1 dallas county commissioners court …...4 12 jul -3 atlll: 21 date: to: from: re: background...

7/10/2012

1 DALLAS COUNTY COMMISSIONERS COURT

BRIEFING AGENDA July 10, 2012

REPORTS/RECOMMENDATIONS/REQUESTS PAGE NOS.

1) COUNTY JUDGE

Employee of the Month Award Winners................................................................ 45

2) JUVENILE

a) Funding of Two Caseworker Positions through Title I, Part D .................. 68 (COURT ORDER ON FORMAL AGENDA)

b) Ratification of TJJD State Financial Assistance Contract20122013 Biennium Amendment #6 .......................................................... 911

(COURT ORDER ON FORMAL AGENDA)

3) COUNTY CLERK

a) Extending Digital Conferencing and MeetingAgenda/Staff Training .............................................................................. 1213


b) Digital Display for Court Docket Information ........................................ 1416 (COURT ORDER ON FORMAL AGENDA)

4) HOUSEHOLD HAZARDOUS WASTE PROGRAM

Proposed FY 2013 Budget/Continuation of Household HazardousWaste Program...................................................................................................... 1722

THE JULY 17, 2012, JULY 24, 2012 AND JULY 31, 2012 COMMISSIONERS COURT MEETINGS

HAVE BEEN CANCELED.

ALL ITEMS FOR THE AUGUST 7, 2012, COMMISSIONERS COURT AGENDA, BOTH FORMAL & BRIEFING, MUST BE SUBMITTED NO

LATER THAN 3:00 PM ON WEDNESDAY, AUGUST 1, 2012.

7/10/2012

2

5) PURCHASING

a) Release of RFP: Residential Mechanical and WeatherizationServices....................................................................................................... 2325

(COURT ORDER ON FORMAL AGENDA) Insert

b) Request for Proposal for Mainframe Mitigation Solution forDallas County...................................................................................................2649


6) INFORMATION TECHNOLOGY

a) Proposed Hardware to Support the Data CenterColocation Project...................................................................................... 5052


b) Revised Funding for Personal Services Contract forAcanthia Norman ...................................................................................... 5355


7) COMMISSIONERS COURT ADMINISTRATION

Additional Resources for Dallas County Jail MedicalModification Project.............................................................................................. 5657


8) BUDGET

a) Conference/Travel/Training Requests ................................................... 5860

b) Hiring Freeze.............................................................................................. 6162

c) Contract between Dallas County and Texas Department ofMotor Vehicles (Batch Inquiry).......................................................... Handout

d) FY2013 Budget Update................................................................. Presentation

7/10/2012

3

9) INFORMATION ...................................................................................................N/A

§ Jail Population Report § Office of Budget & Evaluation:

Ø Reserve Balance Report July 3, 2012 Ø Contract between Dallas County and CitySquare

(COURT ORDER ON FORMAL AGENDA) Refer to Miscellaneous Item No. 4c)

§ Elections: Ø Request for Use of Facilities Space and Parking

(Refer to Miscellaneous Item No. 2a) Ø Request for Security

(Refer to Miscellaneous Item 2b) § County Auditor –Bid Contracts – Insurance Exceptions as of July 3, 2012 § HHS Updates

10) Miscellaneous, Miscellaneous Equipment, and Telecommunications Requests ......................................................................... 6367

11) PUBLIC COMMENTS

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

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Minister’s Letter of Appreciation

DATES TO REMEMBER

Parkland Budget Hearings August 7, 2012 at 11:00 a.m.

September 4, 2012 at 11:00 a.m.

No Commissioners Court Meeting July 17, 2012 July 24, 2012 July 31, 2012

4

12 JUL - 3 Atlll: 21

Date: To: From: Re: Background

Dallas County Judge Clay Lewis Jenkins

July 10,2012 Commissioners Court Dallas County Judge Clay Lewis Jenkins Employee of the Month Award Winners

The Commissioners Court established the Dallas County Employee Recognition Program to formally recognize outstanding employees consistent with our approved Strategic Plan Vision 1: Dallas County is a model interagency partner, specifically, Strategy 1:1; Commissioners Court provides leadership and establishes a vision for Dallas County.

The following employees have been selected by their respective Department Head/Elected Official as Employees of the Month.

Congratulations to these hardworking, dedicated employees who help us achieve our goals and objectives for Dallas County.

Department Employee Month

Auditor Miles Kroeger June

County Criminal Court #4 Daquetter Freeman June

Health & Human Services Evangeline Reynolds June

Justice of the Peace Pct. 3-1 Yvette Godwin January

Justice of the Peace Pct. 3-1 Yvette Godwin February

Justice of the Peace Pct. 3-1 Betty Alvarado March

Justice of the Peace Pct. 3-1 Norma Herrera April

Road & Bridge 4 Don Kennedy June

Sheriff Sandra Chambers June

Tax Assessor Collector Donna Higbee June

Recommended by:

Dallas County Judge Clay Lewis Jenkins

MILES KROEGER

Auditor

DAQUETTER FREEMAN

CCC #4

EVANGELINE REYNOLNDS

HHS

DON KENNEDY

R & B 4

SANDRA CHAMBERS

Sheriff

DONNA HIGBEE

Tax Assessor Collector

YVETTE GOODWIN

JP 3-1

BETTY ALVARADO

JP 3-1

NORMA HERRERA

JP 3-1

PETE GARCIA

Information Technology

ALSMITH

Typewritten Text

5

ALSMITH

Typewritten Text

Henry Wade Juvenile Justice Clfl!tHilI- -3 MI '3. 2600 Lone Star Drive, Box 5 Dallas, Texas 75212

MEMORANDUM

Date: July 10, 2012

To: Dallas County Commissioners Court

From: Dr. Terry S. Smith, Director

Subject: Funding of Two Caseworker positions through Title I Part D

Dr. Terry S. Smith Director Juvenile Services

Chief Juvenile Probation Officer

A brief and order was submitted and approved by the Dallas County Juvenile Board on June 29, 2012 to approve the FY13 Charter School budget. Included in that budget was the funding of two new positions for the Education Advocacy Center; caseworkers grade EE to be paid from Title I Part D. The purpose of submitting both the Brief and Order to Commissioner's Court at the same time is because the Dallas County Juvenile Board meeting had to be rescheduled since a quorum was not present at the June 25, 2012 meeting.

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

214·698-2200 Main 214-698-5508 Fax

Date:

To:

From:

Subject:

DALLAS COUNTY JUVENILE DEPARTMENT

Henry Wade Juvenile Justice Center

7

2600 Lone Star Drive, Box 5 Dallas, Texas 75212

MEMORANDUM

July 10, 20112

Dallas County Commissioners Court

Dr. Terry S. Smith, Director

Funding of Two Caseworker positions through Title I Part D

Background of Issue



A brief and order was submitted and approved by the Dallas County Juvenile Board on June 29, 20112 to approve the FY13 Charter School budget. Included in that budget was the funding of two new positions for the Education Advocacy Center; caseworkers grade EE to be paid from Title I Part D. The purpose of submitting both the Brief and Order to Commissioner's Court at the same time is because during the Dallas County Juvenile Board meeting had to be rescheduled since a quorum was not present at the June 25, 20112 meeting. The Dallas County Juvenile Board serves as the school board for the Dallas County Juvenile Justice Charter School (DCJJCS). Consequently, the Dallas County Juvenile Justice Charter School Beard is required by statute to approve the Charter School's budget each year. A proposed budget for expenditures was presented to the Dallas County Juvenile Justice Charter School Board's and approved in June 20112. so that the Dallas County Juvenile Justice Charter School could operate for the upcoming school year 2012-20113.

Impact on Operations and Maintenance:

There will be no new teaching positions created for the 20112-20113; however all teaching positions must be maintained to be in compliance with the Texas JliIvenile Justice Department standards. The only new staff positions are the funding of two caseworker positiolllS for the Educational Transition Center to be paid for with Title I Part D funds. Education funding is through the Texas Education Agency (State Foundation Funds) and No Child left Behind (Federal Funds).

Strategic Plan Compliance:

This request complies with Vision 3: Dallas is safe, secure, and prepared, by expanding disposition alternatives with regard to treatment for youth/families involved in the juvenile justice system.

legal Impact:

The DCJJCS FY13 budget required the approval of the Juvenile Board in order to fund one (2) case worker positions. In addition, changes in the staffing of the IDCJJCS require approval of the Dallas County Juvenile Board and, where appropriate, Dallas County Human Resolurces and Civil Service .

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

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

8 Funding of Two Coseworker positions through Title I Part D Page 2

Fiscal Impact:

There is no fiscal impact to Dallas County or Dallas County Juvenile Probation. Funding will be paid by Title I Part D federal funds authorized by the Elementary and Secondary Education Action, (ESEA), Public Law 107-110 ..

Project Schedule/lmplementation:

The approved budget will begin on September 1, 2012, and will be in effect until August 31, 2013. The Juvenile Department is requesting authorization to forward a request to the Dallas County Human Resources and Civil Service for two caseworker positions, grade EE. Also, permission is requested to proceed with posting and hiring for the two positions.

Recommendation:

It is recommended that the Dallas County Commissioners Court approve the Dallas County Juvenile Justice Charter School the funding of two case worker positions. The funding will be paid by through federal funds, Title I Part D. A brief and order was submitted and approved by the Juvenile Board on June 29, 2012. It is recommended that the Dallas County Commissioners Court grant approval for the Dallas County Juvenile Department to submit to the Dallas County Human Resources Department a request to add the two positions for Dallas County Juvenile Justice Charter School.

Recommended by:

Dr. Terry S. Smith, Director _____ Dallas County Juvenile Department

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

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

Date:

To:

From:

Subject:

D DALLAS COUNTY cot'Il'\\

9

JUVENILE DEPARTMENT L " f,lA 9: 25 . IZJU -J nIl


Dr. Terry S. Smith Director Juvenile Services Chief Juvenile Probation Officer


July 10, 2012


Dr. Terry S. Smith, Director Juvenile Services

Ratification of TJJD State Financial Assistance Contract 2012-2013 Biennium

A brief and court order was submitted and approved by the Dallas County Juvenile Board on June 29, 2012 to approve the ratification of the Texas Juvenile Justice Department State Financial Assistance Contract 2012-2013 Biennium Amendment #6 for residential placement services. The purpose of submitting both brief and court order to Commissioners Court at the same time is because the Dallas County Juvenile Board meeting had to be rescheduled due to a quorum not present at the June 25, 2012 meeting.

Date:

To:

From:

Subject:

DALLAS COUNTY JUVENILE DEPARTMENT


1 0


MEMORANDUM

July 10, 2012


Dr. Terry S. Smith, Director



Ratification of TJJD State Financial Assistance Contract 2012-2013 Biennium Amendment #6

BACKGROUND OF ISSUE:

A brief and court order was submitted and approved by the Dallas County Juvenile board on June 29, 2012 to approve the ratification of the Texas Juvenile Justice Department State Financial Assistance Contract 2012-2013 Biennium Amendment #6. Dallas County Juvenile Department currently receives grant funds from the Texas Juvenile Justice Department (TJJD) through T.IJD's State Financial Assistance Contract for the 2012-2013 Biennium. The contract was previously approved bV Dallas County Juvenile Board during the August 22, 2011 Juvenile Board meeting. Presently, TJJD is in the process of reallocating FY2011 grant funds not used by other counties through the Reallocation/Reimbursement fund (Grant A). The Reallocation/Reimbursement Fund is designed to provide placement resources to local juvenile probation departments for the placement of juveniles in a post-adjudication secure correctional facility, a non-secure correctional facility, a residential child-care facility or an out-of-state residential placement facility. As a result of the reallocation of funds, Dallas County Juvenile Department is eligible to receive an additional $148,720. Amendment #6 to the State Financial Assistance Contract 2012-2013 Biennium will allow the Juvenile Department to request these funds, which will be disbursed through Grant A FY2012. To claim funding under this grant the Juvenile Department had to submit Amendment #6 and appropriate invoices to the Juvenile Justice Department by June 29, 2012.

The initial State Financial Assistance contract resolution included verbiage that grants the Juvenile Board Chair the authority to sign amendments pertaining to the State Financial Assistance Contract on behalf of the Juvenile Board. The Juvenile Department has completed Amendment #6 and will return the packet with invoices to TJJD. Thus, this briefing seeks approva3 of Amendment #6 to the TlJD State Financial Assistance Contract 2012-2013 Biennium.

IMPACT ON OPERATIONS AND MAINTENANCE:

Grant funding for the Reallocation/Reimbursement Fund will increase placement resources for the Juvenile Department. The Contract Services Unit has processed the claim for reimbursement in accordance with the guidelines of Grant A and submitted it to TJJD.

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

214-698-2200 Office 214-698-S508 Fax

Ratification of TJJD State Financial Assistance Contract 2012-2013 Biennium Amendment #6

STRATEGIC PLAN COMPLIANCE:

1 1

Page 2

Supplementing funds for the cost of placement services for youth served by Dallas County Juvenile Justice System is consistent with vision 3 of Dallas County's Strategic Plan; Dallas County is safe, secure, and prepared by the effective aJ/ocation of juvenile justice resources.

FISCAL IMPACT:

TJJD has allocated $148,720 to Dallas County Juvenile Department for eligible placement expenditures under the Reallocation/Reimbursement Fund (Grant A).

lEGAL INFORMATION:

To receive the reallocated funds through Grant A, Dallas County Juvenile Department had to submit Amendment #6 and the associated resolution signed by the Juvenile Board Chair and the Dallas County Auditor as fiscal agent for the Juvenile Board. The amendment and associated resolution will be signed and submitted to TJJD before June 26, 2012.

RECOMMENDATION:

It is recommended that the Dallas County Commissioners Court authorize Amendment #6 and the resolution to the State Financial Assistance Contract 2012·2013 Biennium with the Texas Juvenile Justice Division.

Recommended by:

Dallas County Juvenile Department

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

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

1 2

i 2 JUN 32 AI1IQ: 10

July 2, 2012

To:

From:

Subject:

Dallas County Commissioners Court, Darryl Martin Stanley Victrum, Dallas County CIO

Jo1m F. Warren, County Clerk

Extending Digital Conferencing and Meeting AgendaiStaffTraining

Background of Issue

The county clerk's office plans to extend the digital conferencing capabilities throughout the county clerk's management staff, (originally briefed February 2012). Currently has operations located in eight (8) different buildings throughout Dallas County. My office conducts monthly and quarterly meetings regarding personnel matters, policies regarding division operations, staff training in our business processes as well as routine matters. It is difficult to hold a meeting with everyone because of the lack of space for group meetings. Additionally, there is a need to adjourn one meeting and immediately leave for another meeting in another location.

As part of the clerk's quarterly staff training,. we generally print 15-20 copies of training material for our management team to review, edit and other recommendations. As part of our training program, we make approximately 20-60 copies of material for staff to view during training exercises.

Impact on Operation

With mUltiple locations throughout the county and the large number of staff required to participate in conference calls, meetings and training exercises, logistical issues make it difficult to conduct certain meetings and training sessions.

In an effort to improve our ability to conduct multiple meetings with our management team as well as provide adequate training for our staff, the county clerk plans to use available tec1mology to create the efficiencies necessary to reduce prolonged meetings and attending others that are closely scheduled. This objective will be met by incorporating the use of webcams for managers for staff meetings in the facilities where staff is located. This is existing tec1mology initiatives being developed by Dallas County l.T. Department.

Legal Impact

None

1

Records Building 509 Main Street Dallas, Texas 75202-3551 (214) 653-7099

1 3

Financial Impact

The County Clerk anticipates the estimated total cost of the webcams to be $900.00 (10). This project can be funded by the County Clerk's Records Management Fund.

Recommendation

Based on the aforementioned issues and solution, the county clerk recommends approval for the purchase and installation of webcams for meeting participation by staff at remote locations, and training of the county clerk staff.

Recommended "~......,"

en, Dallas County Clerk

2

July 2,2012

To:

From:

Subject:

14

Dallas County Commissioners Court Ryan Brown, Budget Director

John F. Warren, County Clerk

Digital Display for Court Docket Information

Background of Issue

12 JUN 32 AtilO: 10

For many years, we have had the issue of providing court docket information for litigants in the criminal courts. As a result of the inability to display court docket information, some defendants have been lost or failed to appear and has resulted in a warrant being issued this has also caused the judge in the criminal courts to recall the warrant. It has created additional work for both the clerk's staff as well as that of the judge.

All is a direct result of the defendant not being able to easily find the court to which they are to appear.

The purpose of this briefing is to present a solution of installing digital court docket displays with party name and hearing information. This will create additional' efficiencies for both the clerks and judicial staff.

This has been the solution for many counties around the country as well as in the State of Texas. Collin, Travis and Harris counties have implemented the use of digital displays of court information which have produced positive results.

Impact on Operation/Financial

As indicated above, the impact this has on the court operations is that it has resulted in either a warrant being issued in the criminal courts, and the judge in the criminal courts to recall the warrant. The cost associated with the digital display monitors is approximately $8,500 for the purchase and installation of the display equipment. A detailed hardware description including cost is included as ATfACHMENT A.

The funding for this project will come from the county clerks' Technolo!:,'Y Fund (94085).

Records Building 509 Main Street Dallas, Texas 75202-3551 (214) 653-7099

1 5

Legal Impact

None.

Strategic Plan Compliance

This proposal fulfills Role I of the strategic plan ensuring the maintenance and delivery of programs and service for Dallas County stakeholders; and Role 4 by moving Dallas County beyond management by conducting inuovative activities and programs. The proposal meets Strategy 1.3 by streamlining operations in the court and the clerks' offices for more efficient operation and providing mission critical services to stakeholders.

Recommendation

Based on the aforementioned issues and solution, the county and district clerk recommends approval of the installation of the digital court information displays for the Frank Crowley courthouse.

ATTACHMENT A

2

1 6

ATTACHMENT A

Item Description Qty. Cost

-Samsung SyncMaster TC240 All-In-One IxSempron 210/1.50Hz-RAM 1 OR Embedded Monitor 23.6" 4 (iiJ $ 725 ea. $2900.00

24" Enclosure 4@$1400ea. $5600.00

$8500.00

3

1 7

Dallas County Household Hazardous Waste Program Planning and Development Department

July 2,2012

TO: Commissioners Court

THROUGH: Rick Loessberg, Director of Planning and Development N'--FROM: Sandy Cook, HHW Program Manager

SUBJECT: Proposed FY2013 Budget/Continuation of Household Hazardous Waste Program

Background

The fifth and final year of the current interlocal agreement between Dallas County and the cities of the Dallas Area Household Hazardous Waste (HHW) Network for the operation of the HHW Program will end September 30, 2012. No renewal options remain under the current agreement. At its recent annual budget meeting, the Network members .indicated their wish to continue the HHW Program and proposed a budget for FY2013. Accordingly, a new interlocal agreement has been prepared and submitted for review by the Civil Section of the District Attorney's office. Information related to the proposed FY2013 budget and interlocal agreement has been prepared for the Commissioners Court's consideration.

Impact on Operations

The proposed FY2013 agreement will retain the basic terms and conditions of the current agreement. In summary, the agreement contains the following provisions:

1. It will be in effect from October 1, 2012 through September 30,2013, with four options for annual renewal.

2. It establishes the member city's "not-to-exceed" budget for the next fiscal year. 3. It summarizes the proposed FY2013 HHW budget.

Execution of the FY2013 HHW agreement will provide the following fifteen member cities and unincorporated Dallas County with disposal services and enable them to satisfy FY2013 federal storm water permit requirements for public education and measurable public involvement:

HOUSEHOLD HAZARDOUS WASTE NETWORK MEMBER CITIES Addison Garland Rowlett Dallas Highland Park Sachse De Soto Irving Seagoville Duncanville Mesquite Sunnyvale Farmers Branch Richardson University Park

1 8

Current Program Status

The HHW Program began in 1994 as a series of one-day collection events serving eleven cities and approximately 5,000 local residents annually. In 1997, as a first step toward a permanent facility, the County contracted for a vendor-owned and operated drop-off location and continued to hold one-day events. That year, overall program participation totaled 8,806; the average cost per participant was $117; and the amount of waste diverted from area landfills and illegal dumping equaled 1.4 million pounds. In 2002, the County opened the Home Chemical Collection Center (HC3) and immediately began to achieve cost reductions through increased control over packing procedures and implementation of waste bulking activities. The program now includes fifteen member cities, processes more than 2 million pounds of materials, and serves more than 20,000 participants annually at an average cost of $65 per participant.

As shown below, participation in the HHW Program has grown steadily over the past ten years, with two periods of dramatic growth. The first began in 2002, with the opening of the HC3 and continued for the next three years, during which time program participation doubled. The second spike occurred in FY2008, when participation at the HC3 increased by 17%, and overall program participation increased by 23% over the previous year. The level of demand has remained relatively level since then.

TABLE 1. HHW Program Participation Levels

25,000

20,000

~ c li. ~ 15,000

~ J: -o 10,000 jl E " z

5,000 3,

o

HHW Program Participation FY1995 Through FY2011 1

Pt~ 1}f~61

I I 31 '

I

~ ~ ~ ~ * # ~ ~ ~ ~ ~ ~ ~ ~ ~ § ~ #####~#~##~###~##

Fiscal Year

Although the program continues to hold three-to-four one-day events each year in specific cities, the focus of the program's collection efforts remains on the collection center, which is open year-round

1 9

and serves 90% of the program's participants. Recognizing that the one center cannot be readily convenient to all residents, the City of Dallas will host an additional collection event in the fall at Southwest Center Mall and has applied for grant funding to establish a remote collection facility in the southern sector. If approved, the facility will be operated by the City and will act as a satellite of the Horne Chemical Collection Center and will serve all the member cities by accepting a limited range of items including batteries, latex paint, oil, and antifreeze.

Financial Impact

All personnel, programming, operations, and maintenance costs are assigned to and will be fully recovered from the cities of the HHW Network under this agreement A detailed line-item budget for FY20 13 is attached.

The proposed budget of $1,395,821, which has been reviewed and recommended by the Network cities, represents a 3,5% increase over the FY2012 budget of $1,349,626, primarily due to disposal and labor cost increases under the new HHW service contract The HHW Network has requested that the FY2013 labor expense, which was fully funded in FY2011 and FY2012 from prior-year carryover in the HHW operations escrow account, be partially funded from remaining carryover in the amount of $80,000,

TABLE 2, Budget Comparison

Year Operational Collection!

Capital Total Budget Disposal/Labor

Budget Budget Budget

2010 $623,054 $700,000 $20,000 $1,343,054

2011 $599,496 $752,750 $20,000 $1,372,246

2012 $576,876 $752,750 $20,000 $1,349,626

2013 (Proposed) $581,321 $794,500 $20,000 $1,395,821

Consistency with County StrategiC Plan

Continuation of the HHW Program is consistent with the recommendations in the County's strategic plan that the County become a model interagency partner and that it address critical regional issues,

Recommendation

It is recommended that the Commissioners Court approve the HHW Program's FY2013 interlocal agreement and proposed FY2013 budget, including the use of $80,000 of prior-year carryover for contract labor,

Attachment

cc: Ryan Brown Virginia Porter Network Cities

20

Line #

1 2 3

4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21

22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39

40 41 42 43 44 45 46 47

21

DALLAS COUNTY HOUSEHOLD HAZARDOUS WASTE PROGRAM PROPOSED FY13 BUDGET

Recommended by HHW Network at FY13 Budget Meeting 4/26/2012

FY12 FY13 Budget Item

Recommended

IOPERATIONAL BUDGET PERSONNEL COSTS

Salary, Pgm. Mgr. $ 66,981 $ 66,981 Fringe, Pgm. Mgr. $ 20,441 $ 20,493

Salary, Pgm. Coordinator $ 50,652 $ 50,652 Fringe, Pgm. Coordinator $ 17,421 $ 17,581

Salary, HHW Admin. Asst. $ 36,858 $ 36,858 Fringe, HHW Admin. Asst. $ 14,869 $ 15,122

Salary, Haz. Waste Specialist (A) $ 44,740 $ 44,740 Fringe, Haz. Waste Specialist $ 16,327 $ 16,527

Salary, Haz. Waste Specialist (B) $ 44,699 $ 44,699 Frjnge, Haz. Waste Special'lst $ 16,319 $ 16,520

Salary, Haz. Waste Technician $ 32,864 $ 32,864 Fringe, Haz. Waste Technician $ 14,130 $ 14,410

PERSONNEL BUDGET SUB-TOTAL $ 376,301 $ 377,446 PROGRAM OPERATING COSTS

Advertising $ 16,000 $ 16,000 Books & Supplements $ 175 $ 175

Collection Supplies & Tools $ 26,500 $ 26,500 Communications (Cell Phones, Pagers) $ 0 $ 0

Computer Expense (Hardware, Software, Etc.) $ 2,200 $ 1,200 Dues/Subscriptions $ 500 $ 500

Equipment Rental $ 900 $ 900 Equipment Repair $ 3,000 $ 3,000

Fuel $ 3,700 $ 7,000 Laundry Service $ 3,000 $ 3,000

Medical Survei!Jance $ 4,300 $ 4,300 Mileage/Parking for Routine Business $ 1,500 $ 1,500

Office Equipment PUrchase/Rentals $ 1,800 $ 1,800 Office furnishings $ 300 $ 300

Office Supplies $ 1,400 $ 1,400 Personal Safety EquipmenitiDevices $ 48,000 $ 48,000

Postage/Freight/Courier $ 700 $ 700 PrintingiSignage $ 1,000 $ 1,000

Public Education Materials $ 1,000 $ 1,000 Staff Developmentrrraining Fees & Supplies $ 3,400 $ 3,400

Travel for Staff Development & Special Business $ 600 $ 600 Uniforms $ 6,000 $ 6,000

Utilities/Maintenance Expense for HC3 $ 70,000 $ 70,000 Vehicle Maintenance $ 3,500 $ 4,500

Volunteer SupporVlncentives $ 1,100 $ 1,100 TOTAL OPERATING EXPENSE BUDGET $ 200,575 $ 203,875

COMBINED PERSONNEL AND OPERATING BUDGET $ 576,876 $ 581,321

'OPERATIONS OFFSET FROM CARRYOVER ($ (30,000) $ 0

2 NET OPERATING & PERSONNEL COST TO CITIES $ 546,876 $ 581,321

22

48 CAPITAL EXPENSE BUDGET (Set-Aside for Caoital Maintenance and Imnrovements 49 TOTAL CAPITAL EXPENSE BUDGETI$ 20,000 1$ 20,000 50

51 COLLECTION/DISPOSAL BUDGET 52 3Collect'on/Mobilization/Disoosal $ 590,000 $ 619,500 53 Contractual Laborrremp Labor $ 162,750 $ 175,000 54 ESTIMATED TOTAL COLLECTION/DISPOSAL COST $ 752,750 $ 794,500 55 56 'LABOR nFFsET FRnM CARRYOVER $ (162,750) ($ (80,000) 57 2 NET COST TO CITIFS $ 590,000 $ 714,500 58 59 OVERALL PROGRAM BUDGET (Ooerational Collection/Disnosal Ca ital l 60 TOTAL PROGRAM BUDGET $ 1,349,626 $ 1,395,821 61 'TOTAL OF""I=T FROM CARRYOVER ($ (192,750) ($ (80,000) 62 TOTAL COST TO CITIES $ 1 156876 $ 1 315,821

NOTES,

1 OFFSET FROM CARRYOVER represents funds carried over from prior year budgets and applied to current year budget in order to offset out-of-pocket expense to participating cities

2 NET COST TO CiTIES represents the actual cost billed to participating cities after carryover offset is applied.

3 COLLECTION/DISPOSAL represents estimated disposal costs billed to participating cities on an as-used basis.

2

23

DALLAS COUNTY PURCHASING DEPARTMENT

"C "''-'U''TY jJ.,0 vU n IDNERS COURT

July 10, 2012

TO:

THROUGH:

FROM:

SUBJECT:

12 JUL - 3 Pf~ 2: 19

Commissioners Court N-i, '~\}

Shannon S, Brown, Assistant Administrato~i)"

Gloria McCulloch, Purchasing Contracts Supervisor

Rationale for Requesting Briefing and Court Order on Same Day - RFP for Residential Mechanical and Weatherization Services

In an effort to expedite the process it is requested that the RFP for Residential and Weatherization Services for Dallas County Health and Human Services Department be briefed and court ordered during the Commissioners Court July 10,2012 Court Session.


509 Main Street, Suite 623, Dallas Texas 75202-3340 (214) 653-7433. Fax (214) 653-7'449. Gloria,McCullochla>dallascountYQIg

24


July 10, 2012

TO: Commissioners Court

THROUGH: Shannon S. Brown, Assistant Administrator

FROM: Gloria McCulloch, Purchasing Contracts Supervisor

SUBJECT: Release ofRFP: Residential Mechanical and Weatherization Services

Background/Issue A request for proposal has been written seeking solicitations from qualified firms to perform residential mechanical and weatherization services on behaHthe Health and Hnman Services Department. 111e purpose of this briefing is to request autborization to solicit proposal for the requested services.

Operational Impact The Dallas County Health and Human Services Department during the past twelve (12) the months has assisted over 2,500 elderly, persons with disabilities, and! income-eligible individuals and families improve the energy efficiency of their home and reduce their housing expenditures for fuel and electricity through the Weatherization and Residential Mechanical Programs.

The solicitation seeks to enter into a contract with multiple qualified firms or individuals to provide residential mechanical services and energy conservation/weatherization services. The primary emphasis of this solicitation is to increase energy efficiency and improve the health and safety issues of homes by: repairlreplace utility related appliances or heating and cooling systems; purchase and install materials including insulation related services and implement other weatherization measures to improve energy efficiency.

The rating criteria and points assigned are as foUows:

I. Cost of Services and Other Fees

II. Qualifications, Experience, Certifications, References

III. Technical Resources, Staffing, Training, Financial Resources

IV. Minority/Women Business Compliance and lParticipation

Total

Points Allotted

0-40

0-25

0-20

0-15

100

The proposal will be evaluated and scored by representatives from the following county departments; Health and Human Services, CSCD, Auditor's Office, and Facilities Management. The M/WBE Officer will solely review and score Factor IV: M/WBE Compliance and Participation.

25

Recommendation

It is the recommendation of the Purchasing Department, in conjunction with the Health and Human Services Department, that the Dallas County Commissioners Court approve the release of the attached draft RFP for Residential Mechanical and Weatherization Services for the Dallas County Health and Human Services Department and authorizes the Purchasing Department to advertise and solicit proposals in accordance with Texas Local Government Code 262.030.

Should the Court concur with this recommendation a Court Order is on today formal agenda for approval.

RFP No. 2012-XXX-XXXX

REQUEST FOR PROPOSALS

For

Residential Mechanical and Weatherization Services

Pre-Proposal Conference

TBD

Submittal Location and Time

Proposal Due Date: TBD , @ 2:00 P.M. (CT)

Dallas County Purchasing Department

Dallas County Records Building

509 Main Street, 6th Floor, Room 623

Dallas, Texas 75202

REQUEST FOR PROPOSAL 2012-XXX=XXXX PAGE 2

NOTICE TO ALL PROPOSERS:

Upon release of the proposal and during the proposal process, firms and their

employees of related companies as well as paid or unpaid personnel acting on their

behalf shall not contact or participate in any type of contact with County employees,

department heads and/or elected officials. Such contact may result in the vendor

being disqualified. All contact must be coordinated through Gloria McCulloch, for

this procurement.

All questions regarding this RFP or Solicitation are to be submitted in writing to

Gloria McCulloch, Contracts Supervisor with the Dallas County Purchasing

Department via e-mail [email protected] , or by fax 214-653-7449

or via mail to Dallas County Purchasing, 509 Main Street, 6th

Floor, Room 623, Dallas, Texas 75202. Please reference the RFP/Solicitation number on all

correspondence to Dallas County.

All questions, comments and requests for clarification must reference the RFP/

Solicitation number on all correspondence to Dallas County. Any oral

communications shall be considered unofficial and non-binding.

Only written responses to written communication shall be considered official and

binding upon the County. The County reserves the right, at its sole discretion, to

determine appropriate and adequate responses to the written comments, questions, and

requests for clarification.

*NOTE: All addendums and/or any other correspondence (general information, question and responses) to this RFP will be made available exclusively through the Dallas County website for retrieval. Proposers are solely responsible for frequently checking this website for updates to this RFP. Addendums to this RFP can be located at the following web address:

https://www.dallascounty.org/departments/purchasing/currentbids.php(go to the appropriate RFP #, click on the appropriate hyperlink for viewing and/or downloading.)

mailto:[email protected]

https://www.dallascounty.org/departments/purchasing/currentbids.php


1.0 INTENT/OVERVIEW

Dallas County is seeking proposals from qualified firms, contractors, companies and/or organizations experience in providing

residential energy conservation and weatherization services to low income households in the Dallas County geographical area.

The primary emphasis of this proposal is to increase energy efficiency in homes of qualified participants, reduce energy costs, and

improve the health and safety of people in their homes. Those firms that participate in this RFP process will be referred to as

“Offeror”. Successful “Offerors” will be referred to, in the RFP, as the “Contractor”.

Applications for weatherization assistance are taken by the Dallas County Health and Human Services Department and eligible

clients placed on a waiting list. Qualification for the Weatherization Assistance Program (WAP) is based on a household income

at or below 125% of the federal poverty income guidelines.

The contractor contacts clients on the WAP waiting list to schedule appointments for an energy audit. An energy audit, using

advanced diagnostic equipment, is performed on every home to determine the most cost-effective energy improvements to install.

Advanced diagnostic equipment and techniques includes blower door analysis, infrared thermography and electronic furnace

testing. Based on the audit energy efficiency improvements are installed in client’s home. The mechanical and weatherization

assistance may include: installing insulation; tuning and replacing heating and cooling systems; mitigating air infiltration,

caulking, glazing, weather-stripping, replacing broken glass and windows; attic, wall and floor insulation; ventilation; replacing

primary windows and doors; trailer skirting and roof coating; and insulating the hot water heater and pipes, furnace replacement

and reducing electric base load consumption.

2.0 PRE-PROPOSAL CONFERENCE

The County will hold one Pre-Proposal Conference on ______________________________________Dallas, Texas. Attendance

at the Pre-Proposal Conference is voluntary and not a prerequisite to submitting a Proposal, however it is strongly encouraged that

all potential Proposers attend.

The purpose of the Pre-Proposal Conference is to facilitate responses to all Proposers’ questions concerning the content of this

RFP document. As a result, initial questions are to be submitted, in writing to Gloria McCulloch, Contracts Supervisor or email

([email protected]), with the Dallas County Purchasing Department by 12:00 p.m. (noon) on ________, 2012,

Staff will attempt to answer these questions during the pre-proposal conference.

Additional Questions and Answers during and/or after the Bidders Conference Proposers will be required to submit additional

questions presented at the pre-proposal and/or after the conference. All additional questions must be received by ---------------------

------- All questions and responses will be posted to the County’s website in the manner as previously stated herein. Dallas County

reserves the right to reject/not respond to any questions received after the deadline date.

3.0 ADMINISTRATIVE INFORMATION

3.1 INCORPORATION OF PROPOSAL INTO THE CONTRACT

The contents of this RFP, and the selected Proposer’s Proposal, cost and any negotiated changes will be incorporated, in

entirety, into the future formal Contract.

3.2 COUNTY PROCUREMENT COORDINATOR

The main point of contact for this RFP shall be:

Gloria McCulloch

Dallas County Purchasing Department

Records Building

509 Main Street, 6th

Floor, Room 623

Dallas, Texas 75202

214 653-7433 (office)

214 653-7449 (fax)

[email protected]

The main point of contact shall hereinafter be referred to as the County Procurement Coordinator.

3.3 COMMUNICATION REGARDING THE RFP

3.3.1 Upon release of this RFP and during the proposal process, firms and their employees of related companies as

well as paid or unpaid personnel acting on their behalf shall not contact or participate in any type of contact with




County employees, department heads and/or elected officials. Such contact may result in the Proposer being

disqualified. All contact must be coordinated through Gloria McCulloch, for this procurement.

3.3.2 All communication should be in writing to the County Procurement Coordinator. Any oral communications

shall be considered unofficial and non-binding. Written Comments, including questions and requests for

clarification must reference the RFP number.

3.3.3 Written Questions: All final questions pertaining to this RFP must be submitted in writing no later than

___________ 12:00 p.m. (noon), Central Time (CT), and must be directed by fax 214.653.7449 or e-mail

([email protected]) to Gloria McCulloch, Procurement Coordinator indicated in Section 3.2

of this RFP. Please reference the RFP/Solicitation Number, Company Name, Representative Name and e-mail

address on all written communication and correspondence to Dallas County. Do not directly contact other

County staff or members of Dallas County Commissioners about this RFP. Individuals, firms, or

organizations that do so may be disqualified from further consideration.

Written addendum and/or general information response will be prepared for questions submitted by the deadline

due date. The County will not assure that every entity receiving an RFP will receive the addendum. All

addendums shall become part of the contract documents, and all Proposers are bound by such addendum,

whether or not received by the Proposer.

The County will recognize only those responses to inquiry issued in writing by the County in addendum form as

binding modifications to this RFP. Any oral communication shall be considered unofficial and non-binding. The

County will not be responsible for explanations or interpretations of this RFP other than written addendums. All

Addendums shall become part of the Contract documents, and all Proposers are bound by such addendums

whether or not received by the Proposer. The County reserves the right, at its sole discretion, to determine

appropriate and adequate responses to the written comments, questions, and requests for clarification. Dallas

County reserves the right to reject/not respond to any questions received after the April 13, 2012, 12:00 p.m.

(noon), Central Time (CT) deadline date.

NOTE: All Addendums and General Information response to this RFP will be made available exclusively

through the Dallas County website for retrieval. Proposers are solely responsible for frequently checking

this website for updates to this RFP. Addendums to this RFP can be located at the following web address:

http://dallascounty.org/department/purchasing/currentbids.php

Download Instruction for rfps, bids, solicitations, addendums, and general information documents:

1. Go to: http://www.dallascounty.org

2. On the top header section click on “Departments,” scroll down to locate and click on the Purchasing link

3. You are now at the Purchasing Department website

4. Navigate to the far left hand column to click on “Bidding Opportunities”

5. You can now download any bid, rfp, addendums, and general information documentation available on the

website by clicking on the corresponding hyperlink.

3.4 PROPOSAL ERRORS AND OMISSION

Due care and diligence has been used in the preparation of this information, and it is believed to be substantially correct

to secure comparable Proposals. If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in

the RFP, he/she shall immediately notify Dallas County Procurement Coordinator of such errors in writing and request

modification or clarification of the document. Any modification made to this RFP will be issued as an addendum and be

posted on the Dallas County website: http://dallascounty.org/department/purchasing/currentbids.php

Any and all errors, omissions, or inconsistencies in the specifications are to be reported no later than, ________, 2012,

12:00 p.m. (noon), Central Time (CT).





3.5 PROPOSAL WITHDRAWAL

If at any time prior to the submission deadline of this Proposal, Proposer decides to withdraw its Proposal, that Proposer

shall give written notice, signed by an authorized representative, to the Dallas County Purchasing Department at 509

Main Street, 6th Floor, Room 623, Records Building. After withdrawing a previously submitted Proposal, the Proposer

may submit another Proposal at any time up to the deadline for submitting Proposals.

3.6 REJECTION OF PROPOSALS

3.6.1 Dallas County reserves the right, at its sole discretion, to reject any and all Proposals received in response to this

RFP or to cancel this RFP in entirety as determined to be in the best interests of Dallas County.

3.6.2 Any Proposal received which does not meet the requirements of this RFP, may be considered to be non-

responsive, and the Proposal may be rejected. Proposers must comply with all of the terms of this RFP and all

applicable Federal, State and Local laws and regulations.

3.6.3 Dallas County reserves the right, at its sole discretion, to waive any technicality in Proposals provided such

action is in the best interest of Dallas County. Where Dallas County waives minor technicalities in Proposal,

such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.

Notwithstanding any minor technicalities, Dallas County holds any Proposer to strict compliance with the RFP.

3.7 DISCLOSURE OF PROPOSAL CONTENT

3.7.1 Ownership of materials: Any materials submitted to County shall become the property of Dallas County.

3.7.2 Proposal Information: The Proposals are deemed to contain two types of information: (i) confidential

information, also known as “proprietary information” or “trade secret information,” which must be specifically

designated by Proposer in the Proposals; and (ii) non-confidential information, which is information not

specifically designated as “confidential information.”

3.7.3 Confidential information means information that (i) qualifies as trade secret or proprietary under the law; and

(ii) is designated as confidential information as described below.

3.7.4 Management of Proposal information: (i) All Proposal information that is specifically designated by Proposer as

confidential information, and meets the standard definition as such, including detail prices and cost information,

shall be held in confidence during the evaluation process and thereafter to the extent authorized by law. (ii)

Information not designated as confidential information may be discussed in open meetings throughout the entire

RFP procurement process and thereafter and will be made available to the public subject to the Texas Public

Information Act. (iii) The County will uphold the confidentially of Proposer trade secrets to the extent

authorized by law.

3.7.5 Designation of confidential information: All confidential information must be clearly identified and separated

by the Proposer prior to submission of the Proposal.

3.7.6 Duty of Confidentiality upon Proposers: Any information divulged publicly by any Proposers (e.g., at an open

meeting) shall, from that time forward, be deemed information that is not designated as confidential

information. During all open meetings with the Commissioners Court, it is the duty of the Proposers to (i)

timely assert any claim of confidentiality; and (ii) request confidential handling of any materials presented to the

Commissioners Court during any open meeting.


4.0 EVALUATION PROCESS

4.1 EVALUATION PROCEDURES AND PROCESSES

4.1.1 Management and coordination of the Proposal evaluation process including all meetings, requests, and

documentation will be handled by the Procurement Coordinator.

4.1.2 An Evaluation Committee composed of various Dallas County departments.

4.1.3 Each Proposal shall be evaluated for completeness and for compliance with the requirements of this RFP and

will be independently evaluated by each Committee member.

4.1.4 Proposals which substantially deviate from the basic intent of the RFP will be eliminated.

4.1.5 If desired by the Evaluation Committee, written, site visits, and/or oral presentations to supplement the Proposal

for the purpose of clarification from selected Proposer(s) may be requested. The time and place for oral

presentations will be announced at a later date, if such a presentation is required.

4.1.6 Proposals will be assessed to determine the most comprehensive, competitive and best value solution for the

County.

4.1.7 Although price will be a factor in Proposal evaluation, it is specifically a consideration of secondary importance

to the needs and selection criteria identified in the RFP.

4.1.8 The County reserves the right to accept other than the lowest price Proposal.

4.1.9 All Proposers will be accorded fair and equal treatment.

4.1.10 Recommendation will made to Dallas County Commissioners Court on the firm evaluated to be most qualified,

highest rated and offering the best value to Dallas County. Upon formal approval, a contract will be formally

drafted and entered into with the selected firm.

4.2 EVALUATION AND SELECTION FACTORS

The Evaluation Committee will evaluate proposal on the criteria listed below. The objective is to enter into a future

Contract with the best qualified Proposer (s) at the best price. Each category shall be weighted as follows:

Proposal Evaluation Criteria and Weights Points

Factor 1: Cost of Services and Other Fees 0-40

Factor 2: Qualifications; Experience; Certifications, 0-25

References;

Factor 3: Technical Resources, Staffing, Training, 0-20

Financial Resources

Factor 4: Minority/Women Business Participation 0-15

*Certified NTCRCA M/WBE Firm (6 points)

*Certified NTCRCA M/WBE Subcontractors being utilized (6 points)

EEO Policy Compliance (3 points)

*Certified by the North Central Texas Regional Certification Agency (NCTRCA)

Total Points 100 Points


4.3 AWARD AND NEGOTIATION PROCESS

The Proposer awarded or chosen pursuant to the provisions of this section will not be based solely on price, but will

include and be limited to evaluation criteria listed in the RFP. Upon completion of the evaluation process, the Evaluation

Committee will make a recommendation to the Dallas County Commissioners Court to award to the highest rated firm.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain

Proposer’s most favorable terms and conditions, since selection and award may be made without further discussion or

need for clarification.

Any exceptions to the terms and conditions of the proposed Contract or the statements regarding Proposer’s inability to

comply with any of the provisions thereof are to be declared in the Proposer’s proposal. Any additional exceptions to the

terms and conditions made by any Proposer after submission of its Proposal may result in elimination from further

consideration.

In the event that the County cannot reach agreement with the selected firm by negotiation of a contract, the County may

formally end negotiations by written notification to the selected firm. The County shall have the right, but not the

obligation, to sequentially negotiate with the next most-qualified firm and will continue in this manner until either a

contract is awarded or this Request for Proposal is canceled. Upon successful completion of negotiations, the results will

be reduced to a written contract for the services to be rendered. Such contract may contain additional requirements from

the County. All necessary contract documents will be prepared by the County District Attorney’s Office or other counsel

representing the County and will be tailored specifically for this RFP. No contract shall be binding on County until it has

been approved as to form by the District Attorney or other authorized counsel representing the County and executed by

the Dallas County Commissioners Court. Dallas County will not be liable for, nor will it pay for, any amount of work

commenced prior to the approval of the contract by the Dallas County Commissioners Court.

5.0 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS

5.1 PROPOSAL PREPARATION COSTS

Dallas County shall not be responsible or liable for any costs associated with the preparation, submittal, presentation, on-

site demonstration /web presentation or other costs incurred by participating in this procurement process.

5.2 PROPOSALS SUBMISSION

5.2.1 All Proposals must be sealed in a package clearly labeled/marked on the outside with the name of the firm

submitting the Proposal and the following information:

RFP No. 2012-XXX-XXX

Residential Mechanical and Weatherization Services

c/o Dallas County Purchasing Department

509 Main Street, 6th Floor, Room 623 Records Building

Dallas, TX 75202

Dallas County is not responsible for delays in the delivery of mail by the U.S. Postal Services, FedEx, UPS, Private

Couriers, or delivery by any other means. It is the sole responsibility of the Bidder to ensure that his/her bid reaches

the Dallas County Purchasing Department, 509Main Street, 6th Floor, Room 623, Dallas, Texas, by the designated

date and hour indicated on the Instructions to Bidders Cover Page and/or addendum (when applicable)

Note: Please reference the Bid/RFP Number and Company Name on the outside of all sealed envelopes, packaging

and/or boxes.

5.2.2 Any proposal received after the required due date will not be considered and will be returned unopened to

Proposer upon request

5.2.3 Each Proposer must provide one (1) original, two (2) complete paper copies and six (6) electronic copies on a

CD, DVD, USB Flash Drive, or Memory Stick, formatted in Microsoft Office 2003 and/or “Adobe PDF”. The

original hardbound copy of the proposal is to be clearly marked as “original” on the outside cover and contain

original signature of a person authorized to make a binding offer.

5.2.4 Each Proposal shall include all information required in this RFP and any subsequent addenda. By submitting a

Proposal, the Proposer represents that it has thoroughly examined and become familiar with the services

required under this RFP and that it is capable of providing the services that will achieve the County’s task and

objectives.


5.2.5 All Proposals shall be valid for a period of one hundred eighty (180) days after the Proposal submission

deadline. The one hundred eighty (180) days may be extended by mutual agreement of all parties.

5.2.6 Dallas County reserves the right, at its sole discretion, to reject any and all Proposals received in response to this

RFP or to cancel this RFP in entirety as determined to be in the best interests of Dallas County.

5.3 PROPOSAL FORMAT

5.3.1 The submitted Proposal should be specific and complete in every detail. It should be practical and should be

prepared simply and economically, providing a straightforward, concise delineation of capabilities to

satisfactorily perform the Contract being sought.

5.3.2 The submitted Proposal should contain a statement of all the services and products being proposed including

conclusions and generalized recommendations. The Proposal should be all-inclusive, detailing Proposer’s best

offer. Additional related services should be incorporated into the Proposal if applicable. All information

presented in the Proposal must be relevant in response to a requirement of this RFP.

5.3.3 Proposer must submit its Proposal in strict accordance with all requirements of this RFP, and an agreement to

fully comply with the requirements must be stated in the Proposal. Deviations, clarifications and/or exceptions

must be clearly identified and listed separately as alternative items for the County’s consideration.

5.3.4 Proposals shall be prepared on standard 8-1/2” x 11” paper. Each page shall be consecutively numbered and

identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information

requested. Foldouts that contain charts, spreadsheets, and oversize exhibits are permissible. Tabs or other

separators shall serve to divide major sections of the Proposal. Manuals and other reference documentation may

be bound separately.

5.3.5 To aid in the evaluation, all Proposals shall follow the same general format. The Proposals are to be submitted

in binders and have sections tabbed as below:

5.3.5.1 Transmittal/Cover Letter: The Proposal must include a letter of transmittal attesting to its

accuracy, signed by an individual authorized to execute binding legal documents on behalf of

the Proposer. The cover letter shall provide the name, address, telephone and facsimile

numbers of the Proposer along with the name, title, address, telephone and facsimile numbers

of the executive that has the authority to contract with the County. The cover letter shall

present the Proposer's understanding of the Project, a summary of the approach to be

undertaken to perform the Services, as well as a summary of the costs to provide the Services.

5.3.5.2 Proposer’s Representatives: The Proposer must designate an authorized representative and

one alternate who may speak, answer questions, and act on behalf of the Proposer in all

dealings with Dallas County. Provide the following information for each individual:

5.3.5.2.1 Name

5.3.5.2.2 Title

5.3.5.2.3 Telephone Number

5.3.5.2.4 Fax Number

5.3.5.2.5 E-mail Address

5.3.5.2.6 Normal Hours of Work

5.3.5.3 Acknowledgement of Addendum(s)

5.3.5.4 Table of Contents: All pages shall be consecutively numbered and correspond to the Table of

Contents.

5.3.5.5 Executive Summary: Executive Summary: Limited to three (3) pages. This section shall

provide a high-level description of the Proposer’s which outlines its Proposal, including the

proposed general management philosophy. The executive summary shall, at a minimum,

include an identification of the proposed project team, responsibilities of the project team, and

a summary of the proposed services. This section should highlight aspects of this Proposal,

which make it superior or unique in addressing the needs of the County


5.3.5.6 Qualifications, Experience and Expertise in providing the services as outlined in this RFP to

include but not limited to: Proposers will be evaluated based upon their understanding,

experience and qualifications in performing the same or substantially similar services to other

Counties or public sector clients, as reflected by its experience in performing such services.

The evaluation will include references regarding work for organizations with needs similar to

the County's, and the feasibility of the Proposer's approach for the provision of the Services.

5.3.5.7 Key Personnel: Describe the key individuals and/or subcontractor, along with their

qualifications, resumes, professional certifications and experience that would comprise your

organization’s team for providing Services to the County. Explain how your organization

ensures that personnel performing the required services are qualified and proficient.

Subcontractors must be listed, including the firm’s name and address, contact person, and

complete description of work to be subcontracted. Include descriptive information concerning

subcontractor’s organization and abilities. Subcontractors must be properly licensed and

adequately insured. Copies of the subcontractor’s license and insurance must be kept on file at

the awarded vendor’s primary office location. Subcontractors will be held to the same

requirements as the primary contractor.

5.3.5.8 Organizational Structure: Describe your organizational structure and explain how

your firm/organization qualifies to be responsive to the requirements of this

RFP. This should include your firm/organization size, distribution system,

customer service structure, number of employees and technicians, number of

service vehicles, technical licenses or certificates relative to the product or

service being offered.

5.3.5.9 Past Performance: Describe demonstrated experience over the past five (5) years that

qualified your firm/organization to perform services outlined in the RFP or similar work.

Include at a minimum a description of scope of service performed; whether prime or

subcontractor and the period of performance.

5.3.5.10 Describe your firm/organization’s ability to provide concurrent service to a geographically

and diverse service areas within Dallas County.

5.3.5.11 Work Plan: Describe in detailed the approach and methodologies that your firm/organization

will employed to accomplish the tasks, scope of work/services and other activities outlined in

this RFP. The work plan shall outline specific objectives, strategies, activities and resources.

Indicate whether or not your firm will be subcontracting portion(s) of the work. If so, indicate

the name of Subcontractor and the portion of work that will be subcontracted, in each case.

5.3.5.12 Technical Approach: Detail description of your firm/organization’s technical approach for the

services outlined in this RFP. The technical approach must demonstrate that offeror is able to

competently and timely perform all required services

5.3.5.13 Project Management and Client Customer Service

Describe how the interaction between your firm/organization and the County will take place

to ensure that the work is performed and reported in an accurate and timely manner.

5.3.5.14 Cost of Services and Price Structure (Appendix A)

5.3.5.15 Proposer Profile (Appendix B)

5.3.5.16 Completion of Campaign Contribution Form (Appendix C)

5.3.5.17 Questionnaire Response (Appendix D)

5.3.5.18 References: Provide a minimum of five (5) references from other agencies (governmental

agencies and private sector clients) during the past thirty-six (36) months period, with which

Proposer have provided similar services. Dallas County retains the right to request any

additional information pertaining to the Proposer’s ability, qualifications, and procedures used

to accomplish all work under the contract as it deems necessary to ensure safe and satisfactory


work. The Proposer will submit the following information regarding references (Appendix

E):

5.3.5.18.1 Agency/Client Name

5.3.5.18.2 Agency/Client Address

5.3.5.18.3 Contact Person and Title

5.3.5.18.4 Telephone Number

5.3.5.18.5 Fax Number

5.3.5.18.6 E-mail address (if available)

5.3.5.18.7 Brief description of services delivered including start date, completion date,

and approximate contract value.

5.3.5.19 Quality Assurance Program/Quality Control Plan

Describe your firm/organization's approach to quality assurance/quality control procedures for

performing the services and requirements outlined in this RFP.

5.3.5.19.1 Each Proposer will provide in detail a description of its Quality Assurance

Program.

5.3.5.19.2 The selected Proposer will provide detailed information concerning quality

work processes and will be expected to work with the Dallas County

regarding the following requirements:

5.3.5.19.2.1 Resolve issues regarding contract monitoring and the resolution of any

complaints

5.3.5.20 Financial Status and Stability: The following documentation is required in order for

the County to evaluate financial responsibility:

5.3.5.20.1 Provide audited financial statements for the last year (2010 or 2011),

including income statements, balance sheets, and any changes in financial

position.

5.3.5.20.2 The latest quarterly financial report and a description of any material

changes in financial position since the last audited financial statement.

5.3.5.20.3 Proposer’s most recent Dun & Bradstreet, Value Line Reports or other

credit ratings/report.

5.3.5.21 Additional Information: Any additional information deemed necessary by the Proposer to

ensure success of the project should be provided including any value added services.

5.3.5.22 Response to Minority/Women Business Participation Forms

A list of certified North Central Texas Regional Certification Agency (NCTRCA) M/WBE

firms may be obtained by contacting the Dallas County Procurement Coordinator.


5.3.5.23 Proposal Exceptions

Proposal Exceptions: Proposer shall identify and list all exceptions taken to any part or

sections of the RFP. An “exception” is defined as the Proposer’s inability or unwillingness to

meet a term, condition, specification, or requirement in the manner specified in the RFP. All

exceptions taken must be identified and explained in writing in your Proposal and must

specifically reference the relevant section(s) of this RFP. Other than exceptions that are stated

in compliance with this Section, each Proposal shall be deemed to agree to comply with all

terms, conditions, specifications, and requirements of this RFP. If the Proposer provides an

alternate solution when taking an exception to a requirement, the benefits of this alternative

solution and impact, if any, on any part of the remainder of the Proposer’s solution, must be

described in detail.

The County reserves the right to reject a Proposal as non-responsive, enter into negotiations

on any of the Proposer exceptions or accept them outright.

5.3.5.24 Conflict of Interest Questionnaire

5.3.5.25 W9 Form

5.3.5.26 All attached forms shall be filled out and submitted as part of a Proposer’s Proposal.

6.0 MANADORTY REQUIREMENTS

6.1 Shall a minimum of five (5) years’ experience in the field of residential energy conservation/weatherization services, air

conditioning and heating systems repair, replacement and retrofit and related mechanical services

6.2 All services shall be provided by qualified and trained service personnel.

6.3 All electrical and plumbing services shall be completed by well trained and licensed firms, organization and/or individual

7.0 GENERAL REQUIREMENTS

7.1 Contractor shall furnish all documentation, reports, services, supervision, labor, personnel, quality control, technicians,

tools, equipment, products, parts, supplies, material, and pay the cost of all fees, insurance, bonds, permits, licenses,

transportation, tolls, mileage, trip charges, travel time to and from worksite, fuel surcharge, shipping, handling, and

incidentals necessary to perform the scope of work and services as described herein.

7.2 All installation cost must include travel time and transportation cost.

7.3 Contractor shall apply and obtain all permits prior to installation with the appropriate jurisdiction for all work performed

under this contract requiring a permit. The Contractor shall arrange for inspections with appropriate local inspectors and

inform the HHS and client as to the date and time of the inspection. All permits shall be billed as a pass through cost with

no mark-up and listed as a separated line item on invoice. Contractor must provide proper documentation with each

client invoice in order to support payment of permit. Failure to provide the supporting proof documentation will result in

non-payment permit expenditure.

7.4 Contractor shall comply with the US Department of Energy and U.S. Department of Health and Human Services and

Texas Department of Housing and Community Affairs – Energy Weatherization Assistance Program (policies and

procedures. Copies of these manuals are available upon request.

7.5 Participating contractors and all of their personnel, staff members, and subcontractors providing service under this RFP

must attending and receiving certification training in Lead Safe Weatherization (LSW) and other related topics. All

training will be conducted by a Dallas County HHS member. Contractors and all of their personnel, staff members, and

subcontractors that works in HHS ‘s clients homes shall strictly adhere to the guidelines stated in the LSW manual.

7.6 Unless otherwise specified, all parts, materials, supplies or equipment offered by a Contractor shall be new, unused in

any regard and of most current design. Used shopworn demonstrator, prototype or discontinued models are not

acceptable. Seconds or flawed items will not be acceptable. All parts, materials, supplies or equipment shall be suitable

for their intended purpose and, unless otherwise specified. All parts (including replacements), materials, supplies and

equipment shall be first class in all respects.


7.7 All materials, supplies, and/or equipment not specifically mentioned in this proposal, but which are necessary to provide

the functional capabilities described by the specifications shall be included and shall conform in strength, quality and

workmanship to the accepted standards of the industry.

7.8 Contractor agrees to complete all requested services as outlined in this RFP within thirty (30) days or less after

authorization by Dallas County Health and Human Services (HHS) staff. In the event the Contractor cannot completed

all scheduled work within the required time period the Contractor shall advise HHS staff. The Contractor must explain

the reasons for the delay and explain the additional time required to complete the work. HHS staff has the option to grant

the Contractor an extension for the time to complete the required work upon receipt of valid reasons, only in this manner

shall an extension be reviewed by HHS staff and extension granted. Failure to complete projects within this time frame

will result in fewer projects being assigned, current projects being reassigned, and or termination of contract.

7.9 Materials, supplies, services and parts requested by Dallas County must be of the highest quality and must conform to

any related state, municipal or federal standard and be consistent with standard commercial practices.

7.10 All services provided performed under this contract shall be, unless otherwise stated in the contract, shall be in

accordance with the methods and procedures of the original manufacturer’s and best established practices and standards

recognized by the contracted industry and comply with all codes and regulations which shall apply.

7.11 Contractor shall maintain a credible work force daily to insure progress of job. Contractor shall employee only skilled

personnel, knowledgeable of all phases of air conditioning, heating and refrigeration installation, retrofit, repair,

maintenance and related mechanical services, energy conservation and weatherization services. A superintendent or

foreman shall be on the jobsite at all times when work is being performed. Contractor shall supervise all workers

including that of all sub-contractors, to insure that it is of the highest grade and according to best standard practice.

Where necessary, skilled artisans shall perform all work.

7.12 Services outlined in this document shall be completed in a neat and workman-like manner. Where an installation is

deemed to not comply with this statement, the Contractor shall make his best effort to remediate any sub-standard

installations at no additional cost to property Owner or Dallas County.

7.13 For every trade and for every product the installation and application techniques shall be in strict accordance with the

highest quality prescribed by the applicable trade standards and by such specific recommendations of the manufacturer.

7.14 Contractor employees or personnel shall not under any circumstances fraternize with employees, residents, clients, adults

or children.

7.15 No unauthorized personnel are to accompany the Contractor's employees (including sub-contractors) to the work site,

homeowner/clients home. (i.e. children, friends, relatives, etc.).

7.16 Service Hours: All services performed under this contract will be conducted during normal business hours (Monday

through Friday, 7:00 a.m. - 5:30 p.m.) excluding Holidays, unless prior arrangements are made in advance with Dallas

County, homeowner and/or client.

7.17 Technical and Descriptive Literature: (if applicable): Offeror(s) shall include the complete manufacturer’s technical and

descriptive literature regarding the brand and material your firm is proposing to utilize under this contract. Literature

shall be sufficient in detail in order to allow full and fair evaluation of the offer submitted. Failure to furnish adequate

data for evaluation purposes may result in declaring a proposal non responsive.

7.18 Brand name or trade name are for reference only such identification is intended to be descriptive and is not intended to

be restrictive or limit competition Other products will be considered for award if such products are identified in the rfp

and are determined by the County to meet its needs. Products substantially equivalent to those designated shall qualify

for consideration. Proposals on brands other than those listed are subject to approval based on evaluation.

7.19 Contractor shall comply with all applicable State and local laws, ordinances, codes, and regulations.

7.20 Contractor shall complete all work in a neat and workmanlike manner, to the satisfaction of the County.

7.21 Contractor shall secure all equipment, tools and related materials while working against the occurrence of theft,

accidents, injuries or damage to any person or property at all times.

7.22 Contractor shall maintain sufficient safeguards against the occurrence of accidents, injuries or damage to any person or

property around the project or work site. Barricades, shelters, lights, caution tape and/or signs shall be placed around all

work areas.


7.23 If the Contractor or his subcontractor damages any homeowner/client personal property or public property (including

improvements), the contractor shall repair or replace the damaged property and improvements to the satisfaction of the

homeowner/client and Dallas County. The repair or replacement work shall be of equal or greater quality and in

appearance to prior condition. The contractor shall solely be responsible for and bear the costs of repairing or replacing

damaged improvements. If damage caused by the Contractor has to be repaired or replaced by the County, the cost of

such work shall be deducted from the monies due the Contractor.

7.24 Contractor shall complete all work in a neat and workmanlike manner, to the satisfaction of the County, including the

cleanup and removal of debris generated All packing and shipping material, rubbish, equipment, debris or other excess

materials must be removed at the end of each workday and disposed off-site in a legal manner at Contractor’s own

expense. The contractor shall not stockpile debris, rubbish, garbage, excess materials or other unwanted materials on the

sidewalk or on the street. Washing of excess materials into the storm drain is prohibited. Payment for transportation and

disposal of excess materials and removed equipment shall be included in the contract, and no additional compensation

shall be made.

7.25 Performance Warranty: Contractor shall guarantee all work, equipment and materials included in the service against any

defects in workmanship 100%; and shall satisfactorily correct, at no cost to Dallas County (that includes parts, materials,

labor, mileage and travel time), any such defect that may become apparent within a period of one (1) year after

completion of work. The warranty period shall commence upon date of acceptance by Dallas County. If the Contractor is

notified in writing and of a deficiency in the work provided within one year from completion of the work the Contractor

shall re-perform the work in question at no additional cost to Dallas County or its clients.

Contractor shall respond to all complaints within one (1) business day from initial call with a complete resolution and/or

repair by the second business day. Failure to do so may result in cancellation of future contracts with Dallas County.

7.26 Equipment/Material Warranty: The warranty period for Contractor provided equipment/materials shall be for a period of

one (1) year (unless otherwise noted or stated in specification requirements) after completion of the installation or within

the manufacturer’s warranty, whichever is the later period. The warranty period shall commence upon date of acceptance

by Dallas County. The Contractor shall provide the designated Dallas County representative with all manufacturers’

warranty documents upon completion of installation and prior to leaving the job site. This warranty shall not void the

Manufacturer's warranty for quality or durability.

7.27 Work/Project Acceptance: Within five (5) business days after completion of the project (work), Contractor shall schedule

a meeting and walk through at the actual project/work site with the designated Dallas County representative.

The purpose of the meeting is to inspect all work and services performed in accordance to the bid specifications and

requirements. If work, services, performance and/or products are unacceptable, the problem areas will be indicated by the

Dallas County authorized representative to the Contractor. The Contractor will be required to correct all problem areas

immediately. Payment to the Contractor shall be withheld until all work, services, and/or products are deemed

acceptable. Acceptance of all work performed under this contract shall be at the sole discretion of Dallas County.

7.28 The awarded contractor shall be fully responsible for all acts and omissions of its employees, subcontractors, and their

suppliers, and shall be specifically responsible for sufficient supervision and inspection to insure compliance in every

respect with the contract requirements. There shall be no contractual relationship between any subcontractor or supplier

of the Contractor and the County by virtue of this contract. No provision of this Contract shall be for the benefit of any

other party than the County and awarded Contractor.

7.29 Product and Work/Service Authority: Contractor should understand that any request for products and services under this

contract shall be authorized in writing by the Health and Human Services Department and accompanied by a valid Dallas

County Purchase Order Number issued by the Dallas County Purchasing Department.

7.30 Contractor shall an assign designated account representative to Dallas County. This representative shall be responsible

for but not limited to:

7.30.1 Coordinating all service request

7.30.2 Handle complaints and quality control issues

7.30.3 Provide Dallas County with a quarterly usage report delineating the acquisition activity governed by the

Contract.


7.31 Invoicing Requirements: All invoices shall include, but not be limited to the following information:

7.31.1 Dallas County Purchase Order Number

7.31.2 Client Full Name

7.31.3 Client Address, City, State and Zip Code

7.31.4 Client Telephone Number

7.31.5 Service Description

7.31.6 Full Description of Products and Quantities

7.31.7 Itemized List of Parts Utilized

7.31.8 Unit Cost (equipment, parts, material, etc.)

7.31.9 Labor Charges (if applicable)

7.31.10 Permit Cost (if applicable)

7.31.11 Support Documentation

7.31.12 Total Cost of Services

7.31.13 Date and Time of Service(s)

7.31.14 Contractor shall submit all payment invoices to HHS within five (5) business day of final acceptance and sign-

off by the client.

8.0 TECHNICAL REQUIREMENTS WEATHERIZATION SERVICES

In addition to the General Requirements, the Scope of Services and other measures shall include, but not be limited to the

following Contractor responsibilities: 8.1 Reading and understand energy audits generated by Dallas County Health and Human Services (HHS)

8.2 Contractors must attend all Dallas County Weatherization Program mandated training programs. The Weatherization

program provides training on Weatherization procedures.

8.3 Contractors shall provide all labor, material, supplies and equipment to perform the following energy conservation

measures on Dallas County approved properties that includes but not be limited to the following:

8.3.1 Ceiling, floor and duct insulation

8.3.2 Blower door testing and flue gas analysis

8.3.3 Air bypass sealing

8.3.4 Attic, basement, crawl-space, and dense-pack sidewall insulation

8.3.5 Caulking and weather-stripping

8.3.6 Window and door replacement and repair

8.3.7 Duct leakage sealing

8.3.8 Shell infiltration sealing (replace broken windows, replace interior/exterior doors and windows, weather

stripping, caulking, evaporative cooler covers, etc.)

8.3.9 Insulation of water heater and water heater pipes.

8.3.10 Attic ventilation

8.3.11 Solar screens

8.3.12 Minor home repairs

8.3.13 Carpentry

8.3.14 Health and safety measures (testing of combustion appliances, compliance with indoor air quality standards and

provision of carbon monoxide detectors)

8.3.15 Compact fluorescent light bulbs

8.3.16 Smoke and Carbon Monoxide Detectors

8.3.17 Insulation of walls, attics, crawl space, switches, outlets, etc.

8.3.18 Roofing Services (i.e: repair, installation, decking, removal)

8.3.19 Water flow controller

8.3.20 Sheet-metal work

8.3.21 Repair and/or replacement of various types of energy saving windows

8.3.22 Repair broken glass, remove broken and install new glass with glazing

8.3.23 Ducts wrapped, caulking and weather-stripping applied throughout the dwelling, and various other items

8.3.24 Air leakage test-blower door and duct blaster tests

8.3.25 Kitchen cabinet

8.3.26 Bathroom cabinet

8.3.27 Kitchen countertop

8.3.28 Bathroom countertop


8.3.29 Kitchen sink replacement

8.3.30 Bathroom sink replacement

8.3.31 High/low combustion venting

8.3.32 Fireplace seal-per attached specifications

8.3.33 Storm doors 32"

8.3.34 Storm doors 36"

8.3.35 R11 floor insulation

8.3.36 R19 floor insulation

8.3.37 Mobile home modification energy measures (door repair and replacement, sliding, interior vents, exhaust fans,

skirts, etc…

8.3.38 Foundation underpinning-vinyl

8.3.39 Foundation underpinning-stucco/hardy board

8.3.40 Remove & Replace burglar bars

8.4 Contractors shall repair, retrofit, and replacement of inefficient home heating/ cooling systems, water heaters, and

refrigerators.

8.5 Contractor shall be able to service, clean and adjust heaters including un-vented space heaters, cook stoves, ovens, water

heaters, lower carbon-monoxide levels per specifications stated in the TDHCA Weatherization and Mechanical Field

Guides and A-10CFR440.

8.6 Product Standards: The materials that Contractor will supply, must meet or exceed all standards established by the

federal government or by Dallas County if such requirements exceed minimum federal standards. The minimum

standards established by the federal government are presented in the Department of Energy’s 10 CFR 440, Standards for

Weatherization Materials. Specific standards as established by Dallas County are incorporated in the list of materials to

be procured as presented in cost sheet.

8.7 Exterior Windows and Doors: Replacement windows and doors shall have a window unit U-value of 0.30 or less as rated

by the National Fenestration Rating Council (NFRC). U-Value shall be window unit and not center of glass U-value.

Skylights shall also comply with the same requirements.

8.8 Storm Windows – Must meet or exceed IECC1 in combination with the exterior window over which it is installed, for

the applicable climate zone

8.9 Storm Doors: In combination with a wood door assigned a default U-factor by the IECC1, and does not exceed the

default U-factor requirement assigned to such combination by the IECC.

8.10 Materials and/or equipment purchased can be inspected by Dallas County Weatherization Program Representative

(DCWPR) to determine conformity with the quality requirements of the call for bids. When deemed necessary, DCWPR

may require documentation (i.e. product literature prepared by the manufacturer) detailing the product specifications for

the purposes of determining whether the material conforms, in all aspects, to the required specifications as set forth the

herein. In cases where the documentation indicates the material does not meet the specifications, the successful vendor

must remedy the deficiency or the balance of the order thereof may be canceled by DCWPR.

8.11 Contractor shall be fully responsible for the removal and proper disposal of all refrigerants, chemical, material,

equipment, units, water heaters, and component parts associated with repair and/or replacement services. (Refer to

general requirement specifications)

8.12 Services performed under this contract shall meet or exceed the latest standards and procedures of the National Electrical

Code, American Society of Heating, Refrigerating and Air-Conditioning Engineers, Uniform Plumbing Code,

International Plumbing Code and Fuel Gas Code and Department of Energy Weatherization guidelines.

8.13 All appliance and equipment used for retrofit, repair and replacement shall be energy star rated, unless otherwise noted.

8.14 All energy conservation measures will be required to comply with Department of Energy’s definition of cost

effectiveness.


9.0 TECHNICAL REQUIREMENTS RESIDENTIAL MECHANICAL SERVICES

In addition to the General Requirements, the Scope of Services and other measures shall include, but not be limited to the

following Contractor responsibilities: 9.1 Shall repair, retrofit, and replacement of inefficient home heating/ cooling systems, water heaters and provide other

related mechanicals services

9.2 Shall schedule all in-home client assessment and evaluation within the Dallas County geographical area upon written

authorization by the Dallas County Health and Human Services (HHS) staff. All clients’ initial assessment, evaluation

and HHS recommendation form report shall be completed and returned to HHS on within five (5) business day from the

date of written notification. (See Appendix X)

9.3 Shall apply and obtain all permits prior to installation with the appropriate jurisdiction for all work performed under this

contract requiring a permit. The Contractor shall arrange for inspections with appropriate local inspectors and inform the

HHS and client as to the date and time of the inspection. All permits shall be billed as a pass through cost with no mark-

up and listed as a separated line item on invoice. Contractor must provide proper documentation with each client invoice

in order to support payment of permit. Failure to provide the supporting proof documentation will result in non-payment

permit expenditure.

9.4 Shall be fully responsible for the removal and proper disposal of all refrigerants, chemical, material, equipment, units,

water heaters, and component parts associated with repair and/or replacement services. (Refer to general requirement

specifications)

9.5 Test the thermostat

9.6 Shall ensure and verify that heat loss and heat gain load calculations are performed for every HVAC system

installation/replacement

9.7 Follow an appropriate methodology/procedure to perform building load calculations

9.8 Shall ensure and verify that all equipment is properly sized and selected prior to being installed

9.9 Shall ensure and verify that all evaporators, condensing units, and furnaces are properly matched systems as identified by

industry-recognized certification programs

9.10 Shall ensure and verify that the airflow across the indoor heat exchanger is within acceptable ranges

9.11 Shall ensure and verify that the HVAC system has the proper refrigerant charge

9.12 Shall ensure and verify all electrical requirements are met as related to the installed equipment

9.13 Shall ensure and verify the equipment “on-rate” (BTU/H input during steady-state operation) for gas-fired or oil-fired

equipment is at the equipment nameplate value

9.14 Shall ensure and verify proper sizing, design, material selection and assembly of the combustion gas venting system

9.15 Shall ensure and verify proper selection and functioning of system operational and safety controls

9.16 Shall ensure and verify room volumetric airflow CFMs meet the design/application requirements


10.0 OTHER REQUIREMENTS, TERMS, AND CONDITIONS

10.1 INCORPORATION OF PROPOSAL INTO THE CONTRACT

The contents of this RFP, and the selected Proposer’s Proposal, cost, exhibits, and negotiated changes and any other

attachments will be incorporated, in entirety, into the future formal Contract. This Contract constitutes the entire

agreement between the parties hereto and supersedes any other agreement concerning the subject matter of this

transaction, whether oral or written.

10.2 FORMAL REQUIREMENTS CONTRACT NECESSARY

Proposer agrees that any Contract resulting from this RFP and award will be the formal requirements contract between Proposer and County. This RFP or any resulting award does not guarantee any acceptance of products or services and does not guarantee that any purchases of products or services will be made.

10.3 CONTRACT TERM

Any future Contract to be drafted and negotiated as a result of this RFP and award shall be for the two (2) year period beginning date of the execution of Contract, if thereafter. The County reserves the right to renew this Contract for up to three (3) additional one (1) year Term(s) subject to the availability of departmental funding, Proposer performance, mutual agreement by all parties, and the approval of the Dallas County Commissioners Court. All renewals/extensions shall be based on existing terms, conditions, and price structures set forth in the Contract or as amended by the Dallas County Commissioners Court. Dallas County reserves the right, upon notice to the Proposer, to extend the Term of the Contract, or any part of the

Contract, for up to one hundred twenty (120) days based on the same terms and conditions upon termination or

extension. This will be utilized to prevent a lapse in contract coverage and only for the time necessary, up to one hundred

twenty (120) days, to enter into a new contract agreement. Proposer shall agree to assist the County with the transition

planning to a different contractor.

10.4 PAYMENT TERMS

Dallas County payment terms are Net 30 Days, invoices are to be submitted in arrears. Payment will be authorized for all

services covered under this contract upon completion of services in accordance with specification requirements and

accepted by the Dallas County Health and Human Services .

10.5 FISCAL FUNDING Any agreement resulting from this RFP will be subject to the availability of governmental fiscal funding. If such funds become reduced or unavailable, any contract agreement shall be subject to immediate modifications, reduction or termination on the expiration date or date in which the funds have been reduced or eliminated.

10.6 BEST PRICE IN THE COUNTY

If Proposer offers a lower Proposer Fee rate to any Agency or Municipality during the Term of the contract resulting

from this RFP, the County shall have the immediate benefit of such lower Proposer Fee rate.


10.7 PROPOSER’S PROFESSIONAL WARRANTIES

10.7.1 No Actions, Suits, or Proceedings: Proposer warrants that there are no actions, suits, or proceedings, pending or

threatened, that will have a material adverse effect on Proposer’s ability to fulfill its obligations under this

Contract. Proposer further warrants that it will notify County immediately if Proposer becomes aware of any

action, suit, or proceeding, pending or threatened, which will have a material adverse effect of Proposer’s ability

to fulfill the obligations under this Contract.

10.7.2 Warranty of Proposer’s Capability: Proposer warrants that it is financially capable of fulfilling all requirements

of this Contract and that Proposer is a validly organized entity that has the authority to enter into this Contract.

Proposer warrants that it is not prohibited by any loan, contract, financing arrangement, trade covenant, or

similar restriction from entering into this Contract.

10.7.3 Professional Quality: Proposer warrants to County that all materials and Services will be of professional quality

conforming to generally accepted practices, and that all Services provided under this Contract will be performed

in a manner consistent with that degree of care, qualification and skill ordinarily exercised by members of the

same profession currently practicing under similar circumstances. If there are no applicable or recognized

professional standards in the applicable area or areas of expertise required to perform such Services, then

Proposer will perform all Services in a good and professional manner that meets County’s goals and objectives

as stated herein as well as otherwise adds value to and/or improves the performance of County’s expectations,

objectives and purposes as stated in this Contract. Any work that is determined by County to be less than

professional quality will be corrected without charge. This warranty extends for ninety (90) business days past

termination or expiration of this Contract. This warranty is limited to rework of the unsatisfactory product

without change to the original specifications and without regard to the amount of the effort expended on the

original work product.

10.8 PERMITS AND LICENSES

Proposer shall secure and pay for all fees for all necessary statutory and regulatory authorizations, permits, approvals,

certifications, licenses, and insurance required by the laws of Federal, State, County, and municipal laws, ordinances,

rules and regulations that are required in order to perform the services stated in RFP. Proposer shall maintain these

licenses and permits in effect for the duration of this contract agreement. Proposer will notify County immediately of loss

or suspension of any such licenses and permits. Failure to maintain a required license or permit may result in immediate

termination of this contract agreement.

10.9 TAXES

Dallas County, as a county of the State of Texas, is exempted from the payment of Texas state and local sales, excise,

and use taxes pursuant to Texas Local Government Code § 151.309, and shall therefore not be liable or responsible to the

Proposer for the payment of such taxes under this Contract.

The fees paid to Proposer pursuant to this Contract are inclusive of any applicable sales, use, personal property or other

taxes attributable to periods on or after the applicable effective date of this Contract and based upon or measured by

Proposer’s cost in acquiring or providing products and/or Services and related materials and supplies furnished or used

by Proposer in performing its obligations hereunder, including all personal property and use taxes, if any, due on

equipment or software owned by Proposer.

Proposer accepts full and exclusive liability for the payment of any and all contributions or taxes for Social Security,

Workers’ Compensation Insurance, Unemployment Insurance, or Retirement Benefits, Pensions, or annuities now or

hereafter imposed under any state or federal laws which are measured by the wages, salaries, or other remuneration pay

to persons employed by Proposer for work performed under the terms of this Contract and agrees to indemnify and save

harmless the County from any such contribution or taxes or liability.

10.10 ASSIGNMENT

Awardees’ assures that it will not transfer or assign its interest in this Contract without prior written consent of County.

Awardees’ understands that in the event that all or substantially all of Awardees’ assets are acquired by another entity,

Awardees’ is still obligated to fulfill the terms and conditions of this Contract. County approval to transfer or assign

Awardees’ interest in this Contract to an entity that acquires all or substantially all of Awardees’ assets is subject to

formal approval by the Dallas County Commissioners Court.


10.11 NON-DISCRIMINATION/AFFIRMATIVE ACTION

This Contract is subject to applicable federal and state laws and executive orders, including the Fair Labor Standards Act

of 1938, relating to equal opportunity and nondiscrimination in employment. Neither Proposer nor its agents or

subcontractors shall discriminate in their employment practices against any person by reason of disability, age, race,

creed, national origin, color, religion, sex, political affiliation, or veteran status. In addition Proposer assures that no

person will, on the grounds of disability, age, race, creed, national origin, color, religion, sex, political affiliation, or

veteran status, be excluded from, be denied the benefit of or be subjected to discrimination under any program or activity

funded in whole or in part under this Contract. Proposer agrees to comply and to cause its agents and subcontractors to

comply, with the provisions of said laws and orders to the extent any such laws and orders are applicable in the

performance of this Contract.

10.12 LIABILITY AND OTHER INSURANCE COVERAGE REQUIREMENTS

10.12.1 Without limiting any of the other obligations or liabilities of the Awardees’ and each of its subcontractors,

Awardees’ agrees that it will have and maintain, and will require its subcontractors to have and maintain, at own

expense, in full force and effect minimum insurance for themselves, including their officers, employees, agents,

representatives, volunteers and subcontractors (collectively, “Awardees’”) with companies approved by the

State of Texas and satisfactory to County;

10.12.2 As a condition precedent to commencement of any work, within ten (10) calendar days after the Effective Date

of this Contract, Awardees’ shall furnish to the Dallas County Purchasing Agent (at the same address given

below under this Insurance heading) the following minimum insurance coverage that show the County as the

certificate holder and covers the period of the Term of this Contract and any renewals:

10.12.2.1 Workers’ Compensation Insurance: That meets the statutory requirements of the

Texas Workers’ Compensation Act, or if self-insured, then Contractor must provide to County

evidence of a certificate issued by the Workers’ Compensation Commission approving such

self-insurance. If Contractor has no employee (as defined by the Texas Workers’

Compensation Act), Contractor shall provide County with a sworn Affidavit stating that there

is no employee in lieu of a Certificate of Insurance. In the event that any work is sublet,

Contractor shall require the subcontractors to similarly provide Workers’ Compensation

Insurance for all of the subcontractors’ employees unless such employees are afforded

protection by Contractor. Contractor shall bear the burden of all workers compensation

coverage for all of its subcontractors and the subcontractors’ employees who do not have

workers’ compensation coverage. Contractor also represents that the coverage will be based

on proper reporting of classification codes and payroll amounts, and that all coverage

agreements will be filed with an appropriate insurance carrier, or in the case of self-insurance,

with the Texas Workers’ Compensation Commission. Providing false or misleading

information may subject Contractor to administrative penalties, criminal penalties, civil

penalties or other civil actions.

Types of Coverage Limits of Liability

Workers’ Compensation Statutory

Employer’s Liability

Bodily injury by Accident $500,000.00 Each Accident

Bodily injury by Disease $500,000.00 Each Employee

Bodily injury by Disease $500,000.00 Policy Limit

10.12.2.2

10.12.2.3

10.12.2.4


10.12.2.5 Commercial General Liability Insurance, including Contractual Liability Insurance:

Awardees shall maintain Commercial General Liability Insurance coverage for the following:

(a) Premises Operations; (b) Independent contractors or consultants; (c) Products/Completed

operations; (d) Personal injury; (e) Contractual liability; (f) Explosion, collapse and

underground; (g) Broad form property damage, to include fire legal liability. Such insurance

shall carry a limit not less than One Million and 00/100 ($1,000,000.00) for bodily injury,

property damage, and blanket contractual coverage per occurrence with a general aggregate of

Two Millions and 00/100 ($2,000,000.00) and products and completed operations aggregate

of One Million and 00/100 ($1,000,000.00). There shall not be any policy exclusion or

limitations for personal injury, advertising liability, medical payments, fire damage, legal

liability, broad form property damage, and/or liability for independent contractors and

volunteers, or such additional coverage or increase in limits, including those contained within

any bid specifications.

10.12.2.6 Automobile Liability: Awardee shall maintain Automobile Liability Insurance with a

limit not less than Four Hundred Thousand Dollars ($400,000) for each occurrence. The

policy shall include coverage for bodily injury and broad form property damage, with respect

to the Awardee’s owned, hired, and non-owned vehicles assigned or used in performance of

this contract.

10.12.2.7 Umbrella or Excess Liability Insurance: Contractor shall maintain Umbrella or

Excess Liability Insurance Coverage with a limit not less than $1,000,000.00 for each

occurrence.

10.12.2.8 Pollution Occurrence Insurance (POI): Contractor shall maintain Pollution

Occurrence Insurance Coverage with a limit not less than $500,000.00 for each occurrence.

10.12.3 Awardees’ agrees that, with respect to the above referenced insurance, all insurance contracts/policies will

contain the following required provisions:

10.12.3.1 Except Workers Compensation and Professional Liability, name Dallas County and

its officers, employees and elected officials as additional insured(s) (as the interest of each

insured may appear) as to all applicable coverage.

10.12.3.2 Provide for thirty (30) days’ notice to the County for cancellation, non-renewal or

material change.

10.12.3.3 Provide for endorsement that the “other insurance” clause shall not apply to Dallas

County where County is the additional insured on the policy.

10.12.3.4 Provide for notice to Dallas County of any changes to policy.

10.12.3.5 Contractor agrees to waive subrogation against Dallas County, its officers and

employees for injuries, including death, property damage or any other loss.

10.12.3.6 Default/Cumulative Rights/ Mitigation. It is not a waiver of default if the non-

defaulting party fails to immediately declare a default or delays in taking any action. The

rights and remedies provided by this Contract are cumulative, and either party’s use of any

right or remedy will not preclude or waive its right to use any other remedy. These rights and

remedies are in addition to any other rights the parties may have by law, statute, ordinance or

otherwise. Contractor has a duty to mitigate damages.

10.12.3.7 Approval and acceptance of Contractor’s services by County shall not constitute nor

be deemed a release of the responsibility and liability of Contractor for the accuracy and

competency of Contractor’s Services; nor shall such approval and acceptance be deemed to be

an assumption of such responsibility by the County for any defect, error or omission in the

services performed by Contractor in this regard.

10.12.3.8 Contractor shall provide that all provisions of this contract concerning liability, duty

and standard of care, shall be underwritten by contractual liability coverage sufficient to

include obligation within applicable policies.


Vendors and/or their freight contractors must be prepared to show coverage verification prior to entering upon

Dallas County premises.

Failure to comply with lawful requirements or adequate liability requirements may result in delay of payments,

subject to the orders of the Commissioners Court, not to exceed a period of up to two years from the termination

of the contract, or cancellation of the contract or both (Court Order 2003-1792, September 30, 2003).

10.12.4 Insurance Certificates: The certificates of insurance shall list Dallas County as the certificate holder. Any and

all copies of Certificates of Insurance shall reference any applicable RFP (Request for Proposal) number for

which the insurance is being supplied. All insurance policies or duly executed certificates for the same required

to be carried by Awardees under this Contract, together with satisfactory evidence of the payment of the

premium thereof, shall be delivered to the Dallas County Purchasing Agent located at the Dallas County

Records Building, 509 Main Street, 6th

Floor, Dallas, Texas 75202 within ten (10) calendar days of execution

and/or renewal of this Contract and upon renewals and/or material changes of such policies, but not less than

fifteen (15) calendar days prior to the expiration of the term of such coverage, or such non-delivery shall

constitute a default of this Contract subject to immediate termination at County’s sole discretion.

10.12.5 All insurance coverage shall be on a per occurrence basis or a per claim basis if Awardees provides for five (5)

year tail coverage, unless specifically approved in writing and executed by the County’s Purchasing Agent and

Risk Manager.

10.12.6 All insurance required to be carried by Awardees and/or subcontractors under this Contract shall be acceptable

to the County in form and content, in its sole discretion. All policies shall be issued by an insurance company

acceptable and satisfactory to County and authorized to do business in the State of Texas. Acceptance of or the

verification of insurance by County shall not relieve or decrease the liability of the Awardees.

10.12.7 Minimum insurance is a condition precedent to any work performed under this Contract and for the entire Term

of this Contract, including any renewal or extension. In addition to any and all other remedies County may have

upon Awardees failure to provide and maintain any insurance or policy endorsements to the extent and within

the time herein required, or such insurance lapses, is reduced below minimum requirements or is prematurely

terminated for any reason, County shall have the right to:

10.12.7.1 Order Awardees to stop work hereunder, which shall not constitute a Suspension of

Work;

10.12.7.2 Withhold any payment(s) which become due to Awardees until Awardees

demonstrates compliance with the requirements and assurance and proof acceptable to County

that there is no liability to County for failure to provide such required insurance;

10.12.7.3 At its sole discretion, declare a material breach of this Contract, which, at County’s

discretion, may result in:

10.12.7.3.1 Termination of this Contract

10.12.7.3.2 Demand on any bond, as applicable;

10.12.7.3.3 The right of the County to complete this Contract by contracting with the

“next low proposal.” Awardees will be fully liable for the difference

between the original Contract price and the actual price paid, which amount

is payable to County by Awardees on demand; or

10.12.7.3.4 Any combination of the above;


10.12.7.3.5 Obtain such insurance and deduct from the payments to Awardees the

expense of obtaining such insurance and the cost of insurance premiums.

However, neither Awardees nor any third party shall have any recourse

against the County for payment of any premiums or assessment for any

deductibles, or payment of any amount that would have been payable by

any such insurance, as all such liability, cost, expense, premiums and

deductibles are the sole responsibility and risk of the Awardees; and

10.12.7.3.5.1 Any combination of the above

10.12.8 Awardee shall promptly advise County in writing of any claim or demand, against County or Awardee, known

to Awardee related to or arising out of Awardee’s activities under this Contract.

10.12.9 Approval, disapproval or failure to act by the County regarding any insurance supplied by Awardee shall not

relieve Awardee of full responsibility or liability for damages and accidents as set forth herein. Neither shall

bankruptcy, insolvency or denial of liability by any insurance company exonerate the Awardee from liability.

10.12.10 Acceptance of the services, or failure to act by County shall not constitute nor be deemed a release of the

responsibility and liability of Awardee, its employees, associates, agents or subcontractors for the accuracy and

competency of their services; nor shall such acceptance be deemed an assumption of responsibility or liability

by County for any defect in the services performed by Awardee, its employees, subcontractors, and agents.

10.12.11 Nothing herein contained shall be construed as limiting in any way the extent to which Awardee may be held

responsible for payments of damages to persons or property resulting from Awardee’s or its subcontractor’s

performance of the work covered under this Contract.

10.12.12 Survival: The provisions of this Section shall survive completion, suspension, termination or expiration of this

Contract, or any determination that this Contract or any portion hereof is void, voidable, invalid or

unenforceable.

10.12.13 Insurance Lapse: Pursuant to Section 94.73 of the Dallas County Code, if the Awardee fails to maintain the

insurance required under the Contract continuously at all times during the period stated in the Contract, or

otherwise has a lapse in any of the required insurance coverage, including workers’ compensation coverage, the

Awardee shall reimburse the County for any and all costs, including attorney’s fees incurred by the County in

curing said default. In the event of any insurance lapse, the County shall retain five percent (5%) of the value of

the total Contract Sum for a period of six (6) months from the date of the cure of the insurance lapse or the date

the Contract has ended, whichever is later, to cover the County’s potential exposure to liability during the period

of the insurance lapse.

Awardee further agrees to indemnify County for any penalties, fines, jury awards, court costs, litigation

expenses, and attorneys’ fees incurred by County due to Awardee’s failure to maintain the required insurance at

all times during the Term of the Contract. Awardee, at its own expense with Counsel of County’s choice, will

defend and hold County harmless in any claim or action against County that occurred as a direct or indirect

result of Awardee’s failure to maintain insurance at all times during the Term of the Contract. Without waiving

any rights under Sovereign Immunity, the County shall cooperate with and may monitor Awardee in the defense

of any claim, action, or proceeding and will, if appropriate, make employees available as Awardee may

reasonably request with regard to such defense, subject to the reimbursement by Awardee of all costs and

expenses occasioned by the County’s cooperation in such defense. Awardee agrees not to settle any such claim

without the County’s consent, which consent will not be unreasonably withheld or delayed.

10.13 PERFORMANCE BOND (Only required if the Total Contract Value exceed $100,000).

10.13.1 Contractor is required to execute to Dallas County a good and sufficient bond in an amount equal to 100% of

full Contract Amount, or otherwise guaranteeing the full and faithful execution of the work and performance of

the Agreement in accordance with the plans, specifications and contract documents, including any extensions

thereof, for the protection of Dallas County. The bond shall identify the Principal (CONTRACTOR) and Surety

with the Owner (County). The Principal and Surety shall be identified by their full legal names, addresses, full

telephone numbers, and legal status of the parties (i.e., sole proprietorship, general partnership, joint venture,

unincorporated association, limited partnership, corporation (general or professional), etc.). The identification of

the Owner will be for informational purposes only. The Agreement shall be described by the rfp and this

Agreement for which services are being provided, date, amount and by official name and identification of the

project. The amount of the Agreement and the dollar amount of the performance bond shall be in both written

and numerical form. The date of the performance bond shall not be earlier than the date of the Agreement,

which is adopted by reference. The bonds must be executed by a corporate surety authorized to do business in


the State of Texas in accordance with Article 7.19-1 of the Texas Insurance Code. Each bond must be separately

signed by the Principal and the Surety. The parties executing (signing) the bond should indicate their

companies, print their names and titles, and impress the corporate seals, if any. Where appropriate, Contractor

shall attach a copy of the resolution by law authorizing the individual to act on behalf of the firm or entity.

Evidence of authority to sign on behalf of each party should be obtained. As to the Surety, this usually takes the

form of a power of attorney issued by the Surety Company to the agent who signs on its behalf. The bonds must

be payable to Dallas County, Texas.

10.13.2 The performance bond must clearly and prominently display on the bond or on an attachment to the bond the

name, mailing address, physical address, and telephone number, including the area code, of the surety company

to which any notice of claim should be sent, or the toll-free telephone number maintained by the Texas

Department of Insurance under Chapter 521.051 of the Texas Insurance Code, and a statement that the address

of the surety company to which any notice of claim should be sent may be obtained from the Texas Department

of Insurance by calling the toll free telephone number.

10.13.3 Should the County exercise any Agreement extension option for additional Agreement terms, it will be

Contractor’s responsibility to have the Surety Company provide to County confirmation of the existing bond or

provide a new bond, if applicable.

10.13.4 Bonds shall be executed by a duly authorized Surety company satisfactory to the County. The County will

accept only those bonds executed by those surety companies listed in Circular 570 "Surety Companies

Acceptable on Federal Bonds published in the Federal Register, U.S. Department of the Treasury.”

10.13.5 No surety will be accepted by County who is now in default or delinquent on any bonds or who is interested in

any litigation against the County.

10.13.6 Each bond shall be executed by Contractor and Surety. Each Surety shall designate an agent resident in the State

of Texas to whom any requisite notices may be delivered and on whom service of process may be had in matters

arising out of such surety ship.

10.13.7 In the event the Agreement is prematurely terminated due to Contractor’s breach and/or nonperformance of the

Agreement, County reserves the right to act on the performance bond and/or seek monetary restitution. In the

event civil suit is filed to enforce this provision, County will seek its attorney’s fees and costs of suit from

Contractor which amount Contractor shall pay in the event that County prevails in such action

10.13.8 County will disburse no payment for goods, materials or services provided by Contractor unless a good and

sufficient bond written to equal 100% of the full contract amount is received by the County.

10.13.9 In the event Contractor does not secure and deliver a performance bond acceptable to County and in accordance

with the provisions of this Section, County, at its sole discretion, may immediately terminate this Agreement.

10.13.10 If Contractor executes the performance bond as described herein, then upon Final Acceptance, the County will

promptly, but in any event not less than thirty (30) days from the date of Final Acceptance, take all reasonable

steps necessary to terminate the performance bond set forth herein or otherwise release Contractor from any

obligations arising under such performance bond.

10.13.11 In lieu of an performance bond, the Contractor may submit within ten (10) days after contract award or prior to

the commencement of any work or delivery of services a cashier’s/certified check payable to Dallas County,

equal to five (5) percent of the total awarded contract value. The funds will remain in the possession of the

County and shall be utilized in the event the respective contractor defaults for any reason and/or is terminated

by the County due to non-performance. Upon satisfactory completion of the awarded contract, the contracting

firm will submit, in writing, a request for reimbursement of the funds originally received by the County. The

County shall retain all interest earned on the funds during the term that such funds are in the possession of the

County.

10.13.12 All bonds shall be delivered to the Dallas County Purchasing Agent located at the Dallas County Records

Building, 509 Main Street, Room 623, Dallas, Texas 75202.

10.13.13 No payment shall be due and payable to the Contractor, even if the contract has performed in whole or in part,

until the bond has been submitted to Dallas County.


10.14 AMENDMENTS

This Contract may be amended, in writing, by mutual consent of the parties with the same degree of formality evidenced

in this Contract. All amendments and/or changes to the contract agreement must be approved by the Dallas County

Commissioners Courts via Court Order approval.

10.15 INDEMNIFICATION

TO THE FULLEST EXTENT PERMITTED BY LAW AWARDEE CONTRACTOR SHALL INDEMNIFY,

HOLD HARMLESS AND DEFEND OWNER, AND ALL OF ITS OFFICERS, DIRECTORS, AGENTS AND

EMPLOYEES, FROM AND AGAINST ALL CLAIMS, DAMAGES, LOSSES AND EXPENSES, INCLUDING,

BUT NOT LIMITED TO, ATTORNEYS FEES, ARISING OUT OF OR RESULTING FROM BODILY INJURY

OR DEATH OF ANY PERSON, OR PROPERTY DAMAGE, INCLUDING LOSS OF USE OF PROPERTY,

ARISING OR ALLEGED TO ARISE OUT OF OR IN ANY WAY RELATED TO THIS CONTRACT OR

CONTRACTOR'S PERFORMANCE OF THE WORK OR OTHER ACTIVITIES OF CONTRACTOR, BUT

ONLY TO THE EXTENT CAUSED IN WHOLE OR IN PART BY ANY NEGLIGENT ACT OR OMISSION

OF CONTRACTOR OR ANYONE DIRECTLY OR INDIRECTLY EMPLOYED BY CONTRACTOR OR

ANYONE FOR WHOSE ACTS CONTRACTOR MAY BE LIABLE. NOTWITHSTANDING THE

FOREGOING, TO THE FULLEST EXTENT PERMITTED BY LAW, CONTRACTOR SHALL INDEMNIFY,

HOLD HARMLESS AND DEFEND OWNER, AND ALL OF ITS OFFICERS, DIRECTORS, AGENTS AND

EMPLOYEES (THE "INDEMNITEES"), FROM AND AGAINST ALL CLAIMS, DAMAGES, LOSSES AND

EXPENSES, INCLUDING, BUT NOT LIMITED TO, ATTORNEYS FEES, ARISING OUT OF OR

RESULTING FROM BODILY INJURY TO, OR SICKNESS, DISEASE OR DEATH OF, ANY EMPLOYEE,

AGENT OR REPRESENTATIVE OF CONTRACTOR OR ANY OF ITS SUBCONTRACTORS,

REGARDLESS OF WHETHER SUCH CLAIM, DAMAGE, LOSS OR EXPENSE IS CAUSED, OR IS

ALLEGED TO BE CAUSED, IN WHOLE OR IN PART BY THE NEGLIGENCE OF ANY INDEMNITEE, IT

BEING THE EXPRESSED INTENT OF OWNER AND CONTRACTOR THAT IN SUCH EVENT THE

CONTRACTOR IS TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE INDEMNITEES FROM THE

CONSEQUENCES OF THEIR OWN NEGLIGENCE, WHETHER IT IS OR IS ALLEGED TO BE THE SOLE

OR CONCURRING CAUSE OF THE BODILY INJURY, SICKNESS, DISEASE OR DEATH OF

CONTRACTOR'S EMPLOYEE OR THE EMPLOYEE OF ANY OF ITS SUBCONTRACTORS. THE

INDEMNIFICATION OBLIGATIONS UNDER THIS PARAGRAPH SHALL NOT BE LIMITED BY ANY

LIMITATION ON THE AMOUNT OR TYPE OF DAMAGES, COMPENSATION OR BENEFITS PAYABLE

BY OR FOR CONTRACTOR UNDER WORKERS COMPENSATION ACTS, DISABILITY BENEFIT ACTS

OR OTHER EMPLOYEE BENEFIT ACTS.

IT IS MUTUALLY UNDERSTOOD AND AGREED THAT THE ASSUMPTION OF LIABILITIES AND

INDEMNIFICATION PROVIDED FOR IN THIS AGREEMENT SHALL INDEFINITELY SURVIVE ANY

EXPIRATION, COMPLETION OR TERMINATION OF THIS AGREEMENT. IN THE EVENT

CONTRACTOR AND OWNER ARE FOUND JOINTLY LIABLE BY A COURT OF COMPETENT

JURISDICTION, LIABILITY WILL BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH

THE LAWS OF THE STATE OF TEXAS, WITHOUT WAIVING ANY GOVERNMENTAL

IMMUNITYAVAILABLE TO THE STATE UNDER TEXAS LAW AND WITHOUT WAIVING ANY

DEFENSES OF THE PARTIES UNDER TEXAS LAW.

Approval and acceptance of Awardee’s services by County shall not constitute nor be deemed a release of the

responsibility and liability of Awardee for the accuracy and competency of their services; nor shall such approval and

acceptance be deemed to be an assumption of such responsibility by the County for any defect, error or omission in the

services performed by Awardee in this regard. Awardee shall defend, hold harmless and indemnify the County for

damages resulting from such defects, errors or omissions.

No Indemnification by County: Awardee acknowledges and agrees that Dallas County does not have the ability under

Article XI, Section 7 of the Texas Constitution to indemnify Awardee or any other third party for damages arising under

this Contract.

Survival. These provisions shall survive completion, suspension, termination, expiration and/or cancellation of this

Contract, or any determination that this Contract or any portion hereof is void, voidable, invalid or unenforceable.


10.16 INDEPENDENT CONTRACTOR

Proposer, including its agents or employees, is an independent contractor and not an agent, servant, joint enterpriser, joint

venture or employee of the County, and is responsible for its own acts, forbearance, negligence and deeds, and for those

of its agents or employees in conjunction with the performance of work covered under this Contract.

10.17 NOTICES

Any notice to be given under this Contract shall be deemed to have been given if reduced to writing and delivered in

person or mailed by overnight or Registered Mail, postage pre-paid, to the party who is to receive such notice, demand or

request at the addresses set forth below. Such notice, demand or request shall be deemed to have been given three (3)

business days subsequent to the date it was so delivered or mailed.

10.18 SUBCONTRACTING

Proposer may not enter into agreements with subcontractors for delivery of the designated Services outlined in this

Contract without prior written consent of the County, which consent shall not be unreasonably withheld. The costs of all

subcontracted services are included in the fees paid herein. Subcontracts, if any, entered into by the Proposer will be in

writing and subject to all requirements herein. Proposer agrees that Proposer is solely responsible to County for the

performance of this Contract. Proposer shall pay all subcontractors in a timely manner. County shall have the right to

prohibit Proposer from using any subcontractor.

10.19 LIABILITY FOR LOSS OF INFORMATION

In the event of loss of information or data due to negligence of Proposer or its employees, Proposer's liability for such

loss shall be limited to the replacement or regeneration of the lost information or data by the methods or means deemed

most suitable by Proposer for such regeneration or replacement.

10.20 RECORD KEEPING AND AUDIT

Proposer, at its sole expense, must make all of its facilities and related documentation available to Dallas County,

participating cities, or designated third party the onsite right to review, examine, and audit all records, books, papers,

documents, corporate minutes, expenditures incurred, and other pertinent records or documents relating to any contract

resulting from this RFP held by Contractor, as requested, and shall have absolute right to monitor the performance of

Contractor in the delivery of services provided under this Contract.

10.21 AVAILABILITY OF RECORDS

All records pertaining to services delivered and all fiscal, statistical and management books and records shall be available

for examination and audit by County, Federal and State representatives for a period of not less than three (3) years after

final payment under the Contract or until all pending County, State, and Federal audits are completed, whichever is later

10.22 ACCEPTANCE – REJECTION

Dallas County reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any

bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the Dallas

County.

10.23 COMPLIANCE WITH LAWS AND VENUE JURISDICTION

In providing Services required by this Contract, Proposer must observe and comply with all applicable federal, State, and

local statutes, ordinances, rules, regulations, licenses, legal certifications, or inspections required for the Services,

facilities, equipment, or materials, and all applicable federal, state, and local statutes, ordinances, rules, and regulations .

This Contract shall be governed by Texas law and exclusive venue shall lie in Dallas County, Texas.


10.24 SEVERABILITY

If any provision of this Contract is construed to be illegal or invalid, this will not affect the legality or validity of any of

the other provisions in this Contract. The illegal or invalid provision will be deemed stricken and deleted, but all other

provisions shall continue and be given effect as if the illegal or invalid provisions had never been incorporated.

10.25 SOVEREIGN IMMUNITY

This Contract is expressly made subject to County’s Sovereign Immunity, Title 5 of the Texas Civil Practices and

Remedies Code, and all applicable federal and state laws. The parties expressly agree that no provision of this Contract is

in any way intended to constitute a waiver of any immunities from suit or from liability that the County has by operation

of law. Nothing in this Contract is intended to benefit any third party beneficiary.

10.26 AMENDMENTS AND CHANGES IN THE LAW

No modification, amendment, novation, renewal or other alteration of this Contract shall be effective unless mutually

agreed upon in writing and executed by the parties hereto with final approval by the Dallas County Commissioners Court

through Court Order. Any alteration, addition or deletion to the terms of this Contract which are required by changes in

federal or State law are automatically incorporated herein without written amendment to this Contract and shall be

effective on the date designated by said law.

10.27 BINDING EFFECT

This Contract and the respective rights and obligations of the parties hereto shall inure to the benefit and be binding upon

the successors and assigns of the parties hereto, as well as the parties themselves.

10.28 DEFAULT/CUMULATIVE RIGHTS/MITIGATION

It is not a waiver of default if the non-defaulting party fails to immediately declare a default or delays in taking any

action. The rights and remedies provided by this Contract are cumulative, and either party’s use of any right or remedy

will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights

the parties may have by law, statute, ordinance or otherwise. Proposer has a duty to mitigate damages.

10.29 ASSURANCES

10.29.1 Proposer agrees to establish safeguards to prohibit employees from using their positions for a purpose that

constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.

10.29.2 Proposer assures that neither it nor its employees, volunteers, agents or officers shall receive personal benefits,

commission, consideration, or gains in performance of the Services outlined in this Contract. Furthermore,

Proposer agrees to disclose prior to commencement of a particular assignment any material/financial interests

that it or a third party may have in the Services required under this Contract.

10.29.3 Proposer assures that funds received pursuant to this Contract will not be used for lobbying the Texas legislature

or any governmental agency in connection with a particular contract.

10.29.4 Proposer shall pay all subcontractors in a timely manner. County shall have no liability to any subcontractors in

the event Proposer does not pay or delays payment to any subcontractors. At termination or expiration of this

Contract, Proposer shall deliver to County an affidavit of all bills paid. Final payment shall be contingent upon

receipt of such affidavits as resolution of all accounting for which County is or may be liable under this

Contract.

10.29.5 Under Section 231.006, Texas Family Code, Proposer certifies to County that the owner(s) of at least a 25%

interest in the organization is not delinquent in any child support obligation that renders him/her ineligible to

receive payment under the terms of this Contract. Proposer hereby acknowledges that this Contract may be

terminated and payment may be withheld if this Certification is inaccurate.


10.29.6 Proposer certifies that neither it nor any of its principals is presently debarred, suspended, proposed for

debarment, declared ineligible, or voluntarily excluded from participating in this Contract by any Federal

department or agency.

10.29.7 Proposer assures that it shall not receive personal benefits or gains in performance of the Services outlined in

this Contract. Furthermore, Proposer agrees to disclose prior to commencement of a particular assignment any

material/financial interests that it or a third party may have in the Services required under this Contract.

10.29.8 Best Efforts to Minimize Costs to County: Proposer shall use its best efforts to complete each assigned task in

as economical a manner as possible and to minimize any charges incurred in connection therewith to the

maximum extent possible, consistent with Proposer’s other obligations under this Contract.

10.29.9 Failure to comply with any of these assurances or any other requirements specified within this Contract will put

Proposer in default and/or breach of this Contract and may result, at the sole discretion of County, in the

disallowance of funds and the withholding of future awards, in addition to any other remedies permitted by law.

10.29.10 Governmental Consent: Proposer warrants that no consent, approval, or withholding of objection is required

from any governmental authority with respect to the entering into or the performance of this Contract.

10.29.11 Corporate Good Standing: Proposer represents and warrants that it: (1) is a corporation duly incorporated,

validly existing and in good standing; (2) has all requisite corporate power and authority to execute, deliver and

perform its obligations hereunder; (3) is duly licensed, authorized or qualified to do business and is in good

standing in every jurisdiction in which a license, authorization or qualification is required for the ownership or

leasing of its assets or the transaction of business of the character transacted by it except when the failure to be

so licensed, authorized or qualified would not have a material adverse effect on Proposer’s ability to fulfill its

obligations hereunder.

10.30 LITIGATION

In the best interest of the Dallas County, any Proposer who is currently involved, either directly or indirectly, with any

litigation against or involving Dallas County may be disqualified and/or not considered for an award.

10.31 TERMINATION FOR CONVENIENCE

County may terminate the Contract for convenience. County shall exercise its termination option by delivering to

Proposer written notice of such termination identifying the termination date which shall be at least thirty (30) days after

the date of such notice. In connection with any such termination County shall have no liability to Proposer for amounts in

excess of the normal charges through the date of termination. Such notice of termination shall be by registered or

certified mail, return receipts requested, and will be deemed given upon receipt of such notice by the other party.

10.32 TERMINATION FOR INSOLVENCY

County shall have the option to terminate the Contract in its entirety if Proposer (i) becomes insolvent or is unable to

meet its debts as they mature, (ii) files a voluntary petition in bankruptcy or seeks reorganization or to effect a plan or

other arrangement with creditors, (iii) files an answer or other pleading admitting, or fails to deny or contest, the material

allegations of an involuntary petition filed against it pursuant to any applicable statute relating to bankruptcy or

reorganization, (iv) shall be adjudicated a bankrupt or shall make an assignment for the benefit of its creditors generally,

(v) shall apply for, consent to or acquiesce in the appointment of any receiver or trustee for all or a substantial part of its

property, (vi) any such receiver or trustee shall appointed and shall not be discharged within thirty (30) days after date of

such appointment.


10.33 TERMINATION FOR CAUSE

County shall have the option to terminate the Contract, for cause: (i) for a material breach of such Contract by Proposer

that is not cured by Proposer within ten (10) days of the date on which County provides written notice of breach; (ii) for

a material breach of such Contract by Proposer that is not reasonably subject to cure within ten (10) days after it

occurrence; (iii) if it is determined by County, that there exists a plurality of non-material breaches by Proposer that

have a material adverse impact on of services. County shall exercise its termination option by delivering the termination

date which shall be at least ten (10) days from the date such termination notice is delivered to Proposer . Such notice of

termination shall be by registered or certified mail, return receipts requested, and will be deemed given upon receipt of

such notice by the other party.

10.34 CONFLICT OF INTEREST

No official or employee shall have any financial interest, direct or indirect, in any contract with the County or be

financially interested, directly or indirectly, in the sale to the County of any land, materials, supplies or services, except

on behalf of the County as an official or employee. Any violation of this section, with knowledge, expresses or implied,

of the person or corporation contracting with the County shall render the Contract involved voidable by the

Commissioners Court of Dallas County. It is the responsibility of the contractor during all phases of the Contract process

to notify the County in writing of any potential conflict of interest.

10.35 COLLUSION

Proposer expressly warrants and certifies that neither the Proposer nor its employees or associates has directly or

indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free

competition in conjunction with the Proposal or Contract. This paragraph does not however, preclude two or more

supplier of certain parts of the requirements from presenting a combined or joint proposal for the purpose of providing a

complete Proposal.

10.36 FEDERAL DEBARRED VENDORS

No products and/or services utilizing Federal funds may be procured from vendors that are listed on the Federal

Excluded Parties List. Government requirements for non-procurement suspension and debarment are contained in the

OBM guidance 2CFR, part 180 that implements Executive Orders 12549 and 12689 Debarment and Suspension. Dallas

County reserves the right to reject from award consideration and/or terminate any contract with any vendor found to be

suspended, ineligible and/or debarred as outlined herein.

10.37 DISCLOSURE FORM CIQ

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any Proposer or person

considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the Proposer or

person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law,

this questionnaire must be filed with the records administrator of Dallas County no later than the 7th business day after

the date the person becomes aware of facts that require the statement to be filed. See Section 176.006.

Local Government Code, A person commits an offense if the person violates Section 176.006, Local Government Code.

An offense under this section is a Class C misdemeanor. The questionnaire is included in this solicitation. By submitting

a response to this request, the Proposer represents that it is in compliance with the requirements of Chapter 176 of the

Texas Local Government Code. Please send completed forms to the Dallas County Clerk at 509 Main Street, 2nd Floor,

Dallas, Texas 75202.


10.38 TWELVE (12) MONTH WAITING PERIOD FOR EMPLOYMENT OF CERTAIN FORMER COUNTY

EMPLOYEES

In accordance with the County's Transparency Policy, any firm awarded a contract for the Procurement of goods or

services shall be prohibited from hiring any individual who has previously worked for the County and in that capacity

either evaluated, recommended, approved, monitored, or managed a contract involving that firm no sooner than twelve

months after that individual has ceased to work for or be employed by the County. Failure to adhere to such a

contractual requirement may result in the termination of the contract with the County.

10.39 RIGHTS IN DATA

The County shall have the use of data and reports resulting from this RFP without additional cost or other restriction

except as may be established by law or applicable regulation. Each party shall supply to the other party, upon request,

any available information that is relevant to this RFP and to the performance hereunder.

10.40 AUTHORITY TO TRANSACT BUSINESS IN THE STATE OF TEXAS

Pursuant to Sec. 9.001 of the Texas Business Organization Code, non‐Texas entities, including, but not limited to

corporations, limited partnerships, and limited liability companies must have an application for registration filed with the

Texas Secretary of State and shall provide to Dallas County a Certificate of Status issued by the Texas Secretary of State

that serves as official evidence of the entity’s existence or authority to transact business in Texas. To transact business

with Dallas County, all entities must be in legal compliance pursuant to applicable laws, and shall provide to Dallas

County evidence of said compliance.

10.41 USE OF CONTRACT BY OTHER POLITICAL JURISDICTIONS

In accordance with Article 791.025 of the Texas Government Code, governmental agencies (local, state) may request to

utilize County contract by executing an interlocal agreement with Dallas County to do so. Proposers are advised that all

awarded contracts may be extended, with the authorization of the Proposer, to others. If any other jurisdiction or

political jurisdictions is authorized, their ordering of services/goods shall be at the prices, terms and conditions as of the

results the final contract. The Contractor(s) must deal directly with that jurisdiction or political subdivision concerning

the placement of orders, services, issuance of purchase orders, contractual disputes, invoicing and payment. Dallas

County acts only as the "Contracting Agent" for these jurisdictions and political subdivisions. Failure to extend a contract

to any jurisdiction will have no effect on consideration of your offer.

Each participating jurisdiction and political subdivision has the option of executing a separate contract with the awardee.

Contracts entered into with them may contain general terms and conditions unique to those jurisdictions and political

subdivisions covering minority participation, non-discrimination, etc. If, when preparing such a contract, the general

terms and conditions of a jurisdiction are unacceptable to the awardee, the awardee may withdraw its extension of the

award to that jurisdiction.

Dallas County is indemnified against any and all claims that may arise from Interlocal Agreements entered into by the

Contractor and by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the

awardee.

10.42 COUNTERPARTS, NUMBER/GENDER AND HEADINGS

This Contract may be executed in multiple counterparts, each of which shall be deemed an original, but all of which shall

constitute one and the same instrument. Words of any gender used in this Contract shall be held and construed to include

any other gender any words in the singular shall include the plural and vice versa, unless the context clearly requires

otherwise. Headings herein are for the convenience of reference only and shall not be considered in

any interpretation of this Contract.


APPENDIX A COST OF SERVICES

Sidewall insulation

Installation of blown cellulose or fiberglass wall insulation includes all necessary preparation removal and reattachment of siding,

plugging or filling drill holes, if blown thru brick fill holes with brick mortar, etc. All insulation material must in installed in accordance

to manufacturer requirements and local code requirements. “Contractor is responsible for securing permit (when applicable)

1. Application: Install through/under wood, metal or vinyl:

R-11 $ /material cost per sq ft + $ installed/labor cost per sq ft = total cost $ / per sq ft



2. Application: Install through brick, refill drill holes with brick mortar:




3. Application: Install open wall fiberglass:




Ceiling & Attic Insulations Installation of blown cellulose or fiberglass attic insulation includes the following basic attic preparation: Blocking around chimney,

access(s) and heat sources. Block eves/soffits to prevent insulation from blocking soffit vents (baffles), seal all bypasses and furdowns

with foam ridged board or plywood, helping to move a small amount of client belongings. Seal all penetrations to include wire,

plumbing, vents etc. before insulating the attic. Flag electrical junction boxes, recess light shields, ventilation baffles, and other critical

structures. A pre-inspection may be required prior to insulating. All insulation material must be installed in accordance to manufacturer

requirements and local code requirements. “Contractor is responsible for securing permit (when applicable)

4. Application: Open attic cellulose insulation








5. Application: Block around knob & tube install







6. Application: Attic slopes blown cellulose







7. Application: Attic slopes blown fiberglass







8. Application: Install in open attic fiberglass batts








9. Service: Foam Ridged Board R-4 or Greater

$ /material cost per sq ft + $ installed/labor cost per sq ft = total cost $ / per sq ft

10. Service: Lo/Mit Radiant Barrier Spray-On Application - E-value of .23 or better


11. Service: Radiant Barrier 2 Sided - Foil Type


12. Service: Foam Insulation Spray-On Application - R-value: 7 per inch or better


13. Service: Pipe Insulation (Conforms to ASTM C547-77)


14. Service: Removal of Attic Insulation


15. Service: Mobile Home Roof Installation (R-19 or greater: 2-1/2”polyurethane and elastomeric coating and ceramic)


16. Service: Mobile Home Roof Installation (R-19 or greater: 1” polyurethane and elastomeric coating and no ceramic)


17. Service: Mobile Home Skirting – 30”


Basement, Crawlspace or Foundation Insulation - All services shall be completed in accordance to local code requirements.

“Contractor is responsible for securing permit (when applicable)”

18. Application: Perimeter fiberglass based on the R-Value stated below grade





19. Application: 6 mil Visqueen vapor barrier, overlap seams 12” and one foot up walls



20. Application: Floor fiberglass includes metal support rods and pipe wrap based on the R-value stated below:





21. Application: Mobile Home Floor - Insulation R-19 or greater


22. Application: Box Sill (i.e. band joist) based on the R-Value stated below fiberglass:

R-11 $ /material cost per lin. ft + $ installed/labor cost per lin. ft = total cost $ / per lin. ft




23. Application: Install crawlspace foundation block vent

$ /material cost each + $ installed/labor cost each = total cost $ / each

Ceiling/Attic Ventilation Services – All services shall be completed in accordance to local code requirements. “Contractor is

responsible for securing permit (when applicable)

24. Product or Service Type: Roof vents, can type; 80 square inches net free venting


25. Product or Service Type: Re-screen existing gable vents with metal screening


26. Product or Service Type: Ridge Vents

Remove old vents (if applicable). New vent shall be installed in accordance with the manufacturers’ instructions and sealed with an

appropriate sealant. Vents shall be installed in a manner to prevent the entrance of rain, snow, insects and rodents.

$ /material cost per lin. ft + $ installed/labor cost per lin. ft = total cost $_ / per lin. ft.

27. Product or Service Type: Install new gable vents (up to 14"x 24")


appropriate sealant. Vents shall be installed in a manner to prevent the entrance of rain, snow insects and rodents.


28. Product or Service Type: Install new gable vents (18"x 24")





29. Product or Service Type: Install new gable vents (24"x 24")




30. Product or Service Type: Install Soffit vents one story (ea) Includes interior chute installation




31. Product or Service Type: Install Soffit vents two story (ea) Includes interior chute installation




32. Product or Service Type: Install soffit vent chute




33. Product or Service Type: Install insulated vent-bath or kitchen vent ductwork




34. Product or Service Type: Install undereave vent 16 x 8




35. Product or Service Type: Install solar powered vents




36. Product or Service Type: Install static roof vent air hock; 110 square inches net free venting




Bypass Sealing Services – Using ridged material (sheetrock, plywood, OSB, ridged foam board, spray foam, caulking). All

Services shall be completed in accordance to local code requirements. “Contractor is responsible for securing permit (when

applicable)”

37. Product or Service Type: Bottom slopes


38. Product or Service Type: Under knee wall



39. Product or Service Type: Balloon framing


Duct Sealing and Repair Services - All services shall be completed in accordance to local code requirements. “Contractor is

responsible for securing permit (when applicable)”

Perform necessary duct sealing before insulation is installed. Duct insulation should cover all exposed supply and return ducts with no

significant areas of bare duct left un-insulated. Duct insulation should be attached with Stuck ups or plastic straps.

40. Duct Replacement Services – Supply Opening: To include all labor, material, supplies, and equipment to seal and install new R-8

value or better duct insulation: $_ /per drop

41. Duct Replacement Services – Return Opening: To include all labor, material, supplies, and equipment seal and install new R-8

value or better duct insulation: $_ /per drop

42. Duct Sealing with mastic

$ /material cost per drop + $ installed/labor cost per drop = total cost $_ / per drop.

43. Duct Sealing with pre-approved butyl backed foil tape and mastic

$ /material cost per drop + $ installed/labor cost per drop = total cost $_ / per drop.

44. Duct Wrap – Fiberglass Sealing with mastic


Specify Manufacturer Brand and Series Being Proposed:

45. Register Replacement: To include all labor, material, supplies, and equipment to install new adjustable, curved blade, with shutter

damper register.

$ /material cost each + $ installed/labor each = total cost $ / each

Access covers for attics, knee walls and crawlspaces - All services shall be completed in accordance to local code requirements.


46. Service Type: Create an attic access – new, where none previously existed (install in closet where possible) Install painted wood

trim for a finished appearance for new access. ½” plywood painted panel, insulation barrier, weather-stripping. R-38 or greater

insulation pillow (Ridged Foam Board).


47. Service Type: Install hinged knee wall door – new, where none previously existed (install in closet where possible) Install painted

wood trim for a finished appearance for new access. ½” plywood painted panel, insulation barrier, weather stripping. R-19 or greater



48. Service Type: Install pull-down attic access – new, where none existed previously - 10’x54”x30” rough opening & a 300 lb. duty

rating, install painted wood trim for a finished appearance for new access ½” plywood painted panel, insulation barrier, weather stripping,

R-19 or greater insulation pillow (Ridged Foam Board).


49. Service Type: Install new attic access panel only ½ inch plywood painted white – to include weather-stripping and R-38 or greater




50. Service Type: Improve existing attic access panel by adding R38 or greater insulation pillow, stops and weather stripping.


51. Service Type: Install new attic tent


Doors and Related Items

52. Product or Service Type: Solid Core Door complete with hinges, lockset, doorstop, weather strip, caulking, interior and exterior

trim. Replace any deteriorated, weak or waterlogged framing member; air seal areas around rough openings well before installing new

door. Plus any repairs to walls and finish, new door must be air tight, and water tight. Thickness: 1-3/4”, Width: 30”, must comply

with current ANSI/NWWDA requirements.



53. Product or Service Type: Solid Core Door complete with hinges, lockset, doorstop, weather strip, caulking, interior and exterior

trim. Replace any deteriorated, weak or waterlogged framing member; air seal areas around rough openings well before installing new

door. Plus any repairs to walls and finish, new door must be air tight, and water tight. Thickness: 1-3/4”, Width: 32”, must comply

with current ANSI/NWWDA requirements.



54. Product or Service Type: Solid Core Door complete with hinges, lockset, doorstop, weather strip, caulking, interior and exterior trim.

Replace any deteriorated, weak or waterlogged framing member; air seal areas around rough openings well before installing new door.

Plus any repairs to walls and finish, new door must be air tight, and water tight. Thickness: 1-3/4”, Width: 36”, must comply with

current ANSI/NWWDA requirements.



55. Product or Service Type: Pre-hung Metal Door Unit – 6 Panel, Double Bore, 32” width complete with hinges, lockset, doorstop,

weather strip, caulking, interior and exterior trim. Replace any deteriorated, weak or waterlogged framing member; air seal areas

around rough openings well before installing new door. Plus any repairs to walls and finish, new door must be air tight, and water

tight.



56. Product or Service Type: Pre-hung Metal Door Unit – 6 Panel, Double Bore, 36” width complete with hinges, lockset, doorstop,



tight.




57. Product or Service Type: Pre-hung Metal Door Unit – Flush, Double Bore, 32” width complete with hinges, lockset, doorstop,



tight.



58. Product or Service Type: Pre-hung Metal Door Unit – Flush, Double Bore, 36” width complete with hinges, lockset, doorstop,



tight.



59. Product or Service Type: Interior Door, Primed Hardwood, 18” width complete with hinges, lockset, doorstop, weather strip,

caulking, interior and exterior trim. Plus any repairs to walls and finish.














63. Service Repair: Install new Storm Door Piston


64. Service Repair: Install new latch and door handle on Storm Door


65. Service Repair: Remove and Reinstall Storm Door



66. Product or Service Type: Mobile Home Door – Size: 32” x 72” complete with jamb, hinges, lockset, weather strip, caulking, interior

and exterior trim. Replace any deteriorated, weak or waterlogged framing member; air seal areas around rough openings well before

installing new door. New door must be manufactured for mobile home use; must be air tight, and water tight.













69. Product or Service Type: Door Peep site Hole



70. Product or Service Type: Door Re-enforcer



71. Product or Service Type: Door Hinges - Must conforms to ANSI 633 specification requirements



72. Product or Service Type: Jumbo Strike Plates – 2 hole Combo



73. Product or Service Type: Door Hole Bumpers



74. Product or Service Type: Door Bottom with vinyl seal




75. Product or Service Type: 1-1/4” x 36”, Door Sweep, Silver Felt



76. Product or Service Type: Door Threshold, Aluminum, Low Boy, 3-1/2” x 36”



77. Product or Service Type: Door Threshold, Wood, Low Boy, 3-1/2” x 36”



78. Product or Service Type: Door Stop, Parting Stop and Trim



79. Product or Service Type: Drill hole in door for knob and/or lock set



80. Product or Service Type: Exterior Keyed Entry Door Lock, ANSI/BHMA A156.2 Grade 3 Security, Brand: Kwikset or equal



81. Product or Service Type: Interior Door Knob- Privacy Bed/Bath, Brand: Kwikset or equal



82. Product or Service Type: Interior Door Knob- Passage Hall/Closet, Brand: Kwikset or equal



83. Product or Service Type: Door Combo Dead Bolt and Locket Set, Brand: Kwikset or equal



84. Product or Service Type: Single Cylinder Dead Bolt Lock, Brand: Kwikset or equal




85. Product or Service Type: Interior Door Jambs



86. Product or Service Type: Exterior Door Jambs



87. Product or Service Type: Dual Gasket Rigid Door Weather stripping



88. Product or Service Type: Door and Window Closed-cell Polyvinyl chloride foam self-adhesive weather stripping tape. Size: 3/8” x

3/16” x 17’, Color: Grey



89. Product or Service Type: Door and Window Adhesive - V-Type Weather strip - Pre-scored Polypropylene, 10-year guarantee

Color: Clear

$ /material cost each + $ installed/labor cost each = total cost $ / each.


Bathroom Ventilation Exhaust Fans – All services shall be completed in accordance to local code requirements. “Contractor is


Ventilating fan shall be of the ceiling mount, ENERGY STAR rated type, with no less than (see below) CFM and no more than (see

below) as certified by the Home Ventilating Institute (HVI). The motor shall be totally enclosed, four pole condenser type

engineered to run continuously. Power rating shall be 120v/60Hz. Duct diameter shall be no less than (see below). Fan shall be UL and

cUL listed for tub/shower enclosure when used with GFCI branch circuit wiring. All fans must be installed in accordance to local code requirements and include electrical drop if needed. Brand: Panasonic Whisper Series or equal

90. Product or Service Type: Bathroom Ventilation Exhaust Fan: 50 CFM, Sones: 0.3, Duct Size: 4”, Grill Width: 13”



91. Product or Service Type: Bathroom Low Profile Ventilation Exhaust Fan: 50 CFM, Sones: 0.7, Duct Size: 3”,

Grill Width: 14”




Grill Width: 14”




93. Product or Service Type: Bathroom Ventilation Exhaust Fan: 80 CFM, Sones: 0.4, Duct Size: 4”, Grill Width: 23”




Grill Width: 20”




Grill Width: 20”



96. Product or Service Type: Single Point Exhaust Kit: Kit to include 1 Each of - 4" FR-100 Fan 108CFM, 4" Mounting

Collar/Backdraft Damper, 4" Exhaust Grille and Clamps



97. Product or Service Type: Two Point Exhaust Kit: Kit to include 1 Each of - 4" FR-110 Fan 167CFM, 4”x4”x4” Y Pipe, Balancing

Damper, 2 each of 4" Mounting Collar/Backdraft Damper, 4" Exhaust Grille and Clamps.



Central-fan-integrated supply ventilation – All Services shall be completed in accordance to local code requirements.


Supply-Only Ventilation System to include a filtered duct that introduces outdoor air to the furnace’s return-air plenum, a motorized

damper in the fresh air duct and an air cycler control to monitor the run-time of the furnace blower and to control the motorized damper.

All fans must be installed in accordance to local code requirements and include electrical drop if needed.

98. Product or Service Type: Supply-Only Ventilation System




Exterior-Mounted Centrifugal Fans – All Services shall be completed in accordance to local code requirements. “Contractor is


Wall Mounted Exterior Centrifugal Fan. Galvanized Steel Housings, Baked Enamel Finish and an External Rotor Motor Suitable for

airstream temperatures of up to 140˚F, Tested and approved by UL, CSA, or equals. All fans must be installed in accordance to local

code requirements and include electrical drop if needed. Brand: Fantech RVF Series or equal

99. Product or Service Type: Wall Mounted Exterior Centrifugal Fan: Duct Size: 4”



100. Product or Service Type: Wall Mounted Exterior Centrifugal Fan: Duct Size: 6”



Kitchen Vent Hood – Complete Installation - – All services shall be completed in accordance to local code requirements.

“Contractor is responsible for securing permit (when applicable)” Remove existing vent hood (if applicable) and install new kitchen mounted vent hood, to be 2 speed fan and overhead light Nutone or

approved equal, to include all outlet box, all wiring, caulking and sealing. All vent hoods must be installed and vented in accordance to

local code requirements and include electrical drop if needed.

101. Product or Service Type: Kitchen Vent Hood, Size: 30”












105. Service: Exhaust Fan Repair: Labor Rate: /hr

106. Product or Service Type: 3 Piece Fiberglass Tub Wall Kit - Textured Finish



107. Product or Service Type: Tile Board, Size: 4 x 8, Color: White



108. Product or Service Type: Low Flow Aerators – Kitchen Faucet - Rated of flow 1.5 GPM or better



109. Product or Service Type: Low Flow Aerators – Showerhead - Rated of flow 2.0 GPM or better



110. Product or Service Type: Low Flow Aerators – Bathroom Faucet - Rated of flow 1.5 GPM or better



Windows and Solar Screen - All services shall be completed in accordance to local code requirements. “Contractor is


111. Product or Service Type: Window with Low-Emissivity (Low-E) Glass, Energy Star Rated, U-value of 0.30 or less, Shall comply

with ANSIA/AAMA standards. Remove existing window install new replacement window to fit opening. Include all hardware and

screen. Caulk window around framing. Color: White

$ /material cost per SQ FT. + $ installed/labor cost per SQ FT = total cost $ SQ FT

Specify Finishing Available:


112. Product or Service Type: Widow with Low-Emissivity (Low-E), Energy Star Rated, U-value of 0.30 or less, Shall comply with

ANSIA/AAMA standards, 10 Bronze Solar. Remove existing window install new replacement window to fit opening. Include all

hardware and screen. Caulk window around framing.




113. Product or Service Type: Picture Window, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA

standards. Remove existing window install new replacement window to fit opening. Include all hardware and screen. Caulk window

around framing.




114. Product or Service Type: Window Double Paned, Double Hung, Energy Star Rated, U-value of 0.30 or less, Shall comply with

ANSIA/AAMA standards. Remove existing window install new replacement window to fit opening. Include all hardware and screen.

Caulk window around framing.




115. Product or Service Type: Window Sliding, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA



around framing.




116. Product or Service Type: Window Casement, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA


around framing.

$ /material cost per SQ FT + $ installed/labor cost per SQ FT = total cost $ / SQ FT



117. Product or Service Type: Window Awning, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA


around framing.




118. Product or Service Type: Storm Window with Low-Emissivity (Low-E) Glass, Remove existing window install new replacement

window to fit opening. Include all hardware and screen. Caulk window around framing.




119. Product or Service Type: Storm Window with Low-Emissivity (Low-E) Glass, 10 Bronze Solar

Remove existing window install new replacement window to fit opening. Include all hardware and screen. Caulk window around

framing.




120. Product or Service Type: Storm Picture Window, Remove existing window install new replacement window to fit opening.

Include all hardware and screen. Caulk window around framing.

$ /material cost per SQ FT + $_ installed/labor cost per SQ FT = total cost $ / SQ FT




121. Product or Service Type: Window Double Paned, Double Hung, Energy Star Rated, U-value of 0.30 or less, Shall comply with

ANSIA/AAMA standards. Remove existing window install new replacement window to fit opening. Include all hardware and screen.

Caulk window around framing.




122. Product or Service Type: Window Sliding, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA


around framing.




123. Product or Service Type: Window Casement, Energy Star Rated, U-value of 0.30 or less, Shall comply with ANSIA/AAMA


around framing.




124. Product or Service Type: Repair/Replacement Service – Glass Replacement – Single Glass. Remove all glass remnants and

scrape putty. Install new glass and dot and glaze with glazing compound.


125. Product or Service Type: Repair/Replacement Service – Glass Replacement – Double Strength Glass. Remove all glass

remnants and scrape putty. Install new glass and dot and glaze with glazing compound.


126. Product or Service Type: Repair/Replacement Service – Glass Replacement – Double Pane Glass. Remove all glass

remnants and scrape putty. Install new glass and dot and glaze with glazing compound.


127. Product or Service Type: Repair/Replacement Service – Tempered Glass Replacement. Remove all glass remnants and scrape

putty. Install new glass and dot and glaze with glazing compound.


128. Product or Service Type: Repair/Replacement Service – Low E Glass Replacement. Remove all glass remnants and scrape putty.

Install new glass and dot and glaze with glazing compound.


129. Product or Service Type: Vinyl V-Strip Window weather striping

$ /material cost per linear ft + $ installed/labor cost per linear ft = total cost $ / linear ft


130. Product or Service Type: Repair/Replacement Service - Window insert repair


131. Product or Service Type: Repair/Replacement Service - Window Pulley Seals

$ /material cost each + $ installed/labor cost each = total cost $ each

132. Product or Service Type: Repair/Replacement Service - Window Sash Lock – Ives Clamshell

$ /material cost each + $ installed/labor cost each = total cost $ each

133. Product or Service Type: Repair/Replacement Service - Window glazing only

$ /material cost per linear ft + $ installed/labor cost per linear ft = total cost $ / per linear ft

134. Product or Service Type: Repair/Replacement Service – New Window sill


135. Product or Service Type: Repair/Replacement Service – Exterior wood or metal trim, primed, and caulk


136. Product or Service Type: Solar Screen – PVC coated fabric woven, aluminum frame, 90% sun blockage. To include all materials,

brackets and hardware required to install. Screen Colors: Black, Brown, Grey, Stucco, and Beige



137. Product or Service Type: Re-Screening Solar Screen Services – 90% sun blockage.


138. Product or Service Type: Solar Film, Brand: Solar Gard Aluminum series. To include all materials and supplies required to install

in accordance with manufacturer requirements: Colors: Silver, Bronze, and Grey



139. Product or Service Type: Remove and reinstall Burglar Bar w/ Escape Hatch. To include all materials and supplies required to

remove and reinstall clients Burglar Bars w/ Escape Hatch.

$ / per window

140. Product or Service Type: Remove only no reinstallation Burglar Bars w/o Escape Hatch. To include all materials and supplies

required to remove clients Burglar Bars w/o Escape Hatch.

$ / per window


Roofing Repair and Related Services - All services shall be completed in accordance to local code requirements. “Contractor is


141. Service Type – Roof Replacement: Tear off one layer and replace roof complete All roof work performed for this bid shall be

warranted for a period of five years following payment. This warranty covers problems such as leaks, loose shingles and correcting,

replacing or repairing other damage and/or problems that may result from the faulty roof work. Standard roof work shall be bid to

include installation of new 30 year ‘three tab’ or ‘architectural shingles’, 15# felt paper, code approved can venting, new drip edge, new

vent pipe boots, starter shingles for eves and rakes, ridge and gable cap shingles, and code approved Work includes proper disposal of

scrap and waste. Roofs greater than 6/12 pitch additional costs will be considered on a case by case basis, costs bid below assume less

than 6/12 pitch.


Specify Manufacturer Brand and Series of Roof Shingles Being Proposed:

142. Service Type: New shingles over existing shingles, same requirement as above but with no roof tear-off.


Specify Manufacturer Brand and Series of Roof Shingles Being Proposed:

143. Service Type: Minor Roof Repair – 12 x 12 (144 sq. ft.)


144. Service Type: Minor Roof Repair – 48 x 48 (2,304 sq. ft.)


145. Service Type: Tear off each additional roofing layer (beyond one layer)


146. Service Type: Roof decking replacement using 1/2“CDX or OSB plywood


147. Service Type: 15# Felt Paper


148. Service Type: Flashing – Eaves (only)

$ /material cost per lin ft + $ installed/labor cost per lin ft = total cost $ / per lin ft

149. Service Type: Flashing – Valleys (only)


150. Service Type: Substitute ridge venting for standard can venting


151. Service Type: Replace Adjustable Roof Flashing – B Type


152. Service Type: Replace Chimney Cap



153. Service Type: Reflash brick chimney


Vents

154. Product or Service Type: Vent Pipe 4”



155. Product or Service Type: Vent Pipe 6”



156. Product or Service Type: Vent Collar – 3” Type B Gas Vent Pipe Collar



157. Product or Service Type: Adjustable Vent Cap (3” to 5”)



158. Product or Service Type: Vent Pipe

$ /material per feet + $ installed/labor cost per feet = total cost $ / per feet


159. Product or Service Type: Type B Vent Pipe

$ /material per feet + $ installed/labor cost per feet = total cost $ / per feet


160. Product or Service Type: Vent Pipe- 6’ x 12” Inter




Siding and Related Services - All services shall be completed in accordance to local code requirements. “Contractor is


161. Service Type: Siding – Install new siding 1 x 8 -12, D-Grade SYP, Pattern 105



162. Service Type: Siding – Install new siding 1 x 6 –12, D-Grade SYP, Pattern 105



163. Service Type: Siding – Install new siding 1 x 8 -12, D-Grade SYP, Pattern 117



164. Service Type: Siding – Install new siding 1 x 6 –12, D-Grade SYP, Pattern 117



165. Service Type: Siding – Install new masonite lap sheet siding



166. Service Type: Siding – 4 x 8 x 5/8” T1-11 Wood siding



167. Service Type: Remove Existing Siding


Drywall, Lumber and Related Services

168. Service Type: Drywall Finish – Wall

Use three coat process, set tape in bed coat; apply two coats topping compound. Allow drying time between coats; sand-finish coats

smooth to paint ready.


169. Service Type: Drywall Finish – Ceiling

Use three coat process, set tape in bed coat; apply two coats topping compound. Allow drying time between coats; sand-finish coats

smooth to paint ready.



170. Service Type: Drywall Repair/Replacement: Cut out affected area square, install new material flush with existing surface, tape all

joints and finish with 3 coat process.


171. Product or Service Type: Joint Tape, 250’ feet per roll



172. Product or Service Type: Sheetrock/Drywall, ½” 4 x 8


173. Product or Service Type: Sheetrock/Drywall, ½” 4 x 8, water resistant "green board"


174. Product or Service Type: Sheetrock/Drywall, 3/8” 4 x 8


175. Product or Service Type: Lumber – Whitewood, 1 x 2-8, No. 2 $ /material cost per sq ft + $ installed/labor cost per sq ft = total cost $ / per sq ft

176. Product or Service Type: Lumber – Whitewood, 1 x 4-8, No. 2 $ /material cost per sq ft + $ installed/labor cost per sq ft = total cost $ / per sq ft

177. Product or Service Type: Lumber – Whitewood, 1 x 6-8, No. 2


178. Product or Service Type: Lumber – Whitewood, 1 x 8-8, No. 2


179. Product or Service Type: Lumber – 2 x 4-96 KD WW/SPF Stud Grade


180. Product or Service Type: Lumber – 2 x 6-8 WW/SPF No. 2 BTR


181. Product or Service Type: Lumber – No. 2 Southern Yellow Pine, 2 x 8 x 8 KD


182. Product or Service Type: Lumber – Treated 3/4 4 x 8- 23/32 BC Plywood


183. Product or Service Type: Lumber – ½” Plywood



184. Product or Service Type: Lumber – ¼” Plywood


185. Product or Service Type: Lumber – Solar Plywood, ½” Deck


186. Product or Service Type: Lumber – Foil Back Plywood


187. Product or Service Type: Lumber – ¼” Round Trim

$ /material cost per lin. ft + $ installed/labor cost per lin. ft = total cost $ / per lin. ft

188. Product or Service Type: Paint - 100% Acrylic Latex Enamel, Solid Hide, Exterior Paint, Flat Finish, Grade: Premium, various

colors, (one gallon)



189. Product or Service Type: Varnish – Spar Varnish (one gallon)



Caulks and Foams

190. Product or Service Type: Latex Caulk with silicone, 35 years durability, must meet or exceed ASTM C834 requirements

Size: 10.1 Tube, Brand: Dap or equal


Specify Tube Size:_

Specify Color(s) Available:


191. Product or Service Type: 100% Silicon Caulk, 35 years durability, must meet or exceed ASTM 920-86 requirements

Size: 10.1 Tube, Brand: GE or equal


Specify Tube Size:_




192. Product or Service Type: Rope Caulk - 30’ length.


Specify Rope Caulk Size:


193. Product or Service Type: Caulk Saver - ½” x 20’ ft.


Specify Caulk Saver Size:


194. Product or Service Type: Liquid Nails Adhesive, Clear, Size: 10.5 oz


Specify Tube Size:



195. Product or Service Type: Weather seal Foam Tape, Closed Cell, UV Resistant, Adhesive Backing, 3/8 X 3/16 X17



196. Product or Service Type: Gaps & Cracks Insulating Foam Sealant, 20 oz. can, Brand: Great Stuff Pro or equal

$ /material cost each can + $ installed/labor cost each can = total cost $ / each can


197. Product or Service Type: Window & Door Insulation Foam Sealant, 20 oz. can, Brand: Great Stuff Pro or equal

$ /material cost each can + $ installed/labor cost each can = total cost $ / each can


Gaskets and Plates

198. Product or Service Type: Electrical Outlet Sealing Energy Saving Gasket



199. Product or Service Type: Electrical Switch Sealing Energy Saving Gasket




200. Product or Service Type: Single Electrical Outlet Sealing Energy Saving Cover



201. Product or Service Type: Switch/Receptacle Plates



Smoke and Carbon Monoxide Detectors

202. Battery Operated Dual Sensor Ionization & Photoelectric Smoke Detector, Brand: First Alert or equal



203. Battery-Operated Carbon Monoxide Detector, Brand: First Alert or equal



204. Battery-Operated Combo Smoke & Carbon Monoxide Detector, Brand: First Alert or equal



Compact Fluorescent Lamps/Bulbs Compact fluorescent bulbs (CFLs) and lamp systems that earn the Energy Star and meet the Energy Star specifications for energy efficiency.

205. Product or Service Type: CFL - Minimum Light Output (Lumens): 450 lumens, 9 to 13 watts



206. Product or Service Type: CFL - Minimum Light Output (Lumens): 800 lumens, 13 to 15 watts

$ /material cost each + $ installed/labor cost each = total cost $ / each Specify Manufacturer Brand and Series Being Proposed: __________________________

207. Product or Service Type: CFL - Minimum Light Output (Lumens): 1,100 lumens, 18 to 25 watts










210. Product or Service Type: CFL Outdoor Post light - Minimum Light Output (Lumens): 750 lumens, 14 watts



Other Hardware and Miscellaneous Items

211. Product or Service Type: Screws: 1-1/4” Drywall Screws (one pound - box)

$ /box


212. Product or Service Type: Screws: 2-1/2” Deck Screws (one pound - box)

$ /box Specify Manufacturer Brand and Series Being Proposed:

213. Product or Service Type: Nails – 6D BIT Finish Nail (one pound - box)

$ /box


214. Product or Service Type: Nails – 8D CC Sinker Nail (one pound - box)

$ /box


215. Product or Service Type: Primer and Sealer, Brand: Kilz (13 oz. can)

$ /can


216. Product or Service Type: Glaze Compound, Size: 10.3 oz tube

$ /each


217. Product or Service Type: Window Glazing Points (12 Pack)

$ /each



218. Deleted

219. Deleted

220. Deleted

221. Deleted

222. Product or Service Type: 30” Freestanding Electric and/or Gas Range (Stove) with flex line



223. Product or Service Type: Electric and/or Gas Range (drop-in type) with flex line



224. Product or Service Type: Electric and/or Gas built-in stove with flex line



225. Product or Service Type: Cook Stove Tune-up


226. Product or Service Type: Cook Stove Repair

$_ /hr.

227. Product or Service Type: Fireplace Plug



228. Product or Service Type: Seal W/U – To include A/C Sash, A/C Seal, Foil Tape to minimize air infiltration



229. Product or Service Type: Can Light Covers



230. Product or Service Type: 16 Cubic Ft. Frost Free Energy Star Rated Refrigerator


Specify additional cost (if any) for Factory Installed Automatic Ice Maker:










Room Air Conditioner, as per specifications

233. Room Air Conditioner

Size: 5,000 BTU (minimum) $

EER Rating: 10.7 or higher

Specify Installation cost per unit (if requested): $ /flat rate

Note: Installation cost shall include all labor, material,

and supplies required to install new unit in accordance

to manufacturer requirements, removal of existing unit

and properly disposal in accordance to EPA regulation.

Unit shall be properly insulated, sealed and caulked

around opening to include A/C Sash, A/C Seal and Foil Tape.

Specify Room Air Conditioner BTU and EER Rating Being Proposed:

Specify Manufacturer Brand and Series Being Proposed







































Size: 17,000 – 18,000 BTU (minimum) $













Size: 20,000 – 22,999 BTU (minimum) $












Size: 23,000 – 25,999 BTU (minimum) $












Size: 26,000 – 29,000 BTU (minimum) $












244. Room Air Conditioner with Heat Pump










Specify Room Air Conditioner with Heat Pump BTU and EER Rating Being Proposed:








































Size: 17,000 – 18,000 BTU (minimum) $












Size: 20,000 – 22,999 BTU (minimum) $













Size: 23,000 – 25,999 BTU (minimum) $











Size: 26,000 – 29,000 BTU (minimum) $











255. Remove and Reinstall Room Air Conditioner

$ /per unit

Note: Removal and Reinstallation cost shall include all labor, material,

and supplies required to remove and reinstall window unit in accordance

to manufacturer requirements. Unit shall be properly insulated, sealed and caulked


256. Fixed price for Installation of donated window air conditioners

5,000 BTU – 8,000 BTU’s

(Seasonal Installation: June – September)

Note: Removal and installation cost shall include all labor, material,

supplies and transportation required to install window unit in accordance

to manufacturer requirements. Cost should also include removal of existing unit (if any)

and proper disposal in accordance to EPA regulation.



$ /per unit


Alternative Heating Unit, as per specifications

257. Wall Furnace with wall mounted thermostat $

Size: 20,000 BTU (minimum)

EER Rating: 80% Annual Fuel Utilization Efficiency or higher

Specify Installation cost per unit: $ /flat rate





Unit shall be properly vented, insulated and sealed in

accordance to local code requirements, in addition all opening shall caulked around


Specify Wall Furnace BTU and AFUE Rating Being Proposed:










































261. Floor Furnace with wall mounted thermostat $








































Electric Air Handler- Variable Speed, as per specifications

264. Electric Air Handler – Variable Speed

Configuration Types: Upflow, Downflow, and Horizontal placement

Size: 1.5 Tons

Refrigerant Type: R-22 $

Refrigerant Type: R-410A $






Shall also include duct modification and sealing, heat strip, filter enclosure.

Unit shall be properly vented, insulated and/or sealed in accordance to local code requirements.





Size: 2 Tons















Size: 2.5 Tons














Size: 3 Tons














Size: 3.5 Tons















Size: 4 Tons














Size: 5 Tons












Central Air Conditioner Unit (Outside Unit Only), as per specifications

271. Central Air Conditioner Unit (Outside Unit Only) - 13 Seer Rating

Size: 1.5 Tons



Specify cost for replacement evaporator/cooling coil (if required) $






Shall also include condenser power disconnect/whip, liquid line dryer,

suction line dryer, refrigerant, and concrete slab.





Size: 1.5 Tons














Size: 1.5 Tons














Size: 1.5 Tons















Size: 2 Tons














Size: 2 Tons














Size: 2 Tons















Size: 2 Tons














Size: 2.5 Tons














Size: 2.5 Tons















Size: 2.5 Tons














Size: 2.5 Tons














Size: 3 Tons















Size: 3 Tons














Size: 3 Tons














Size: 3 Tons















Size: 3.5 Tons














Size: 3.5 Tons














Size: 3.5 Tons















Size: 3.5 Tons














Size: 4 Tons














Size: 4 Tons















Size: 4 Tons














Size: 4 Tons














Size: 5 Tons















Size: 5 Tons














Size: 5 Tons














Size: 5 Tons













Air Source Heat Pump Unit (Outside Unit Only), as per specifications


299. Air Source Heat Pump Unit (Outside Unit Only) – 13 Seer Rating

Size: 1.5 Tons














Size: 1.5 Tons













Size: 1.5 Tons














Size: 1.5 Tons













Size: 2 Tons














Size: 2 Tons














Size: 2 Tons













Size: 2 Tons













Size: 2.5 Tons















Size: 2.5 Tons














Size: 2.5 Tons














Size: 2.5 Tons















Size: 3 Tons














Size: 3 Tons














Size: 3 Tons















Size: 3 Tons













Size: 3.5 Tons














Size: 3.5 Tons














Size: 3.5 Tons













Size: 3.5 Tons













Size: 4 Tons















Size: 4 Tons













Size: 4 Tons













Size: 4 Tons














Size: 5 Tons














Size: 5 Tons













Size: 5 Tons














Size: 5 Tons












Central Heat/Furnace Unit, as per specifications

327. Central Heat/Furnace Unit $



Configuration Types: Upflow, Downflow, and Horizontal




to manufacturer requirements, removal of existing unit and properly disposal in accordance to EPA regulation.

Shall also include flue, duct modification and sealing



Specify Furnace BTU and AFUE Rating Being Proposed:













































Complete System - Air Conditioner and 80% AFUE Gas Furnace Unit to include condenser, evaporator coil, gas heat

furnace, and 7-day programmable thermostat and thermostat wire

337. Complete System – Air Conditioner and 80% AFUE Gas Heat/Furnace Unit, as per specifications-

Seer Rating: 13

Size: 1.5 Tons



Note: Installation cost shall include all labor, material, and supplies required to install new unit in accordance


Shall also include new metal plenums, drain pans, duct and flue modification, sealing, filter enclosure, power disconnect/whip, liquid line dryer, suction line dryer, refrigerant, and concrete slab





338. Complete System – Air Conditioner and 80% AFUE Gas Heat/Furnace Unit, as per specifications

Seer Rating: 14

Size: 1.5 Tons










Seer Rating: 15

Size: 1.5 Tons










Seer Rating: 16

Size: 1.5 Tons











Seer Rating: 13

Size: 2 Tons










Seer Rating: 14

Size: 2 Tons










Seer Rating: 15

Size: 2 Tons











Seer Rating: 16

Size: 2 Tons










Seer Rating: 13

Size: 2.5 Tons










Seer Rating: 14

Size: 2.5 Tons











Seer Rating: 15

Size: 2.5 Tons










Seer Rating: 16

Size: 2.5 Tons










Seer Rating: 13

Size: 3 Tons











Seer Rating: 14

Size: 3 Tons










Seer Rating: 15

Size: 3 Tons










Seer Rating: 16

Size: 3 Tons











Seer Rating: 13

Size: 4 Tons











Seer Rating: 14

Size: 4 Tons










Seer Rating: 15

Size: 4 Tons











Seer Rating: 16

Size: 4 Tons










Seer Rating: 13

Size: 5 Tons










Seer Rating: 14

Size: 5 Tons











Seer Rating: 15

Size: 5 Tons










Seer Rating: 16

Size: 5 Tons









Complete System - Air Conditioner and 90% AFUE Gas Furnace Unit to include condenser, evaporator coil, gas heat

furnace, and 7-day programmable thermostat with thermostat wire


Seer Rating: 13

Size: 1.5 Tons



Note: Installation cost shall include all labor, material, and supplies required to install new unit in accordance to

manufacturer requirements, removal of existing unit and properly disposal in accordance to EPA regulation.







Seer Rating: 14

Size: 1.5 Tons










Seer Rating: 15

Size: 1.5 Tons










Seer Rating: 16

Size: 1.5 Tons











Seer Rating: 13

Size: 2 Tons










Seer Rating:14

Size: 2 Tons










Seer Rating: 15

Size: 2 Tons











Seer Rating: 16

Size: 2 Tons










Seer Rating: 13

Size: 2.5 Tons










Seer Rating: 14

Size: 2.5 Tons











Seer Rating: 15

Size: 2.5 Tons










Seer Rating:16

Size: 2.5 Tons










Seer Rating: 13

Size: 3 Tons












Seer Rating: 14

Size: 3 Tons










Seer Rating: 15

Size: 3 Tons










Seer Rating: 16

Size: 3 Tons











Seer Rating: 13

Size: 4 Tons











Seer Rating:: 14

Size: 4 Tons










Seer Rating: 15

Size: 4 Tons











Seer Rating: 16

Size: 4 Tons










Seer Rating: 13

Size: 5 Tons










Seer Rating: 14

Size: 5 Tons











Seer Rating: 15

Size: 5 Tons










Seer Rating: 16

Size: 5 Tons









Complete System - Air Conditioner and Variable Speed Electric Air Handler to include condenser, air handler, heat

strip, and 7-day programmable thermostat with thermostat wire

385. Complete System – Air Conditioner and Variable Speed Electric Air Handler, as per specifications

Seer Rating: 13

Size: 1.5 Tons




to manufacturer requirements, removal of existing unitand properly disposal in accordance to EPA regulation.







Seer Rating:: 14

Size: 1.5 Tons










Seer Rating: 15

Size: 1.5 Tons










Seer Rating: 16

Size: 1.5 Tons











Seer Rating:: 13

Size: 2 Tons










Seer Rating: 14

Size: 2 Tons










Seer Rating: 15

Size: 2 Tons











Seer Rating: 16

Size: 2 Tons










Seer Rating:: 13

Size: 2.5 Tons






Shall also include new metal plenums, drain pans, duct

and flue modification, sealing, filter enclosure, power disconnect/whip,

liquid line dryer, suction line dryer, refrigerant, and concrete slab


“Contractor is responsible for securing permit (when applicable)



Seer Rating: 14

Size: 2.5 Tons











Seer Rating: 15

Size: 2.5Tons










Seer Rating: 16

Size: 2.5 Tons










Seer Rating:: 13

Size: 3 Tons











Seer Rating: 14

Size: 3 Tons










Seer Rating: 15

Size: 3 Tons










Seer Rating: 16

Size: 3 Tons











Seer Rating: 13

Size: 3.5 Tons










Seer Rating: 14

Size: 3.5 Tons










Seer Rating: 15

Size: 3.5 Tons











Seer Rating: 16

Size: 3.5 Tons









Seer Rating: 13

Size: 4 Tons










Seer Rating: 14

Size: 4 Tons











Seer Rating:: 15

Size: 4 Tons










Seer Rating: 16

Size: 4 Tons










Seer Rating: 13

Size: 5 Tons











Seer Rating: 14

Size: 5 Tons










Seer Rating:: 15

Size: 5 Tons










Seer Rating: 16

Size: 5 Tons










Complete System - Air Source Heat Pump and Variable Speed Electric Air Handler to include condenser, air handler,

heat strip, and 7-day programmable thermostat with thermostat wire

413. Complete System – Air Source Heat Pump and Variable Speed Electric Air Handler, as per specifications

Seer Rating: 13

Size: 1.5 Tons










Seer Rating: 14

Size: 1.5 Tons










Seer Rating: 15

Size: 1.5Tons











Seer Rating: 16

Size: 1.5 Tons










Seer Rating: 13

Size: 2 Tons










Seer Rating: 14

Size: 2 Tons











Seer Rating: 15

Size: 2 Tons










Seer Rating: 16

Size: 2 Tons










Seer Rating:: 13

Size: 2.5 Tons











Seer Rating: 14

Size: 2.5 Tons










Seer Rating: 15

Size: 2.5Tons










Seer Rating: 16

Size: 2.5 Tons











Seer Rating: 13

Size: 3 Tons










Seer Rating: 14

Size: 3 Tons










Seer Rating: 15

Size: 3 Tons











Seer Rating: 16

Size: 3 Tons










Seer Rating: 13

Size: 3.5 Tons










Seer Rating: 14

Size: 3.5 Tons











Seer Rating: 15

Size: 3.5 Tons










Seer Rating: 16

Size: 3.5 Tons










Seer Rating: 13

Size: 4 Tons











Seer Rating: 14

Size: 4 Tons










Seer Rating: 15

Size: 4 Tons










Seer Rating:: 16

Size: 4 Tons











Seer Rating: 13

Size: 5 Tons










Seer Rating: 14

Size: 5 Tons










Seer Rating: 15

Size: 5 Tons











Seer Rating: 16

Size: 5 Tons









Preventive Maintenance and Tune-up Services, as per specifications

441. Air Conditioning System (Cooling) - PM and Tune-up Services, $ /per unit

as per Specifications - To include all labor, chemicals, material and supplies required to perform the services

442. Heat/Furnace - PM and Tune-up Services, as per $ /per unit

as per specifications - To include all labor, material and supplies required to perform the services

443. Condenser Coil Cleaning Services (only) $ /flat rate

To include all labor, chemicals, material and supplies required to perform the services

444. Evaporator/Cooling Coil Cleaning Services (only) $ /flat rate

To include all labor, chemicals, material and supplies required to perform the services

Other Retrofit, Repair and Replacement Services

445. Replacement Evaporator/Cooling Coil (only) - Multipurpose

Coil Case Configuration: A

Size: 1.5 Ton





manufacturer requirements, removal of existing unit and properly disposal in accordance to EPA regulation. Shall also

include new metal plenums, duct and flue modification, sealing, liquid line dryer, and refrigerant.






Size: 2 Ton











Size: 2.5 Ton











Size: 3 Ton











Size: 3.5 Ton












Size: 4 Ton











Size: 4.5 Ton











Size: 5 Ton









453. Replacement A/C Expansion Valve

Refrigerant Type: R-22

Size: 1.5 – 3 Ton $ /each


Size: 5 Ton $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new valve in accordance to

manufacturer requirements.


454. Replacement A/C Expansion Valve

Refrigerant Type: R-410A



Size: 5 Ton $ /each


Note: Installation cost shall include all labor, material, ,and supplies required to install new valve in accordance to


455. Replacement A/C Expansion Valve for Heat Pump Unit

Refrigerant Type: R-22



Size: 5 Ton $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new valve in accordance to


456. Replacement A/C Expansion Valve for Heat Pump Unit

Refrigerant Type: R-410A



Size: 5 Ton $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new valve in accordance

to manufacturer requirements.

457. Replacement Heat Strip for Air Handler Unit (only)

Size: 3 KW $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new heat strip in accordance

to manufacturer requirements, removal of existing heat strip and properly disposal in accordance to EPA regulations.



Size: 5 KW $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new heat strip in accordance to

manufacturer requirements, removal of existing heat strip and properly disposal in accordance to EPA regulations.


Size: 8 KW $ /each





Size: 10 KW $ /each


Note: Installation cost shall include all labor, material, and supplies required to install new heat strip in accordance

to manufacturer requirements, removal of existing heat strip and properly disposal in accordance to EPA regulations.


Size: 15 KW $ /each





Size: 20 KW $ /each




463. 7-Day Programmable Thermostat (only) $ /each


464. 7-Day Programmable Thermostat for Heat Pumps (only) $ /each


465. Standard Non-Programmable HVAC Thermostat $ /each



466. Replacement Insulated Copper Line Set

Size: 3/4 & 3/8 $ / per 25’

Size: 7/8 & 3/8 $ / per 25’

Size: 1-1/8 & 3/8 $ / per 25’

Size: 1-1/2 & 3/8 $ / per 25’


467. Electrical Whip for use with HVAC unit

Size: 1/”2 Electrical Whip, #10, 6’ Feet $ / per 6’

Size: 3/4” Electrical Whip, #8, 6’ Feet $ / per 6’


468. Electrical Conduit for use with HVAC

Size: 1/”2 Electrical Conduit $ / per feet

Size: 3/4” Electrical Conduit $ / per feet


469. Specify cost for various types and size of Start Capacitor

Type and Size: $ / each










470. Specify cost for various types and size of Run Capacitor










471. Disposable Pleated Air Conditioner and Furnace Filters (product only)

MERV Rating: 8 or greater – Pricing for most common sizes 1”, 2” and 4”

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each

Size: $ / each



472. Refrigerant – R-22 $ /per pound

473. Refrigerant – R-410A $ /per pound

474. Deleted

475. Deleted

Plumbing Services – All services to be performed by a license plumber

476. Storage Water Heater – Gas with drain pan and water heater blanket, as per specifications

Energy Factor – Gas Water Heater: 0.62 or greater

Capacity/Size: 30 Gallons $





Specify Installation cost: : $ /flat rate

Note: Installation cost shall include all travel time, trip charge, mileage, labor, equipment, material, and supplies required

to install new water heater in accordance to manufacturer requirements, removal of existing water heater and properly

disposal in accordance to EPA regulation. Water heater must be installed in accordance to manufacturer specifications

and local code requirements “Contractor is responsible for securing permit (when applicable)

Specify Energy Factor Rating of Proposed Water Heater:


477. Storage Water Heater – Gas with drain pan and water heater blanket, as per specifications

Energy Factor – Gas Water Heater: 0.67 or greater














478. Storage Water Heater – Electric with drain pan and water heater blanket, as per specifications

Energy Factor – 0.90 or greater













479. Storage Water Heater Tune-Up

Specify Tune-Up cost per unit: $ /flat rate

Note: Tune-Up cost shall include all labor, material, and supplies required to tune-up a storage water heater unit in

accordance to manufacturer requirements. 480. TMP Valve for a Storage Water Heater

Specify TMP cost per unit: $ /flat rate

Note: TMP Valve cost shall include all labor, material, and supplies required to install a new TMP valve on a storage

water heater unit in accordance to manufacturer requirements.

481. Drain Pan (only)

Size: 20” $

Size: 22” $

Size: 24” $

Size: 26” $

Size: 28” $

Size: 30” $

482. Drain/Sewer Cleaning Services with exposed lines (i.e. ground level access): Rate to include all travel time, trip charge, mileage,

labor, equipment, material, and supplies required to perform requested services

Kitchen line through clean-out $ /per line

Main Sewer line through clean-out $ /per line


483. Drain/Sewer Cleaning Services with unexposed lines – vent stack (i.e. rooftop access, underneath fixtures): Rate to include all

travel time, trip charge, mileage, labor, equipment, material, and supplies required to perform requested services

Kitchen $ /per line

Laundry Room $ /per line

Bathroom $ /per line

484. Water Line Pressure Testing Services $ /flat rate

Rate to include all travel time, trip charge, mileage, labor, equipment, material, and supplies required to perform

requested services. All services must be done in accordance to local code requirements.

485. Gas Line Pressure Testing Services


requested services. All services must be done in accordance to local code requirements. “Contractor is responsible for

securing permit (when applicable

Home to Meter $ /flat rate

486. Gas Leak ,Locate and Repair Services $ /hr.




487. Remove UVSH and Cap Gas Line $ / per unit




488. Cap Gas Line $ /per unit.




489. Natural Gas Piping





490. Deleted


Electrical Services – All services to be performed by a license electrician

491. Main Breaker Panel Box (Part only)

Brand: GE or equal

Capacity/Size: 100 AMP $ /each.




492. 40 AMP Service 208/240/1 $ /each.

With disconnect (part only)

Brand: GE or equal


493. Circuit Breaker for 115 voltage (part only) $ /each.

Brand: GE or equal


494. Circuit Breaker for 220 voltage (part only) $ /each.

Brand: GE or equal


495. Electrical Whip (material only)

Size: ½” $ /per 6’

Size: ¾” $ /per 6’

496. Electrical Conduit (material only)

Size: ½” $ /per foot

Size: ¾” $ /per foot

497. Electrical Wire (material only)

Size: 10-2 with ground for 220 voltage $ /per foot




498. 220 Electrical Wire and Plug


Note: Rate shall include trip charge, travel time, mileage, transportation cost, parking and toll fees.

The labor rate shall start upon arrival at client home or worksite. Contractor is responsible for securing permit (when

applicable.


499. Electrical Receptacle Box (part only) $ /each.

500. Electrical Outlet Receptacle (part only) $ /each.

501. Electrical Switch Receptacle (part only) $ /each.

502. Remove Knob & Tube Wireing and Re-Wire House – 0 – 750 Sq. Ft.

$ /material cost per sq. ft + $ installed/labor cost per sq .ft = total cost $ / per sq. ft

Rate to include all travel time, trip charge, mileage, labor, and equipment required to perform requested services

All services must be done in accordance to Local Code requirements. “Contractor is responsible for securing permit




All services must be done in accordance to Local Code requirements. Contractor is responsible for securing permit (when

applicable)




All services must be done in accordance to Local Code requirements. “Contractor is responsible for securing permit (when

applicable)

505. Deleted

Alternative Heating Unit

506. Ductless Vented Natural Gas Wall Heater $

Size: 3,000 – 5,000 BTU (minimum)





Unit shall be properly vented, insulated and sealed in accordance to local code requirements, in addition all opening shall

caulked around

Specify Ductless Vented Natural Gas Wall BTU and AFUE Rating

Being Proposed:










caulked around


Being Proposed








caulked around


Being Proposed

509. ODV UVSH Natural Gas Wall Heater $







caulked around Specify ODV UVSH Natural Gas Wall BTU and AFUE Rating

Being Proposed:









caulked around

Specify ODV UVSH Natural Gas Wall BTU and AFUE Rating

Being Proposed









caulked around


Being Proposed








caulked around


Being Proposed

Other Retrofit, Repair and Replacement Services

513. Custom Fabricated Galvanized Sheet Metal Transition Duct $ /sq. ft.

28 Gauge or better

Installation Cost: $ /sq. ft


and supplies required to install new transition duct

514. Custom Fabricated Sheet Metal Plenum Box with cap $ /sq. ft.

Lip open end

28 Gauge or better

Installation Cost: $ /sq. ft

Note: Installation cost shall include all labor, material, and supplies required to install new plenum.


515. Filter Base

Application Type: Up flow and Horizontal Gas Furnaces

Construction: 28 gauge sheet metal or better with lift access

Door and must accommodate 1” to 2” filters. Sizes are as follows:

Size: 14 x 20 $ /each

*Installation Cost: $ /each







*Note: Installation cost shall include all labor, material, and supplies required to remove existing item (if exist) and install

new filter base in accordance to manufacturer requirements and properly disposal in accordance to EPA regulation.


516. Filter Base

Application Type: Fan/Coil Units

Construction: 28 gauge sheet metal or better with lift access

Door and must accommodate 1” to 2” filters











*Note: Installation cost shall include all labor, material, and supplies required to remove existing item (if exist) and install

new filter base in accordance to manufacturer requirements and properly disposal in accordance to EPA regulation.



517. Specify Labor Rate for Carpentry Services and related work $_ /hr.

not specified or mention under the RFP contract:


The labor rate shall start upon arrival at client home or worksite. Contractor is responsible for securing permit (when applicable)”

518. Specify Labor Rate for Electrical Services and $_ /hr.

related work not specified or mention under the RFP contract.



519. Specify Labor Rate for Plumbing Services and $_ /hr.

related work not specified or mention under the RFP contract



520. Specify Labor Rate for HVAC Services and $_ /hr.

related work not specified or mention under the RFP contract.



521. Specify Labor Rate for services and work not specified $_ /hr.

or mention under the RFP contract:



522. Specify Rate for Assessment and $ /flat fee

Evaluation, as per specifications



Asbestos and Lead Testing Services

523. Asbestos testing $_ /per sample.

Note: Cost shall include all labor, material, and supplies necessary to test in accordance to Federal, State and local

regulations. Rate shall include all cost but not limited to trip charge, travel time, mileage, transportation cost, parking and

toll fees. The testing rate shall start upon arrival at client home or worksite. “Contractor is responsible for securing permit

(when applicable)”

524. Lead testing $_ /per sample.

Note: Cost shall include all labor, material, and supplies necessary to test in accordance to Federal, State and local

regulations. Rate shall include all cost but not limited to trip charge, travel time, mileage, transportation cost, parking and

toll fees. The testing rate shall start upon arrival at client home or worksite. “Contractor is responsible for securing permit

(when applicable)”


APPENDIX B

Company/Firm Profile

Legal Name of Company/Firm:_______________________________________________________________

Doing Business As (if applicable):____________________________________________________________

Company /Firm Legal Status (check one below):

Sole Proprietorship ___________ Owner Full Name:______________________________

Corporation ___________

Limited Liability Corporation ___________

S Corporation ___________

Partnership ___________

Limited Liability Partnership ___________

Joint Venture ___________

Other (Specify) ___________

Employer Identification Number (EIN)/Federal Tax Identification Number or Social Security

Number:___________________________________________________________________

Dun & Bradstreet (D-U-N-S) Number: ________________________________________________________

What is your company primary type of business:__________________________________________________

How long in business under present name: _____________________________________________________

Date and place of incorporation or organization: ______________________________________________


APPENDIX C

VOLUNTARY MORATORIUM ON CAMPAIGN CONTRIBUTIONS

In accordance with Dallas County’s Transparency Policy, parties interested in responding to this

RFP/RFQ are encouraged to sign this statement indicating your willingness to temporarily refrain

from making any donation to any Dallas County elected official or candidate for office whose

office (or potential office) has any involvement in the selection process for the associated contract

during the pendency of the RFP/RFQ through thirty (30) days after the contract is awarded.

We hereby agree as stated;

Firm Name: ____________________________________________________________

Signature and Title of Individual Authorized to Bind Company:

__________________________________ Title: ___________________________

Print Name: ____________________________________________________________

Date: __________________________________________________________________


APPENDIX D Questionnaire



____________________________________________________________________________________________________

____________________________________________________________________________________________________


APPENDIX E References

Note: All references information shall be from firms and/or agencies, for which Proposer has performed similar scope services

(size and complexity) described within this solicitation.

1. AGENCY/COMPANY NAME: __________________________________________________

ADDRESS: __________________________________________________

PRIMARY CONTACT PERSON: __________________________________________________

TELEPHONE NUMBER: EMAIL ADDRESS:

SERVICE DATES: __________________________________________________

TYPE OF SERVICE PROVIDED: ___________________________________________________

TOTAL CONTRACT DOLLAR VALUE: __________________________________________________

NUMBER OF CLIENTS/HOUSEHOLD SERVICED: __________________________________________________


ADDRESS: __________________________________________________



SERVICE DATES: __________________________________________________





ADDRESS: __________________________________________________



SERVICE DATES: __________________________________________________





APPENDIX E References

Note: All references information shall be from firms and/or agencies, for which Proposer has performed similar scope services

(size and complexity) described within this solicitation.


ADDRESS: __________________________________________________



SERVICE DATES: __________________________________________________





ADDRESS: __________________________________________________



SERVICE DATES: __________________________________________________





ADDRESS: __________________________________________________



SERVICE DATES: __________________________________________________





DALLAS COUNTY M/WBE SPECIFICATIONS

Leffie T. Crawford, Minority Business Officer Minority & Women Business Enterprises


MINORITY/WOMAN BUSINESS SPECIFICATIONS

For Bids/RFPs

I. POLICY STATEMENT Dallas County is wholly committed to developing, establishing, maintaining, and enhancing minority involvement in the total procurement process. It is the policy of Dallas County to involve qualified minority/women-owned businesses to the greatest extent feasible in the County's procurement of goods, equipment, services, and construction projects. The County, its contractors, their suppliers and subcontractors, and vendors of goods, equipment services, and professional services shall not discriminate on the basis of race, color, religion, national origin, handicap, or sex in the award and/or performance of contracts. However, competition and quality of work remains the ultimate "yardstick" in contractor, subcontractor, vendor, service, professional service, and supplier utilization. All vendors, suppliers, professionals, and contractors doing business or anticipating doing business with Dallas County shall support, encourage, and implement affirmative steps toward our common goal of establishing equal opportunity for all citizens of Dallas County. II. REQUIREMENT OF ALL BIDDERS/PROPOSERS: Each firm responding to this solicitation shall be required to submit with their bid/proposal information regarding minority/women business participation in this project. This would include: Check upon completion (forms attached): 1. Compliance with Dallas County's Good Faith Effort Policy 2. MBE/WBE Participation Report Form 3. A Letter of Assurance A or Letter of Assurance B 4. MBE/WBE Identification 5. EEO-1 Form (To be submitted by the prime and any sub with 20% or more of the contract). 6. Dallas County M/WBE Payment Report.

Note In the event that the awarded vendor is authorized to subcontract and commits effort to utilize minority and/or women-owned businesses as subcontractors, the name, address and telephone number of the actual subcontractor(s) with actual dollar awards to these subcontractors must be submitted to the Purchasing Department within five (5) working days after bids are opened. Once work commences, the awarded vendor (prime contractor) must submit an M/WBE subcontractor status payment report (attached) with each payment invoice before payments will be authorized for release.


1. GOOD FAITH EFFORT Prior to an award, all bidders/proposers will be required to document a "Good Faith Effort" to secure minority/women-owned businesses as subcontractors/subconsultants. In the case of some construction projects, this documentation may be submitted after award of the contract, for those subcontract areas occurring later in the construction process. However, if the successful bidder/proposer does not document a "Good Faith Effort" in securing minority/women-owned businesses, a representative of the company must appear before the Dallas County Commissioners Court and explain the situation and answer any questions raised by the Court.

Fulfillment of the "good faith effort" can be accomplished by:

1. Attendance of pre-bid/pre-proposal conference, as scheduled by the County.

2. Efforts to follow-up initial solicitation of interest by contacting minority/women-owned firms to determine with certainty whether these firms are interested.

3. Efforts made to select portions of the work proposed to be performed by minority/women-owned firms in order to increase the

likelihood of achieving participation (including, where appropriate, breakdown of subcontracts into economically feasible units to facilitate participation).

4. Documenting each minority/woman-owned firm contacted, the conclusion or decision regarding inclusion and reasons for the

conclusions.

5. Efforts to assist the minority/women-owned firms contacted that needed assistance in obtaining bonding, lines of credit or insurance.

6. Efforts that demonstrate that the contractor effectively used the services of available community organizations, contractor's

groups, local, state and federal agencies, small businesses, minority/women business assistance offices and other organizations that provide assistance and placement of minority/woman-owned businesses.

Signed: _______________________________________

Printed Name:__________________________________

Title: _______________________________________

Date: _________________________________________


2. MBE/WBE PARTICIPATION REPORT ___________________________________________________________ ____________________________________________________ PROJECT NUMBER PROJECT TITLE Total Amount of Your Bid/Proposal $__________________________________ (The amount above should equal the total amount as shown on the bid sheet) List each MBE/WBE business that you plan to use on this initiative. Deletion of firms must be approved by Dallas County prior to finalization. Name of MBE/WBE NCTRCA* Certification # Phone # S / M** Description of Work Amount % ________________________ ______________________ __________ ________ _______________________ __________ ___

________________________ ______________________ __________ ________ _______________________ __________ ___

________________________ ______________________ __________ ________ _______________________ __________ ___

________________________ ______________________ __________ ________ _______________________ __________ ___

*North Central Texas Regional Certification Agency - **S = Sub (contractor/consultant) **M= Material Supplier No MBE/WBE’s Added: Please Explain:____________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________

COMPLETE THIS PORTION OF THE FORM WITH DATA ON YOUR COMPANY. NAME OF YOUR BUSINESS: ADDRESS: PHONE# ______________________________ _________________________________________________________ (_____)____________ _____________________________ _______________________________ _____________________ __________________ Printed Name Of Preparer Signature Title Date


3. LETTERS OF ASSURANCE

Letter Of Assurance "A" The undersigned bidder/proposer hereby assures that our firm will meet or exceed submitted M/WBE goals and shall demonstrate and document a Good Faith Effort to comply with the Dallas County’s Minority and Woman-Owned Business Involvement Policy in subcontract/subconsultant awards. The undersigned further agrees that any deviation from the initial goals will be done so only with the concurrence of Dallas County. _________________________________ ________________________ _________________ ____________ Name of Company Signature Title (Officer of firm) Date (Complete this section only if you’re planning to use the services of an NCTRCA certified vendor)

or

Letter Of Assurance "B"

The undersigned bidder/proposer hereby certifies that our firm will perform the contract: with our own work forces, and submit information sufficient to demonstrate that it is your normal business practice to do so.

or

without the services of M/WBE subcontractors/subconsultants. The undersigned further submits GFE documented attempt(s). _________________________________ ________________________ _________________ ____________ Name of Company Signature Title (Officer of firm) Date (Complete this section only if you’re not planning to use the services of an NCTRCA certified vendor)

NOTE: Each bidder/proposer will be required to sign one of the above letters of assurance which should be returned with proposal.

============================================================================

4. PRIME CONTRACTOR MBE/WBE IDENTIFICATION Minority Business Enterprise (MBE) - The bidder/proposer represents that it: is, is not a minority-owned business, NCTRCA* #_________________________________________________ Woman Business Enterprise (WBE) - The bidder/proposer represents that it: is, is not a woman-owned business, NCTRCA* #_________________________________________________ *NCTRCA = North Central Texas Regional Certification Agency


5. EEO-1 Form (To be submitted by the prime and any sub with 20% or more of the contract).

NAME OF FIRM:

5. Section D- EMPLOYMENT DATA

Employment at this establishment- Report all permanent full and part-time employees including apprentices and on-the-job trainees unless specifically excluded as set forth in the instructions.

Enter the appropriate figures on all lines and in all columns. Blank spaces will be considered as zeros.

Job Categories

Number of Employees (Report employees in only one category)

Race/Ethnicity

Not-Hispanic or Latino TOTAL COL. A-N

Hispanic or Latino Male Female

Male Female White Black or African

American

Native Hawaiian or

Other Pacific

Islander

Asian

American Indian or Alaska Native

Two or more races

White Black or African

American

Native Hawaiian or Other Pacific

Islander

Asian

American Indian or Alaska Native

Two or more races

A B C D E F G H I J K L M N O

Executive/Senior Level officials and Managers

1.1

First/Mid-Level Officials and Managers

1.2

Professionals 2

Technicians 3

Sales Workers 4

Administrative Support Workers

5

Craft Workers 6

Operatives 7

Laborers and Helpers 8

Service Workers 9

TOTAL 10

PREVIOUS YEAR TOTAL 11

1. Date(s) of payroll period used: __________________________________ (Omit on the Consolidated Report.)

Section E-ESTABLISHMENT INFORMATION (Omit on the Consolidated Report). What is the major activity of this establishment? (Be specific, i.e., manufacturing steel casings, retail grocer, wholesale plumbing supplies, title insurance, etc. Include the specific type of product or type of service provided, as well as the principal business or industrial activity.)

Section F- REMARKS-Use this item to give any identification data appearing on the last EEO-1 report which differs from that given above, explain major changes in composition of reporting units and other pertinent information

Section G- CERTIFICATION

Check One 1 □ All reports are accurate and were prepared in accordance with the instructions. (Check on Consolidated Report only.)

2 □ This report is accurate and was prepared in accordance with the instructions.

Name of Certifying Official Title Signature Date

Name of person to contact regarding this report Title Address (Number and Street)

City and State Zip Code Telephone No. (including area code and extension) Email address

All reports and information obtained from individual reports will be kept confidential as required by Section 709(e) of Title VII. WILLFULLY FALSE STATEMENTS ON THIS REPORT ARE PUNISHABLE BY LAW, U.S CODE, TITLE 18, SECTION 1001

Description of Race and Ethnic Identification and Job Categories are found @ http://www.eeoc.gov/employers/eeo1survey/2007instructions.cfm / Appendix 4. Race and Ethnic Identification / and Appendix 5. Description of Job Categories

http://www.eeoc.gov/employers/eeo1survey/2007instructions.cfm


6. DALLAS COUNTY MBE/WBE PAYMENT REPORT

________________________ ________________________________________________ ____________ ____________ ____________ Project Number Project Title Invoice # Work Order Date Job #

Prime/General Contractor:_____________________________________________________________________________________ List each MBE/WBE business that you plan to use on this initiative. Deletion of firms must be approved by Dallas County prior to finalization. Name of MBE/WBE Planned Amount Planned % Amount of invoice Amt Paid to Date % to Date ______________________________ ___________________ __________ ___________________ _________________ ____________ ______________________________ ___________________ __________ ___________________ _________________ ____________ ______________________________ ___________________ __________ ___________________ _________________ ____________ ______________________________ ___________________ __________ ___________________ _________________ ____________ ______________________________ ___________________ __________ ___________________ _________________ ____________

Note:

This form must be completed and submitted with each payment request. Any (significant) deviation from planned should include attached explanation

============================================================================================================================================================= The information listed above is certified to be correct: Reviewed by: ______________________________ ________________________________ ____________ __________________________ _______ Printed Name of Officer/Director Signature of Officer/Director Date Dallas County Project Manager Date

26 DALLAS COUNTY PURCHASING DEPARTMENT

July 10, 2012

TO:

THROUGH:

FROM:

SUBJECT:

COllllnissioners Court c~ / ,c;pf Ii L/,-t)\C

Sharnl0n S, Brown, Purchasing Agent ,)

Gloria Torres, Senior Buyer

Rationale for Requesting Briefing and Court Order on Same Day RFP for Mainfi'ame Migration Solution

OM, I,S COUNTY ! Si: iiS COURT

12 JUL -3 Prj 2: "

In an effort to expedite the process, it is requested that the RFP for Mainframe Migration Solution for Dallas County be briefed and court ordered during the Commissioners Court July 10, 2012 Court Session,


27


July 10, 2012

TO: Commissioners Court , ,~ C~

FROM: Shannon S, Brown, Purchasing Agent

THROUGH: Gloria Ton'es, Senior Buyer

SUBJECT: Request for Proposal for Mainframe Migration Solution for Dallas County

Background A request for proposal has been written seeking solicitations from finns or organizations to implement a Mainframe Migration Solution to assist the Office of Infonnation Technology, In accordance with County policy, the purpose of this briefing is to request authorization to proceed with soliciting requests for this servICe.

Operational Impact The purpose of this solicitation is to seek qualified vendors to implement a Mainframe Migration Solution that will (Option 1) provide migration of critical applications from the mainframe enviromuent to a supportable alternative platfonn for ongoing business processing and support service or (Option 2) provide continned support and hosting on third party mainfi'ame equipment at the third party data centers. Ultimately, all applications will be removed and the mainframe hardware/software retired.

The rating criteria and points assigned are as follows:

Criteria I Cost tor Services II Proposed Program Content III Operational Experience in field of Mainframe Migration

and/or Mainframe Hosting N M/WBE Compliance

Total Points

Points 30 35 20

15 100

The proposals will be evaluated and scored by an Evaluation Committee consisting of representatives from the following county departments: Budget Office, District Attorney's Office and IT Department (2), The M/WBE Officer will solely score the MIWBE compliance fonns,

Recommendation It is the recommendation of the Purchasing Department that the Commissioners Court approve the attached Reqnest for Proposal for Mainframe Migration Solution for Dallas County and anthorize the Purchasing Department to advertise solicitations in accordance with local procurement laws,

Attachment

509 Main Street. Suite 623, Dallas, Texas 75202-3340 (214) 653-6498' (214) 653-7449' gloria,[email protected]

DALLAS COUNTY RFP No. 2012-XXX-XXXX

Request for Proposals for Mainframe

Migration Solution for Dallas County

REQUEST FOR PROPOSALS DUE:

DAY, DATE, 2012 @ TIME P.M. (CST)

Dallas County Purchasing Department Attn: Gloria Torres

509 Main St., 6th Floor, Room 623 Dallas, Texas 75202

REQUEST FOR PROPOSAL FOR M�Fftikrn MIGRATION SOLUTION


NOTICE TO ALL BIDDERS

COMMUNICATIONS REGARDING THE RFP

All questions regarding this RFP are to be submitted, in writing to Gloria Torres, Purchasing Department, via e-mail to [email protected], by fax to 214-653-7449 or via mail to Dallas County Purchasing, 509 Main Street, Room 623, Dallas, Texas, 75202.

All questions, comments and requests for clarification must reference the RFP number on all correspondence to Dallas County. Auy oral communications shall be considered unofficial and nonbinding.

Only written responses to written communication shall be considered official and binding upon the County. The County reserves the right, at its sole discretion, to detennine appropriate and adequate responses to the written comments, questions, and requests for clarification.

Questions are to be submitted, in writing, by Time p.m. (CST), Date, 2012. All questions and responses will be posted to the County's website in the manner stated herein. Dallas County reserves the right to reject/not respond to any questions received after the Date J_[Jl 2 deadline date.

All addendums and/or any other correspondence (general information, questions and responses) to this RFP will be made available exclusively through the Dallas County website for retrieval. Vendors are solely responsible for frequently ched<lng the website for updates. Addendums can be located at: https://www.dallascounty.org/departmentsipurchasing/currentbids.php (go to the appropriate solicitation#, click on the appropriate hyperlink for viewing and/or downloading.)

:2

REQUEST FOR PROPOSAL FOR M~FQm MIGRATION SOLUTION


SECTION A

GENERAL CONDITIONS AND REQUIREMENTS FOR PROPOSALS

Dallas County request proposals from qualified firms, individuals, groups and/or organizations to provide either or both of the two (2) solution options as specified herein:

Option 1: Mainframe Migration to an alternate platform - This option would provide migration of cI'itical applications from the current mainframe environment to a supportable alternative platform for ongoing business processing and support services. Dallas County is seeking a proven process to migrate these applications from the current IBM S/390 Mainframe environment to a Windows platform. Ultimately, all applications will be removed and the mainframe hardware/software retired.

Or

Option 2: Managed Mainframe Hosting - This option would provide continued support and hosting on third party mainframe equipment. Fully virtualized Mainframe cloud hosted on the vendor's equipment and at the vendor's data center. Vendor should be fully equipped to oversee our mainframe processing, including hardware and software, in one of their data centers. Vendor should be to provide 2417 operations and technical support. Vendor should also have the ability to provide, if requested, security, scheduling, event monitoring, capacity pi arming and performance monitoring services.

Please note qualified offerors can submit proposals for either option (lor 2) or for both options (1 and 2) listed above.

1. AMBIGUITY, CONFLICT OR OTHER ERRORS IN RFP

Due care and diligence has been used in the preparation of this information,. and it is believed to be substantially correct. However, if an offeror discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, he shall immediately notify the county of such error in writing and request modification or clarification of the document. Modification will be made by issuing an addendum. Written notice will be given to all parties who have been furnished with the RFP without diVUlging the source of the request for same.

Any significant errors, omissions, or inconsistencies in the specifications arc to be reported and submitted in writing no later than five (5) days before time for bid proposal submission deadline.

If a Offeror fails to notify the county prior to the date and time fixed for submission of proposal of an error or ambignity in the RFP known to him, or an error ambiguity that reasonably should have been known to him, he shall not be entitled to additional compensation or time by reason of the error/ambiguity or its late resolution,

The County may also modify the RFP prior to the date and time fixed for submission of proposals by issuance of an addendum to all parties who have received the RFP. All addenda will be numbered consecutively beginning with one (1).

2. SUBMITTAL OF PROPOSAL

Proposals should be submitted in sealed packaging and be clearly marked with the RFP solicitation title and number. One (1) original, clearly marked as such, and six (6) electronic CD or USB drive copies of firm's sealed proposals are to be submitted to the Dallas County Purchasing Department, 509 Main Street, 61h Floor, Room 623, Dallas, Texas 75202 at TIME P.M. on DATE, 2012 (proposals will be considered late ifclocked-in at 2:01). Proposals, which are received by facsimile transmittal, will not be accepted for consideration.

Mailed proposals should allow a sufficient mail delivery period to insure timely receipt of their proposals by the Purchasing Department. Any proposals received after the scheduled deadline on the opening date will be

3

REQUEST FOR PROPOSAL FOR M~FRlME MIGRATION SOLUTION


immediately disqualified and returned to the vendor upon request. Dallas County will not be responsible for unmarked/improperly marked proposals or proposals delivered to the wrong location.

3. ACCESS TO RECORDS AND INFOReVIATION

Contractor agrees to furnish to Dallas County with information as may be requested which relates to the services Contractor provides. Contractor shall permit Dallas 'County to audit/inspect records and reports. review services, and/or evaluate the performance of these services at any time. Contractor shall provide reasonable access to all the records, books, reports, and other necessary data and infonnation needed to accomplish reviews of program activities, services, and expenditures,

4. PROPOSAL PREPARATION COST:

Costs for developing proposals are entirely the responsibility of the Offeror and shall not be chargeable to the County of Dallas.

5. SIGNATURE OF PROPOSAL:

An individual who is authorized to bind the Offeror contractually shall sign proposal. If the vendor is a corporation, the legal name of the corporation shall be provided together with the signature of the officer or officers authorized to sign on behalf of the corporation.

6. ECONOMY OF PRESENTATION

Proposals should not contain promotional or display materials, except as they may directly answer, in whole or in part, questions contained in the RFP. Such exhibits shall be clearly marked with the applicable reference number of the questions in the RFP. Proposals must address the requirements since the request for proposal must be answered concisely and clearly. Proposals that do not address each criterion may be rejected and not considered.

7. PROPOSAL OBLIGATION

The contents of the proposal and any clarification thereto submitted by the successful vendor shall become part of the contractual obligation and incorporated by reference into the ensuing contract.

8. IMPLIED REQUIREMENTS

Products and services not specifically mentioned in this RFP, but which are necessary to provide the functional capabilities described by the offeror shall be included in the proposal.

9. COMPLIANCE WITH RFP SPECIFICATIONS

It is intended that this RFP describe the requirements and response format in sufficient detail to secure comparable proposals. The Offeror's response must coincide with the format of the RFP.

10. WITHDRAWAL OF PROPOSAL

Offeror may withdraw his proposal by submitting a written request lor its withdrawal over the signature of an authorized individual to the Purchasing Agent at any time prior to the submissiou deadline. The Offeror may thereafter submit a new proposal prior to the deadline. Modifications offered in any manner will not be considered if submitted after the deadline.

11. STATUS OF PROPOSAL

All submitted Proposals become the property of the Dallas County and shall be subject to any applicable open

4

REQUEST FOR PROPOSAL FOR M~F'2J\.1E MIGRATION SOLUTiON

RFI' No. 2012-XXX-XXX

records statutes. The content of all RFP's submitted shall remain in effect for a minimum period of 180 days.

Information requested in the RFP deemed by the responding firm to be privileged and confidential must be marked "Privileged and Confidential Information." The County will endeavor to protect such information from disclosnre to competitors to the extent allowable by law. Responding firms are advised that responses are snbject to the Texas Public Information Act (Texas Open Records Act), Chapter 552, Texas Government Code.

All Proposal information, including detail price and cost information, shall be held in confidence until a contract is formally executed andlor the RFP is cancelled. Upon award, the Proposals and associated materials shall be open for review by the public in accordance with The Texas Open Records Act. By submitting a Proposal, the proposing Firm acknowledges and accepts that the full contents of the Proposal and associated documents shall become open to public inspection. The County will uphold the confidentiality of Vendor trade secrets to the extent allotted by law. All confidential infOrmation and trade secrets must be clearly identified and separated, by the Firm prior to submission of the Offer.

12. DISCLOSURE OF PROPOSAL CONTENT

Pursuant to Texas Local Government Code Section 262.030, proposals shall be opened to avoid disclosure of contents to competing offerors. It is Dallas County's intent not to release details of the proposals until all ensuing negotiations have been completed and contractual agreements have been executed.

13. COMPLIANCE WITH RULES, REGUI"ATIONS, POLICIES AND STANDARDS

The selected Offeror(s) shall be required to adhere to all policies, procedures, rules, regulations and standards of various Federal, State, County and City agencies, departments or commissions. In such case, adherence to their current policy, procedures, regulations, rules or standards, any future amendments to same, as well as any successors to such rules, regulations, procedures, policies and standards.

14. CONTRACTUAL DEVELOPMENT

The contents of the RFP and selected Firm"s proposal will become an integral part of the contract but may be modified by provisions of the contract as negotiated. Therefore, the Proposal Firm must be flexible to inclusions in a contract of any information provided (in writing) either in response to this RFP or subsequently during the selection processes

15. COST AND FEE REQUIREMENTS

The Firm shall be responsible for payment of expenses and fees associated with the Performance of this agreement, including but not be limited to: wages, salaries, labor, services, materials, supplies, transportation, cormllunications, licensing and inspection, taxes, insurance, bonds, etc.

Dallas County will pay based on the negotiation rates determined in the contract with units to be determined upon task assigmnent and may include additional rates for work outside the scope of the contract. All fees are to include all travel and other expenses for performing the contract. All charges, costs and fees associated with the procurement of these services must be included in the proposal cost.

16. INVOICES

The awarded Firm will submit an itemized billing statement in accordance with the awarded contract requirements. Uuless noted all invoices will be net 30 days upon receipt in the County Auditors Omce.

The original invoice is to be sent to the County Auditor's Office 509 Main Suite 407, Dallas, Texas 75202. A copy of the invoice is to be sent to the Dallas County CIO, 509 Main Street, 6'h Floor, Dallas, Texas 75202 for

5

approval.

17. INDEMNIFICATION

REQUEST FOR PROffiSAL FOR M~F~"1E MIGRATION SOLUTION


The Vendor agrees that it will protect. defend, indemnify, and save whole and harmless the County and all of its officers, agents, and employees from and against all claims, demands, causes or action, damages, judgments, loss and expenses, including attorney's fees, of whatsoever nature, character, or description that any person or entity has or may have arising from or on account of any injuries or damages (including but not restricted to death) received or sustained by any person, perSGns, or property, on account of, arising out of, or in connection with the perfonnance of the work, including without limiting the generality ofthe foregoing, any negligent act or omission of the Vendor or any agent, servant, employee or snb-contractor of the Vendor in the execution or performance of this Contract. Vendor further agrees to protect, indemnify and hold County hannless against and from any and all claims and against and from any and all loss, cost, damage, judgments or expense, including attorney's fees arising out the breach of any of the reqairements and provisions of this contract of any failure of Vendor, its employees, officers, agents, contractors, linvitees, or assigns in any respect to comply with and perform all the requirements and provisions hereof.

18. LOSS, DAMAGE OR CLAIM

The Contractor agrecs that it will protect, defend, indemnify, and save whole and hannless the County and all of its officers, agents, and employees from and against all claims, demands, causes or action, damages, judgments, loss and expenses, including attorney's fees, of whatsoever nature, character, or description that any person or entity has or may have arising from or om account of any injuries or damages (including but not restricted to death) received or sustained by any perS01l1, persons, or property, on account of, arising out of, or in connection with the perfonnance of the work, including without limiting the generality of the foregoing, any negligent act or omission of the Contractor or any agent, servant, employee or sub-contractor of the Coutractor in the execution or perfonnance of this Contract. Contractor further agrees to protect, indemnify and hold County hannless against and from any and all claims and against and from any and all loss, cost, damage, judgments or expense, including attorney's fees arising out the breach of amy of the requirements and provisions of this contract of any failure of Contractor, its employees, officers, agent.s, contractors, invitees, or assigns in any respect to comply with and perfonn all the requirements and provisiollts hereof.

19. GOVERNING LAW AND VENUE

This contract agreement shall be govermed by and construed under the laws of the State of Texas, and all obligations of the parties created hereunder are perfonnable in Dallas County, Texas. In any legal action arising from this agreement, the laws of Texas shadl apply, and exclusive venue shall lie in Dallas County, Texas.

20. FISCAL FUNDING

Any agreement resulting from this RFP wull be subject to the availability of gove11111lental fiscal funding. If such funds become reduced or unavailable, amy contract agreement shall be subject to immediate modifications, reduction or tennination on the expiration date or date in which the fnnds have been eliminated.

6

REQUEST FOR PROPOSAL FOR M~~1E MIGRATION SOLUTION


21. AWARD

An award resulting from this RFP shall be made to the most responsive and responsible Offeror whose proposal is determined to be most advantageous to the County. taking into consideration evaluation factors contained berein. Dallas County reserves the right to award this RFP to multiple providers. The County will be the sale judge as to whether an Offeror's proposal has or has not satisfactorily met the requirements of this RFP.

22. COlLUSION

The successful Offeror may be required to provide an affidavit that he has not conspired with other potential suppliers in any manner to attempt to control competitive pricing. This paragraph does not however, preclude two or more suppliers of certain parts of the requirements from presenting a combined or j oint proposal for the purpose of providing a complete proposal.

23. MONETARY RESTITUTION

In the event the contract is prematurely terminated due to non-perfonnance and/or withdrawal by the contractor, Dallas County reserves the right to seek monetary restitution (to include but not limited to; withholding of monies owed) from the contractor to cover costs for interim services and/or to cover the difference of a higher cost (difference between termination vendor's rate and new company's rate) beginning the date of vendor's termination through the contract expiration date. In the event, civil suit is tiled to enforce this provision; Dallas County will seek its attorney's fees and cost of suil from the Contractor.

24. FINANCIAL INTEREST

No official or employee shall have any financial interest, direct or indirect, in any contract with the County or be financially interested, directly or indirectly, in the sale to the County of any land, materials, supplies or services, except on behalf of the County as an official or employee. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the County shall render the contract involved voidable by the Commissioners Court of Dallas County. It is the responsibility of the contractor during all phases of the contract process to notify the County in writing of any potential conflict of interest.

25. LIGITATION

Any bidder/offeror who is currently involved, either directly or indirectly with any litigation against or involving Dallas County, which, as determined by the Commissioners Court, may not be in the best interest of the County may be disqualified and/or not considered for an award.

26. RIGHT TO REJECTION

The County reserves the right, at its sole discretion, to reject and any all Proposals or to cancel this RFP in entirely as determined to be in the best interests of the County. Any Proposal received which does not meet the requirements of this RFP, may be considered to be non-responsive, and the Proposal may be rejected. Proposers must comply with all ofthe tenns ofthis RFP and all applicable Federal, State and Local laws and regulations.

The County reserves the right, at its sole discretion, to waive any technicality in Proposals provided such action is in the best interest of Dallas County. Where the County waives minor technicalities in Proposals, such waiver does not modify the RFP requirements or excuse the proposing Firm from full compliance with the RFP. Notwithstanding any minor technicalities, the County may hold any Finn to strict compliance with the RFP.

7

27. ASSIGNMENT

REQUEST FOR PROPOSAL FOR MAJ~n'~E MIGRATION SOLUTION


Finns shall not sell, assign, transfer or convey this Contract, in whole or in part, without the prior written consent of the Dallas County Commissioners Court. Should the County authorize the original awardee to subcontract (assign) any portion of this contract, the original awardee will maintain the ultimate legal responsibility for all services according to contract specifications. In the event of a subcontract, the original awardee must maintain a continuous effective business relationship with the subcontractor(s) including, but not limited to, regular payments of all monies owed to any subcontractor. Failure to comply with these requirements, in whole or part, will result in termination of this contract and/or legal ramifications, due to nonperfonnance. Should the County authorize the original contractor to transfer this contract, in whole or part, the secondary contractor will maintain all the legal responsibilities set forth in the context of this contract; and the original contractor will continue to be responsible for the performance of the secondary contractor. However, in the event of the assignment or sale of original awardee's assets, Dallas County, at its option, may terminate or renegotiate the tenns of this Contract.

28. NON-PERFORMANCE

Non-perfonnance of the bidder in tenns of Specifications or Non-compliance with terms of this contract shall be basis for telmination of the contract by tbe County. Termination in whole or part, by the County may be made at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, or elsewhere under this Contract, by giving thirty (30) days written notice to the Contract with the understanding that all work being perfonned under this contract shall cease upon the date specified in such notice. The County shall not pay for work, equipment, services or supplies, which are unsatisfactory. Contractor may be given a reasonable opportunity prior to tennination to correct any deficiency. This however shall in no way be construed as negating the basis for termination for non-performance.

29. TERMINATION

The County may, at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, or elsewhere under this contract, tenninate this Contract, in whole or part, by giving 30 days written notice thereof to the Contract with the nnderstanding that all (products/services) being (delivered/perfonned) under this Contract shall cease upon the date specified in such notice. The County shall compensate the Contractor in accordance with the terms of this contract for the (products/services) (delivered/performed) prior to the date specified in such notice.

30. LIABILITY AND OTHER INSURANCE REQUIREMENTS

Any vendor that conducts business with Dallas County, whether it is for goods and/or services, must maintain lawful worker's compensation/self-insured employee coverage requirements and adequate liability limitations. All insurance cost including deductible in any shall be paid in full by successful bidder without cost to or contributions from Dallas County.

Within ten (10) days after contract award and prior to the commencement of any work or delivery, the Purchasing Agent requires the successful vendor(s) to submit verification of the following coverage, showing Dallas County as the certificate holder (general liability insurance) with the coverage dates inclusive to that of the awarded contract.

All insurance required herein shall be maintained in full force and effect through out the tenn of this contract, including all extensions.

a. Workers Compensation or self insured employee coverage meeting the acceptable requirements as established by the Texas Workers Compensation Act, Title 5, Subtitle A, Texas Labor Code; and

b. Commercial General Liability: Contractor shall maintain Commercial General Liability Insurance with a limit not less than $1,000,000.00 for each occurrence with a $2,000,000 Products/Completed Operations Aggregate and a $2,000,000 General Aggregate Limit. The policy shall include coverage for b()dily

8

REQUEST FOR PROPOSAL FOR M}~au6ME MIGRATION SOLUTION


injury, broad fonn property damage, personal injury, products and completed operations and blanket contractual coverage.

c. Automobile Liability: Contractor shall maintain Commercial/Business Automobile Liability insurance with a combined single limit of bodily injury and property damage not less than $100,000/300,000/1 00,000 or combined single limit of $400,000.00 each occurrence with respect to the Contractor's any owned, hired, and non-owned vehicles assigned to or used in performance of this contract.

d. Professional Liability: Contractor shall maintain Professional Liability Insurancc with a limit not less than $1,000,000.00 covering all individuals perfonning under the contract.

Contractor agrees that, with respect to the above referenced insurance, all insurance contracts will contain the following required provisions

a. Except Workers Compensation and Professional Liability, name Dallas County and its officers, employees and elected officials as additional insured(s) (as the interest of each insured may appcar) as to all applicable coverage;

b. Provide for thirty (30) days notice to the County for cancellation, non-renewal or material change; c. Provide for endorsement that the "other insurance" clause shall not apply to Dallas County where County

is the additional insured on the policy; d. Provide for notice to Dallas County of any changes to policy; e. Contractor agrees to waive subrogation against Dallas County, its officers and employees for injuries,

including death, property damage or any other loss; f. Default/Cumulative Rights/ Mitigation. It is not a waiver of default if the non-defaulting party fails to

immediately declare a default or delays in taking any action. The rights and remedies provided by this Contract are cumulative, and either party's use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the parties may have by law, statute, ordinance or otherwise. Contractor has a duty to mitigate damages;

g. Approval and acceptance of Contractor's services by County shall not constitute nor be deemed a release of the responsibility and liability of Contractor for the accuracy and competency of Contractor's Services; nor shall such approval and acceptance be deemed to be an assumption of such responsibility by the County for any defect, error or omission in the services performed by Contractor in this regard; and

h. Contractor shall provide that all provisions of this contract concerning liability, duty and standard of care, shall be underwritten by contractual liability coverage sufficient to include obligation within applicable policies.

31. INSURANCE LAPSES

In the event successful finn fails to maintain insurance as required by this contract, successful finn shall immediately cure such lapse in insurance coverage at successful firm's sole expense, and pay County in full for all costs and expenses incurred by County under this contract as a result of such failure to maintain insurance by successful film, including costs and reasonable attorney's fees relating to County's attempt to cure such lapse in insurance coverage. Such costs ad attorney's fees, not to exceed fifteen hundred and 00/100 dollars ($1,500.00), shall be automatically deducted from monies or payments owed to successful firm by County. Moreover, the Connty shall retain five percent (5%) of the value of the Contract that shall be placed into an account from monies or payments owed to Contractor by Connty to cover County's potential exposure to liability during the period of such lapse. The retainage shall be held by County until six (6) months after the term of the Contract has ended or has otherwise been telminated, cancelled or expired and shall be released if no claims are received or lawsuits filed against County for any matter that should have been covered by the required insurance.

SUCCESSFUL FIRM FURTHER AGREES TO INDEMNlFY COUNTY FOR ANY PENALTIES, FINES, JURY AWARDS, COURT COSTS, LITIGATION EXENSES, A"fD ATTORNEYS' FEES INCURRED BY COUNTY DUE TO SUCCESSFUL FIRM'S FAILURE TO MAINTAIN THE REQUIRED INSURANCE AT

9

REQUEST FOR PROI'OSAL FOR Mt~i~"F~ME MIGRATION SOLUTION

RFI' No. 20I2-XXX-XXX

ALL TIMES DURING THE TERM OF THIS CONTRACT. SUCCESSFUL BIDDER(S), AT ITS OWN EXPENSE WITH COUNSEL OF COUNTY'S CHOICE, WILL DEFEND AND HOLD COUNTY HARMLESS IN ANY CLAIM OR ACTION AGAINST COUNTY THAT OCCURRED AS A DIRECT OR INDIRECT RESULT OF SUCCESSFUL FIRM'S FAILURE TO MAINTAIN INSURA"lCE AT ALL TIMES DURING THE TERM OF THIS CONTRACT. WITHOUT WANING ANY RIGHTS UNDER SOVEREIGN IMMUNITY, THE COUNTY SHALL COOPERATE WITH AND MAY MONITOR SUCCESSFUL BIDDER(S) IN THE DEFENSE OF AN'Y CLAIM, ACTION, OR PROCEEDING AND WILL, IF APPRORIATE, MAKE EMPLOYEES AVAILABLE AS SUCCESSFUL FIRM MAY REASONABLY REQUEST WITH REGARD TO SUCH DEFRENSE, SUBJECT TO THE REIMBURSEMENT BY SUCCESSFUL FIRM OF ALL COSTS AND EXPENSES OCCASIONED BY THE COUNTY'S COOPERATION IN SUCH DEFENSE. SUCCESSFUL FIRM AGREES NOT TO SETTLE ANY SUCH CLAIM WITHOUT THE COUNTY'S CONSENT, WITH CONSENT WILL NOT BE UNREASONABLY WITHHELD OR DELAYED.

32. DISCLOSURE FORM CIQ

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questiollilaire FOm1 CIQ, the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questioill1aire must be filed with the records administrator of Dallas County no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Govcrnment Code. A person commits an offense if the person violates Section 176.006, Loeal Govermnent Code. An offense under this section is a Class C misdemeanor. The questionnaire is included in this solicitation. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Governmcnt Code. Please send completed fmms to the Dallas County Clerk at 509 Main Street, 2nd Floor, Dallas, Texas 75202.

33. USE OF CONTRACT BY OTHER POLITICAL JURISDICTIONS

Proposers are advised that all resultant contracts may be extended, with the authorization of the proposer, to other political jurisdictions to pennit their ordering of services/supplies at the prices and terms of the resulting contract. If any other jurisdiction decides to use the final contract, the Contmctor(s) must deal directly with that jurisdiction or political subdivision concerning the placement of orders, issuance of purchase orders, contractual disputes, invoicing and payment. Dallas County acts only as the "Contracting Agent" for these jurisdictions and political suhdivisions. Failure to extend a contract to any jurisdiction will have no effect on consideration of your offer.

Each participating jurisdiction and political subdivision has the option of executing a separate contract with the awardee. Contracts entered into with them may contain general teffi1S and conditions unique to those jurisdictions and political subdivisions covering minority participation, non-discrimination, etc. If, when preparing such a contract, the general tenns and conditions of a jurisdiction are unacceptahle to the awardee, the awardee may withdraw its extension of the award to that jurisdiction.

34. TWELVE-MONTH WAITING PERIOD FOR EMPLOYMENT OF CERTAIN FORMER COUNTY EMPLOYEES - In accordance with the County's Transparency Policy, any fim1 awarded a contract for the Procurement of goods or services shall be prohibited from hiring any individual who has previously worked for the County and in that capacity either evaluated, recommended, approved, monitored, or managed !It contract involving that fim1 no sooner than twelve months after that individual has ceased to work for or be emJPloyed by the County. Failure to adhere to such a contractual requirement may result in the tem1ination of the contract with the County.

10

REQUEST FOR PROPOSAL FOR M�'t611E MIGRATION SOLUTION RFP No. 2012-XXX-XXX

35. COMMUNICATIONS PARAGRAPH I RESTRICTIVEDuring the proposal process, firms shall not contact County staff. Additionally, firms and their employees ofrelated companies as well as paid or unpaid personnel acting on their behalf shall not contact or participate in anytype of contact outside the County offices with County employees, including elected officials. Such contact mayresult in the vendor being disqualified. All contact must be coordinated through Gloria Torres for thisproenrement.

36. FEDERAL DEBARRED VENDORS

No products and/or services utilizing Federal funds may be procured from vendors that are listed on the Federal Excluded Parties List. Govermnent requirements for non-procurement suspension and debannent are contained in the OBM guidance 2CFR, part 180 that implements Executive Orders 12549 and 12689 Debarment and Suspension. Dallas County reserves the right to reject from award consideration and/or tenninate any contract with any vendor found to be suspended, ineligible and/or debarred as outlined herein.

37. TEXAS BUSINESS ORGANIZATION CODE

Pursuant to Sec. 9.001 of the Texas Business Organization Code, non-Texas entities, including, but not limited to corporations, limited partnerships, and limited liability companies must have an application for registration filed with the Texas Secretary of State and shall provide to Dallas County a Certificate of Status issued by the Texas Secretary of State that serves as official evidence of the entity's existence or authority to transact business in

Texas.

To transact business with Dallas County, all entities must be in legal compliance pursuant to applicable laws, and shall provide to Dallas County evidence of said compliance.

38. For information or questions regarding the submission of, or requirements of the proposal, contact:

Gloria Torres, Senior Buyer Dallas Couuty Purchasing Department (214) 653-6498gloria. [email protected]

NOTE: All Addendums and any additional applicable correspondence (general information, questions/responses) to this RFP will be made available "exclusively" through the Dallas County website for viewing/retrieval. Addendums can be located at: https://www.dallascounty.org/departments/purchasing/currentbids.php go to the applicable Bid# and click on the associated addendum or general infonnation hyperlink. Vendors are solely responsible for frequently checking the website for updates to the solicitation.

11

REQUEST FOR PROPOSAL FOR M~F~E MIGRATION SOLUTION


SECTION B: RESPONSE FORMAT AND ORGANIZATION

1. NUMBER OF COPIES

Offeror shall deliver one original and six electronic CD or USB drive copies of their proposal to the Dallas County Purchasing Department at 509 Maill Street, 6th Floor, Room 623, Dallas, Texas 75202 all or before TBD, 20 II, 2:00 p.m.

2. PROPOSAL FORMAT

All proposals must be typewritten on standard 8-1/2" x II paper (larger paper is permissible for charts, spreadsheets, etc.) and placed within a binder with tabs delineating each section.

Proposal Organization

The proposal must be organized and indexed in the following format and must contain, at a minimum, all listed items in the sequence indicated.

• Letter of Transmittal • Table of Contents • Offeror's statement of understanding of the proposal and service objectives • Details of the mainframe migration and/or mainframe hosting solution that includes design, planning,

implementation, transition and operation. • Cost for Services Requested • Client References • Experience Profile • Copies of Licenses • Response to Minority/Women Business Specifications • Other Supporting Material (if applicable)

Within each section of their proposal, offerors shonld address the items in the order in which they appear in this RFP. All forms provided in the RFP must be thoronghly completed aud included in the appropriate section of the proposal. All discussion of proposed costs, rates or expenses must occur only in the cost respouse sectiou.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

Offerors may attach other material that they feel may improve the quality of their responses.

Letter of Transmittal

A letter of transmittal must accompany each proposal. The letter of transmittal MUST:

a) Identify the submitting organization; Identify the name and title of the person authorized by the organization to contractually obligate the

organization;

Identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization;

Identify the names, titles and telephone numbers of persons to be contacted for clarification;

Identify the tax identification number

12

REQUEST FOR PROPOSAL FOR M~"Q1E MIGRATION SOLUTION


Explicitly indicate acceptance of all the General Conditions and Requirements conditions statcd in Sections A-D

Be signed by the person authorized to contractually obligate the organization;

Acknowledge receipt of any and all amendments to tills RFP.

SECTION C: EVALUATION CRITERIA

The evaluation of each proposal and selection will be made based on the criteria listed below. Firms submitting proposals shall include statements to satisfy the following factors. Proposals will be evaluated based on a !oB-point seale with points being allocated to the various proposal requirements.

I.

II.

III.

IV.

Cost for services described 0-30

Program contcnt proposed 0-35

A. Assessment Study B. Option 1 Solution and/or C. Option 2 Solution D. Reliability: Reliability is the ability of the proposed solution(s) to function correctly. The Objective of is

to remove obsolete components. This shall not have any impact to currently active applications functioning correctly.

E. MaintainabiJity: Maintainability is the case in which changes to the application and bug fixes can be applied.

F. Response that represents a clear understanding of the work to be performed G. Realistic time estimates each major segment of the work plan and the estimated number of hours for each

stafflevel including consultants assigned H. Migration and Conversion Approach and Methodology L Target Enviromnent J. Teclmical Training

Operational experience* of vendor in field of Mainframe Migration and/or Mainframe Hosting

A. Qualifications of Staff including Consultants B. Number of Year of Practice and Types of Experience C. Number of Migration, Conversions and/or Hosting engagements D. Like-size Migration, Conversions and/or Hosting engagements E. Texas, County and/or Government experience (*) determined by experience profile and resumes submitted with the proposaL

MinoritylWomen Business Participatiou

A Certified NCTRCA Minority/Women-Prime Contractor - 6 Points B. Utilization of Certified M/WBE Sub-Contractor - 6 Points C. EEO Policy Compliance - 3 Points

TOTAL POINTS:

13

0-20

0-15

100 points

REQllEST FOR PROPOSAL FOR M&FRlME MIGRATION SOLLITION


SECTION D: SCOPE OF SERVICES AND OTHER REQUIREMENTS

I. OPTION 1: MAINFRAME MIGRATION TO AN ALTERNATE PLATFORM

Our scope is to migrate part of our IBM Mainframe applications to a Windows .NET platfonn whereby the IBM screens will be converted to ASP .NET WEBFORMS, the COBOL programs will be converted to .NET COBOL, the AMIGOS index files will be converted to SQL Server relational tables and the .TCL jobs will be converted to Windows scripts. Thus the migrated system will be a native .NET and batch Windows implementation in which the online applications will be fully web enabled and the user community will access the application through their web browsers. The migrated code will be maintained and further developed in Visual Studio.

Dallas County has listed the critical applications that are to be migrated along with the associated number uf files, programs, procedures, and lines of code. This infonnation is contained in the matrix spreadsheet entitled MFREDEPLOY MATRIX which is attached as Appendix A.

A second application spreadsheet entitled MF - REWRITE and attached as Appendix B will not be migrated, but will require a conversion of screens and files. File conversions consist of converting current AMIGOS files to SQL Server tables. Various screens to be identified will be converted to facilitate a historical look-up of key customer data only.

A. Assessment Study

The Assessment Study is to assess what components that current legacy system is comprised of and what components to be used to provide Option 1 solution described herein.

Dallas County expects potential vendors to conduct a detailed systems audit of the current system which includes using any code analyzer/software tools to perfOlID a detailed review of the application code. The audit should review all the operational considerations inclnding the inter system interfaces, printing and schednling mechanisms, user interfaces, and recovery processes. Extensive meetings between the vendor and Dallas County are to be condncted to discnss the requirements of the proposed solution. A detail project plan and project costing will be generated for the chosen or recommended solntion.

The Assessment Stndy for this option is focused on performing the following tasks:

• Review Current Components - Identify the components used on the current platform. This must inclnde all components including PROGRAMS, SCREENS, JCL, DATABASE, SORT, REPORT WRITERS, JOB SCHEDULERS, SECURITY, UTILITIES, etc.

• List New Platform Components - List the components that will be used on the new platform. This mnst inclnde all components inclnding PROGRAMS, SCREENS, JCL, DATABASE, SORT, REPORT WRlTERS, JOB SCHEDULERS, SECURITY, UTILITIES, etc.

• Determine Component Conversion - Review the lists of old and new components and identify the most appropriate method of converting each component.

B. Migration / Conversion Methodology

1. Migration Process

Potential vendors will describe in detail the migration process to be proposed and the methodology associated with such migration. The overall principle of the migration process is to transfer the current application to the new Windows platform so that it functions in all fnndamental matters the same as it did on the legacy platform but using the new Windows components.

2. Conversion Process

Potential vendors will describe in detail the conversion process to be used to convert application components (COBOL, AMIGOS, screens, batch jobs, etc.). Conversion is where the application components that were used on the IBM Mainframe system are converted to their equivalent Windows component.

14

REQUEST FOR PROPOSAL FOR MA4F~E MIGRATION SOLUTION


3. COBOL

Potential vendors will describe in detail the migration/conversion process to be used to convert COBOL programs to the alternative platform.

4. AMIGOS / Sequential Files

Potential vendors will describe in detail the migration/conversion process to be used to convert AMIGOS / Sequential files to the alternative platform.

5. Screens

Poteutial vendors will describe in detail the migration/conversion proeess to be used to convert application screens to the alternative platfonn.

6. Batch Jobs

Potential vendors will describe in detail the migration/conversion process to be used to convert batch job streams (JCL) to the alternative platform.

7. Project Process

Potential vendors will describe in detail the project planning aspect of progressing efforts in a typical platform migration/conversion project.

C. Migration ProcessiResponsibilities

1. Roles & Responsibilities - Vendor

Potential vendors will describe in detail the steps associated with the migration process and the roles/responsibilities for each of the steps in the process

2. Roles & Responsibilities - Dallas County

Potential vendors will describe in detail the steps associated with the migration process and the roles/responsibilities for each of the steps in the process

D. Pricing Structure

Cost / Time Estimates / Payment Terms

Based on the information provided above, Dallas County requires fixed cost/time estimates associated with the following:

• Assessment Study

• Conversion Software/Tools

• Conversion of Applications targeted for REDEPLOY

• Historical Screen/File Conversions for REWRITE

• On-going Cost for 3 year

• Project Management (if any)

• Travel and Living Expenses

Timelines should reflect scheduling of the following:


• Conversion Software/Tools

• Pilot Conversion

15

REQUEST FOR PROPOSAL FOR Mlr*F~E MIGRATION SOLUTION


• Multiple Phases (up to 5)

All services will be performed on a fixed-fee basis, including cost reductions for any migration applications which the County may decline to have implemented during respective projeet Phases.

Payment terms should reflect a payment schednle to address deliverables at completion of each step or phase of the project. Contract terms should reflect that the project can be terminated at the end of any step by either party involved.

E. Hardware / Software Recommendations

Potential vendors should provide details/schematics of any hardware and software requirements associated with the migration and conversion process that is being proposed. It should be consistent with 200 concurrent users and the configuration should cnsure load balancing and redundancy. One or more of the App Servers should be configured for batch work. A separate environment should also be provided for development and testing.

F. Assumptions

Potential vendors should provide any assumptions that are associated with the migration and conversion process that is being proposed

G. Attachment A - MF -REDEPLOY Matrix

H. Attachment B - MF-REWRITE Matrix

II. OPTION 2: MANAGED MAINFRAME HOSTING

Our scope is to acquire a fully virtualized Mainframe cloud hosted on the vendor's cquipment and at the vendor's data center. Vendor will be fully equipped to oversee our mainframe processing, including hardware and software, in one of their data centers. Vendor should be to provide 2417 operations and technical support. Vendor should also have the ability to provide, if requested, security, scheduling, event monitoring, capacity planning and performance monitoring services.

A. Assessment Study

The Assessment Study is to assess what components that current legacy system is comprised of and what components to be used to provide Option 2 solution described herein.

Dallas County expects potential vendors to conduct a detailed systems audit of the current system which includes using any code analyzer/software tools to perform a detailed review of the application code. The audit should review all the operational considerations including the inter system interfaces, printing and scheduling mechanisms, user interfaces, and recovery processes. Extensive meetings between the vendor and Dallas County are to be conducted to discuss the requirements of the proposed solution. A detail project plan and project costing will be generated for the chosen or recommended solution

B. Current description of Mainframe setup

1. Hardware

IBM 9672-RBS

IBM 3490-A20

IBM i 3490-B40

02-41014

Enterprise Server; 83MlP; 2GB RAM, 24 ESCON channels; 16 parallel channels (most not connected, but have 2 terminal controllers and printers connected to them); ESCON CTC pair;

/-------1 Cisco 7200VXR; OSA CARTRIDGE MAGNETIC TAPE SUBSYS

3490E (ESCON connected) 11040

72866

16

CARTRIDGE MAGNETIC TAPE SUBSYS 3490E

REQUEST FOR PROPOSAL FOR MAF~E MIGRATION SOLUTION


IBM 3490-B40 73020 CARTRIDGE MAGNETIC TAPE SUBSYS

3490E

DMXlOOO- 18746162 DMX-2 H PERF SINGL BAY

EMC M2 6

CESCON connected) 2TB allocated for mainframe

EMC DMX2GI0-

146GB 10K Drive 146

EMC DMX2GI0-

300GB 10K Drive 300

EMC DMX-M5-

16GB M5 CACHE DIRECTOR 16384

EMC DMX2-

DMX-2 FC Dill. 8MM FC8MOS

EMC DMX-

SYMMETRIX DMX 8 POWER MODULE

Oce PageStream

High-volume Mainframe laser printer 250

Oce PageStream

Secondary Mainframe laser printer 88

Bus-MAS 451853 Virtual Tape System CESCON connected)

Tech

2. Software

Allen Systems Zeke

Allen Systems Zebb

Allen Syste:ms View Direct

FileAid

??? Forvus

IBM

IBM

IBM

IBM CICS/vS

IBM OS/390 v2.7

Serena Software

C. Hosting Methodology

1. Hosting Process

Potential vendors will describe in detail the mainframe hosting process to be proposed and the methodology associated with suc;h a process based off of the current mainframe setup as described

17

REQUEST FOR PROPOSAL FOR MAFI~~Vm MIGRATION SOLUTION


herein.

2. Project Process

Potential vendors will describe in detail the project planning aspect of efforts in a typical mainframe hosting project.

B. Hosting Process / Responsibilities

1. Roles & Responsibilities - Vendor

Potential vendors will describe in detail the steps associated with the hosting setup process and the roles/responsibilities for each of the steps in the process

2. Roles & Responsibilities - Dallas County

Potential vendors will describe in detail the steps associated with the hosting setup process and the roleslresponsibilities for each of the steps in the process

C. Pricing Structure

Cost / Time Estimates / Payment Terms

Based on the infonnation provided above. Dallas Couuty requires cost/time estimates associated with the following:


• Mainframe hosting engagement

• On-going Cost for 3 year

• Project Management (if any)

Timelines should reflect scheduling of the following:


• Mainframe hosting engagement

All services will be perfonned on a fixed-fee basis, including cost reductions for any applications which the County may decline to have implemented during respective project.

Payment tenns should reflect a payment schedule to address deliverables at completion of each step or phase of the project. Contract tenns should reflect that the project can be tenninated at the end of any step by either party involved.

D. Hardware / Software Recommendations

Potential vendors should provide details/schematics of any hardware and software requirements associated with the hosting environment and process that is being proposed.

E. Assumptions

Potential vendors should provide any assumptions that are associated with the mainframe hosting process that is being proposed.

18

REQUEST FOR PROPOSAL FOR MAF~m MIGRATION SOLUTION


VOLUNTARY MORA TORJUM ON CAMPAIGN CONTRIBUTIONS

In accordance with Dallas County's Transparency Policy, parties interested in responding to this RFPfRFQ are encouraged to sign this statement indicating your willingness to temporarily refrain from making any donation to any Dallas County elected official or candidate for office whose office (or potential office) has any involvement in the selection process for the associated contract during the pendency of the RFPfRFQ through thirty (30) days after the contract is awarded.

We hereby agree as stated;

Firm Name:

Signature and Title of Individual Authorized to Bind Company:

Title:

Print Name:

Date:

19

APPENDICES

REQUEST FOR PROPOSAL FOR MjftJ.(F~ME MIGRATION SOLUTION

RFP NO. 2012-XXX-XXX

Appendix A - MF -REDEPLOY Matrix

APPLICATION APPLICATION DEPARTMENT LINES OF CODE AMIGOS

GROUP FILES

CRIM CRTS MF ~ Misdem Case Assign CC 6.320 11

-- CRIMCRTS FA - Felony Case Assign DC 5.683 9

CR1M CRTS

I CB - ens Judicial Tracking DCICC 346.700 24

! -" CRIM CRTS JS - Justice Security Terminal IT 11

---CRIM CRTS MC ~ Justice Technical Support IT 8

-' CRIM CRTS MS - Data SUppOit Mgmt IT 8

CRfM CRTS OF - Offense VARIOUS 12,782

CRIM CRTS PG - Program Generator IT 10

CR1M CRTS Al - AIS Interfaces DCICC 104,090 22

CRIMCRTS JD - ens Judicial Sched Sys DISTRICT COURT

I 21,648 7

--CR1MCRTS MF - Misdem Case Assign CC 6,320 11

~-CRIM CRTS FA - Felony ease Assign DC 5,683 9

CRIMCRTS JS - Justice Security Tenninal rr 11

I----CRIM CRTS CB - ellS Judicial Tracking OC/CC 346,700 24

CRIMCRTS CD - Criminal Link System IT 20,463 11

CRIMCRTS CR - cns Cash Receipts mgmt. DC/CC 71,195 12

- -CRIM CRTS- PT - Pretrial Release DSO 57,522 13

HISTORY f--

CRIMCRTS- BN - Bond Tracking BOND 491,460 24

HTSTORY ADMlN/DSO ,-

DSO WX - CiviVCriminal Link System DISTRICT COURT 7,569 6

f-- -,

DSO CX - Crimina! Warrants i DSO 71,050 19

DSO EM - Electronic Mail DSO 2.719

DSO FJ - cns Fugitive Tracking DSO 17,737 12

DSO JC - Jail Chain DSO 14,258 16

DSO-HISTORY BA - Booking Jail Mgmt DSO 291,249

DSO-HTSTORY BK - Booking Jail Mgmt DSO 25

DSO-HTSTORY CN - Sheriffs Name Index DSO 16,080 12

-C1Y/PRO/FlN AJ - Adopt/Juv Docket DC/JUVEN1LE 36,780 10

----C1V1PRO/FIN AP - Adult Prob Online DCICCICSCD 46,028

C!V/PROIFIN FI - Deposit Management FlNlTREASURER 9,179 6

-- -,

ClY/PRO/FIN KY - Payroll Benefits (CICS) AUDIT 78,806 9

C1Y/PRO/FIN RC - Civil Cash System DCICC/JUYENILE 13,767 8

ClY/PRO/FIN CP - Adult Probation PROBATION 46,028 17 -- -----;

ClY/PRO/F1N CT - Civil Court Assignment DCICC • 34.194 I 5 I --ClY/PRO/FIN CY - Civil Case Tracking DelCC 63,471 11

-C1Y/PRO/FIN DF - Civil Court Fee/Docket DCICC i 147,738 I 17

""

CfVlPRO/FlN DI - Civil Court Index DCICC 31,477 I 14

CIY/PROIF1N DJ - Treasurer Bail Bond GL FINANCE ,

19,290

---

20

COBOL JCL PROCS

6 1 _. 4 I

247 185 !

34 -iri •

9 2

24 30

8 -

50 34

57 28--

12 5 I

6 1

4 1

34 18

247 185

31 26

64 24

53 28

!

216 138

7 4

107 92

3 3

12 5

14 5

108

189--1 189

20 21

22 27 -~

31

10 "-c-

2

57 88 -

4 15

23 14--

)0 6 -- --

36 24

25 6

APPLICATION GROUP

1-' CIV/PRO/FIN,"-

HISTORY CIV/PRO/FIN,

HISTORY 1-' JP/JURY SVCS

JP/JURY sves

JP/JURY sves

JP/JURY sves

MISe

MISe

" "---" MISe

I _.

l MISC

,

MISC

MISC

Totals

REQUEST FOR PROPOSAL FOR MiikrBME MIGRATJON SOLUTION

RFP No, 2012-XXX-XXX

APPLICATION DEPARTMENT LINES OF CODE AMIGOS

r----- FILES PB - Probate System CC/PROBATE 64,592 II

DG - Precinct guide book VARIOUS 20,043

JH - Jury HistOlY (CICS) DA OFFICE 14,614

JP - JP Accounting FINANCE/AUDrr 391,016 56

CJ - Jury Selection (Grand JUly) DAOFFICE 27,554 9

DM - Jury Payment System FINANCEI AUDIT 23,166 6

EY - eJIS Evidence Tracking DCICC 76,738 24

CM - Child Support DRO,CHILD 109,934 12 SUPPT

CS - County Supply fnventory COM &CEN 23,506 10--

SVCS DV - Voter Regstr History ELECTIONS 144,824 14

TR - State Electronic Rpting DC/CCIDNDSO 25,017 15

PA ~ Passport system DC 42,397 15

3,395,384 564

21

COBOL JCL PROCS

54 27

'--" 30 29

I 3 ._-\---2~ 238

35 10

43 2~

36 24

122 60

-'--' 30 24

j 150 174

18 9

52 30

2j 603 1,863

REQUEST FOR PROPOSAL FOR MAF9ME MIGRATION SOLUTTON


Appendix B - MF-REWRITE Matrix

eOBOl,Ie

elcs eOBO~e OPY800

RfSIONlIBl! IRANSAC COBOVe OPYBOO K/RECOR COBO~O CNIl

i APPUCATION DEPARTMEII1 LOC ;AMIGOS 15M BMS CICSFI~ nON ClUSTER COBOl ICS K/CODE 0 C·BATOI MEMBER

IBA· Booking Jail Mgmt Dnilne I I

, I lep pgms) 050 291,2491 I 1118 n 77

BK· BooKing Jail Mgmt DSD I 25 189 4 78 i47

BN· SondTracking SOND ADMIN/DSD 491,4511' 24 216 4 81) 240

eN· Sheriff's Name Index 050 16,081)' 12 20 l 24 l

DG· Precinct guide book VARIOUS 20,O4l lO 1 16 88

PB· Probate System e(/PROBAl: 64,592 11 54 122 67 23

Pl· Pretrial Release DSO 57,522 11 5l 69 56 14

, Tolals 940,946 85 670 280 19! 550

22

Ile~PROC CUSTOM EASYTRIE IC~CUIP /INSllI! GRANO

MAP VE ICI ruT M ffilB TOTAl

24 28

11 5 189 B 11

6 2 138 74 78

21 3 14

29 17 18 7 27 l6 ]I

l 28 40 27

U 7 432 279 1,71

50

July 10, 2012

To: Commissioners Court

From: Rodney Christian, Assistant Chief

Subject: Rational for Submitting Briefing and Court Order in the Same Week: Proposed Hardware to Support the Data Center Relocation Project

The colocation of the County Data Center is a high priority project and has direct impact on several project roll-out effOlis and an opportunity to avoid additional costs on facilities upgrades.

IT staff has made efforts to obtain the needed equipment at the best prices and this has required several weeks.

To avoid losing four weeks of manufacturing time. it is requested that both the briefing and the Court Order be considered on the same day.

51

DALLAS COUNTY OFFICE OF INFORMATION TECHNOLOGY

July 10, 2012


Through: Stanley Victrum, CIO

From: Rodney Christian, Assistant Chief, IT Operations

Subject: Proposed Hardware to Support the Data Center Colocation Project

BACKGROUND On June 5, 2012, the Commissioners Court approved Court order 2012-0976 authorizing the lease of space at CyrusOne in order to co-locate the County's Data Center.

The colocation plan briefed to the Commissioners Court on October 25,2011, envisioncd the procurement of "seed equipment", allowing the new Data Center to be established while minimizing the impact to production systems.

Proposal The Office of Information Technology proposes purchasing the following hardware, software, support and services for the collocated Data Center:

Network Equipment

Servers

Disk Storage (SAN)

Software: VCOPS / SRM

AlO Load Balancers

Equipment Racks and Hardware

IMPACT ON OPERATIONS

$580,000.00

$690,000.00 $1,130,000.00

$48,000.00

$112,000.00

$112,000.00

$2,672,000.00

Impact to operations will be minimal. This plan allows for the new equipment to be installed while minimizing the impact to existing prodnction systems. Once the equipment is in place, applications will be scheduled for migration on pre-determined schedules.

Long-term impact to operations will be a more stable environment in a premier Data Center facility.

52

FINANCIAL IMPACT The estimated one-time cost for this request is $2,672,000 and includes maintenance and support costs for the first three years, Maintenance and support costs for years four and beyond will be reaccessed and addressed as part of the Office ofInformation Technology budget as needed,

Funding: Funding for this request will be provided from Major Technology Fund, Unallocated Reserves,

STRATEGIC PLAN COMPLIANCE The approval, purchase and implementation of the requested hardware and room modifications is consistent with Strategy 1.4 of the County's strategic plan: Improve the Customer Experience by implementing Standards of Operation, Innovation and Technology,

RECOMMENDATION The Office ofInformation Technology recommends that Commissioners Court approve the proposed purchase of new server haTdware, software, support and services to support the colocation of the County's production data center. Funding for this request is available from the Major

,/~e nology Fund, Unallocated Reserves, The requested hardware, software, support and services / are a ailable off of state DIR contracts;,

omm,nd::-pl~ / ,

!V~-\J 'k Rodney Chribtian Assistant Chief, IT Operations

53

DALLAS COUNTY OFFICE OF INFORMATION TECHNOLOGY

Date: July 3, 2012


Through: Stanley Victrum, Chief Information Officer

From: Richard Ballard, Assistant Chief - Applications Support

Subject: Rational for Submitting Briefing and Court Order in the Same Day: Revised Personal Services Contract for Acanthia Norman (ARC)

It is requested that the attached items be considered on both the formal and briefing agenda for Tuesday, July 10, 2012 to expedite the final payment for Austin Ribbon &

Computer for the services of Acanthia Norman since the regular Commissioners Court will

resumed on Tuesday, August 7, 2012.

~~~-.... '--"~~~

509 Main St., 6th fir. Dallas, Texas 75202 Work (214) 653-6649

Sta n ley. Victru [email protected] Fax (214) 653-6327

54

July 10, 2012


Through: Stanley Victrum, CIO

From: Richard Ballard, Assistant IT Chief - Applications Support & Development

Subject: Revised Funding for Personal Services Contract for Acanthia Norman

BACKGROUND Court Order 2012-1086, dated June 26, 2012, was approved by Commissioners Court approved the renewal of the tenn and the not-ta-exceed amount of$39,680 for the Personal Services Contract with ARC (Austin Ribbon & Computer) for the services of Acanthia Norman as the Software Support Manager for the tasks of:

• Assists the Assistant Chief of Application Support and Development in managing complex phases of applications systems analysis;

• Manages software support staff to: Troubleshoot and resolve technical problems;

• Research, report and correct quallity assurance issues;

• Coordinate county and vendor resources to ensure project completion within budget;

• Monitors the development and modification of software, maintenance of databases, and installation of new computer hardware and software;

• Performs other duties as assigned_

IMPACT ON OPERATION The Office of Information Technology believes that the resource added value and needed assistance to the IT Applications team.

509 Main St., 6th (214) 653-6649

Dallas, Texas 75202 &~yictrull1(Q)dallascoun1LQrg (214) 653·6327 (lax)

55

FINANCIAL IMPACT The maximum amount to be paid through this extension was $39,680.00 but due to an extra day on the contract the not-to-exceed amount is $40,320.00. Funds are available in the Major Unallocated Reserve fund to be transferred to the Professional Services account (195.1090.05590).

LEGAL IMPACT Attached is Amendment No.2 to the Personal Services Contract for Acanthia Nonnan. It has been reviewed and approved by the Dallas County District Attorney's Civil Division.

STRATEGIC PLAN COMPLIANCE The resources provided by the Personal Services Contracts will improve the customer experience by implementing standards of operation, innovation and technology.

RECOMMENDATION It is recommended that the Dallas County Commissioners Court authorize the not-toexceed amount of $40,320.00, which is an additional amount of $640.00 above the amount in Amendment No.1 to the agreement.

Recommended by: ---""

St ley Victrum, CIO

Attachments

July 10, 2012

TO:

FROM:

SUBJECT:

56

DALLAS COUNTY COMMISSIONERS COURT ADMINISTRATIPl'lJUL -3 Pll 2: 19

Commissioners Court 7/! Y-iJJ,u

Shannon S. Brown, Assistant AdministratorC6\

Additional Resources for Dallas County Jail Medical Modification Project (COURT ORDER ON FORMAL AGENDA)

BACKGROUND Through Court Order 2011-178 dated January 25, 2011, Commissioners Court approved the design services contract with HDR Architecture, Inc. (HDR) for the Jail Medical Modifications project. HDR has completed the 50% construction document phase of the project and is working towards 100% construction documents by September 2012. In addition, through Court Order 2012-0650 dated April 17, 2012, Dallas County authorized the agreement between Dallas County and Azteca + Russell + Turner (ART) as the awarded contractor for SOQ 2012-034-5882 Statement of Qualifications for Construction Manager at Risk Services for the project. It is anticipated that construction will begin in October 2012, with the first phase being completed in May 2012 and the second phase being completed in February 2014.

The Sheriff's Office and Facilities Management have assigned one full-time position to work with the architect, project manager and construction contractor to review plans, develop protocols, and generally ensure that the project meets the needs of Dallas County and has the least disruption possible on daily operations. As construction approaches, these positions will be required to dedicate their complete attention to the project. Administration is recommending that the departments be allowed to back-fill these two positions for the duration of the project with the cost to be funded through the project budget. The purpose of this briefing is to present this request for resources for review and approval.

IMPACT IOPERATIONS The project consists of the design and finish-out of the lowest three floors of the North Jail Tower (Basement, Ground and First Floor). With the exception of the Basement Level, these spaces currently exist in a largely 'shell' condition with limited interior partitions etc. as they have been since the construction of the North Tower. At the completion of this project, the following departments will be arrayed on the three (3) floors in this manner:

Basement:

Ground Floor: First Floor:

maintenance, storage, staff lockers, medical receiving and distribution (MRD), pharmacy, medical administration, process improvement, information technology, health information management (HIM), mechanical equipment medical infirmary, clinic mental health infirmary, mental health administration

Dallas County Administration Building 411 Elm Street

Dallas, Texas 75202-3317

Commissioners Court July 10, 2012 Med Mod Resources Page 2

57

This project will result in the construction of 293 Medical and Mental Health Services beds. In addition to the finish-out of these three (3) floors, the project also includes improvements meant to improve overall site security at the jail/courts complex.

As construction commences, there will be daily briefings with the Sheriff's Office and Facilities Management to coordinate access to the site, plan for system cut-offs, review installations, and confirm that equipment meets specifications. The Sheriff's Office has assigned a Sergeant from the North Tower and Facilities Management has assigned the Manager for the jail system to work with the project team. In order to allow the daily functions of the departments to continue working, it is requested that two similar positions be created to be funded by the project for the duration of construction and for a two month period after construction is complete. These positions will be 100% dedicated to the jail medical modification project and will be overseen by the project manager. Creating these positions will allow the departments to fill the existing positions that are necessary to manage ongoing operations.

FINANCIAL IMPACT: The estimated cost for these two positions for the period August 1, 2012 through April 30, 2014 is $280,350. Funding is available within the project budget (Project 70143).

STRATEGIC PLAN IMPACT: These actions support Vision 1.3 of the Dallas County StrategiC Plan by providing a sound, financial, responsible and accountable governance.

RECOMMENDATION: The creation of two positions (Sergeant for the Sheriff's Office and Manager for Facilities Management) for the jail medical modification construction project is recommended with funding available from the current project budget (Project 70143) for the period August 1, 2012 through April 30, 2014. Human Resources/Civil Service will review the job descriptions for appropriate classification. Once these two positions are created and filled, the departments will have the ability to fill the pOSitions currently funded through the General Fund to support ongoing operations.

July 3, 2012

TO:

THROUGH:

FROM:

SUBJECT:

DALLAS COUNTY 58 OFFICE OF BUDGET AND EVALUATION

Commissioners Court

RyaG?rown, Budget Officer

Office of Budget and Evaluation Staff

Conference/Travel/Training Requests

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

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

PROBATE COURT# 3 - notifies Commissioners Court of Z. Lewis attendance at the Texas College of Probate Judges in San Antonio, Texas from September 5 " 8, 2012. The total estimated cost to attend is $1,089 ($277 - mileage, $312 - hotel, $375 - registration fees, and $125 - food). Funding is available in the Probate Escrow Education Fund (532.21667).

PROBATE COURT #2 - notifies Commissioners Court of Judge Chris Wilmoth attendance at the Advanced Estate Planning Course by State Bar of Texas in San Antonio, Texas from June 25 - 30, 2012. The total actual cost to attend was $1,485 ($314 - mileage, $1,056 - hotel, $6 - tips, and $109.53 - food). Funding is available in the Probate Escrow Education Fund (532.21667).

Elected Officials/Departments requesting Conference/Travel/Training approval for funds that have Commissioners Com"t authority

COUNTY CRIMINAL COURT #5 - requests approval for Judge Mullin to attend the Advanced Criminal Law Course from in San Antonio, Texas held July 22 -26, 2012. The total cost of reimbursement is $1,045 ($277 - mileage, $140 - food, $209 at 5 days - hotel). Funding is available in the department's DDA (4605).

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

(214) 653-6363. Fax (214) 653-6517. rl\",ijtkins(aldallascollllJY,Qfg

CONSTABLE PRECINCT 5 - requests approvahio~illiam Keith Hamilton, Deputy, to attend a 20 hour Civil Process JPCT Training Conference in Rockwall, Texas from July 15 -18, 2012. A county vehicle with gas credit card will be used for transportation. The total cost to attend is $25 for registration fee. Funding is available in LEOS Educational Fund 532.2462.94074.

CONSTABLE PRECINCT 4 - requests approval for Chief Charles Bailey and Assistant Chief Martha Rand to attend Manage and Retain Safety Volunteers/Fundraising and Grants for your Volunteer Organization on July 19,2012 at Hyatt Place Suites. The total cost to attend is $300 ($150 per person). Fundingis available in 532.0.2136.

CONSTABLE PRECINCT 3 - requests approval for Diana Osborne to attend the Basic Telecommunications Certification Training on August 27 - 31, 2012 in McKinney, Texas. The total estimated cost to attend is $315 ($50 - tuition, $165 -- mileage, and $100 -meals). Fnnds are available in 532.0.21364.

JUVENILE DEPARTMENT - requests approval for Maria C. Aguilera from the Dallas County Jnvenile Department (Psychology) to attend the Transformative Supervision Update Workshop. The workshop will be held at the Holiday Inn located in Richardson, Texas on July 13,2012. The Licensed Professional Counselor "LPC" Board requires that Supervisors complete a 3 hour Continued Education Unit "CEU" Workshop on Supervision during the licensing cycle. The total estimated cost to attend is $55 for registration fee. Funding is available in the Juvenile Department Escrow 532.94022.2460.

SHERIFF - requests approval for the following:

a) Elizabeth Lutton to attend the Employment Law Conference from July 18 -20, 2012 in Houston, Texas. The total estimated cost to attend is $1,200 ($270 - mileage, $218 -hotel, $90 - food, $45 - other travel related expenses, and $445 - registration fees). Funding is available in the Federal Forfeiture Funds.

b) Matthew Perry, Raul Reyna, and Tim Ervin to attend the Gang Conference in Austin, Texas from July 30 - August 2, 2012. The total estimated cost to attend is $2,015 ($945 - hotel, $315 - food, $705 - registration fee, and $50 - parking). A county vehicle with gas credit card was used. Funding is available in the Federal Forfeiture Funds.

Notifving Commissioners Court of Conference/Tmvel/Training funds nsed by Grant Programs

DISTRICT ATTORNEY - requests applfOval for the following:

a) Jennifer Lewis Johnson of Life Line located in De Soto, Texas to train criminal justice professional best practices when responding to victims of Family Violence at the Juvenile Probation Dallas, Texas on May 23, 2012. The total travel cost for facilitator is $22 for mileage. Funding is available in the Regional Training Grant (#342914-6001).

b) Keith Funderburk, Montgomery Connty Sheriffs Office of Houston, Texas, Debby Tucker, National Center on Domestic and Sexual Assault Violence, Austin, Texas, and Dorothy Edwards, Live the Green Dot, Washington, D.C. to train criminal justice professional best practices when responding to victims of Family Violence at various

Briefing Date -- July 10,2012

is $1,691 ($1,391- 3 airline ticket at $46S? e?ch, $210- food, and $90 -airport parking). Funding is available in the Regional Training Grant (#342914-6001).

HEALTH AND HUMAN SERVICES - requests approval for the following:

a) Crystal Flores to attend the HIV Resource Group Planners Network Meeting in Houston, Texas on August 8- 10,2012. The total estimated cost to attend $838 ($360 - airfare, $6-mileage, $292 - hotel, $105 - food, and $75- ground transportation). Funding is available in grant #65502.

b) Monica Tunstle Garrett to attend the FLS Summit in Houston, Texas on August 13- 15, 2012. There is no cost to Dallas County for staff to attend. Travel activities associated with grant #8706 - VD Epidemiology.

c) LaShonda Worthey to attend a Leadership Meeting in Houston, Texas on August 15- 16, 2012. There is no cost to Dallas County for staff to attend. Travel activities associated with grant #8706 - VD Epidemiology.

d) David 10ey Stringer to attend the Influenza Detection and Sub typing: CDC Flu RT-PCR Panel from August 22 - 24, 2012 in Atlanta, Georgia. There is no cost to Dallas County for staff to attend. Travel activities are related to grant #8720 - BioTerrorism -LAB.

e) Daniel Araiza, Mario Garcia II, Yancey Turner, and 10shna Vega to attend the Residential Energy Inspector/Plans Examiner meeting in Dallas, Texas on August 29, 2012. The total cost to attend is $720 for registration fees. A county vehicle with gas credit card will be used for transportation. Funding is available in the HHS W AP grant #8302.

Briefing Dale July 10, 2012.

JulylO,2012

TO:

FROM:

SUBJECT:

Commissioners Court

Ryaown, Budget Officer

Hiring Freeze

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

For July 10, 2012 two (2) Elected Officials and a Department Head desired to have their requests related to the "rolling 90 day hiring freeze" be briefed to Commissioners Court.

Elected Officials notifying Commissionex's Court of their intent to fill it position before the expiration of the "rolling 90 day hiring freeze".

Constable Precinct 5 - Constable Precinc[ 5 desires to notify Commissioners Court of their intent to fill a Deputy Constable, grade 66, position #9227 prior to the expiration of the "rolling 90 day hiring freeze". Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County np to $12,560 in savings opportunity.

County Clerk - The County Clerk's Offioe desires to notify Commissioners Court of their intent to fill a Clerk II, grade 6, position #5049 working in the Trust Division prior to the expiration of the "rolling 90 day hiring freeze". Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $8,455 in savings opportunity.

District Clerk - The District Clerk's Office desires to notify Commissioners Court of their intent to fill the following positions: 1) Clerk IV, grade 8, position #3675 working as a training clerk and 2) Cashier II, grade 6, position #3572 working in the Trust Division prior to the expiration of the "rolling 90 day hiring freeze". Filling these positions before the expiration of the "rolling 90 day hiring freeze" will cost the County up to $18,121 in savings opportunity.

411 Elm Street - 3rd Floor, Dallas Texas 75202-3340 (214) 653-6384. Fax (214) 653-6517 • rwbrQwn({ildall,lscoU!liLQIg

62

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

Health and Human ServiCes - The Health and Human Services Department requests Commissioners Court approval for the following exceptions to the "rolling 90 day hiring freeze": 1) Senior Secretary, grade 8, position #2704 and Secretary, grade 6, p<lsition #2705 both working in the Environmental Health Division providing needed secretarial services for mosquito control, animal control and nuisance abatement staff in the division; 2) Phlebotomist, grade 5, position #4323 working in the Parkland reimbursed STD Clinic. Filling these positions before the expiration ofthe "rolling 90 day hiring freeze" will cost the County up to $18,121 in savings opportunity.

63

.July 10, 2012

MISCELLANEOUS

1) HEALTH & HUMAN SERVICES - requests approval to accept the TXU energy aid disbursement of $130,351.94, from TXU Energy, for utility payment assistance to financially distressed TXU Energy customers.


2) ELECTIONS - requests approval for:

a) use of Facilities Space and Parking, in connection with the upcoming Primary Runoff Elections to be held on July 31,2012.

(Please Refer to Information Item No. 3a)

b) security, in connection with the upcoming Primary Runoff Elections to be held on July 31, 2012.

(Please Refer to Information Item No. 3b)

3) SHERIFF - requests approval to pay $12,000 for the services of the AdWise Group to run radio advertisements for the recruitment of Detention Service Officers. Funding is available though the Sheriff's Commissary Budget (532.3151.5590.0.91046). Recommended by the Office of Budget and Evaluation.

4) OFFICE OF BUDGET & EVALUATION - requests approval:

a) for interpretation services in Nepali provided by Riya Joshi June 20, 2012 in the North Truancy Court (Case/Cause# 12-15692 & 11-43854). Interpretation will be billed at a rate of $110/hr, with a twohour minimum and billable in 30-minute increments.

b) for interpretation services in Russian provided by Vilen Rekhlis July 6,2012 in the Criminal District Court #3 (Case/Cause# F-1233400-J). Interpretation will be billed at a rate of $110/hr, with a two-hour minimum and billable in 30-minute increments.

07110/2012

64

c) of the CitySquare - renewal contract with the Department of Housing and Urban Development Shelter Plus Care grant for young adults who are homeless. Court Order #2012-0841 approved the contract between Dallas County and CitySquare, but there were changes based on the agency changes and requirements of the grant. The award is for $242,532 for a one year period with no county match required. The Civil District Attorney's Office has reviewed and signed off on the contract. There is an invoice pending payment in the Auditor's Office.

(COURT ORDER ON FORMAL AGENDA) (Please Refer to Information Item No. 2b)

5) COUNTY CLERK - requests approval to pay the July 2012 - June 2013 County & District Clerks' Association of Texas Annual Association dues. Total amount is $160 (John Warren $110, Ed Bailey $50). The funding source is the County Clerk Escrow Account (532.4031.2050.94083). Recommended by the Office of Budget and Evaluation.

6) IUSTICE OF THE PEACE, PRECINCT 3, PLACE 2 (SEIDER) - requests approval for Telecommunications to re-route data drops in the judge's office and the clerk area. The total estimated amount for the services is $3,700 (13 phones, 14 computers, 2 fax machines, mainframe printers, 1 designated birth certificate printer, and 1 designated marriage license printer). Funding is required from Unallocated Reserves. Recommended by the Office of Budget and Evaluation.

TELECOMMUNICATIONS

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

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

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

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

07110/2012

65

MISCELLANEOUS EQUIPMENT

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

07/10/2012

Miscellaneous Equipment

Jllly II}, 21}l2 Actual mvolced ~mounts may deviate by up to $5 frvm tne amount~ listed v,1ti-lOut additional COmmlsslOners Court Aulhori7-"tlOn

Q" DeQ!llimetlt I<'trnding- __ Expense.~ Recom-,-_ __.Jt~!!:'Des~tion

Unit Cost

1666 16200 DmnctCourt

1661 Auto Service Center 1668 Auto Sc,-vlce Center

1669 Auto Service Ce!lte,

1610 Const3ble #3

1611 DIVERT Court

1672 Elections

1673 Elections

1674 Electio!l~

1615 Election,

1676 Elections

1677 Elections

1678 bcliitles :'I.h!lagement

1679 F,cliitlcs !l.hm,gement 1680 F~cihtics Management

1681 Fdony D\Vl DIVERT Court

1682 Fice Marshal

1683 Health & Human ServIces

1684 Health & Hum3n ServIces

1685 HHW

1686 mfV{ 1687 HSEM

1688 HSEM

1689 HSEM

{690 Office Df[nfDrmatlOn Ted\nt>logy

1691 Shenff - Detenlt()n~

1692 Shcnff Inmate Programs

1693 Sheriff -Inmate Programs

1694 Shellff" Inmate P'0grnms

1695 SheTlf[ -Inmate PIO£f~m5

1696 Sheriff Inmate Pr08r31m 1697 Sheriff -1,ul1ate Progr~ms

1698 Sheriff -lmake

1699 ShCliff- hd :>'hilrQom

Shenff - NDrth Texas Auto ThcftTask 1700 Force

nOl Shenff - r-;mih Texas Auto Theft T""k Force

Shcnff Nmth Texas Auto Theft Task 1702 Force

1703 Sheriff North Tex"" Auto Theft Task Force

1704 Shentr -North Tower

WlthmBudget

DA Federal Fo,feilufc F,,,,d

DA Federal Forfeiture Fund DA Fed~ral Forfelture Fnnd

Federal ForfeIture

Withlll Budget

Elections Escrow

Election:; Escrow

EJectIOns Escrow

ElectIOns Escrow

EleC1lnns Escrcw,'

Elections Escrow

Within Budget

Within Budget WIthin Budget

W,thin Budget

AFG Funds 2009

Admin Reserve

Ryan White l-UV/AIDS Grant

within Budget

Within Budget

Within Budget

Within Bu.dget

USAlf'lIO" EOC PrOject Funds

Withm Budget

Commi,;sar)' Funds

CommIssary Fund~

Commtssary Funds

Commlssary Funds

Ceommissal)' Fund~

Commissary Funds

Comm"sary Funds

Withm Budget

CommISSar)' Funds

NTATTF Grant Funds

NT A Tff Grant Fund,

"N'TATIF Grant Funds

NTATTF en-ant Funds

Wtthin Budget

120AI50,2230

120.1027,8620

120,10278620

120.10278620

532.297091006

Escrow - 532 94052

5321210.94036

5321210,94036

532.1210.94036

5321210.94036

5321210.94036

532,1210.94036

1201022.2670

120.10222670

120,1022.2670

Grant #1007 466,2090,2009.4101

4662090.1012,8050

466,2093.2012.65502

Escrow· 532.94017

EscnJw -532.94017

120,33417234

120.3341 7234

466.2090201OA107

195,1090,2690

532.3151.209391046

532,3151.2093,91046

532,31512093.91046

532 3151 2093 91046

532.31512093.91046

532.3151,2093.91046 532.31512093,91046

]20.31472720

532,3151.2090,9)046

466,273020125600

466.27302012 S60n

4662730.20125600

466.273020125600

1203141.2740

12

Low- VeolumeShredder

ford Taurus Chc\To!et Tahoe SUV

Ferd Edge SUV

Addltion~l cost feor Vniforms Briefed 4-17-12

Coniidentiaitty and Communication 2012

Sharp LED Flat-Screen 42" TV

3M PnvacyiAnti-Glare Ftltcr for MOnitor

Monthly lease ofPitney-Beowes Cennect+ 3000 Series Postage ~Icter (Includtng Eqmpment !l.-bintenance and Sofhvare Updates)

WaU-\1ounting Units for TV aud Peripherals

One-ycar of Sp6nt Solutions Annual Renewal for Cell Phones, AIr

Cards, and Ge-Kjt~

12 Monthly DlrccTV Annual Satellite TV ServIce Renew,,1

22

Sump Pump 113 HP Sump Pump li2 lIP Speco Tech Dome Cameras

HP Laser Jet Printer

Fife Hose for Flte Heose Apparatus

Epson LCD Projector

Western Digiml Essential 21'S External H3rd DrJve

Adobe Acrobat Professional

Quickbooks Pro 2012 One time satellite TV installalton Charge

12 DlrecTV Monthly Serl-'lCe

l\'EC 1\1J'-~BOOW LCD Projector

X-Rite Color Monitor Calibrator

TruLtnk Media \ntoViaY - W3 Reference Gmdc

R~placement Lamps

Carrying Case for Projector

HON High Back Cllalf

Conference Table

Laminate Panel Base Kit

Projector

Rubbemmid Vtility Cart

L,terature Organizer

Gallo!! of Rust· oleum Black Glo:;s

Butane Refill C~nister

Case ofW",dow Cleaner

Case of Rubber, Pla$t,c, & Vinyl Protectant

SO 5-Gallon Paint, 25 Gray, 25 New Beige

300

19,560

49,914 22,570

5,000

120

689

82

728

206

40,000

107

282

277

230 390

300

455

255

188

160 627

1,066

450

195

159

44

1%

395

197

706

348

2'1

75

65

100

150

lJ2

Total R=Rep!. Cost N~New

300

19,560 99,828

22,570

5,000

120

6&9

:l27

8,736

106

40,000

1,284

282

277 1,840

390 4,400

455

255

376

160

627

72

1,066

450

195

4n 132

1,188

395

197

1,188

348 1,405

150

130

200

300

6,603

R

R R

R

N

N

K

N

N

N

N

R

R R R

N

N

R

N

R

R

N N

R

N N N N N K

N N N N

N

N

N

N

N

Justification

Court requires a rcpiace'nent shredder to shrcd deocum~nts

Needed to 3dd to DA Flect for inve,ngaliom Needed to add to DA Fleet for H\\,cst;gal,ons

Needed to add to DA Fleet fOf tnvest'gatinns

Needed to cover additional cost of umfonns bncfed and approved 4-17-12, Item #1187

A guide to federal alcohol and drug confidcllliality law and HJPAA

Needed for Eiections Admmistrator's office to receive up" to-date eiecllO!! results from polihcal channels and \0

participate in telec(Jnferences

Needed for the protectlon eof confidentIal tty and pnvacy of early voting, payroll, HR, purchasingi AP infonmti(:>n, and

to remeove glare from d,rect sunlIght

Needed to meter postage for early voting ballot, by mali and other CDrTcspondencc for ElecttO!l, Department

Needed to mount fiat screcn television

Needed to pay for monthly use of cell phone~, air cards, and go-kits used by election personnel for management

purposes and for polling location u5~ge

Needed to renew $ubscnptioo to participate In cle~tions

kieceonferences and teo ,eC~lve up-to-datc election results from polittc~l dlunneb

Needed for repairs at D~eker Needed for repa;," at Decker

Ne~,ded to replace defechve Camems at H\VJJC

Nceded for Felony D\VI DIVERT Court

Needed for fire hose apparatus

To r"pla~e obsolete projector

Needed for use by the Data Analyst for data storage

Needed for creating HHW Program forms, promotjon~1

materials, and advertising copy

Updmcd version "sed fm billing ID·JW fccs

For COmmisslOncr Dickey's D0wntO\~n Offic~

Fa, COmmlsslOner Dickey's Dm,nto"ol Office

Needed to replace broke" pn'»ccteor for Brenkout'Sttuatwn Room

To ensure (0101' monitors dL'play colors corrcct!y

Needed for daily triunlng

Needed equipment

Necded eqUIpment

Needed equipment

Needed eqUipment

Needed equipment

Needed equIpment for eWlyday "pe'~tiom

Needed equipment for fvclyday eoperations

Needed for remodeling ofimnate mailmom

Needed for me by Task Membcr5 illihe field and al the Task Shop

Needed for use by T~sk Members In the ficld and at the Task Shop

Keeded for use by Task Members In (he field and at the T3sk Shop

Needed for use by Task Members In the field and at the Task Shop

Needed for everyday ()per~tions

0) 0)

1705

""" 1707

1708

1709

1710

1711

1712

M;s~~Haneons Equipment July 10, 2012

Actual HWOlced amounts may dcY;ate by up to 5:5 from the amounts listed without add,t,onal Comm,sswners Court Authorization

12epartrnen( FundinJ! EXpense Code Retorn. It~rn Description Cost

Shenff - Pcrsonnel Comm»'MY Funds 532 3151.5590.91046

Shenff - Personnel C"'''missary fnnds 5323)51.559091046

Shenff - Pnnt Shop Within Budget 120.10242090

Sheriff - Traffic Federal Forfeiture 5322090.91002

Sheriff -Personnel Within Budget 1201024.2090

T clecommllilications Grallt Funding 466.5216

T elecomm\ln;cations WIthin Budget 120.1023.7213

Telccomnlllnicat",,," Within Budgct 120.1023. 7213

8-week ('I3ssified advertisement Ivith Dalla, Obscrver for DSO Recnntment 7-wcck Class,f,ed Ad'.-er1lsemcnt '~lth Greensheet fo, DSO rec,mtmcnt Mid_Volume Shredder

Sen'OfficcRunner Wireless Headset System LQw-Mld Vnlumc Fax M~chjne

Cell Phone for CSCD held Posltlon AT&T Cell Phone Plan

Cell Phone Plan

12100

238

859

COO

762

80

128

ISO

Tota! R=R<'pt Cost N=New

968 N

1,663 N

859 N 1,200 N

762 R 160 N I2S N

180 N

Justification

Needed for recruitment due to shortage ofDSOs

Ne~ded fm 'c~ruitment due to shortage ofDSOs Needed for Print Shop

Needed equipment for ev~ryd"y opcral1ons

Replacement fax Machmc

Needed to sby 'n conbct while out in the field

Needed for the Asst. Sup m Juvenile

Needed for the JuventleRDT Program to keep in touch "ith di5charg~d rcs,denls

(J)

--.J

1 dallas county commissioners court …...4 12 jul -3 atlll: 21 date: to: from: re: background...

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