alleged Deed.

AFFIDAVIT REJECTING ALLEGED QUITCLAIM DEED OF ABANDONMENT - Page 1

81

7. This AFFIDAVIT OF REJECTION OF ALLEGED QUITCLAIM DEED OFABANDONMENT shall be filed in the Real Property Records of Dallas County,Texas and shall be public notice that the tenus of the alleged consideration andtransfer of the PROPERTY should be considered null and void and that thePROPERTY does not vest in Dallas County, Texas.

8. This AFFIDAVIT OF REJECTION OF ALLEGED QUITCLAIM DEED OFABANDONMENT further expressly rejects any alleged right, title or interest in thepossession or fee interest in the PROPERTY as a result of the alleged Deed.

Further Affiant Sayeth Not.

Selas Camarillo, P.E., R.P.L.S.Assistant Director Public Works-Property DivisionCounty of Dallas

SUBSCRIBED AND SWORN to before me this day of January, 2007.

Notary Public in and for the State of TexasCommission Expires: _

After Recording Return to:

County of Dallas411 Ehn Street, Suite 300Dallas, Texas 75202Atto: Assistant Director-Public Works

c:IMyDocuments:/AffidRej Bexar-Caldwell-Dorris DIs

AFFIDAVIT REJECTING ALLEGED QUITCLAIM DEED OF ABANDONMENT - Page 2

84

DALLAS COUNTYEngineering and Project Management 06 JAN I0 PM 3: 4"1,

January 16, 2007

TO:

FROM:

Commissioners Court

Abbas A. Kaka, P.E., Assistant Director

SUBJECT: Garland Government Center - Design Build Project(Proposed Change Order No.3)

BACKGROUND: Harrison, Walker & Harper was awarded a Design-Build Contract by CourtOrder 2006-1037, June 6, 2006, to renovate the Kroger store property at 140 N. Garland Road,Garland, Texas. The design phase is complete and the project is in the construction phase at thistime. Previously, several changes were requested and approved as Change Order Nos.l and 2 tothe contract.

Dallas County has requested that the contractor provide pricing for additional work and timerequired for finishing out approximately 3,300 square feet of space at the facility for a Truancycourt at this location. Finish out to include HVAC, electrical including lighting, fire protection,suspended ceiling, and build-out of offices. .

Harrision, Walker & Harper has provided their cost estimate for this work, dated January 8, 2007for an amount not to exceed $132,850.00 (see attached) and has determined that the time ofcompletion for this work will be twelve weeks from change order authorization and notice toproceed.

IMPACT/OPERATIONS: When completed, the changes will be compliant per building codesand the finished out space will meet the requirements of the end-user department.

LEGAL: This change order amends the original Design-Build Contract as provided for inExhibit A, Terms and Conditions, Article A.7, Changes in the Work.

MlWBE INFORMATION: N/A

FINANCIAL IMPACT:Original Design-Build Contract Amount (Guaranteed Maximum Price)Approved Contract Change Order To DateTotal Contract Amount To Date (Guaranteed Maximum Price)Proposed Contract Change Order No.3Total Revised Contract Amount (Guaranteed Maximum Price)

$2,577,291.80$233,666.20

$2,810,958.00$132,850.00

$2,943,808.00

George L. Allen Sr. Courts Building600 Commerce Sl., 9- Floor, Suite 900 Dallas, Texas 75202

e-mail: [email protected]

Tel: (214) 653-6242Fax: (214) 653-6729

85

Commissioners CourtJanuary 16,2007Garland Government Center (Proposed Change Order No.3)Page 2

Funds have been appropriated for this project in Major Projects Fund 196, Project 70136, Years2001,2002,2006 and 2007 in the total amount of$2,810,958.00. Commissioners Court isrequested to approve and authorize additional funding in the amount of $132,850.00 for thisproposed Change Order No.3 from Major Projects Fund 196, Unallocated Reserve to betransferred to the project (Fund 196.0.08130.2007.0.70136).

RECOMMENDATION: Engineering and Project Management recommends that theCommissioners Court approve Change Order No.3 to the Design-Build Contract with Harrison,Walker & Harper and authorize additional funding in the amount of $132,850.00 to the project.A Court Order will be placed on the next formal agenda approving Change Order No.3 andauthorizing the County Judge to execute the appropriate contract documents.

George L. Allen Sr. Courts Building600 Commerce St., 9· Floor, Suite 900 Dallas, Texas 75202

e-mail: [email protected]

Tel: (214) 653-6242Fax: (214) 653-6729

CHANGEORDER

AlA DOCUMENT G701

86

OWNER

ARCIDTECTCONTRACTORFIELDOTHER

ooooo

TO CONTRACTOR:(name/address) Harrison, Walker & Harper

222 East Hickory StreetParis, Texas 75460-2698

PROJECT:(name/address)

Garland Government CenterGarland, Texas

CHANGE ORDER NUMI}ER:DATE:HWH PROJECT NO.CONTRACT DATE:CONTRACT FOR:

Three (3)Jannary 8, 20072530March 21, 2006Renovation

The Contract is changed as follows:1. Preliminary budget number finish-out ofthe Truancy.area. This area ofapproximately 3,300 SF

will be designed in accordance with the preliminary scope documents attached. Finish drawingswill need to be provided in order to facilitate pennitring and provide accurate bidding.

General ConditionsDesign FeesConstruction FeeBondInsuranceDrywall/Acoustical CeilingTape, Bed, PaintElectricalRough CarpentryDoors/FramelHardwareStorefrontCountersFire ProtectionHVACCommissioningCertified TABContingency

Total Budget, not to exceed

Inclusions: LaborlMateriallEquip.Overhead - 0%Fee -7.84%General Liability - .43%Umbrella Liability - .15%Bond - .0085%

$ 12,500.007,000.009,200.002,000.00

500.0025,800.00

6,500.0025,000.00

750.0012,000.004,200.004,000.005,400.00

12,000.001,000.00

500.004,500.00

$ 132,850.00

The work covered by this change will be performed under the same Terms and ConditionS as those included in theOriginal Contract. .

Not valid until signed by the Owner, Architect and Contractor.

The original (Contract Sum) (Guaranteed Maximum Price) was.. $2,577,291.80Net changed by previously authorized Change Orders................................................... $ 233,666.20The (Contract Sum) (Guaranteed Maximum Price) prior to this Change Order was.................. $2,810,958.00The (Contract Sum) (Guaranteed Maximum Price) will he (increased) (decreased)(unchanged) by this Change Order in the amount of........ $ 132,850.00The new (Contract Sum) (Guaranteed Maximum Price) including this Change Order will he $2,943,808.00

87

The Contract Time will be (increased) (decreased) (unchanged). GSR will require 4 weeks from notice to proceed'for completion of docUments suitable for pennitting. We estimate that a building pennit may require an additional 2weeks. Construction is estimated at 10-12 weeks, due to equipment lead times. Ifpossible, we will begin orderingequipment as soon as possible to overlap and reduce the total tirneline.

Note: This summary does not reflect changes in the Contract Sum, Contract Time Of Guaranteed Maximum Price which have been authorizedby Construction Change Directive. .

N/AARCHITECT

Address

BY: _

DATE: -'- _

Hamson; Walker & Hamer. LPCONTRAcTOR

222 East Hickory StreetAddressParis, Texas 75460-2698

. BY: ~

DATE: _

Dallas CountyOWNER

600 Commerce, 9th Floor. #900AddressDallas, Texas 75202

BY:_-----

DATE: _

AlA DOCUMENT G701 • CHANGE ORDER - ] 987 EDmON - AlA - C 1987 - THEAMERICAN INSl1UTE OF ARCHITECTS 1735 NEW YORK AVENUE. N.W., WASHINGTON, D. C. 20006 G701 -1987

88

January 16, 2007

DaHas County DALU,\S COUNTYEngineering & Project Managemtfffl<'AicSi 'YS COURT

06 JAN I a PM 3: 4,

TO:

THROUGH:

FROM:

SUBJECT:

commissievyOurt

Dan Savage, Assistant Administrator - Operations

Bernard E. Blanton ~~

Plaza Redevelopment - Landscape and IrrigationSame Day Briefing and Court Order Rationale

It is requested that authorization for award of a contract for Bid No. 2007-020-2443, Plaza Redevelopment Landscape and Irrigation project, be briefed to the Commissioners Court and formally awarded at the same time. Bydoing so, a contract for this work can be commenced, coordinated and scheduled with other projects for the PlazaRedevelopment at the same sije.

George L. Allen Sr. Courts Building, 600 Commerce Street, 9th Floor, Dallas, Texas 75202(214) 653-6730. Fax (214) 653-6729

[email protected]

89

January 16, 2007

DALLAS COUNTYEngineering and Project Management

To:

From:

Subject:

Commissioners Court

Bernard E. Blanton ~::;?

Dallas County Plaza Redevelopment - Landscape and IrrigationBid No. 2007-020-2443

BACKGROUND:Court Order No. 2006-2014 11-21-2006 Authorized advertisement for competitive bids

C. Green Scaping, LPValleyCrest Landscape DevelopmentCole Construction, Inc.

On December 14, 2006 bids were received for the Dallas County Plaza Redevelopment - Landscape and Irrigation project, BidNo. 2007-020-2443. Six companies obtained specifications/drawings for the project and three companies submitted bids. Underthe specifications prepared by the County's consultant, Jacobs Engineering, bidders could submit proposals for separatecontracts for landscaping and irrigation or for landscapelirrigation under one contract. .

IMPACT/OPERATIONS: Two bidders submitted pricing for landscaping only and irrigation only. All three bidders submittedpricing for landscape and irrigalion under one contract (see attached bid tabulation).

Landscape and IrrigationUnder One ContractBase Bid$ 286,120.00$ 308,444.00$ 396,590.00

After review and evaluation of the bids received, it was determined that award of contract should be made to the iowestresponsive bidder, C. Green Scaping, LP for base bid work for the landscape and irrigation under one contract.

LEGAL: This project was solicited in accordance with Local Government Code 262. The specifications of this contract requirea Performance Bond in an amount equal to 100 percent of the total amount of the contract.

MIWBE INFORMATION: See attached Dallas County Vendor Statistical Report submitted by C.Green Scaping LP.

FINANCIAL IMPACT: Funds in Ihe amount of $286,120.00 will be provided from Major Projects Fund 196, Year 2007,Unallocated Reserve 10 be transferred to the project, 70132 - Plaza/Garage.

RECOMMENDATION: Engineering & Project Management recommends that the Dallas County Commissioners Courtauthorize the award of a contract in the amount of $286,120.00 to C. Green Scaping, LP for the Plaza Redevelopment Landscape and Irrigation project. A Court Order authorizing award has been placed on today's formal agenda in order toexpedite the project and the coordination of this work with other projects to be scheduled at the site.

istrator for Operations

George L Allen Sf. Courts Building600 Commerce St., 9" Floor, Suite 900 Dallas, Texas 75202

e-mail: bblanton@dallascounty,org

Tel: (214) 653-6730Fax: (214) 653-6729

DALLAS COUNTY TABULATiON SHEET

Solicitation #: 2007·020·2443 Plaza redevelopmentlandscape & Irrigation

OPENING DATE: Dec. 14. 2006

Contract effective: upon awattl

VENDOR #1

:~~:$~~~-1:r$#~ii.@i~~:::8917 Cardinal laneN. Richland Hills. Tx 76180Curtis Green817~577-9299

VENDOR #2Val1eyCrest Landscape Development7700 Northaven Rd.Dallas Tx 75230Mike Cooper, Branch Mgr.214-360_1556

VENOOR#3Cole Construction, Inc.10315 Alta Vista Rd.Keller, Texas 76248Donnie Hunt, Operations Mgr.817-431-9636fax 817·379-5258

Addendum No.1 & 2 acknOWledged? no yes yesBid Bond SubmItted? yes yes yesCertified NCTRCA VendorlEE01 Compl~fI.'" yes/yes nglyes pgs . Not submitted

DESCRIPTION

Base Bid far Lands<3p& Pack.ag.e.:

ESTIMATED QUANTITY

County allowance to be incorporated into project:

Materials to be incorporated inot the project

labor, Overhead and Profit

TOTAL BASE BID FOR Landscape WORK:

I andscape Package Attemartye Prkes.

$

$

$

15,000.00

142.900.00

111,000.00

268,900.00

$

$

$

15,000:00

209,634.00

61,425.00

286,059.00

Alt. No, 1. pial'll bed edging fabricated aluminumand structural steel in lieu of standard steellandscape edging

2 Alt. NO.2 - Plant bed ed9in9 fabricated stainlesssteel and strucl:ural steel in lieu of standardsteel landscape edging.

3 Alt. No.3· Provide site furniture inclUdingbenches and trash containers

L.and$.CRge Unit Prices'

1,722.00 $ 61.051.00

10,619.00 $ 100,351.00

$ 79,678.00 $ 81,567.00

ill0

A}~~iliiM~

10.50 Icu.ft $

41.00 Icu.f1. $Plaza level Plant Soil Fill

2 Plaza level Mineral Mulch (granite chips)

3 Chinese Pistachio Tree (4" minimum caliper)

4 ~ive Oak Tree (5" minimum caliper)

IBB1J3ATION PACKAGE

County allowance to be incorporated into project

Materials to be incorporated inot the project:

labor, Overhead and Profit:

TOTAL BASE BID FOR Irrigation WORK:

landscape & Irrigation Package Under 1 Coofracf

County allowance for Irrigation to be incorp. Into bid

County allowance fOf landscape to be incorp. Into bid

Materia!s to be incorporated inolthe project:

labor, Overhead and Profit

TOTAL BASE LANDSCAPE & IRRIGATION

$

$

$

•$

$

$

488.00 lIree

698.00 lIree

5,000.00

3,500.00

8,720.00

11,220.00

5,000.00

15,000.00

146.400.00

119,720.00

$

$

$

$

$

2.50 IcuJt

4.90 Icu.f1.

515.00 IIree

875,00 IIree

5,000.00

8,480.00

8,905.00

22,385.00

5,000.00 $ 5,000.00

15,000.00 $ 15,000.00

218,114.00 $ 150,600,00

70,330.00 $ 225,990.00

308,444.00 $ 396,590.00

DALLAS COUNTY TABULATION SHEET

Solicitation #: 2007..(120·2443 Plaza redevelopmentLandscape & Irrigation

OPENING DATE: Dec. 14, 2006

Contract effective: upon award

VENDOR #1:q~::$t~#h¥~p.iijg~:\e;:8917 Cardinal LaneN. Richland Hills, Tx 76180Curtis Green817-577-9299

VENDOR #2ValleyCrest Landscape Development7700 Northaven Rd.Dallas Tx 75230Mike Cooper, Branch Mgr,214-360-1556

VENDOR #3Cole construction, Inc.10315 Alta Vista Rd.Keller, Texas 76248Donnie Hunt, Operations Mgr.817·431-9636fax 817_379_5258

Addendum NO.1 & 2 acknowledged? no yes yesBid Bond SUbmitted? yes yes yesCertified NCTRCAVendorlEE01 Completed? .1.:i!!J>fye~ nONes pgs, Notsubmltted

LM/DSCAPf & JRRIGAVON AI.IEB11ArE....eB11;ES.

!II Alt. No.1 - plant bed edging fabricated aluminumand structural steel in lieu of standard steellandscape edging

iv. Alt. No, 2· Plant bed edging fabricated stainlesssteel and structural steel in lieu of standardsteel landscape edging.

v All. No.3 - Provide site furniture includingbenches and trash containers

l ANOSCAPF & /RRIGAVON llNlTEEIK;ES

Plaza Level Plant Soi! Fill

2 Plaza Level Mineral Mulch (granite chips)

3 Chinese Pistachio Tree (4" minimum caliper)

4 Live Oak Tree (5" minimum caliper)

$

$

1,722.00

10,619.00

79,678.00

$

$

61,051.00

100,351.00

81,567.00

$

$

$

30,014,00

38,200.00

97,349.00

•1-10-07;10: ,8AMi 92 ; 12146537$78 "# 2/ 2.

I

•••I

••IIIIIIIIII

SECTION 00500

a DALLAS COUNTY COMCA;U.IU ~a:4 .<?Vendor Stalistical Report

" . . (p4melwb$. petfoffrinv"> 19% of lril~)

A?l9~s.;;MW/;'/U .4.r. tf.,zff~ .7b /§b~

~ ~. Permanent FuH~Time Employmeot-fl'£Of m (not part timeltemp/seasonaI)

TELEPHONE;.qI ;0 :;;>a r- 1/','F77-( fMALE W~ITE '

NATIVE ASIAN ASIANBLACK HISPANIC AMERICAN PACIFIC INDIAN OTHER

Offici~15 toProfessionals ITeetvidant

SalesWorll$l$ (OfjiCelCl8ftCII ~CtatlW~fSldIkid~ I;).Opef8lives (Silm·SIv1ted) PJ.l.a.bclfh (Unskilled) C I

SatviCe W(lt\qq

TOTAL 10 'd.bF""""'-ON THE: JOB TRAJNEES

WHfIECOUAA

PROOOCTION

FEMALENATIVE ASIAN ASIAN

WHITE BLACK HISPANIC AMERICAN PACIFIC INDIAN OTHER-- I.Prdessiollllls I IT~dans

Sales WDrUrs

""""""'"CrilIII~(Sio;iIlect)

Ope~ (SemI·SklIlecf)

........ """"'1edJ

SetviceW~

TOTAL ~ IFORMAl.ON THE JOB TAAlNEES

WHITE COl..IAR

PROOUC1ION

TOTAL

•. l.--"" Mt?~~ok~<:q.rtt1a?B; ......, Signatur /;;{/ /"i'Ph'NCTRCA

CHECKV

Women-Qwned Finn Certification #~ Typed Name and Tille:

ONE:

Non-Minority Owned Ann L-::rM-.>~5Rffd

I Bid No. 2007-020·2443 5 of 7

OGOC~ :}~.,

illW

94

COURT ORDER

ORDER NO.:

DATE:

STATE OF TEXAS §

COUNTY OF DALLAS §

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

____________ day of , 2007, on motion made by

________________________________, and seconded by

________-'- , the following Order

was adopted:

WHEREAS, Court Order No. 2006-2104, November 21.2006, authorized solicitation for competitive bidsfor the Dallas County Plaza Redevelopment - Landscape and Irrigation project, Bid No. 2006020-2443; and

WHEREAS, on January 16, 2007, the Commissioners Court was briefed regarding evaluation of the threebids received on December 14, 2006; and

WHEREAS, in that briefing, the Dallas County Engineering & Project Management Departmentrecommended award of a contract to C. Green Seaping, LP in the amount of $286,120.00 forbase bid for the Landscape and Irrigation Under One Contract Package; and

WHEREAS, funding for this contract will be provided from Major Projects, FY 2007, Unallocated Reserveto be transferred to the project, Fund 196, Project 70132.

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Courthereby approves and authorizes a contract with C. Green Scaping, LP in an amount not to exceed$286,120.00 for the Dallas County Plaza Redevelopment - Landscape and Irrigation project. Bid No. 2006020-2443.

DONE IN OPEN COURT, this the day of , 2007.

Jim FosterCounty Judge

Maurine DickeyCommissioner District #1

Mike CantrellCommissioner District #2

John Wiley PriceCommissioner District #3

Recommended by:

Kenneth A. MayfieldCommissioner District #4

Dan Savage, Assistant Administrator for Operations

95

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATIm9f1' ~l,!!,f..9-~US'NCTOYWIli, ",~ 'f'UC . ·URT

06 JIIN 10 PM 2: 1,6

January 10, 2007

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ryan BroGudget OfficerShannon Brown, Purchasing Agent

Carlo P.~ Budget and Policy Analyst

Delete Road and Bridge District #2 Full-time Ground MaintenancePosition!Amend County MowinglLandscaping Contract to include R&B#2

BACKGROUNDRoad and Bridge District #2 (R&B#2) requests to delete a full-time ground maintenance positionand to be added to the County's mowing and landscaping contract. The purpose of this briefing isto make a recommendation regarding this request.

OPERATIONAL IMPACTThe contracted mowing and landscaping service will replace a Crewmember Grade 5 position#138 that was assigned to full-time ground maintenance. Purchasing will amend the County'slawn mowing and landscaping service contract with Alcorn Solutions to include R&B#2.

Bid No. 2004-002- I4 I8 Annual Contract for Landscaping Services was awarded to AlcornSolutions LLC and has been extended through November 20, 2007. R&B#2 was not included inthis solicitation due to the staff allocated for this function. Alcorn Solutions LLC has agreed toadd this site to the contract for the remainder of the contract period.

FISCAL IMPACTThe annual cost for the Crewmember Grade 5 position with benefits is $35,622. The cost to addR&B#2 to the County's mowing and landscaping contract is $4,150 on an annual basis. Thus,replacing the position with the contract will result in an annual savings of$31,742. The impactfor FY2007 for the deletion and contract amendment effective February 2,2007, will be a netsavings of $1 9,598. The increased cost in the County's mowing and landscaping contract will befunded with R&B#2 funds.

LEGAL IMPACTIn accordance with Local Govemment Code 262.031, "Changes in Plans and Specifications", theCommissioners Court may make changes to a contract if it becomes necessary after a contract ismade as long as the change does not exceed 25% ofthe original contract award unless the change

, order is necessary to comply with a federal or state statute, rule, regulation or judicial decision

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340(214) 653-6448. Fax (214) 653-6517. [email protected]

96

enacted, adopted or rendered after the contract is made. The proposed increase of $4,150 on anannual basis represents a 3% increase in the contract.

RECOMMENDATIONThe Office of Budget and Evaluation recommends the deletion ofCrewmember Grade 5 Position#138 from R&B#2 effective February 2,2007. The Purchasing Department recommends themodification of Bid No. 2004-002-1418 Annual Contract for Landscaping Services as awarded toAlcorn Solutions LLC at an annual cost of $4,150 to include services at R&B#2.

97

DALLAS COUNTY DAlli\S COUNTYC0!1t1!SSIONERS COURT

OFFICE OF BUDGET AND EVALUAnON06 JAN I0 PM 3: n

January 10,2007

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ryan BroGudget Officer

Carlo P~, Budget and Policy Analyst

Telecom Support Staffing Request

BACKGROUNDThe Commissioners Court approved in early FY2006 the reorganization of the InformationTechnology Services to bring IT Services in-house and the phased termination of the ATOScontract. The Telecom Support functions, both voice and data support, are currently part oftheATOS Origin contract. The ChiefInformation Officer (CIO) and Communications Director requestto create four (4) full time County positions to staffa County Telecommunications Voice & DataSupport in exchange for terminating Service Level Agreements (SLAs) 10 and II(Telecommunications Voice & Data) in the ATOS contract. The purpose of this briefmg is to makea recommendation regarding this request.

OPERATIONAL IMPACTThe four County positions that will be created will provide the same level of support as with thecurrent contracted service.

FISCAL IMPACTAs listed in the following table, the four positions will have an estimated annual cost of$215,361including benefits:

Position Descrintion Proiected Grade Estimated CostI-Telecom Manager H $61,8832-Telecom Specialist OM $119,736I-Telecom Clerk 6 $33,742

Total Cost $215,361

Terminating SLA 10 and SLA II reduces the ATOS contract by $190,659 per year with anestimated effective date ofMarch 1,2007 resulting in a Termination for Convenience Fee of$2,651. The one-year net cost for the first year will be about $27,353.

4 I I Elm Street - 3rd Floor, Dallas Texas 75202-3340(214) 653-6448 • Fax (214) 653-6517. [email protected]

98

RECOMMENDATIONThe Office of Budget and Evaluation recommends the addition offour positions in theOperational Services-Communications Department to create an in-house Telecommunicationsupport and the elimination of the ATOS contract SLA 10 and SLA 11 for an estimated annualcost of $215,361 available in the General Fund, Unallocated Reserves. It is further recommendedthat the Human Resource/Civil Service Department evaluate the positions for appropriate grade.

99

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATI01'tognrds76'N~~~NJcrURT

06 JAN I 0 PM 3: 26

January 10, 2007

TO: Commissioners Court

THROUGH: RyanB~Udget Officer

FROM: -'-~hawn Balusek, Senior Budget and Policy Analyst

SUBJECT: Addition of a Public Defender to the 195th Criminal District Court

BACKGROUNDJudge Tinsley of the 195th Criminal District Court is requesting a second Public Defender beassigned to his court. Currently there is one Attorney III Public Defender assigned to the 195th

Criminal District Court.

The purpose ofthis briefing is to present information and provide Commissioners Court arecommendation on the Judges' request.

OPERTIONAL IMPACTThe assignment of a second Public Defender to the 195th Criminal District Courtwill provide the judge an additional cost effective alternative to court appointed attorneys. Acurrent list of Public Defcnder assignments for the Criminal District and County Criminal Courtsis included as Attachment A.

FINANCIAL IMPACTThe annual cost, including benefits, of the requested Public Defender N is $87,323. The cost forthe new Public Defender will be offset by a reduction in the court appointed attorney costallocation that was included in each· ofthe court's FY2007 budget.

The Judicial Management Report that is compiled by the Office ofBudget and Evaluationillustrates the overall cost per case ofPublic Defenders as compared to court appointed attorneys.For FY2006, the average cost per case for a Public Defender in the Criminal District Courts was$272 as compared to $365 for a court appointed attorney. The relevant page from the JudicialManagement Report is included as Attachment B.

The new position will require a laptop, desk, bookshelves, file cabinet, office chair and visitorchairs at a cost of$3,404. Funds for the cquipment are available in unallocated reserves.

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340(214) 653-6655 • Fax (214) 653-6517 • [email protected]

100

LEGAL IMPACTNone

RECOMMENDATIONThe Office ofBudget and Evaluation recommends that Commissioners Court approve a newPublic Defender for the 195th Criminal District Court. In addition, it is recommended that theHuman Resources/Civil Service Department review the Public Defender position for properclassification.

101

Criminal District Courts Public Defender Assignments1/10/2007

ATIACHMENTA

Criminal District Court #1ATIORNEYVATIORNEYIII

Criminal District Court #2ATIORNEYIV

Criminal District Court #3ATIORNEY IIIATIORNEYIV

Criminal District Court #4ATIORNEYIVATIORNEYVATIORNEYIV

Criminal District Court #5ATIORNEYIVATIORNEYIV

Criminal District Court #6ATIORNEYIV

Criminal District Court #7ATIORNEYIVATIORNEYIVATIORNEYIV

194thATIORNEYIVATIORNEYIII

Judge Burns

Judge Adams

Judge R. Francis

Judge Creuzot

Judge Thompson

Judge Howard

Judge Snipes

Judge White

195thATIORNEY IIIATIORNEYIV

203rdATIORNEYIVATIORNEYIV

204thATIORNEYV

265thATIORNEYIVATIORNEYIV

282ndATIORNEYIVATIORNEYVATIORNEYIV

283rdATIORNEYIVATIORNEYIV

(Requested)

Judge Tinsley

Judge McDaniel

Judge Levario

Judge Stoltz

Judge Chatham

Judge Magnis

102

Criminal District Courts Public Defender Assignments Continued

291stATTORNEY IVATTORNEY III

292ndATTORNEY IIIATTORNEY V

363rdATTORNEY IVATTORNEY IVATTORNEY IV

Judge Hawk

Judge Wade

Judge Holmes

County Criminal Courts Public Defender Assignments

County Criminal Court #1ATTORNEY IIATTORNEY II



County Criminal Court #4ATTORNEY IIiATTORNEY II


County Criminal Court #6ATTORNEY II


County Criminal Court #8ATTORNEY I




Judge Patterson

JudgeBower

Judge Skemp

Judge Tolle

Judge Fuller

Judge King

Judge Crowder

Judge Roden

Judge Hoffman

Judge Canas Jr.

Judge Frizzell

103

County Criminal Courts Public Defender Assignments Continued

County Criminal Court of Appeals #1

NONE

County Criminal Court of Appeals #2ATTORNEY II

Judge Wade

Judge Rosenfield

104

DALLAS COUNTY MANAGEMENT REPORTFor the twelve months ending September 30, 2006

District Criminal CourtsATIACHMENTB

INDICATOR: Court by court comparison of legal costs

Assinned Assioned Case

2 970 211

, 354 302

2 '16 234

2 1.128 195

2 843 242

2 421 403

2 497 423

3 '3' 342, S03 '60

2 844 323

, 409 284

1 846 165

3 1,054 301

, 313 336

2 572 342

3 1,172 266

1 426 2SO

31 11.608 $272

Court Appointed Allomeys'

90%

117%

97%

95%

102%

.7%

.5%

69%

124%

102%

102%

113%

115%

105%

107%

100%

101%

101%

IndigentAppointments asa percentage pf

fiUn

Overall

Cost Perca",

349

329

327

236

366

408

433

4'2

336

343

33'

300

339

369

2.,

292

2••

$338

Cost Per

caAttorney

F P idCases

Assioned '",

"1,102 519,221 471

1,540 515,700 335

1,337 512,949 384

1,336 360,968 270

965 465,010 472

606 249,809 411

761 334,973 440

935 444,210 475

D30 525.800 395

1.306 461,398 353

1A56 502,027 345

1,367 497,02·7 384

761 303,712 369

1,150 434,075 377

1,515 369,824 257

540 187,352 347

1,592 473,899 29'

19,641 7,177,954 $365

Cases Cost Per

PubliC Defender

Po.Number Judoe

, Warder

2 Adams

3 Francis

4 Creuzot

5 Alvarez

6 Clsncv

7 Uu

194th Miller

195th Nelms

203rd McDaniel

2041h Nancarrow

265th D,*"

282nd Greene

2B3rd GreoON

291s1 H,wI<

292nd Wade

363rd Johnson

To!alfAVG

Does not Include Appeal assignments and attorney payments

U A list of Public Defenders added during the fiscal year are induded in the text overview of this section.

Indigent Defense Cost per Case

.500,----------------------------------------,

$450433

$400

$3SO

''"0

$2SO

$200

FY2006 Average

PAGE: 2.4

105

January 8, 2007

Mr. Brad LollarChiefPublic DefenderDallas County, Texas

Re: Public Defenders, 195th Judicial District Court

Dear Mr. Lollar,

I, Fred Tinsley, Judge ofthe 195th Judicial District Court, request assignment of oneadditional public defender to my court, and I commit to use of this public defender for thebalance of FY2007.

Judge

106

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATION

January 10, 2007

To:

Through:

From:

Subject:

Commissioners Court

Ryan Bro;:?BUdget Officer

Ronica L. Watkins, Senior Budget & Policy Analyst

Fourth Truancy Court in Garland

~(.oJ", U1

U1

BackgroundIn FY2002, Dallas County initiated a pilot project that established a partnership with the City ofDallas and Dallas Independent School District (DISD), which focused on enforcement of truancycases filed in Dallas County. Subsequently, Senate Bill 358 passed during the 78th Legislatureestablishing the Truancy Court as a constitutional court. Due to this change in the statue DallasCounty currently has three Dallas County Courts operating as County Courts with the truancycourt clerks functioning under the County Clerk. The administration component of the TruancyCourts continues to function under the County Judge. The current caseload per court averages7,815 (total of23,444 for FY2006) with an average cost per current court of$412,432 andrevenue collected for FY2006 of$I,185,252. It was anticipated from the establishment ofthededicated truancy courts that the model would eventually expand to other school districts. TheGarland, Mesquite, and Richardson school districts have expressed a desire to file their caseswith a Dallas County dedicated truancy court. The three districts recognize that the ultimate goalis to get the students back in school as quickly and timely as possible, filing cases with thededicated truancy courts makes this a reality because of its ability to process the cases andmonitor them throughout the school year. Removing truancy cases from the Justice Courts wouldallow the Justices ofthe Peace to focus on the other types of cases filed in the Justice Courts.This would result in timely hearings on other matters before the courts. It would also allow theJudges hearing the Truancy cases the ability to hear the cases timely and allow for moreconsistency in disposition and enforcement of the court orders.

The purpose of this briefing is to recommend the opening of a fourth Truancy Court in the oldKroger building located in Garland for the processing of the Garland, Mesquite, and Richardsontruancy cases,

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

(214) 653-6363 • Fax (214) 653-6517 • [email protected]

107

Operational ImpactThe fourth Truancy Coun will be set-up similar to the current three truancy courts. The level ofcourt activity results in this court functioning in the same capacity as the current courts. TheGarland Truancy court will only accept truancy affidavits from the Garland, Mesquite andRichardson school districts. Removing truancy cases from the Justice of the Peace Courts willaffect three precincts: 2-1,2-2, and 3-2. The Office ofBudget and Evaluation will review theimpact oftransferring the truancy cases from the Justices ofthe Peace to Truancy Court No.4and adjust the Justices of the Peace staffing accordingly. The number of truancy cases filed byprecinct for FY2006 was:

Precinct2-12-23-2Total

# of case filings4,5571,430839

6,826

The DISD cases will continue being filed at the current Truancy Court locations. The proposedTruancy Court will hold two dockets daily with 50. new cases and 50 review cases for both themorning and afternoon, resulting in 100 new cases and 100 review cases per day. The courts willcontinue to aim for 15 days or less from filing to hearing.

A location has been identified in the Kroger building that will be able to accommodate the volume ofindividuals appearing in the Truancy Court. The estimated cost is $175,000 for completing thetruancy courtroom space at the Garland location and will take approximately 90 days to complete. Achange order for this work will be briefed by Operational Services in the next couple ofweeks.

Fin ancial ImpactThe proposed staffing for the fourth Truancy Court will be the same as the three existing courts. OneMagistrate, one Constable Bailiff grade 66, one grade EE Social Service Coordinator, one grade 7Lead Clerk, one grade 6 Bookkeeper, three grade 6 Clerks, and an extra help budget to utilizetemporary clerks as needed. A total ofeight full-time positions are proposed for the fourth TruancyCourt.

The target date for the start up ofthis project is to have the staff and Judge in place September 1,2007 which will coincide with the start-up ofthe 2007-2008 school year. It is anticipated that duringthe month ofAugust all ofthe necessary job postings, interviewing, hiring and training ofstaffwilloccur for September case filings.

Total estimated cost of the proposed staffing for the one month ofFY2007 and FY2008 includingsalary, benefits and operating expenses is $350,235. Additional start-up costs are approximately$30,000 which includes: office supplies, postage, computers, copier, fax machine, file cabinets, deskand chairs. Items available through surplus will be utilized as identified by the Truancy staff.

The total revenues collected for FY2006 was $1,185,252. Total expenditures for the same periodwere $1,237,298, resulting in negative net revenue of$52,046 for the Truancy Courts. Based on themost recent revenue collected, each court collects approximately $33,000 per month.

108

Year FY2003 FY2004 FY2005 FY2006Revenues $1,388,786 $1,806,052 $1,037,564 $1,185,252Expenditures $891.532 $1,099,784 $1,214,774 $1,237,298Net revenue $497,254 $703,868 ($177,210) ($52,046)

During FY2006 the Truancy Court Judges dismissed an increasing number ofcases due to the cases·not being filed timely. There were differences of opinions by the Truancy Judges and DISDrepresentatives regarding the timelines that the cases could be filed. An Attorney General's Opinionwas given to clarifY the requirements offiling cases by DISD.ln order to comply with the new lawsDISD updated their computer technology to generate the necessary documents to ensure the caseswere filed in compliance with the law.

During FY2005 DISD began a diversionary program for the 2004-2005 school term. Studentswent through the internal D1SD program prior to a case being filed with the Dallas CountyTruancy Courts. As a result the typical volume of cases filed in the courts did not start beingfiled until the third quarter ofFY2005. DISD has made the changes to their internal process toaddress the problems experienced during FY2006, which is reflected by an increase of tota! casefilings for FY2006 of 23,444 in comparison to 14,300 in FY2005. The Office ofBudget andEvaluation anticipates the increase in filings for the school year will result in more cases beingheard and resulting in additional revenue. Due to the changes, it is anticipated that revenues inFY2007 will exceed costs.

RecommendationThe Office ofBudget and Evaluation recommends the opening of a fourth Truancy Court at theold Kroger Building. The proposed staffing for the fourth Truancy Court is the same as theexisting truancy courts, which include: one Magistrate, one Constable's Bailiff grade 66, onegrade EE Social Service Coordinator, one grade 7 Lead Clerk, one grade 6 Bookkeeper, threegrade 6 Clerks, and an extra help budget to utilize temporary clerks as needed. The total cost offunding the positions for one month ofFY2007 and FY2008 is $350,352. Also, operating andstart-up costs of$30,000 are required for the fourth Truancy Court. The total budgetrecommended funding this project through the end of the year $380,352. The total projectedrevenues through the end ofthe year for the proposed court is $396,000 (figured on twelvemonths at $33,000 per month). The Office of Budget and Evaluation Office recommendsutilizing Emergency Reserves to fund the fourth Truancy Court. The costs to fund the proposedproject for one month of FY2007 will be transferred from Emergency Reserves to the existingTruancy Court budget. Funding for the Truancy Court No.4 will be included in the FY2008Budget.

109

Dallas CountyDepartment of Criminal Justice

MEMORANDUM

06 JAN I0 PH 12: 29

Date:

To:

From:

Re:

January 9, 2007

Dallas County Commissioners Court

Ron Stretcher, Director of Criminal Justice

Texas Health Institute Grant Application

Background of Issue

With Federal funding, the State of Texas has initiated a process to develop and implement aplan to transform mental health service delivery in Texas. The initiative builds on the vision andrecommendations of the President's New Freedom Commission and is part of a nation-wideeffort. A Mental Health Transformation Workgroup composed of representatives of a broadrange of State agencies and consumers was created to provide leadership for mental healthtransformation in Texas. The Texas Health Institute (THI) has been responsible for buildingcollaborations in Texas focused on health care delivery. THI has developed expertise inoffering several tools to collaboratives: 1) asset mapping; 2) coalition building; 3) collaborativedesign; 4) leadership training; 5) strategic planning; and 6) technical assistance. Due to thesuccess of this effort THI has been contracted to develop the community behavioral healthcollaboratives that have the purpose of helping the community build and sustain transformedmental health services.

The Request for Application (RFA) issued December 4, 2006 by the Texas Health Institute is aninitiative to create community collaboratives in six areas of Texas with the objective of creatingprototypes for state-wide mental health transformation. The RFA is for a competitive processfor six grants, a minimum of one each to metropolitan, rural, and international border areas inTexas. The grants are for up to $50,000 per year for four years ($200,000), with the amount offunding and continuity of funding based on the quality of plans and performance. The grantinitiatives are intended to bring the transformation vision to the local level, using an asset-basedapproach, modest funding, and free technical assistance to catalyze community c611aborativesthat can provide leadership to achieve the goals of collaboration and integration of behavioralhealth services at a local level. The North Texas Behavioral Health Authority (NTBHA) is willingto serve as the applicant of record for the grant application and to provide staff support for thegrant program. Commissioner Dickey has agreed to serve as Chairperson of the communitycollaborative that will be at the core of the grant program. The purpose of this briefing is torequest Commissioners Court authorization for NTHBA to apply for these grant funds.

Operational Impact

The major thrust of the grant initiative is to achieve better coordination across service deliverysystems through community partners that will focus on mental health promotion and recovery.Key objectives will be to 1) transform silos offragmented systems into a dynamic partnership

Page 1 of3

1 1 0

and develop broad-based community ownership of behavioral health and 2) to develop modelsand tools which can be used to disseminate transformation. The RFA states: "THI is interestedin working with communities that already have specific ideas and experience in how they arepursuing transforming the system in the community." A key emphasis is the utilization oftechnical assistance provided free of charge by THI related to 1) organizational development,2) collaboration, 3) change management, and 4) behavior health services development. THI willalso offer resources for the use of new information technologies for data sharing andcoordination to support implementation of transformation initiatives.

If the grant is received, NTBHA would work closely with the Texas Health Institute to achievethe following:

1) Convene a meeting of the community behavioral health collaborative by 4/30107;

2) Interact with national and state experts to discuss options and prioritiesby 6/30107;

3) Develop an operational plan by 8/31/07; and

4) Provide a progress report by 8/31/08.

THI would:

1) Conduct no more than three in-person site visits between 3/1/07 and 8/31/07.

2) Provide assistance related to HIPAA compliance - identify and define issues andpursue resolution. The applicant does not need to anticipate these services in theapplication other than bUdgeting for travel to a central place.

Fiscal Impact

The RFA is for a competitive process for six grants, a minimum of one each to metropolitan,rural, and international border areas in Texas. The grants are for up to $50,000 per year for fouryears ($200,000), with the amount of funding and continuity of funding based on the quality ofplans and performance. The initiative applies an asset-based approach, modest funding, andfree technical assistance to catalyze community collaboratives that can provide leadership toachieve the goals of collaboration and integration of behavioral health services at a local level.No cash match is required.

Legal Impact

Commissioner's Court must formally designate the entity authorized to submit a grantapplication for the Dallas County service area and to enter into a contract with THI if the grant isawarded.

Performance Measures

The initial performance measures will include development of an action plan by 8-31-07 and thenumber of agencies participating in planning activities. This action plan will include specificgoals and outcome measurements that can track the project's success..

Page 2 of3

111

Project Schedulellmplementation

The grant application is due January 31, 2007. THI expects to make awards by February 28,2007 with projects starting in March 2007. The initial grant period will run through August 31,2008, with the potential for three years of renewals.

MIWBE

MIWBE is not applicable to this grant application.

Recommendation

It is recommended that the Dallas County Commissioners Court authorize the North TexasBehavioral Health Authority to apply for Texas Health Initiative funding from the Mental HealthTransformation Community Collaborative Project.

Recommended by:Ron Stretcher, Director

Page 300

1 1 2

December 4, 2006

Dear County Judges and Commissioners:

Many counties in Texas are faced with a "mental health crisis". One countyofficial said "we are building prisons to house the mentally ill". One judge saidhe could no longer sleep at night from the decisions he had to make regardingmental health commitments because the options were so bad. Texas has a highrate of juvenile justice involvemerlt and one of the lowest rates of high schoolgraduation in the nation.

The Texas Health Institute wants to partner with up to six communities toaddress mental health transformation at the community level. Technicalassistance and some money for general support, information sharing andinformation technology is available. Through a collaborative process, we wantto partner with you to remove barriers, obtain resources, and ultimatelyaddress the mental health needs of Texans, on a county by county basis.

The Texas Mental Health Transformation initiative funded by the FederalGovernment and sponsored by Governor Rick Perry, recognizes that behavioralhealth issues permeate all aspects of community life, and desires to addressthese issues at both the state and local levels. This initiative is based on thepremise that mental health services must be less fragmented and betterintegrated with services provided by health, criminal justice, education andsocial service agencies. This application proVides an opportunity for acommunity to move in this direction and provide leadership for the rest of thestate and the nation.

The enclosed information provides details for this project and instructions onhow you and your county can compete to participate. The Texas HealthInstitute looks forward to receiving your inquiries and application.

S7J:~r:w~C~D. MillerPresident!CEOTexas Health Institute

Enclosures (3): Frequently Asked QuestionsRequest for ApplicationApplication Form

(cc) County Sheriffs

Ph: (512) 279-3910Fax: (512) 279-3911

8501 N. MoPoc ExpresswaySuite 420

Austin. Texas 78757www.texoshealthlnstltute.org

1 1 3COURT 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

______dayof ,2007, on a motion

made by _

and seconded by , the following Order was adopted:

WHEREAS, the Dallas County Commissioners Court was briefed on January 16, 2007 regarding the request toauthorize the North Texas Behavioral Health Authority to apply for funding from the Texas HealthInstitute's Texas Mental Health Transformation Community Collaborative Project; and

WHEREAS, the Dallas County Commissioners Court supports establishing a community collaborative for DallasCounty; and

WHEREAS, the Dallas County Commissioners Court authorizes the North Texas Behavioral Health Authority toapply for funding from the Texas Health Institute's Texas Mental Health Transformation CommunityCollaborative Project and to contract with the Texas Health Institute to perform services and transferfunds if the grant application for Dallas County is approved; and

WHEREAS, Ed Miles, Ph.D. is executive director of the North Texas Behavioral Health Authority and is designatedas the contact person for the grant application; and

WHEREAS,

WHEREAS,

WHEREAS,

WHEREAS,

WHEREAS,

the Dallas County Commissioners Court recognizes the importance of behavioral health services tothe quality of life in Dallas County and the need to increase collaboration among the various entitiesthat make up the behavioral health services system, with a particular emphasis on jail diversion for thementally ill, increased access to crises intervention services in the community and improvedtechnology systems; and

Dallas County Commissioner Maureen Dickey will serve as the Chair of the Dallas Countycollaborative; and

the Dallas County Commissioners Court has demonstrated a strong commitment to behavioral healthservices as evidenced by annual contributions of $4,127,871 to the NorthSTAR behavioral healthdelivery system, funding a fuJI range of mental health services for juvenile offenders, funding jaildiversion programs for the mentally ill, and providing leadership to current community efforts by directparticipation of members of the Commissioners Court and by assigning County staff to key projects;and

the Dallas County Commissioners Court has a history of proViding effective leadership in such areasas transportation, clean air, economic development and emergency preparedness; and

the Dallas County Commissioners Court envisions that by August 31, 2008 a sustainable collaborativewill be in place with initial implementation of a well developed plan to transform the delivery ofbehavioral health services in Dallas County.

1 1 4

IT IS THEREFORE ORDERED, ADJUDGED, AND DECREED that the Commissioners Court of Dallas Countyauthorizes the North Texas Behavioral Health Authority to apply for funding from the Texas Health Institute's TexasMental Health Transformation Community Collaborative Project .

DONE IN OPEN COURT this the d.ay of " 2007.

Jim Foster, County Judge Maurine Dickey, District #1 Mike Cantrell, District #2

John Wiley Price, District #3 Kenneth A Mayfield, District #4

Recommended by:Ron Stretcher,Director of Criminal Justice

1 1 5

DALLAS COUNTY .COMMISSIONER5~e?!1~~~~MJht'STRATION

06 JAN I0 PH 2: 24

Date:

To:

From:

Subject:

January 10, 2007

Members of the Commissioners Court

Cori Thomason, Policy AnalYS~Same Day Briefing and Court Order Rationale

Revisions to the Home Storage policy need to be addresses as soon as possible, as changes approvedthrough Court Order No. 2004-2096 have not been implemented due to. difficulties with the wording of theWaiver of Liability.

~ 1 6

Date:

To:

From:

Subject:

January 10, 2007

Members of the Commissioners Court

Cori Thomason, Policy AnalystVOr,('

Home Storage Policy

BackgroundThe Commissioners Court was briefed on several occasions in 2004 and 2005 regarding changes to thepolicy on Home Storage of County Vehicles. The proposed change called for the county to have noliability for any damages or loss caused by a county vehicle when stored at an employee's residence and tohave a signed Waiver of Liability on file with the Auto Service Center (ASC) indicative ofsucb. Changes'to the policy were approved but never implemented:

August 24, 2004

November 2, 2004

November 16, 2004

February 16, 2004

July 12,2005

July 26, 2005

Court was briefed on changes to the policy and agreed to a 30-daycomment review period.

Court was rebriefed on changes to the Home Storage policy aftercomments were received. The release of liability was reworded toindemnifY and hold harmless Dallas County from any liability as a resulrofnegligence or because of violating county policy by the employeeinstead ofany action resulting in damage/loss.

The court order was signed approving the August 24'" version of thewaiver of liability (employee is responsible for all loss/damage instead ofjust in the cases of negligence or actions violating code).

E-mail was sent to the Municipal Code Corporation instructing them tohold the order relating to the home storage policy until "language issues"were "worked through."

Court was rebriefed on changes to policy after spring meetings withstakeholders. The waiver of liability was written to further clarifY DallasCounty has no responsibility in any way under any circumstances fordamage/loss caused as a result of a vehicle being stored by an employee,adding employee will reimburse Dallas County if county gets sued as aresult of an incident.

Order was placed on formal agenda. Court members objected to the harshlanguage of the waiver. Order pu lied with instructions to mod ifYlanguage for next court date.

411 Elm Street Dallas, Texas 75202 Phone (214) 653-7361 Fax (214) 653-7057

August 2,2005

August 9, 2005

1 1 7

Order was again placed on formal agenda but pulled without discussion.

Order was again placed on formal agenda but pulled without discussion.

The purpose of this briefing is to get direction from the Court as to whether the changes made to the HomeStorage policy in the Dallas County Code through Court Order 2004-2096 (Attachment A) should beimplemented or keep the current policy in place (Attachment B) and rescind Court Order 2004-2096.

Impact on OperationsImpact on operations would not change if Court Order 2004-2096 was rescinded. Any modifications tothe Home Storage policy adding a Waiver of Liability would have operational impacts including thetraining of employees on new policies and procedures as well as modifications to the Driver Handbookcurrently distributed by ASC to include the Waiver.

Financial ImpactThere is no financial impact.

Legal ReviewThe Civil Division of the District Attorney's Office has reviewed and approved both the current policy andrevisions including the Waiver.

RecommendationStaff recommends the Court keep the current Home Storage policy in place and rescind Court Order 20042096 until more acceptable language can be developed addressing the Waiver of Liability.

Recommended by: ca., .. .. Allen Clemson, Court Administtardt'"

411 Elm Street Danas, Texas 75202 Phone (214) 653-7361 Fax (214) 653-7057

ORDER NO. 2004 2096DATE: NOV 1 6 2DO~

STATE OF TEXAS §

COUNTY OF DALLAS §

1 1 8COURT ORDER

Attachment A

{If

BE IT REl\1EMBERED, at a regular meeting of the Commissioflers Court of Dallas County, Texas,

held on the __-"1,-"6",t,,,,h _ day of ___--'N~0e.:v~em=b::;e:::r'___~ ~, 2004, on motion made by

John Wiley Price, Connnissioner of District No. 3 and seconded by

Mike Cantr.ell, Connnissioner 6f District No.2--=:::=~===::::':'--"---"---~------"-----'-----'----------~-----,

WHEREAS, the Commissioners Court was briefed on March 16, 2004 and rebriefed on August 24, 2004 on arecommendation made by Staff to adopt revisions to the Home Storage of County Vehicles Policy;and

WHEREAS, the policy revisions were sent out for a 30 day comment period, and rebriefed on November 2,2004;and

WHEREAS, these revisions more clearly define personal.liability requirements of employees eligible to store avehicle at a remote storage location, or at home; and

WHEREAS, these revisions further require that the employee sign a waiver of liability and hold hannlessagreement prior to being authorized to use and/or store a vehicle at their place of residence or anyother approved county storage location

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Courthereby approves the revised Home Storage of County Vehicles Policy as attached hereto, and approves itsincorporation into the appropriate section of the Dallas County Code.

Dom IN OPEN COURT this the ~::16:t-Jh:~~~~;;;.,d?iaYr;0~f~-.-,-.-,-=-=_,_~"'N",ov"-e,,,m!!!~",e",r~_._.~-::;-_~_~04

Jim Mike CantrellCom Commissioner, District 2

ABSENTKenneth A. MayfieldCommissioner, District 4

Recommended by: -I-"'-.:.-:C-"""-'~~"'--:.":'':''::''':'.-<.l:l.-4',D

1 1 9

DIVISION 3. HOME STORAGE

Sec. 90-91. Eligibility.

The commissioners court may approve home storage or remote storage of vehicles,usually for employees that are on call 24 hours a day.

Before an employ_ee may use and/or store a vehicle at their place of residence, or anyother approved county storage location, they must have a signed release and hold harmlesswaiver filed with the Auto Service Center. The Auto Service Center will not release a vehicle toany employee that does not have a signed waiver on file. It is the sale responsibility of theemployee to ensure that such waiver has been filed and is on record with the ASC. If for anyreason such record is not available in the ASC records such waiver will be deemed to not havebeen filed. (See Exhibit A).

(Ord. No. 2000-1342, § 7_00, 7-11-2000)

Exhibit ASTATE OFTEXAS

COUNTY OF DALLAS

§§§

RELEASE OF LIABILITY

For and in consideration of the utilization cif a vehicle oWned by Dallas County for home or remote storage, as proVided

by Dallas,County Code §90-91 through 90~95, in the course and scope of my employment with Dallas County, the receipt of

which is hereby aqknowledged" I, • being of lawful age, and of sound mind.

for myself, my heirs, administrators, executors, successors and assigns, hereby fully and forever release, acquij and discharge

Dallas County, Texas and its Corrnnissioriers. officials, employees, ag~nls, their heirs, administrators, executors,s~ssors

and assigns, from any and all actions, claims and demands.of whatsoever kind or nature on account of any and an knOwn and

unknown injuries, losses and damages of whatever na~re, including real pro~rty damages, bodily injury damages, damages to

personal property and consequential damages, sustained or received in connection with the utilization of a home or ret:JlOte

storage vehicle owned by Dallas County.

. I agree to indemnify and hold harmless Dallas County from any liability or damages for any actions arising

from my utilization of the vehicle owned by Dallas County for home or remote storage. -I understand that Dallas County

is self·insured under the Texas Tort Claims Act and nothing herein shall constitute a waiver of.anr immunities from

suit or from liability, Dallas County has by operation of I.aw. It ~ .the intention of both parties 'that I and my insurers

bear the entire risk oUoss or injury to any person or property because of my utilization of the vehicle 0:-vned by Dallas

County•

. I hereby declare thai I fully understand the tenns of this release; that the umization of the vehide owned by Dallas

Counly for home or remote storage in the course and scope of my employment with DaUas County is -the sole consideration of

this release and that I voluntarily accept that utilization of the vehicle owned by DallaS County fothome or remote storage as the

sale purpose of making a full release for aU claims for injuries, losses and damages resuWngor as a result from said ublization

of avehicle owned by Dallas County, known or unknown at this time. I agree thaUhis Release be governed in accordance with

Texas law and venue shall be exclusive in Dallas County.

I HAVE READ AND FULLY UNDERSTAND THE CONTENTS OFTHIS RELEASE AND EXECUTE IT FREELY AN

VOLUNTARILY ON , 20_.

READ CAREFULLY BEFORE SIGNING

Printed Name:

SWORN TO and SUBSCRIBED before me by on________,20_-

Notary Public in and for State ofTexas

120

Sec. 90-92. Definitions.

The following words, terms and phrases, when used in this division, shall have themeanings ascribed to them in this section, except where the context clearly indicates a differentmeaning:

Home storage privileges means allowing the employee to use a county-owned vehicle tocommute from home to work duty. At no time shall a county-owned vehicle be used for anypersonal use.

Remote storage means off-duty parking of vehicles at locations other than the base worksite, usually at another county facility or governmental agency location.

(Ord. No. 2000-1342, §§ 7.01, 7.02; 7-11-2000)

Cross references: Definitions generally, § 1-2.

Sec. 90-93. Regulations.

(a)

(b)

(c)

(d)

(e)

All home storage vehicle assignments must be approved by order on an individual basisby the commissioners court of the county; .

No department head may make an offer of a home storage vehicle to a prospective orcurrent employee without the prior approval of the commissioners court.

All home or remote storage vehicles, with· the exception of those specifically listed inSec. 90-95. shall be reassigned automatically to the general pool.of eacn. departmentwhen the incumbent whO currently is assigned the vehicle terminates from his presentjob or position. . If use of a vehicle is tenninated or denied fOr policy violations inaccordance with Sec. 90-94, the vehicle will be returned to the ASC and impounded untilthe violation is resolved. No vehicle shall be reassigned as a home storage or remote .storage vehicle without the express consent of commissioners court.

The department head must justify to commissioners court the continual assignment ofthe associated vehicle to their department when an incumbent terminates employmentfrom their current job or position. .

With the exception of staff officers ranked captain or above, no sheriffs departmentpersonnel may be assigned a home or remote storage vehicle without the prior approvalof commissioners court.

Sec. 90-94. Personal Liability for use of home storage.

(a)

(b)

Any employee who stores a county vehicle at his place of residence, or any otherCounty authorized storage site assumes any and all liability for any damage or losscaused directly or indirectly by such county vehicle unless, such damage or loss is theresult of a factory defect or an equipment failure beyond the control of the operator. Thisspecifically relates to real and personal property damage or loss of the employee.

An employee who uses County property in violation of this policy shall be held personallyliable for any damages incurred by the County or any third party reSUlting from such"unauthorized use." .

1 2 1

(c)

(d)

(e)

(f)

In the case that a county vehicle is stored at an employee's home in violation of Sec. 9093, Regulations, such employee shall be personally responsible for any damage that iscaused by, or to, such vehicle.

If while assigned or driving a county vehicle, the employee is issued a citation, (movingviolation and/or parking ticket), the employee must notify his supervisor immediately. Itis the sole responsibility of the employee to properly dispose of such citation(s). If theemployee fails to dispose of such citation, and this failure to act results in the booting ortowing of the vehicle, it is the sole responsibility of the employee to pay any and all finesand fees owed as well as obtain the return of the vehicle.

Any employee that fails to adhere to item (c) above will be prohibited from any furtheruse of any county vehicle for any reason until such time as the employee obligationshave been satisfied. If the prohibition from use of any county vehicle causes anemployee not to be able to perform their job functions, that employee will have toabandon their position and will be removed from county employment.

All county employees who operate county-owned vehicles are encouraged to obtain anendorsement on their personal auto insurance policy to provide for liability coveragewhile operating county vehicles.* .

'Cross reference: Sec. 90-134. Employeeliability.

Sec. 90-95. Authorized Vehicles.

The following divisions, positions and specified number of vehicles are authorized continualhome or remote storage privilege when incumbents in these positions change:

TABLE INSET . ..

Department PosHion TftleConstables All deputies

No. 2010 Public works All authorized site inspectors .No. 1022 Facilities Maintenance manager

Maintenance supervisorsContracts Coordinators

No. 3340 Emergency Management Chief of securityNo. 3340 Emergency Management Fire marshal

. Assistant fire marshalsNo. 3340 Emergency Management PtanneriTrainer

No. 3311 Crime lab Chief of physical evidenceIntoxilyzersupervisor

No. 3312 Medical examiner Field agent (vehicle on rotation basis)No. 3130 Warrant execution All deputies with daily warrant execution

responsibility(remote storage onlvl17 vehicles

No. 3131 FUQitive . All deputies (home storage) 10 vehicles

;STATE OF TEXAS

COUNTY OF DALLAS

§§§

122

RELEASE OF LIABILITY

For and in consideration of the utilization of a vehicle owned by Dallas County for home or remote storage, as

provided by Dallas County Code §90-91 through 90-95, in the course and scope of my employment with Dallas County, the

receipt of which is hereby acknowledged, I, ' being of lawful age, and of

sound mind, for myself, my heirs, administrators, executors, successors and assigns, hereby fUlly and forever release, acquit

and discharge Dallas County, Texas and its Commissioners, officials, employees, agents, their heirs, administrators, executors, .

successors and assigns, from any and all actions, claims and demands of whatsoever kind or nature on account of any and all

known and unknown injuries, losses and damages of whatever nature, including real property damages, bodily injury damages,

damages to personal property and consequential damages, sustained or rec . ed in connection with the utilization of a home

or remote storage vehicle owned by Dallas County.

I agree to indemnify and hold harmless Dallas County from a jab' . or damages for any actions arising

from my utilization of the vehicle owned by Dallas Coun ~ome ~r mote storage. I understand that Dallas

County Is self-insured under the Texas Tort Claims Ac d n.i~ shall constitute a waiver of any immunities

from suit or from liability Dallas County has by rc.~ f law. It is the intention of both parties that I and my

insurers bear t.h' ,"'re ri'k of ... "''"J"~.to:m:\~ roperty because of my utilization of the vehicle owned

by Dallas County. . . . . .. .

. I hereby declare that i fUlly und he s of this' release; that the utilization of the vehicle owned by Dallas

County for home or remote stora he c an scope of my employment with Dallas County is the sole consideration of

this release and that I voluntari ace 'lization of the vehicle owned by Dallas County for home or remote storage as

the sale purpose of making a full r lea or all claims for injuries, losses and damages resulting or as a result from said

utilization of a vehicle owned by Dallas County, known or unknown at this time. I agree that this Release be governed in

accordance with Texas law and venue shall be exclusive in Dallas,County.

I HAVE READ AND FULLY UNDERSTAND THE CONTENTS OF THIS RELEASE AND EXECUTE IT FREELY AND

VOLUNTARILY ON , 20_'

READ CAREFULLY BEFORE SIGNING

Printed Name:

SWORN TO and SUBSCRIBED before me by 'on______--'-_" 20_,

Notary Public in and for State Df Texas

DIVISION 3. HOME STORAGE

123

Attachment B

Sec. 90-91. Eligibility.

The commissioners court may approve home storage or remote storage of vehicles, usually foremployees that are on call 24 hours a day.

(Ord. No. 2000-1342, § 7.00, 7-11-2000)

Sec. 90-92. Definitions.

The following words, terms and phrases, when used in this division, shall have the meanings ascribedto them in this section, except where the context clearly indicates a different meaning:

Home storage privileges means allowing the employee to use a county-owned vehicle to commutefrom home to work duty. At no time shall a county-owned vehicle be used for any personal use.

Remote storage means off-duty parking of vehicles at locations other than the base work site, usuallyat another county facility or governmental agency location.

(Ord. No. 2000-1342, §§ 7.01, 7.02, 7-11-2000)

Cross references: Definitions generally, § 1-2.

Sec. 90-93. Regulations.

(a) All home storage vehicle assignments must be approved by order on an individual basis by thecommissioners court of the county.

(b) No department head may make an offer of a home storage vehicle to a prospective or currentemployee without the prior approval of the commissioners court.

(c) All home or remote storage vehicles, with the exception of those specifically listed, shall bereassigned automatically to the general pool of each department when .the incumbent who currently isassigned the vehicle terminates from his present job or position. No vehicle shall be reassigned as ahome storage or remote storage vehicle without the expressed consent of the commissioners court.

(d) The department head must justify to the commissioners court the continual assignment of theassociated vehicle to their department When an incumbent terminates employment from their currentjob or position.

(e) With the exception of staff officers ranked captain or above, no sheriffs department personnel maybe assigned a home or remote storage vehicle without the prior approval of the commissioners court.

(f) The following divisions, positions and specified number of vehicles are authorized continual homeor remote storage privilege when incumbents in these position change:

TABLE INSET:

Department Position Title

Constables All deputies

No. 2010 Public works All authorized site inspectors

124

No. 1022Maintenance manager

Facilities Maintenance supervisorsContracts coordinators

No. 1026 Security & emergency Chief of securitymanagement Emergency management planner/trainer

No. 3340 Fire marshalFire marshalAssistant fire marshals

No. 3311 Crime labChief of physical evidenceIntoxilyzer supervisor

No. 3312 Medical examiner Field agent (vehicle on rotation basis)

No. 3130All deputies with daily warrant execution

Warrant execution responsibility(remote storage only) 17 vehicles

No. 3131 Fugitive All deputies (home storage) 10 vehicles

No. 3132 Civil sectionAll deputies (remote storage only) 6vehicles

No. 3134 Criminal investigationAll investigators (remote storage only) 8vehicles

(Ord. No. 2000-1342, §§ 7.03--7.08, 7-11-2000; Ord. No. 2003-821, 5-13-2003)

Sees. 90-94--90-120. Reserved.

125

January 16,2007

MISCELLANEOUS

1) COMMUNITY SUPERVISION & CORRECTIONS - requests for validatedparking for approximately 300 automobiles at the Frank Crowley Courts Buildingfrom I :30 p.m. until 4:30 p.m. on February 16, 2007 for employees who arerequired to attend a mandatory Directors meeting in the Central Jury Room.

2) FACILITIES MANAGEMENT - requests approval of payment to JW Smith &Associates in the amount of$18,630 for the installation ofVCT flooring tile at theGarland Govemment Center. Funding is available in 2007 PermanentImprovement 127-2007, P:FAC:PI:07:GGC.

3) HUMAN RESOURCES/CIVIL SERVICE - requests approval to schedule theCounty Blood Drives on January 22-25, 2007 at the Grand Prairie SubCourthouse, Health & Human Services, George L. Allen, Sr. Courts Building,Records Building, North Dallas Govemment Center, Frank Crowley CourtsBuilding and Henry Wade Juvenile Justice Center and on July 16-19,2007 at theGrand Prairie Sub Courthouse, Health & Human Services, George L. Allen, Sr.Courts Building, Records Building, North Dallas Govemment Center, FrankCrowley Courts Building and Henry Wade Juvenile Justice Center.

4) PURCHASING - requests approval to amend Court Order No. 2006-2195related to the cost of the insurance policy premiums for two bids. On December19, 2006, the Commissioners Court approved Court Order No. 2006-2195authorizing a twelve month extension to Bid No. 2006-017-1774 and 2006-0221779 (Annual Contract for School Board Professional Liability Insurance andNon-Profit Directors and Officers Liability Insurance) based on the existingterms, conditions and annual premium cost of$13,406.49. However, upon receiptof and changes made to the insurance application (increase in students andexpenditures), the annual cost of the premium increased by $1,289 to $14,992.The Juvenile Department will fund the cost of this policy from the department'sTexas Juvenile Probation Commission (T1PC) interest account.

5) OFFICE OF BUDGET & EVALUATION - requests approval:

a) to perform asphalt overlay work at the new Garland Govemment Centerfor a total cost of about $53,200. Funds are available in the Major CapitalImprovement Fund Unallocated Reserves to be transferred to the GarlandGovemment Center Project. Recommended by the Office of Budget andEvaluation.

6)

7)

8)

126

b) for funding for three Diversity Training Classes for all staff includingcontract personnel under IT Services. The cost for a 4-hour trainingsession is $800 for a total cost of $2,400 for three classes. Funds areavailable within the IT Services Operating budget. Recommended by theOffice of Budget and Evaluation.

c) to pay the Election System and Software Company for training of staff on .Unity Software installed on elections training equipment that is used forpublic demonstrations, union contracted elections, and student elections.The total cost for the training is $4,500 and the funding source is theElections Escrow Account (94036.2460). These training fees will bereimbursed by HAVA grant funds. Recommended by the Office ofBudget and Evaluation.

TRAVEL REOUESTS

DISTRICT ATTORNEY - requests approval for Jon Lumbley and DianaPhillip to train Law Enforcement, ADAs Advocates and other AlliedProfessionals in Family Violence Issues in Texarkana, Texas on January 23-25,2007, at no cost to Dallas County.

OFFICE OF SECURITY & EMERGENCY MANAGEMENT - requestsapproval for Bobbie Grant to attend the Texas Regional Arson and FirePrevention Conference in Houston, Texas on January 28, 2007 through February2,2007, in a County vehicle with gas credit cards: $980 ($350 registration fee) isavailable in General Fund, OSEM Department, Conference & Staff DevelopmentAccount, FY Budget 2007, (00120.3340.2050.2007).

HEALTH & HUMAN SERVICES - requests approval for:

a) Dr. John Carlo to attend a BioSense meeting in Atlanta, Georgia onJanuary 19,2007: $399.80 is available in Grant Fund, CPS-BioterrorismPreparedness Department, Conference & Training Account, FY Budget2006, (00466.08723.02460.2006).

b) Marianne Killgo to train a three-day Partner Counseling Referral Servicescourse in Baton Rouge, LA on January 22-25, 2007: $1,099.90 isavailable in Grant Fund, STD Prevention Training Course, ConferenceTraining Account, FY Budget 2006, (00466.08709.02460.2006).

127

c) Dr. John Carlo to attend the Statewide Biowatch Exercise in Austin, Texason January 24-25, 2007: $349 is available in Grant Fund, CPSBioterrorism Lab Department, Conference & Training Account, FYBudget 2006, (00466.08720.02460.2006).

d) Shelia Fisher to attend the TexaslNew Orleans Title I AdministrativeAgency Semi Annual meeting in Austin, Texas on January 26, 2007:$255 is available in Grant Fund, Title I Department, Conference TravelAccount, FY Budget 2006, (00466.65502.04210.2006).

e) Peggy Wittie to attend the NACCHO Project Public Health ReadyOversight Council meeting in Washington, DC on February 19-21, 2007,at no cost to Dallas County.

f) Peggy Wittie to attend the Public Health Preparedness Sununit 2007 inWashington, DC on February 21-23, 2007: $510 is available in GrantFund, CPS Bioterrorism Preparedness Department, Conference &Training Account, FY Budget 2006, (00466.08723.02460.2006) and $295(registration fee) is available in CPS-Bioterrorism PreparednessDepartment, Registration Fees Account, FY Budget 2006,(00466.08723.02462.2006).

EXCEPTION TO TRAVEL REQUESTSUNLESS SPECIFICALLY OBJECTED TO, ALL ITEMS PRESENTED

AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

Travel Requests submitted fOr approval after travel had occurred:

9) IT SERVICES - requests approval for Brett Taylor and Paul Vaz to attend theJCMS meeting in Austin, Texas on January 11-12,2007: $611.21 is available inGeneral Fund, IT Services Department, Business Travel Account, FY Budget0000, (00195.1090.4010.0000).

10) SHERIFF'S - requests approval for Assistant Chief Deputy Darmy Downes toattend the 2007 Law Enforcement Regional Workshops IPC in Kerrville, Texason January 8-12, 2007, in a County vehicle with gas credit and no other expenseto Dallas County.

11)

12)

128

VETERANS SERVICE OFFICE - requests approval for Tracy Little to attendtraining for Newly Appointed Veteran Service Officers in Houston, Texas onJanuary 15-19,2007, at no cost to Dallas County.

INSTITUTE OF FORENSIC SCIENCES -' requests approval for CharlesChow to attend the SHOT Show in Orlando, FL on January 10-14,2007, at nocost to Dallas County.

Travel Request with reimbursements going over Dallas County Policy maximumreimbursement schedule:

13) PROBATE COURT NO.1 - requests approval for Ann Brockington to attendthe Texas Court Reporters Association Officials Retreat and Seminar in SanAntonio, Texas on February 2-4, 2007: $831.62 ($275 registration fee) isavailable in Escrow Fund, Probate Court No. I Department, Education FundAccount, FY Budget 2007, (00532.4701.21667.2007).

14) ELECTIONS - requests approval for:

a) Antoinette Pippins-Poole to attend the Election Center Special Workshopin Savannah, GA on February 14-17, 2007: $1,624.93 ($299 registrationfee) is available in Escrow Fund, Elections Escrow, Elections Department,Business Travel Account, FY Budget 2007, (00532.94036.04010.2007).

b) Bruce Sherbet to attend the Election Center Special Workshop inSavannah, GA on February 14-17,2007: $1,624.93 ($299 registration fee)is available in Escrow Fund, Elections Escrow, Elections Department,Business Travel Account, FY Budget 2007, (00532.94036.04010.2007).

MISCELLANEOUS EQUIPMENT

(1) DEPARTMENT: 4831ITEMS:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

Justice of the Peace Cercone1 - Aeron Secretarial Chair$415DDA00120.4831.02090.0000 (General Fund,Justice of the Peace Precinct 3-1, Propertyless than $5,000, FY2007)

(2)

(3)

(4)

PROPOSED ACTION:

DEPARTMENT: 3320ITEMS:

ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 1020ITEM:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 1023

ITEMS:

129

The court approved one secretarial chair($175 each) as part of the FY2007authorized equipment list for a new clerkposition. The chair that the Judge desires topurchase provides back support andadjustable posture fit support at $590 each,resulting in a difference of $415 each. JudgeCercone is requesting that the balance of thechair be paid out of his DDA.Recommended by the Office of Budget andEvaluation.

Community Supervision2 - Wood Veneer Desks w/sliding KB tray($400ea.)2 - Executive Chairs ($300ea.)4 - Side Chairs ($200ea.)2 - Five Drawer File Cabinets ($165ea.)$1,930Reserves and Contingency, Furniture andEquipment00120.3320.02090.0000 (General Fund,Community Supervision, Property Less than$5,000, FY2007)Dallas County CSCD requests the abovelisted equipment needed for two newpositions that were added to the departmenteffective January 8, 2007, Recommended bythe Office of Budget and Evaluation,

Commissioners Court Administrator1 - Stereo Microphone for a recorder$60Within Budget00120.1020.02090.0000 (General Fund,Commissioners Court Administrator,Property Less than $5,000, FY2007)The Commissioners Court Administratorrequests to purchase a stereo microphone fora portable recorder. Recommended by theOffice of Budget and Evaluation,

Operation Services-Communication/CentralServices10 - External CD-ROM Drives

(5)

ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 3146ITEMS:

ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:PROPOSED ACTION:

130

$2,990Within Budget120.1023.7210.0000 (General Fund,Operation Services-Communication/CentralServices, Telecommunications, FY2007)Communications and Central Servicesrequests authorization to purchase tenexternal CD-ROM drives to be used for datatransfer and software installation to Sheriff'sOffice Mobile Data Computers.Recommended by the Office of Budget andEvaluation,

Sheriff's Office, Decker JailI - TV Roll Cart2 - Fabric Chairs3 - Five-Drawer Filing CabinetsI - Two-Door Lockable CabinetN/ASurplusSumlusThe Sheriff's Office, Decker Jail requestsapproval to transfers various items fromsurplus to the Decker Jail. Recommended bythe Office of Budget and Evaluation.

PROPOSED ACTION:


(6) DEPARTMENT:ITEMS:

00195.1090 Information Technology Services2 - Standard laptop Computer and MSOffice Software$4,600Major Technology Fund, Hardware Refresh00195.0.02093.2007.0.92055 (ComputerHardware Less than $5000 - HardwareRefresh)Information Technology Services requestsCommissioners Court approval to purchasetwo County standard Dell laptop computersand MS Office software to replace old,existing laptops that cannot be used by thejudges in the Crowley Courts Building dueto their age/condition. Recommended byInformation Technology Services.

PROPOSED ACTION:


PROPOSED ACTION:


(7)

(8)

DEPARTMENT:ITEMS:

DEPARTMENT:ITEMS:

00195.1090

00195.1090

131

Information Technology Services6 - 512MB RAM Memory Chips (Dell#A0743634)2 - 512MB RAM Memory Chips (Dell#A0740248)2 - 512MB RAM Memory Chips (Dell#A073543I)$800Major Technology Fund, Hardware Refresh00195.0.02093.2007.0.92055 (ComputerHardware Less than $5000 - HardwareRefresh)Information Technology Services requestsCommissioners Court approval to purchaseten Dell memory upgrades to enhance thememory on existing PCs. These PCs areused for memory intensive processing andthe upgrade will improve the capacity of themachines. Recommended by InformationTechnology Services.

Information Technology Services10 - 90 Watt AC Adapters for LatitudeNotebooks2 - AC Adapters for Docking Stations5 - Surge Protectors$450Major Technology Fund, Hardware Refresh00195.0.02093.2007.0.92055 (ComputerHardware Less than $5000 - HardwareRefresh)Information Technology Services requestsCommissioners Court approval to purchasetwelve AC adapters and five surgeprotectors to replace lost and brokendevices. Recommended by InformationTechnology Services.

(9) DEPARTMENT: 00195.1090ITEMS:

ESTIMATED COST:FUNDING SOURCE:

Information Technology Services3 - County Standard Dell PCs and Licensesfor MS Office Software3 - HP 1320 LaserJet Desktop Printers$5,025Major Technology Fund, Hardware Refresh

(10)

(11)

(12)

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 4841ITEMS:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 4504ITEMS:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 4130ITEM:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

132

00195.0.02093.2007.0.92055 (ComputerHardware Less than $5000 - HardwareRefresh)Information Technology Services requestsCommissioners Court approval to purchasethree County Standard PCs, MS OfficeSoftware and three HP 1320 LaserJetprinters to replace existing, obsoleteequipment in several County offices.Recommended by Information TechnologyServices.

Justice of the Peace PettyI - Scanner$400DDA00120.4841.2090.0000 (General Fund,Justice of the Peace 4-1, PropertY less than$5.000. FY2007)Justice of the Peace Petty requestsauthorization to purchase a scanner for hisoffice out of DDA Recommended by theOffice of Budget and Evaluation.

County Court at Law #4I - Administrative Chair$300Reserves and Contingency, Furniture andEquipment120.4504.2090 (General Fund, County Courtat Law #4. Property less than $5,000,FY2007)County Court at Law #4 requestsauthorization to purchase a replacementadministrative chair to replace one that can'tbe repaired. Recommended by the Office ofBudget and Evaluation.

101st Civil District CourtI - Shredder$274

Reserves and Contingency, Furniture andEquipment120.4130.2090 (General Fund, IOl st CivilDistrict Court, Property less than $5,000,FY2007)

PROPOSED ACTION:

133

The 101 51 Civil District Court requestsauthorization to purchase a shredder to assistwith disposal of highly confidentialdocuments. Recommended by the Office ofBudget and Evaluation.

TELECOMMUNICAnONS

Criminal District Clerk M0712026 requests to install a single-line in room G19of the FCCB to be used with a fax. Installation; $43.00; no recurring cost.Recommended.

Auditor M0712030 requests to install a new phone line on the 4th floor of theRecords building in room 402 for a new employee. Equipment: $47.00;installation; $43.00; no recurring cost. Recommended.

HHS Preventive Health M0712032 & D0712024 requests to install a phone anddata-line on the 5th floor room 536 to relocate Health Educator to office.Installation; $107.50; no recurring cost. Recommended.

CSCD - requests:M0712033 to install a new multi-line phone for a supervisor to allow lineappearance for other line in the department. Equipment: $109.00; Installation;$0.00, labor covered by contract; no recurring cost. Recommended.

Tax Office M0712036 to install a new multi-line phone on the 151 floor of theRecords building room #3. Equipment: $102.60; Installation; $0.00, labor coveredby contract; no recurring cost. Recommended.

Juvenile - requests:M0712037 to assign a long distance access code for a new Supervisor in roomC165. Equipment: $0.00; Installation; $0.00, labor covered by contract; norecurring cost. Recommended.

M0712044 & D0712027 to install a new phone and data-line to relocateworkstation to a new area. Installation; $107.50; no recurring cost.Recommended.

M0712038 to assign a long distance access code for a new Supervisor. Equipment:$0.00; Installation; $0.00, labor covered by contract; no recurring cost.Recommended.

134

Sheriff Intake - requests:M0712039 to install a new phone line on the Isl floor in B-building to relocate tothe permanent Clerk .Book-in area. Installation; $43.00; no recurring cost.Recommended.

M0712025 & D0712040 to install a new phone and data-line on the 1st floor of theLSJC room B1l22 to relocate workstation. Installation; $107.50; no recurringcost. Recommended.

Sheriff Release M0712041 requests to assign a long distance access code for aClerk in the department. Equipment: $0.00; Installation; $0.00, labor covered bycontract; no recurring cost. Recommended.

291s1 Criminal District Court M0712042 requests to install a phone line torelocate Clerk to a new location. Installation; $43.00; no recurring cost.Recommended;

Child Support - requests:M0712047, M0712048 & M0712049 to upgrade three single-line phones to ACDphones on the 1st floor of the GACB room 128. Equipment: $307.80; Installation;$129.00, labor covered by contract; no recurring cost. Recommended.

D0712028, D0712029 & M0712050 to install two data-line cables and one ACDphone line on the 1st floor of the GACB. Equipment: $102.60; Installation;$150.50, labor covered by contract; no recurring cost. Recommended.

D0712030, D0712031, M0712051& M0712052 to install two phone lines and twodata-lines on the 1st floor of the GACB. Equipment: $205.20; installation;$215.00; no recurring cost. Recommended.

D0712032, D0712033 & M0712051 to install two data-lines and one phone line ina new conference room on the 1st floor of the GACE. Equipment: $47.00;installation; $107:50; no recurring cost. Recommended.

Funding for the above request is available from countywide Department 800, lineitem 432, Telephone Contingency.