dallas county commissioners court briefing agenda … · 2000-02-08 · a) request for a design...

DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

FEBRUARY 8,2000

REPORTSIRECOMMENDATIONSIREQUESTS

1) HEALTH & HUMAN SERVICES

PAGE NOS.

a) Cooperative Agreelnent between the City of Hutchins andDallas County Health and Human Services Departmentfor Licensing, Inspection, and Regulation of PrivateSewerage Facilities 4-9

b) Agreement with the Charlton Methodist Hospital . . . . . . . . . . . . . . . . . 10-17

c) Amendment to Texas Department of Health Contracts:

i) #7560009056 2000, Attachlnent #08C (STO Training) 18-24

ii) #75600090562001, Attachlnent #04 (STD-HIV) 25-34

2) DALLAS AREA HOUSEHOLD HAZARDOUS WASTE NETWORK

FYOO Amendment to Household Hazardous Waste InterlocalAgreement between Dallas County and the City of Irving 35-41

(COURT ORDER ON FORMAL AGENDA)

3) ENGINEERING & PROJECT MANAGEMENT

Dallas Visitors Center - Old Red Courthouse (Rebrief) 42-49

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4) FACILITIES MANAGEMENT

a) Request for a Design Project - Health & Human ServicesBuilding, South, 2355 Stemmons 50-54

b) Request for Pro-rata Share, Grand Prairie Tax Office525 W. Highway 303 55-58

5) COMMUNICATIONS & CENTRAL SERVICES

Request for Proposal for PBX Maintenance 59-91

6) PURCHASING DEPARTMENT

a) Rental ofVotronic Voting Terminal and Related Items 92-103

b) Request for Proposal for Substance Abuse TreatmentServices for Dallas County Divert Court ProgramRFP No. 2000-063-315 - District Attorney 104-114

7) PUBLIC WORKS DEPARTMENT

Request for Bid No. 2000-048-267 - Resale ofTax Foreclosed Properties via Sealed Bid 115-118

8) DISTRICT ATTORNEY

a) Federal Equitable Sharing Agreement 119-123

b) Upgrade of Part-tilne Judge to Full-tilne Legal SecretaryGrade 8 124

9) PERSONNEL/CIVIL SERVICE

a) Extension of Electronic Data ProcessingEquipment Insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 125

b) Addressing the Overtime/Compensatory Issue 126-136

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10) OFFICE OF BUDGET & EVALUATION

a) Child Support Office Software Improvements 137-140

b) First Quarter Report on FY2000 Budget . . . . . . . . . . . . . . . . . . . . . . 141-146

11) SHERIFF'S OPERATIONS SERVICES BUREAU

COPS AHEAD Grant/Deputy for Sandbranch COlumunityPolicing Program 147-151

12) STAFF

a) Revised Civil Services Rules of Practice 152-157

b) Update - Tax Office Process Improvements andRecommended Consultant Project 158-168

13) Performance ForUlU at 2 p.m. . Handout

14) Miscellaneous, Travel Requests, Miscellaneous Equipment,and Telecommunications Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169-171

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Minister's Letter of Appreciation

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00 FEB - I PH 3: 56

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICES'~:!I,~,",:~.",i_.~/_Environmental Health Division - - -

BETTY J. CULBREATH-LISTERDIRECTOR

MEMORANDUM

TO: COMMISSIONERS' COURT

FROM: Betty Culbreath-Lister, Director

DATE: February 8, 2000

SUBJECT: COOPERATIVE AGREEMENT BETWEEN THE CITY OF HUTCHINS ANDDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT FORLICENSING, INSPECTION, AND REGULATION OF PRIVATE SEWERAGEFACILITIES

BACKGROUND

On August 15, 1977, Dallas County Commissioners Court passed Court Order No. 771395 authorizing the County's first Septic Tank Regulation Order. Before the Order couldbecome legally enforced it had to be approved by the Texas Water Commission, Chapter26 of the Texas Water Code, and Chapter 366 of the V. T. C. A., Health and Safety Code.On October 1, 1977, the Order was approved by the Commission certifying the County asan authorized agent to license, inspect, regulate, and enforce private sewerage facilitiesin Dallas County.

Over the past few years, revisions to the rules and regulations have changed with the mostrecent changes occurring in 1997 under the authority of the Texas Natural ResourceConservation Commission (TNRCC), 30 Texas Administrative Code 285.1-285.91; Chapter366 of The Health and Safety Code. On October 6, 1998, Dallas County CommissionersCourt (Court Order No. 98-1967) adopted and passed the latest revisions/regulations withfinal approval being granted to the County on December 18, 1998, by the Texas NaturalResource Conservation Commission (TNRCC), which allows the County to continueenforcing septic tank regulations. After the passage of the new rules and regulations,those cities/municipalities that were allowing septic systems to be installed without legalauthorization from the State (TNRCC) were immediately put on notice to becomeauthorized agents, contract with the State (TNRCC), or with an existing authorized agentsuch as the County's Health and Human Services Department.

Therefore, in order to be in compliance with State regulations regarding private on-sitesewerage facilities, the City of Hutchins has requested to contract with Dallas County.

2377 Stemmons FreewaySuite 609 • LB12

Dallas, Texas 75207-2710 Office (214)819-2115FAX (214) 819-2107

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Commissioners CourtFebruary 8, 2000

Page 2

IMPACT ON OPERATIONS/AND MAINTENANCE

Based on conversations with the City of Hutchins staff, HHS / Environmental HealthDivision anticipates receiving a minimum amount of requests for installation of septicsystems. Therefore, we foresee no operational impact on the department at this time.

FINANCIAL IMPACT/CONSIDERATION

The HHS/Environmental Health Division will continue to collect the $210.00 fee for eachnew private sewerage system inspected by the County. Ten dollars ($10.00) of the$210.00 will go to the State On-Site Wastewater Research Council as required by StateLaw.

PROJECT SCHEDULE

If the Cooperative Agreement is approved by Commissioners Court, the City of Hutchinswould like to see the Agreement become effective, February 15, 2000 until terminated byeither party, by giving the other party 180 days notice in writing.

LEGAL INFORMATION

The County Judge is required to sign the agreement after approval by the CommissionersCourt. The District Attorney's Office has reviewed and modified the Agreement content,and the Agreement has been approved as to form.

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approve theCooperative Agreement between the City of Hutchins and Dallas County Health andHuman Services/Environmental Health Division for licensing, inspection, regulation, andenforcement of private sewerage facilities in the City of Hutchins.

Recommended by: ~~;..o::;;......t~~--=---.,.&.,I------:l'---

CV/pj

xc: J. Allen Clemson, Court AdministratorVirginia Porter, County AuditorPhil Scheps, Budget Officer

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2377 Stemmons FreewaySuite 609 - LB12

Dallas, Texas 75207-2710 Office (214) 819-2115FAX (214) 819·2107

COOPERATIVE AGREEMENT FOR LICENSING,INSPECTION AND REGULATION OF PRIVATE SEWAGE FACILITIES

THE STATE OF TEXAS §§

COUNTY OF DALLAS §

I. PREAMBLE

A. This is a cooperative Agreement between Dallas County (hereinafter referred to as "County")and the City of Hutchins (hereinafter referred to as "City") pertaining to the regulation ofprivate sewage facilities in Dallas County. The County and the City are entering into thisAgreement that will allow performance by the County to license, inspect, and enforce rulesand regulations, under Dallas County Court Order No. 98-1967 ("Regulations for On-SiteSewage Facilities") , attached hereto as Exhibit "A" and incorporated herein by referencefor all purposes.

B. This Agreement is executed pursuant to the powers vested in the County and the City byapplicable statutes, including without limitation Chapter 26 of the V.T.C.A., Texas WaterCode, and Chapter 366 of the V.T.C.A., Health and Safety Code, which are now under theadministration of the Texas Natural Resource Conservation Commission. The County andthe City recognize and agree that they have a mutual interest in the preservation andenhancement ofthe quality ofwater and the quality ofpublic health in the County, and enterinto this Agreement in furtherance of the policies and purposes of Chapter 26 of the TexasWater Code and Chapter 366 of the Texas Health and Safety Code.

II. DUTIES

A. The City agrees that the Regulations for On-Site Sewage Facilities, passed as Court OrderNo. 98-1967 by the Dallas County Commissioners' Court on October 6, 1998, andapproved by the Texas Natural Resource Conservation Commission on December 18, 1998,be extended to include all of the area within the corporate limits of the City.

B. The County agrees to perform licensing, inspection, enforcement, and other duties associatedwith the order, within the City. The City agrees to accept performance by the County ofthese duties.

C. In administering the order, the County and City further mutually agree to provide each otherwith pertinent information needed or requested by or which may be ofassistance to the other,to consult with each other as necessary or appropriate, to provide assistance to each otherwithin the limits oftheir resources, and otherwise to cooperate and coordinate their activitiesto the greatest practical extent.

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III. FINANCING THE WORK

Because ofthe mutual benefits which will accrue to both parties under this Agreement, no monetaryconsideration will be paid by either party to the other for the performance of the functions requiredofthem under the order and this Agreement. Each party shall bear its own expense in administeringthe order. However, the City is in agreement to allow the County to collect fees from individualsand/or businesses located within the City, for licensing and other services in accordance with theOrder, and any Amendment. However, the amount of these fees shall never exceed the amountcharged by the County for these services performed in areas ofthe County outside ofthe City. Thereshall be no charge by the County for answering and investigating complaints concerning privatesewage facilities within the City.

IV. ADMINISTRATIVE PROVISIONS

A. This Agreement is effective, February 15, 2000 until terminated by either party, by givingthe other party 180 days notice in writing.

B. All notices and communications under this contract which are mailed or delivered by oneparty to the other shall be sent to the address of the other as follows, unless and untilotherwise notified in writing by the other party:

COUNTY

Honorable Lee JacksonCounty Judge, Dallas County

County Administration Building411 Elm Street2nd FloorDallas, Texas 75202

CITY

Mary L. WashingtonMayor

City ofHutchins321 North Main StreetP.O. Box 500Hutchins, Texas 75141

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C. Nothing in this Agreement places, or is to be construed as placing a limitation or restrictionon either party with respect to the performance orany ofits governmental functions, duties,or responsibilities, either under existing laws or under laws which may hereafter be enacted.This Agreement may be amended from time to time in writing by each party's authorizedrepresentatives as circumstances may require.

D. Nothing in this Agreement creates, or is to be construed as creating a personal liability onthe part of any officer, employee, or agent of the County or the City.

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V. LIABILITY

City and County agree and acknowledge that each entity is not an agent of the other entity and thateach entity is responsible for its own acts, forbearance, negligence and deeds, and for those of itsagents or employees in conjunction with the performance ofwork covered under this Agreement.

The County agrees to be responsible for any liability or damages the County may suffer as a resultof claims, demands, costs or judgments, including reasonable attorneys' fees, against the County,including workers compensation claims, arising out of the performance of services under thisAgreement, or arising from any accident, injury or damage, whatsoever, to any person or persons,or to the property of any person(s) or corporation(s) occurring during the performance of thisAgreement and caused by the sole negligence of the County, its agents, officers and/or employees.

The City agrees to be responsible for any liability or damages the City may suffer as a result ofclaims, demands, costs or judgments, including reasonable attorneys' fees, against the City,including workers compensation claims, arising out of the performance of services under thisAgreement, or arising from any accident, injury or damage, whatsoever, to any person or persons,or to the property of any person(s) or corporation(s) occurring during the performance of thisAgreement and caused by the sole negligence ofthe City, its agents, officers and/or employees. Cityand County agree that any liability or damages as stated above occurring during the performance ofthis Agreement caused by thejoint comparative negligence oftheir employees, agents and officersshall be determined in accordance with the comparative responsibility laws of the State of Texas.

VI. GOVERNING LAWNENUE

This Agreement is expressly made subject to City's Governmental Immunity and County'sSovereign Immunity, Title 5 ofthe Texas Civil Remedies Code and all applicable State ofTexas andFederal Laws. This Agreement and all matters pertinent thereto shall be construed and enforced inaccordance with the laws of the State of Texas and venue shall lie exclusively in Dallas County,Texas.

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EXECUTED THIS day of , 2000

COUNTY OF DALLAS

BY: Lee F. JacksonCounty Judge

APPROVED AS TO FORM:

BY: John Dahill,Advisory Chief Civil SectionAssistant District Attorney

CITY OF HUTCHINS

BY: Mary WashingtonMayor

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Recommended by: _Betty Culbreath-Lister, Director

4

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESHealth Division

BETIY CULBREATH-LISTERDIRECTOR

MEMORANDUM

TO:

FROM:

DATE:

Commissioners Court

Betty Culbreath-Lister, Director

February 8, 2000

SUBJECT: AGREEMENT WITH THE CHARLTON METHODIST HOSPITAL

BACKGROUND OF ISSUE

Charlton Methodist Hospital desires to enter into an agreement with Dallas County Health andHuman Services (DCHHS), to offer its second-year residents clinical experi~nce in the field ofpublic health. Dallas County Health and Human Services shall provide Charlton Methodist Hospitalsecond-year residents in the Family Practice Residency Program the opportunity to obtain practicalclinical and field experience by working with a public .health nurse and Disease InterventionSpecialist in the County's various "clinics or facilities", including but not limited to theImmunization Clinic, Tuberculosis Clinic, the Well Baby Clinic, and the STD Clinic.

IMPACT ON OPERATIONS

This Agreement with the Charlton Methodist Hospital will have no impact on operations.

LEGAL CONSIDERATIONS

The County Judge is required to sign the Agreement after approval by the Commissioners Court.The District Attorney's Office, Civil Section has reviewed and modified the Agreement content, andthe Agreement has been approved as to form.

2377 N.Stemmons FreewaySuite 644 - LB 12

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

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Page 2 of2

FINANCIAL CONSIDERATIONS

There is no cost to the County for providing these services.

PROJECT SCHEDULE

This Agreement shall be effective by both parties for the period of February 1, 2000 throughJanuary 31, 2001.

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approves theAgreement with the Charlton Methodist Hospital, and authorizes the County Judge to sign theAgreement on behalf of Dallas County.

Recommended bY:--::'&~~~4---~~~~~ftd!.

BCLlot


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2377 N.Stemmons FreewaySuite 644 • LB 12

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

"EXHIBIT A"

RELEASE AND WAIVEROF CLAIMS

WHEREAS, Dallas County, Texas, on behalf of Dallas County Health and Human Services andthe Charlton Methodist Hospital, Family Practice Residency have agreed to provide a clinicalsetting for the Participant to observe and learn the various practices and procedures involved inthe field of public health by working with a public health nurse (the "Program");

WHEREAS, participation under the Agreement will include entering various County clinics andfacilities including but not limited to the Immunization Clinic, Tuberculosis Clinic, the WellBaby Clinic, and the STD Clinic, as well as working and interacting with sick patients and theirfamilies;

WHEREAS, in consideration of the foregoing, the undersigned Participant in the Programwaives any and all claims for damages, including but not limited to the following; any premisesdefects known or unknown to the County; any injury to the undersigned Participant; any injury toother individuals present during the undersigned Participant's involvement under the terms andconditions of the Agreement; and any damage to property;

WHEREAS, the undersigned Participant acknowledges that he/she has read the full text of thisRelease and Waiver of Claims; and

NOW THEREFORE, the Participant hereby forever waives and releases Dallas County, itsCommissioners, directors, officers and employees from any and all claims, demands or causes ofaction which may arise as a result, directly or indirectly, ofParticipant's involvement in theProgram. To the fullest extent allowed by law, the Participant agrees to indemnify, holdharmless, protect and defend Dallas County, its officers and employees against all claims,demands, actions, suits, losses, damages, liabilities, costs and/or expenses ofevery kind andnature (including, but not limited to court costs, litigation expenses and attomeys'fees), suchexpenses to be paid as they accrue, and all recoverable interest thereon, incurred by or sought tobe imposed because of injury (including death) or damage to property (whether real, personal orinchoate), arising out of or in any way related to the undersignedParticipant'sinvolvement in theProgram.

This Release and Waiver of Claims shall be binding upon the undersigned Participant, his/herheirs, successors, assigns, administrators and executors.

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12

PARTICIPANT

Signature

Printed Name

Date

DALLAS COUNTY HEALTH ANDHUMAN SERVICES

BY:

TITLE

13

SWORN TO AND SUBSCRIBED before me on this, the __ day of , 2000.

Notary Public in and for the State ofTexas

Notary's Printed Name

My Commission Expires:

2

STATE OF TEXAS

COUNTY OF DALLAS

}}}}

I.

AGREEMENT BETWEEN CHARLTONMETHODIST HOSPITAL ANDDALLAS COUNTY HEALTHAND HUMAN SERVICES

CONTRACTING PARTIES

This Agreement is made by and between Dallas County (hereinafter referred to as"County") on behalf of Dallas County Health and Human Services and Charlton MethodistHospital (hereinafter referred to as "Hospital").

II.

SCOPE OF SERVICES

The Hospital by and through the second-year residents in its Family Practice ResidencyProgram shall have the opportunity to obtain practical clinical and field experience by workingwith a public health nurse and Disease Intervention Specialist in the County's various "clinics orfacilities", including but not limited to the Immunization Clinic, Tuberculosis Clinic, the WellBaby Clinic, and the STD Clinic. The Hospital shall select and assign the students incollaboration with the County clinic or facility supervisor, and shall provide a list of residentschedules, individual personal data sheets, or other pertinent information requested by eachCounty clinic or facility. Both parties shall agree in advance to the nature ofthe assignment priorto the beginning of each clinical experience.

III.

CONSIDERATION

For and in consideration of the promises and agreements herein set forth, each"Participant", including but not limited to a resident, intern, employee, and representative of theHospital shall be permitted to enter County's clinics or facilities, to conduct their course of studyonce the "Waiver and Release of Claims" attached hereto as "Exhibit A" and incorporated hereinfor all purposes has been properly executed by both parties to the Agreement.

IV.

CONTRACT AMOUNT

There is no cost to County in that there is no financial reimbursement for the Participant'sservIces.

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V.

CONTRACT TERM

The tenn of this Agreement shall be February 1, 2000 through January 31, 2001.

VI.

TERMINATION

Either of the parties shall have the right in each party's sole discretion and at its soleoption to tenninate this Agreement by giving to the other party thirty (30) days written notice ofits intention to tenninate.

VII.

NOTICE

Any notice required or pennitted under this Agreement shall be given by certified mailpostage prepaid, return receipt requested, addressed as follows:

TO COUNTY:

Director ofHealth and Human ServicesDepartment ofHealth and Human Services2377 N. Stemmons FreewaySuite 300 - LB 12Dallas, Texas 75207-2710

XIII.

LIABILITY

TO HOSPITAL:

Dr. Luis C. PalaciosProgram DirectorCharlton Methodist HospitalFamily Practice Residency3500 W. Wheatland Rd.Dallas, Texas 75237

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The Hospital also acknowledges that each oftheiParticipants under this Agreement willbecome familiar with and abide by the rules and regulations established byCounty and any of itsclinics or facilities. The Hospital also agrees to require the assigned Participantto provide proofof professional liability coverage prior to participating in the program under this Agreement. It isunderstood by both parties that the County is ultimately responsible for allpatientcare under thetenns and conditions of this Agreement.

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IX.

RELEASE

Each Participant must sign the Release and Waiver of Claims attached hereto beforeentering any of County's clinics or facilities and participating in the program under thisAgreement.

X.

AMENDMENT

This Agreement may be modified or amended only by mutual agreement of the parties ifit is in writing and signed by both parties to this Agreement.

XI.

AGENCY

Hospital acknowledges that any Participant in this program will not serve as an agent oran employee of County by virtue of this Agreement.

XII.

MUTUAL AGREEMENT

Except as provided by law, the Hospital and County mutually agree not to discriminateon the basis ofrace, color, creed, age, national origin, or sex, nor will either party discriminate onthe basis ofhandicap under Section 504 of the Rehabilitation Act of 1973 or on the basis ofdisability under the Americans with Disabilities Act of 1990.

XIII.

APPLICABLE LAW

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

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XlV.

SEVERABILITY

If any provision of this Agreement shall be held invalid, void or unenforceable, theremaining provisions hereof shall not be affected of impaired, and such remaining provisionsshall remain in full force and effect.

XV.

FORMAL COURT APPROVAL

This Agreement is expressly subject to and contingent upon formal approval by theDallas County Commissioners Court.

By their signatures below, the duly authorized representatives of the County and Hospitalaccept the terms of this Agreement in full.

EXECUTED this the __ day of , 2000

COUNTY OF DALLAS HOSPITAL

BY: Lee F. JacksonCounty Judge

APPROVED AS TO FORM

BY: John B. DahillChief, Civil Section

BY: Luis C. Palacios, M.D.Program Director

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Recommended by: ----Betty Culbreath-Lister, Director

4

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICESHealth Division OOF£B-2 Pl1 ~:OO

BErry CULBREATH-LISTERDIRECTOR

MEMORANDUM

TO:

FROM:

DATE:

COMMISSIONERS COURT


February 8,2000

SUBJECT: AMENDMENT TO TEXAS DEPARTMENT OF HEALTH CONTRACT#75600090562000, ATTACHMENT #08C

BACKGROUND

An amendment to Texas Department of Health (TDH) Contract #7560009056 2000,Attachment #08C, STD-Training has been received from TDH. This Attachment forSTD-Training is being amended by TDH to add funds in the categories of personnel,equipment, supplies, other, and delete funds in the category of indirect charges. Theterm of this contract amendment is April 1, 1999 through March 31,2000.


Attachment #08C, STD-Training of the Texas Department of Health contractamendment will have no impact on operations.


Attachment #08C, STD-Training adds $3,669 in the category of personnel, $9,010 inthe category of equipment, $9,076 in the category of supplies, $6,762 in the categoryof other, and deletes $986 in the category of indirect charges.


The Commissioners Court is required to approve the amendment of Attachment #08C,STD-Training of the Texas Department of Health contract.


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

18

Commissioners CourtFebruary 8,2000

Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approvesthe amendment of the Texas Department of Health Contract #7560009056 2000,Attachment #08C (STD-Training) to add $3,669 in the category of personnel, $9,010in the category of equipment, $9,076 in the category of supplies, $6,762 in thecategory of other, and deletes $986 in the category of indirect charges.

Recommended by:

ZT:djb

c: J. Allen Clemson, Court AdministratorVirginia Porter, County AuditorPhil Scheps, Budget Officer

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

STATE OF TEXAS

COUNTY OF TRAVIS

TEXAS DEPARTMENT OF HEALTH1100 WEST 49TH STREET

AUSTIN, TEXAS 78756-3199.'"

TDH Document No.756OQ09056 2000

CONTRACTCHANGENOTICENO.2~

The Texas Department'of Health, hereinafter referred to as RECEIVING AGENCY, did heretofore enter into a contract in writing withDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as PERFORMING AGENCY.The parties thereto now desire to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ATT. NO. 08C: STD - TRAINING

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

EXECUTED IN DUPLICATE ORIGINALS ON THE DATES SHOWN.

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

PERFORMING AGENCY:

DALLAS COUNTY HEALTH AND HUMAN SERVICESDEPARTMENT

By: _

(Signature of person authorized to sign contracts)

(Name and Title)

Date: _

RECOMMENDED:

By: _

(PERFORMING AGENCY Director, if differentfrom person authorized to sign contract)

RECEIVING AGENCY:

:XA:4/~(Signatur~person authorized to sign contracts)

Sidney P. Shelton, ChiefBureay of Financial Services

(Name and Title)

Date: ----'l)F-I_-.......cz:.L..'_1.L.--....L.I)~oott:-- _

SW GMD - Rev. 3/99

Cover Page 1

20

DETAILS OF ATTACHMENTS

Att/ TDH Term Financial Assistance Direct Total AmountAmd ProgramJ

Begin End Source of AmountAssistance (TDH Share)

No. IDFunds*

01C STDIHIV 01101199 12/31199 93.940 93.977 800,085.00 19,670.86 819,755.86

02C TB/PC 01101199 12/31199 93.116 730,997.00 0.00 730,997.00

03A HIV/SURV 01101199 12/31199 93.944 93.940 298,357.00 0.00 298,357.00

O4A IMM/LOCALS 01101199 12/31199 State 93.268 694,047.00 0.00 694,047.00

05 IMMIHEP 01101/99 12/31/99 93.268 134,195.00 0.00 134,195.00'"

06A HANSENS 01101199 12/31199 93.215 55,141.00 0.00 55,141.00

07A HIVIRW 04/01199 03/31100 93.917 769,108.00 0.00 769,108.00

08C STD/TRNG 04/01199 03/31100 93.978 475,988.00 0.00 475,988.00

09 STDIHIV 09/01199 08/31/00 State 81,037.00 75,985.72 157,022.72

10 HIV/SRVS 09101/99 08/31100 State 959,676.00 0.00 959,676.00

11 IMM/INNRCITY 09101199 08/31100 State 255,389.00 43,598.00 298,987.00

12 TB/PC 09/01199 08/31100 State 541,192.00 0.00 541,192.00

13A BRLHO 09/01199 08/31100 State 93.991 227,285.00 35,100.00 262,385.00

14 REFUGEE 10101199 09/30100 State 93.576 156,945.00 0.00 156,945.00

15 IMM/LOCALS 01101100 08/31100 State 93.268 462,698.00 0.00 462,698.00

TDH Document No.7560009056 2000 Totals $6,642,140.00 $174,354.58 $6,816,494.58Chan2e No. 24

*Federal funds are indicated by a number from the Catalog of Federal Domestic Assistance (CFDA), if applicable. REFER TOBUDGET SECTION OF ANY ZERO AMOUNT ATTACHMENT FOR DETAILS.

Cover Page 2

21

TEXAS DEPARTMENT OF HEALTH

RECEIVING AGENCY PROGRAM: BUREAU OF HIV AND STD PREVENTIONPERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMANSERVICES DEPARTMENTCONTRACT TERM: 04/0111999 THRU: 03/3112000 BUDGET PERIOD: 04/0111999 THRU 03/3112000TDHDOC. NO. 7560009056200008C CHG.24

REVISED CONlRACT BUDGET

NEW OR REVISEDBUDGET (C)

CHANGEREQUESTED (B)

11~==========F=;r=IN=A=N=C=I=A=L==A=S=S:::;r,~==S=T=A=N==C=E======;:======dll

IOBJECT CLASS CATEGORIES CURRENT APPROVED Ii

, BUDGET (A) II

Pers.onnel

Fringe Benefits

Travel

Equipment *Supplies

Contractual

Other

$148,892.00

39,742.00

3,425.00

7,600.00

2,750.00

199,349.00

7,420.00

$3,669.00

0.00

0.00

9,010.00

9,076.00

0.00

6,762.00

$152,561.00

39,742.00

3,425.00

16,610.00

~1,826.00

199,349.00

14,182.00

Total Direct Charges

Indirect Charges

TOTAL

PERFORMING AGENCY SHARE:

Program Income (Carryover)

Program Income (Projected)

Other Match

409,178.00

39,279.00

$448,457.00

0.00

0.00

0.00

28,517.00

(986·00)

$27,531.00

0.00

0.00

0.00

437,695.00

38,293.00

$475,988.00

0.00

0.00

0.00

RECEIVING AGENCY SHARE

PERFORMING AGENCY SHARE

$448,457.00

$0.00

$27,531.00

$0.00

$475,988.00

$0.00

Detail on Indirect Cost Rate Type:

Rate 25.10% Base $152,561.00 Total $38,293.00

BudgetJustification: Increase in allocation due to supplemental funding.

Form No. GC-9

FinanciaFstatus reports are due the 30th of July, 30th of October, 30th of January, and the 15th of May.

* Equipment list attached.

The indirect cost amount shown above is based upon an expired rate, which may be used for a six-month grace period fromexpiration date. If an approved rate for the succeeding annual period, justifying this amount, is not filed with RECEIVINGAGENCY by the end of the six-month grace period, the UGMS rate will be applied retroactively to the beginning of the six-monthgrace period. Indirectcharges to this contract may not exceed the amount shown above, except by prior written approval ofRECEIVING AGENCY.

22

PERFORMING AGENCY: DALLAS COUNTY HEALTH' AND HUMAN SERYXCES DEPARTMENT

RECENING AGENCY PROGRAM: BUREAU OF HIV AND SID PREVENTION

TDH DOC. NO: 7560009056 QQATI'ACHMENT NO:Q.8.C..CHANGE NO: 24

I' II

ITEM

001

A 002

003

004

DESCRIPTION

Hewlett Packard OfficeJet Pro series model1175C printer, scanner and copier all-in-one.PC-Assisted Faxing, 30-page AutomaticDocument Feeder, KMT Office on ColorSoftware with Templates for SmallOffice/Home Office Users/Corporate Users.Caere OrnniPage Limited Edition OCR,Adobe PhotoDeluxe Image Editor software,KMT Office in Color, WinFax PROsoftware, Microsoft Windows 95, 98, NY,486/66 processor or above, 16MB RAM,45MB free hard disk space, .176MBadditional hard disk space after productsoftware installation, CD-ROM driverecommended, 256-color SVGA monitor.

HP Year 2000 Hardware Compliant.

Hitachi Multimedia projector with 1QQ ANSIlumen power, true S-XGA, SVGAResolution with a laser pointer, focusfeature, and cable and port connections for alaptop computer.

Toshiba Intel Mobile Pentium II Processor,4QQMHz, 64MB SDRAM, 64MB-192MBSDRAM, 14.1" 1024 x 766 TFT activematrix color display, 6.4BB Ultra DMA,2.5" EIDE, DVD-ROM, IntegratedV.901K56 modem, Windows 98 w/ duallinked Win95/98 Configuration Builder CD,Optional Prot Replicator, 1 Yr Parts, Laborand Battery Warranty.

Hitachi Multimedia Projector with 1100ANSI lumen power, true S-XGA, SVGAResolution, laser pointer, focus feature, andcable/port connections for a laptop

NO. OFUNITS

1

o

1

1

UNITCOST

$649.00

$0.00

$2,499.00

$7,600.00

EXTENSION

$649.00

$0.00

$2,499.00

$7,600.00

23

Equipment List - Page 1

I REVISED EQUIPMENT LIST INO. OF UNIT

ITEM DESCRIPTION UNITS. COST EXTENSION

* 005 Nikon Alphaphot-2 Binocular Microscope 2 $1,448.00 $2,896.00Complete Package including:#85600 Alphaphot-3 Stand with Power Cord,~1anual and Dust Cover, #85602 BinocularBody, #85603 Mechanical Stage, #85604lOX Eyepieces (2), #85606 AbbeCondenser, #85607 Blue Filter, #85608 4XAchromat Objective, #85609 lOX AchromatObjective, #85610 40X Achromat Objective,#85811 100XOIL Achromat Objective,#79099 6V20W Halogen Bulb, #76997 LensTissue - Pkg of 50 sheets, #76999 8CCImmersion Oil.

* 006 Dell Pentium III 500MHz with integrated 2 $1,483.00 $2,966.00NIC, 128MB Non-ECC SDRAM (lDIMM),Windows 95 Keyboard, 15" Dell M570monitor, 604GB EIDE, 3.5" 1.44MB FloppyDrive, Microsoft Windows 98 with CDmedia, FAT 32 (2nd Edition), MicrosoftSystem Mouse, 17/40X CD-ROM, ReducedDocumentation, 5 Slot Active Riser, 3 YearNext Business Day On-Site Service. AltecLansing ACS-22 Two Piece Speaker System.

TOTAL $16,610.00

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

This transaction approves the changes to the equipment list marked with anasterisk (*).

A _ Item(s) has been deleted.

Equipment List - Page 2

24

,~ • i

r' ,-, f(~- ;-,-_ ') CO UN T'(DALLAS COUNTY '-"~': 'I d,'" ·:····.;';5 COUf(TDEPARTMENT OF HEALTH AND HUMAN SERVICE~(\ Fr-,.., ,D,U f.,. 00Health Division u to - 2 n ~

BErry CULBREATH-LISTERDIRECTOR

MEMORANDUM

TO:

FROM:

DATE:

COMMISSIONERS COURT


February 8, 2000

SUBJECT: TEXAS DEPARTMENT OF HEALTH CONTRACT #75600090562001,ATTACHMENT #04

BACKGROUND

Texas Department of Health (TDH) Contract #7560009056 2001, Attachment #04 (STD-HIV),provides programs to control the spread of Sexually Transmitted Diseases (STDs) and toconduct Prevention Counseling and Partner Elicitation (PCPE) activities to reduce the spreadof human .immunodeficiency virus/acquired immunodeficiency syndrome (HIV/AIDS). Thisattachment is effective January 1,2000 and will expire on December 31,2000.


Attachment #04 of the Texas Department of Health contract continues to fund fourteen (14) fulltime positions and add two new full-time positions. The Texas Department of Health awardedDCHHS additional funding for two new positions (1) one disease intervention specialist, and (1)one phlebotomist for a Syphilis Elimination Initiative. These two people will screen Dallas Countyinmates for Syphilis and HIV. The Budget and Evaluation Department has been forwardedregarding this request which requires final approval by the Civil Service Commission. There isno additional impact to Dallas County for this contract.


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


Attachment #04, STD-HIV, provides $596,271 for salaries and fringe benefits. A total of $665,071is needed to fund the current fifteen (15) full-time positions; nine (9) Disease InterventionSpecialist III, one (1) Disease Intervention Supervisor, one (1) STD Operations Supervisor, two(2) Clerk III, one (1) Clerk Typist I, one (1) Clerk I, and two new positions; one (1) DiseaseIntervention Specialist III, and one (1) Phlebotomist. The $68,800 represents County match. Inaddition, Attachment #04 provides $25,618 in contractual funds to fund a subcontract with acommunity base organization for STD-HIV Prevention media campaigning.


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

25


Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners Court approves the TexasDepartment of Health Contract #75600090562001, Attachment #04 (STD-HIV), and authorizes theCounty Judge to sign the contract.

Recommended bY:~~~~~U~'!!f:=.~~:#l~-

ZT:djb


26

2377 N.Stemmons FreewaySuite 644 - LB 12

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

STATE OF TEXAS

COUNTY OF TRAVIS

TEXAS DEPARTMENT OF HEALTH1100 WEST 49TH STREET

AUSTIN, TEXAS 78756-3199'"

TDH Document No.7560009056 2001

CONTRACT CHANGE NOTICE NO. 03

The Texas Department of Health, hereinafter referred to as RECEIVING AGENCY, did heretofore enter into a oontract in writing withDALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as PERFORMING AGENCY.The parties thereto now desire to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ATTJ NO. 04: STD - HIV

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

EXECUTED IN DUPLICATE ORIGINALS ON THE DATES SHOWN.

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

PERFORMING AGENCY:

DALLAS COUNTY HEALTH AND HUMAN SERVICESDEPARTMENT

By: _

(Signature of person authorized to sign contracts)

(Name and Title)

Date: _

RECOMMENDED:

By: _

(PERFORMING AGENCY Director, if differentfrom person authorized to sign contract)

RECEIVING AGENCY:

:72/~, (Signa~ of person authorized to sign contracts)

Sidney P. Shelton, ChiefBureau of Financial Services

(Name and Title)

Date: tJ/- /8 -00

SW GMD - Rev. 3/99

Cover Page 1

27

DETAILS OF ATTACHMENTS

AttJ TDH Term Financial Assistance Direct Total AmountAmd Program!

AmountAssistance (TDH Share)

No. ID Begin End Source ofFunds*

01 TB/PC 01101100 12/31100 93.116 730,997.00 0.00 730,997.00

02 HANSENS 01101100 12/31100 93.215 41,248.00 0.00 41,248.00

03 HIV/SURV 01101100 12/31100 93.944 93.940 232,090.00 0.00 232,090.00

04 STDIHIV 01101100 12/31100 93.940 93.977 731,506.00 0.00 731,506.00

TDH Document No.7560009056 2001 Totals $1,735,841.00 $0.00 $1,735,841.00Change No. 03

*Federal funds are indicated by a number from the Catalog of Federal Domestic Assistance (CFDA), if applicable. REFER TOBUDGET SECTION OF ANY ZERO AMOUNT ATTACHMENT FOR DETAILS.

Cover Page 2

28

DOCUMENT NO. 7560009056-01ATTACHMENT NO. 04

PERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICES. #;

DEPARTMENT

RECEIVING AGENCY PROGRAM: BUREAU OF HIV AND STD PREVENTION

TERM: January 01, 2000 THRU: December 31, 2000I

SECTION I. SCOPE OF WORK:

PERFORMING AGENCY shall conduct programs, including a syphilis elimination project, tocontroJ the spread of Sexually Transmitted Diseases (STDs) through Prevention Counseling andPartner Elicitation (PCPE) activities and shall provide, or have provided, social/support andmedical care services to reduce the spread of human immunodeficiency virusIacquiredimmunodeficiency syndrome (HIVIAIDS).

PERFORMING AGENCY shall establish a community coalition and collaborative partnershipwith local businesses, community clinics, and community based organizations most affected bysyphilis, as well as with appropriate local and institutional partners, in order to implement theSyphilis Elimination Project objectives.

PERFORMING AGENCY shall develop a syphilis outbreak response plan and, in conjunctionwith the community coalition, a syphilis elimination plan. Syphilis screenings. in correctionalfacilities will be enhanced, as well as the current syphilis surveillance system. PERFORMINGAGENCY shall assist RECEIVING AGENCY Program in activities associated with syphilisoutbreaks in parts of the state outside PERFORMING AGENCY'S jurisdiction, as needed.

PERFORMING AGENCY shall comply with all applicable federal and state laws, rules,regulations, standards, and guidelines in effect on the beginning date of this contract Attachmentunless replaced by subsequent amendment. These include the following:

• 1998 STD Treatment Guidelines - 1998; 47 (No. RR-1):09:24 Centers for Disease Controland Prevention (CDC);

• Recommendations for the Prevention and Management of Chlamydia TrachomatisInfections.- 1993:08:06 (CDC);

• Policy Guidelines for Prevention and Management of Pelvic Inflammatory Disease (PID) -1991 :04:26 (CDC);

• STD Clinical Practice Guidelines - 1991 (CDC);• RECEIVING AGENCY'S HIV/STD Guidelines - 1998;• Guidelines for STD Control Program Operations - 1988:09:01 (CDC);• Section 318 of the Public Health Service Act (PHS) (42 USC 247c), as amended;

ATTACHMENT - Page 1

29

• Relevant portions of Chapter 6A (PHS) of Title 42 (The Public Health and Welfare) of theUnited States Code, as amended;

• Chapters 81 and 85 of the Texas Health and Safety Code; and, .• RECEIVING AGENCY'S Client Services Standards for Public Health and Community

Clinics, revised June 1997. .

Any amended guidelines will become effective within thirty (30) days of receipt byPERFORMING AGENCY. If PERFORMING AGENCY does not consent to comply with theseguidelines, PERFORl\.1ING AGENCY may exercise the termination option set out in the GeneralProvisions .'

PERFORMING AGENCY shall perform all activities in accordance with PERFORMINGAGENCY'S work plan as revised, objectives, timelines and detailed budget as approved byRECEIVING AGENCY Program and in accordance with policies adopted by RECEIVINGAGENCY Program and provided to PERFORMING AGENCY. All of the above nameddocuments are incorporated herein by reference and made a part of this contract Attachment. Anyrevisions or additions to said documents shall be approved by RECEIVING AGENCY Programand transmitted in writing to PERFORMING AGENCY.

PERFORMING AGENCY shall perform the following PCPE services:

1. Ensure that all STD clinic patients are offered information and education about HIVISTDinfection. Information and education may be pamphlets and/or video programs orHIVISTD messages given by health department staff;

2. Offer culturally competent and effective prevention counseling based on RECEIVINGAGENCY Program-approved model; and,

3. Use scannable forms or other comparable data collection systems supplied or approved byRECEIVING AGENCY Program for those clinic patients who receive preventioncounseling.

PERFORMING AGENCY shall develop and implement an effective, trackable referral systemwith written procedures by which HIVISTD reciprocal linkages are established with other serviceproviders (especially other RECEIVING AGENCY-funded providers) for the purpose of obtainingmedical care and social!support services to meet the needs of clients.

PERFORMING AGENCY shall submit confidential reports of diagnosed cases of syphilis asrequired to RECEIVING AGENCY Program in a manner and in a format provided byRECEIVING AGENCY Program and described below in PERFORMANCE MEASURES.

PERFORMANCE MEASURES

ATTACHMENT - Page 2

30

The following performance measure(s) will be used to assess, in part, PERFORMINGAGENCY'S effectiveness in providing the services described in this contract Attachment, withoutwaiving the enforceability of any of the other terms of the contract.

PERFORMING AGENCY shall provide ninety percent '(90%) of the 2,500 persons whoare diagnosed as a case of Primary or Secondary Syphilis with education, partnerelicitation and partner notification, social/support and medical care services. The personswho receive the services shall be those who live or receive services in the followingcounty(ies)/area: Dallas..

I

Eighty percent (80%) of the current fiscal year impact and process objectives shall be metas referenced by the 2000 Program Objectives and Indicators Report.

The following STD clinical services shall be provided:,.

1. A minimum of 90% of clients seeking STD diagnostic and/or treatment services atpublic STD clinics during normal operating hours will be medically served thesame day; and,

2. At least 99% of clients seeking STD diagnostic and/or treatment services in publicSTD clinics are medically managed according to protocols .in the "STD ClinicalPractice Guidelines" - 1991 (CDC) and "STD Treatment Guidelines" - 1998; 47(No. RR-1) (CDC) (or most current version).

Reports and Narratives:

1. Narratives and objectives - Due semi-annually on the 20th day of July and January.

2. STD Management Information System (STD MIS) data - Due weekly on Friday by5:00 p.m.

3. Congenital Syphilis Case Investigation and Infant Syphilis Control Record - Dueto RECEIVING AGENCY, Bureau of HIV and STD Prevention, thirty (30)calendar days after the case is reported to the local health department.

4. Syphilis elimination objectives progress report shall be included in a separatesection of the semi-annual report, due on the 20th day of July and January.

SECTION II. SPECIAL PROVISIONS:

PERFORMING AGENCY shall authorize their staff to attend training, conferences, and meetingsfor which funds were budgeted and approved by RECEIVING AGENCY Program.

ATTACHMENT - Page 3

31

32

PERFORMING AGENCY's personnel shall be made available to staff a Rapid Intervention Team(as referenced in the "Outbreak Response Plan" of the Comprehensive STD Prevention Systems[CSPS] Announcement Number 99000 Federal Grant application dated October 2, 1998) in theevent of a disease "Outbreak" as interpreted by RECEMNG A9ENCY Program.

PERFORMING AGENCY's personnel shall travel to other Texas jurisdictions that may not beincluded in PERFORMING AGENCY's Service Area or Region as requested by RECEIVINGAGENCY Program during this event.

PERFORMING AGENCY personnel shall submit all travel expenses (including accommodationsand meals), while in another Texas jurisdiction, to RECEIVING AGENCY Program or the hostjurisdiction. If PERFORMING AGENCY'S travel requests to RECEIVING AGENCY Programexceed the amount budgeted, this contract Attachment shall be amended to cover allowable costsaccording to the PERFORMING AGENCY'S approved travel plan or, if there is no approvedtravefplan, in accordance with the State's travel rates as set out for its employees.

RECEIVING AGENCY Program will supply PERFORMING AGENCY with the most currentversion of the document entitled "Content of AIDS-Related Written Materials, Pictorials,Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers forDisease Control Assistance Programs," and PERFORMING AGENCY shall provide RECEMNGAGENCY Program with written acknowledgment of receipt and assurance of compliance withthese guidelines.

Due to the sensitive and highly personal nature of STD HIV/AIDS-related information, strictadherence to the General Provisions, Confidentiality Article, is required.

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

1. Disease Intervention Specialist (DIS) shall successfully complete the following trainingwithin six (6) months of employment:a. STD Employee Development Guide;b. two (2) week Introduction to STD Intervention course;c. training to perform venipuncture; and,d. PCPE training.

2. First-line supervisors shall have completed, within one (1) year of becoming a supervisor,all training requirements of a DIS, plus:a. attended the Principles of Supervision in STD Control course;b. attended the STD Intervention for Supervisors course; and,c. attended the Quality Assurance for HIV PCPE course.

ATTACHMENT - Page 4

3. Program Managers shall have completed, within one (1) year of becoming a programmanager, all training requirements of a DIS and fIrst-line supervisor.

4. All staff shall have successfully completed, within s~ (6) months of employment,RECEMNG AGENCY (TDH)-provided Cultural Competency Training course entitled,"The Never-Ending Journey."

ATTACHMENT - Page 5

33

SECTION ID. BUDGET:

PERSONNEL

FRINGE BENEFITS

TRAVEL

EQUIPMENT

Sl)PPLIES

CONTRACTUAL

OTHER

;' TOTAL DIRECT CHARGES

INDIRECT CHARGES

TOTAL

Total reimbursements will not exceed $ 731,506.00.

$483,609.00

112,662.00

51,870.00

0.00

3,853.00

25,618:00

6,221.00

$683,833.00

47,673.00

$731,506.00

34

Financial status reports are due the 30th of April, 30th ofJuly, 30th of October, and the 30th ofMarch.

The negotiated indirect cost amount shown above is less than the maximum allowed by UGMS.Indirect charges to this contract may not exceed the amount shown above, except by .prior writtenapproval of RECEMNG AGENCY.

ATTACHMENT - Page 6

DAlUSUUMOUSUIIlI.UUOM

.amln.on

February 1,2000

Dallas Area Household Haz!!!dfA~~t~~~~(t! NetworkSandra W. Cook, Program Manager L U t-f. . ~ ). ~.I:';;::" f TY

"-.J -. L~. Ii ~ CQUF? T

00 FEB -2 PH 1: 2~

TO: Allen ClemsonCourt Administrator

FROM: SandyCoo~ /HHW Prog~ager

SUBJECT: Request to schedule a Briefing

Please schedule the enclosed briefing for Court on February 8. The briefing requests approval ofan amendment to the interlocal agreement between Dallas County and City of Irving for theHousehold Hazardous Waste program. The Amendment is for clarification and codification ofcurrent operating policies. It neither changes the terms of the agreement nor impacts the Countyfinancially. It has been reviewed by both the Budget Office and District Attorney. A copy of theamendment is attached to the briefing. Copies of the original agreement and subsequentamendments are available on request from this office.

A Court Order and three original copies for execution are attached.

Office of the County Fire Marshal, 10056 Marsh Lane, Ste. 8102, Dallas, Texas 75229

(214) 904-3017

35

illIOuCATtOtI

ULUSliUMOUSEMOLIMlIliUDUS

w,mlnWOIl

Da"a~ Area Household Hazardous Waste NetworkSandra W. Cook, Program Manager

To:

January 21, 2000

Dallas County Commissioners Court

From:

Through:

Subject:

~.

Sandra W. Cook, HHW proram Manag{rdlJ2/

\: ()Jim Badgett, Fire Marshal >. ~j . b .

0'

FYOO Amendment to Household Hazardous Waste Interlocal Agreement BetweenDallas County and the City of Irving

36

BackgroundOn March 24, 1998, Court Order #98-596 approved an Interlocal Agreement (ILA) betweenDallas County and the participating cities of the Dallas Area Household Hazardous WasteNetwork to implement an ongoing Home Chemical Collection Program. The ILA automaticallyrenews each fiscal year on October 1. The City of Irving has requested to add an Amendment toits FYOO ILA. The amendment reflects the dates of the renewal period, confirms the city'sbudget during the fiscal year, and codifies existing practices in regard to scheduling, billing andreporting. The amendment does not impact the County financially or change the terms andconditions of the ILA. It has been reviewed by the CiviLDistrict Attorney and is includedherein. The purpose of this briefing is to request authorization of the Amendment to the City ofIrving's Interlocal Agreement.

Conditions of the Interlocal Agreement and FYOO AmendmentThe Interlocal Agreement provides for the participating. cities to pay all collection and disposalcosts. It further obligates the cities for all program "Operational" costs which are not covered bygrant funds. "Operational" costs, as detailed below, are/collected from the cities quarterly inadvance.

A Program Budget Summary is included in the ILA Amendment as Attachment B2000. Itindicates the amounts of city and grant contributions toward the program. It also includes anestimate of the in-kind and indirect contributions frorrrthe County, as detailed below. A"Calculation of FY 2000 Quarterly Operational Costs"forms Attachment D2000 of theAgreement and provides the basis for billing of Operational costs to the cities.

Financial Impact and ConsiderationsThe Amendment incurs no additional financial commitment from the County. At present, theCounty provides office space, phone service, office furnishings, and indirect costs valued at$40,158 annually. The cities have agreed to pay Operational costs of$265,591 andCollection/Disposal costs of $446,409. Operational costs include staff salaries and benefits,supplies, vehicle maintenance, equipment, postage, printing, and program advertising.

Office of the County Fire Marshal, 10056 Marsh Lane, Ste. 8102, Dallas, Texas 75229

(214) 904-3017

RecommendationIt is recommended that Commissioners Court approve the FYOO Amendment to the InterlocalAgreement for the Household Hazardous Waste Program and authorize the County Judge to signall related documents.

37

ApprovedO/-Olc- COResolution#Ot -Olr-(;O- 0/11

STATE OF TEXASCOUNTY OF DALLAS

00FY~AMENDMENT TO THE INTERLOCAL AGREEMENT BETWEEN CITY OF IRVING, TEXAS,

AND DALLAS COUNTY, TEXAS, FOR THE HOUSEHOLD HAZARDOUS WASTE NETWORK

WHEREAS, on June 1, 1998, the City of Irving, Texas, hereinafter called "City," and the County ofDallas, Texas, hereinafter called "County," entered into an interlocal agreement (ILA) tojoin the Household Hazardous Waste (HHW).Network to coordinate the planning andimplementation of a hazardous waste collection system from April!, 1998 throughSeptember 30, 1998; and

WHEREAS, provision for automatic renewal of the ILA is contained in Section V, page 3 of the ILA;and

WHEREAS, the City and the County renewed the ILA from October 1, 1998 through September 30,1999; and

WHEREAS, the Home Chemical Collection Program operated successfully during the term of theagreement; and

WHEREAS, the City and the County wish to amend and extend the ILA for another year;

NOW THEREFORE THIS AMENDMENT is hereby made and entered into by the City and the Countyto amend the following provisions of the Interlocal Agreement for the Household Hazardous WasteNetwork.

1. The following sections of the Agreement are replaced with the accompanying language:

A. Term: The term of the amended agreement shall be January 6,2000, throughSeptember 30, 2000.

B. Sec. II, Iteml: The City will provide a sum not to exceed $50,000 for disposal, set up,operational, and transportation costs for HHW.collection for residents of theCity.

C. Sec. II, Para. 1: The City acknowledges that the financial responsibility for disposal, set up,and transportation costs rests with the City. The City further acknowledgesfinancial responsibility for a proportional share of the program operationalbudget, based on the City's percentage of total singlefamily populationserved and using single family household projections from North CentralTexas Council of Governments. The Operational Budget will bedetermined by the HHW Network and may include but not be limited tostaff salaries and benefits, advertising, office equipment and supplies,printing, postage, staff training/professional development, staff travel forofficial business, volunteer support, vehicle maintenance and operations,utilities, uniforms, and liability insurance. The current Operational Budgetis detailed in Attachment B2000. No city shallbe obligated to incurexpenses without their prior knowledge and approval.

38

2

D. Sec. VI: The City, once receiving an invoice from the County for services rendered(operational, disposal, set up, and/or transportation costs), shall providepayment within 30 days to the County as per this agreement and anyaddendum(s) to this agreement. Cities which fail to pay within 30 days willpay a late fee of one percent (I %) of the invoice amount Jor each additionalmonth or portion thereof. Upon written request from the City, invoicesfrom the County shall be accompanied by copies of all participant surveysrelevant to the invoice. Payments required under this contract must be inamounts that fairly compensate the performing partyJorthe services orfunctions performed and shall be made from current revenues available tothe paying party.

E. Attachment B2000: Replaces Attachment B99.

F. Attachment D2000: Replaces Attachment D of FY99 Amendment.

2. The following items are added to the agreement:

A. Sec. 1, Item 5: Through the County Fire Marshal's Office HHW staff, the County willprovide regular reports to the City regarding collection statistics taken fromevent surveys. This information will include but not be limited to the City'spercentage of total participation, types of materials collected, andpercentage of City residents bringing specific types of materials.

B. Sec. III, Item 3: Provide guidance and direction to the Program Manager in schedulingcommunity collection events. the HHW Networkwillattempt to honor allrequests from member cities wishing to host a community collection event.Should insufficient dates be available to accommodate all such requests, thenumber of events hosted by a single member city annually may bescheduled at a rate that is proportional to that city's share of totalparticipants for the previous year.

All other terms and conditions of the Interlocal Agreement remain in full force and effect.

County of Dallas

Date: _

By: _

Lee F. JacksonCounty Judge

(;1, n I C ~OOOExecuted this 1#1. day of~~CLl)~ ' +999.

City of Irving, Texas -7/1 !

By: / / .,Y-... ( .. 1

(name)J<ht~LL+na~--(title) m~cr

Date~11200D

39

ATTACHMENT B2000

FY 2000 HHW PROGRAM BUDGET SUMMARY

This budget was recommended by the Network Finance Committee and represents the totalfunding amounts as approved by the Network at its regular meeting on April 29, 1999. Anitemized working budget was approved by the Finance Committee with the understanding thatthe Network may, at its discretion, shift funds from one line item to another during the contractyear.

Each city's share of the Operational Budget has been determined by that city's share of thepopulation served, using single family household projections from North Central Texas Councilof Governments. (See Attachment D.)

Funding for the CollectionJDisposal Budget will be collected from the cities on an as-used basis.

Budget adjustments made during the term of the contract shall not result in a City Fundingamount that exceeds the approved budget total shown herein.

BUDGET COUNTY GRANT CITY TOTAL

SECTION CONTRIBUTION FUNDING FUNDING

Operational $40t I5S* $0** $265t 591 $305t749Budget

Collection / $0 $0 $446A09 $446,409Disposal Budget

Total Program $40t 158 $0 $712t OOO $752t 158Budget

* Portions of the County Contribution are in-kind contributions, not cash.** While the Network plans to solicit grant funding, none has been acquired at this time

40

Diskette: Interlocal Agmt. FY99 Filename:Cityshar.bdg

ATTACHMENT 02000

Calculation of FY 2000 Quarterly Operational CostsFor Cities in the Dallas Area Household Hazardous Waste Network

4/29/99

City Single Family Percentage of City Share of City Share ofHousing Units Service Area Annual Quarterly

(Taken from Operational OperationalNCTCOG 1997 Costs Costs

HousingEstimates)

Carrollton 25,733.00 5.700/0 $ 15,131.117 $ 3,782.779

Cedar Hill 8,262.00 1.830/0 $ 4,858.092 $ 1,214.523

Dallas 227,314.00 50.33% $ 133,661.630 $ 33,415.408

Duncanville 10,741.00 2.38% $ 6,315.755 $ 1,578.939

Farmers 7,523.00 1.670/0 $ 4,423.557 $ 1,105.889Branch

Garland 55,131.00 12.21% $ 32,417.270 $ 8,104.318

Highland Park 2,953.00 0.650/0 $ 1,736.377 $ 434.094

Irving 31,496.00 6.97% $ 18,519.786 $ 4,629.947

Lancaster 6,309.00 1.400/0 $ 3,709.720 $ 927.430

Mesquite 31,869.00 7.060/0 $ 18,739.112 $ 4,684.778

Richardson 24,094.00 5.330/0 $ 14,167.378 $ 3,541.844

Rowlett 11,787.00 2.61% $ 6,930.808 $ 1,732.702

Seagoville 2,390.00 0.53°!c> $ 1,405.331 $ 351.333

University Park 6,080.00 1.35% $ 3,575.067 $ 893.767

TOTAL 451,682.00 100.000/0 $ 265,591.000 $ 66,397.750

Diskette: Interlocal Agmt. FY99 Filename:Cityshar.bdg

41

Dallas CountyEngineering &Project Management 00 FEB - 2 PH 4: 0I

January 11, 2000

TO:

FROM:

THROUGH:

SUBJECT:

RE-BRIEF February 8, 2000

Commissioners Court

Bernard E. Blanton

Dan Savage, Assistant Administrator

Dallas Visitors Center - Old Red Courthouse

BACKGROUND: Court Order 98-1362, July 7,1998, authorized a construction contract between Dallas County(DC)and Interstate Commercial Construction Company, Inc. (ICC) on behalf of the Dallas Convention & VisitorsBureau (DCVB) for the construction of the Dallas Visitors Centerin the northwest quadrantof the first floor of theOld Red Courthouse.

ICC submitted an offer October 21, 1999 for consideration based upon their interpretation ofevents and discussionsin a meeting regarding the Visitors Center on October 18, 1999, which is only considered in part and rejected intotal. (See attached).

ICC did not complete the construction by October 28, 1998 as contracted. The construction was j udged substantiallycomplete, February 17, 1999. This brief is to request the Commissioners Court approvethe· final agreement betweenDC, ICC & DCVB to modify the construction contract and establish the construction schedule as outlined in theproposed Change Order No.1.

IMPACT/OPERATION: The following items pertaining to Change Order No. 1 are being added to theconstruction contract due to the changing conditions that were generally agreed between ICC, DCVB and DallasCounty Engineering:

CHANGE ORDER NO.1 APPROVED DENIED

1.1

1.2

1.3

1.4

ICC; Cost/Credit General ConstructionAnalysis, 10/21/99.

ICC; Cost/Credit Millwork Analysis,10/18/99.

DCVB; Extended AlE Design Services,06/01/99.

LIQUIDATED DAMAGES:Standard Form ofAgreement BetweenOwner & Contractor, Article 3.2;(October 29,1998 - February 17, 1999)112 days @ $300/day =

ADD

ADD

DEDUCT

DEDUCT

$ 11,905

$ 11,508

($ 9,813)

($ 33,600)

$ 4,368

$ 31,243

$ 9,317

-0-

GRAND TOTAL

George L. Allen Sr. Courts Building Dallas, Texas 75202

($ 20,000) $44,928

214/653-6728 Fax 214/653-6729

42

These conditions will become part of the Owner/Contractor agreement and will override all inferences made in theconstruction manual related to these items. Except as noted above, all terms of the original contract or agreementwill remain in full force and effect.

LEGAL: This Change Order, representing a negotiated agreement, submitted to the Civil DistrictAttorney for review and final approval.

MlWBE INFORMATION: N/A

FINANCIAL IMPACT: The total amount to be deducted from the construction contract for ChangeOrder No.1, is ($20,000) with the revised total contract amount of$419,000.

Original Contract AmountPrevious Change OrderTotal Contract to DateChange Order No. 1Revised Contract Amount

$ 439,000-0

439,000($ 20,000)$ 419,000

As a result of this Change Order No.1, the substantial completion date for this construction contractis established at February 17, 1999. Funds in the amount of $439,000 are available for thisconstruction in accounts as follows:

$264,932 422 (1997-B Certificates of Obligation)08130 (Building and Land Improvements)1998 (FYI998)70029 (Old Red Courthouse)

$95,000 416 (1995-BCertificates of Obligation)08130 (Building and Land Improvements)1998 (FY1998)70029 {Old Red Courthouse)

$79,068 532 (Escrow Fund)21342 (Old Red Foundation)

RECOMMENDATION: Engineering and Project Management recommends that the Dallas CountyConunissioners Court authorize Change Order No.1 for the deducted amountof ($20,000) from theconstruction contract with ICC and the County Judge to sign on behalf of Dallas County with thetotal revised construction contract amount not to exceed $419,000.

APPROVED BY:

~Lgr.Z..Dan SavageAssistant Administrator for Operations

43

10/26/99 IUE 12:53 FAX 9723951097 I~lERSIAIE CO~RCIAL [4]00:

October 21, 1999 -

ASUBSIDIARY OE:: 100 ENTERPAISES, "C.

DALLASCONVENTI0N-A·ND VISITORS BlrMAU'1201 E-lm·StreetSuite 2000· .Dallas, Texas 75210AttentioD: Ron Melton

-Re: Dallas Visitors Cente'r, Mee~g on October ~8, 1999

Dear Ron:At the--close ofour Illeeting on Ociober 18, -1999, it.appeared that the Dallas

Vis~tors Center,construction p~oject is nearing -a status of project close-out. .I wouldlike to re-cap the ite.nis wb"ich were discussed dur~g the meeting which wtl~ effectthe final Application for'Pnym~nt Jt. is -~y. intent to:work with YOUQD t~ese issueswhich were discussoo d~,.ilJ.g that m~ing~ Ple$$e ..~vjew tbe item~ below andpro~ideme with ~ written response as to yi>ur position'with e,1ch issue. .

ICC Cost Credit Analy~is:,

All ofthe items ~ted in ~~is Cost.Credit Analy,is were discnssed and thefollowing items have been requested Cor Feview by'ICC.. In reviewing these itemsICC's :respon~ to these issues are as follows. '~e remaining items not listed' belowhave been accepted-as it is stated on the Cost Credit AnalY8~dated 1()"11-99•.

Alternate01:. _The outcome of the discussion. wbicb too~ plact'coJ)ctntifl2 tbis tdternate was

. i~ effect placing responsibility on ICC t() r~p(nld to'documents ASI-oS, MeetingMinutes 1.09, an~ a"letterfrom Dallas County confirming the Bid DocumentsSubmitted by ICC on May 7th, 1~99. .

1~ ASI 08 does not address the Ceiling ~rid' for the·Call Center. It only'ad~resses the Ceiling Tile n'ot-speeified ~ the USG Catalog, in which the USG WhiteFine P~uredn ADd is indeed the material specified in Alt~rna~ n\lmber O:l (pleasesee ASI08 prov·ided).· , .

Pa~e 1 of6.

Web $Ito: \tiWW.lc;oentsrprf!9s.CX!':'l ,_E-Mail: VNIW.1<adowoOiccenterpd303.com

OF=F.ICE: (972) 005-19;>0P. 0, BOX 11aJ92. CARROLLTON. TEXAS 76011·8392 FAX:{W2) 3

44

10/26/99 TUE 12:53 FAX 9723951097 I~lERSTATE COKMERCIAL

2. The Meefu1g,M!nutes'# l.09,pex:tains to the submittal process and thed~tntlentswhich apply to material requested for,ordering'21ndinstaHation•.il'.rior to

, tbeinsiallation of~e Ceillngmaterjal,~:tteArchitect,.tequestedtbat'adif'ferentmaterialfhan' what was specified in,Alternate number Olbeinstalle(fJn theCa))Center.

, 3. Th"~ 'l~tter from Dallas .Co~ilty dateoJu.n.e:z4th,: 1999. wasiB'}sQ'baSed onthe fa~t ~hatDallas Countyb$ld,..~~ived Bid DoeulDentsrr.o~ICC whiebdidnot :specify iftbe Alternat~NlJtnber()lwas 'an additioD. (Jr a dedu(:tion·to bast <:OidrA¢t

,amount. ICC did clarify, wjtl1'B.~rnie Blantonpriofitotbtsi!nil1gofthecol1ttact ',tbatAlternate Num~r'OIls ade,ductiod,:Dot..aDiaddition,t61hebasecontract.·Ift

.tberelore,both ,the teilingtileaD'd grid specified,jnA-lternateNumberOlwe,reultimately·requestedan~ installed in th~ CallCeQter,~a~reditorS8pOO.OO.wotlld

have been applied. ,. .' .ICC believes thai-ihedifference in the material whicbw8S actuallyspecltied

in the constrUction documents, and the ~aterialwhicbw8sactuaUylnst811edin~e- .Calf,Center be a'ppliedto ,the Co'st Credit Analysis.'ThiswOD)dulthn~tely....~cni)t in 1l

credit in the amouDt"u{S97.44.

~w ," ,Prov~ded with thislett~r is a COpy of the CostCreditAnalysis issued by the

Architect on 12-21-99. Based on the informati,oniprCl'iously,provitledto:Bllrke~

, designby~ight Electric,·i~!laspre:ViotlS)y~gTeed·(by,aUpartiesthatith~t~woi.tld benoc~ange,in the base contract amount basedonPR."03.(SeePR.~3provided)'Jt isICC'spositiQD that PR...o3J'emain-uncbanged.

'PR-14 .,PR..~4 wol4d·haver.esultedin a, p'ossiblecfeditifindeed the deletio~ofthe

SignageiDisplayS,was.iSsued.~b.ortly after Decemilel"l,••1998~ •••• (Referto·PR.-14,proVided). The f~brieationof~heSigDage.Disph\yu~itshad/bee.n completed/prior to'D~em.~r 21st, 1998 'whichisthedate PR-14 was issued. •Therefor~ia 'crednforthes~u"itswi)) tiot'beappi.iedto.th~base"c~ntract. . ;

'J-BoxeS in Basement " .The amount ror the relocation qtthe:J:-B9xesin,the ba$ement will be removed

from the Cost Credit Analysis. , " ' ,

Pagetof6.

Web Site: www.lco8rit&tpri$~.come:.~: .WW'«.ka.c1oW~ Ciccent~5'.com '

45

OFFICE (972) S9S-19qOP. O. BOX 118392, CARROLLTON"TEXAS 75011-8392 FAX(1972) G95-1097

10/26/99 TU~ 12:53 F~1 9723951097 I~lERSTATE COM~ERCIAL

AsiJSSIOIAAY OF; tee ENTEFtPAlSES, INO.

AWI CertificationThe 8.mou~t for th~ AWl CertifiCjltion wilJ be removed from the Cost Credit

Analysis.

" ,DCVB vendor charges (Nayidec;) ,nCV.B finance charges (~ssessed by CountY)DCVB 'architect fees (schedule, extension)DqJB 'ilrchitect fees (ICC scope) ,

ICC, along with, its legal'.cQunsel, hag reviewed the Contraet Documents, for'this project. Neither the prim~ contract nor.tbe,A-lOl General Conditions cgDtainlanguage'which giyes the owne~or any other party th!eright to'withhol~ moniesowed to the Contraetor other than the ~iq~idatedDamages prior to substantialcompletion. Tbe relevant proviSions.of the General Conditions, paragraphs 4.2.2(Architect's Administnltion of the Contract), paragraphs 9.8.1, 9.8.2, 9.8.2..1~(Sub~tantial ~omp)etion) and 9~tl (Liq~idated~mages),d~ not provide any .

.' additiona~ basis for.impositioI1{)factual damages (for.example, services'provided by: the proJect arChiteCt) prior to substantial completion other than 'the Liqu~dated

Damages. IC'C may be reSponsible for architect's fees only j(more than .one '.inspectioD' is required ,to determine whether ICC has achieved substantial and finaltoropletion of the project.' .

, Therelo~e, 'itremains ICC's positjo~ that it will accept a deductfon for theDUDlbtT of daYs in which the contract was delinquent, times $300.00 per 'calendar'd~Y'~oni thetotnl contract a:rnollnt, and no additional deduction~or penalties wiUapply. " '

I,Total Paymeo!Amount As of1'0-2i.99: "

46

Base Contract Item.ai~i·ngBa~a~cebefore Cbange'Orders

'. Total Approved for,ICC Cost Credit Analysis(See RevisedS]J7eadsheetpravide.d4tJUd.l ()":21~99)

Web'Sits: www.lcoQnta(pi1~Qa.com ,E-Mail:, www.kad~Clo:xlnterpria9S.com

S~3,428.00

, $11,905.27

Page 3 of 6.

OFFICE, (072) S96-'Mil

'FM{W2)39'S-

10/26/99 TUB 12:54 F~I 9723951097 I~1ERSTATE CO~RCIAL

0.002.12,50

0.000.00

395.00

S ,570~OO

S 660.00$1;000.00 .$ '594.17$l,l60~OO.

, 51,040.00S ·0.00s· 7~O.OO ,S 366.67$ 650.00,$ 650.00$ 240.00$ 650.00$ 740.00

, $ 915..00$ 276.00

$ 598.33.~

SS$$

eMS Cost'Credit Analysis Totals:- . . ."., '. . As disci1ss~,dduring the meeting on 10-18-99, the folloWing it'ems wereapproved f~r paymen:t. .

1. SW Corner - refgbricate24 t1 base unit to fit lowboy.2. Add'Speaker grills to 4~n Cabinet.3.36" AC cover incJudj~gcopper parts etc.4. Steel angle l»ieces behjnd lower llnits at baseboartL .

,5. Stainless S~I printer 'bezels.6;- Retrofit thermal pri~~T for vertical feed~ .7. R~move, retrofrt for signage and power supply, 24" unit!..8•. Add end csps to hand:raiL. ,9. Offset braces, to snpport ,grille work.10. Multipleattempb an,d:submittals at·rede$ign·()fh~ndrail.

. 11. Re-design for room dimensio~aleri'ors.

12. 'Add Speaker Grills (to media ~esk).

13. Re-add Card Reader.14. Add ModeSty Panels and CPU Shelves.15. Add ,Receipt Printer Boxes.16. Add' Ve'c~o Wire J\lsnagement Straps17. Add Outrigger Supports

, 18. 'AWI Quality Certification Labeling charges,19. Glass C:up Tools, ..20. Addition· Engineering Cbarges (Rcj~do IJu:k'of to AWI~l• .poor Stops 0')1 ends of l\lobile units.· ' .22.,Sample Frames for Backlit ,Displays

T~Ul] Amount Approved for Mill~orkCh~geOrd~rs : S 11,507.67

Substanti~l.CompletionIn p'aragraph 9i8.1 ofthe General Conditions states:

, "Substantial C(h;npletioli. is the stage ,i.n the· progre!s of the Work whenthe' .Work or dt'Sign~fe(lportion thereof is sufficiently complete in ac~ordance

with the Centr-~ctdocume~tsso the Owner'can'ocCuPY or utilize the Workfor its intended use." .

47. '\JfQb Slta: WWYJ.lcoentarprise.s.cem

.;.·MalJ: www.kad9w9Cia:entarpf1.ge.S.cOm P. O. BOX 1183~ CARI10i.L.TO~, TexA$ 7W11-m2OFFICE (972) se5-190,O

FAX;{i72)~1097

10/26/99 TUE 12:54 FAX 9i2J951097 I~lERSTATE CO~RCIAL

..

Written rto~c~of StJbstanti~I'completio~was f,?rWarded by ICC on1'ebruaTy 17; 199.9. The~efore, t~e total number. ot days for purp~esofcalculatiJig ;Liquid1lted Damag~ is as folIow~

October 1998 - 29th~ 30th and 31stNovember 1998 -,entire month .De'cember i998 ~'entire monih~anuaQ' 1999 -,ent'~re month , 'February 1999 - lip to and incl~dingthe 17th:

TOb;lI'

Total Liquidated Thlmages Amount~

PAYMENT SUMMARY:

1. Base Contrac.f Balance

~ 3.Days.=30 Days= 31.DaY5= 31 n~Y$

::::; 17 Days

112 Days

;; $33,600.00

$ 93,428.00

'. '.2. ICC Approved Ch~Qge Orders ' 12,002.71

3. eMS Appro:ved Change Orde~ 11,.507.67

, Base Contract Balance and"Change Orders $116,938.,40"

,4. Total Liquidated Da:mages -33,600.00

, ,"

TOTA'L AM:OUNT ':DlJE .. $ 8~~38.38

Pager 5'016.

Wo'b stto: 'N\lfi.lJJcci:mtsrpns9s.CXlmE-Mail: www.l<adowaCiccenbarp1S9S.com

10/26/99 TUE 12:54 FAX ~72J951097 INTERSTATE COMMERCIAL [4]007.

..

. Ifyon:do not agree With the' inf()rm.atio~ de9tribed above in it's entirety,please resPoIid' in writing at Y9ur earliest convenience. -Once auepted; ICC willsubmit. ~ revbedChange Order.number"n and.'submit it, alODg with its finalappli~a~on'~or payment, to DailM County ~Ofpftymerit. ~~hereRre anydiscrepancies,.or yo.u need 'additionalin~ormati~n,'pleaJe feelfcee to CJi~

Cc:·Sean'McDonaldDan savageBer:ni~Blanton

,. Page 6 of6.

49

Wob SltB: wwW.lceenterpo.1ses.comE-MalJ: WW'N,kadoweo~terprt:se3.com·

OFACE (072) sg6-1eooFAX=(972) S95.1~7

DALLAS COUNTYFacilities Management

00 FEB -2 AH 10: 23

February 8, 2000

MEMORANDUM

TO:

THROUGH:

FROM:

SUBJECT:

Background

Commissioners Court

('\"vDan Savage . \...) /Assistant Administrator for Operations

Jim Barrett, Assistant DirectorkFacilities Management I)

Health and Human Services Building, South2355 StemmonsRequest for a Design Project

Dallas County entered into a ten year Lease Agreement with the State of Texas for the benefit ofthe Texas Department of Protective and Regulatory Services (TDPRS) at the subject location byCourt Order No. 93-132 dated January 26, 1993 and Court Order No. 93-337 dated March 2, 1993.

Facilities Management has received a letter from TDPRS stating that they have been approachedby the American Society of Interior Designers, Dallas Chapter, to do some work in TDPRS's leasedspace. According to TDPRS, ASID has developed a volunteer project for this year to renovate thelobby of the 2355 Stemmons Building. This community service project was approved by the ASIDDallas Association Board of Directors on November 10, 1999 as a year long goal. Their proposalis to decorate the lobby different colors and textures to make it more friendly and inviting toTDPRS's clients. ASID will do this project at their own expense. ASID requests the ability to beable to publicize their involvement. AlSO already has had an article printed in the Dallas MorningNews, dated December 2, 1999 (see attached). TDPRS nor Facilities Management were awareof this article.

Impact on Operations

AlSO's plan is to paint and provide decorative surfaces for the lobby, plus donate furniture toenhance the lobby's appeal. A copy of AlSO's concepts and goals are attached. All plans will besent to Facilities Management for approval prior to any actions taking place. TDPRS's staff will beon hand to supervise the work.

Project Schedule

The project should be completed by the end of the year, and most of the work will be done onevenings and weekends.

600 Commerce, 9th FloorGeorge L. Allen Sr., Courts Building Dallas, Texas 75202

(214) 653-7175Fax (214) 653-6822

50

51

Commissioners CourtFebruary 8,2000Page 2

Legal Issues

Under Section IX. Repairs, Maintenance, Alternations, Improvements and Fixtures (Al Repair andMaintenance of Complex: "The Department shall not make, not permit to be made, alterations orimprovements to the premises unless the Department obtains written consent of the Countythereto, and such consent shall not be unreasonably withheld." If County permits the Departmentto make any such alterations or improvements, the Department shall make the same in accordancewith all applicable laws and building codes in a good workman like manner and in a quality equalto or better than the original construction of the Complex.

"Any alteration of improvements to the Premises, except movable furniture and equipment andtrade fixtures, shall at County election, either (1) become part of the realty and the property ofCounty, and shall not be removed by the Department, or (2) be removed by the Department uponthe expiration or earlier termination hereof and any damage caused thereby repaired at theDepartment's cost and expense. In the event, the Department fails to remove same, County mayhave same removed and the Premises so repaired at the Department expense."

Financial Impact

TDPRS pays Dallas County $115,734.93 per month for a full service lease. According to TDPRS,AlSO will do the fund raising and the work.

Recommendation

The Assistant Director of Facilities Management recommends that the American Society of InteriorDesigners Dallas Chapter be allowed to perform a Volunteer Design project which includesrenovating the lobby of the 2355 Stemmons Building and being responsible for all work associatedwith the project.

If the Commissioners Court is in agreement with the above project, a court order will be placed onthe next available agenda authorizing the action.

Approved by:

Dan Savage, Assistan Administrator for Operations

vi(};J:kS\JB~2000\red0235510bbY

attachments

xc: Jessie Darrett, Maintenance Manager, Facilities ManagementRon Murray, Maintenance Supervisor, Facilities Management

01/26/00 16:32 f't8172644098 PRS UGH! SVCS 03 ~~~ DALLAS COL~~ ~ 00l/002

DaDasCountyPacilitieaManagement - cett"t)'. ~'\#4..~~ATIN: Property Division600 Commerce 9th FloorDallas TX 75202-3117

January 25, 2000

BE: Design Project for 23SS Stemmons

~MJ.Mn'R.s

1Gou.tillBrIdIc.Y. a.iIpcnaeDdlJtu

AUuriM Dicb)'Ddl1Iu

PaIay~

.s".,

Dear Saundra:

The Te.us Department otProtective and Regulatory Services (PIlS) bas been approachedby the Americaa Society of Interior Designers, Dallas Chapter, to do some worlc: in ourspace at 2355 Stemmons. Basically, the ASm has developed. a volunteer project for thisyear to renovate the lobby ofour spac:e. Their proposal is to decorate the lobby area withdiffCient colo" and texturea to make it more tiiendly and inviting to our clients.

I have enclosed & design concept plan froih ASm for the project. Basically, their plan isto paint and provide decorative sur.taees for the lobby, plus donate fbmi~ andaccessories to enhance the lobby's appeal., The project should be completed by the end ofthe year, and most ofthe work would be done on evenings and weebnd.s. ASID will dothe fimd-raisiDg and the work, and only asks for the ability to pubJic:ize their involvement.Ow' staff'will be on band to supervise the work, and plans will be sent to the county forapproval prior to any actions taking place.

We will meet monthly with ASm for status reports and questions. I would like for you tobe a part ofthese monthly ptherings, ifpos.si.b1e. Please review the attached proposal andlet me know ifyou have Illy questioas. I may bo reached at (811) 264-4054.

Sincerely,

KiraBaumanDirector ofBusiness Management

AN IQUAL,OPPOI.TUNlI'Y ENPtOnR.. 1351 B::s.diD.....

p.o. Box 181m,.~Teas 16096-18398111264-4000

52

01/26/00 16:33 'a'8172644098O./~~/~~OO ~~:~, ~~4-~~~-~~~o

PRS tiGHT SVCS 03 ......... DALLAS COUNTY ~ 002/002~YNln.M ~.~.~ ~~ C~

The County of:D8J1u, State ofTexuracmtil:s MlDapmentGoo Commerce Sueet. 9" FloorDaD.., TX 74JOt

Attn: Saundra JohDsoaIUra Bauman . • 1

HE: DeSip. Concept Statemeut by the American SocIety ofInteriorDelIlpen. Dallu Aseoclatlon ofthe Tesu Chapter.

The AmeriQll Society of Interior Desipen proposes that as a volunteerproject we maovate the lobby aldie buildJDg 0(Child Proteetive Servicesusin, frieIldly colon and textures to make it inviting to ~bildreDa.o.d.adw1B alDce. This community .mceproject was approved by the ASmDaDa AslOCiiation~ ofDirectors on November 10, 1999 as a yearlonggoal 00"

Color.fill ceDIachaIiDP wm briJLg the ceilblg clOW1l aM make d1e lobbynot aa cavernous. VpIaoJ-und..... abov.= the elevaton would helpwith the bud surface noise. A ftree..fonnng in the seating area with.........eawn and.new~'"would complete thefi.lndahinp. A.,ecIal COl'.I1eI' near the ~tioDistdesk fOr children withboob. erayona, ad a playhouse would be III area deAgDated for them.The .......n would~ • DeW mrface materiaJ aDd the white mazblcwa1JII would get cleaned.. Thec.iJiag aDd ttlevator doon would getpainted.. 'The MIICIIri~pte would receive a aimple ahape eround it. ,ncbas a circua teat or cloud Ibape., maldDg it1..mtimid4tiDg. The colorpsycho101J would be couidered and only CODIf'orta'b1e colON .~b ..})lue aDd green. with accePt crayon color•• would be used.

Every~don would be given to the time-line of the coDSttUCdoDphase by keepbll the mess to a miDimum aad working as much u pos8ibleduriDr the weekends. .

The ASID would raise the mDlte1 ~d uk for the donations to completetb1I pr9Jecc. We would uk (or the abiliq to publiciR me CX)mp1eted~. in proleasional periodicals aDdl~ end national media. thereby~11aterest in IimUar projecu~d the COUDtry.

The MID WObld hope that this renovation would make it a pleasantaperieDee to walk iDto the lobby ofCPS, plus make it a ftmctional areafor the and[

Rapec:tfu11y Submitted by Cynthia Adler, ASIO. Cludrman ofn.JluA.uoci&tioa. l~!OOO.

53

ill~ ~:r:' .

Thursday, December 2,1999.' ". ::. -", ' ' .'-: , ..::.:

~ • l _.' .. ".' .' •

.: .. ~ .."

' ........

-: .~'. .... "

~::.. ' -

.:- .... ' .

...:.....

: .. ,

." .• '!"

.. ".;." ,'.',

.";f

'~",,,, • ;,.; • :~•••+ .. ~••

:~- '," ',:' .......~ ".

• ,.. ~; .:.: ~ r •• ,

":- •.•. ':, .. _•.. ' • '.,1.' ..' .-

' .. ;"" .....

.: ... " ~ .' ..

'-. ... ..,.- .

, .

--_~_......_""'---"+--c.t~···· .

Susan Etheridge, CPS prograniad-minlstr.1ltor in Dallas, said she is '.thrll1~ the project is under way'::

''1 almost can't 'begin to m~e ...... ,what it will mean to the staff,''!'.she .,' '. " ." , .-' -:said. ../uld I don't think you can.begin :. ':' .. '~"'" ~ ;'to imagine 'the difference it will make":~_.- ..' .; :: .'. / ... ' " ~ ..

to 8 Child who ha:s already suff~r~ a ~ ::::'.~> ,:':traumatic event .~~. ,'. '.' .

('If the place is less'scary;-it:..w.oUld :' ,:-:" " .~. '. ' ' " .'

=:wSUd-to-relmCID1d"no~~~: ;.j~".'~'"<" ':: ':< ~" .. , ::-.> ':.To help or to donate items, call-Mrs. _.' ,.' -, ..' ,- .

Goodchild at 214-742·7000. . - . ~';-' ~ ..... ;... ... : .. .-

····:·r·:··..,.-

By Louise ApplebomeStaff Wri!:'r oj The Dallas Morning News

Sterile marble walls, worn-out fur~.niture and cracked :paint' typify the,~~,

dreary surroundings in Child Protec·tive Se . headquarters. ",

e state a en cavernous,and p:a.ss-thro metal detector.aren't 'all that inviting, especially to youngvisitors.

BtJ,t the former bank building's austere entryway and shabby upper'floors are about to sport 8 new, more .welcoming look.' Members of the local,chapters of the American Society ofInterior Designers and Industry Part·ne~ have agreed to redecOr~te thebuilding on StemmoDS Freeway just 'north of downtown.' .

"I think this volunteer project is a The Dallas Morning News: Ariane~hgreat, idea. ... It's right up our alley," From. left: Karen Goodchild and Dirk Armstrong of the Ani~ri.:said R~ll Cox, an Industry~ers can.Society of Interior Designers arid Lynne McLean of Ind..us-·mem~ who Owns.8 custom picture- . try'" Parm t Child Pr . se" h .framing businesS. "You can certainly" ers our ot~ve rvtces' eadquarters_::

see the need" '. deCorating needs are too large to tack- Goodchild said that once voluriteersCPS; 8' division of the Texas; De- Ie at once, know what they need, they will~k .

~~nt ofProt~veand Regulatory :,. ~'So we've decided to focus on the contIibutions. :.::ServiCes, works' to keep children safe ,firsnlqor to get started," :Mr. Cox said. .''This·is a very woIthwhile,pro.¥kt,"and reIJ?0ves the~ from homeswh~re ',' :CWe need to keep it focused and go she said. "These children havenDththey. may be victims o~ abuse or. ne- . orie floor at a time." 1ng. not even a family. A. brigijter, ,gl~..~e building,. which is leased: Preliminary plans call for redec- friendlier enviro~ent would:give ..from Dallas County, is often th~ fIrst orating the lobby, applying 8 fresh them 8 sense of hope and let ,themplace children go before be~g pla~ "coat .of paint on the up~r floors and know that someone is'looking oUi for~ foster ~. " : ." '. doing some space planning. . them.It . . '1: .

DesigIiers approached CPS about Mr. Cox said one volunteer hasdoing the work, and volunteers toUred aiieed to h~d up the space-planningthe l0.&0ry building~ month..· phase and, with the help of blueprints" ''I was .8 little ~~ed,". Mr. Cox 'provided by CPS officials, plans to use

said. ·:.~~The place. is very· unfriendly' computer technology to reorganizeand ~mewhat frightening.':' ;' . , ". ¢e; ~fflces and rearrarige furnitUre. '

.. The tour st;arted· on the~ ground' ..:. "'Another committee will developfloofand 'pro~~otheupper si:o.~.COI<?!and design schemes for the firSt·rtes: where visitors surveye4 offices'" f190r lobby area, Mr. Cox said.md, visitation rooms w~ere, foster· ...... 'T~ amazed that our city doesn't::.hild.ren meet with therr parents. have better facilities," said Karen

The group found sparsely f~· GoOdchild, another Industry Partners~ed rooms, torn upholstery and lit· member who took the tour.Ie to engage young children. They ~ .The improvements to the bull!so discovered that the ,building's will be. covered by donatioDS.

. ' .

Designers 'volunteer to spruce UBehild.Protective Services buildink

, , . ~.

i1-

Y

, t

'';: 54

DALLAS COUNTYFacilities Management

00 FEB -2 PM 2: 38

February 8,2000

MEMORANDUM

TO: Commissioners Court

THROUGH: Dan SavageAssistant Administrator for Operations

FROM: Jim Barrrett, Assistant Director ,...' c~

Facilities Management 7

SUBJECT: Grand Prairie Tax Office525 W. Highway 303Request for Pro-rata Share

Background

Dallas County entered into an Agreement with 525 W. Highway 303, LTD. to lease 3,900 squarefeet of office space for the Grand Prairie Tax Office by Court Order 91-749 dated April 10, 1991.The lease was subsequently renewed by Court Order 96-1172 dated June 18, 1996 for anadditional five years. The owner of this lease has sold his interest to Fortune Eite Investments,dba Plaza on the Parkway.

Under the terms of the lease Dallas County is responsible for the utilities, maintenance andjanitorial services. Dallas County is also responsible for any increases in taxes, insurance andoperating expenses over the base year.

Dallas County Facilities Management has received a letter from Fortune Eite Investments, dbaPlaza on the Parkway, stating the Dallas County's pro-rata share of ad valores taxes, insuranceand common area maintenance for the year of 1999 has increased. They are requesting thatDallas County remit $332.77.

Financial Impact

Dallas County currently pays $3,087.50 per month or $9.50 per square foot, plus $633.75 permonth of taxes, insurances, water, pest control and common area maintenance which wasestimated to be $1.95 per square foot. The total monthly rental payment Dallas County is payingis $3,721.25 or $11.45 per square foot.

600 Commerce, 9th FloorGeorge L. Allen Sr., Courts Building Dallas, Texas 75202

(214) 653-7175Fax (214) 653-6822

55

Commissioners CourtFebruary 8,2000Page 2

Fortune Eite Investments submitted the following expenses for its 1999 budget:

ManagementRepair & MaintenanceLandscapingTrash RemovalParking Lot SweepingUtilitiesInsuranceTaxes

$ 23,173.73$ 9,380.00$ 7,332.00$ 5,118.00$ 3,888.00$ 16,200.00$ 8,493.00$ 40,300.00$113,884.73

56

Dallas County leases 6.970/0 of the shopping center (3,900 + 55,950). The percentage of theoperating expenses for Dallas County's 1999 pro-rata share was $7,947.77. Dallas Countyprepays $633.75 per month or $7,605.00 per year for operating expenses. Therefore DallasCounty still owes $332.77 ($7,937.77 - $7,605.00).

This will be the first year in nine years that Dallas County has had to pay an increase in its pro-ratashare of operating expenses.

Recommendation

The Assistant Director of Facilities Management recommends that the payment in the amount of$332.77 be made to Fortune Eite Investments, dba Plaza on the Parkway, for Dallas Countis1999 pro-rata share of the operating expenses, taxes, insurance and common area maintenanceon the leased premises at Highway 303, Grand Prairie, Texas with monies available in00120.1035.07010.2000 (General Fund, Tax Assessor Collector, Property Rental, FY-2000)

In the Commissioners Court is in agreement with the above action, a court order will be placed onthe next available agenda.

Approved by:

Df( Savage, Assista Administrator for Operations

~~J:kS\.JBskj2000\prorata.gprairieattachments

xc: David Childs, Tax Assessor/CollectorJon Cameron, Deputy Chief, Tax Office

Fortune Elite InvestmentsdbaPlaza on the Parkway

P.O. Box28.o21~QQ Jpallas, TX~ 7Stlg'

January 12, 2000

Dallas County Public Works591 W. Pioneer ParkwayGrand Prairie, TX 75051

Dear Mrs. Sandra Johnson:

We would like you to know that your prorata part of the ad valores tax, insurance, andcommon area maintenance for the year of 1999 has increased.

1999 Management $23,173.73Repairs & Maintenance 9,380.00Landscaping 7,332.00Trash Removal 5,118.00Parking Lot Sweeping 3,888.00Utilities 16,200.00Insurance 8,493.00Tax 40,30000

$113,884.73

Percentage Occupied(3,900/55950)

Prepaid amount(633.75 x 12)

Amount Due

Please remit $332.77 to:

Plaza on the ParkwayP.O. Box 280215Dallas, TX 75228

x 6.97 %

7,937.77

7,605 00

$ 332.77

Thank you for your cooperation.

Sincerely,

Fortune Elite Investments

57

Fortune Elite fnvestmentsdba -I~laza on the Parkway

P.O. Bo,x28.o21~00 JPalfas, TX~ i5fiiI

January 12, 2000

Dallas County Public Works591 W. Pioneer ParkwayGrand Prairie, TX 75051

Dear Mrs. Sandra Johnson:

We would like you to know that your prorata part of the ad valores tax, insurance, andcommon area maintenance for the year of 1999 has increased.

1999 Management $23,173.73Repairs & Maintenance 9,380.00Landscaping 7,332.00Trash Removal 5,118.00Parking Lot Sweeping 3,888.00Utilities 16,200.00Insurance 8,493.00Tax 40,30000

$113,884.73

Percentage Occupied(3,900/55950)

Prepaid amount(633.75 x 12)

Amount Due

Please remit $332.77 to:

Plaza on the ParkwayP.O. Box 280215Dallas, TX 75228

x 6.97%

7,937.77

7,605 00

$ 332.77

58

Thank you for your cooperation.

Sincerely,

Fortune Elite Investments

DALLAS COUNTYCOMMUNICATIONS & CENTRAL SERVICES

00 FEB -2 AM (0: 55

February 2, 2000

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Dan Savage, Assistant Administrator for Operationsruy

Chris Thompson, Director, Communications & Central Services dRequest for Proposal (RFP) for PBX Maintenance

Background of IssueThe existing contract for PBX maintenance expires March 31, 2000. The purpose of this briefingis to obtain approval of a RFP to solicit proposals for a replacement contract.

Impact on OperationsThe maintenance contract will be for parts and labor for the Northern Telecom systems at thefollowing locations:

(1) Bill Decker Correctional Facility(2) Forensic Sciences(3) Frank Crowley Courts Building(4) George L. Allen Sr. Courts Building(5) Health & Human Services(6) Henry Wade Juvenile Justice Center(7) Juvenile Center(8) North Dallas Government Center(9) R L Thornton(1 0) Youth Village

Maintenance of these systems includes repairs on instruments, switch hardware and softwarechanges. The RFP is structured to continue maintenance as is currently being provided. This willinclude a full time, on-site technician.

Proposals will be evaluated by a committee composed ofmembers from Communications & CentralServices, Telecommunications and Purchasing. The following evaluation criteria will be used:

Cost

FACTOR

Total price for annual maintenanceHourly Rate

509 Main Street • Dallas, Texas 75202

MAXIMUMPOINTS

3510

59

Experience and financial history (experience with similar projectsand financial stability)

Quality of proposal (completeness of proposal and conformance withspecifications)

Female and Minority Participation

30

10

15Total 100

60

Financial Impact/ConsiderationsFunding in the amount of $136,659.00 was included in the FY2000 budget. Of this amount,approximately one-half will be expended through the end of the current contract.

Legal ConsiderationsA copy ofthe RFP was furnished to the Civil Section ofthe District Attorney's Office for review andcomment.

RecommendationsApprove the attached RFP.

NOTE: Information to complete Attachments A and B (configuration data) is being compiled andwill be inserted prior to RFP release.

RFPNO.

REQUEST FOR PROPOSAL

FOR

DALLAS COUNTYNORTHERN TELECOM

PBXMAINTENANCE

PROPOSALS DUE:

Pre-Proposal Conference:

61

62

TABLE OF CONTENTS

SECTIONI PAGE

PARAGRAPH ITEM NUMBER

I GENERAL INFORMATION 1

1 AMBIGUITY, CONFLICT OR OTHER ERRORS IN RFP 1

2 PROPOSAL PREPARATION COST 1

3 SIGNATURE OF PROPOSAL 1

4 DELIVERY OF PROPOSALS 1

5 PRE-PROPOSAL CONFERENCE 2

6 ECONOMY OF PROPOSAL 2

7 PROPOSAL OBLIGATION 2

8 IMPLIED REQUIREMENTS 2

9 COMPLIANCE WITH RFP SPECIFICATIONS 2

10 WITHDRAWAL OF PROPOSAL 3

11 STATUS OF PROPOSAL 3

12 DISCLOSURE OF PROPOSAL CONTENT 3

13 TEST SAMPLES 3

14 CONTRACTUAL DEVELOPMENT 4

15 FEE REQUIREMENTS 4

16 INVOICES 4

17 LOSS DAMAGE OR CLAIM 4

18 COLLUSION 5

19 MONETARY RESTITUTION 5

20 VENUE 5

21 CONFLICT OF INTEREST 5

22 LITIGATION 5

23 LIABILITY AND OTHER INSURANCE COVERAGE 5

24 TERMS OF CONTRACT 6

25 SECURITY FOR FAITHFUL PERFORMANCE (GOODS & SERVICES) 6

26 POLICY FOR SELECTION OF AWARD 7

SECTION/ PAGE

PARAGRAPH ITEM NUMBER

II SCOPE OF SERVICES 8

1 BACKGROUND 8

2 INTENT 8

3 REQUIREMENTS / VENDOR RESPONSIBILITIES 8

4 ON-SITE TECHNICIAN 9

5 MOVES, ADDS & CHANGES 10

6 MAINTENANCE CONTRACT 11

III MINORITY/wOMEN BUSINESS SPECIFICATIONS 12

1 POLICY STATEMENT 12

2 REQUIREMENT OF ALL BIDDERS 12

GOOD FAITH REPORT 13

MBE/WBE PARTICIPATION REPORT 14

LETTER OF ASSURANCE "A" OR "B" 15

MBE/WBE IDENTIFICATION 16

DALLAS COUNTY VENDOR STATISTICAL REPORT 17

DESCRIPTION OF JOB CATEGORIES 18

ATTACHMENTS

A PBX LOCATIONS

B PBX CONFIGURATIONS

C PRICING

0 LIST OF CERTIFIED TECHNICIANS

E STAFF ASSIGNED TO DALLAS COUNTY

F EMERGENCY NUMBERS

G MAINTENANCE AGREEMENT

H SUBMITTALS

63

I. GENERAL INFORMATION

This Request for Proposal (RFP) is soliciting proposals from qualified firms to provide maintenancefor 10 Dallas County Northern Telecom PBXs.

1. AMBIGUITY, CONFLICT OR OTHER ERRORS IN RFP:

If a vendor discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, heshall immediately notify the County of such error in writing and request modification orclarification of the document. Modification will be made by issuing an addendum. Written noticewill be given to all parties who have been furnished the RFP without divulging the source of therequest for same.

If a vendor fails to notify the county prior to the date and time fixed for submission of proposal ofan error or ambiguity in the RFP known to him, or an error ambiguity that reasonably should havebeen known to him, he shall not be entitled to additional compensation or time by reason of theerror/ambiguity or its late resolution.

The County may also modify the RFP prior to the date and time fixed for submission of proposalsby issuance of an addendum to all parties who have received the RFP. All addenda will benumbered consecutively beginning with 1.

2. PROPOSAL PREPARATION COST:

Cost for developing proposals are entirely the responsibility of the vendors and shall not bechargeable to the County of Dallas.

3. SIGNATURE OF PROPOSAL:

A transmittal letter, which shall be considered an integral part of the proposal, shall be signed byan individual who is authorized to bind the vendor contractually. If the vendor is a corporation, thelegal name of the corporation shall be provided together with the signature ofthe officer or officersauthorized to sign on behalf of the corporation.

4. DELIVERY OF PROPOSALS:

All proposals shall be delivered to:

Dallas County Purchasing DepartmentAttn: Shirley Rapp509 Main StreetRoom 623, Records BuildingDallas, Texas 75202

Six (6) copies of the proposals shall be delivered by 2:00 P.M., and shallbe clearly marked "RESPONSE TO REQUEST FOR PROPOSAL DALLAS COUNTYNORTHERN TELECOM PBX MAINTENANCE " on the outside ofthe package to be considered. Six copies must be submitted with one containing the originalsignature.

Late proposals will be returned to the bidder unopened. Dallas County will not be responsible forunmarked/improperly marked proposals or for proposals delivered to the wrong location.

5. PRE-PROPOSAL CONFERENCE:

A pre-proposal conference will be held on _

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 theapplicable reference number ofthe questions in the RFP. Proposals must address the requirementssince the request for proposal must be answered concisely and clearly. Proposals that do notaddress 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 shallbecome 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 whose are necessary to providethe functional capabilities described by the vendor, 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 tosecure comparable proposals. The vendor's response must coincide with the format of the RFP anin addition to those items specified elsewhere in this RFP, each proposal should include thefollowing:

a. Cover indicating "Response To Request for Proposal No. (DALLASCOUNTY NORTHERN TELECOM PBX MAINTENANCE)".

b. An acknowledgment ofunderstanding of and/or response to each paragraph in this RFP.

c. Indication of form of business (e.g. corporation, sole proprietorship, partnership); if the

2

65

respondent is a corporation, indicate the date and state of incorporation.

d. Identification of five entities for which the proposer is providing or has provided likeservices within the last year, indicating the name and telephone number of a point ofcontact for each.

e. Identification of all legal claims, demands, contracts terminated or lawsuits filed,threatened or pending against the proposer and/or its principals/officers, and identificationof any administrative actions or warnings taken or issued by any federal, state or localgovernmental agency to proposer and/or its principals/officers with regard to the provisionof the same or similar services as covered by this RFP, or the payment of moneys underthe terms of any agreement(s) relating to such services.

f. Financial statements for the proposer for the last two (2) years, if available, and if notavailable, an explanation of why such statements are not available.

10. WITHDRAWAL OF PROPOSAL:

A vendor may withdraw his proposal by submitting a written request for its. withdrawal over thesignature ofan authorized individual as described in Section 3 and 4 above, to the Purchasing Agentat any time prior to the submission deadline. The vendor may thereafter submit a new proposal priorto the deadline. Modifications offered in any manner, will not be considered if submitted after thedeadline.

11. STATUS OF PROPOSAL:

Disposition of Proposal - All proposals become the property of the County and will not be returnedto the vendor.

12. DISCLOSURE OF PROPOSAL CONTENT:

Pursuant to Texas Local Government Code Section 262.030, proposals shall be opened so as to avoiddisclosure ofcontents to competing offerors. It is Dallas County's intent not to release details of theproposals until all ensuing negotiations have been completed and contractual agreements have beenexecuted.

13. TEST SAMPLES:

Upon request by Dallas county, bidders agree to furnish samples and/or demonstrations of productsbid, as applicable. The product(s) requested will be furnished at no additional cost to Dallas Countyand will be ofsufficient amounts and/or time frames agreed by County and bidder to ensure effectivetesting of the product(s). Any testing product used beyond the agreed upon amount or time framemay be considered for payment by Dallas County, ifin the best interest of the County. Any product

3

66

that fails testing shall be considered sufficient reason to reject the bid or product. Any product usedby Dallas County, during the contract period that does not perform as specified and/or approvedduring testing shall be considered grounds for cancellation of the contract.

14. CONTRACTUAL DEVELOPMENT:

The contents ofthe RFP and selected Firm's proposal will become an integral part ofthe contract butmay be modified by provisions of the contract as negotiated. Therefore, the Proposal Firm must beamendable to inclusion in a contract ofany information provided (in writing) either in response to thisRFP or subsequently during the selection processes

15. FEE REQUIREMENTS:

1. All fees for services must include all cost elements.

2. Fees proposed must be guaranteed for 180 calendar days from the scheduled proposalsubmission date.

16. INVOICES:

1. The awarded Contractor will submit an itemized monthly billing statement in accordance withthe awarded contract requirements. Unless noted all invoices will be net 30 days upon receiptin the County Auditors Office.

2. The original invoice is to be sent to the County Auditor's Office 500 Main Street, Suite 407Dallas, Texas 75202. A copy of the invoice is to be sent to Dallas County, Communications& Central Services, 509 Main Street, Suite 608, Dallas, Texas 75202 for approval. Anydisputes in billing must be resolved by the County Auditor and the department.

17. LOSS, DAMAGE OR CLAIM:

The Contractor agrees that it will protect, defend, indemnify, and save whole and harmless the Countyand 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 ordamages (including but not restricted to death) received or sustained by any person, persons, orproperty, on account of, arising out of, or in connection with the performance of the work, includingwithout limiting the generality of the foregoing, any negligent act or omission of the Contractor orany agent, servant, employee or sub-contractor of the Contractor in the execution or performance ofthis Contract. Contractor further agrees to protect, indemnify and hold County harmless against andfrom any and all claims and against and from any and all loss, cost, damage, judgements or expense,including attorney's fees arising out the breach of any of the requirements and provisions of thiscontract of any failure of Contractor, its employees, officers, agents, contractors, invites, or assignsin any respect to comply with and perform all the requirements and provisions hereof.

4

67

18. COLLUSION:

The successful vendor may be required to provide an affidavit that he has not conspired with otherpotential suppliers in any manner to attempt to control competitive pricing. This paragraph does nothowever, preclude two or more suppliers of certain parts of the requirements from presenting acombined or joint proposal for the purpose of providing a complete proposal.

19. MONETARY RESTITUTION:

In the event the contract is prematurely terminated due to non-performance and/or withdrawal by thecontractor, Dallas County reserves the right to seek monetary restitution (to include but not limitedto; withholding of moneys owed) from the contractor to cover costs for interim services and/or tocover the difference of a higher cost (difference between termination vendor's rate and newcompany's rate) beginning the date ofvendor's termination through the contract expiration date. Inthe event civil suit is filed to enforce this provision, Dallas County will seek its attorney's fees andcost of suit from the Contractor.

20. VENUE:

The construction, interpretation and enforcement of this agreement shall be governed by the laws ofthe State of Texas, and exclusive venue shall be in Dallas County, Texas.

21. CONFLICT OF INTEREST:

No official or employee shall have any financial interest, direct or indirect, in any contract with theCounty 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. Anyviolation ofthis section, with knowledge, express or implied, ofthe person or corporation contractingwith the County shall render the contract involved voidable by the Commissioners Court of DallasCounty. It is the responsibility ofthe contractor during all phases ofthe contract process to notify theCounty in writing of any potential conflict of interest.

22. LITIGATION

Any bidder/proposer who is currently involved, either directly or indirectly with any litigationagainst or involving Dallas County, which, as determined by the Commissioners Court, may notbe in the best interest of the County may be disqualified and/or not considered for an award.

23. LIABILITY AND OTHER INSURANCE COVERAGE:

Any vendor that conducts business with Dallas County, whether it is for goods and/or services, mustmaintain lawful worker's compensation requirements and adequate liability limitations.

5

68

Within ten (l0) days after contract award and prior to the commencement ofany work or delivery,the Purchasing Agent requires the successful vendor(s) to submit verification of the followingcoverages, showing Dallas County as the certificate holder (general liability insurance coverage)with coverage dates inclusive to that ofthe contract award. All insurance cost including deductibleifany shall be paid in full by successful bidder without cost to or contributions from Dallas County.

a) workers compensation meeting the acceptable requirements as established by the TexasWorkers Compensation Act, Title 5, Subtitle A, Texas Labor Code; and

b) general liability insurance meeting the acceptable limits as established by the State ofTexasInsurance Board and/or those limits specifically contained within the bid specifications.

Vendors and/or their freight contractors must be prepared to show coverage verificationprior to entering upon Dallas County premises.

Failure to comply with lawful requirements or adequate liability requirements may result in delayof payments and/or cancellation of the contract. (Court Order 94-1243, August 9, 1994)

24. TERMS OF CONTRACT:

1. Contract will be awarded for a two (2) year period, with the option to renew for three (3)additional twelve month periods, beginning from date of formal approval.

2. Either party, County or Contractor, may terminate the contract upon a thirty day writtennotice to the other.

3. Question or comments on the solicitation should be in writing and forwarded as quickly aspossible after issuance of RFP to:

Dallas County Purchasing DepartmentAttn: Shirley Rapp509 Main StreetRoom 623, Records BuildingDallas, Texas 75202

25. SECURITY FOR FAITHFUL PERFORMANCE (GOODS & SERVICES):

With the execution and delivery of the contract, the Contractor shall furnish and file with DallasCounty within thirty (30) days ofaward and in the amounts herein required, the following SURETYBONDS. Such Surety Bonds shall be in accordance with the provisions of Section 262.032 of theTexas Local Government Code.

PERFORMANCE BOND: A good and sufficient Bond in an amount equal to 100 percent of theapproximate total amount of the Contract, as evidenced by the Proposal tabulation, or otherwise

6

69

7fJ

guaranteeing the full and faithful execution of the Work and performance of the Contract inaccordance with the Plans, Specifications and Contract Documents, including any extensionsthereof, for the protection ofDallas County. Should Dallas County exercise any contract extensionoption for additional contract terms (multi-year), it will be the contracted vendor's responsibilityto have the surety company provide to Dallas County confirmation of the existing bond or providea new bond if so applicable.

Bonds shall be executed by a duly authorized surety company satisfactory to Dallas County. DallasCounty 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.

No sureties will be accepted by Dallas County who are now in default or delinquent on any bondsor who are interested in any litigation against Dallas County. All bonds shall be executed bycorporate surety authorized to do business in the State of Texas.

Each bond shall be executed by the Contractor and the Surety. Each surety shall designate an agentresident in the State ofTexas to whom any requisite notices may be delivered and on whom serviceof process may be had in matters arising out of such surety ship.

In lieu of a performance bond, the successful contractor(s) may submit a cashiers check in theamount of 5% ofthe total contract amount guaranteeing the full and faithful execution of the workand performance ofthe contract in accordance with the contract documents, including any extensionthereof for the protection of the County.

In the event the contract is prematurely terminated due to non-performance and/or contractorrequest, Dallas County reserves the right to act on the performance bond and/or seek monetaryrestitution. In the event civil suit is filed to enforce this provision, Dallas County will seek it'sattorney's fees and cost of suit from the Contractor, which amount Contractor agrees to pay.

All bonds shall be delivered to the Dallas County Purchasing Department, c/o Mary LewisStephens, 509 Main Street, Room 623, Dallas, Texas 75202, within 30 days after award of thecontract.

Dallas County will disburse no payments for goods or services provided unless a good andsufficient bond is on file with the County.

26. POLICY FOR SELECTION OF AWARD

The proposals submitted will be based on competence and qualifications for the services to beperformed at fair and reasonable prices. The overall selection will be evaluated on the followingcriteria:

7

CostFACTOR

MAXIMUMPOINTS

Total price for annual maintenance 35Hourly Rate 10

Experience and financial history (experience with similar projectsand financial stability) 30

Quality of proposal (completeness of proposal and conformance withspecifications) 10

Female and Minority Participation 15A. List of female and minority-owned

firms that will be involved inproject with description of involvement

B. Female and minority employees of firm

C. Minority ownership within firm

Total 100

II. SCOPE OF SERVICES

1. BACKGROUND:

Dallas County currently has ten (l0) Northern Telecom PBXs installed at ten sites throughout theCounty. Configurations vary in size and software release and consist ofapproximately 7,500 activeports. The locations and models are listed in Attachment A with further detailed specificationslisted in Attachment B. These specifications are based on surveys conducted during the week ofJanuary 31, 2000 and minor changes may have occurred since then. If a vendor has questionsconcerning the provided specifications, it is that vendor's responsibility to verify these quantitiesthrough site visits prior to submitting a final proposal. Site visits must be requested at the preproposal conference.

2. INTENT:

The intent of this specification is to obtain a maintenance agreement to cover parts and labor forten Dallas County Northern Telecom switches, on a contract basis, with options as shown inAttachment B.

The parts and features to be covered are specified in Attachment B, PBX Configurations. Pricesare specified in Attachment C to also include hourly labor rates. Dallas County will select the best

8

71

options considering needs versus economics.

3. REQUIREMENTS / VENDOR RESPONSIBILITIES:

The switches and components indicated in Attachments A and B are vital to Dallas Countyfunctions due to their support of voice communications and data interfaces.

In consideration of the above, the successful bidder must be an authorized Northern Telecomdistributor and must have proven experience in providing maintenance support for NorthernTelecom switches with the components indicated in Attachment B. Each bidder is required tofurnish proofofcapabilities by listing five references with configurations of like size for which thevendor has provided maintenance support.

In submitting a proposal, the vendor agrees that any of its employees who shall provide services inconnections with this agreement are fully qualified to undertake and competent to perform suchservice and that any material supplied shall be in full compliance with product specifications.

The successful proposer will be a Certified Northern Telecom Distributor and will complete andinclude Attachment D, list ofCertified Technicians, who may be assigned to Dallas County. Suchassignments are subject to approval by Dallas County.

Details of work accomplished must be furnished to County personnel (in a manner to be agreedupon by both parties) for each maintenance service call performed. All routine service calls are tobe completed within 24 hours (i.e., during business days) ofthe time that the call is assigned to thetechnician.

Successful proposer will be responsible for providing a maintenance terminal/device for theTelecommunications Manager's office.

Vendor selected will be required to respond to a list ofEmergency Numbers which will be includedin the maintenance agreement and are specified for two hour response time after hours, weekendsand holidays (Attachment E).

Successful proposer shall provide Dallas County traffic reports and analyses once annually for eachPBX covered by the maintenance contract. These studies will cover a period specified by DallasCounty (typically a two week time frame) and \vill be conducted at a time mutually agreed upon byVendor and County.

Successful proposer agrees to perform manufacturer's routine preventive maintenance and providestatus report of same to County.

Successful proposer shall provide Dallas County system back-up disks/tapes on a basis to bemutually agreed upon by Vendor and County.

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72

Selected vendor will be County's Northern Telecom's Vendor of Record and as such agrees toprovide estimates for upgrades, capacity increases and new features and services (to includenecessary engineering evaluations) at no cost to the County. Vendor further agrees to recommendcapacity increases and system upgrades in such a time frame as to prevent degradation of service.

4. ON-SITE TECHNICIAN:

The successful proposer will be required to provide one full-time technician (40 hours per week)with vehicle, tools and materials, on-site at Dallas County reporting to the TelecommunicationsManager. List this technician on Attachment E, StaffAssigned to Dallas County, which will reflectthose personnel vendor is proposing to assign to this contract. Personnel on this list are to bedesignated by the Vendor with County approval. All technical personnel should also be listed onAttachment D.

If the on-site technician, is unable to provide the maintenance/repair response time stipulatedherein, additional technical personnel will be dispatched by the vendor at no extra charge to DallasCounty.

5. MOVES, ADDS AND CHANGES:

First priority of vendor's on-site technician will be to provide repair service at all Dallas CountyPBX locations. For any remaining time, the on-site technician will be available to provide moves,adds and changes at no additional labor cost to Dallas County.

Additional moves, adds and changes over and above the requirement specified above will becharged to Dallas County at the hourly labor rate specified in Attachment C. Moves, adds andchanges (MAC) will be provided to the vendor in written form as outlined below:

a. Vendor is required to provide a cost estimate for a written MAC order. MAC orderwill reflect a County assigned number (i.e. M-number) used to identify therequirement.

b. Vendor provides estimate including all labor, parts, cabling, etc.

c. Telecommunications Manager requests estimated amount from CommissionersCourt.

d. Upon approval by the Court, a purchase order is issued and the vendor is authorizedto proceed and given a required due date.

e. Upon completion of work, using a vendor supplied service order/work completionform, technician documents time and materials using the County assigned Mnumber, obtains user signature verifying work completion, signs order/form andpresents a copy to the Telecommunications Manager as verification of work

10

73

74

completed.

f. Telecommunications Manager approves (signs) order/form.

g. Vendor invoices County referencing County assigned M-number and purchase ordernumber.

In addition to the onsite technician, Vendor will provide to Dallas County the services ofa SoftwareSupport Coordinator for a maximum of five (5) hours per week with the responsibility of makingsoftware programming changes and providing individual follow-up as necessary. Dallas county willprovide the software change requests to Vendor in a written form on a regular basis to be mutuallyagreed upon by county and Vendor. The provisions ofthis paragraph do not preclude such softwarechanges from being performed by the on-site technician. All requests for the Software SupportCoordinator over and above the five hour week maximum will be charged at the rate specified inAttachment C.

6. MAINTENANCE CONTRACT:

Proposer shall attach, as a part of this proposal, a copy of their standard maintenance agreement.This will be designated Attachment G to the proposal.

11

III. MINORITYIWOMEN BUSINESS SPECIFICATIONS

(Failure to complete/submit this section could result in your rejection ofyour proposal)

1. POLICY STATEMENT

Dallas County is wholly committed to developing, establishing, maintaining, and enhancing minorityinvolvement in the total procurement process. It is the policy of Dallas County to involve qualifiedminority/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 andsubcontractors, and vendors ofgoods, equipment services, and professional services shall not discriminateon the basis of race, color, religion, national origin, handicap, or sex in the award and/or performance ofcontracts. However, competition and quality of work remain 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 shallsupport, encourage, and implement affirmative steps toward our common goal of establishing equalopportunity for all citizens of Dallas County.

2. REQUIREMENT OF ALL BIDDERS

Each firm responding to this solicitation shall be required to submit with their bid information regardingminority/women business participation in this project. This would include:

Check upon completion (forms attached):

U 1. Compliance with Dallas County's Good Faith Effort Policy.

U 2. MBE/WBE Participation Report Form.

U 3. A Letter of Assurance A or a Letter of Assurance B.

U 4. MBE/WBE Identification.

U 5. Vendor Statistical Report (must also be submitted on subcontractors with 200/0 or more of thework).

U 6. Dallas County MlWBE Payment Report.

NoteIn the event that the awarded vendor is authorized to subcontract and commits effort toutilize minority and/or women owned businesses as subcontractors, the name, addressand telephone number of the actual subcontractor(s) with actual dollar awards to thesesubcontractors must be submitted to the Purchasing Department within five (5) workingdays after bids are opened. Once work commences, the awarded vendor (primecontractor) must submit an MIvVBE subcontractor status payment report (attached) witheach payment invoice before payments will be authorized for release.

12

75

76

1. GOOD FAITH EFFORT

Prior to an award, all bidders/proposers will be required to document a "Good Faith Effort" to secureminority/women-owned businesses as subcontractors/subconsultants. In the case ofsome construction projects, thisdocumentation may be submitted after award of the contract, for those subcontract areas occurring later in theconstruction process. However, if the successful bidder does not document a "Good Faith Effort" in securingminority/women-owned businesses, a representative of the company must appear before the Dallas CountyCommissioners 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 todetermine with certainty whether these firms are interested.

3. Efforts made to select portions of the work proposed to be performed by minority/women-ownedfirms 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 regardinginclusion and reasons for the conclusions.

5. Efforts to assist the minority/women-owned firms contacted that needed assistance in obtainingbonding, lines of credit or insurance.

6. Efforts that demonstrate that the contractor effectively used the services of available communityorganizations, contractor's groups, local, state and federal small businesses, minority/womenbusiness assistance offices and other organizations that provide assistance and placement ofminority/woman-owned businesses.

Signed: _

Printed Name: _

Date:

13

2. MBEIWBE PARTICIPATION REPORT

PROJECT NUMBER PROJECT TITLE

Total Amount of Your Bid $ _(The amount above should equal the total amount as shown on the bid sheet)

List each MBEIWBE business that you plan to use on this initiative. Deletion of firms must be approved by Dallas County prior to finalization.

Name of MBEIWBE NCTRCA'" Certification # Phone# S 1M"'''' Description of Work Amount %

*North Central Texas Regional Certification Agency - **S = Sub (contractor/consultant) **M= Material Supplier

L--l No MBEIWBE's Added: Please Explain:. _

NAME OF YOUR BUSINESS:

COMPLETE THIS PORTION OF THE FORM WITH DATA ON YOUR COMPANY.

ADDRESS: PHONE#

( )

-..l-..l

Printed Name Of Preparer Signature

14

Title Date

3. LETTER OF ASSURANCE "A"

The undersigned bidder/proposer hereby assures that our firm will meet or exceed submitted M/WBE goals and shalldemonstrate and document a Good Faith Effort to comply with the Dallas County Minority and Women-OwnedBusiness Enterprises in subcontract/subconsultant awards. The undersigned further agrees that any deviation fromthe initial goals will be done so only with the concurrence of Dallas County.

Name Of Company Signature Title (Officer of Company) Date

LETTER OF ASSURANCE "B"

The undersigned bidder/proposer hereby certifies that our firm will perform the contract:

[--.-J with our own work forces, and submit information sufficient to demonstrated that it is our normal businesspractice to do so. or

[--.-J without the services of MIWBE subcontractors/subconsultants. The undersigned further submits GFEdocumented attempt(s).

Name Of Company Signature Title (Officer of Company) Date

78

NOTE:EACH PROPOSER WILL BE REQUIRED TO SIGN ONE OF THE ABOVE LETTERS

OF ASSURANCE AND RETURN WITH THEIR PROPOSAL.

------------------------------------------------------------------------------------------------------------------------------------------------

4. MBE/WBE IDENTIFICATION

Minority Business Enterprise (MBE) - The bidder/proposer represents that it:U is, LJ is not a minority-owned business, NCTRCA* # _

Women Business Enterprise (WBE) - The bidder/proposer represents that it:U is, U is not a women-owned business, NCTRCA* # _

*NCTRCA =North Central Texas Regional Certification

15

DALLAS COUNTY COMPANY NAME:

VENDOR STATISTICAL REPORTADDRESS:

Permanent Full-Time EmploymentTELEPHONE:

MALE WHITE BLACK HISPANIC NATIVE AMERICAN ASIAN·PACIFIC ASIAN·INDIAN OTHER

OFFICIALS ANDMANAGERS

PROFESSIONALS

TECHNICIANS

SALES WORKERS

OFFICE ANDCLERICAL

CRAFT WORKERS(SKILLED)

OPERATIVES (SEMI-SKILLED)

LABORERS(UNSKILLED)

SERVICEWORKERS

I TOTAL I I I I I I I IFORMAlON-THE-JOB TRAINEES,

WH!TE COLLAR

PRODUCTION

FEMALE WHITE BLACK HISPANIC NATIVE AMERICAN ASIAN-PACIFIC ASIAN-INDIAN OTHER

OFFICIALS ANDMANAGERS

PROFE SS IONALS

TECHNICIANS

SALES WORKERS

OFFICE ANDCLERICAL

CRAFT WORKERS(SKILLED)

OPERATIVES (SEMI-SKILLED)

LABORERS(UNSKILLED)

SERVICEWORKERS

I TOTAL I I I I I I I IFORMAL

ON-THE·JOB TRAINEES,

WHITE COLLAR

PRODUCTION

I TOTAL I I I I I I I ICHECK Minority-Owned Firm Certification # Issued by Signature:

ONE: NCTRCA

Women-Owned Firm Certification # Issued by Typed Name and Title:NCTRCA

Non-Minority Owned Firm

16

79

80

DESCRIPTION OF JOB CATEGORIES

Officials and Managers - Occupations requiring administrative andmanagerial personnel who set broad policies, exercise overallresponsibility for execution of these policies, and direct individualdepartments or special phases of a firm's operations. Includes: officials,executives, middle managers, and superintendents, salaried supervisorswho are members of management, purchasing agents and buyers,railroad conductors and yard masters, ship captains, mates and otherofficers, farm operators and managers, and kindred workers.

Professionals - Occupations requiring either college graduation orexperience of such kind and amount as to provide a comparablebackground. Includes: accountants and auditors, airplane pilots, andnavigators, architects, artists, chemists, designers, dieticians, editors,engineers, lawyers, librarians, mathematicians, natural scientists,registered professional nurses, personnel and labor relations specialists,physical scientists, physicians, social scientists, teachers, and kindredworkers.

Technicians - Occupations requiring a combination of basic scientificknowledge and manual skill which can be obtained through two (2) yearsof post-high school education, such as is offered in many technicalinstitutes and junior colleges, or through equivalent on-the-job training.Includes: computer programmers, drafters, engineering aides, juniorengineers, mathematical aides, licensed, practical or vocational nurses,photographers, radio operators, scientific assistants, surveyors, technicalillustrators, technicians (medical, dental, electronic, physical science),and kindred workers.

Sales - Occupations engaging wholly or primarily in direct selling.Includes: advertising agents and sales workers, insurance agents andbrokers, real estate agents and brokers, stock and bond sales workers,demonstrators, sales workers and sales clerks, grocery clerks, andcashiers/checkers, and kindred workers.

Office and Clerical - Includes all clerical type work regardless of level ofdifficulty, where the activities are predominately non-manual though somemanual work not directly involved with altering or transporting theproducts is included. Includes: bookkeepers, collectors (bills andaccounts), messengers and office helpers, office machine operators(including computer), shipping and receiving clerks, stenographers,typists and secretaries, telegraph and telephone operators, legalassistants, and kindred workers.

Craft Workers (skilled) - Manual workers of relatively high skill levelhaving a thorough and comprehensive knowledge of the processesinvolved in their work. Exercise considerable independent judgment andusually receive an extensive period of training. Includes: the buildingtrades, hourly paid supervisors and lead operators who are not membersof management, mechanics and repairers, skilled machining occupations,compositors and typesetters, electricians, engravers, painters(construction and maintenance), motion picture projectionists, pattern andmodel makers, stationary engineers, tailors and traitoresses, artsoccupations, hand painters, coaters, bakers, decorating occupations, andkindred workers.

Operatives (semiskilled) - Workers who operate machine or processingg equipment or perform other factory-type duties of intermediate skill levelwhich can be mastered in a few weeks and require only limited training.

17

Includes: apprentices (auto mechanics, plumbers bricklacarpenters, electricians, machinists, mechanics, building trmetalworking trades, printing trades, etc.)., operatives, atten(auto service and parking), blasters, chauffeurs, delivery worsewers and stitches, dryers, furnace workers, heaters, laand dry cleaning operatives, milliners, mine operativeslaborers, motor operators, oilers and greasers (exceptpainters (manufactured articles), photographic process worstationary fire fighters, truck and tractor drivers, knitting, 100

taping and weaving machine operators, welders and flame cuelectrical and electronic equipment assemblers, butchersmeat cutters, inspectors, testers and graders, hand packerpackages, and kindred workers.

Laborers (unskilled) - Workers in manual occupationsgenerally require no special training, performs elementary dthat may be learned in a few days and requires the applicatilittle or no independent judgement. Includes: garage labcar washers and greasers, groundskeeper and gardeners,workers, stevedores, wood choppers, laborers performing Iidigging; mixing, loading and pulling operations, and kiworkers.

Service Workers - Workers in both protective and non-protservice occupations. Includes: attendants (hospital andinstitutions, professional and personal service, including naides, and orderlies), barbers, char-workers and cleaners, ccounter and fountain workers, elevator operators, fire fighterfire protection, guards, doorkeepers, stewards, janitors,officers and detective, porters, waiters and waitreamusement and recreation facilities attendants, guides, U

public transportation attendants, and kindred workers.

On-the-Job Trainees:

Production - Persons engaged in formal training for craft w-- when no trained under apprentice programs -- operative, laand service occupations.

White Collar - Persons engaged in formal training, for ofmanagerial, professional, technical, sales, office and cIoccupations.

Project Number

DALLAS COUNTY MBEIWBE PAYMENT REPORT

Project Title

Prime/General Contractor _

Invoice# Work Order Date Job #

List each MBEIWBE business that you plan to use on this initiative. Deletion of firms must be approved by Dallas County prior to finalization.

Name of MBEIWBE Planned Amount Planned % Amount of invoice Amt Paid to Date % to Date

Note:This form mustbe 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:

co~

Printed Name of Officer/Director Signatu reof Officer/Director

18

Date Dallas County Project Mgr Dallas County Department Head

Attachment A - PBX LocationsDALLAS RFP No.--- - -------- ---- -------------~-------------~-----------------------------

Reque~_tf~~!:9p_~~al!~~Nort~ern~~lecomJ'_I?_~_Ma_i_n_~te-n--a--n---c-.-e-.-------------------------- _

VOICEMAIL

Centigram

Centigram

_________ __ Centigram20

19

SOFTWARE NUMBER OF EQUIPPEDRELEASE STATIONS PORTS

20

ST

61C

PBX

NT

LOCATION

600 Commerce Street

Bill Decker Correctional Center899 StemmonsDallas, Texas 75207

Forensic Sciences5320 Medical Drive

------4---- ----- ----------'+--.-------- ------------------ -----

()alla~..:Texas 75~~ .. -------~+__-------------~-------- -'- _

Frank -Crowley Courts BUTIding--------81-C-~-----2i---i----------------------------C-e-ntigram133North Industrial - ~------.I-----------~--------------- --

Dallas, 75202

Health & Human Services2377 <;;:t£l,rnnnnric

- -----------------Dallas. Texas 75207

::.:cc::.:cc.::::-:'::O_= -__:c---::::-..:::.= - -_·_--=-:::--=-co-=-:=--=_ :c::.::.::-:_- :::-:cc-= :.-=:::::-,,=__-:.c..:::-cc-=--=-::.:: _",-_=.:::::::===--=::=::=_=____ =_=::---=c==------ --- -- -- - -

Henry Wade Juvenile Justice C~_~ter

2600 Lone StarDallas. Texas 75212

George L. Allen Sr. Courts Rllilt1iinn

Juvenile Center4639 H(3r!y__~ines _Dallas, Texas 75235

NT 20 Centigram

4---------------l-it :1

Meridian---------"

II . Mail---,,--------------.-------

Ii -11C 21

I,II

:1-!-+--

ST 20

414 South R L Thornton Freeway----"--------c+--------+i---

Dallas, Texas 75203---====--===========:.-:t:===~_Y__ou__t__h__~'~~I!~-,-,,..~a ,--- --;-' ------'---,- Ce__n__tiQ~am_1 !5g~__§.~~J:angdon RoadDallas, Texas 75241

North Dallas Government Center 20--------~-----:-r_-~---~---

10056 Marsh LaneDallas, TexasF================t=====l:f======#======::;::=====~~------------R L Thornton

NOTE: Centigram voice mail system are maintained under a separate contract.

82

Attachment B - PBX ConfigurationsDALLAS COUNTY RFP No.Request for Proposal for Northern Telecom PBX Maintenance

83

QO..PRICEPERPORT

TOTAL PRICEINCLUDING

ON-SITE TECHNICIAN-'.

PLAN

C

A

Attachment C - PricingDALLAS COUNTY RFP No.Request For Proposal for Northern Telecom PBX Maintenance-- -jl···· .

II

11

REGULAR REPAIR SERVICE II CATASTROPHIC SERVICE!iService as outlined in RFP provided .. "Service provided within ONE hour

. il w.(~~~~. :'~h~~~.s60.··~.~.~~ ....~.KJt~a.!~~_.u.•._.r.~.•._.:J..\~fJ[~.:O...~~~~;:~~~o~...~.:.hOF~;;Y.. t.t.il~.h..~o.u.. ~~:~;~~Jsexc~=~.i.~..~. IJ.~!I=~_.. : :.....-...1!~.~.Udin... 11.. Dallas County hOlida¥..~..-=-c.•.c_ =c-C=+F==C-':.C==C:C"::'.-C.

Be:··· - c_ -r] ~~rvice as outl ined .i~-~~~p''[email protected]~=~-~ S~~ice p~ovided with in ONE hour

ii.within 24 hours durin{;Jworkir"!~_!'.~':J~~_""_l' 2~ ~()urs a day, 7 days a week,

:.i (8.:oo.a..m. to 5:00 !l:m" M...o.!'._~.a.y_._ .. __. ..... excludinll Dallas County holida¥sl:throu~h Friday) excludi'!itl2~!I~s__ _jfiCounty holidays !

ri. Se;:.l/ice as outlined in R£f> !lro~icJ.ed .. .t~Elrvice provided within TWO hoursi!within 24 hours durir"!~ w~r~i.,:,_~ hours _~.~4 hours per day, 7 days ~.week,

1.1(8:00 a.m. to 5:00p:~~!Mom:i~X_ 11,_incIUdinQ Dallas County~()I~~~Xs'~through Friday) including Dallas'I . - ---·t -i iCounty holidays 'i'lL

Specify Hourly Labor Rates-- .. ---- --1)8:00 a.m. -5:00p.m.

!i 5:00 p.m. - 8:00 a.m.ili i Weekends/Holidays:,

For each plan provide a listing reflecting the cost for each of the 10 sites (I.e., based on the per port price).I . . III]I II I" I

IiII:!

Attachment D - Certified Technicians ! I

DALLAS COUNTY RFP No. !!Request For Pr~e<:>sal for Northern Telecom PBX Maintenance

NAME

TRAININGList Nortel Training and CertificationIndicate any additional trainin~ ~~~~nient to tis RFP DATE

QQtil

--------------------•••••- •••••••••••••••••••••••• !--------------------------------------------------------------------------------------------------------------- i -------------------------

86

Attachment E - Staff Assigned to Dallas CountyDALLAS COUNTY RFP No.Request for Proposal for Northern Telecom PBX Maintenance

NAMEContract Manager

Contract Manager (Alternate)

Primary On-site Technician

Support Technician

Support Technician

Support Staff

PHONENUMBER

PAGERNUMBER

DEPARTMENT/FUNCTION

" Elections - Voter Registration'1·-··..-- ..· .. -·------ijSheriff - Detention Services

liSheriff - Frorlt~?~~}' ...j! Sheriff - Central Intakeif Sheriff - Physicai'Evldence

11;~:~:z:~~;i~fsDi\fi~i~~~upe~i!;~r

QO""J

Attac~m~rlt F - Emergency Response NumbersDALLAS COUNTY RFP No.~~quest For Pr<?posal for Northern Telecom PBX Maintenance

AREA PHONECODE NUMBER

214 637-7937214 653-2600214 653-2661214 653-2662

~ . -_..-_."-_.-

214 653-2685214 653-2694214 653-2727

·--214----· 653-2742 11

1

Sheriff - FU~itive Section214 653-2745 t Sheriff - Court Services214 '653-2765!!Sheriff - ManagemenfServices214 ~'653-2813 !1Sheriff - BondsANarrants·Supervisor...- - _-. _ 'I" -.. -- -----.-.---- .. .-.214 653-2819 iiSheriff - BondslWarrants Police Department--- .-- .... ,... -1--· ... -_. _ .. -214 __ ?~~~~~07 II Sheriff - Sterrett ~_~~I_~.~e~_~~~~~.. __~1 ~ __.)653-2909 'I: iSheriff - Sterre~t~(3iIControl Cente~_~~J?_~ryisor214 1,653-2920! !Sheriff - Sallyport Sterrett214 ··.}j,653-?925ijsheriff - NorthTower··1~1iCon-trol .. --214 i 653-2931 ;ISheriff - North Tower Supervisor'-1· Ii·.. -- ...- -----------.-214 653-2932 !:Sheriff - North Tower Captain

214~_1653-2936 i,lSheriff - North Tower-Bld~-~().-_...n~~ol214 653-2990 iiSecurity

- - - 'I .....

214 I 653-3430:Sheriff - North Texas Auto Theft Task Force\t _ .._-

214 .. t_€?53-3450 !: Sheriff - Administration214 653-3483! !Sheriff - Station 9214 653-3500 i! Sheriff - Writ Execution

;1

214 653-3595 I:Jury Services - Automated Attendant214 653-3599 ;'Jury Services214 653-3600, District Attorney214 1653-5950 District Clerk - Criminal Section Automated Attendant214 i653-6092 Sheriff - Governent Center Jail Supervisor

BUILDING

Health & Human ServicesSterrett

,.Sterrett - B~~dJL _"Sterrett - ~~1~9 _ __.,Sterrett - B Bld1JSterrett - B B~~9 _SterrettFrank Crowl~¥.~()urts

Frank qro~~el.~.~urts

:, Frank Cro~l~ ~~~~Sterrett

·:Sterrett, SterrettSterrett

,.Sterrett_~_ ~_Bl~~ _Sterrett

,·SterrettSterrettSterrettFrank Crowley~<?~rts

,Frank Cr<:>wl~y q<?urtsFrank ~r()~I~y~()urts

,Frank Cr()wley C()urts" Frank Cr0y/ley Courts• Frank Crowley CourtsGeorge Allen

, Frank Crowl~y Co~rts

,Frank Crowley CourtsGeorge Allen

LOCATION

2377 North Stemmons111 Commerce111 Commerce

,111 Commerce111 Commerce111 Commerce

;111 Commerce,133 North Industrial133 North Industrial133 North Industrial111 Commerce111 Commerce111 Commerce111 Commerce111 Commerce111 Commerce111 Commerce111 Commerce111 Commerce133 North Industrial133 North Industrial133 North Industrial133 North Industrial133 North Industrial133 North Industrial600 Commerce133 North Industrial133 North Industrial600 Commerce

QOQO

AREA II PHONECODE Ii NUMBER

214 11653-6233214 1(653-6348214 j1653-6600

214 ./1!?53-6776214 653-7000

214 ..\1.1653-7011214 .j6?3-7011214 _[653-7053

214Ij'?53-7131

214 j653-7177

214 •••.... t.6.5....~-72.41214 653-7244

214 1653-7326214 ~653-7396

214 ..'11?53-7~21214 L653-7435

214 ..... fi653-7441214 -l1653-7458

214 11:653-745821~ ,]653-7477214 '_111653-7559?14 _J653-75842141\653-7617214 I653-7621214 11653-7691

214 /1653-7707214 11653-7711214 : 653-7786214 1[653-7811214 11653-8700214 I: 653-8711214 i1698-2200214 Ii 698-4200

DEPARTMENT/FUNCTION., Jury Services - Automated Attendant

Data ServicesCivil District Courts - Information and Assistance

Facilities - Mainte~~~~~~i~e.~tcherSecurity

! Security - COlJ~t¥ Information

i Dall~s Courlt¥~._~~t~~~~~~~~~~~~~ntDistrict Clerk - Automated Attendant

.---_....'--_._-."---"---.--- •.. ---

,County Clerk - Automated Attendant;: County Clerk - Automated Attendant:t· ---""-"-" - ...,._--._--., .-.

! County Clerk - Automated Attendantt-- --------...--- -- --- .,.-------.---.-

iCounty Clerk - Automated AttendantIDistrict Clerk - Automated Attendan't1Data Services - Help Desk!District Clerk --Au'to-rTlateciAttendantI --- -,---

1District Clerk - Auto_r'!:!~~~~t~~~~_~!:County Clerk - Automated AttendantI . - ---IJury Services - Automated Attendantj- -_._._-,._---_..-.-•.•_. -- --_ ...

:Child Support ~.~u~~~.~ted Attendanti County Clerk - Automated Attendant:County Clerk - Automated Attendant:Child Support - Automated Attendant:Sheriff - Court Services'--, --j Tax Assessor - Automated Attendant;District Clerk - Passeort ServicesSheriff - Government Center Jail #1 Control CenterTax Assessor - Automated AttendantDistrict Clerk - Automated AttendantTax Assessor - Automated AttendantSheriff - Decker Center Jail #1 Control CenterSheriff - Decker Center Jail Supervisor's OfficeJuvenileJuvenile - Emergency Shelter

BUILDING.GeorgeAllen,Records BUildin~

GeorQe AII~n

George AllenGeorge Allen

'!GeO~~~AllenGe<:>~~~. ~Ien

Geor~~. ~lIen

Records BUildirl~_

Records BuildinQ

.Rec~~~~_~,u})~!I1J1,: Records BUildin~

:iGeor~~~lIeni'Records Building'; GeorgeAllen·---·------·-

:! George Allen~: RecordsBui-iding:!Geor~e Allen------

Geor~~ ~1I~rl

.. R~<?<:>r<:i.~~~i1din~._Records BUildin~.

Geor~~~~~rl

G~or~~~l!~rlRecor~s BuildinQ.GeorQe AllenGeor~e AllenRecords BuildinQGeorQe Allen

:, Records BuildingDeckerDeckerHenry Wade Juvenile Justice CenterHenry Wade Juvenile Justice Center

LOCATION600 Commerce509 Main600 Commerce600 Commerce600 Commerce600 Commerce,600 Commerce! 600 Commerce

509 Main'509 Main509 Main

:509 Main;600 Commerce:509 Main:600 Commercei600 Commerce;509 Main

,600 Commerce'600 Commerce509 Main509 Main600 Commerce'600 Commerce509 Main600 Commerce'600 Commerce509 Main600 Commerce509 Main899 North Stemmons899 North Stemmons2600 Lone Star2600 Lone Star

QO\.C

AREACODE

214214214214214214214214214214214214214214972

II PHONEIi NUMBER DEPART~ENT/FUNCTIONI: 698-4209 Juvenile - Central Control11698-4212 Juvenile - Detention Center

J1698-5564 Security - juve-nile---------

(1712-5031 Sheriff - Co~~~~~cati~~_Ii 761-9025 Sheriff - Jail InformationI! -----!! 761-9026 Sheriff - Jail Information: 1 -- - --- --- -"---

j: 819-1800 ; Health & Human Services - Human Servicesi!819~2000 Health & Hu-man-Services ~ Health1[819-7671 : Juvenile - Detentk>n-Center-----

!\819-7760 ;: Elections - Voter Registration--j! 860-4302 :; Justice of the -PeaceS-=1----!!860-4343 'Constable. Precinct 8I·-:\860-4400 Justice of the Peace 8-2[j920-5900 Forensic Sciences - Medical ExaminerH225-9700 :'Juvenile - Youth Village

BUILDINGHenry Wade Juvenile Justice CenterHenry Wade Juvenile Justice Center

I] -.----........ ..---' .. --

!Henry Wade Juvenile Justice CenterII Frank Crowley Courts!)Frank CrowieyCourtsI: Frank Crowley Courts

II Health & Human ServicesII Health & Human Services,I

'I' Juvenile CenterI, Health & Human-ServiceslIR-L Thornton -

j]R L Thor.~on'I R L ThorntonI_FO_~~~~i~ SciencesIiYouth Village

LOCATION2600 Lone Star2600 Lone Star2600 Lone Star133 North Industrial133 North Industrial133 North Industrial2377 North Stemmons2377 North Stemmons4639 Harry Hines2377 North Stemmons414 South R L Thornton414 South R L Thornton414 South R L Thornton5230 Medical Center Drive1508 Langdon Road

90

Attachment G - Maintenance AgreementDALLAS COUNTY RFP No.Request for Proposal for Northern Telecom PBX Maintenance

Attachment H - Response ChecklistDALLAS COUNTY RFP No.Request for Proposal for Northern Telecom PBX Maintenance

This attachment is included for the convenience of responding vendors. It is the vendor's responsibilityto identify all items which should be included in their response and this list may not be all inclusive forany given respondent.

ITEM PARAGRAPH PAGE

1. Cover 19a 2

2. Transmittal Letter 13

3. 6 Copies of Proposal 14

4. Acknowledgment of understanding of and/or response toeach paragraph in RFP I9b 2

5. Identification of form of business I9c 4

6. Identification of three entities for which provider isproviding or has provided like services 19d ~

.)

II3 9

7. Identification of all legal claims, demands, contractterminations or lawsuits filed, threatened or pending Ige 3

8. Financial Statements I9f 3

9. Pricing (Attachment C) Il2 9

10. List of Certified Technicians (Attachment D) II3 9

11. Staff Assigned to Dallas County (Attachment E) II4 9

12. Maintenance Agreement (Attachment F) II6 11

91

DALLAS COUNTYPURCHASING DEPARTMENT

00 FEB -2 PH 2: zeFebruary 8,2000

TO:

FROM:

SUBJECT:

The Honorable Commissioners Court

Gloria McCulloch Webb, Purchasing Analyst

Rental of Votronic Voting Terminal and Related Items

BACKGROUNDIISSUE

Dallas County Commissioners Court, at their regularly scheduled session held on August 11, 1998, authorizedthe award of RFP No. 97-295 for the Ballot Counting and Layout/Design Reporting System by Court Order 981552 to Election Systems &Software, Inc.

The original award included the purchase of Votronic Voting Terminal, Supervisor Station and CommunicationPack, which are all Direct Record Equipment (Touch Screen). The Election Department has submitted arequest to the Purchasing Department for the rental of additional direct record equipment for the 2000 Electionseason. The cost for renting this additional direct record equipment was not identified in the original CourtOrder award. Election Systems & Software, Inc. has agreed to rent Dallas County the additional equipmentfor the 2000 Election season at a rate of $350.00 each for the Votronic Voting Terminal and $50.00 each forthe Votronic Supervisor Station. Furthermore, Election Systems & Software, Inc. has also agreed to reduce therental cost of the Model 100 Precinct Counters from $750.00 each as originally stated in Court Order 98-1552revised addendum to RFP No. 97-295 to $500.00. The software and hardware for the votronic direct recordequipment has been established as proprietary~ Election Systems & Software, Inc. is the only known sourcefor the rental of this type of equipment that will interface and interact 100 % with all the existing votingequipment.

FINANCIAL IMPACT

The additional expenditures Dallas Countywill incur by renting the votronic equipment and Model 100 PrecinctCounter will be approximately $186,550.00 for the Year 2000 Election season. Rentals will be funded by thepolitical parties for the primary elections and by the participating entities in the joint elections. Funding for theNovember 2000 General Election will be identified in FY 2001 budget.

RECOMMENDATION

It is the recommendation of the Purchasing Department that the Dallas County Commissioners Court authorizethe rental of votronic voting equipment and Model 100 Precinct Counters from Election Systems & Software,Inc. for the following rental rates: $350.00 each for the Votronic Voting Terminal, $50.00 each for the VotronicSupervisor Station and $500.00 each for the Model 100 Precinct Counters beginning February 8, 2000 throughDecember 31,2000, at an estimated cost of $186,550.00.

Should the Court concur with the recommendation, a Court Order will be scheduled for the next regular agenda.

Approved By:

1/ 'A'--..1;/1 / { -'~, . ,- ( (.(~,

Shirley Rapp,

C: Bruce Sherbet, Elections AdministratorGeri Malcolm, Buyer

509 Main 51. (Records Bldg.)6th. Floor, Room 623

Dallas, Texas 75202 (214) 653-7431

92

COURT ORDER

ORDER NO.: 98 1~52DATE: AUG 11 1998STATE OF TEXAS §

§COUNTY OF DALLAS §

BE IT REME?vmERED, at a regular meeting of the Commissioners' Court of Dallas County, Texas, held

on August 11 , 192§.., on motion made by Jim Jackson, Comm. of Dist. III

and seconded by John Wiley Price, Comm. of Dist. 113 , the

following Order was adopted:

WHEREAS, on February 17, 1998, by Commissioners Court Order No. 98-316, the Dallas CountyCommissioners Court awarded RFP 97-295 to Election Systems & Software, Inc. (ES & S) (formerlyAmerican Information Systems, Inc.), as the lowest and best bidder for voting equipment; and

WHEREAS, after that date there arose a question as to the terms found in the ES & S Addendumto RFP 97-295; and

WHEREAS, the County and ES & S have now agreed to the terms found in the Revised Addendumto Response ofAmerican Information Systems, Inc. (now known as Election Systems & Software, Inc.) ToRFP No. 97-295 of Dallas County, Texas for Election Equipment.

IT IS THEREFORE, ORDERED, ADJUDGED and DECREED that the Dallas CountyCommissioners Court hereby rescinds Court Order No. 98-316 and awards RFP 97-295 to ES & S, Inc.,based on the lowest and best evaluated offer of $2,674,316.00 (plus maintenance of $262,416.71 for years3-5) for the Optical Scan System, and further accepts the terms of the Revised Addendum to Response ofAmerican Information Systems, Inc. (now known as Election Systems & Software, Inc.) To RFP No. 97-295of Dallas County, Texas for Election Equipment.

~O&L6/'Franklin Ybarbo, Purchasing Agent

\

DONE IN OPEN COURT this the 11th day of .--;;.A=u=gu-=s;;;...t~ , 1998.

Recommended by:

93

REVISED ADDENDUM TO RESPONSE OFAMERICAN INFORMATION SYSTEMS, INC.

(now known as ELECTION SYSTEMS & SOFTWARE, INC.) TORFP NO. 97·295 OF DALLAS COUNTY, TEXAS

FOR ELECTION EQUIPMENT

This Revised Addendum to RFP No. 97-295 of Dallas County, Texas is submitted pursuant to therequest of the RFP Evaluation Committee for early voting direct recording equipment ("ORE") productsbeing sold by AIS. The terms of this Revised Addendum supersede and replace the terms set forth underItem 5 - Direct Recording Equipment under Product Research and Development in Appendix C to the RFPresponse of AIS, and t~e terms set forth in the Addendum dated January 3D, 1998 to the RFP response ofAIS.

1. AIS will provide to Dallas County the early voting ORE products set forth on the followingschedule. The follOWing schedule also includes items which would be deleted from the early voting solutionproposed in Exhibit •A- to the Addendum dated January 30, 199B, which deletions are reflected on Exhibit-A- attached to this Revised Addendum.

PRODUCT UNIT PRICE EXTENSION

NEW EV EQUIPMENT:

VOTRONIC VOTING TERMINALincludes two Personal Electronic Ballots

SUPERVISOR STATIONincludes one Supervisory PEB

COMMUNICATION PACK

HP LASER JET 8000

EARLY VOTING COMPUTEREARLY VOTING COMPUTER

Discount

SUB-TOTAL NEW

DELETED ITEMS FROM EXHIBIT A

390

60

25

4

255

$1,840.00· $717,600.00

$2,900.00 $174,000.00

$ 750.00 $18,750.00

$2,867.13- $11,468.52

$1.479.10- $ 36,977.50@nJc $ 0.00

($12,855.50)

$945.940.52

BALLOT BOXES

HP 5si PRINTER

EARLY VOTING COMPUTER

SUB·TOTAL DELETED

GRAND TOTAL DUE..'

·contact price•• reflects Dallas County discount

80 $ 50.60- $ 4,048.00

46 $2,867.13- $131,887.98

20 $1.479.10- $ 29,582.00

$165.517.98

$780.422.54

CONFIDEN'IIAL INFORMATION OF ELECTION SYSTEMS & SOFI'WARE, INC.RELEASE OF THIS INFORMATION WITHOUT EXPRESSWR.I'ITEN

PERMISSION FROM AIS IS STRICTLY PROHIBITED .

Page 1 of2

94

95

2. A summary of the hardware, software, installation, training, support, maintenance, etc. to be ..provided by AIS to Dallas Couney in connection with RFP No. 97·295 of Dallas Couney, Texas, including theItems specified In paragraph 1 above, is set forth in Exhibit"A", which is attached hereto and Incorporatedherein by this reference.

This Revised Addendum to the response of AIS to RFP No. 97-295 of Dallas County, Texas ishereby made a part of the AIS response to RFP No. 97-295 as if initially set forth therein.

DATED July 29,1998.

AMERICAN INFORMATION SYSTEMS, INC.(now known as Election Systems & Software, Inc.)

By: tlkLIdt2=: 7z~Michael D. Devereaux,Vice President, Sales and Marketing

...'

CONFIDENTIAL lNFORMATION OF ELECTION SYSTEMS & SOFTWARE, INC.RELEASE OF THIS INFORMATION WlTHOur EXPRESS WR1TI'EN

PERMISSION FROM AIS IS SI'RICl'LY PROHIBITED

Page 2 of2

EXHIBIT "A"to

REVISED ADDENDUM TO RESPONSE OFAMERICAN INFORMATION SYSTEMS, INC. TORFP NO. 97-295 OF DALLAS CPUNTY, TEXAS

Vendor #3

American Information Systems, Inc.11208 John Galt Blvd.

Omaha, NE 68137Mike Devereaux402593-0101

HARDWARE & ACCESSORIES AIS Model 100 Precinct Counters@ $5,500.00 each-Proposed 515 units =$2,832)500.00

AIS Model 550 OMR Ballot Readers@ $44,750.00 eachProposed 4 units =$179,000.00

Ballot Boxes for Early yoting@ $50.60 eachProposed 20 units =$1,012.00

HP 5si Duplexed Printers@ $2,867.13 eachProposed 4 units =$11,468.52

Marking Device500 dozen =$2,500.00

2 each - Dell Power Edge 2200 Serverconsisting of 16 pt DigiBoard MultipartSerial Adapters (4), US Robotics 33.6Modem (32), NT UserUcense Upgrade (22),N- Base Mega apt Switch (1) =$36,616.00

3 each - Dell Pentium 200 MHZ Computersfor ERS, B - CUbed, and PYO =No Charge - Cost included in software cost

96

97

HARDWARE & ACCESSORIES(continued)

SOFTWARE

.t

- ..~

Dell Pentium 166 MHZ Low Profile Desk TopComputers for Early Voting@ $.1,47.9.10 eachProposed 25 units· =$36,977.50($12,855.50) Discount

• 5 additional units included at no charge

Votronic Voting TerminalIncludes two Personal Electronic Ballots@ $1,840.00 eachProposed 390 units =$717,600.00

Supervisor Station-Includes one Supervisory PES@ $2,900.00 eachProposed 60 units =$174.000.00

Communication Pack@$750.00Proposed 25 units =$18,750.00

AIS is including in this RFP CommunicationServers to handle 48 income phone lines to thecentral host computers. The central hostcomputer can be expanded to 128 Jines.Additional lines cost is stated in optionalequipment cost .

AIS Communication Software@$1,500.00 eachProposed 2 each =$3,000.00

DosNX UcenseProposed 1 =$700.00

Full QNX License@ $800.00 eachProposed 2 =$1600.00 '.

2

INSTALLATION AND TRAINING

Partition Magic@ $100.00 eachProposed 2 =$200.00

Note: the DoxNX and Full QNX Licenseare one time royalty fee

Election Reporting System (ERS)Proposed 6 =$36,000.00

B - Cubed Software SystemProposed 4 =$48,000.00

Self ProgrammingSoftware (PYO) .Proposed 1 =$23,000.00

Installation - Include in costfor hardware and software

SHIPPING/HANDLING

SUPPORT

ACCEPTANCE TESTING

Training CostMafel=l.1gg8~r:i~aJY$17,5QO 00M8~1S88 Joilit Election$17,SOO.OONovember 1998 General $17,500.00May 1999 Joint Election: $15,000.00November 1999 General: $15,000.00

Included in cost for hardwareand software

Including in Training Cost

Not applicable

TRADE IN ALLOWANCE FOR14 DOCUMATION CARD READERS·

DALLAS COUr-,lTY DISCOUNT. 1-

PRINTING GUIDE & TEMPLATES

.. ,..

$250,000.00

$452,829.99

At No Charge to Dallas CountyAIS will provide on site printertraining for the Election Department.All necessary training materials and ballotproduction accessories will be providedat these sessions.

3

98

99

TRAINING MANUALS

ON-SITE MAINTENANCE COSTFOR HARDWARE

Year 1:

Year 2:

Hardware Type:

Year 3:

Year 4:

Year 5:

Hardware Type:

Year 3:Year 4:Year 5:

.-

AIS shall provide training manuals for:Poll Workers regarding the proper proceduresand operations of AIS 100 (one per unit)

AIS.550 Operator Manual (one per unit)Ballot Layout and DesignEJection Reporting SystemModem reception of precinct results

All of the ove manuals are included withpurchase of the proposed system at nocharge. Additionals can be duplicatedby Dallas County or purchased from AIS at$10.00 each

AIS provides training videos on both the AIS100 and 550 tabulation units

Five (5) AIS 550 Tapes andTen (10) AIS 100 Tapes areincluded with the purchase ofthe proposed system at no charge.Additional tapes are $10.00 each.

No charge. Included in base system cost.

No Charge. Included in base system cost.

AIS 550 (4)

No Charge - 1 Free PM per calendar year.Any subsequent requested PM's are $450.00 +$100.00 per system (ifno warranty work required)

No Charge - See Note Above

No Charge - See Note Above.Extended Warranty After 5 years: $600.00base cost plus $750.00 per unit

AIS 100 (515)

$115.00 ea. =$59,225.00$118.45 ea. =$61,001.75$122.00 ea. =$62,830.00

4

Hardware Type:

Hardware Type:

Hardware Type:


ON-SITE MAINTENANCECOST FOR SOFTWARE

On-Site Maintenance Cost for SoftwareUpgrades Support and License Fees

Year 1:

Year 2:

Software Type:Year 3:Year 4:Year 5:


Software Type:

Factory Repair $90.00 per unit

Customer Repair: No per unit cost.Customer handle all but factoryservice~ble items. AIS factory repairrates $85.00/hr. plus parts

HP5si Printer (50)Years 3 - 5: $905.00 ea. = $45,250.00

Dell Pentium 200 or 166 MHZ Computers (53)Years 3 - 5: $400.00 ea. = $21,200.00

(2) Dell Power Edge 2200 Server with 16 pt.digiboard multiport serial adapters, US Robotics33.6 modemNTUserLicense Upgrade, N - base Mega apt. Switch

$265.00 ea. = $530.00$265.00 ea. = $530.00$265.00 ea. =$530.00

No charge. Included in basesystem cost for all software

No charge. Included in basesystem cost for all software

AIS Communication SoftwareNo ChargeNo ChargeNo Charge

aNX Operating System$744.00$766.32$789.30

2 Node DosNXe for aNX

5

100

101









PROGRAMING COSTFor all programming changesoutside the scope of proposalspecifications ahd other customizationoutside the realm of support

SUPPORT SERVICES

Toll Free 24-Hr. Telephone Support

$294.00$302.82$311.90

2 Node OnLinke for QNX$392.00'$403.78$415.87

Full QNX LicenseNo ChargeNo ChargeNo Charge

Partition Magic Software LicenseNo ChargeNo ChargeNo Charge

DOS NC LicenseNo ChargeNo ChargeNo Charge

Election Software Reporting SystemNo ChargeNo ChargeNo Charge

B..Cubed Software SystemsNo ChargeNo ChargeNo Charge

Program Your Own (PYO)$2,300.00$2,300.00$2,300.00

$90.00Ihr. plus expenses

No Charge

6

On-Site Election Night Supportoutlined in proposal specifications

On-Site Election Night Support(Technicat or Election Person)for elections not coveredin the proposal:

RENTAL COST

BALLOT SHEET COST

CONSUMABLESUPPUESAND OPTIONAL EQUIPMENT

Included in training cast

$2,350.00/persan

3 - 4 Week Notice: $1,750.0072 hours or less $3,850.00/person

AIS 100: $750.00 eachAIS 550: $5,000.00 each

For 14" Pre-Printed Oval Stock (PPO)

1 - 25,000 @ 135.00/m or 13.5 cents/sheet25,001 - 50,000 @ 127.50/m or 12.75 cents/sheet50,001 - 100,000 @ $115.00/m ar 11.5 cents/sheet100,000 and up @ $100.00/m or 10.0 cents/sheet

Precinct Counter Battery: $24.00Printer Ribbons: $6.50Paper Spools: $1.75Memory Cards 128k: $50.00Uthium Battery: $2.00Panasonic 3 Volt Battery: $3.25 eachAdditional Ballot Boxes; $60.00Additional UPS: $330.00 APC 650PCMCIA Card: $20.00 eachPrecinct Counter Cases: $200.00

Computers for ERS and QNX box2 Dell Computers 166 or 200 MHZ166 MHZ $3,380.00 each200 MHZ $4,320.00 each

Incoming Phone Line DropBoxes (accepts files from modem pool)@ $2,100.00 each

Incoming Phone Line Modem Pools(accepts incoming calls from AIS - 100's)@ $8,500.00 each

Network Interface Card @ $112.00 eachCable Terminators @ $15.00 each20 ft. Cable $45.00 each

Communication Server Software:

7

102

103

Total System Cost

Hardware, Software, Installation,Training, Support, Etc.For Years 1 and 2:

All Hardware Maintenance CostYear 3:Year 4:Year 5:

All Software Maintenance CostYear 3:Year 4:Year 5:

Total System CostHardware, Software, Installation,Training, Support, Maintenance, Etc.Years 1 - 5:

57488

ONX Operating System Full License $700.00 ea.2 node DosNXe for ONX @ $294.002 Node OnLinke for ONX @ $392.00

$3,~89,738.54

$81,904.99$83,681.74$85,509.99

$3,730.00$3,772.92$3,817.08

8

DALLAS COUNTYPURCHASING DEPARTMENT

February 8, 2000

r·\.,.

" I' f. r" -':-;UNTY~-;) CCUi,T

p;~ 4: 00

TO:

FROM:'

SUBJECT:

The Honorable Commissioners Court

Gloria M. Webb, Purchasing Analyst

Request for Proposal for Substance Abuse Treatment Services for Dallas County .Divert Court Program(District Attorney), RFP 2000-063-315

BACKGROUNDIISSUE

The Dallas County Commissioners Court authorized the Purchasing Agent to open RFP 2000-063-315, Request forProposal for Substance Abuse Treatment Services for Dallas County Divert Court Program (District Attorney) on January21,2000. Proposals were opened as authorized by the Court. Proposal solicitation letters were mailed to approximatelyforty-one (41) potential bidders. The Purchasing Department received ten (10) bonafide proposals for this servicerequest.

The purpose of this proposal is to provide inpatient and out patient substance abuse treatment and counseling servicesto adult offenders charged with a state jail felony possession of a controlled substance and has been evaluated to bechemically dependent. The Texas Commission on Alcohol and Drug Abuse (TCADA) must license agencies andfacilities providing these services to Dallas County. Supervising counselors must be licensed chemical dependencycounselors by TCADA and follow TCADA guidelines and procedures.

As stated previously, Dallas County Purchasing Department received ten (10) bonafide proposals for this service requestfrom the following organizations:

Organizations

First Step CounselingHomeward Bound, Inc.Gateway Foundation - TexasHouse of IsaiahNexus Recovery Center, Inc.The Miracle Network, Inc.Ethel Daniel Foundation, Inc.Turtle Creek Manor, Inc.Full Circle Counseling, Inc.The La Sima Foundation Inc.

Points Scored

83.086.679.467.867.264.661.749.849.845.3

An evaluation committee consisting of the District Attorney's, CSCD and the Divert Court Staff scored each proposalindividually based on the criteria set forth in the proposal. A breakdown of each committee member's scores andMinority Business Officer minority participation analysis is included for your review. The Evaluation Committee isrecommending awards to multiple agencies. The top six organizations are being recommended for award. Ethel DanielFoundation, Inc., Turtle Creek Manor, Inc., Full Circle Counseling, Inc. and The La Sima Foundation Inc. are not beingrecommended for award for the following reasons:

Ethel Daniel Foundation, Inc.: Does not have an on going program. They proposed a $100,000 budget to develop asubstance abuse program to serve DIVERT clients.

Turtle Creek Manor, Inc.: Cost exceeds State and Divert fee structure for services.

Full Circle Counseling, Inc.: Currently this organization is not licensed by Texas Commission on Alcohol and DrugAbuse (TCADA) to provide these type of services.

La Sima Foundation Inc: Does not have an on going program

509 Main St. (Records Bldg.)6th. Floor. Room 623

Dallas, Texas 75202 (214) 653-7431

104

105

FINANCIAL IMPACT

The Divert Court program has approximately $384,000 available to spend through May 31,2001 which includes fundsfrom federal DIVERT grant, Methanphetamine grant Federal and County LLEBG.

RECOMMENDATION

The Purchasing Department in conjunction with the District Attorney's Office and the evaluation committee recommendsthat the Dallas County Commissioners Court authorizes the award of RFP 2000~063~315 to First Step Counseling,Homeward Bound, Inc., Gateway Foundation - Texas, House of Isaiah, Nexus Recovery Center, Inc. and The MiracleNetwork, Inc. effective March 1, 2000 through February 28, 2001.

Should the Court concur with the recommendation, an Award Court Order will be scheduled for the next regular agenda.

Recommended For Approval By:

, : i ( ~. /. jShirley Rapp,.lnterim Purchas;hg Agent

C: Kimberly Gilles, Assistant District Attorney ~ Administration DivisionCarol Todd, Program ManagerReggie Storey, Community Supervision and Corrections DepartmentTrina Willis, Divert Court StaffRey Flores, Community Supervision and Corrections DepartmentRFP No. 2000~0 63-315 File

DALLAS COUNTYCOMMISSIONERS COURTMinority Business Office

DATE:

TO:

FROM:

SUBJECT:

Gloria,

MEMORANDUM

January 27, 2000

Gloria Webb,Purchasing Department

Irvin Hicks,1r&;~Minority Business Officer

MlWBE Review of Bid/RFP# 2000-063-315 (Substance Abuse Treatment Services)

Listed below is an analysis of the subject bid/RFP:

Gateway Foundation-TexasThis firm will perform the required duties utilizing internal staff.

Points 0 Certified (NCTRCA) minority prime contractor3 EEO policy complianceo Utilization of (other) certified minority vendors

3

The La Sima Foundation, Inc.This firm will perform the required duties utilizing internal staff

Points 0 Certified (NCTRCA) minority prime contractoro EEO policy complianceo Utilization of (other) certified minority vendors

0*

Full Circle Counseling, Inc.This firm will perform the required duties utilizing internal staff.


3

106

MWBE Review 2000-063-315Page 2

Turtle Creek Manor, Inc.This finn will perfonn the required duties utilizing internal staff


3

Homeward Bound, Inc.This finn will perfonn the required duties utilizing internal staff as well as with the services of followingcertified vendor:

Firm NameDodd & Associates

%5.00

107

Points 0 Certified (NCTRCA) minority prime contractor3 EEO policy compliance6 Utilization of (other) certified minority vendors

9

The Miracle Network, Inc.This finn will perfonn the required duties utilizing internal staff.


3

House of IsaiahThis finn will perfonn the required duties utilizing internal staff.


3

First Step Counseling, Inc.This finn will perfonn the required duties utilizing internal staff.


3

MWBE Review 2000-063-315Page 3

Ethel Daniels Foundation, Inc.This firm will perform the required duties utilizing internal staff.


3

Nems Recovery Center, Inc.This firm will perform the required duties utilizing internal staff.


3

*firm failed to submit required MIWBE documentation. Therefore, bid does not comp~ywith DallasCounty MIWBE policy

c: Commissioners Court (thru J. Allen Clemson)ft1e(2000-063)

108

<i'",'

"iJ-$;;'I'

",'

§'~....~.~~.0 t.-

~ .<Ii~

~<Ii ~ ~ .;- J'~ ~o 0'::;

= :::--<Ii~

V .,'" ~.f 8- ~ ,'i.

\C $ ~'" q 0 ~~I ,,<Ii

,,'CI'<Ii~

~,<Ii

~STRUCTURE ~ 4..~ -t' 0'"

Type of Services Unit of Measures State Rate Divert Court Rate

Residential (Halt~Way House) Day $32.00 $30.00 NB $30.00 NB NB $30.00

Intensive Residential Day $64.00 $55.00 NB $55.00 NB $45.00 $55.00

Detoxification Day $125.00 $90.00 NB NB NB NB NB

Outpatient Counseling - Indiv. Hour $47.00 $32.00 $32.00 $32.00 $32.00 $32.00 $32.00

Outpatient Couseling Group Hour $16.00 $11.00 $11.00 $11.00 $11.00 $11.00 $11.00

Additiollal Fees (if all)~

Assessment Fee: $32.00

Dual DiagnosedClient Fees

Assessment $38.40 ea.Counseling - Ind:$38.40/hr.Counseling - Group:$13.20/hrIntensive Residential: $66.00/dayResidential:$36.00/day

",'

-$ ",' ",':\" -$

",' ....~",' ....~oS' ....~v~

;'" \...",~ ."'~'~ ~~~' b't ~b't'<:>

:\,"'- $ ~ »~.,<;;.",.::i.:,.<Ii

~ v"'-:; <;;.'"",0 O<li .:./.'t i~;;;;~ ;,.,<Ii

~ * v~'" V" ~~;.."~iJ ".::; <;;.~ .....~<Ii <v~<Ii

Type of Services Unit of Measures State Rate Divert Court Rate

$32.00 NB NB NB NBResidential (Half-Way House) Day $32.00 $30.00

$64.00 $70.00 NB NB NBIntensive Residential Day $64.00 $55.00

NB NB NB NB NBDetoxification Day $125.00 $90.00

$32.00 NB $32.00 $32.00 $31.99Outpatient COllnseliug - Indiv. Hour $47.00 $32.00

$11.00 NB $11.00 $11.00 $11.00Outpatient COllseling - Group Hour $16.00 $11.00

Additiollll! Fees (if lIlI)-) Women & Children's T.C.M is a dualResidential $158.00/ diagnosis residentialper day for pregnant treatment centerwomen or women

with accompanyingchildren

EVALUATION SHEET

RFP NO. 2000-063-315

OPENING DATE: 21-JAN-00

REQUEST FOR PROPOSAL FOR

SUBSTANCE ABUSE TREATMENT SERVICES

FOR THE DALLAS COUNTY DIVERT COURT PROGRAM

Evaluation Committee Members

Organization: First Step Counseling

Evaluation Criteria

CSCD

Reggie Storey

D.A Office

Kim Gilles

Program Manager

Carol Todd

CSCD

Rey Flores

Divert Court Staff

Trina Willis

~

~Q

1) Responsiveness to RFP

2) Cost Effectiveness

3) Demonstrated Effectiveness Factors

4) Minority/Women Business

Participation

Total Points

Committee Average Points:

Organization: Homeward Bound Inc.

Evaluation Criteria





Participation

Total Points


0-10 points 7 10 10 8 10

0-30 points 25 25 30 25 30

0-45 points 45 45 45 40 45

0-15 points 3 3 3 3 3

100 points 80 83 88 76 88

83.0 points

0-10 points 5 10 10 10 100-30 points 28 30 30 25 300-45 points 45 45 35 40 350-15 points 9 9 9 9 9

100 points 87 94 84 84 84

86.6 points

~

~

~

EVALUATION SHEET

RFP NO. 2000-063-315






Organization: Gateway Foundation - Texas

Evaluation Criteria

CSCD

Reggie Storey

D.AOffice

Kim Gilles

Program Manager

Carol Todd

CSCD

Rey Flores

Divert Court Staff

Trina Willis





Participation

Total Points


Organization: House of Isaiah

Evaluation Criteria





Participation

Total Points


0-10 points 8 10 10 10 100-30 points 28 25 25 25 300-45 points 40 40 43 35 430-15 points 3 3 3 3 3

100 points 79 78 81 73 86

79.4 points

0-10 points 4 10 10 10 10

0-30 points 25 30 30 25 30

0-45 points 30 35 25 20 30

0-15 points 3 3 3 3 3

100 points 62 78 68 58 73

67.8 points

EVALUATION SHEET

RFP NO. 2000-063-315

OPENING DATE: 2 I -JAN-OO





Organuation: Nexus Recovery Center Inc.

Evaluation Criteria

CSCD

Reggie Storey

D.AOffice

Kim Gilles

Program Manager

Carol Todd

CSCD

Rey Flores

Divert Court Staff

Trina Willis

;.....&

~N





Participation

Total Points


Organuation: The Miracle Network Inc

Evaluation Criteria





Participation

Total Points


0-10 points 5 8 10 10 10

0-30 points 20 30 20 25 20

0-45 points 40 23 35 30 35

0-15 points 3 3 3 3 3

100 points 68 64 68 68 68

67.2 points

0-10 points 7 10 5 10 50-30 points 20 20 30 25 30

0-45 points 30 25 30 30 31

0-15 points 3 3 3 3 3

100 points 60 58 68 68 69

64.6 points

""""""""""(.H EVALUATION SHEET

RFP NO. 2000-063-315






Organization: Ethel Daniel Foundation, Inc

Evaluation Criteria

CSCD

Reggie Storey

D.AOffice

Kim Gilles

Program Manager

Carol Todd

67.5 total points

CSCD

Rey Flores

Divert Court Staff

Trina Willis





Participation

Total Points


Organization: Turtle Creek Manor, Inc.

Evaluation Criteria





Participation

Total Points


0-10 points 2 1 5 10

0-30 points 20 25 25 30

0-45 points 30 30 25 23

0-15 points 3 3 3 3 3

100 points 55 59 70.5 58 66

61.7 points

45 total points

0-10 points 2 1 5 5

0-30 points 5 5 20 20

0-45 points 45 23 25 33

0-15 points 3 3 3 3 3

100 points 55 32 48 53 61

49.8 points

EVALUATION SHEET

RFP NO. -2000-063-315






Organization: Full Circle Counseling Inc.

Evaluation Criteria

CSCD

Reggie Storey

D.AOffice

Kim Gilles

Program Manager

Carol Todd

59 total points

CSCD

Rey Flores

Divert Court Staff

Trina Willis

~~

~





Participation

Total Points


Organization: La Sima Foundation Inc.

Evaluation Criteria





Participation

Total Points


0-10 points 4 0 7 10

0-30 points 20 30 25 30

0-45 points 1 5 25 18

0-15 points 3 3 3 3 3

100 points 28 38 62 60 61

49.8 points

67.5 total points

0-10 points 2 8 5 8

0-30 points 20 15 25 30

0-45 points 5 13 15 13

0-15 points 0 0 0 0 0

100 points 27 36 67.5 45 51

45.3 points

DALLAS COUNTYJ'l:t.,.F. Of -<,,,,+" PUBLIC WORKS

anuary 31, 2000

MEMORANDUM

TO: Commissioners Court

FROM: Selas Camarillo, P.E., R.P.L.S. /'/'Assistant Director - Property~n

SUBJECT: Resale of Tax Foreclosed Properties via Sealed BidRequest for Bid No. 2000-048-267

BACKGROUND

00 FEB -2 Pri 2: 58

On December 7, 1999, the Dallas County Commissioners Court authorized the PurchasingDepartment to solicit bids for the resale of nine tax foreclosed properties. Sealed bids to sell the taxforeclosure properties advertised in Request for Bid No. 2000-048-267, were received by thePurchasing Department on January 27, 2000. The results of the bid are as follows:

PROPERTY ADDRESSDCAD ACCOUNT NO. BIDDER'S NAME

JUDGEMENT MINIMUM BIDAMOUNT* BID AMOUNT REC'D

VACANTIUNIMPROVED PROPERTIES:

1515 Metrocres1:(4)CarroIIton, TXCause #90-3 1040-TI

810 Interstate 30(2)Mesquite, TXCause #95-30495-TJ

4117 Forest LaWn(2)Balch Springs, TXCause #93-31118-TI

1. Aske Girma $172,580.43 $49,000.00 ~2. AI D. Sani $lO,(XX).OO

1 Tuong H. Nguyen $144,155.39 $25,600.00 $31,999.3)2. AI D. Sani $30,511.10

None $5,183.36 $1,800.00 No Bid

2646 White Oak(2)Dallas, TXCause #92-30680-TM

2736 Kleberg Road(2)Seagoville, TXCause #91-32266-TM

21 1 Vickie Drive( 1)

Seagoville, TXCause #96-32430-TH

805 & 809 Dalworth(2)Grand Prairie, TXCause #90-40733

None

1. Nick Belitere2. Gerald D. Counts &

Donna Kay Counts

None

1. AI D. Sani

$9,100.00

$29,550.00

$5,000.00

$15,801.34

$1,000.00

$2,100.00

$2,500.00

$10,000.00

No Bid

$2,300.00$2,200.00

No Bid

$5,000.00

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

115

Commissioners CourtJanuary 31, 2000Page 2

PROPERTY ADDRESSDCAD ACCOUNT NO. BIDDER'S NAME

JUDGEMENTAMOUNT*

MINIMUM BIDBID AMOUNT REC' 0

1906 EI PaSO(3)Grand Prairie, TXCause #95-30874-TL

None $3,758.21 $500.00 No Bid

1720 Carrier Parkway(3)Grand Prairie, TXCause #92-30280-TC

1. Atkins Bros Equipment Co.lnc.$71,875.422. Wade Riner3. Charlotte W. Deinhart4. Misty Brinkley5. Al D. Sani

$24,000.00 $44JIDOO35,100.00$32,301.00$25,cro.oo$lO,cro.oo

(I) - (4) Denotes number of times property has been offered for resale

*Judgment Amount: The minimum bid announced by the Sheriff's Department at the Sheriff's Sale whichincludes the total amount of taxes, penalties and interest awarded in the judgment plus court costs,attorney's fees, post judgment interest, sheriff's fees and publishing fees.

LEGAL INFORMATION

This sale is in compliance with the Property Tax Code, Section 34.05 and the Amended Tax ForeclosureResale Policy adopted by the Dallas County Commissioners Court via Court Order No. 97-886. The Citiesof Carrollton, Mesquite, Seagoville, Grand Prairie and the Carrollton Farmers Branch, Mesquite, Dallas andGrand Prairie lSD, have been requested to consent to the sale of these properties. All sales are subject to andconditioned upon approval of the Dallas County Commissioners Court and each taxing unit entitled to receiveproceeds of the sale under the judgment.

Nine properties were advertised and a total of twelve bids were received on five of the properties. One bidarrived after the 2:00 p.m. deadline and was not accepted by the Purchasing Department.

Of the twelve bids received the following five were non-conforming as follows:

Al D. SaniAl D. SaniAl D. Sani

AI D. SaniAtkins Bros Equipment

Co. Inc.

Property

1515 Metrocrest, Carro IIton810 Interstate 30, Mesquite805 & 809 Dalworth, Grand Prairie

1720 Carrier Parkway, Grand Prairie

1720 Carrier Parkway, Grand Prairie

Non-Conformity

Exhibit "C" missing( 1)Exhibit "C" missingExhibit "C" missing &Bid below minimum(2)Exhibit "C" missing

Exhibit "C" missing

116

(l) The bidders Al D. Sani and the Atkins Bros Equipment Co. Inc. did not return "Exhibit C - NoConflict of Interest Statement", as required in the bid package. The bidder's omission of Exhibit "C"makes these bidders bids non-conforming. Both bidders indicated that Exhibit "C" was omitted fromtheir bid package. Both Bidders were provided anq did execute a copy of Exhibit "C" after the BidOpening. The Commissioners Court has the right to waive the non-conformity and accept Exhibit "C"submitted after the bid opening.

Commissioners CourtPage 3February 1, 2000

(2) AI D. Sani submitted the only bid on the property at 805 and 809 Dalworth Avenue in Grand Prairiein the amount of $5,000.00 which was $5,000.00 below the minimum bid amount of $10,000.00,creating a non conforming bid.

Dallas County will execute a Quitclaim Deed which will contain an acknowledgment that the property issubject to the prior owners' right for redemption, if any, and that the property is being purchased "AS IS,WHERE IS" and "WITH ALL FAULTS" and the County of Dallas has no responsibility for the condition ofthe property.

FINANCIAL IMPACT

Ofthe nine properties offered for sealed bids, four properties received bids at or above the advertised minimumbid amount. However, each of the four bids received are less than either the total amount of the judgmentsagainst the property and/or the market value specified in the judgment of foreclosure.

The proceeds from the sale will be distributed pursuant to the Tax Code, Sec. 34.06, as amended, Distributionof Proceeds of Resale. The cost to advertise the notice in the Dallas Morning News was $1,995.84 or $221.76for each tract of land ($1,995.84 / 9). After the payment of costs and expenses of court and sale, remainingproceeds, if any, will be applied first to Dallas County's pro rata share of the advertising costs on thoseproperties sold. Remaining proceeds, if any, will be pro rated and distributed to taxes. Fund 00120,Department 9930, Expense Code 02013 will be reimbursed accordingly for advertising costs.

PROJECT SCHEDULE

Court Order to Accept Bid &Authorizing Execution of Quitclaim Deed

Balance Purchase Price DueExecute Quitclaim Deed

RECOMMENDATION

February 15, 2000

March 16, 2000March 16, 2000

The Department of Public Works has reviewed the bids submitted and recommends that the CommissionersCourt: (l) waive the non-conformity in the bid submitted by Atkins Bros Equipment Co., Inc. on property andaccept the submission of "Exhibit C" (No Conflict of Interest Statement) after the bid opening; (2) reject thenon-conforming bid submitted by AI D. Sani on the properties at 805 and 809 Dalworth Avenue in GrandPrairie in the amount of $5,000.00, being $5,000.00 less than the advertised minimum bid amount of$10,000.00, (3) award the bids to the following highest bidders in the amount of their respective bid as shownbelow, subject to and conditioned upon approval of each taxing unit entitled to receive proceeds of the saleunder the judgment and the previous owners right of redemption, if any, (4) authorize the sale of theseproperties by quitclaim deed, and (5) authorize the Tax Assessor Collector to receive the awarded bid amountsbelow and to calculate the amount due each of the taxing units and disburse the proceeds in accordance withthe Property Tax Code.

Bidder:

• Aske Girma6600 Eastridge Drive #108Dallas, TX 7523 1

Property Address:

1515 MetrocrestCarrollton, TX

Bid Amount:

$50,000.00

117

Commissioners CourtJanuary 31, 2000Page 4

• Tuong H. Nguyen3205 Tres Logos Ln.Dallas, TX 75228

• Nick Belitere2315 Hillsboro AvenueDallas, TX 75228

• Atkins Bros Equipment Co. Inc.918 W. MarshallGrand Prairie, TX 75051

810 Interstate 30Mesquite, TX

2736 Kleberg RoadSeagoville, TX

1720 Carrier ParkwayGrand Prairie, TX

$31,999.50

$2,300.00

$44,000.00

If the Commissioners Court is in agreement, a court order authorizing the matters above will be placed on thenext regular agenda.

APPROVED BY:

~(l;rkc_Donald R. Holzwarth, P.E.Director of Public Works

(0~:pe\sc) MyDocuments:/DTAXlBrf2 2000-048-267 Awd

xc: John Dahill, Advisory Chief, Assistant District Attorney's Office, Civil SectionShirley Rapp, Purchasing DepartmentDavid Childs, Tax Assessor/CollectorDeMetris Sampson, Attorney, LHGBGPS

118

BILL HILLCRIMINAL DISTRICT ATIORNEYDALLAS COUNTY, TEXAS

, -' .... ,T'(--.: :~::-; l~'\f

-' ~. '..' '../ :,\ I

00 FEB -2 FtJ 3: 4S

DATE: February 2, 2000

TO: COivlMISSIONERS COlJRT

! 1-..

FROM: KIMBERLY KEY GILLES/ADrvrrNISTRATlVE ATTORNEY/r.. K/)--

RE: Federal Equitable Sharing Agreement

BACKGROUND: The District Attorney's Office has participated in the Federal EquitableSharing program for over ten years. Through the efforts of the investigator assigned to work withFederal agencies in various undercover operations, Dallas County has benefitted from assetsshared through this program.

OPERATIONAL IMPACT: There is minimal operational impact upon Dallas County byapproval of this agreement. We have one investigator assigned full time to working with theFederal agencies.

FINANCIAL IMPACT: The District Attorney's Office receives shared assets from time totime. These assets may be vehicles, data equipment, cash or other property. The assets sharedhas enabled the investigator's operational needs to be met without use of additional out lay ofDallas County's resources.

LEGAL IMPACT: Assets maybe shared under Title 8 U.S.C., Title 17 U.S.C., Title 18 U.S.C.,Title 21 U.S.C. and Title 22 U.S.C. Each local agency which wishes to participate in the sharingof assets under joint investigations are required to sign a Federal Equitable Sharing Agreement.

RECOMMENDATIQN: It is requested that Dallas County Commissioners Court approve thesubmission of this Federal Equitable Sharing Agreement and authorize the County Judge to signall related documents. This agreement will be in effect through September 30, 2002.

Frank Crowley Courts Building 133 N. Industrial Blvd., L.B. 19, Dallas, Texas 75207-4399 (214) 653-3600

119

120

COURT ORDER

ORDER NO. _

DATE: _

STATE OF TEXAS

COUNTY OF DALLAS

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

Texas, held on the day of , 2000, on motion made

by , and seconded

by , the following

Order was adopted:

WHEREAS, the Dallas County Criminal District Attorney's Office is entitled to a share ofcertain assets seized by the Federal Government and its agencies during jointoperations; and

WHEREAS, it is necessary to execute a Federal Equitable Sharing Agreement with the U.S.Department of Justice and the U.S. Treasury Department in order to be eligible toshare in seized assets; and

WHEREAS, the Federal Equitable Sharing Agreement with the U.S. Department of Justice andthe U.S. Treasury Department was briefed to the Court on February 8,2000 and isfor the period ending September 30,2002; and

WHEREAS, it is the desire of Dallas County Commissioners Court to permit the Dallas CountyCriminal District Attorney to participate in sharing these assets.

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED THAT THE Dallas County

Commissioners Court hereby agree with the sharing of these assets and authorize the CountyJudge to sign the agreement and any all other documents concerning the agreement including theannual certification reports.

DONE IN OPEN COURT THIS THE day of ,2000,

Lee F, JacksonDallas County Judge

Jim JacksonCommissioner District 1

Mike CantrellCommissioner District 2

John Wiley PriceCommissioner District 3

Kenneth A. MayfieldCommissioner District 4

~'/? / ~'A '7,'

,;; L..e*' ,4?t., t ,; :-. fRecommended by.; /Y /Kimberly i&y GillesAssistant District Attorney

121

Federal Equitable Sharing Agreement"VALID THRU S.PTEMa.R 30, goo."

Law Enforcement Agency' Dallas County Criminal District Attorney 0. •~~~~~~~~~~~~~~~~~~~~~~ ~~kif~ewPa~~ip~

o PoliceDepa.rt:ment 0 SherifrsOtlic~/~partment 0 Ta.!k Force'

~ Prosecutor'sOffice 0 Other ~ _

Contact Person: Kimberly Key Gilles E-mail Address:-----------~-

Mailing Address: 133 N. Industrial, LB 19, Dallas, Texas(Street) (City)

75207-4399

(Swe) (Zi? Coce)

Telephon, Number: (l!.L) _65_3_-~36~1....;;.6 _ Fax Number: (~) 653-2924---~~-'--_._-----

Agency Fiscal Vear Ends on: 09/30(MonthIDa)')

NCIC/ORJlTracking No.:---------

Executive Office for AS5et ForfeitureU.S. Department of the Treasury740 15thStreet, N.W., Suite 700Washington, D.C. 20220E-mail address: [email protected]:c: (202)622-9610

This Federal Equitable Sharini Agreement entered into among (1) the Federal Oovmunent, (2) the above-stated law eoforcement agenc:and (3) the governing body sets forth the requirements for participation in the federal equitable sharing program and the restr'ictioru upo:the use of federally forfeited cub, property, proceeds. and any interest earned thereo~ which areequitably-slwed with pa.t'ticipati~g la...enforcement agenciet. By their signatures, the parties agree that they will be bound by the Statutet and guidelines that regulate sha.re~assets and the following requirements for participation in the federal equitable sharing program.

1. Subml••lon. The Federal Equitable Sharing Agreemtent and the Fe~ral Annual Certification Repon must be submitted to bottthe Department ofJustice and the D~artment oCme Treasury with a copy provided to the U.S. Attorney in the district in whic:the recipient law enforcement agency iJ located, in accordance with the instructions received from the respective departm~=:s o.as outlined in their equitable sharing guidelines.

Asset Focfeiture and Money Laundering SectionU.S. Depa.rtznent oClustieeJACA ProgramP.O. Box 27768\Vashington, D.C. 20038E-mail address: [email protected]~: (202)616-1344

2. Signatorl••• 'Ibis agreement must be signed by the bead (or authorized representative) of the taw enfo.rcement agency onethe head (or authorized representative) of the aoveming body. R4celpt olthe signed agre,ment Is aprerequisite to recei\:iniany equltably-sluzr,4 cun, proplrty, ,,,proc"tIs.

3. U.es. AIly shared wet shall be used for law enforcement purposes in accordance with the statutes and guidelines that goy'en:equitable sharing, and as specified in the equitable sharing request (either a DAG-71 or a TO F 92-22.46) submitted by th:requesting agency. Any and all requests for a clunge in the use of cash, property, or proceeds from that specified in theequitable sharing request mwt be submitted in writing to the appropriate agency shown in item 1.

4. Tran.fer•. Before the undersigned law enforcement agency transfers cash. property, or proceeds to other law enforcemen:agencies, it must verify f"1rst that the receivLig agency bas a cu.rreut and valid Federal Equitable Sharing Agreement OD file ',1,-ltr.both the Department of Justice and the Department of the Tr~uury. If there is no agreement on file, the undenigned 119

enforcement agenc), must obtain one from the receiving agency, and forward it to the appropriate department sbown in item 1A list of recipients, their addresses, and the amount tra.asferred must be attached to the Federal Annual Certification Re~rt

5. Internal Controll. The parties agree to account separately for federal equitable sharing funds received from the Deparu:>~:1:

of JUJtice and the D~partment of the Treuury. Funds from sute and local forfeitures and other sources must Dot be: com.r:i:.~kc

122

Th: plrJes agre~, t.!::..at such accour".t"..ng will be subject to the standard ac~oU1'l::..ng "'qUlr'e-e"'cs ~ . ' I d l' ', ,. . ' ...... • ••• j '- pr.:.~:Jc:s ::np oye lor o[r.~

sucn puol1c mOCJes as supplemented by requlIements set forth Ln th .. current edl'tl'on of .1... D ,,-..... . J .' • J G 'd ,.• W'" "' '-' ......... 1 or ;.:.s:lce s,., Ul ~;.

Equitable Sharing of Federap;~Forfeited Proper;y for State and Local lAw £nlorc~l1'.efltAgencieS (J!4trce Cuidej, ar:d d-::Department of the Treasury s G:.Jlde to £quuabltl Shanng /01' Foreign Countries and Federal. State, al'rd Local La',l

Enjorceme11I Agencies (Treasury Guide). The accountmg of shared fur.ds must be sublDi:red in th= formac sbown on tb~ A."".!:l..:a:CerJfication R:port contain:d in both the JiJs:zce and Treasury Guides.

The rrislJs: or misappli:ation of shared reSOt;rces or t1e supplantation of exis:ing resource.s with shared a.ss.:ts is pro:11bi:~dFailure to comply with aoy provision of this agreerr.ent shall subject the recipient age!".cy to the san:tions sti~ulaced III the CL!rr~:1Cecinon of the Justice or Treasury Gtlides, depending Oel the source of the fur:ds or property.

6. Federal Annual CertJneatron Report. The recipient agency sharI submit an Annual CertIfication Report to rl:e Depa.rtrnei1~

of Justice and the Departrr.ent of the Treasury (a: the addre~ses shown in item 1) and a copy to the U.S. Attorney in the di.mic:in which the recipient agency is located. The ce:tificarion must be submitted In accord1l1ce with the instn1ctions received from therespective departments or as outlined in the lustree or rreasury GuideJ. Receipt o/the ceniflcatiolf report is a preref/uisfte toreceiving any equitably-snared cash, property, or proceeds.

7. Audit Report. Audits will be conducted as provided by the Sir.gle Audit Act Amend.-nents of 1996 andO~ CircularA·133. The Department ofJustice a.n.d the Department of the Treasury reserve the right to conduct periodic randor:1 audits.

During the past 3 years, has your agency been found in violation of, or entered Into a settlement agreement pursuantto, any nondiscrimination law In federa' or state court, or before an administrative agency?

o Yes ~ No (I:you answered yes, atta,h relevant infomution. See instructions.)

Are there pending In a f.deraJ or state court, or before any federal or state administrative agency, proceedings againstyour agency alleging discrimination?

o Yes ~ No (Ifyou &:1swered yes, attach :eJe...ant information. See instructions.)

The undersigned cert:i1y that the recipient agency is in comp;iance with the nondi~crimination requirem~ncs of thefollowing laws and their Department of Justice implemeoti.ng regulations: Title VI of the Civil Rights Ace of 1964(42l!.S.C. § 2000c! efseq.), Titlc IX ofthe EducatiIJnAmendmentsofl972 (20 t:.S.C. § 1681 etseq.>, Section 504 or theRehabilitation Actof 1973 (29 U.S.C. § 794). and rhe Age Discrimioarioo Actof 1975 (42 U.S.C. § 6101 etseq.), whichprohibit discrimInation on rae basis ofrace, color, national ongin,disability, or age in any federally assisted program oractivity, or on the baiis of sex in any federally assisted cducarionproirun 0:' accvity.

Under penaJty ofper)ury, the undersigned officlah certify that therectpient state vr local law enforcement agency is incompliance Wlth the provisIOns of the Justice and/or rreasuT:; Guides and the ~ational Code ofProf~ssional Conductfor Aiset Forfeiture.

to/ill iam T. Hill

Name (Print or T)?c) JareLaw Er.£orc:emer.t Agenc) Head or Authorized Rcprc3c:ncati ve

(Sig:ururt)

Lee F. JacksonName (Pr"t or T~)Govtm:ng Body Head or Authorized Rej'resent3[tve

(SianattTC)

Date

Criminal District Attorney of__Oallas County Gonnry lodge of Dallas COllnty, TexasTitle (Print or T~) Tide (Print or Type)

Thuform is subject to tite FreedOM of/n!o,moJICII Ac: O'ld m::)- b£ rdl:JSld to requtJu undlf J u.s C. § H 1. 11m

123

BILL HILLCRIMINAL DISTRICT ATIORNEYDALLAS COUNTY, TEXAS

DATE: February 2,2000

TO: CONIMISSIONERS COURT

, .t_:- i

r;". ~ ... __ ..... -_

~J ~~ i . ~. ~,.":

00 FEB -2 Pt; 3: 4S

FROM: KIMBERLY KEY GILLES/ADMINlSTRATIVE ATTORNEY '!( t( 0RE: Upgrade ofPart Time Judge to Full Time Legal Secretary, Grade 8

BACKGROUND: Dallas County has operated the DIVERT Court for several years, throughdifferent grants from the U.S. Department of Justice (DOJ) and the Office of the Governor,Criminal Justice Division, Texas Narcotics Control Program (TNCP). Since June 1, 1999, theTNCP has paid for the funded personnel costs and other operating costs and the DOJ has paid fortreatment costs and for staff members to attend required training sessions. Among the personnelcosts authorized was a Part Time Magistrate/Judge position, which has not been filled, sinceJudge John Creuzot has volunteered his time to the program. TNCP has granted an adjustmentto the grant to delete the Part Time Magistrate/Judge and replace it with a Full TimeClerk/Secretary, Grade 8 (Adjustment Number 01).

OPERATIONAL IMPACT: The volume ofwork involved with this program has increasedbeyond the ability of the Program Manager to cope without help. The person filling this positionwill perform many of the clerical duties and secretarial duties, now performed by the ProgramManager who is the only staff member available currently to handle the multitude of duties thatmust be performed. The Program Manager must now spend an increasing amount of time withthe evaluation portion of the program as well as overseeing the daily operation of the court andprogram.

FINANCIAL IMPACT: There is no additional financial impact placed upon Dallas Countywith approval of the creation of this Full Time Legal Secretary position.

LEGAL IMPACT: The Office of the Governor, Criminal Justice Division has adjusted the grantnow in force to accommodate the creation of this position. There is no other over riding legalimpact.

RECOMMENDATION: It is our recommendation that the court approve the creation of thisposition and authorize the Civil Service Commission to classify it within the Dallas CountyPersonnel Classification System.

Frank Crowley Courts Building 133 N. Industrial Blvd., L.B. 19, Dallas, Texas 75207-4399 124 0

DALLAS COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT

00 FEB -2 PH 4: 00

February 2, 2000

To:

From:

Subject:

Commissioners Court

Mattye Mauldin-Taylor, Ph.D.Director of Personnel/Civil Service

Extension of Electronic Data Processing Equipment Insurance

BackgroundThe County insures its $13,537,176.00 in data processing, radio and tower assets throughan Electronic Data Processing Equipment Insurance Policy with a $250,000.00deductible. This policy is scheduled to expire March 1, 2000. Over the past two yearsthe Commissioners Court has approved, moving all property-related insurances to acommon expiration date of May 15. Moving the date will allow bidding the entireproperty coverage at one time to attract more competitive bids.

Impact on OperationsCombining all property-related insurance into one bid package should increase bidders'interest and potentially increase competition for the County's business

Financial ImpactThe additional $2,192.00 cost for the extension can be covered within the existingbudget.

RecommendationThe Personnel/Civil Service Department recommends the Commissioners Court approvethe extension ofthe expiration date ofthe Electronic .Data Processing EquipmentInsurance Policy to May 15, 2000 and authorize additional payment of$2,192.00.

Recommended by:

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75292

Equal Opportunity Employer

(214) 653-7638

125

DALLAS COUNTYPERSONNEL/CIVIL SERVICE DEPARTMENT

February 2, 200000 FEB -2 Pt; 4: 00

To:

From:

Subject:

Members of the Commissioners Court

Mattye Mauldin Taylor, Ph.D.~Director ofPersonnel/Civil Service

Addressing the Overtime/Compensatory Issue

BackgroundOver the past several weeks, I have been visiting with members of the Commissioners Courtregarding the issue of overtime/compensatory as it relates to non-exempt and exempt employees.A summary ofthose discussions include:

the current Overtime/Compensatory Time Policy as it relates to non-exempt employeesis reflective of federal law (FLSA) and very few changes are proposed; and

the current Overtime/Compensatory Time Policy as it relates to exempt employees nolonger reflects industry standards or the philosophy of the current Court. Therefore, thefollowing changes have been proposed:

(1) exempt employees will no longer be allowed to accrue compensatory time;(2) exempt employees will no longer be required to utilize sick/vacation time or be

docked if they work less than eight (8) hours in a work day;(3) exempt employees must utilize accrued leave if the employee is out for more

than eight (8) hours in a work day;(4) under very specific, documented circumstances, an Elected OfficiallDepartment

Head may allow an exempt employee to take off more than eight (8) hours withpay without utilization of accrued leave;

(5) exempt employees who have accrued compensatory will be allowed to maintain thatleave in the Time and Attendance System; however, they will only be able to use itat the sole discretion of the Elected OfficiallDepartment Head; and

(6) very close monitoring of the Time and Attendance System will occur with thesechanges to ensure compliance with the proposed policy.

The Summary Sheet (Attachment A) utilized in our discussions with the Court members isattached, along with the proposed policy (Attachment B). There are still one/two minor issues toresolve and they are indicated on the Summary Sheet and in the policy.

501 Main Street, Room 103Criminal Courts Building Dallas, Texas 75202

Equal Opportunity Employer

(214) 653-7638

126

127

Page 2 - Overtime/Compensatory Issue

Legal ReviewThe proposed policy has been reviewed by the Civil Section of the District Attorney's Office.

Impact on OperationsThis proposed policy on overtime/compensatory time will provide clarification on this issue, alignCounty policy with industry standards, satisfy requirements of FLSA and reflect the currentphilosophy of Commissioners Court.

Financial ImpactLong term, the County should realize savings from implementing this proposed policy as exemptemployees will no longer be able to accrue for an undefined period of time, unlimitedcompensatory time (hour for hour) for every hour they work over forty (40) in a work week.

Effective DateA decision has not been made; however, in a discussion with SCT, they have indicated theCounty's current Time and Attendance System is able to accommodate these proposed changesimmediately with minor modifications (Attachment C).

RecommendationThe Personnel/Civil Service Department recommends Commissioners Court approve the attachedproposed policy regarding overtime/compensatory time for non-exempt employees and thediscontinuance of such for exempt employees.

Recommended by:

Attachments: Summary SheetProposed PolicyMemo

Attachment A

Sunlnlary Sheet

(1) Exempt professional employees shall report time on a daily basis and adhere to an established/defined weeklywork schedule approved by the Elected Official/Department Head. Work schedules must reflect a minimum of40 hours per week.

• Supervisor/Employee shall establish a defined work schedule utilizing the attached "Work ScheduleForm" shown as Example 1.

• Exempt professional employees, on a weekly basis, shall report actual number ofhours worked on theattached "Time and Attendance Worksheet" shown as Example 2.

• Signatures of the supervisor and employee shall attest to the accuracy of hours worked.• Within each quarter, cumulative total hours worked each week, including accrued leave such as vacation

and sick, must average 40.• The Personnel Civil/Service Department will monitor and furnish reports as requested by Commissioners

Court.

(2) Exempt professional employees shall not be docked or required to utilize accrued leave for less than 8 hourstaken in a work day.

• If an employee is out for more than 8 hours, the employee must utilize accrued leave or be docked.• The Personnel Civil/Service Department will monitor and furnish reports as requested by Commissioners

Court.

(3) Under special circumstances, an exempt professional employee may be allowed to take more than eight (8) hoursoff with pay. An Elected Official/Department Head may grant "Special Approved Time Off' to an exemptprofessional employee who has worked above and beyond the required 40 plus hours per week, due to thefollowing circumstances:

• an emergency or crisis situation, in which the safety and health ofDallas County citizens are at risk; or• for special and/or critical projects/assignments withspecific deadlines where failure to complete would

prove a major detriment to the operations of Dallas County.

The purpose of "Special Approved Time Off' is to allow the exempt professional employee an opportunity torecuperate, rejuvenate and take care of personal business after working an extensive number of hours relatedto one of the instances cited above. The Elected OfficiallDepartment Head:

• may annually grant up to 0 0 hours 0 40 hours 0 80 hours 0 160 hours of "Special ApprovedTime Off', with no more than 0 1 day 0 2 days· 0 3 days 0 4 days 0 5 days being given at atime;may grant the"SpecialApproved Time Off' within 0 30 days 0 90 days 0 180 days 0 12 monthsof the special occurrence;

• shall maintain and be prepared to submit documentation to substantiate the justification forgranting "Special Approved Time Off';

• shall code and sign the "Time and Attendance Worksheet" to indicate the approval of the"Special Approved Time Off'; and

• the Personnel Civil/Service Department will monitor and furnish reports as requested byCommissioners Court.

(4) 'Nhile maintaining compliance ~irli applicable County policie~ and pIoceduIe~ with the appIoval of the ElectcdOfficiab'Departtnent Head, e,~cllipt pIofe~~iot1al employees ~ith accItIed compensatory time must utilize anyex:i~ting compensatory time ~ ithili 12 months ofadoption ofth1~ policy. Any Iemailltng acCI tIed compensatorytime shaH be fOI feitcd.

128

129

Attachment B

Section B

OVERTIME P2\¥fCOMPENSATORY TIME POLICY

1.22 It is the policy ofDallas County to provide compensatory time off instead ofovertitne pay.IIowever, overtirue may be paid to non-exempt employees required to work ruore than forty(40) houls in the official wOlk week plovided they meet all the following conditions.

A) Conipel (sator y tinle would ad vel sely affect the opel ations ofthe Depar tment,D) Overtime is apploved in advance by the Elected Officiab'Depaltruent IIead,

andC) The County Auditor certifies funds availability for the specified tasks in

advance. Incorporated into Section 1.28.

1.22 Policy Statement. Overtime shall be assigned by the supervisor to meet the essentialoperating needs of the County. Due to its cost and other factors, supervisors should bejudicious in their utilization of overtime. However. if overtime is required, the supervisorIUUst carefully follow the guidelines outlined in this policy regarding the accruaL utilizationand recording of overtime for County employees.

1.23 Dallas Cou"ty does "ot pe7",it "o/u"tIl,., 01 u"aut/tol ized 0"e7 ti",e "'07 k. Incorporatedinto Section 1.2 7.

1.23 Compliance. Dallas County complies with all appropriate provisions of the federal FairLabor Standards Act and applicable state statutes which govern most of the overtime/compensatory time off issues discussed in this policy.

1.24 Supervisor's Responsibility. It is imperative that supervisors be aware of the workload ofeach ofhis/her employees, and in cases where extraordinary amounts oftime worked over 40hours is being spent on the job, determine whether or not job expectations, productivity,staffing or other resource problems exist. If so, the manager should take corrective actions.

1.24 Overtilne pay is paid at the rate oftillle and one halffor all approved hOUlS worked in excessof all eligible employee's 40 hoUl work week. Incorporated in Section 1.27.

1.25 Maintenance of Records. Each department shall keep a record of each employee's (nonexempt and exernpt) compensatory time accumulation and expenditure and will supply theAuditor's Office with such information each pay period. Separate records should bemaintained for existing compensatory time accumulated prior to April 15, 1986.

[COUIt Order #97-0552,03/25/97]

Overtime Compensation

Non-Exempt Employees

1.26 Definition. Non-Exempt employees are subject to the minimum wage and overtime/compensatory time off provisions of the Fair Labor Standards Act. All positions in DallasCounty have been designated as either non-exempt or exempt. This designation is noted onthe employees' job description under the title: FLSA Code. (These designations are subjectto change based on reviews by the Personnel/Civil Service Department).

1.25 For the purposes ofcalcttlating overtime, hOUlS worked does not inclttde the use ofany fOllnof leave wher e the employee is hot physically working. Incorporated into Section 1.27.

1.27 Accrual for Overtime/Compensatory Time. Dallas County does not permit voluntary orunauthorized overtime work. Accrual of overtime for non-exempt employees:

ill must be approved in advance by the employee's supervisor; however. if worked, itmust be compensated, whether approved or not if the work was known or shouldhave been known by the supervisor. Failure ofthe employee to seek approval priorto working overtime may subject the employee to disciplinary action, up to andincluding termination;

ill is compensated at the straight-time rate when actual hours worked in a workweekdo not exceed 40 hours. (For example: Employee A works 10 hours a dayMonday - Wednesday, and takes vacation leave (8 hours each day) on Thursdayand Friday. Employee A 's time wouldbe recorded on his/her timesheet as 30hours worked during the week with 16 hours of vacation leave. While the timesheet will show a total of../6 hours for the employee this week. the employeewould accrue six hours of overtime at straight- time since the employee onlyactually worked 30 hours this week);

ill is compensated at the premium rate of time and one half for all approved hoursworked in excess of the employee's regular 40 hour work week. (For example:Employee B works 10 hours a day Monday - Wednesday and 8 hours a day onThursday andFriday. Employee B's time sheet will show a total of46 hours workedduring the week. Since all ../6 hours represent hours actually workecl, Employee Bwould have worked 6 hours more than his/her regularly scheduled 40 hours.Therefore, the overtime would accrue at time and a half/or a total ofnine hours (6

hours X 1.5 = 9 hours),'

ill should be flexed by the supervisor. if at all possible. This means the supervisor shallmake an effort to schedule the employee to take off within the same workweek inwhich the overtime is earned to avoid the accrual of overtime; and

G.L is limited to a maximum of 240 hours of compensatory time (160 overtime hoursworked) except Public Safety, emergency response and seasonal employees who may

130

131

Page 3 Overtime Compensation

earn up to 480 hours (320 overtime hours worked). Employees exceeding themaximum must be paid overtime for all hours over the maximum.

1.26 The Elected OfficialfDepartment I lead shall keep all necessal Y1ecol ds 1elating to 0 vertirne,such as each instance of 0 vel tiule w01 ked, the authorized tasks 1eason ther efol e, and willsupply the Auditor's Office with such information each pay period. Incorporated intoSection 1.25.

1.28 Utilization/Payment for Overtime/Compensation Time. It is the policy ofDallas Countyto provide compensatory time off instead of overtime pay. In some circumstances,employees may be paid for work over 40 hours. The options listed below shall be utilized tocompensate overtime worked:

(A) Compensatory time off ( preferred method) in lieu of overtime pay may be utilizedto compensate an employee who works overtime. Supervisors should grant theemployee's request to utilize for compensatory time offas soon as practical, provideduse of such leave time does not adversely affect the operation of the Department.

(B) Overtime may be paid to non-exempt employees required to work more than forty(40) hours in the official workweek provided they meet all ofthe following conditionsare met:

(1) compensatory time would adversely affect the operations of the Department;

(2) overtime is approved in advance by Elected OfficialfDepartnlent IIead, thesupervIsor;

(3) the County Auditor certifies funds availability for the specified tasks inadvance; and

(4) the employee must be classified as a regular, full-time employee classified aswho is non-exempt and any other non-classified employee performing in asimilar non-exempt position. Law enforcement employees eligible to receiveovertime pay are those required by statute or approved by CommissionersCourt.

(C) Non-exempt employees who retire, resign, terminate or attain a position with anexempt status are entitled to be paid for all compensatory time accrued after April 14,1986. The pay will be at their regular rate of pay earned during the periodimmediately prior to termination or attainment of an exempt status or at the averageregular rate of pay over the previous three years, whichever is greater.

(D) Any balance of compensatory time accrued prior to April 15, 1986 by a nonexempt employee, at time ofretirement or termination for any reason, will be forfeited


and is not eligible for payment.

(E) Overtime Pay for work on scheduled holidays is governed by the policy onHolidays, Section 8.02.

1.28 O'Veltitne Pay ful wOlk on scheduled holidays is go'Velned by the policy on IIolidays.[COtIrt Older #970552, 03/25197J Incorporated into Section 1.28.

ELIGIBILITY FOR OVERTHvfE

1.29 Elnployees eligible to 1ecei"V eo vertitne pay al e Regulal, Full-titne enlployees classified as nonex:elilpt and any othel non-classified employee pelfunuing in a sitnilal nOll-ex:enrpt position.Law enfolcenlent employees eligible to leceive oveltinle pay ale those lequiled by statute orapplo'Ved by Conunissiollels COUlt. Incorporated into Section 1.28.

Exempt Employees

COfvfPENSATORY TildE

1.30 Employees ineligible to 1eceive 0 vel time pay at e those defined by job functions as ex:empt,and any othel non-classified employee pel fOllning in a siurilat ex:enlpt positioll.

[Com aIde! #97 0552, 03125/97] Incorporated into Section 1.29.

1.31 It is the policy of Dallas County to pt 0 vide cOlupensatot y tittle off in lieo of 0 vel titne pay.AcCl ual of compensatory tilHe 1equil es that.

A) Tilne is authOl ized by the appointing Elected OfficiaVDepartlnent Ilead,D) Ilools wOlked must exceed fOltyhoUIS in the official wOlk week, and,C) 11001 S W 01 ked calculation does not include the use ofany fuln1 ofleave when

the employee is not physically wOlking. Incorporated into Section 1.28.

1.29 Policy. Exempt employees are not subject to the minimum wage and overtime)compensatory time offprovisions ofthe Fair Labor Standards Act. When setting salaries forexempt professional. administrative, supervisory, and management personnel. considerationsare given to the scope and time comlnitment of the positions as opposed to the numbers oftasks completed and hours worked.

1.30 Accrual of Compensatory Time. Effective [ ], employees whose positions areclassified as exempt are not eligible to accrue compensatory time. They are expected to meetthe time needs ofthe position, including unpaid overtime when required. Exempt employeesmay utilize previously recorded accrued time with the approval of the ElecteqOfficial/Department Head.

132

133

Page 5 Overtime Compensation

1.31 Defined Work Schedules. Exempt employees shall report time on a daily basis and adhereto an established/defined weekly work schedule approved by the Elected Official/DepartmentHead. Within a quarter, the weekly work schedule must average 40 hours, including accruedleave such as vacation and sick.

1.32 Scheduled Time OtT. Exempt employees shall not be docked or required to utilize accruedleave if hours taken offin a work day is less than eight (8). Ifan exempt employee is out formore than eight (8) hours, the employee must utilize accrued leave or be docked. Anyrequest for time offmust be approved in advance by the employee's supervisor and shall notunduly disrupt the operations of the County.

1.33 Special Approved Time OtT. An exempt employee, under special circumstances may beallowed to take more than eight (8) hours off with pay. Periodically, an ElectedOfficial/Department Head may grant Special Approved Time Off to an exempt employeewho has worked hours above and beyond the required 40 plus hours per week, due to the .following circumstances:

(A) an emergency or crisis situation, in which the safety and health of Dallas Countycitizens are at risk: or

.all for special and/or critical projects/assignments with specific deadlines where failureto complete would prove a major detriment to the operations ofDallas County.

1.34 Criteria for Special Approved Time OtT. The purpose of Special Approved Time Off isto allow the exempt employee an opportunity to· recuperate, rejuvenate and take care ofpersonal business after having worked an extensive number of hours related to one of theinstances cited in Section 1.33. The granting ofSpecial Approved Time Off shall be theexception, not the norm. The Elected Official/Department Head:

® may annually grant up to [40 hours] of Special Approved Time Oft: with no mor~

than [2 days]. being given at a time:.all must grant the Special Approved Time Offwithin [90 days] ofthe special occurrence:{Q must maintain and be prepared to submit documentation to substantiate the

justification for granting Special Approved Time Off: andill.1 must code and sign the Time and Attendance Sheet to indicate the approval of the

Spedal Approved Time Off.

1.35 Reporting of Special Approved Time OtT. The Personnel/Civil Service Department shallmonitor the number of hours granted to employees for Special Approved Time Off on amonthly basis and will provide reports as requested to Commissioners Court.

1.36 Separation and Accrued Compensatory Pay. Exempt employees who separate from theCounty shall are not be eligible for to be paid fOI accrued compensatory time.

1.37 Classification Change and Accrued Compensatory Pay. IIoweveI, in the event that an


gexempt employees with accrued compensatory time who attain a non-exempt status must, all accI ued conipensatory time not exhausted the time prior to the effective date ofthe statuschange or it will be forfeited. Arrangements to take accrued compensatory time is subject tothe approval ofthe affected Elected Official/Department Head and must not adversely affectthe operation of the employer.

1.38 Reportin& Requirements. The Personnel/Civil Service Department shall monitor the Timeand Attendance System on a monthly basis and will provide reports as requested toCommissioners Court.

1.32 ~ion-exerlipt employees ealn compensatory tinie on a time and one halfbasis fol all appro\1edhours worked mOle than forty (40) hOUlS in the official work week. Incorporated intoSection 1.2 7.

1.33 ~ion-exenipt eHlployees ma-y accI ue a maximum of 240 houl s of cOlllpensatory titlle (160overtitne honls wOIked) except Public Safety, emelgency lesponse and seasorlal eniployeeswho Inay ealn up to 480 hOUlS (320 overtime houls worked). Ernployees exceeding therlla,ol1iUnl mnst be paid 0 \1 el tillie for all hom s 0 \1 el the maxinlum. Incorporated into Section1.27.

1.34 Elected OfficialsfDepal til ient I leads Ii itlst allo w Ilon-exenipt employees to use theil accI uedcOlllpensatol y time within Ieasonable tillie aftel the employee's Iequest, subject to thelilnitation that the employee's nse of compensatOl y tinie does Ilot ad vel sely affect theoperation of the employe1. Incorporated into Section 1.28.

1.35 ~ion-exeHlpt eniployees who letile, lesign, tellilinate 01 attain a position with an exemptstatus ale entitled to be paid fOI all compensatolY titne acclned aftel Aplil14, 1986. The paywill be at theil Iegulal Iate of pay ealned dm ing the pel iod inunediately pI iOI to tel mination01 attaitnllent ofan exempt status 01 at the avelageIegulal rate ofpay ovel the plevions tlneeyeals, whichevel is gleatel. Incorporated into Section 1.28.

1.36 Any balance of cOIllpensator y titlie accr ned pr iOI to Apr il 15, 1986 by a non-exemptelllployee, at tillie of Ietilement 01 termination £ot any reason, will be folfeited and is noteligible £01 payment. Incorporated into Section 1.28.

1.37 Exenlpt enlployee may ealll compensatolY tinie on all hom fOI hOUl basis £01 houls wOlkednlOle than forty (40) hools in the official wOlk week Language no longer necessary.

1.38 Exellipt employees ale not eligible to be paid £01 conrpelisatOlY time at time of sepalation.I Io we \1 el, ill the e velit that ali exempt employees attains a non-exelllpt status, all accI nedcOllipensato ry tinie not exhausted pr ior to thee:tfecti ve date of the status change will befOlfeited. Allangelnentsto take accrued compensatoly tillie is subject to the apploval of theaffected Elected Official/Depal tlnent I lead and liIttst 1i0t ad vel sely affect the opel ation oftheelilployel. Language incorporatel[ in to Section 1.37.

134


1.39 Each department shall keep a IecOi d ofeach employee's cOIHpensatol y titHe accumulation andexpendittne, and ~ill snpply the AuditoI 's Office ~ith snch infollnation each pay peIiod.Sepal ate IeCOI ds shonld be tel minated for existing compensator y tinle acctlIllulated pI ior toApIil 15, 1986. Language incorporated into Section 1.25.

135

Attachment C

February 2, 2000

To:

From:

Subject:

Mattye Mauldin-Taylor, Ph.D.Director of PersonneVCivii Service

Urmit Graham fJihManager of Person~el~ervices

Time and Attendance - ATO Codes.. -~. .. _···"t······ ..

In response to your request for information and a recommendation regarding the capture ofSupervisory Approved Time Off (SATO) using our current Time and Attendance System, Isubmit the following:

In talking with Chacko of SCT, currently, several codes are already set up in the AuthorizedTime Off (ATO) block of the Time and Attendance (T&A) System. The ATO block of the T&ASystem allows time off with pay without decreasing the number of hours· in an employeesother time (leave) balances. These codes are listed below:

H Holiday

J Jury Duty

M Military Leave

I Injury Leave

C Commissioner Court Approval

A Administrative Leave

Administrative leave code "A" and Commissioners Court approval leave code "C" are seldomused. If the Court chooses to allow Supervisory Approved Time Office (SATO) for employees,it is recommended that this approved time off be coded "A" in the ATO block of the T&ASystem. Per Chacko, this would not require any additional customization to the system. Ifthe Court desires to use another letter code, the hours required to make such a change isapproximately 40 man hours.

If you have any other questions concerning this issue, please call me at extension 6922.

136

DATE:

TO:

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATION

February 2, 2000

Commissioners Court

00 FEB - 2 PH 3: 5I

THROUGH:

FROM:

SUBJECT:

Back~round

Philip B. Scheps, Budget Officer(?i'..f

Melissa Watts, Budget and Policy Analyst/l/Lt./

Child Support Office Software Improvements

In June of 1998, Commissioners Court approved reorganization and modernization of the ChildSupport Office that included Apollo database software and mainframe programming, among othertechnologies. At this point, Child Support is requesting $2,000 to expand the utility of Apollosoftware by a) custom programming the software to identify cases in which the youngest child is 18or older and all financial obligations have been met, and b) study the feasibility of integrating anelectronic funds transfer (EFT) program into the existing Child Support system. The purpose ofthisbriefing is to examine these requests and make a recommendation.

Operational Impact

Apollo software has enabled the Child Support Office to get off the mainframe computer and hasprovided a great deal of flexibility in manipulating the data. Most importantly, it has allowed formonitoring of child support cases that have been delinquent since July, 1999. The office sendsnotices to delinquent payors to encourage them to pay on time and not fall into greater debt. A listofthese delinquents is then sent to each Family Court judge monthly. Child Support also now sendslate notices to delinquent payors of their annual fees. This is one reason the Office collected over$40,000 in November.

Cleaning up the data will allow Child Support to monitor earlier cases since the information will bemuch more correct. This will also allow Child Support to brief the Court either this fiscal year ornext about engaging an agency to collect past due annual fees.

The EFT program will benefit both the Child Support payment recipient and the County. Paymentwould be deposited directly in the recipient's bank account. The Child Support Office managerestimates that this would save the County $8,000 annually in postage and other expenses, as wellas staff time and effort (see Attachment A).

411 Elm Street Dallas, Texas 75202 (214) 653-6237

137

Financial Impact

Apollo estimates that it will cost $1,000 to do the custom programming that will identify and markas inactive child support cases with children age 18 or older in which the financial obligation to thecustodial parent and to the County (for collection fees) have been satisfied.

Apollo has proposed a feasibility study to determine the actual costs of research and developmentof an EFT program which would allow payments to be directly deposited into a bank that managesthe County's Child Support accounts. The estimated cost ofthe study is $1,000, all ofwhich wouldbe credited toward the cost of developing the program if the County decides to proceed. Once thestudy is completed, the results will be presented to the Court prior to authorization of additionalamounts. The Child Support manager estimates the total cost ofdeveloping the program at $4,000.Apollo has given a not-to-exceed cost of$15,000.

OBE has discussed with the County Treasurer the possibility of funding the direct deposit programwith earnings credits. However, the Child Support banking arrangements fall outside the depositorybanking contract and are therefore not eligible.

Recommendations

By cleaning the Child Support database, the Office will be better able to monitor delinquent accountsand recover these payments. The cost ofEFT programming will be self-liquidating in two years atmost. The Office of Budget and Evaluation recommends authorization of Apollo customprogramming and the feasibility study for EFT, not to exceed $2,000. It is recommended thatunallocated reserves be used for this request.

411 Elm Street Dallas, Texas 75202 (214) 653-6237

Q~IQ.Goverr,ment Software

APOLLO SOFTWARE, INC.907 RR 620 South

Austin, Texas 78734Phone 800-578-7746

Fax 512-263-7521

DATE

11/3/99

PROPOSAL #

EX100

PROPOSED TO:

DALLAS COUNTY CHILD SUPPORTMr. Ronald C. Mackay, Administrator600 Commerce St.Dallas, TX 75202

Custom Programming

QUANTITY - DESCRIPTION RATE AMOUNT

1.00 CUSTOM PROGRAMMING - To identify and close Child Support caseswith children age 18 or older AND the financial obligation has beencompleted to the custodial parent and the county for collection fees.

Prices Subject to Change After 30 Days.Terms and conditions attached

1,000.00

TOTAL

1,000.00

AuthorizedSignature _

Date of Acceptance _

Title _

Purchase Order # _

$1,000.00

1.31

9.QQJ12Goverr,ment Software

APOLLO SOFTWARE, INC.907 RR 620 South

Austin, Texas 78734Phone 800-578-7746

Fax 512-263-7521DATE

11/3/99

PROPOSAL #

EX101

PROPOSED TO:

DALLAS COUNTY CHILD SUPPORTMr. RonaldC. Mackay, Administrator600 Commerce St.Dallas, TX 75202

Feasibility Study

QUANTITY . DESCRIPTION RATE AMOUNT

1.00 FEASIBILITY STUDY - To determine the actual costs of research and 1,000.00development for an Electronic Funds Transfer (EFT) program. This progr mwill allow payments entered either directly into Apollo Child Support orthrough the VIPRS system into Apollo Child Support, to be directlydeposited into a bank that manages the county child support accounts.

The total cost of this study will be credited towards the actual costs ofdeveloping the program should the county decide to proceed with thedevelopment. It is a non-refundable cost, allocated to research shouldyou elect not to proceed with development.

Prices Subject to Change After 30 Days.Terms and conditions attached

TOTAL

1,000.00

AuthorizedSignature _

Date of Acceptance _

Title _

Purchase Order # _

$1,000.00

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATION

February 2, 2000

TO:

FROM:

Commissioners Court

Phil Scheps ~Budget Office~~r

SUBJECT: First Quarter Report on FY2000 Budget

BACKGROUNDThe First Quarter Management Reports were circulated last week. They include one volume eachdealing with general County workload measures, judicial system performance and Countywideperformance measures (which will be the topic of discussion at the February 8th PerformanceForum). The purpose of this memo is to highlight those items in the management reports that mayhave a significant effect the FY2000 ending balance and budgetary compliance.

FINANCIAL/OPERATIONAL IMPACTThree months ofdata is not always sufficient to discern a meaningful trend. However, certain areasstand out as noteworthy:

Health InsuranceMedical claims and prescription drug payments through the health insurance trust did not slow downas expected during the first quarter of FY2000. While the County has recovered approximately$130,000 in refunds from NYLCare for improper claim payments, expenses remain 7% higher thanduring the same period last year. The FY2000 budget assumed that the growth in claim costs wouldreturn to 5% (the average annual growth between FY93 and FY98) and that $750,000 would berecovered through the audit of improper claims. It appears as if neither of these assumptions willbe met.

Prescription drug payments are an area ofparticular concern. Through one quarter, drug expenseshave already reached $1.3 million, approximately 50% of the $2.7 million budgeted. If this ratecontinues, claims will end the year at $5 million, almost double the annual budget.

This information has been forwarded to the Executive Director of the Public Employees BenefitCooperative for her review and interpretation. A new plan year began in January 2000 and data fromthe second quarter will be a more accurate basis for projection.

411 Elm Street, 3rd Floor, Dallas, Texas 75202(214) 653-6389· Fax (214) 653-6517· [email protected]

141

6

7

Jail PopulationDuring the first four months ofFY2000, Dallas County's jail population has decreased from 6,820inmates to an average of 6,642 inmates for the month of January (FY2000 projection is an averageof 6,642 inmates). The current population trend does not indicate the need for an appropriationtransfers at this time. However, the decrease may not continue due to the fact that the jailpopulation generally decreases during the holidays only to increase during the summer.

DAILY JAIL POPULATION AVERAGED FOR EACH MONTHIncluding data through January 2000

8,...--------------------- ---,

OCT APR OCT APR OCT APR OCT APRJAN 97 JUL JAN 98 JUL JAN 99 JUL JAN 00 JUL

Juvenile PlacementThe FY2000 placement budget is based on an average daily population of290. This includes youthat the Medlock facility, Last Chance program, and various other contract facilities. Through the firstquarter ofFY2000, the average daily population has been 323, or 11% higher than projected. Thecourts continue to order more youth to residential treatment centers than recommended by theJuvenile Department. This departure from recommendations accounts for the largest amount of thehigher-than-projected population.

However, the department is managing its overall placement budget (residential, non-residential,contract shelters) within budgeted amounts. Placement costs were $3.17 million through the firstquarter of FY2000. While this figure is slightly higher than the $2.92 million budgeted for thequarter, it does not appear as if a significant budget shortfall is looming.

D.D.A. RolloverEach year, the Office of Budget and Evaluation and the Auditor's Office collaborate on areconciliation of last year's D.D.A. balance, which the departments are entitled to retain. TheGeneral Fund total rollover is calculated to be $439,754 as shown on the attachment. This representsan average of $3,962 per department. The FY2000 budget contains an appropriation of $325,000based on an estimate prepared by the Office ofBudget and Evaluation. An additional $114,754 willbe required to complete the transfer.

RECOMMENDATIONThe Office ofBudget and Evaluation recommends the transfer ofUnallocated Reserves to variousdepartment's D.D.A. account as indicated.

143

FY99 DDA Rollover to FY2000 DDASorted by ORACLE Number

Department name ORACLEAccount Numbers

FY99EndingBalance

FY2000Starting Rollover(Adjusted)

Road & Bridge 1Road & Bridge 2Road & Bridge 3Road & Bridge 4

Family Court ServicesChild SupportLaw Library

00105.2510.02230.1999.00105.2520.02230.1999.00105.2530.02230.1999.00105.2540.02230.1999.

Road &Bridge Totals

00160.4052.02230.1999.00160.4053.02230.1999.00470.6010.02230.1999.

Other Funds Total

4,069.003,188.68

10,911.004,698.70

-232.56230.74

500

4,069.003,188.68

10,911.004,698.70

22,867.38

-232.56230.74500.00498.18

County JudgeCourt AdministrationFacilities ManagementTax Assessor - CollectorPersonnelCounty TreasurerBudget and EvaluationCounty AuditorPurchasingMIS CoordinatorElectionsPublic WorksAgricultural Extension ServiceVeterans'ServicesSheriff's DepartmentConstable Precinct 1Constable Precinct 2Constable Precinct 3Constable Precinct 4Constable Precinct 5Constable Precinct 6Constable Precinct 7Constable Precinct 8Crime Lab / Medical ExaminerPublic Service ProgramFire MarshalDistrict AttorneyDistrict ClerkCounty Clerk

144

00120.1010.02230.1999.00120.1020.02230.1999.00120.1023.02230.1999.00120.1035.02230.1999.00120.1040.02230.1999.00120.1050.02230.1999.00120.1060.02230.1999.00120.1070.02230.1999.00120.1080.02230.1999.00120.1090.02230.1999.00120.1210.02230.1999.00120.2010.02230.1999.00120.2050.02230.1999.00120.2060.02230.1999.00120.3110.02230.1999.00120.3210.02230.1999.00120.3220.02230.1999.00120.3230.02230.1999.00120.3240.02230.1999.00120.3250.02230.1999.00120.3260.02230.1999.00120.3270.02230.1999.00120.3280.02230.1999.00120.3312.02230.1999.00120.3330.02230.1999.00120.3340.02230.1999.00120.4011.02230.1999.00120.4020.02230.1999.00120.4031.02230.1999.

1,923.3318,807.1312,375.008,457.362,884.507,580.69

15,191.552,225.131,780.581,500.003,354.444,656.862,808.16

-13.969,636.424,240.403,476.18

17,218.7010,682.70

1,483.87o

1,444.852,397.00

14,617.21287.75

3,635.74-1,504.029,013.49

o

1,923.3331,182.13

0.008,457.362,884.507,580.69

15,191.554,761.131,780.581,500.003,354.444,656.862,808.16

-13.969,636.424,240.403,476.18

17,218.7010,682.70

1,483.872,946.001,444.852,397.00

14,617.21287.75

3,635.742,245.989,013.49

0.00

Public DefenderDistrict Court AdministrationCentral JuryGrand Jury14 Civil District Court44 Civil District Court68 Civil District Court95 Civil District Court101 Civil District Court116 Civil District Court134 Civil District Court160 Civil District Court162 Civil District Court191 Civil District Court192 Civil District Court193 Civil District Court298 Civil District Court254 Family District Court255 Family District Court256 Family District Court301 District Court302 District Court303 Family District Court330 Family District Court304 District Court305 Family District CourtCriminal District Court 1Criminal District Court 2Criminal District Court 3Criminal District Court 4Criminal District Court 5194 Criminal District Court195 Criminal District Court203 Criminal District Court204 Criminal District Court265 Criminal District Court282 Criminal District Court283 Criminal District Court291 Criminal District Court292 Criminal District Court363 Criminal District CourtCriminal Court Magistrates8taff Briefing AttorneyCriminal District Court ManagerCounty Court at Law 1County Court at Law 2County Court at Law 3County Court at Law 4County Court at Law 5

00120.4040.02230.1999.00120.4051.02230.1999.00120.4060.02230.1999.00120.4065.02230.1999.00120.4110.02230.1999.00120.4115.02230.1999.00120.4120.02230.1999.00120.4125.02230.1999.00120.4130.02230.1999.00120.4135.02230.1999.00120.4140.02230.1999.00120.4145.02230.1999.00120.4150.02230.1999.00120.4155.02230.1999.00120.4160.02230.1999.00120.4165.02230.1999.00120.4170.02230.1999.00120.4210.02230.1999.00120.4215.02230.1999.00120.4220.02230.1999.00120.4225.02230.1999.00120.4230.02230.1999.00120.4235.02230.1999.00120.4240.02230.1999.00120.4310.02230.1999.00120.4320.02230.1999.00120.4401.02230.1999.00120.4402.02230.1999.00120.4403.02230.1999.00120.4404.02230.1999.00120.4405.02230.1999.00120.4410.02230.1999.00120.4415.02230.1999.00120.4420.02230.1999.00120.4425.02230.1999.00120.4430.02230.1999.00120.4435.02230.1999.00120.4440.02230.1999.00120.4445.02230.1999.00120.4450.02230.1999.00120.4455.02230.1999.00120.4460.02230.1999.00120.4465.02230.1999.00120.4470.02230.1999.00120.4501.02230.1999.00120.4502.02230.1999.00120.4503.02230.1999.00120.4504.02230.1999.00120.4505.02230.1999.

22,576.894,790.892,223.06

357.06229.5

1,610.102,661.502,820.18

697.581,833.014,239.503,987.002,941.004,479.004,321.69

-6,931.465,269.001,100.00

592.821,926.00

562.182,988.12

832.5580.38

2,851.02855.35

1,420.003,584.936,912.001,592.955,481.612,429.90

711.893,376.014,913.975,899.90

681.062,299.102,009.282,925.841,386.122,911.001,040.00

268.473,420.672,440.072,903.164,466.009,270.00

20,751.894,790.892,223.06

357.06229.50

1,610.102,661.502,820.18

697.581,833.014,239.503,987.002,941.004,479.004,321.691,328.545,269.001,100.00

592.821,926.00

562.182,988.12

832.5580.38

2,851.02855.35

1,420.003,584.936,912.001,592.955,481.612,429.90

711.893,376.014,913.975,899.90

681.062,299.102,009.282,925.841,386.122,911.001,040.00

268.473,420.672,440.072,903.164,466.009,270.00

145

2,571.97851.00

3,349.503,153.062,514.09

85.71111.01

2,843.022,112.36

992.17100.00

17.3614,336.52

410.553,463.002,223.003,600.00

10,347.804,801.00

10,633.611,714.485,945.007,662.905,799.033,103.303,114.482,570.94

803.324,672.20

274.623,417.90

574.8413,518.68

439,754.33

2,571.97851

3,349.503,153.062,514.09

85.71111.01

2,843.022,112.36

992.17100

17.3614,336.52

410.553,463.002,223.003,600.00

10,347.804,801.00

10,633.611,714.485,945.007,662.905,799.033,103.303,114.482,570.94

803.324,672.20

274.623,417.90

574.8413,518.68

00120.4601.02230.1999.00120.4602.02230.1999.00120.4603.02230.1999.00120.4604.02230.1999.00120.4605.02230.1999.00120.4606.02230.1999.00120.4607.02230.1999.00120.4608.02230.1999.00120.4609.02230.1999.00120.461 0.02230.1999.00120.4611.02230.1999.00120.4615.02230.1999.00120.4616.02230.1999.00120.4620.02230.1999.00120.4701.02230.1999.00120.4702.02230.1999.00120.4703.02230.1999.00120.4811.02230.1999.00120.4812.02230.1999.00120.4821.02230.1999.00120.4822.02230.1999.00120.4831 .02230.1999.00120.4832.02230.1999.00120.4841.02230.1999.00120.4851.02230.1999.00120.4852.02230.1999.00120.4861.02230.1999.00120.4862.02230.1999.00120.4871.02230.1999.00120.4881.02230.1999.00120.4882.02230.1999.00120.5110.02230.1999.00120.5210.02230.1999.

General Fund Total

County Criminal Court 1County Criminal Court 2County Criminal Court 3County Criminal Court 4County Criminal Court 5County Criminal Court 6County Criminal Court 7County Criminal Court 8County Criminal Court 9County Criminal Court 10County Criminal Court 11County Criminal Court of AppealsCounty Criminal Court of Appeals 2County Criminal Court ManagerProbate Court 1Probate Court 2Probate Court 3Justice of the Peace 1-1Justice of the Peace 1-2Justice of the Peace 2-1Justice of the Peace 2-2Justice of the Peace3-1Justice of the Peace 3-2Justice of the Peace 4Justice of the Peace 5-1Justice of the Peace 5-1Justice of the Peace 6-1Justice of the Peace 6-2Justice of the Peace 7Justice of the Peace 8-1Justice of the Peace 8-2Juvenile DepartmentHealth & Human Services

AMOUNT BUDGETED 325,000.00

Additional Amount Needed 114,754.33

146

Date: January 31 , 2000

To: Dallas County Commissioners Court

From: Assistant Chief Deputy David Kuykendall / Operations Services Bureau

Subject: COPS AHEAD Grant / Deputy for Sandbranch Community Policing Program

BACKGROUNDThe Violent Crime Control and Enforcement Act of 1994 (The Crime Bill) provided funding toput additional police officers on the streets in community policing programs. Federal funding forthese new positions was offered by the U.S. Department of Justice [DOJ) under the auspicesof the [Community Oriented Policing Services) COPS AHEAD grant.

On February 28, 1995, the Dallas County Commissioners Court approved our submission ofthis grant, reference Court Order 95-318. As part of the Sheriff Department's communitypolicing strategies, this grant was to provide funding to hire one Deputy for the SandbranchCommunity with a maximum federal contribution of 15% of the salary and benefits for a threeyear period, not to exceed $75,000.

On May 24, 1995, the DOJ formally awarded this grant to Dallas County, reference GrantAward Number 95-CC-WX-0150. It was accepted by the Commissioners Court on June 13,1995, reference Court Order 95-971.

A stipulation of the grant (Grant Condition #4: Retention) required the Grantee to make a"good faith effort" to retain the position[s) funded by COPS AHEAD at the conclusion of thegrant for a minimum of one full budget cycle. The grant application included our retention planwhich stated that the Department's position would be to fund this position permanently fromexisting appropriations and by prioritizing this function against other initiatives.

The three year COPS AHEAD grant cycle concluded on September 30, 1998. ProgramImprovement Requests (PIR's] to retain the grant position were submitted with theDepartment's FY99 and FY2000 budgets. These requests were given a No Critical NeedIdentified rating by the Office of Budget and Evaluation, therefore, the position was notretained. However, the Sheriff's Department continued to perform the community policingactivities in the Sandbranch Community with an existing Patrol Division position.

dak00009.wpd

147

On October 30, 1998, the DOJ's COPS Office submitted their grant audit report for theCOPS AHEAD Grant. Their report detailed the Department's compliance with all grantguidelines except for retention. The report indicated they would refer this non-compliance issueto the COPS Office Legal Division for review.

Sheriff Bowles received a letter from the COPS Office dated December 8, 1999,regardingnon-compliance with the retention stipulation for the COPS AHEAD grant. They asked for awritten reply with supporting documentation to prove; (1) our retention planning efforts weresincere and legitimate, (2) any mitigating circumstances that may have hindered attempts toimplement our retention plan. (See attachment)

The purpose of this briefing is to bring this matter to the Court's attention and to make arecommendation to resolve the issue to prevent a possible adverse financial impact on theCounty in the future.

IMPACT ON OPERATIONSThe COPS AHEAD grant was successful in improving the quality of life for the Sandbranchresidents through the implementation of the Community Policing Program. Some of the mostnotable accomplishments are;

• Installation of street lights to enhance safety during nighttime hours.• Significant reduction in crime and gang activity.• Removal of overgrown vegetation and debris.• The installation of the household waste receptacle.• Installation of a community playground.• Most importantly, providing a law enforcement professional that the residents trust and

work in conjunction with to identify·and resolve problems within the community.

At the conclusion of the grant on September 30, 1998, the Community Resource Deputycontinued his duties in order for the Department to fulfill it's commitment to the CommunityPolicing Program in Sandbranch. This was accomplished with an existing Patrol Divisionposition, which the Department and the Court initially believed would satisfy grant retentionrequirements. However, subsequent communications with the COPS Office confirmed this didnot satisfy grant requirements and failure to retain the position may jeopardize the County'seligibility to qualify for future grants offered by COPS and the Office of Justice Programs.

FINANCIAL IMPACTThe cost to fund this 0-1 position for 12-months is $37,697.

$30,996 Entry level 0-12,371 FICA @ 7.65%2, 170 Retirement @ 7 %2! 160 Insurance

$37,697

dak00009.wpd

As previously noted, failure to retain this position may jeopardize the County's eligibility forfuture COPS and Office of Justice Programs funding. If the Department's FreewayManagement Program is approved by the Court, approximately $400,000 in COPS fundingwould be available for 4-1-00 to 9-30-00 in FY-OO. and approximately $800.000 a year inFY-01 and FY-02. Please note that if additional COPS funding is requested for this program,the County must commit to retain the positions for one full budget cycle upon conclusion of thegrant.

LEGALThe letter received from the COPS Office dated December 8, 1999, indicated failure to retainthe position, absent serious mitigating circumstances, may result in legal action by the DOJ.

RECOMMENDATIONIn order to comply with the COPS AHEAD grant retention stipulation, and to prevent DallasCounty from being ineligible to receive future COPS or Office of Justice Programs funding, itis recommended that the Dallas County Commissioners Court approve funding for one 0-1position for the Sandbranch Community Policing Program for a minimum of one year.

Recommended by:

David KuykendallAssistant Chief DeputyOperations Services Bureau

Attachment

cc: Captain Lindsey I PatrolPhil Scheps I Office of BUdget and EvaluationCOPS AHEAD File

dak00009.wpd

u.s. Department of JusticeOffice of Community Oriented Policing Services

Monitoring Division1100 VennontAve. N.W.Washington, D.C. 20530(202) 633-1200(202) 633-1293 (fax)

December 8, 1999

Sheriff Jim BowlesDallas CountyFrank Crowley Courts Building133 North Industrial Blvd., LB. 31, 1st floorDallas, TX 75207

Dear Sheriff Bowles:

RECEIVEDIN OFFICE OF

DEC 1 3 1999JIM BOWLES

SHERIFF

TX05700, AHEAD

The COPS office has been notified that your department will be unable to retain all or aportion of the sworn officer positions funded under your COPS grant.

If you believe that circumstances have arisen which appear to prevent retention, in spiteof your planning efforts, you will need to notify the COPS Office in writing, within 30 days,explaining the specific retention planning efforts that were made. You must providedocumentation of any or all of the following in order to prove that your planning efforts weresincere and legitimate:

Attempts have failed to add the COPS positions to a request for local funding duringlocal budget negotiations;

Attempts have failed to obtain other non-federal funding sources (such as state grants,for example) to support the additional positions at the termination of the COPS grant;

Attempts have failed to seek additional law enforcement funding from private sources,including corporate, non-profit, and foundation donations or grants.

In addition, you must provide documentation of any of the following mitigating circumstancesthat may have hindered your attempts to implement your retention plan:

Your jurisdiction has been declared bankrupt by a court of law;

Your jurisdiction has been placed in receivership, or its functional equivalent, by thestate or federal government;

Your jurisdiction has been declared a financially distressed area by its state;

Budgetary imbalance or expenditure cutbacks resulting in significant reductions in otherservices provided by your agency or significant lay-offs of your agency's personnel;

Extraordinary and unanticipated nonrecurring expenses and/or loss of revenue (includingclosure or relocation of major employers) resulting in a material effect on yourjurisdiction's fiscal condition;

Significant downgrading of your jurisdiction's bond rating for fiscal-related reasons;

Filing for bankruptcy, receivership or similar measure, with the request for reliefpending;

Location within an area in which a declaration of major disaster has been made pursuantto the Robert T. Stafford Disaster Relief and Emergency Assistance Act; and/or

Other events or conditions demonstrating severefiscal distress.

Please respond to Mr. Rick Bielke, Grant Monitoring Specialist in writing within 30 daysof the date of this letter at the letterhead address (COPS Office, 1100 Vermont Avenue, NW,Washington, DC 20530). The COPS office will evaluate this information and you will benotified of our determination.

Please note that a failure to retain, absent serious mitigating circumstances, might impactyour eligibility for future COPS and Office of Justice Programs funding, in addition to otheravailable legal remedies. It is suggested that you thoroughly review your local fiscalcircumstances before committing to future COPS grant expenditures.

The COPS Office is always available to assist and advise you with this issue. Weunderstand that it is one of great importance and complexity. If you have any questions, pleasecontact Mr. Bielke at (202) 633-1200.

Sincerely,

V<.- /'/-~~~~Grea ry R. Copper

As istant Director

151

DALLAS COUNTY L,U_~~~; COUNTYCOMMISSIONERS COURq-t·'ADMlNl$:JTRJAfllION

00 FEB -2 PM 3: ~4

From:

Date: February 15, 2000

To: Commissioners Court

Kristin Branam, Policy Analyst 1\'6--Subject: Revised Civil Services Rules of Practice

BACKGROUND

The proposed Civil Services Rules of Practice were briefed to the Court on October 19, 1999, andsent out for comment on October 26, 1999. No written comments were received, however, verbalcomments were delivered to Melanie Barton from Commissioner Ken Mayfield and Jason January,who sits on the Sheriff s review board. In order to address these comments, Ms. Barton made severalchanges to the policy. The attached version includes the original underlined changes which wereconsidered October 19, 1999, and double underlined changes made after Ms. Barton's review ofthecomments.

DESCRIPTION

The changes can be summarized as follows:

(1 )The number of allowed postponements has been reduced from two to one.

(2)The order of items under Hearing Materials has changed. The phrase "ifapplicable" hasbeen deleted from two items.

(3)All disciplinary actions in the employee's personnel file will be included in the grievancepacket.

(4)The section on Testimony by Affidavit has been expanded to state the weight given eachaffidavit will be within the discretion of the Commission.

(5)The section called Commission to Render Decision has been shortened and states that theCommission shall render its decision in writing.

(6)The section on Decisions has been expanded to include the possibility that the disciplinaryaction taken by the Department may be modified by the Commission.

152-

OPERATIONAL IMPACT

This policy update reflects procedural changes already in effect in Dallas County. Per Personnel, nooperational impact is expected.

FISCAL IMPACT

No fiscal impact is anticipated.

LEGAL IMPACT

No legal impact is anticipated. This policy has been approved for use by the Dallas County CivilDistrict Attorney.

RECOMMENDATION

Staffrecommends the attached policy be approved and incorporated into the Dallas County Policiesand Procedures Manual.

1&3

Approved by:

Attachments

Approved by:

CIVIL SERVICE COMMISSION RULES OF PRACTICE

OBJECTIVE OF RULESThe objecti ve of these rtdes is to obtain a just, fait, equitable and itnpartial judgment of the rightsof indi viduals appeat ing berore the Dallas Comlry Ci vil Ser vice Connnission. To the end thatthis objective rnay be attained ~ith as great expedition and dispatch atld at the lea:st expense tothe grievatlt as may be practicable, these ltdes shall be interpreted liberally so as to ensmeflexibiliry in the matmer in ~hich individuals express themselves.

SCOPE OF RULESThese rules shall govern the administrative procedme before the Dallas Count, Civil Ser viceCommission in all grievatlce proceedings, ~ith stlch exception as may be hereinafter stated.review of an administrative action by the Dallas County Civil Service Commission in allgrievance proceedings, except as hereinafter stated.

CONSTRUCTION OF RULES"He", "him", "his", or "their" are used to signify both male and female individuals.

DEFINITIONSCommission refers to the Dallas County Civil Service Commission.Grievant refers to the employee or his representative.Department refers to the department who took the action being grieved.Secretary or Secretary to the Commission refers to the individual responsible for scheduling andcoordinating the Civil Service meetings, Secretary to the Connnission. This individual is theDirector of Personnel/Civil Service.

REPRESENTATIONAny party to a grievance may appear and present his position. The Grievant must notify theSecretary of representative's ifhe has a representative or attorney and therepresentative's/attorney's name, address, and phone number. Notification should occur at thetime of filing a the grievance, or as soon as reasonably praeticable thereafter as possible. Eitherthe gtievatlt or his representative Department's representative or attorney may present thegrievatlt's Department's case, but both will not be allowed to participate in the presentation ofinformation. The same rule shaH will apply to the departrncrlt headhcprescntativc.Grievant. hisrepresentative or attorney.

COlvHviENCED BY GRIEVA:NCE FILING OF GRIEVANCEGrievance hearings scheduled before the Commission shall be initiated by a grievance filed withthe Secretary after exhaustion of appeals at the depattInentallevel. through the Department'schain of command. (Please refer to the Dallas County Administrative Policies and ProceduresSection 7.00 - 7.22 A, 12.00-12.23 for additional information.)

CLAIM FOR RELIEFIBURDEN OF PROOF(A) A grievance must be submitted on the form adopted by the Commission for this purpose and

shall contain a brief statement of:(1) the disciplinary action challenged;(2) the relief sought;(3) why disciplinary action was not justified.

(B) The Grievant Department has the burden of proving that the action challenged taken shouldbe 0 verttnned upheld.(C) Actions overturned by the Commission that result in a back pay award may be adjusted toaccount for delays occasioned by the Grievant or his representative/attorney.

DISMISSAL OF GRIEVANCEAt any time before a decision is rendered, the Grievant may withdraw the grievance which shallbe entered in the minutes, and the withdrawal shall be entered into the record.

POSTPONEMENTSRequests for rescheduling must be in writing and must establish an extreme emergency. Non=:availabiliry of representation is insufficient reason for postponement. l'io rnore than two Only onepostponements will be granted by the Secretary. Further requests to reschedule f! grievancehearing will be presented to the Commission for determination.

HEARING MATERIALSThe materials furnished for a hearing shall be directly related to the disciplinary action taken andshall include:

1. Notice of WaIDing form and/or Notice of Separation form regarding the disciplinary actiontaken (Separation, Warning, dismissal, demotion, suspension, reprimand, warning);

2. Copy of formal grievance filed;3. Response from Departrnent Department's response to grievance (if applicable);4. Previous performance evaluation(s) for the Grievant;5. Employment application of the Grievant (if applicable).6. Any Previous prior disciplinary actions taken againstthe Grievant (ifapplicablc);

Termination. Grievance packet will inclttde all disciplinary action takerl from the date ofemployment to the date of termination.Demotion. Packet will include disciplinary action taken within the past five ,ears.Suspension. Packet 'Will include disciplinary action taken within the past two ,ears.\VarningslReprimands. Packet will include disciplinary action taken within the past two years.

Departmental personnel files must be presented to the Secretary within five work days from thedate of receipt of written notification (request) of the hearing.

All documentation must be submitted to the Secretary of the Commission who will then distributeto the appropriate parties. Neither the Grievant nor the affected departrnental DepartmentRepresentative shaH may submit documentation to the Commission members prior to thescheduled hearing.

Documentation such as character letters will not be accepted by the Civil Service Commissionmembers.

TIMEThe Commission ~ ill aHo w a time limitation of 60 nlintrtes for each gr ie vance heming which ~ illinclude witnesses, rebtrttals andfor questioning b, the grie~aIrthepresentative and the affecteddepartrllent headfrepresentative. The Connnission reser ves the right to alter the tirlle scheduledfor each grievance heming. There is no time limitation on the presentation of evidence at thegrievance hearing. However, evidence should be presented in the most efficient and expedientmanner in conformity with these rules. .

OPEN MEETINGSThe Grievant shall be allowed to decide if the hearing shaH will be open or closed to the public. Ifthe Grievant chooses decides to have a closed hearing, the following people persons areauthorized to be present:

1. Commission Members2. Grievant3. Grievant' s Representative/Attorney4. Personnel Department's Representative5. Department's Attorney6. Department's Representative7. Legal Counsel for the Commission8. Court Reporter

OMISSIONSA Grievant who fails to submit in writing any part of his grievance may have the omitted portionentered into the record at the proceedings, so as to hearing to show that the matters wereconsidered.

WITNESSES REQUESTEDAny witness (voluntarily) appearing in-any at a grievance hearing shall attend the proceeding untildischarged by the Commission or the party requesting the witness. Time away from theworkplace to participate in a grievance proceeding hearing shall be paid leave. The grievaIlt mldaffected depmtInent will be allo wed to request a maximum th. ee witnesses each (a total of six)to attend the grievance proceedings. The Commission reserves the right to hear only thosewitnesses whom they deem appropriate. No action will be taken to prevent an employee fromtestifying on behalf of a Grievant and no act of retaliation will be taken against any witness whotestifies in a grievance hearing.

TESTIMONY BY AFFIDAVITUpon agreement of both parties, testimony by affidavit will be permitted. to provide testirllon, b,affidavit. Because the affidavits will not be subject to cross examination, the weight given eachaffidavit will be within the discretion of the Commission.

orilli A~iD CLOSE CASE PROCEDUREThe gI ie vant shall ha ve the Iigbt to opening and closing stateIl1ents both in pIesenting Irisevidence and in the atgnnlem. Both parties will have an opportunity to provide an openingstatement, present and cross-examine witnesses and make a closing argument. Because theDepartment has the burden of proof, the Department will proceed first in each instance. TheDepartment is required to present its witnesses first in order to justify the disciplinary actiontaken.

ADDITIONAL TESTIMONYWhen it appeats to be If necessary for the administration ofjustice, the Commission may permitadditional evidence to be offered at any time prior to a decision being rendered.

COMMISSION TO RENDER DECISIONUpon conclusion of the proceeding, the Commission shall render its decision in writing. fn-thee veIlt that the COlnm:ission takes no action, the action taken by the Department.shall stand.

DECISIONSThe decision of the Conllllission shall addless I elief sought by the gl ie vant and shall be so fr antedas to give the patty all the relief to which he Ina, be entitled. The decision of the Commissionwill either (i) affirm the disciplinary action taken by the Department or (ii) modify the disciplinaryaction taken by the Department; or (iii) overturn the disciplinary action taken by the Departmentand grant the relief sought by the Grievant which shall be framed to give the party all relief towhich he may be entitled at the Commission level. Decisions pertaining to demotions,suspensions or terminations shall be given in writing.

APPEALAction taken by the Commission which results in a demotion, suspension or termination, may beappealed to a district court within 30 days after written notification of the Commission's decision.

SCHEDULING OF GRIEVANCE HEARINGS1. Grievances are scheduled according to the date received, except grievances appealingterminations, which are given priority over all other types of pending grievances.2. A grievance may be rejected by the Secretary of the Commission if determined not to be agrievable issue. The Commission, the Grievant and the Department's Representative will receivewritten notification of the determination. The Commission may overturn the decision of theSecretary.

NOTIFICATIONThe Grievant will receive a minimum of 14 calendar days prior notification of the scheduledhearing date, unless there is a mutual agreement for a lesser time period between the Secretary andthe Grievant. This time frame does not apply to postponements.

/57

DALLAS COUNTYCOMMISSIONERS COURT

February 8, 2000

To:

From:

Subject:

Commissioners Court

J. Allen Clemson, Administrator

Update - Tax Office Process Improvements and Recommended ConsultantProject

BACKGROUND OF ISSUE

The Dallas County Commissioners Court and Dallas County Tax Assessor/Collector retainedthe services of Arthur Andersen to conduct an operations and staffmg review of DallasCounty's Property Tax Collection operation and to report their fmdings andrecommendations. This report was submitted to the Commissioners Court on October 20,1999 and contained 38 recommendations. Commissioners Court tasked Judge Jackson,Commissioner Jackson and Tax Assessor/Collector David Childs with the oversightresponsibility of evaluating and implementing each of the 38 recommendations. The TaxCollection Committee detennined that recommendations 1- simplify and automate taxprocessing flows, 3 - acquire and implement an automated remittance imaging processingsystem and 9 - allow substations to post payments directly to tax systems, should beaddressed by an outside consultant with experience in property tax collections.

The purpose of this briefmg is to present the recommendation of the Tax CollectionCommittee that Dallas County retain consulting services of a person or frrm uniquelyexperienced in property tax collection.


In discussing the various issues and recommendations concerning process improvements andefficiencies in Dallas County's Tax Office Property Tax Collection Division, the need for anoutside consultant to review Dallas County's property tax collection process was assigned

411 Elm Street Dallas, Texas 75202 Phone 653-7327, Fax 653-7057

lSI

a high priority. In considering the many consultants that may be qualified to accomplish thistask, it was detennined that Dallas County would be best served if a consulting firm orindividual consultant could be located with experience directly relating to property taxcollection in the state of Texas as well as associated data processing and cash managementexperience. In discussions with the Dallas County Tax Office and LHGBGP&S, it wasdetermined that Daisy L. Power, a consultant with AuditForce, Inc., located in Dallas, \vouldbe an acceptable consultant/consulting fmn to accomplish the primary objective ofstreamlining Dallas County's property tax collection process to maximize revenues.

AuditForce and Ms. Powers, in response to a request from the Tax Collection Committee hasprovided Dallas County with a proposal for professional services outlining specificdeliverables at an estimated fee of $83,920. The project would begin, upon theCommissioners Court's formal approval, on February 15,2000 and would continue throughcompletion on April 14, 2000. The fee is an estimated amount; however, it cannot beexceeded without Dallas County providing its prior written approval.

The most significant deliverable presented in the proposal is AuditForce's documentation ofimproved process flow and associated recommendations. These improvements willmaximize cash management opportunities which will allow depositing of property taxcollections on the same business day they are received and remitting those funds to theappropriate taxing entity the following business day. Using two models, Arthur Andersenestimated that Dallas County has the potential of increasing its property tax collectionrevenues by $300,000 to $600,000 annually over last year's collection by implementing amore efficient property tax collection system.

Another important deliverable in the consulting engagement is the documentation of the Cityof Dallas' performance in the area of daily tax payment deposits and remittance of funds toappropriate taxing entities. This will allow AuditForce and Dallas County to establish abaseline to compare the proposed process and flow as well as compare Dallas County'sfuture performance in tax collections once we consolidate collection with the City of Dallasand DISD.

A fmal and no less significant deliverable is a cost benefit analysis of the proposedrecommendations. It is conceivable that we can make a lot of process improvements;however, the cost and effort to implement such improvements may outweigh the benefitsgained. If this result is determined to be the case, the consultant will present the mostefficient or optimum solution.

SCHEDULE

Ifapproved, AuditForce is prepared to begin the engagement on February 15,2000 and willcomplete the project by April 14, 2000. This will allow Dallas County adequate time toimplement the necessary procedures for improved performance for the October, 2000 taxcollection process, one full year before the projected first consolidated tax collection cycleof October, 2001.

FINANCIAL IMPACT

Arthur Andersen previously projected that Dallas County through improved efficienciescould improve its tax collection revenue through interest earnings by $300,000 to $600,000annually (attached). While AuditForce's proposal is estimated at $83,920 plus reimbursableexpenses, if we achieve a portion of Arthur Andersen's projected revenue this effort willhave a positive return.

MIWBE

AuditForce was selected for this engagement due to the unique experience and expertisepossessed by Daisy L. Power, who is a Certified Public Accountant and has 12 years ofTexas property tax collection experience as well as experience with Dallas County and theCity ofDallas property tax collection systems. This engagement will be limited and will beperformed by four individuals with no anticipated minority participation. AuditForce hasprovided a copy of their Dallas Vendor Statistical Report.

RECOMMENDATION

The Dallas County Tax Collection Committee, along with Commissioners Court staffrecommends Commissioners Court approval of AuditForce' s proposal (attached) andengagement to develop a simplified and automated process for improved property taxcollection for Dallas County.

Recommended by:

--....-Interest Opportunity WorksheetAll Dollars in OOOs

Total Taxes Jan through March $Annual Interest Rate

487,0004.0%

(A) (8) (C) (D) (E) (F)Tarrant Travis Average Dallas County Interest

Month Collection % Collection % Collection % Collection .,'0 Difference % Difference $ Opportunity

1 2.97% 0.25% 1.61% 1.15% 0.46% $ 2,240 $ 262 9.61% 2.01% 5.81% 3.14% 2.67% $ 13,003 $ 1083 29.48% 38.17% 33.83% 27.09% 6.74% $ 32,799 $ 1644 37.35% 38.28% 37.82% 32.03% 5.79% $ 28,173 $ 47

79.41% 78.71% 79.06% 63.41% 15.65% $ 76,216 1$ 345

Notes and Assumptions:

Base interest earned as of the 15th of the collected month until end of the 4th month.For example, base interest is earned on collections in month 2 for 2.5 months

Base Interest calculation is based on simple interest (Collections * Annual Interest /12 Months * Months Int. Earned)Interest Opportunity is the sum of the Benchmark base interest in column C minus the sum of the Actual base interest

in column F

Interest OpportunityAnnual Interest = 4%

Assumed InterestCheck No. Effect Date Rcvd Date Mail Lag Difference Amount Opportunity1799 29-Dee-98 23-Jan-99 3 22 $ 3,528 8.511120 31-Dee-98 26-Jan-99 3 23 $ 2,126 5.36814048 27-Jan-99 27-Jan-99 0 0 $ 2,4513453 7-Dee-98 28-Jan-99 3 49 $ 84 04542623 30-Nov-98 28-Jan-99 3 56 $ 247 1.518352 27-Jan-99 27-Jan-99 0 0 $ 41590101 21-Dee-98 26-Jan-99 3 33 $ 160 0.5830206 24-Nov-98 29-Jan-99 3 63 $ 294 2.038740 8-Dee-98 21-Jan-99 3 41 $ 6 0,032661 31-Dee-98 27-Jan-99 3 24 $ 4,293 11292650 27-Jan-99 27-Feb-99 3 28 $ 226 0.693378 22-Jan-99 27-Feb-99 3 33 $ 56 0201993 22-Jan-99 27-Feb-99 3 33 $ 27 0.10686531 9-Dee-98 4-Feb-99 3 54 $ 21,598 127.81318243 14-Dee-98 4-Feb-99 3 49 $ 189 10115878 12-Nov-98 8-Feb-99 3 85 $ 10 010511064 13-Nov-98 8-Feb-99 3 84 $ 739 6.80304993 22-Dee-98 8-Feb-99 3 45 $ 314 1.55834168 31-0ee-98 20-Jan-99 3 17 $ 273 0.513394 22-Dee-98 8-Feb-99 3 45 $ 126 0.62555957 11-Dee-98 4-Feb-99 3 52 $ 1,593 9.08555956 11-Dee-98 4-Feb-99 3 52 $ 753 4.293410 25-Jan-99 5-Mar-99 3 36 $ 425 1.68M29705 31-Jan-99 2-Mar-99 3 27 $ 16 0.05

40 S 39,575 184.24 0.47% = Interest Opportunity I Amount

Total Walk-In I Mail-In S 215,000,000

Interest Opportunity I Amount 0.47%

$ 1,000,958

% Paid within 1st 4 months 63.41%

$ 634,707

Note: Does not include check # 1132 and # 4642 as screen print information was incongruent

'£1

.~! D r FOR C E

Dallas County

'6J

Proposal for Professional Services

February 2, 2000

Submitted by

AUDITFORCE, INC.500 North Akard. Suite 3210

Dallas. Texas 75201

AuditForce Contact:

Daisy L. PowerBusiness Development Manager

(214) 740-5501(214) 740-5511 fax

E-Mail: [email protected]

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February 2. 2000

Mr. 1. Allen ClemsonCourt AdministratorDallas County21 I Elm Street. Second FloorDallas. Texas 75202

Dear Allen:

T F l.J R C E

AuditForce appreciates the opportunity to present Dallas County ("The County") \\ith a proposalfor professional services.

Dallas County Business Issue

The Dallas County Tax Office needs to improve the tax collection and remittance processescurrently in use. This initiative involves the documentation of existing processes, followed by thepreparation of recommendations to streamline and improve both those processes and theassociated cash management functions. Upon approval of those recommendations. the TaxOffice will implement the changes and track the efficiencies gained by their use. The goal is to

increase the timeliness of tax deposits, postings and remittances.

The assignment will begin on Monday, February 15, 2000 and continue through April \..L 2000.

AuditForce Solution

AuditForce is pleased to offer Dallas County a high quality, flexible, and affordable solution tomeet its objectives. AuditForce will provide process consultants who collectively have strongprocessing experience. excellent analytical and communication skills, and in-depth knowledge ofthe ad valorem tax collection process as outlined by the Texas Property Tax Code.

Since AuditForce hires only experienced consultants, the process consultants assigned to thisengagement will have at least five years of experience. However. because AuditForce prices arebased on the engagement rather than the person assigned to the engagement. Dallas County willnot pay for any additional experience.

Engagement Staffing and Engagement Management

AuditForce has an outstanding team of process consultants with significant experience andcredentials relevant to the needs of Dallas County. As soon as Dallas County accepts thisproposal, AuditForce will formally assign specific consultants to the engagement.

As discussed previously, AuditForce has agreed to change the traditional role of the BusinessDevelopment Manager for this engagement only. Daisy Power will be assigned as theEngagement Executive and you can be assured that the consultants documenting the existing andrecommended processes will have her input and guidance. This change will enable the County tomore directly benefit from her 12+ years of ad valorem tax collection experience that uniquelymeets the Tax Office needs.

, 0 0 .... 0 R r H -\ K -\ R 0 'I T R E E T 'I liT E ; 2 I l) [) -\ l l -\ \ r E \ \ ~ ..:; ~ !

TELErHO .... E 21.+ ~.+O ;;00 F-\C'lI\\ILE 21.+ "~iI ';il

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During the execution of this engagement. ~ou and our consultants \\ill also have access to theEngagement \lanager designated for this engagement. The Engagement \lanager \I, ill coordinatethe daily activities of our service team.

Deliverables

Our deliverables \\i11 include. but vvill not be limited to. the following:

• Documentation of existing process tlO\v. \\hich shall include substations. downto\\n officeand lockbox payments received by mail. mortgage payments or taxpayers.

• Documentation of improved process tlow and associated recommendations. This \vill includecontrasting the specific improvement and the benefits to be achieved to the Count) .s currentprocess. The improved tlow will maximize cash management opportunities \v ithinperformance objectives of depositing funds the same business day they are received andremitting those funds to the appropriate taxing entity the following business da~. [f thatobjective can be exceeded. or does not provide a reasonable benefit vs. cost for the Caunt).an optimum solution will be provided. The documentation shall include such activity asdetermining the number of unprocessed payments returned to the County from the lockbox.the reason for the return. and the recommendation to reduce the number of returnedpayments.

• Documentation of the City of Dallas performance activity in the areas of daily tax paymentdeposits and remittance of the funds to the appropriate taxing entities. The improved processtlow recommended by AuditForce for Dallas County will incorporate the performancemeasures resulting from the review of the City's performance in those areas.

• Cost !Benefit analyses of proposed recommendations• Assistance to the Tax Office in the implementation of approved recommendations.• Detailed process documentation of newly implemented procedures including interfaces to the

existing tax system. This will include detailed descriptions of any revisions and/ormodifications required to such system.

At your request AuditForce will communicate the scope and successful results of this engagementto the City of Dallas and other potential collection clients of the County. This will include on anas-needed basis attending semi-monthly Tax Collection Committee meetings; monthly meetingsbetween the City and County and as needed meetings with Tax Officials and Administration.Because of our advisory role in recommending process improvements we cannot guaranteeperformance levels of the improved collection and remittance processes. AuditForce will provideno formal opinion or attestation.

Pricing

The hourly rates and estimated hours for the three levels of process consultants assigned to th isengagement are detailed below:

Engagement ExecutiveEngagement ManagerProcess Consultant IProcess Consu Itant II

Hourly Rate51205100

580580

Estimated Hours66

184360360

Estimated Fees57.920

518,400528.800528.800

583.920Total Fee Estimate======::==

165

The numbers of hours noted above represent good-faith estimates based on discussions \\ Ith theCounty. :\uditForce \\ill relay to the County the status of the actual \s. projected numbers ofhours worked for this engagement on a weekly basis. Should unforeseen issues arise durin~ theexecution of this engagement that significantly alter the scope or deliverables of this enQaQe~ent...-\uditForce will communicate that to the County as soon as reasonably possible and s~ek theCounty's direction on the resolution of those issues. :"Jo additional hours bevond the estimatesnoted above will be \\orked \vithout the prior \vritten approval of the Countv.' :"Jote that there isno rate premium for overtime hours worked. In accordance \\ ith our pricing'model. there \\ III beno overhead or administrative surcharges associated \vith our professional service fees. If tra\elor other costs are incurred, they \\-i11 be reimbursed in accordance \\ith AuditForce's travel polic:v.\1ileage in excess of normal commutes to our Dallas office by our consultants will be billed toDallas County at the current IRS rate of 32.5 cents per mile.

..-\uditForce is responsible for the quality of our work. As noted above, Daisy Power \\ iII beassigned to your engagement to ensure the quality of our services and to ensure your expectationsare met. The number of hours for the Engagement Executive also represent good-faith estimatesbased on discussions with the County and include commitments for engagement direction andreview, technical assistance, meeting attendance, and status updates. Should unforeseen issuesarise that significantly alter the role of the Engagement Executive, AuditForce \vill communicatethat to the County as soon as reasonably possible and seek the County's direction on theresolution of those issues, No additional hours beyond the estimates noted above wi II be \"orkedwithout the prior written approval of the County.

AuditForce will provide separate proposals including estimated professional fees for servicesrequested by Dallas County that are outside the engagement scope outlined within this proposal.

Payment Terms

AuditForce invoices are sent bi-weekly and are due 30 days from the invoice date. Yourcooperation in ensuring these terms are met wi II enable us to continue to provide you with thebest value in the marketplace. We also believe consistent and timely invoicing helps our clientsclosely track hours and costs accumulating on their engagements for optimal internal engagementmanagement.

Benefits of Using AuditForce

A customized AuditForce solution delivers many benefits to Dallas County including:

• Experience: Utilizing consultants with relevant process and ad valorem tax collectionexperIence;

• Independence: Avoiding any contlict of interest issues that may arise from using a publicaccounting firm to perform internal engagements (Statement of Internal Auditing StundardsNo. 18. December 1997, Section 220.5 -.7);

• Dedication: Gaining professional staff members, who are also AuditForce shareholders,dedicated to Dallas County exclusively during this engagement;

• Client Focus: Jointly creating a tailored client satisfaction survey at the start of theengagement so we are measured and evaluated on what is important to you; and,

• Confidentiality: AuditForce will maintain the confidentiality of all information disclosed toAuditForce by Dallas County.

166

Other Provisions

• [n recognition of your changing and evolving environment. this engagement can be cancelledJt Jny time for any reason.

• .-\S our client. all documents and reports belong to you.

\llen. \\e appreciate this opportunity to provide Dallas County with this proposal for professionalsen Ices. [f you approve of its contents. we are committed to earning your loyalty by providingexcellent operating solutions and delivering added value. high quality services in support ofDallas County. \Ve are available to answer any questions you may have or to meet \\ ith you tofurther discuss the details of the engagement.

Sincerely.

~(~~tivtr---Daisy L. PowerBusiness Development Manager

Please indicate your acceptance of this proposal by signing and returning this document tome.

167

Proposal accepted by: _ Date:

~ -DALLAS COUNTY ~1WY'WtE. AlkMrD(u .:frtt.\'&"ftG0I~~t· f . :_ .....~ ........ f1

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168

FEBRUARY 8, 2000

MISCELLANEOUS

1) JUVENILE DEPARTMENT - requests pennission to take a vehicle outside Countylines to transport 14 members of the Youth Village Blue Knights Basketball Team toa National Alternative Education Athletic Association's divisional game at TexasSouthern University in Houston, Texas on February 12,2000. Travel costs include theuse of County gas credit cards and 16 hours of total overtime compensation for staff.There is no entry fee, and Youth Village Food Services staffwill provide sack lunches.

2) HEALTH & HUMAN SERVICES - requests pennission for the Dallas CountyEmployees Credit Union to hold its annual membership meeting in the George L. AllenJury Room on April 27, 2000 from 7:00 p.m. to 8:00 p.m. DCECU requests freeparking or reduced parking of$1.00. Facilities Management recommends the reducedrate of $1.00 per car as approved by Court Order 95-751 dated May 9, 1995 and thatthe DCECU be allowed to have the tickets validated.

3) 304th JUVENILE DISTRICT COURT (GAITHER) - requests approval to deleteproperty that cannot be located. The County Auditor certifies that audit proceduresfailed to detennine specific property disposition.

(PLEASE REFER TO INFORMATION ITEM #4)

4) FACILITIES MANAGEMENT - The Sixth Floor Museum requests pennission to usethe Administration Building First Floor Foyer and Courtroom on February 21, 2000from 5:00 p.m. to 10:00 p.m. for President's Day Celebration. If approved, thenecessary building use pennit with usage fees will be prepared. Dallas County Securitywill be notified to provide the necessary security for the building during this event.

5) NORTH & EAST TEXAS COUNTY JUDGES & COMMISSIONERSASSOCIATION - requests payment of FY2000 membership dues in the amount of$100. Funding is available from Countywide Dues & Subscriptions.

169

TRAVEL REQUESTS

6) CONSTABLE, PCT. 4 (ASHLOCK) - J.D. Casstevens, Robert Suits, Matt Rollins, andMichael Gothard - Civil Process Training - Austin, TX - February 14-18, 2000 inCounty vehicles CD694 and CD693 with gas credit cards and no other expense toCounty.

7) HEALTH & HUMAN SERVICES - Dianne Rucker, Karen Curtis, Marsha Taylor, andJay Smolovik - Seniors-at-Risk: Pathways to Personal Safety and Independence Dallas, TX - February 10, 2000: $140 (registration) from Grant Fund, Older AdultServices Department, Training Fees Account, FY2000 Budget,(00466.08400.02460.2000).

8) SHERIFF'S DEPARTMENT - requests:

a) Paul Holland and Steven W. Jones - Practical Vehicle Theft InvestigationSchool - South Padre Island, TX - February 20-23, 2000: $910 from GrantFund, North Texas Auto Theft Task Force Department, Conference TrainingAccount, FY2000 Budget, (00466.05600.02460.2000) in County vehicle withgas credit cards.

b) Tim Witt, Steve Jones, John Harris, and Johnny Holub - Advanced Auto TheftSchool - Austin, TX - April 9-14, 2000 in County vehicles with gas creditcards and no other expense to Dallas County.

TELECOMMUNICATIONS REOUESTS

Auditor M-OOOI067 - requests to relocate several phone lines in the department due to officechanges. Installation: $220.00; no monthly service increase. Recommended.

SheriffM-OOOI064 - requests to install a multi-line phone in the main office area room A-4-3.Installation: $165.00; no monthly service increase. Recommended.

170

Fire Marshall - requests:M-OOOI065 - to install a multi-line phone with an add-on module in order to monitor all linesin the office. Installation: $110.00; no monthly service increase. Recommended.

M-OOOI066 - to replace a single-line with a multi-line to allow receptionist to be moreefficient. Installation: $137.50; no monthly service increase. Recommended.

Criminal Ma~istrate M-0002004 - requests to install a single-line phone in room A6 on the4th floor of the Frank Crowley Courts Building. Installation: $220.00; no monthly serviceincrease. Recommended.

Community Supervision & Corrections - requests:M-OOOI061 - to exchange a multi-line with a single-line port to allow modem access.Installation: $137.50; no monthly service increase. Recommended.

M-OOOI062 - to move phone line from room AI-5 to Al-3 to provide modem access.Installation: $110.00; no monthly service increase. Recommended.

Funding for the above request is available from countywide Department 800, line item 432,Telephone Contingency.

************

171