1 DALLAS COUNTY COMMISSIONERS COURT BRIEFINGAGENDA …€¦ · 15/2/2005 · 1) Texas Institute for Health Policy Research Community Collaboration Capabilities 4-13 Presentation

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DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

February 15, 2005

REPORTS/RECOMMENDATIONS/REOUESTS PAGE NOS.

1) Texas Institute for Health Policy Research CommunityCollaboration Capabilities 4-13

Presentation(COURT ORDER ON FORMAL AGENDA)

2) HEALTH & HUMAN SERVICES

a) Contract for FY 2005-2006 Department of StateHealth Housing Opportunities for Persons withAIDS Grant 14-15

b) Department of State Health Services ContractAmendment for Ryan White C.A.R.E. Act TitleII Supplemental Funding Award 16-22

c) FY 2004-2005 State of Texas HIV Health andSocial Services Contract Award 23-25

d) Department of State Health Services ContractAmendment for Ryan White C.A.R.E. ActTitle II Funding 26-33

e) Reallocation ofFY 2004-2005 Ryan WhiteC.A.R.E. Act Title I Contract Awards 34-37

f) Reallocation ofFY 2004-2005 Ryan WhiteC.A.R.E. Act Title II Grant 38-40

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3) PURCHASING

a) Request for Proposals for Substance Abuse TreatmentServices for Dallas County DIVERT Court Program,RFP No. 2003-035-1268 41-46

b) Extension of Bid No. 2004-044-1461, Annual Contractfor the Purchase of Linen and Textiles 47-52

4) COUNTY TREASURER

Dallas County Refunding Proposal 53-54

5) PUBLIC WORKS

Loop 12INorthwest Highway 91-571, (SH 114 to Audelia)0.1 mile East of Midway Road to US 75, Agreement toContribute Funds 55-58

6) PLANNING AND DEVELOPMENT

Proposed Funding Revisions for CDBG Projects 59-60

7) OFFICE OF BUDGET & EVALUATION

a) NorthSTAR Annual Memorandum of Understanding 61-63

b) PY2005 State Criminal Alien Assistance Program(SCAAP) Payment Application . . . . . . . . . . . . . .. 64

c) Request for Additional Funding for Modem Air Time . . . . . . . . . . . . 65-66

d) FY 2006 Criminal Justice Division VAWA GrantApplications 67-72

e) Acceptance ofAward for DIVERT from the Cityof Dallas 73-75

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f) County Auditor's Request for Additional GrantAudit Positions 76-83

8) OPERATIONS

a) Contract Negotiation for New Parking Garage 84-92

b) Garland Kroger Building Renovation 93-98

c) Frank Crowley Courts Building - Water PipingReplacement Project Proposed Change Order NO.1 99-101

9) Miscellaneous, Travel Requests, Miscellaneous Equipment,and Telecommunications Requests 102-110

10) PUBLIC COMMENTS

Speakers N/A

FIVE SIGNATURE DOCUMENT's) FOR CONSIDERATION

Minister's Letter ofAppreciation

DATE's) TO REMEMBER

Legislative Briefing- Commissioners Court

Friday, February 18, 2005 @ 9:30am

New Look Committee Meeting":' Commissioners Court

Tuesday, March 1, 2005 @ 1:00pm

• Community Health & Social Services• Justice Administration• Law Enforcement• Management Services

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2= 12

T ~TEXAS INSTITUTEFOR HU1JH POLICY RetEARat

Texas Institute For Health Policy ResearchCommunity Collaboration Capabilities

Access to health care is a growing concern to citizens in Texas communities. ,Vith a significant. gap in

socio-economic status, many citizens are not receiving needed healthcare services. The burden ofcost to

care for the uninsured and underinsured is typically unevenly distributed.

In order to address those fears, community volunteers are assembling collaborative groups of residents to

address these issues and identify possible solutions to improve the access, efficiency and cost

e.ffectiveness of health care. With a focused mission to address the burgeoning numbers of uninsured, a

facilitated collaborative prc.cess can begin to identify and outline a specific pl<L~ of implementation for

targeted healthcare access for the uninsured and the underinsured.

Created in 1964, the Texas Institute for Health Policy Research is a statewide, non~partisan organization

serving as a catalyst for improvement in the health ofTexans through education in healthy poJicy options

and grassroots community-based health solutions. The Institute can assist communities in their endeavors

to create a coalition to improve health arid health care for a community.

With a vision for improved health care for all Texans, the lnstitute analyzes issues and their impact on

individuals and their communities. From hosting health p-,iicy forums on critical, timely issues, to

helping communities develop and realize t.~eir own unique health care system models, the lnstitute works

with stakeholders at every level to promote innovative ideas for improved health care delivery.

The Institute has been contracted to facilitate community coHaboratives throughout the state. We have

worked with Harris County's "Gateway to Care" in initial and follow-up engagement committee

meetings in consultation v.ith the GateWR}Js Executive Committee. Gateway, made up of more than 100

community organizations, is the program arm of the Harris County Community Access Collaborative and

is oomprised of the public and private safety net health systems, coalitions, advocacy groups and socia!

service providers. The Institute is also facilitating a start-up collaborative in Montgomery County to

address health access issues in the county. Some of the other community collaborative groups the

Institute has facilitated include: Amarillo, Wacot Henderson, EI Paso, the 38 counties of the East

Texas Rural Access Project, and Palacios.

P.o. Box 15587. Ai.Jstln. Texas 78761512.465.1019 Fax: 512.4531267

Vr'WW.healthpo&cyinstitute.org

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~TEXAS INSTITUTEfOF! tlfALTH POlICY RlSElRCH

Texas Institute for Health Policy ResearchProposal to

Dallas/Fort Worth Regional Collaborative

EXECUTIVE SUMMARY

Access to healthcare is a gro"wing concern to citizens in the DallaslFort Worth Area. The

rising number ofuninsured: flooded emergency rooms, a.."lJd hospital diversions threaten

access to care for all residents.

To adrlress these concerns, DFW area leaders are1fssembting a collaborative"to address

these issues and identify possible solutions to improve the quality> access and cost..

effectiveness ofhealth care. With a focused mission to address the burgeoning nunlbers

ofuninsured, conununity leaders plan to identify and outline a plan for targeted

healthcare access for the tminsured and underinsured.

Created in 1997, the Texas Institute for Health Policy Research is a statewide, non

partisan 501 (c)(3) organization serving as a catalyst for improving the health of Texans

through education of healthy policy options and grassroots commtmity-based health

solutions. The Institute proposes to assist DFW area leaders in their endeavor to create a

health care collaborative and build local capacity to effectively address health care Jssues

in the region.

Vlith a Vision to "RAISE" the health ofTexans, the Institute analyzes issues and their

h"l1pact on individuals and thejr conirnunities. From hostin~unbiased health policy

forums on critical, timely issues, to helping commW1ities develop and realize their own

u.1l.ique health care system models, the Institute works with stakeholders at every level topromote innovative ideas for improved health care delivery.

The Institute has received contra,~tsto facilitate community collaboratives in various

areas ofTexas. One example is Ha.-ris County's "Gateway to Care" Colloborative. The

Institute also is assisting the Gate\ovay Collaborative in its effort to expand its focus.

j'l/ZU:Jry 26, 2005

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~TEXAS INSTITUTEFOR IfeAJ..lH I'OUCV ftESfARl:tI

Letter of Agreement

This Letter of Agreement is offered foUoVl.ring recent discussions concerning theemployment of Texas Institute for Health Policy Research as the contractor for servic.esoutlined in the attached proposal to DallasfFort Wort..h Regional Collaborative, hereafterreferred to as the "client.~' The Texas Institute for Health Policy Research, hereafterreferred to as ''the jnstitute," proposes to "vork for the client on the following tenn..<):

1. Term. This agreement will be in effect until a fmal report is submitted to andaccepted by the Client on behalfof the board of directors.

2. Duties. TIle Institute will act as the contract()f for services according to thespecifications and strategies put forth in the attached proposal to client.

3. Compensation. It is agreed and understood that the total costs for thisconsultation and the preparation and submission of the final report will be$25,,000 for this initial project and that invoices will be prepared and submittedfor tt-.ree payments according to the following schedure:

1. $1 0~OOO upon completion of the first meeting;2. $10,,000 upon completion of the second meeting;3. $5,000 within 30 days ofthe receipt of the final report.

Client will assume responsibility for meeting preparation and expenses as well asaccommodations for Institute personnel during this contract period..

4. ApprovaL The client shall have fmal approval of all expenditures and feesincurred through this process. In furtherance of the spirit of this a.greement~ t.~e

client agrees to be available for consultation and decision-n~aking or will assignan individual to c.oordinate the process. The client is expected to fully cooperatewith the Institute iIi alilnatters set 1brth in this agreement.

5. Guarantee. The Institute shall use its best efforts to achieve satisfactory resultsfor the client; however, the Institute does not guarantee specific results fromrecommendations made as part of the plan due to the. uncontrollable nature of thegovernment, the ec·onomy, public opinion and trends in the healthcare industry.

6. Cancellation. Both parties will be given thirty (30) days notice in writing shouldClient or the Institute decide to cancel this agreement. In the event this agreementis canceled by the client pursuant to any provisions stated herein, aTlY and all sumsdue and payable at cancellation shall be paid to the Institute by the client withinthirty (30) days of notice of t.he cancellation ofthis a.greement.

7. Assignment. Because of the personal nature of the service to be rendered, theInstitute Vvill not assign this agreement without the prior written consent of theclient.

jr.lIlUary 26, 2005

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S. Option to renew.. This agreement includes a provision to extend tills agreementby mutual negotiations for a period to be detennined.

9. Confidentiality.. AU matters db"Cussed) information gained and recon:u-nendationsmade will be treated as confidenti::u by the In.stitute '\l\riB be shared onjy with clientandJor client's designated representatives, unless. information is released by theclient.

Should this agreem.ent meet with your approval, please sign and retu..rrI the original andone copy l)f this agr.eer:.lent and rek"rin ihe,additional copy ror your records. Thank. you.

Respectfully 5ubn1itted,

Camille D. MillerPresident

Accepted tIris day of 2005.

Bv:D~llas Fort Worth Regional Collaborative Represen.t~tjve

Bv: ....... _

C~il1e D. tvfiller, President and CEO of The Texas Institute for Health Policy Research

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January 26, 'l005

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~TEXAS INSTtTUTEFOR ItEAUH POUtt lURARCli

PROPOSAL

We propose that the Institute enter into an agreement with DF\V leaders to assist in theirformation ofa community collaborative to address health access issues in the region.The Institute will facilitate three meetings in the region and provide technical assistanceto the organizationls leadership:

.. The first meeting \\-in be an organizing meeting to establish the agen~ priorities

and to identify key DFW region leaders to invite to a pla.1l.rllng workshop.

• The second session \ViII be a five-hour planning workshop of key regionalcommunity leaders. At tlllS session, the group will devote tirrle to self-assessmentof the collaborative, the development of strategies for developing the organizationto focus on healthcare access issues and who else needs to be recruited toaccomplish the work.

• The third meeting will be with the Collaborative Steering Committee to reviewthe findings from the workshop. The Institute then vvill draft a final report fromthe workshop, which Vlill summarize the decisions made for the collaborative'snext steps.

Thank you for this opportunity to present this proposa1. Attached are the tenns oftheletter of agreement. Please do not hesitate to call ifyou have questions or changes.

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Ja1Juary 26,2005 .

9

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2004-2005 Board of Trustees

CHAIRMAN:*Ron J. Anderson, M.D., FACP, (2004), President/CEO, Parkland Health and Hospital S

CHAIRMAN-ELECT:*Maribess L. Miller, (2004), Office Managing Partner, Dallas Office, PricewaterhouseCo

IMMEDIATE PAST CHAIRMAN:*P. Oswin Chrisman, P.e. (2004)

SECRETARY-TREASURER:*Camille D. Miller, President/CEO, Texas Institute for Health Policy Research

TRUSTEES

. *Richard Bettis, CAE, President/CEO, Texas Hospital Association

Carol Clark, Chief Operating Officer/General Counsel, St. David's Health Care System

Jennifer Coleman, (2006), Senior Vice President, Baylor Health Care System

Joan Colgin, RN, BSN, CDE, (2006) Strategic Account Executive, Novo Nordisk Pharmac

C. Dean Davis, (2005), Founder and Senior Consul, Davis & Davis, P.C.

Albert Hawkins, (2005), Executive Commissioner, Texas Health and Human Services C

Margaret H. Jordan, (2006) Executive Vice President Corporate Affairs, Texas Health R

*Rick W. Merrill, (2004) President/CEO, Driscoll Children's Hospital

Donna M. Meyer, Ph.D., (2005), System Director of Community Health, CHRISTUS Hea

Osama Mikhail, Ph.D., (2005), Senior Vice President Planning and Development, St. luHealth System

Ivo Nelson, (2004), President, Healthlink, Inc.

Carol Paret, Vice President Clinical Information Management, Memorial Herma nn Health

Ben G. Raimer, M.D. (2004), Vice President for Community Outreach, The University ofMedical Branch

George T. Roberts, Jr., FACHE (2004), Chief Executive Officer, Henderson Memorial Ho

J. Darren Rodgers, (2006) Divisional Senior Vice President, Health Care Management,

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Blue Shield of Texas

Kim D. Slocum, Director, (2005) Strategic Planning and Business Developrnenl, AstraZ

Lincoln T. Smith, (2006) Executive Vice President/COO, Altarum

James G. Springfield, CHE, President/CEO, (2006) Valley Baptist Health System

Tim Von Dahlen, RPH, JD, (2005) Attorney at Law; The Von Dahlen Group

* Executive Committee Members

Emeritus Members

Ben M. McKibbens, FACHE

Donald B. Wagner, FACHE

)004 Texas Institute for h,:::aith PO\iCf

'-' C~. :':'0)' :"::567 A...!~;~l"': TexaE: /~:'5761:-'5SS7

~:'. ,·465 1. 0 19 ir"lforQlilecllthf):)iic'·/jr';:3tJt:...iLc. :.:;j (:

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Shared Vision Panel Members

Jim AllisonPresident/Executive Director

Amarillo Area FoundationAmarillo, Texas

Ron J. Anderson, R.Ph., M.D., F.A.C.P.President/CEO

Parkland Memorial HospitalDallas, Texas

Domingo BarriosGrant Officer

Houston Endowment, Inc.Houston, Texas

Charles Bell, M.D.Deputy Executive Commissioner for Health Services

Texas Health and Human Services CommissionAustin, Texas

Col. Lee W. Briggs, Ph.D., CHEChief of Staff

Great Plains Regional Medical CommandFort Sam Houston, Texas

Carol ClarkChief Operating Officer/General Counsel

St. David's Health Care SystemAustin, Texas

Nancy Dickey, M.D.President and Vice Chancellor for Health Affairs

Texas A&M University Health Science CenterBryan College Station, Texas

Marianne Fazen, Ph.D.President/CEO

Texas Business Group on HealthDallas, Texas

Maria Elena FloodMember, Board of Directors

Chair of Audit and Trust Audit CommitteesBank of the West

EI Paso, Texas

Paula S. Gomez

1 2

Executive DirectorBrownsville Community Health Center

Brownsville; Texas

Alexia Green, R.N., Ph.D., F.A.A.N.Dean and Professor

RWJ Executive Nurse FellowTexas Tech University

Health Science Center, School of NursingLubbock, Texas

Milia Perry JonesVice President

United Surgical PartnersAddison, Texas

Glenda KaneGovernment Relations Chair

M.D. Anderson Cancer Center Board of VisitorsBoard Member, Texas Department ofMental Health and Mental Retardation

Corpus Christi, Texas

Chris KykerPublic Member, Transition Legislative Oversight Committee Speaker

Texas Silver-Haired LegislatureAbilene, Texas

Robert U. Mayfield, J.D.Owner/President

R.U.M. Enterprises and Dairy Queen RestaurantsAustin, Texas

Maribess L. MillerOffice Managing Partner

PricewaterhouseCoopers, LLPDallas, Texas

Cecilia Moreno McKayExecutive Director

Dallas Concilio of Hispanic Service OrganizationDallas, Texas

Ben McKibbens, FACHEChairman

Community Health Assurance, SPC, LTDPoint Clear, Alabama

Rob Mosbacher, J.D.President

Mosbacher Energy CompanyHouston, Texas

Ambassador Lyndon OlsonFormer Ambassador to Sweden

Waco, Texas

Melinda Hill PerrinCivic Leader

Houston, Texas

J. Darren RodgersDivisional Senior Vice President, Health Care Managment

BlueCross BlueShield of TexasRichardson, Texas

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Eduardo Sanchez, M.D., M.P.H.Commissioner of State Hea!th Services

Texas Department of State Health ServicesAustin, Texas

Emmett SheppardPresident

Texas AFL-CIOAustin, Texas

Kenneth Shine, M.D.Executive Vice chancellor

Office of Health AffairsThe University of Texas System

Austin, Texas

James B. Smith, CPAAccountant

Clifton, Texas

Nancy Speck, Ph.D.Telehealth Regional Consultant

The University of Texas Medical Branch at GalvestonNacogdoches, Texas

Linda ValdezPresident

L. Valdez & AssociatesRockport, Texas

Neill Walsdorf, Jr.President

Mission Pharmacal CompanySan Antonio, Texas

14

DALLAS COUNTYHEALTH AND HUMAN SERVICESGRANTS MANAGEMENT

ZACHARY THOMPSONDIRECTOR

TO:

FROM:

DATE:

SUBJECf:

THE HONORABLE COMMISSIONERS COURT

ZACHARY S. THOMPSON, DIRECTOR

FEBRUARY 15, 2005

CONTRACT FOR FY 2005-2006 DEPARTMENT OF STATE HEALTH HOUSINGOPPORTUNITIES FOR PERSONS WITH AIDS GRANT

Background of IssueThe Dallas County Judge is the grantee and legal recipient of the Department of State Health (DSHS) HousingOpportunities for Persons with AIDS (HOPWA) grant. Dallas County Health and Human Services (DCHHS) isdesignated to serve as the Administrative Agency for DSHS HOPWA funds. The purpose of these grant funds is toprovide housing and related services to persons affected by the human immunodeficiency virus (RN) and individualswith acquired immunodeficiency syndrome (AIDS) that reside in Cooke, Fannin, Grayson, and Navarro counties. TheFY 2005-2006 contract between DSHS and DCHHS (DSHS DocumentNo. 75600090562006, Contract Change NoticeNo. 04, Attachment No. 05) was received as an official contract award on January 10,2005, in the amount of$55,033.

The FY 2005-2006 DSHS HOPWA award of$55,033 is designated funding to be contracted solely to serve eligibleindividuals and families impacted by HIV/AIDS residing in Cooke, Fannin, Grayson, and Navarro counties. Of the$55,033 award, the AIDS Resource Center ofTexoma is allocated $38,447, and the AIDS Resources ofRural Texas isallocated $16,586.

Fiscal ImpactThere is no fiscal impact on Dallas County.

Operational ImpactDCHHS staffwill coordinate and monitor the programmatic and fiscal accountabilityofthe subcontractors in accordancewith the responsibilities assigned to them by the Dallas County Commissioners Court.

Legal ImpactThe Dallas County Commissioners Court must approve the award recommendations, and authorize the County Judge tosign the contracts on behalfofDallas County.

RECOMMENDED BY:

attachmentc: J. Allen Clem.sotl, Court Administrator

Virginia Porter, County Auditor

2377 N. Stemmons FreewaySuite 200, LB-16

Dallas, Texas 75207-2710 Office (214) 819-1814FAX (214) 819-6023

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FY 2005-2006 TDH HOPWA AWARD

AI OS Resource Centerof Texoma

<S~R"lqE¢ATS.G()~Y::HOPWA.:»Aw~rCl:

Short-TermlTenant -Based Rental Assistance $38,447

.HOPWATPta:l· AlN~rd:::

$38,447

:::>

Short-TermlTenant-Based Rental Assistance $16,586AI OS Resourcesof Rural Texas

TOTAL $38,447:::

$38,447

$16,586

:::

TOTAL $16,586 $16,586::::;::=: ::: :::

TOTAL FUNDS AWARDED TO DIRECT SERVICES $55,033 $55,033:::::: :;: ::: :;; :::: ::':;: ::: ::: :;: :::

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DALLAS COUNTYHEAl/TH AND mJMAN SERVICESGRANTS MANAGEMENT

Zachary ThompsonDirector

TO: THE HONORABLE COMMISSIONERS COURT

FROM: ZACHARY S. THOMPSON, DIRECTORDALLAS COUNTY HEALTH AND HUMAN SERVICES

DATE: FEBRUARY 15,2005

"', iIt ••~ •• -' f••,..l T

SUBJECT: DEPARTMENT OF STATE HEALTH SERVICES CONTRACT AMENDMENTFOR RYAN WHITE C.A.R.E. ACT TITLE n SUPPLEMENTAL FUNDINGAWARD

Background of IssueThe Dallas County Judge is the grantee and legal recipient ofRyan White C.A.R.E. Act (Ryan White) TitleII funds for the Dallas and Sherman-Denison Health Services Delivery Area (HSDA). Dallas CountyHealth and Human Services (DCHHS) is designated to serve as the Administrative Agency for Ryan WhiteTitle II funds for the Dallas HSDA (inclusive ofDallas, Collin, Denton, Huni, Ellis~ Rockwall, and Kaufinancounties), the Sherman HSDA(inclusive ofGrayson, Fannin, and Cooke counties), and Navarro County.DCHHS tracks the expenditure offunds by service providers throughout the contract period and makesrecommendations, when appropriate, to reallocate funds. In recognition ofthe additional administrativeresponsibilities involved with serving the Sherman-Denison HSDA, the Department of State HealthServices (DSHS) has awarded supplemental Title II funds for administrative support. The FY 2004-2005Ryan White Title n supplemental award is $166,756.

DCHHS made adjustments to the budget line items resulting in a decrease in direct costs and in increase inthe indirect cost categories. The total amount ofthe grant award, $166,756 has not changed. DSHS hasapproved the request and has forwarded the contract amendment (Document No. 7560009056 2005,Change No. 30, Attachment No. 07B: HIV- RYAN WHIlE) to Dallas County.

Fiscal ImpactThe budget amendment resulted in an increase of$l,172 allocated to Dallas County to cover indirect costs.

Operational ImpactAdministrative Agency staffwill continue to comply with fiscal accountability ofthe grant with DSHS inaccordance with the responsibilities assigned to them by the Dallas County Commissioners Court.

Legal ImpactThe Dallas County Commissioners Court must approve the contract amendment and attached budget.

2377 North Stemmons FreewayDallas, Texas 75207-2710

Suite 200, LB-16 Office 214-819-1879FAX 214-819-1850

17

Commissioners Court - Page 2

RecommendationIt is recommended that the Dallas County Commissioners Court does hereby approve DSHS DocumentNo. 7560009056 2005, Change No. 30, Attachment No. 07B: IllY - RYAN WIllTE, and the revisedDCIllIS budget, as reflected in Attachment A~

RECOMMENDED BY: ~~£~......Za~ SOTmpson, D:ectorDallas County Health and Human Services

attachmentc: 1. Allen Clemson, Court Administrator


STATE OF TEXAS

COUNTY OF TRAVIS

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DEPARTMENT OF STATE HEALTH SERVICES1100 WEST 49TH STREET

AUSTIN, TEXAS 78756-3199

DSHS Document No. 75600090562005

Contract Change Notice No. 30

The Department of State Health Services, hereinafter referred to as RECEIVING AGENCY, did heretofore enter into a contract inwriting with DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as PERFORMINGAGENCY. The arties thereto now desire to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ATTNO.07B: mv -RYANWHITE

RECEIVING AGENCY:

DEPARTMENT OF STATE HEALTH SERVICES

By:(Signature of person authorized to sign)

Bob Burnette, DirectorProcurement and Contracting Services Division(Name and Title)

Date: _"--J--.flL~)D---I-~-=--o~ _(

PeSD - Rev. 6/04

Cover Page 1

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DET ...i\!LS OF ATTACHMENTS

Auf DSHS Program ID/ Term Financial Assistance Direct Total AmountAmd DSHS Purchase Assistance (DSHS Share)No. Order Number Begin End Source of Amount

Funds*

01TBIPC 01/01104 12/31/04 93.116 662,531.00 0.00 662,531.000000001622

02AHANSENS 01101104 12/31/04 93.215 55,121.00 0.00 55,121.00AOOOOO1655STDIHIV 01101/04 12/31/04

State 93.9771,437,826.00 31,461.04 1,469,287.0403A 0000001889 93.940

04CIMM/LOCALS 01/01/04 08/31105 State 93.268 1,740,697.00 0.00 1,740,697.000000001761

05mVIHOPWA 02101104 01131105 14.241 55,033.00 0.00 55,033.000000002002

06AHIVIUNIQ 04/01104 03/31/05 93.917 101,008.00 0.00 101,008.000000002088

07BHIVIRW 04/01104 03/31105 93.917 166,756.00 0.00 166,756.000000002091

08ASTDItRNG 04/01104 03/31105 93.978 247,362.00 0.00 247,362.000000002105

O9AHIVIRW 04/01/04 03/31105 93.917 2,265,786.00 0.00 2,265,786.000000002119

lOAmV/SURV 04101/04 12/31/04 93.944 162,288.00 0.00 162,288.000000002154

11HIV/SRVS 09/01104 08/31105 State 1,211,795.00 0.00 1,211,795.00C038533000

12TBIPC 09/01/04 08/31105 State 554,396.00 0.00 554,396.00C038604000

13ASTDIHIV 09/01104 12/31104 State 59,283.00 0;00 59,283.00C038633000

14OPHPILPHS 09/01/04 08/31105 State 93.991 221,318.00 0.00 221,318.00C039214000

15ACPSIBIOTERR 09/01104 08/31105 93.283 3,237,221.00 0.00 3,237,221.00000030()711

16REFUGEE 10/01/04 09/30/05 93.566 93.576 290,242.00 0.00 290,242.000000301001

DSHS Document No.7560009056 2005 Totals$12,468,663.00 $ 31,461.04 $12,500,124.04

Chane:e No. 30

*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

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RECEIVING AGENCY PROGRAM: HIV/STD COMPREHENSIVE SERVICES BRANCHPERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENTCONTRACT TERM: 04101104 THRU: 03/31105 BUDGET PERIOD: 04/01104 THRU 03/31105DSHS DOC. NO. 7560009056 200507B CHG. 30

REVISED CONTRACT BUDGET

FINANCIAL ASSISTANCEOBJECT CLASS CATEGORIES CURRENT APPROVED CHANGE NEW OR REVISED

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

Personnel $93,775.00 $3,818.00 $97,593.00

Fringe Benefits 25,910.00 1,064.00 26,974.00

Travel 1,698.00 (700.00 ) 998.00

Equipment 0.00 0.00 0.00

Supplies 3,000.00 (2,220.~0 ) 780.00

Contractual 0.00 0.00 0.00

Other 13,574.00 ( 3,134.00) 10,440.00

Total Direct Charges $137,957.00 $( 1,172.00 ) $136,785.00

Indirect Charges 28,799.00 1,172.00 29,971.00

TOTAL $166,756.00 $0.00 $166,756.00

PERFORMING AGENCY SHARE:

Program Income 0.00 0.00 0.00

Other Match 0.00 0.00 0.00

RECEIVING AGENCY SHARE $166,756.00 $0.00 $166,756.00

PERFORMING AGENCY SHARE $0.00 $0.00 $0.00

Detail on Indirect Cost Rate Type:

Rate 30.71 Base $93,775.00 Total $29,971.00

Budget Justification: Revised budget to reflect actual expenditures.

Form No. GC-9 ECPS - Rev. 10104

Financial status reports are due the 30th of July, 30th of October, 30th of January, and the 30th of June.

The indirect cost shown above is based upon an approved indirect cost rate on file at the RECEIVING AGENCY. Indirect chargesto this contract may not exceed the amount shown above, except by prior written approval of RECEIVING AGENCY.

2 1

BUDGET JUSTIFICATIONDALLAS COUNTY HEALTH AND HUMAN SERVICES

Administrative Lead Agency BudgetFY 2004 - 2005 Ryan White Title II - Supplement

I PERSONNEL

Attachment A

A. Assistant Director for Grants Compliance -, Karin PettiesOversees daily activities and operation of the Grants Management Division.

B. Grants Management Officer- Shelia FisherProvides and prepares various reports required by the grantor. Oversees themanagement of Grants Division.

C. Grants Manager - Mitos LlauderCoordinates and directs administrative activities and oversees the financialoperation ofGrants Management Division.

D. -Program Monitor - Gary AnnstrongConducts programmatic reviews of subcontractors.

E. Program Monitor:' Glenda NchekwubeConducts programmatic reviews of subcontractors.

F. Program Monitor - Norma Piel-BrownConducts programmatic reviews of subcontractors.

G. Grants Budget Analyst - vacantMonitors financial- activities of Grants Management Divison. Analyzes andprepares financia/fiscal reports and budgets.

H. Administrative Assistant - Vivian WilsonProvides administrative support.

1. Data Analyst - Thomas ReedCollects data and information for various users and provides administrativesupport.

15.00%

15.00%

15.00%

15.00%

15.00%

15.00%

15.00%

15.00%

15.00%

10,972

9,781

8,501

7,304

7,304

7,304

8,385

6,211

5,780

J. General Office Clerk - Michelle Canion 15.00% 3,873Provides clerical assistance to HIV grants Staff.

K. Systems Oper Analyst - Allen Wang 7.50% 5,021Provides assistance with COMPIS reporting and tracking. (Cost shared withDCHHS@50%)

L. Building Supervisor ~ Tirone Womack 7.50% 2,094Assists with meetIng setup, for, the- Adniinistrative ,- Agent:,and its committees;Cost shared with DCHHS @ 50%)

M. Health Analyst - Dan Error 15.00% 7,757Develops and implements standards of care and outcome measures for services.

N. Quality Assurance Advisor - Laura Dennis 15.00% 7,306Provides technical assistance to contractors and conduct studies/reviews oncurrent standards of care.

213/05 4:03 PM C:tMyDocINewFoidertBudgetJuatlTllle2suppl2004 ·200S/RevIaed per aal change

22

. BUDGET JUSTIFICATIOND.A.LLA.S COUNTY HEALTH A.."'lD HUMft~l\r SERVICES

Administrative Lead Agency BudgetFY 2004 - 2005 Ryan White Title II - Supplement

II FRINGE BENEFITS

MedicallDentallLife InsuranceSocial SecurityRetirementWorkers Compensation

III TRAVEL

@ 5,500/fte x Allocation Rate7.65%8.50%0.50%

10,7257,4668,295

488

Local travel @.375/mile by grant staff for on-site program monitoring, fiscalcompliance audit and other HIV grant-related activities.

Local travel @ .375/mile to support activities ofRWPC/C..

IV EQUIPMENT

V SUPPLIES

General consumable office supplies, computer softwares and other equipmentitems < 500 to support grant related activities.

VI CONTRACTUAL

VII OTHER ADMINISTRATIVE COSTS

A. Telephone and internet access time. All means necessary to communicate withcontractors, the community and grantor.

B. Telephone calls to support RWPC/C activities.

C. Copier rental and printing charges for grant related activities.

D. Postage for grant related materials.

E. Training provided to staff to keep currrent on HN/AIDS issues and job relatedrequirements.

F. Office equipment maintenance.

G. Advertising for public notice of the RFP.

H. Audit-Portion of County-wide OMB Cir. A-128 Audit

I. LATNAF - local needs assessment support per TOH requirement.

J. Support for Qualitative Assessment/Incentives.

VIII Indirect Costs

Grants Management's share on all allowable Dallas County cost using The Dallas County Certified

Indirect Cost Rate.

IX TOTAL BUDGET

500

498

780

100

240

700

500

300

300

100

700

5,000

2,500

213105 4:03 PM C:IMyOocINewFoIdertBudgetJust/TIlle2auppl2004 - 200SJRevIsed per ..1change

23


\l

ZACHARY S. THOMPSONDIRECTOR


FROM: ZACHARY THOMPSON, DIRECTORHEALTH AND HUMAN SERVICES


-9

SUBJECT: FY 2004-2005 STATE OF TEXAS HIV HEALTH AND SOCIAL SERVICESCONTRACT AWARD

Background of IssueThe Dallas County Judge is the grantee and legal recipient ofState ofTexasmvHealth and SocialServices(State Services) funds. Dallas County Health and Human Services (DCHHS) is designated to serve as theAdministrative Agency for State Services funds for the Dallas and Sherman-Denison Health ServicesDelivery Areas (HSDA), inclusive ofDallas, Collin, Denton, Hunt, Ellis, Rockwall, and Kaufinan, Navarro,Grayson, Fannin, and Cooke counties. The Ryan White Consortium of North Texas (Consortium) ischarged with the responsibility of establishing priorities for the allocation of State Services funds anddetermining the categorical allocation of funds by service category.

The FY 2004-2005 State Services award, in the amount of $1,211,795, was allocated as follows:$1,095,416 to be awarded to service providers including $48,000 to the Sherman HSDA provider, and$116,379 to DCHHS for administration.

On May 24, 2004, DCHHS exercised the option to renew service provider contracts for up to twoadditiona112-month contract terms. On August 31, 2004, Commissioners Court approved the awarding ofthose renewal contracts to service providers in the amount of$1,075,040. DCHHS is recommending theaward of the remaining $20,376 to Dallas County Hospital District.


Operational ImpactAdministrative Agency staffwill coordinate and monitor the programmatic and fiscal accountability ofthesubcontractors in accordance with the responsibilities assigned to them by the Dallas County CommissionersCourt.

Legal ImpactThe Dallas County Commissioners Court must approve the award recommendations and authorize theCounty Judge to sign the contracts with the specific service providers on behalfofDallas County.

2377 Stemmons Frwy.Suite 200. LB-16

Dallas, Texas 75207-2710 Office (214) 819-1842Fax (214) 819-6023

24

Page 2 - Conunissioners Court

RecommendationIt is recommended that the Dallas County Commissioners Court approve the award ofthe FY 2004-2005State Services funds in the amount of $20,376 to Dallas County Hospital District, as presented inAttachment A, and authorize the County Judge to sign the contract with the specific service provider onbehalfofDallas County.

RECOMMENDED BY:

attachmentc: J. Allen Clemson, Court Administrator


25Attachment A

FY 2004-2005 TDH STATE SERVICES AWARD

$20376$20,376

AWARDRi::COMMENOAtiON

. .

....... AWARD.: :: :Al.LOCATED

TOTALMedical Case Manaoement

:..:

Dallas County Hospital District

~~a~kl~.~~.~~~.lth ~ ~~~~i~~!..~~~:).

.................................... "., ....

TOTAL FUNDS AWARDED TO SERVICE PROVIDERS $1,075,040 $1,095,416

Unallocated Funds $20,376 $0Prooram Administration $116379 ... $116,379

TOTAL FY 2004-2005 STATE SERVICES AWARDi:.

$1,211,795:::::: :: ::: ::: :

$1,211,795

2/2/2005 12:50 PM

26

DALLAS COUNTYHEALTH AND mJMAN SERVICESGRANTS MANAGEMENT

Zachary ThompsonDirector


FROM: ZACHARY S. THOMPSON, DIRECTORDALLAS COUNTY HEALTH AND HUMAN SERVICES

DATE: FEBRUARY 15, 2005

SUBJECT: DEPARTMENT OF STATE HEALTH SERVICES CONTRACT AMENDMENTFOR RYAN WHITE C.A.R.E. ACT TITLE n FUNDING

Background of IssueThe Dallas County Judge is the grantee and legal recipient ofRyan White C.A.R.E. Act (Ryan White) TitleIT funds for the Dallas Health Services Delivery Area (lISDA). The HSDA is inclusive ofCollin, Cooke,Dallas, Denton, Ellis, Fannin, Grayson, Hunt, Kaufinan, Navarro, and Rockwall Counties. Dallas CountyHealth and Human Services (DCHHS) is designated to serve as the Administrative Agency for Ryan WhiteTitle n funds for the Dallas HSDA. DCHHS tracks the expenditure of funds by service providersthroughout the contract period and makes recommendations, when appropriate, to reallocate funds. Inaccordance with the provisions ofTitlell ofthe Ryan White C.A.R.E Act, the grantee appoints members toserve on the Ryan White Consortium ofNorth Texas (Consortium). The Consortium is charged with theresponsibility ofestablishing priorities for the allocation ofTitle II funds and determining the categoricalallocation offunds by service category.

The FY 2004-2005 Ryan White Title II award in the amount of $2,265,786 is allocated as follows:$2,030,614 to service providers, $29,000 for Consortium Support, and $206,172 for administrativeactivities.

DCHHS made adjustments to the budget line items which resulted in a decrease in direct costs and inincrease in the indirect cost categories. The total amount ofthe grant award, $2,265,786 has not changed.DSHS has approved the request and has forwarded the contract amendment (Document No. 75600090562005, Change No. 31, Attachment No. 09B: HIV - RYAN WHIlE) to Dallas County.

Fiscal ImpactThe budget amendment resulted in an increase of$4,273 allocated to Dallas County to cover indirect costs.

Operational ImpactAdministrative Agency staffwill continue to comply with fiscal accountability ofthe grant with DSHS inaccordance with the responsibilities assigned to them by the Dallas County Commissioners Court.

Legal ImpactThe Dallas County Commissioners Court must approve the contract amendment and attached budget.

27

Page 2 - Commissioners Court

RecommendationIt is recommended that the Dallas County Commissioners Court does hereby approve DSHS DocumentNo. 7560009056, Change No. 31, Attachment No. 09B: mv- RYAN WIllTE, and the revised DCIllISbudget, as reflected in Attachment A.

RECOMMENDED BY: ~~.s--.>Z;{hary S.~mpso:nirectorDallas County Health and Human Services

attachmentc: 1. Allen Clemson, Court Administrator


STATE OF TEXAS

COUNTY OF TRAVIS

28

~DEPARTMENT OF STATE HEALTH SERVICES

1100 WEST 49TH STREETAUSTIN, TEXAS 78756-3199

DSHS Document No. 7560009056 2005

Contract Change Notice No. .ll

The Department of State Health Services, hereinafter referred to as RECEIVING AGENCY, did heretofore enter into a contract inwriting with DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT hereinafter referred to as PERFORMINGAGENCY. The arties thereto now desire to amend such contract attachment(s) as follows:

SUMMARY OF TRANSACTION:ATT NO. 09B : HIV - RYAN WHITE

RECEIVING AGENCY:


By:

Eduardo J. Sanchez, M.D., M:P.H.Commissioner(Name and Title)

PCS - Rev. 6/0

Cover Page 1

29

DETAILS OF ATTACHMENTS

-Auf DSHS Program ill/ Term Financial Assistance Direct Total ArnountAmd DSHS Purchase Assistance (DSHS Share)No. Order Number Begin End Source of Amount

Funds*

01TBIPC 01/01104 12/31/04 93.116 662,531.00 0.00 662,531.000000001622

02AHANSENS 01/01104 12/31/04 93.215 55,121.00 0.00 55,121.00AOOOOO1655STDIHIV 01101104 12/31104

State 93.9771,437,826.00 31,461.04 1,469,287.0403A 0000001889 93.940

04CIMMILOCALS 01/01/04 08/31105 State 93.268 1,740,697.00 0.00 1,740,697.000000001761

05HIVIHOPWA 02/01104 01131105 14.241 55,033.00 0.00 55,033.000000002002

06AHIVIUNIQ 04/01104 03/31105 93.917 101,008.00 0.00 101,008.000000002088

07BHIVIRW 04/01104 03/31105 93.917 166,756.00 0.00 166,756.000000002091

G8ASTDtrRNG 04/01/04 03/31105 93.978 247,362.00 0.00 247,362.000000002105

09BHIVIRW 04/01104 03131105 93.917 2,265,786.00 0.00 2,265,786.000000002119

lOAmV/SURV 04101104 12/31/04 93.944 162,288.00 0.00 162,288.000000002154

11mV/SRVS 09/01104 08/31105 State 1,211,795.00 0.00 1,211,795.00C038533000

12TBIPC 09/01104 08/31/05 State 554,396:00 0.00 554,396.00C038604000

13ASTDIHIV 09/01104 12/31104 . State 59,283.00 0.00 59,283.00C038633000

14OPHPILPHS 09/01104 08/31105 State 93.991 221,318.00 0.00 221,318.00C039214000

15ACPSIBIOTERR 09/01104 08/31105 93.283 3,237,221.00 0.00 3,237,221.000000300711

16REFUGEE 10/01104 09130105 93.566 93.576 290,242.00 0.00 290,242.000000301001

DSHS Document No.756ooo9056 2005 Totals$12,468,663.00 $ 31,461.04 $12,500,124.04

Chan9;e No. 31

*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

30


RECEIVING AGENCY PROGRAM: HIV/STD COMPREHENSIVE SERVICES BRANCHPERFORMING AGENCY: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENTCONTRACT TERM: 0410112004 THRU: 03/3112005 BUDGET PERIOD: 0410112004 THRU 03/3112005DSRS DOC. NO. 7560009056 200509B CRG. 31

REVISED CONTRACT BUDGET

FINANCIAL ASSISTANCEOBffiCTCLASSCATEGORffiS CURRENT APPROVED CHANGE NEW OR REVISED

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

Personnel $105,209.00 $13,911.00 $119,120.00

Fringe Benefits 29,067.00 3,856.00 32,923.00

Travel 5,596.00 (2,669.00 ) 2,927.00

Equipment* 5,600.00 0.00 5,600.00

Supplies 5,600.00 ( 3,300.00) 2,300.00

Contractual 2,030,614.00 0.00 2,030,614.00

Other 51,791.00 ( 16,071.00) 35,720.00

Total Direct Charges $2,233,477.00 $( 4,273.00) $2,229,204.00

Indirect Charges 32,309.00 4,273.00 36,582.00

TOTAL $2,265,786.00 $0.00 $2,265,786.00

PERFORMING AGENCY SHARE:

Program Income 0.00 0.00 0.00

Other Match 0.00 0.00 ·0.00

RECEIVING AGENCY SHARE $2,265,786.00 $0.00 $2,265,786.00

PERFORMING AGENCY SHARE $0.00 $0.00 $0.00

Detail on Indirect Cost Rate Type:

Rate 30.71 Base $119,120.00 Total $36,582.00

Budget Justification: Revised budget to reflect actual expenditures.

Form No. GC-9 ECPS - Rev. 10/04

Financial status reports are due the 30th of July, 30th of October, 30th of January, and the 30th of June.

The negotiated indirect cost amount shown above is less than PERFORMING AGENCY'S current approved indirect cost rate on fileat RECEIVING AGENCY.

3 1Attachment A


FY 2004 ·2005 RYAN WHITE TITLE II GRANTAdlnlstrative Lead Agency Budget

PERSONNEL

A. :A$$j$i~oi:Pir.e(:tQfl(kant$:¢Qm~"~~:~:kar:i":~~"i~$:::::::::::::::::::::::::::::::::::::::::::rt;g:::::::::::::::::::j l.:OO%::::::::::::::::::::::::'(3;1 ~~::Oversees daily activities and operation of the HIV GrantsManagement DMsion.

B. :Gian"tS:ManagemeJitOfflc~:~:Sf.ielja:f.lsh:er::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::F.tE:::::::::::::::::::18:~QO%:::::::::::::::::::::::1:1;i~::Provides and prepares various reports required by thegrantor. Oversees the management of HIV GrantsManagement Division. .

C. :~~~~:tAA~~g~r.~:~~:~I~~~r:::::::::::::::::::::::::::::::: :::::::::::::::::::::::::::::::::::::::::::::::::::n~: ::::::::::::::::::~~~~%::::::::::::::::::::::::1:Q;~~1:::Coordinates and directs administrative activities andoversees the financial operation of HIV GrantsManagement Division.

D. :~r.~g~~~~~I~:~:~~:~~tr.9~:::::::::::::::::::::::::::::::::::: ::::::::::::::::::::::::::::: :::::::::::n~:::::::::::::::::::~~.$~%::::::::::::::::::::::::::~;:r~::Conducts programmatic reviews of subcontractors.

E. :p.r.(jQJ~ro:MpnliQf:~:GjQOdii:N~fuil(W~~~::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::rt;g:::::::::::::::::::1S:..:00~:::::::::::::::::::::::::Q;1~~::Conducts programmatic reviews of subcontractors.' .

F. :f!~~g~~~tJ!~~~t~:~~~~~:~~~I~~:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::':::::::::~~:::::::::::::::::::~$'.~Q~~:::::::::::::::::::::::::~;~.::Conducts programmatic reviews of subcontractors.

G. :$:~i)~:~~g~J:AO~'Y$:t:~~~ai)t:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::Fte:::::::::::::::::::;$:.~Q~::::::::::::::::::::::::10iQ$i::Monitors financial activities of HIV Grants ManagementDivision. Analyzes and prepares financiallfiscal reportsand budgets.

H. :A(Ifflijl)$ii:~tW~:A$$i~"t :~:Vivian :wii.oo:::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::Fte:::::::::::::::::::~ a:.~Q%:::::::::::: ::::::::-::::::t.;~::Provides administrative support.

I. :1;)~~:~~)Y~t~:r~~~~:~~~::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: :n~:::::::::::::::::::~~~~~o/{::::::::::::::::::::::::~;936::.Collects data and information for various users and .'.....provides administrative support.

J. :~~~i:Qffl~~q~k~:Mi~~O~:~~i~;J::!~!~~:::::::::::::::::::::::::::::::::::::::::::::::::::::::Fte:::::::::::::::::::;$:.~Q~:::::::::::::::::::::::::~i~::Provides clerical assistance to HIV grants Staff.

K. :SysiemS:O.Per.:AnatY.St:~:Aiien:WaRg:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::FfE::::::::::::::::::::9~OO%:::::::::::::::::::::::::::6;024::Provides assistance with COMPIS reporting and tracking.(Cost shared with DCHHS @ 50%, Grants @ 50%).

L. :~~I~~~tf$~~~~:~r~r9~~~~~~:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::~~::::::::::::::::::::~~%:::::::::::::::::::::::::::.?i$1~::Assists with meeting setup for the Administrative Agentand its committees. (Cost shared 'With DCHHS @ 50%,Grants @ 50 %).

M. :~~~M~IY~~:~Iil~~:~;r~r.:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::::::::::Fte:::::::::::::::::::~Q~~Q~:::::::::::::::::::::: ::t9i~~::Develops and implements standards of care and outcomemeasures for services.

N. :QiialjiY:~.tiia~:A~pr.:~:~iir~:WQI;g~ri.Q::::::::::::::::::::::::::::::::::: ::.:::::::::::::::::::::rt;g:::::::::::::::::::~P:.:OO%:::: ::::::::::::::::::::::~;1~~::Provides technical assistance to contractors and conductstudies/reviews on current standards of care.

II FRINGE BENEFITS

MedicallDentaVLife InsuranceSocial SecurityRetirementWorkers Compensation

@ 5,500lfte x Allocation Rate7.65%8.50%0.50%

13,0909,11310,125

595

2J3I05 3:40PM ,··i·JocImllosinewfolderlbudjusIJTIlle2regl2OO4 • 200s!RevlSED ADMIN

32

BUDGET JUSTIFICAnONDALLAS COUNTY HEALTH AND HUMAN SERVICES

FY 2004 - 2005 RYAN WHITE TITLE II GRANTAdlnistrative Lead Agency Budget

III TRAVEL

A. Local Travel @ .375/mile. Local staff travel to perform onsite program monitoring, fiscal compliance audit and otherHIV grant-related activities.

B. Out-of Jurisdiction Travel.

807

2,120

1. Travel for two (2) administrative staff to attend HIV/STDConference in Austin, TX:

Ground transportationLodgingPer Diem

2. Travel for two (2) administrative staff to attend Titles I - IVmeeting in Austin, TX:

Ground transportationLodgingPer Diem

IV EQUIPMENT

400 miles.@·2nights·@·3 days@

400 miles@4 nights@5 days@

1 trip @

375 x 2 staff<80 x;2·staff35 x 2 staff

1 trip @

.375 x 2 staff80 x 2 staff35 x 2 staff

830

300····329--

210

1,290

300640350

A. Laptop Computer - Dell Latitude Intel Pentium Mprocessor, 1.7GHz, 512MB RAM, with MS Office XP.Belkin 5-outlet Maximum Series Monitor Surge Protector,Dell Part #A000953111.Shipping and Handling

For use of one (1) fiscal auditor during on-site visits.

B. Desk Top Computer - Dell OptiPlex GX280 Small MiniTower Pentium 4 Processor 3.0 GHz, 800 FSB, 512Cache, Intel Gigabit NIC. .MS Office XP Standard, License only .Belkin 5-outlet Maximum Series Monitor Surge Protector,Dell Part #A000953111.Shipping and Handling

To replace old computers of two (2) HIV grantsadministrative staff.

V SUPPUES

A. General consumable office supplies and computersoftwares to support HIV grant related activities.

B. Equipment < 500

1 @ 2,145

1 @ 311 @ 24

2@ 1,3772@ 265

2@ 312@27

2,2002,145

3124

3,400

2,754530

6254

1,500

HP Lazerjet 1300, 20PPM, 1200 DPI, 16MB, PAR USB,PCL5e/6, PSL2 Legal, USB-6, USB Cable

VI CONTRACTUAL

Contracts for HIV Services covering Dallas HSDA to beawarded through competitive request for proposal (RFP)process. Subrecipients' data sheet to be provided to TDH.Contracts for HIV services covering outline counties to beawarded on a sole source process. Subrecipienfscontracts and related budgets'" 'will be~' submitted forapproval to the Dallas County Commissioners Court.

Dallas HSDAAIDS Resources of Central Texoma

2@ 400 800

1,868,614162,000

213105 3:40 PM c:/mydoclmlloslneWfOlderlbudjustfTiUe2regl2004 • 20051REVlSEO ADMIN

33


FY 2004 - 2005 RYAN WHITE TITLE II GRANTAdinistrative Lead Agency Budget

VII OTHER ADMINISTRATIVE COSTS

A. Telephone: local and long· distance, and internet accesstime. All means necessary to communicate withcontractors, the community, grantor and to obtainHIV/AIDS information.

B. Copier rental and printing charges for grant relatedactivities.

C. Postage for grant related materials.

D. Training provided to staff to keep currrent on HIVIAIDSissues and job related requirements

E. External Review Committee materials, suppiies andnourishments. Committee reviews proposals and makesrecommendations for Title " sUbrecipient agencies.

F. Office equipment maintenance.

G. Advertising for pUblic notice of the RFP.

H. Audit-Portion of County-wide OMS Cir. A-128 Audit.

I. Planning CounciVConsortium Support.

J. Conference registration for two (2) administrative staff forHIVlSTD Conference in Austin, TX.

IX INDIRECT COSTS

Grants Management's· share on all allowable DallasCounty cost using The Dallas County CertifiedIndirect Cost Rate.

500

1,500

1,300

1,000

500

500

200

1,000

29,000

220

X TOTAL BUDGET

213105 3:40 PM c:/mydoclmilosinewfoiderlbudjusVTiUe2regJ2004 • 20051REVISED ADMIN

34

DALLAS COUNTYHEALTH AND mJMAN SERVICESGRANTS MANAGEMENT

ZACHARY S. THOMPSONDIRECTOR


FROM: ZACHARY S. THOMPSON, DIRECTOR


SUBJECf: REALLOCATION OF FY 2004-2005 RYAN WmTE C.A.R.E. ACT TITLE I CONTRACTAWARDS

Background of IssueThe Dallas CountyJudge is the grantee and legal recipient ofRyan White C.ARE. Act (Ryan White) TitleI funds for the Dallas Eligible Metropolitan Area (EMA). Dallas County Health and Human Services(DClffiS) is designated to serve as the Administrative Agency for Ryan White Title I funds for the DallasEligible Metropolitan Area (EMA). DCHHS tracks the ~xpenditure of funds by service providersthroughout the contract period and makes recommendations, when appropriate, to reallocate funds. Inaccordance with the provisions ofTitle I ofthe Ryan White C.A.R.E. Act, the grantee appoints members toserve on the Dallas EMA Ryan White Planning Council (RWPC). < The RWPC is charged with theresponsibility of establishing priorities for the allocation of Title I funds and determining the categoricalallocation offunds by service category.

The FY 2004-2005 Ryan White Title I award, in the amount of $12,820,583, is allocated as follows:$10,767,224 to service providers, $105,000 for Needs Assessment, $191,000 for RWPC Support,$641,029 for Dallas County program administration, $25,000 for Care Coordination, $75,000 for QualityManagement, and $1,016,330 for the Minority AIDS Initiative (MAI).

Due to the inabilities of some service providers to fully spend their FY 2004-2005 Ryan White Title Iaward, funds in the amount of$256,455 are available for reallocation, as presented in Attachment A.

January 3, 2005,DCIffiS issued competitive one-page request for proposals (RFP) to subcontractorswhoapplied for and were awarded funding through the FY 2004-2005 Ryan White Title I, Title I MAl, andTitle IT RFP process. The total funds available under this RFP were $231,455, including $8,020 inCongregate Meals, $25,426 in Home Health services, $48,500 in Dental Health, and $149,509 in MedicalCase Management. Proposals were due January 7, 2005. The proposals were reviewed by an InternalReview Committee (IRC). DCHHS has reviewed the initial recommendations by the IRC and is makingfinal recommendations for the award ofcontracts to Commissioners Court.




35


Operational ImpactAdministrative Agency staffwill coordinate and monitor the programmatic and fiscal accountability ofthesubcontractors in accordance with the responsibilities assigned to them by the Dallas CountyCommissioners Court.

Legal ImpactThe Dallas County Commissioners Court must approve the award recommendations, and authorize theCounty Judge to sign the contract amendments on behalfofDallas County.

RecommendationIt is recommended that the Dallas County Commissioners Court does hereby approve the reallocation ofFY 2004-2005 Ryan White C.A.R.E. Act Title I grant funds in the amount of$231,455, to specific serviceproviders as presented in Attachment A, and authorize the County Judge to sign the contract amendmentswith the service providers on behalfofDallas County.

RECOMMENDED BY: -,L.c::.:~~':J-L.~~==---- _



FY 2004-2005 Ryan White Title I Award

AGENCY SERVICE CATEGORY FY 2004-2006 Returned 1 Page RFP Returned TOTAL

AWARD u,,""mUUI 2004 Januarv 7.2006 Januarv 11 2006 AWARD

Case Management $274627 $274,627Drua Reimbursement $492187 $492,187

AIDS Arms. Inc. Medical Case Management $243,000 ($25.000l $218,000Outpatient Medical Care $770243 $770,243

TOTAL $1,780.067 ($26.000) $1.766.067" .~.; ~ ", ~~~~.> ..~ ,;jj' ;:~.~~!Ii

Buddy/Companion Services $44,000 ($23.352) $20,648Client Advocacy $133,582 $133,582

Congregate Meals $64,447 $64,447Day/Respite Care for Adults $105,000 $105,000

AIDS InterfaIth Network. Inc. Outreach $143,700 $143,700Sign Languagellnterp. Services $61,783 $61,783

Transportation $204,786 ($40,000) $164,786TOTAL $767.298 ($40.0001 ($23.3621 $693.946

Case Management $86,000 $86,000Conareaate Meals $161,888 $8,020 $169,908

AIDS ServIces of Dallas Medical Case Manaaement $113622 $113,622Transportation $26687 $26,687

TOTAL $388.197 $8.020 $396.217

Client Advocacy $23,749 $23,749Case ManaQement $99213 $99,213

Drug Reimbursement $254,570 ($40,000) $214,570Food Pantry $66,254 $66,254

AIDS ServIces of North Insurance Assistance $91,607 $91607Texas. Inc. Medical Case Management $133,607 $133,607

Mental Health Counseling $75,281 ($5,000) $70,281Outpatient Medical Care $303,086 $303,086

Transportation $74335 ,335TOTAL $ 1.702 ($460001 $ 6.702

Dallas County Health Division Eany Intervention .907 907TOTAL .907 1.907

Dallas County Unit Short Term )",",,,1 JI.~~;~I""~,,, $160,738 $116,455 $44,283TOTAL $160.738 $116,466 $44.283

Glient Advocacv $76796 $76.796Drug Reimbursement $285,552 $285,552

Dallas County Hospital District Medical Case Management $385346 $149,509 $534,855d.b.a. Parkland Mental Health $168,562 1$30,OOOl $138,562

Health and Hospital System Outpatient Medical Care $2,251,388 $2,251,388Outreach $23,620 $23,620TOTAL $3.191.264 ($30.000) $149.609 $3.310,773

Dallas Legal Hospice Legal Services $111,600 $111.600TOTAL $111.600 $111.600

Attachment A

2/4/2005

wQ)

AGENCY

Dental Health Programs, Inc.

Home Health Services

Hillvale MedicalGroup Association

Legacy Counseling Center

MASS, Inc.

Open Arms, Inc.d.b.a. Bryan's House

Resource Center of Dallas, Inc.d.b.a. AIDS Resource Center

Welcome House, Inc.

White Rock Church

TOTAL FY 2004·2006 TITLE I AWARD

SERVICE CATEGORY

$34,289$104,182$64,797$70,543$273.811

$60,000$163.458$370.440$107,873$739.640$77,882$14,526

$1,633.819

$34,289$104,182$64,797$70,543

$60,000$163,458$370,440$107,873$739,640$77,882$14,526

633.819

Atlachmenlft

2/4/2005

w

"""

38


ZACHARY THOMPSONDIRECTOR

TO: THE HONORABLE COMMISSIONERS COURT'. J -_-_.";---._,,, ..•J ~._.,::"

{ -__e• ..'

FROM: ZACHARY S. THOMPSON, DIRECTOR


SUBJECT: REALLOCATION OF FY 2004-2005 RYAN WHITE C.A.R.E. ACT TITLEllGRANT

Bacground of IssueThe Dallas County Judge is the grantee and legal recipient ofRyan White C.A.R.E. Act (Ryan White)Title IT funds for the Dallas Health Services Delivery Area (HSDA). The HSDA is inclusive ofCollin, Cooke, Dallas, Denton, Ellis, Fannin, Grayson, Hunt, Kaufinan, Navarro, and RockwallCounties. Dallas County Health and Human Services (DCHHS) is designated to serve as theAdministrative Agency for.Ryan White Title IT funds for the Dallas HSDA. DCHHS tracks theexpenditure of funds by service providers throughout the contract period and makesrecommendations, when appropriate, to reallocate funds. In accordance with the provisions ofTitleIT of the Ryan White C.A.R.E Act, the grantee· appoints members to serve on the Ryan WhiteConsortium of North Texas (Consortium). The Consortium is charged with the responsibility ofestablishing priorities for the allocation ofTitle IT funds and determining the categorical allocation offunds by service category.

The FY 2004-2005 Ryan White Title IT award in the amount of$2,265,786 is allocated as follows:$2,030,614 to service providers, $29,000 for Consortium Support, and $206,172 for administrativeactivities. Ofthe $2,030,614 available to service providers, $4,401 remains unobligated.

Due to the inabilities ofsome service providers to fully spend their FY 2004-2005 Ryan White Title IIaward totaling $14,401, coupled with unobligated funds in the amount of$4,401, total funds in theamount of$18,401 are available for reallocation, as presented in Attachment A.

January 3, 2005, DCHHS issued competitive one-page request for proposals (RFP) to subcontractorswho applied for and were awarded funding through the FY 2004-2005 Ryan White Title I, Title IMAl, and Title IT RFP process. The total funds available under this RFP were $18,401 in the servicecategory ofMedical Case Management. Proposals were due January 7, 2005. The proposals werereviewed by an Internal Review Committee (IRC). DCHHS has reviewed the initialrecommendations by the IRC and is making final recommendations for the award of contract toCommissioners Court.




39


Operational ImpactAdministrative Agency staffwill coordinate and monitor the programmatic and fiscal accountability ofthe subcontractors in-accordance with the responsibilities assigned to them by the Dallas CountyCommissioner$ CO\1rt

Legal ImpactThe Dallas County Commissioners Court must approve the award recommendations, and authorizethe County Judge to sign the contract amendments on behalfofDallas County.

RecommendationIt is recommended that the Dallas County Commissioners Court does hereby approve the award ofreallocated FY 2004~2005Ryan White C.A.R.E. Act Title IT grant funds in the amount of$18,401 toDallas County Hospital District, as presented in Attachment 1\ and authorize the County Judge tosign the contract amendments with the service providers on behalfofDallas County.

RECOMMENDED BY: ;;.~46"Ni'achary mpson, irector



FY 2004-2005 Title" Award

AGENCY

AIDS Arms, Inc.

AIDS Interfaith Network, Inc.

AIDS Resource Centerof Texoma

AIDS Resources ofRural Texas

AIDS Services of North Texas

Dallas County Hospital District

Dental Health Programs, Inc.

Resource Center of Dallasd.b.a. AIDS Resource Center

Welcome House, Inc.

TAL FY 2004-2005 TITLE II AWARD

40

ORIGINAL AWARD

$295,679$295,679

$15,000$357,222$372,222

$69,675$5,613$6,276$9,724$47,062$23,650

$162,000

$10,320$7,704

$11,613$17,816$4,590

$33,452$9,970$95465

$5,000$56,531$61,531

$43,217$12,424$22,345

$294,613$372,599

$51,100$51,100

$15,000$221,827$139,157$139,633$515,617

$100,000$100,000

$2,026,213

$2,265,786

$3,000

"Attachment A

$46,997$18,881$8,273

$12,186$47,361$28,302

2/4/2005

41

DALLAS COUNTYPURCHASING DEPARTMENT

February 15,2005

TOL The Honorable Commissioners Court

FROM: Linda Boles, Purchasing Supervisor

SUBJECT: Request for Proposals for Substance Abuse Treatment Services for Dallas CountyDivert Court Program, RFP #2003-035-1268

BackgroundlIssueOn February 17, 2004, the Commissioners Court authorized a twelve month extension to theaforementioned proposal as awarded to First Step Counseling, Turtle Creek Manor, HomewardBound, Inc. and Nexus Recovery Center for the period of March 1, 2004 through February 28,2005. The County contracts with professional firms to provide in and outpatient substance abusetreatment and counseling services to adult offenders evaluated to be chemically dependent andcharged with state jail felony possession of a controlled substance. The Department of StateHealth Services (DHSH, formerly the Texas Commission on Alcohol and Drug Abuse) mustlicense agencies and facilities providing these services to Dallas County. Supervision counselorsmust be licensed chemical dependency counselors by DHSH and follow DHSH guidelines andprocedures. The contract has the option to extend for an additional twelve month period basedon mutual consent of all the parties.' As a result of each firm's compliance with contractrequirement, the Divert Court Program is requesting that the County exercise the extensionoption contained with RFP #2003-035-1268 for an additional twelve month period.

The four awarded firms (First Step Counseling, Turtle Creek Manor, Homeward Bound, Inc. andNexus Recovery Center) have all agreed to extend their contracts with the County for anadditional twelve month period based on the terms, conditions and pricing currently set forth intheir awarded contracts.

Financial ImpactIProgram EfficiencyA breakdown of expenditures and clients served under this program during FY04 is as follows:

Funding SourceCOG grant (residential treatment)*Program Income (residential treatment,

Hispanic counseling)

Total Expenditures$55,440$24,742

Clients Served38 total residential7 Hispanic Counseling

*grant was only for 11 months due to State adjustments in the funding cycle.

FY04 saw an increase in demand for residential services due to an increase in methamphetamineaddiction in the Divert Court population - 15% of intakes in FY03, versus 32% of intakes inFY04. As a result, program income was used to augment grant funds to pay for residentialtreatment.

509 Main Street, Suite 6236th Floor Records Building

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

42

Of the 7 persons receiving Hispanic counseling, 2 have successfully graduated the program andthe other 5 are still active in the program.

Of the 38 persons receiving residential treatment, 6 successfully completed the program, 15 arestill active in the program and 17 were terminated for new offenses or for absconding from theprogram.

Insurance and MlWBE (EE01) ComplianceRecords indicate that each of the four firms have current insurance certificate coverage that

complies with the contract requirements set forth for RFP #2003-035-1268. In addition, all firmshave provided Dallas County with an updated EEO1 form for the Commissioners review (seeattached.)

RecommendationIt is the recommendation of the Purchasing Department, in conjunction with the County's DivertCourt Program, that RFP #2003-035-1268 as awarded to First Step Counseling, Turtle CreekManor, Homeward Bound, Inc. and Nexus Recovery Center be extended for an additional twelvemonth period beginning March 1,2005 through February 28,2006.

Should the Court concur with this recommendation, a Court Order will be scheduled for the nextavailable court session.

C: The Honorable John Creuzot, JudgeMarsha Edwards, Divert CourtFile

43

Re.t~ t{r (J {!;.!~ r .. .A 6~' Ni .st-~A-=+,' ve.. flss ,sfA4J't"/

Hu ~~rV Res~u rc tiL Sre-~l'~' i s":'-50F7

J ... t.

Vendflf' St4t'iatllllll Report AJ)Drr~13S:35l/ AI. Hp, IrS-iSa~' te- "zfIJ. h~Jt It" rx 7"~ fCf6"'~1l"Iftl'i1ll!lK;>Of)iolj.eflftllful"")I' ,

PCf'J'l'JUIOIot FIlI""Time &mploymtl'l 'rEI,EPHONE! ';</4 / d .:<,;;;.. • 1q 25. Z)(no4. PlI'l dlllft/templleuoftlll)

M.<\LE wllm IJ!.JI.C'~ RI!iPi\N1C NATIV£ ",Mt:R. ASIA."I P"c:tt. "$rAN I~DJAN OTIIBR.

OOlclallllMftltl1'tm' ~ /~~sI[)••I~ J Irlld1ni6nn~ ) .21i1l1(j,\1IorIc~1t

Offite/OttIcal

,:dlW/.ilhnr!llPjlllld) .~.r.:

~it?,;;" (Semi Sldl/~) I!..aboren (t/t1akilled)

~IiR'VJCE

wo:R1C!m5

TOTAL Ij ..a r8-''Ol.w,1. o.'I''''~

MlrrttcvLJ.AJt

~Otl\.:C~

F~MALE WInD SL"Ck mS'PANIC NA.nVE AMER. ASTAN Merp. "SlANIl'JD1A1f O'l7l1U\

I'.

OIDaIJlhl ~lllNl8e:r~ I ~

I'rnrdailJ~ / I IT~llnia.ns 3- SSIlIe:.: WllrxCll

Otllc;iQlIl"Ptl If

C:r.IA Wotkml (~lIlld)

Openth.oc..(.!llll11i Sldlledj

L~Drcr.J (I:l\,kRled)

S~Wor\erJl

TOTAl. q g I I,/OllJ\C.',t""'.T1lt.JtJ~T~

Wllll"!COl.oL4l1,

Pl\WtlCTJO?!

TOTALCIl«dIOnt.! Minnrity-Owne!i Fltl'lI Cer1lfj~tion ff.

l~ed llr NCfftCJ\ SlgDlltu:rc!D:ue:Kk ~. aXla~ ..or_A ~: tJ-S-Wcmcn.Qwnl!d Firm Cel'tilit:J1cioo If

lnuM 11). ~CiRCA T>lll!d Nome :ln~ ~tle: 1 J

II.I' ;:DALLAS COUNTY

--,--'---- 44

.DALLAS COUNTY COMPANYN~:,

"I Vendor StatistIcal Reportexus Recovery Center, Inc.

~~ ~~(l'/lIl'l4(1Vb'~I'I~ >'0'" 1lIIIllUa~) ADDRESS:

j-o ... Pcorm:melJt FIIII.ThllP: Emp1oyrnc:nt 27"2'1 T n 0 ...... ,.1 ... n ....i ....o n~II,:J(~ 'TV 7r::;,,)"Q

'd):" ~"{'.. (nOC p4J1 time/1cr.Jpl;tCJlSontJ)..

"rj QP"(~TEL.EPHONE:Z14J 21.0156

:::IWHITE BLACK HISPAHlc NATIVE ASIAN AsrAN OTHER.

MLU F:AME~ICAN PACIFIC INDIAN

OIf;ciAlrJM.n~p«FI 2

PI'O'l!~SlOl1;J"" ]

i.cI'Inlel,II8 1

Sales WOl1(~r!J

Oif)~e!9l1r1cal

.. i

',:,

.C...rt Workl,. (Skilled)

09t!f.ll1hQ (SemI Skilled)

uabe3rlll'3 l\Jnllldlled)

SERVIce 2 1WORKERS

TOTAL. 5 2

~MALOH-1'HH.JOIJ1AAIIlE!!1

~TE COl.LAIl

PRODtJC:TIO~

FEMALE WHITE BLACK HISPANIO NATIVE. ASIAN~~~~ OTHERPACIFIC

Ot1Iel81!1 MliFlIl§erll 3 3ProlCSlllonal, 14 5 1Technlei8ll'

~.lell WorkOrJ

OfIlc~ICI~ritlll 2 3 1

Onaf! WotiteD (Skilled)

O""fI!~(Sell'll Skilled)

LabOnrrl IlJn5kllled)

S4Nle~ Wol1flfrll 5 15 1 1TOTAL 25 26 1 1 2

FORMALON-'3froJOII TlWHtt$:

YJtI~COLtAR

PROO\.lCTION

TOTAL /CHI:CI( MlnDrltyoCwned FIrm Ctll"tiftoirllon tl IllSl.-1t1y

Slgna+t~atFJu~·~QNI!::NCT~CA

Women.OW\1&d fIrm cc,rtificallon ." r5~a, typed N:ltrlO end illle:I'lCTRCA

A. Rebecca Crowell, Executive DirectorNon-MlMl;lrity Owll~ fIrm

SOF7

·4-5

Se;.jZ.'-'10 ?6"'~ 2.{;?,<t;-c, ..r'l'"tV-e- IJ i)J-~fy;i~.

SOF]

I

.DALLAS COUNty COMPANY NA.ttlE: ,..\~ y \i~$~t.. tJ (r=IIVclUtot StlltiltRta' Report ADDRESS: 2-\t1--S SVtJS ii-T -Av 6 ~ ~V\Tl \0 L ~l~'J'Dc7Sz.~tllrt~r-rilllllM~:>-'~'''''fti\illl;''1Il}

)1erll7lfttOt FaII-1'lnae Emp~mlltlt T&LEl'IJONE: 2-\4-- q'f~...ggf)R(no( I'8rt '\~_I"ntl)

MALE "'mE BLAC1( Jl:Wl'Al'fIC NAllVE AMUL ASlMI J'AC1F. ASLol.NINnJ.4.N OT1ts~

OllieilllslMlfla!'l1'~ , ,ProltlQ;ollll!ll ~ \ \Teol)"l~lAlU

s,ttJ WOI'k8r,

OIlil:er!C1er1G1l

Craft Wor1(el"\l(SkRJ~ '.

OpenlloMl (SCO\I SldIled)

1.rJ~' (Un!lldII~J

SSIWIOSWt)lUtJ';lits

TOTAL b \ 7-~I>T-1Tl"'~c;:~:

WHrIl! QOL.tM

~Dl.1Q1'lON

FE~E 'WJiR1'Z. BlACK Bl"SYANIC /'("'~M AlIl1E1 ASlJ.N PACF. ASIAN JNbJAN OTBER'

Oa\oial91~a.. 1Prclilmanlls 1.- 1 .\ \ IT~lmlalln.s

SII~Wo~

Oftlt:eIC'~I~a1 2-OaRW~ (IJlcilltld)

Oper9t(\It>o(Sllmi SkI1hld)

r...bo~ (UMdllall)

S!l'Yi~W~tI'\f

TOTAL

POlUUJ-CItI'lJG-JO!l 'rMIfED:

~~

1'!\~0!'l'

TOTAL 2.. \ :;, '1- /\ /J .....QukOn4:! MinQd~"'1)~Finn ~tfi~atic" M !1/IfJ:)l2d I/;I/I)J/1","!tIby I'ICTMA. 5tg"Qtunllllibt:

WOlnel\-Qwnlld Piml C«tlfimicn (lTyPed Name Itn~tle:

, "'--""!fWt<l\lr~,A,

- -

46

, ! -Vetttto.. StatlJrtc" Rqror£ ADD.ItSl-; 233 w. lOth St. nJll'11Oa TY 7~'tUl(~~.""~flidtl1lllWil

r..,tbllf* F"'1'bJre &lJlpIo)'......t nLEPHOfIII:(n~pan~ Z14) 941...3500

MALt wam ~ BmANIC, J'4Anon: A'MDt. A$lAJif PACb'. ASIAN ~JAIl' O'I"QI(

0ft!rbl1lM~ 3 1 0

Ptnfilmlanlll 8 4 3

Tec/llltolins

~Wotkllf.

~lerIm

Cl6ft Wl7I'ken($k~';',:.,:,., ,:

,

, ,: '" ,

~(SenilIIdlle.l)

1.Ibofm (Un":IIIed) 3 6 3 ..

,.\.11(21 13 0~

TOtAL 15 14 16~o.T-J~1

3 3 nWIII1e~

~

, FEMALE WR~ JI...C.c DISPAl'flC 2"An"'S "'... A.5lAl'C FAClr. ~IN»l4N 0'tRa

~M~ 1 0 0

,.,...aIon8lJl 13 5 2

1"~

SMWo«~"

O~I 3 0 1

c,..eW~. (W~IW)

OJ-I~Sehri St:illtd)

.Laborm (UIIADllId) Z 13 6

SenlceW~ 0 5 4

TOTAL 19 23 13

~~T\lA~ 1 0 1

WHt1I~1.AA

~IOI'I

TOTAL 34 ~7 lCJ~0Jtc;

Min(ltjty-CwIJIJd FIrm certl:Aea~QIlfI.--!l1~ slam-,...~m"'ll:

WOtIiet'l-Owoed.P1rm CeJiJ5dJlloa ~ .....flYl'«:nCA Tl'~ NIRIQ IQId Tide: Patricia Waldow~ Control1e:r;

rwDALLAS COUNTY

SOF7

47

OALLAS rOUNTYPURCHASING DEPARTMENT

. 4 •

If 1: ~ ! f

February 7, 2005

TO: The Honorable Commissioners Court

FROM: Robbie Placino, Senior Buyer

SUBJECT: Extension of Bid #2004-044-1461, "Annual Contract for the Purchase ofLinen and Textiles"

BACKGROUND/ISSUE

On March 16, 2004 the Commissioners Court at their regularly scheduled session,authorized to award portions of Bid #2004-044-1461, "Annual Contract for the Purchaseof Linen and Textiles" to Tabb Textile Co. Inc. and ATD-American Co. The contractprovides for a term of one year with the option to extend for two additional twelve (12)month periods based the original contract pricing, terms and conditions.

Tabb Textile Co. Inc. and ATD-American Co. have agreed to extend the contract for thefirst additional one-year period under the same original contract pricing, terms andconditions.

MIWBE (EE01) COMPLIANCE

Tabb Textile Co. Inc. and ATD-American Co. have submitted current EE01 forms.

FINANCIAL IMPACT

Last years usage was $147,465.86.

RECOMMENDATION

It is the recommendation of the Purchasing Department that Bid #2004-044-1461,"Annual Contract for the Purchase of Linen and Textiles" be extended for an additionalone year period beginning March 16,2005 through March 15,2006 as awarded to TabbTextile Co. Inc. and ATD-American Co. under the same original contract pricing, termsand conditions.

Should the Court concur with the recommendation, a court order will be scheduled forthe next formal agenda.

509 Main Street, Suite 6236th Floor Records Building

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

48

P.O. Box 2707 * Opelika, AL 36803 * (334)745-6762 * (334)745-2377

January 24, 2005

Robbie Placino, Senior BuyerDallas CountyPurchasing Department509 Main Street, Suite 6236th Floor Records BuildingDallas, TX 75202-4616

RE: Bid # 2004-044-1461Annual Contract for the Purchase of Linen and Textiles

Robbie,

a!IIL,~ Tabb='\.~!.=Textile

IIII ~~~pany,

TabbTextile Co., Inc. wishesto renew /extend the above referenced contract for anadditional one-year period. The renewal period will be March 16, 2005 through March15, 2006. All terms, conditions, and pricing will remain the same as the currentcontract. We look forward to hearing from your soon with your approval.

Please do not hesitate to contact us if you require further information.

Sincerely,

JJ~J~Alan Fenster,President

49

ZJ.. FAXEDb:h -._,~~, _ 'OM M .._ ....__•• - - ..- .~.M_·_~ .... -DALLAS CO'UNTY COMPANy l'\AMl-;: 1'abb Textile Co., Inc. -

Vendor Statllltical Rl'port 511 PI~lsant DriveADDRE.."iS: P.O. Box 21071.f1runc/utt~1JICtt-.uutUI): ...,.~ ,'f JIM'll""'.')

,,~ opelika, AL 36801PrrmanC1l1 F,JlI-Tim~ Employml!:'n' TF:I..F.pnO~E:

1Il~'1 ";111 "IIlI:lI~mp!S':JUonD/) ( 33 tJ-) "1 'fS - ""7 (p "2-MALE WHITL 1lI.,\.Ch: IUSPANlr NATlYE AMER. ASIAN PArIFIc. I\.SIAN IN/)IAN OTHI~R

..,_..

om\,,;,I';/Mnllllr.~' J

rr\lr\"~i."t(wl:1l!i,

TL'ChOldllns ./~IIC)( \\' ..n'let:.

omc~/("It:ridu

cr.Jn W('r\.=IS~i1kdl 2Ol'\'r,jli\'t:~ I$L-lIIi 51-.II\"dl

,",h'l".o(, (lJnsl.iIlL\1) I r;,s£:p.Vlcr;WORKERS

TOTAL ~ g

I~WM""I.N·TIII .Jtlllll</\IS~'~

1I.-11I1"I:"',IU.1\1{

I"h 'I.II " IluN

n~MALE wHll'E 'Jl,A('~ HiSPANI(' NATJVE AMER. ASIAN rACI..lC. ASIAN INDIAN OTHER

omcl:l!s/ MIIll.'J:er.; .EF",r"'},n'I"ld~

r--"1'r."dlnICI;trn.

... .

SaJ~W\'rkC'r.f IOI1i~/C',..ri\";,I 7CrOitl. Wflrl..c~ ISl..illrd) 3 4Opl:rahl 1...\St:ltri Sl.tll..'I1/ 4 1.1

1AltlOh~n- (1I11~l;11I~'(I1 ~ 12- .~...,"".. "' ',' -.':.. .. ;';;.! :1

Sc:h"~e "'OrLt:t:i

......TOTAL :J.,fD 2.f.)

tt.lRMAI,0"'·1111.-"'" 11\,\1/-11:'

\1,'11111 ':"1 IJl~

1'111 IIIIll: rrnN

TOTAL ,,:J.&J :J.... fl

Cl,ltCI( \.finorif)'-Owned Finn Celtiticnlionlr. lolllCd bJ' SiIRuturcdDDttrJ,P..c.. ~ A.~ ~J7/()5-Ol'iJo::NCTII.'i\ /'>r'( """""- ...~ ~- " \

. rW(llncn-Own,;d Finn ('l!lti1kntil)l1 !I 1~2bcd ll, -"YJXo-u Nlllm:: ant! Tille:

NcrR~i\

AI~ FeYl.51-e r"_.

.~ Non-Minori'l' (lwn-:d pion Pre=. cd en'"t'

50F7

01/26/2005 WED 13:47 FAX 215 576 1827 50 @002/004

~ ATD-AMERICAN CO.Proud to be Rated ('Outstanding" by the General Serllices Administration

January 26,2005

Dallas County Purchasing DepartmentAttn: Robbie Placino509 Main St. Records BUilding, Rm. 623Dallas, TX-75202

Re: Renewal for Contract # 2004-044-1461 for Linen and Textiles, ATD Bid # 87436

Dear Mr. Placino:

This is in reference to the request for contract extension for contract # 2004-044-1461that is due to expire on March 15,2005. We agrce to renew the contract at the same price fromMarch 16,2005 thru March 15,2006. In addition to this renewal, we kindly request that you giveus the opportunity to possibly supply you with products that may be on this contract that othervendors who do not wish to renew their portion of the contract. Please do not hesitate to contactm.e if you should have any questions. Thank you for your kind consideration of this matter.

Sincerely,

~Wt; l>ehCM'Dulan DesaiProduct Manager/Bid AnalystATD-American Co.Ph: 800-523-2300 x 2408Fax; 800-283-7363Email: [email protected] us @ www.acd.com

Since 1931 ••• Four Generations of Service

135 Greenwood Avenue Wyncote. Pennsylvania 19095-1396 (215) 576·1000 Fax: (215) 576·1827 E-mail: [email protected] www.atd.com

SUPPLYING INSTITUTIONS, GOVERNMENTAND BUSINESS . .. WORLDWIDE

U1/2U/ZUUb W~V 13:4J ~Al 21a alb 1~2j

From: 12146537878 Page: 313

51

Date: 1/24/2005 6:27:20 PM

19jUU4/UU4

8 DALLAS COUNTY COMPANY l'W'dE:ATDaAt1ERICAN CO.

Vendor statistical Report"", ,~ ~llCf1ilmIII'Jl1~'tm""WII..a-t ADDRESS: .- -.. " ' • .,.

PerDIUJ..nt Jl'ul[,.~Rml'loyn>cm 1J5 GREEl'-i1<lOOD AVE tJYXCOTE PA 19095-1396"):' ~4~ ~~ (noI:pert~

T.E:LEPHONE:OF21"-576-1000

MALE NA.TIVe: ASTAN ASIANWHITE BI.ACK HISPANIC AMERICAN PAclFrC INDIAN OTHER

OffiOOWM.u'l~EJ('S 15 0 1 0 0 0

Prof..s8lon9l&0 0 0 0 0 0

Tl!!:'Ohnlcl3n~3 0 0 0 0 0

sales Wolken;18 0 4 0 0 0

O!flcr:JClcf1cat 16 0 0 1 0 0 IIOalt Wooo.n; (Skilled) 0 a 0

-,0 a 0

Cper::rt:lw=; (Semi SIdll!d) 0 a 0 0 0 0

t.m:>or~l'$ (Unakliled) 0 0 0 0 0 0

SERVICE1WOAAlmS 0 a 0 0 0

TOTAl-

rOftMAlONol'Hli>JQO TAAlNe~;

IM1ITE COLLAR

pltOO()C:TlON

FEMALE IIlAnve ASIAN ASIAN

" . WHITE BLACK HISPANIC . AMERICAN PACIFIC INDIAN OTJolER

; .. 1

Offlcl&JsfMa~/$ 19 0 0 1 0 n---

pn;>t~io(l;lI~ a 0 0 0 0 n..

Technlo:lam 2 1 a 0 0 0

6al8s'Won-:: 9 2 2 1 0 0

O1JlocIClod=l ?7 8 4. 2 1 0

CfRftWolllon;; (:skIllddf 0 0 0 0 0 0

operalivc-{Scmi Skilled) 0 0 0 0 0 0--_.- f--., . - .

l.;sbor..... (lJmklll8d) 0 O. ..;-;.- :.0 ' - 0' o· 0--: -_.~.~-::..

&lMce WorkofR 0 0 0 0 ci 0

TOTAL

ro~~or••Tl"C..Job TflAlI"~

WHfTECOUNl

lIllotlUCTl<JH

TOTAL 107 I?. 9 S 1 ()

MilJOl'ilY-owned FIrm CertlllcatlOfl # IQ"'-Rldbt s(gn.,tu~~ L"'- ~~ O~\lr"1/26/0SCHECK NCT'PeeAONe:

Typc:d NQmc'Q~---" ~Womon:ownc:d Firm C¢!l~jlCt-!.:;i1 /1" . ~by'

: ."X NCTF:CA

Non-Minority Owned FIrm SPENCER ZASLOW EXEC VP-SEC

C::,...S::7

_ "[!1!:;~~~s received by GFI FAXmak..f?lJ?x.,.~.erver.For more information, visit http://~~~g.~i.\C2..!!!-,,__

01/26/2005 WED 13:47 FAX 215 576 1827 52 @003/004

r)111

From: 12146537878 Page: 213 Date: 1/24120056:27:20 PM

DALLAS COUNTY·PURCHASING DEPARTMENT

.January 24, 2005

ATD-American Co.135 Greenwood Ave.Wyncote. PA 19095

Subject: Bid# 2004-044-1461; Annual Contract for the Purchase of Linenand Textile"s

Attention: Spencer Zaslow,

Dear Mr. Zaslow,

The contract between Dallas County and ATO-American Co. expires on Mar~15, 2005. Dallas County is interested. j·n extending this contract for an.additional .twelve (12) month period under the same pricing, terms and conditions of thesaid contract. Effective dates are March 16, 2005 through March 15, 2006.

Should you agree to this extension of Bid# 2004..044..1461 " Annual Contract for"the Purchase of Linen and Textiles'· J please provide current vendor statisticalreport (EE01) and sign on the space provided below. Fax back to us on orbefore January 28, 2005.

t

I~is fax was received by GFJ FAXmake_~".f~x seNer. For more information, visit http://wwN.gfi.com

Robbie PlacinoSenior BuyerTef. No. 214-653-7437Fax No. 214-653-7449

509 Main Street. SuIte 623BIh Floor Records Building

CONFORME:

Authorized SignatureATD-American Co.

Date: 1(26(05

qffice (214) 65~-7431

i

l:

53

DALLAS COUNTY

LISAHEMBRYCOUNTY TREASURER

February 9,2005

FOR BRIEFINGFEBRUARY: 15, 2005

To: Honorable Commissioners Court

From: Lisa Hembry, Dallas County Treasurer

Subject: Dallas County Refunding Proposal

RBC Dain Rauscher, the County's financial advisor, has identified $24.5 million in current DallasCounty debt that could be refunded at a lower current interest rate to reduce the interest paid bythe County over the next 15 years.

The identified bonds were issued in 1996 and 2000 at the then current interest of5.00% to 5.25%,respectively. Interest rates have fallen since September 11, 2001, remained low for three years andnow appear to be on the rise.

At the current market rates, the savings would total $1.3 million thru 2020, the current maturityof the bonds to be refunded. If current rates rise by a quarter of a point, the savings would total$658 thousand over the same period.

RBC Dain Rauscher has calculated the estimated cost to issue the refunding in the savings listedabove. The scenario is much like refunding the mortgage on your house.

The CountyTreasurer recommends the project ifit can be accomplished with the savings to DallasCounty as in the proposal by RBC Dain Rauscher.

509 MAIN STREET • 303 RECORDS BUILDING • DALLAS, TEXAS 75202 • (214) 653-7321 • [email protected]

CERTIFIED COUNTY TREASURER (CCT) • CERTIFIED INVESTMENT OFFICER (CIO)

54

BRIEFING AGENDA

February 15, 2005

COUNTY TREASURER

• RBC Dain RauscherRefunding Dallas County's 1996 and 2000 bond issues

DALLAS COUN'IYPUBLIC WORKS

February 8, 2005

MEMORANDUM:

55

-0 ,..--) rU 3: 10

r

TO:

FROM:

SUBJECT:

Commissioners Court

Selas Camarillo, P.E., RP.L.S., Assistant Director - PropertyDiViSi~Loop 12/Northwest Highway 91-571(SH 114 to Audelia)0.1 mi. East ofMidway Rd. to US 75Agreement to Contribute Funds

BACKGROUND:

Loop 12/Northwest Hwy. Project No. 91-571 is located in Road and Bridge District Nos. 1,2,and 4 and is being administered by the Texas Department of Transportation (TxDOT) underthe old PASS Participation program arrangement. Under the PASS Program Dallas Countyfunds the local share of the cost of ROWand utility adjustments based on an estimateprovided by TxDOT. Since this project is on the State Highway System the Dallas Countycontribution was based on ten percent of the ROWand utility adjustment costs. TxDOT willbe the acquisition agency on this project and the County's role will be only fundingparticipation. Proposition I of the 1991 Dallas County Thoroughfare Bond Program allocatedfunding for the local 10% share.

TxDOT has notified Dallas County that it is ready to proceed with the right ofway acquisitionofthe subject project and has provided the estimate ofthe total cost ofright ofway and utilityadjustments in the amount of$2,200,000.00.

LEGAL INFORMATION:

TxDOT advises that it will begin the acquisition activities as soon as Dallas County executesthe "Agreement to Contribute Funds" and sends a check to TxDOT in the amount of$220,000.00, being the amount equal to ten percent (10%) of the local share of the cost ofright-of-way.

FINANCIAL IMPACT:

The local ten percent share $220,000.00 is based on the last estimate from TxDOT. The fundsfor this project are available in 0427, Project 91-571/50055.

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

56

Commissioners CourtFebruary 8, 2005Page 2

RECOMMENDATION:

The Director of Public Works has reviewed the TxDOT "Agreement to Contribute Funds"and the estimate of the total cost ofRight-of-Way and Utility Adjustments and recommendsthat the Commissioners Court authorize:

(1) Execution of the attached TxDOT "Agreements to Contribute Funds - LocalGovernment";

(2) Payment to TxDOT in the amount not to exceed $220,000.00.

If the Commissioners Court concur, a Court Order will be placed on the next formal agendaauthorizing the matters above.

APPROVED BY:

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

CdlSCSelas 2004-06/briefLoop 12 midway to us75

Attachment

57

Fonn ROW-RM-129Replaces Fonn ROW-RM-129 and ROW-RM-130Rev. 3/2004GSD-EPCPage I of2

AGREEMENT TO CONTRIBUTE FUNDS - LOCAL GOVERNMENT

County: DallasDistrict: Dallas

Federal Project No: ROW CSJ No: 0353-05-107;Highway: Loop 12 (West Northwest Highway)

This Agreement by and between the State of Texas, acting by and through the Texas Department ofTransportation, hereinafter called the State, and the Dallas County, Texas, acting by and through its dulyauthorized officials pursuant to an Ordinance or Order dated the day of , 2005, hereinafter calledthe Local Government, shall be effective on the date ofapproval and execution by and on behalfofthe State.

WHEREAS, the State and the Local Government hereby agree to enter into a contractual agreement to acquireright of way for a highway project on Highway No. Loop12 (Northwest Highway) with the following projectlimits:

From: Ob.l Mi East ofMidway

To: US 75; and

WHEREAS, the Local Government requests that the State assume responsibility for acquisition of allnecessary. right of way for said highway project; and

WHEREAS, the Local Government desires to' voluntarily contribute to the State funding participation asdefined in 43 TAC, §15.55 for the cost of acquiring said right of way for the proper improvement of the StateHighway System;

NOW, THEREFORE, in ·consideration of the foregoing premises and the mutual benefits to be derivedtherefrom, the Local Government shall contribute to the State an amount equal to ten percent (10.0%.) of thecost of the right of way to be acquired by the State and shall transmit to the State with the return of thisagreement, duly executed by the Local Government, a warrant or check payable to the Texas Department ofTransportation in the amount of Two Hundred and Twenty Thousand Dollars ($ 220,000), which represents tenpercent (10.0%) of Two Million and Two Hundred Thousand Dollars ($2,200,000.00), the estimated total cost ofthe right of way. If however, it is found that this amount is insufficient to pay the Local Government'sobligation, then the Local Government will within sixty (60) days after receipt of a written request from theState for additional funds, transmit to the State such supplemental amount as is requested. Upon completion ofthe highway project and in the event the total amount as paid by the Local Government is more than ten percent(10.0%) of the actual cost of the right of way, any excess amount will be returned to the Local Government bythe State within sixty (60) days after closing the project.

58

Fonn ROW-RM-129Rev. 3/2004Page 2 of2

In the event any existing, future, or propose~Dallas County ordinance, commissioners court order, rule, policy,or other directive, ate more restrictive than State law, policy, or directive, and thereby result in any increasedcosts, then Dallas County will pay one hundred percent (100%) of all such increased costs, even if the applicablecounty qualifies as an economically disadvantaged county. The amount of the increased costs associated with theexisting, future, or proposed Dallas County ordinance, commissioners court order, rule, policy, or other directivewill be reasonably determined by the State.

The cost of providing such right of way acquired by the State shall mean the total value of compensation paid,either through negotiations or· eminent domain proceedings, to the owners for their property interests, includingbut not limited to utility owners involving expenses related to the relocation, removal or adjustment of eligible

utilities.The Local Government shall maintain all books, papers, accounting records and other documentation relating tocosts incurred under this agreement and shall make such materials available to the State and, if federally funded,the Federal Highway Administration (FHWA) or their duly authorized representatives for review and inspectionat its office during the contract period and for f(~)Ur (4) years from the date of completion of work defined underthis agreement or until any impending litigation, or claims are resolved. Additionally, the State and FHWA andtheir duly authorized representatives shall have access to all ~he governmental records that are directly applicableto this agreement for the purpose of making audits, examinations, excerpts, and transcriptions. The State auditormay conduct an audit or investigation of any entity receiving funds from the State directly under this agreementor indirectly' through a subcontract under this agreement. Acceptance of funds directly under this agreement orindirectly through a subcontract under this agreement acts as acceptance of the authority of the State auditor,under the direction of the legislative audit committee, to conduct an audit or investigation in connection with

those funds.

THE LOCAL GOVERNMENT

County of Dallas, Texas

OR~f1.By: _

County Judge

Date: _

ATTEST:

By: _

Clerk of Commissioners Court

Date:, -- _

EXECUTION RECOMMENDED:

for William L. Hale, P.E.Dallas District Engineer

Date: _

THE STATE OF TEXAS

Executed and approved for the Texas TransportationCommission for the purpose and effect of activatingand/or carrying out the orders, established policies orwork programs heretofore approved and authorizedby the Texas Transportation Commission

By: _

JohnP. Campbell, P.E.Right ofWay Division Director

Date: _

DATE:

TO:

THROUGH:

FROM:

59

DALLAS COUNTYCOMMISSIONERS COURTPlanning and Development Department

February 8, 2005

Commissioners Court

Rick Loessberg, Director of Planning & Development .",

Rachel Brown, Community Development Assistant~

-8 Ii: 15

SUBJECT: Proposed Funding Revisions for CDBG Projects************************************************************************************

BACKGROUND

Each year the U.S. Department of Housing and Urban Development (HUD) allocates to Dallas CountyCommunity Development Block Grant (CDBG) funds for projects in the County's thirteen consortiumcities. All projects are approved through Commissioners Court. The City ofWilmer, via city resolutio~

has requested revisions to its CDBG projects.

IMPACT ON OPERATIONS

The proposed funding revisions are described below:

EntitylProject

City of WilmerBlight Removal

City of WilmerPark Improvements

ProposedBudget

$35,000

$150,000

Proposed Changes Accounting Information

Increase funding amount Utilize funds from Oracle #09205 - Blightfrom $15,000 to $35,000 Removal ($15,000) and #09381- Collegefor demolition of Street Improvement ($20,000).dilapidated structures/blight removal.

Increase funding amount Utilize funds from Oracle # 09447for installation and Cottonwood Valley Park ($15,000) andpurc has e 0 f park #09407 - Wilmer Water Infrastructureequipment at two parks ($135,000). Cancel Wilmer Water(Cottonwood ValleyPark- Infrastructure Project #09407.$90,000 and Kissell StreetPark-$60,000).

411 Elm Street, 3ni Floor

Dallas County Administration Building

Dallas, Texas 75202-3301

e-mail: [email protected]

Telephone: (214) 653-6359

Fax: (214) 653-6517

EntitylProject ProposedBudget

City ofWilmer $259,31 IStreet Reconstructions/Improvements

PROJECT SCHEDULE

60

Proposed Changes Accounting Information

Increase funding Utilize funds from Oracle #09442-Walnutamount for several StreetImprovements ($54,575), #09443-Livestreet reconstructions Oak Street Improvements($50,000), #09381& road improvements. College Street Improvements ($40,326), and

utilize remaining funds from the followingcanceled projects: #09158-Pleasant Run!Cottonwood Waterline ($25,000), #09206Cottonwood Creek Waterline ($25,000),#09207-Goode Road Waterline ($54,500),#09407-WHmer Water Infrastructure($9,910).

HUD regulations require that the County hold a 30-day public comment period on the proposed changesbefore taking any formal action. Upon completion ofa successful comment period, the City ofWilmer ParkProjects would be expected to be complete by June 30, 2005 and the blight removal funds to be expendedby September 30, 2005.

RECOMMENDATION

It is recommended that the proposed CDBG funding revisions be approved, subject to the successfulcompletion ofa 30-day public comment period.

Recommended by:

J. Allen Clemson, Administrator

cc: Ryan Brown, Budget OfficerVirginia Porter, AuditorCDBGstaff

61

DALLAS COLTNTYOFFICE OF BUDGET AND EVALUATIO~ T

Fehrum}' 7, 2005

TO: C0l11111issiol1ers Court

THROUGH: Ryan BrO~Udget Officer

FROM: ~hawn Balusek, Budget and Policy Analyst

SUBJECT: NorthSTAR Annual Memorandum of Understanding

BackgroundThe Office of Budget and Evaluation has the responsibility for updating andbriefing annual contracts and their amounts. During October 2004, when theFY2005 contracts were presented to Comlnissioners Court for approval, theNorthSTAR Menlorandum of Understanding (MOU) was put on hold pending theresolution of several issues.

The purpose of this briefing is to present the NOlihSTARMOU and to adviseCommissioners Court to the resolution of these issues.

Operational InlpactThe MOU was put on hold based on three central issues: 1) stability of theNOlihSTAR program; 2) ability for the County to comBlent on rate changes and3) funding of direct care through Metrocare. The resolution of these issues isoutlined below.

For FY2005, the State of Texas has agreed to provide an additional $1.5 millionto the NorthSTAR program to be channeled to Value Options in order toCOl1lpensate for the population growth in the NorthSTAR region during the pastfive years. In addition, within the agreelnent, is a clause that NorthSTAR will notbe able to tenllinate the agreeillent for 12 months from the date of approval.During this 12 month period, the State will rebid the behavioral healthorganization contract. These two changes will result in a more stable NorthSTARprogram.

In the FY2005 MOU, language was added to allow NorthSTAR time, 45 daysprior to new rates becOllling effective, to analyze proposed rate changes and theirimpact on the NorthSTAR progranl. This will allow Dallas County the ability toprovide feedback on proposed rate changes in the NorthSTAR program.

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

62

Lastly, the funding of direct care through Metrocare was accomplished onDecember 7, 2004, when Commissioners Court approved funding in the amountof $75,000 to be redirected from the NorthSTAR funding amoLlnt to rvletrocarefor Mental Retardation services for children and young adults with special needs.

In January 2005, the Department of State Health Services sta IT 'v'isi tcel \vi tl1 DaliLlsMetrocare Services to review service rates and their effect on the NorthSTARprogram. A letter fron1 the Texas Department of State Health Services to DallasCounty detailing their visit with Dallas Metrocare Services is attached for theCommissioners Court's reference.

Legal ImpactThe NorthSTAR MOU has been provided to the Civil Section of the DistrictAttorney's Office for review.

Financial IlllpactThe FY2005 contract amount was increased by $60,000 to include transportationof patients to/from Ten-ell State Hospital/Mental Illness Court and transportationfor jail diversion men1bers to residential placen1ent. In addition, the funding ofdirect care through Metrocare of $75,000 was removed n'OIll the FY2005NorthSTAR prograITI funding. The total net cost of the FY2005 rvlOU is$3,985,925.

Reconlmendation... .

The Office of Budget and Evaluation recOlnmends the approval of the F'{2005NorthSTAR MOD for a total cost of $3,985,925. The FY2004 retainage releasewill be briefed as soon as the necessary data is available.

63

TEXAS DEPARTMENT OF STATE HEALTH SERVICES

EDUARDO 1. SANCHEZ, M.D., M.P.H.COMMISSIONER

January 31, 2005

Ryan BrownDallas County Budget Officer411 Elm Street, 3rd FloorDallas, Texas 75202

Dear Mr. Brown,

1100 W. 49th Street. Austin, Texas78756

1-888-963-7111.http://www.dshs.state.tx.us

I wanted to provide you with an update on the status of the department's technical assistance toDallas Metrocare Services.

On January 13th and 14th, 2005, a team ofDepartment of State Health Services staff visited

Dallas Metrocare Services, at the request of it's executive director, Dr. James Baker. It is myunderstanding that the technical assistance visit was a useful experience for both the reviewersand Dallas Metrocare staff. The team conducted an extensive review ofMetrocare's financialconditions and provided additional training to the clinic managers in Resiliency and DiseaseManagement for mental health services (RDM). Dallas Metrocare has reviewed their staffingpatterns to achieve greater efficiencies/efficacy, as well as instituted some extensive reductionsin expenses. .

On January 24th, 2005, Department of State Health Services management staffmet with

ValueOptions to discuss the implementation ofRDM in NorthSTAR. Central to this discussion,were concerns regarding Metrocare's (and other providers) financial losses incurred sinceimplementation. As a result of this meeting, the next day ValueOptions met with DallasMetrocare and discussed the possibility of instituting a rate increase for physician services.

The NorthSTAR staff, ValueOptions and the Dallas Area NorthSTAR Authority recognize theimportance of a stable, diverse provider network., and it's positive effects of the clients we serve.To that end, the State and Value Options will continue to closely monitor and seek feedback onthe impact ofRDM on the NorthSTAR service delivery system. If you have any questionsregarding this letter, please feel free to call me directly at 512-206-5444.

atricK M. Gillies, MPADirector Office ofNorthSTAR and Special InitiativesSubstance Abuse and Mental Health Services

An Equal Employment Opportunity Employer

64

DALLAS COuNtryOFFICE OF BUDGET AND EVALUA(ffR~-. 9

February 9, 2005

T

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ryan Bro~UdgetOfficer

Carlo P. Pacot, Budget and Policy Analyst

FY2005 State Criminal Alien Assistance Program (SCAAP) PaymentApplication

BackgroundThe Department of Justice through the Bureau of Justice and Assistance (BJA) has announcedthe availability of funding for the FY2005 State Criminal Alien Assistance Program (SCAAP).SCAAP is authorized by Section 241 of the Immigration and Nationality Act of 1990, to providefederal assistance to states and localities that are incurring costs of incarcerating undocumentedcriminal aliens who have been convicted of state and local offenses. Since FY97, Dallas Countyhas applied for and received six SCAAP reimbursements totaling over $8 million.

In its 6th year, the FY2005 application process is managed entirely through the Internet. Allapplications and transfer of supporting inmate data are conducted online, including the electronicsigning of the online application form. The BJA SCAAP application window is from February 7through March 23, 2005. The reporting period covers inmate data from July 1,2003 through June30,2004.

The purposes of this briefing is to make recommendation to the Commissioners Court to applyfor the FY2005 SCAAP reimbursement and to authorized an Office of Budget and Evaluationrepresentative to electronically sign the name of the County Judge to the online application form.

Financial ImpactThe SCAAP payment is a direct partial reimbursement to the General Fund for Countyexpenditures related to incarcerating undocumented convicted criminal aliens from July 1,2003though June 30, 2004. The Office of Budget and Evaluation anticipates a reimbursement of about$200,000.

RecommendationThe Office ofBudget and Evaluation recommends that the Commissioners Court apply for theFY2005 SCAAP paYment and authorize the electronic signature of the County Judge to theonline application form.

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

65

I: 56

February 9, 2005

TO: Commissioners Court

THROUGH: Ryan Brow({)Budget Officer

FROM: ' Sarah L. SmaardykSt.-SBudget & Policy Analyst

SUBJECT: Request for Additional Funding for Modem Air Time

BACKGROUNDThe Communications and Central Services Division is responsible for providing communicationservices to all County departments. The division manages the monthly airtime charges for all ofthe Sheriff's Office and Constable vehicles. The Sheriff's Office and Constable Precincts useairtime when they access the mobile data terminals installed in the vehicles. Airtime usage isbudgeted in the Communications and Central Services Division's budget.

In June 2004, the'Sheriff's Office added the Auto Mug system to the mobile data terminals,which has resulted in increased airtime usage. As a result, the Communications and CentralServices Division recommends that Dallas County upgrade to unlimited airtime minutes.

The purpose of this briefing is to provide Commissioners Court with a recommendationregarding this request.

IMPACT ON OPERATIONSThe Sheriffs Office and Constable Precincts use their mobile data terminals to access Forvusand AlS. The Officers can check for warrants, theft ofproperty and vehicles. In addition, theOfficers can access AIS in order to verify information when they are out serving warrants,preparing criminal reports and arresting perpetrators.

AIS and the Auto Mug system allow the Deputies to pull up a person's mug shot in their vehicleand compare the mug shot with the person they are about to arrest to verify that they are arrestingthe correct person. Accessing the Auto Mug system assists the Deputies in correctly identifyingpeople they are about to arrest.

Due to the use of the Auto Mug system and AIS, airtime usage will continue to increase and themonthly charges will exceed the current budget.

411 Elm Street - 3rd Floor, Dallas, Texas 75202-3340(214) 653-6387 . (214) 653-6517 . [email protected]

66

FINANCIAL IlVIPACTiCONSIDERATIONSIn FY2005, each vehicle data modem was budgeted at $35.00 per month in the Communicationsand Central Services Division's budget. There are currently 124 modems installed in theSheriffs Office and Constable vehicles.

However, the Sheriff's Office began to access the Auto Mug system in June 2004 from theirvehicles. By accessing the Auto Mug system, the Sheriff's Office has exceeded their monthlybudgeted airtime by two to three times the budgeted amount.

Currently, $61,760 is budgeted in 00120.1023.07213.2005 (General Fund,Communications/Central Services, Cellular Phones, FY2005). The FY2005 budget wasdeveloped based on a monthly airtime charge of$35.00 per month per unit. TheCommunications and Central Services Division has recommended that the mobile data terminalsbe upgraded to unlimited minutes for $70.00 a month. This results in an increase of$42,400 foran annual cost of$104,160.

RECOMMENDATIONThe Office ofBudget and Evaluation recommends Commissioners Court approve an upgrade tothe unlimited airtime minutes plan for $70.00 a month for 124 mobile data terminals. Funds inthe amount of $42,400 are available in 00120.9910.08620.2005 (General Fund, CountywideAppropriations, Vehicles, FY2005) and can be transferred to 00120.1023.07213.2005 (GeneralFund, Communications/Central Services, Cellular Phones, FY2005).

67

DALLAS COUNTYOFFICE OF BUDGET AND EVALUATION

February 9, 2005

To:

Through:

From:

Subject:

Commissioners Court

Ryan BrownfJBudget Offider

Ronica L. WatkinsBudget & Policy Analyst

FY2006 Criminal Justice Division VAWA Grant Applications

.~ . .... -i"~7'

-..

.. ~...;:.:.~~ l;;::-:; ~:::'j

BACKGROUNDThe Criminal Justice Division (CJD), Office ofthe Governor has announced the availability offundsunder the Governor's Criminal Justice Plan for Texas for FY2006. The FY2006 CJD grantapplication request is specifically for the Violence Against Women Act; VAWA. The ViolenceAgainst Women Act program provides funding for services to victims of crime. These servicesinclude: responding to the civil legal and legal advocacy needs ofcrime victims; assisting victims inobtaining Protective Orders; assisting victims to understand and participate in the criminal justicesystem; and providing victims with safety-planning, crisis intervention, information and resources.

To apply for funds in FY2006, each jurisdiction is required to address problem areas in the localcommunity plan for their geographical area. The CJD applications are due to the Office of theGovernor, Criminal Justice Division by March 1, 2005. Dallas County is submitting threecontinuation applications for FY2006 VAWA funding. The three continuation grants include:

Department Title Funding Source MatchRequirement

1. Protective Order Prosecutor VAWADistrict Attorney 2. Regional Training Coordinator VAWA 25%

3. Collaborative Domestic Violence Project C VAWA


68

The purpose of this briefing is to describe activities funded by the continuation grant applicationsand to m~ke a recommendation regarding the submission of the applications.

OPERATIONAL IMPACT

Protective Order Prosecutor

The Protective Order Prosecutor grant funded under the Violence against Women Act (VAWA)provides funding for a specialized prosecutor (Assistant District Attorney V) to provide necessaryand critical services to victims offamily violence. The Protective Order (PO) prosecutor personallyrepresents over 500 PO applicants in the designated Protective Order court each year. Additionally,this prosecutor also serves as the Chief of the Protective Order Division by supervising 2prosecutors and a support staff of over 10 people.

The Protective Order Case Manager grant has no limit to the number ofyears it may be funded. Thisproject was first awarded in FY1999. It has required a 25% grant match, which may be in-kind.Indirect cost recovery is not allowed under VAWA rules.

Dallas County anticipates an award of $80,000 for salaries and fringes and will need to provide aCounty match of $5,420. Also, an in-kind match of $21,495 from contracted volunteer hours isprovided for in the grant application. This meets the 25% grant match requirement. The total projectamount is $106,915.

Regional Training Coordinator

The Regional Training Coordinator grant funded under the Violence Against Women Act (VAWA)funds a full time training coordinator and two part-time interns who schedule and organize trainingsessions for law enforcement officers, prosecutors, medical professionals, emergency shelter staff,victims advocates and other appropriate professionals to train them to effectively identify andrespond to violent crimes against women, including sexual assault and domestic violence. Theobjective ofthe training is comprehensive and strives to influence a coordinated community responsethat includes all types ofpractitioners ranging from medical personnel, law enforcement officers, andto prosecuting attorneys. The training is projected to reach over 3,800 individuals. The continuationfunding will ensure that the Regional Training Coordinator program can sustain the training it hasprovided to over 10,000 individuals since 1997.

The Regional Training Coordinator grant has no limit to the number ofyears it may be funded.This grant application funding is for twelve months and requires a 25% match, which may be inkind. The project was first awarded in FY1997. Indirect cost recovery is not allowed under VAWArules.

Dallas County anticipates an award of$80,000 in salaries and fringes travel expenses for trainers andprogram staff. An in-kind match of $21,195 from contracted volunteer hours is provided for thegrant award and a County match is requested in the amount of $5,619. This meets the 25% grantmatch requirement. The total project amount is $106,814.

69

Collaborative Domestic Violence Project C

The Collaborative Domestic Violence Project C grant application is part of a larger collaborativeproject. The grant is funded under the Violence against Women Act (VAWA). This applicationrequests funding for the following 4 family violence (FV) personnel positions in the dedicated FVmisdemeanor courts, the dedicated protective order court and the specialized FV division of theDistrict Attorney's Office: a misdemeanor investigator I, a misdemeanor secretary Grade 8, a felonyprosecutor IV, and a protective order (PO) caseworker, Grade C.

The misdemeanor investigator is assigned to one ofthe two specialized misdemeanor FV courts andis responsible for preparing every case that is set for trial in that court, including locating the victim,and obtaining 911 tapes, medical records, civil court documents, and photographs. The misdemeanorsecretary position is responsible for sending written notices of the pending charges and courtinformation to every misdemeanor victim of domestic violence whose case is filed with the DA'sOffice. Additionally, this secretary organizes and files all the essential evidence obtained by theinvestigator in each of the misdemeanor cases. The PO caseworker will assist in interviewingvictims who wish to apply for a protective order to determine if they meet the statutory guidelinesand will assist the victims in filling out the paperwork and notarized affidavit stating the need for aprotective order.

The Collaborative Domestic Violence grant has no limit to the number of years it may be funded.This grant application funding is for twelve months and requires a 25% match, which may be inkind. The project was first awarded in FY2002. Indirect cost recovery is not allowed under VAWArules.

Dallas County anticipates an award of$227,000 in salaries and fringes, travel expenses for trainersand program staff. An in.:kind match of$66,300 from contracted volunteer hours is provided for thegrant award and a county match is requested in the amount of $9,456. This meets the 25% grantmatch requirement. The total project amount is $302,756.

PERFORMANCE MEASURESAs part of the VAWA Project guidelines continuation grants are required to demonstrate a servicehistory of the project. The grant applications for these continuation grants provide current andprevious year's objectives including a history ofproviding services in a cost-effective manner. TheDistrict Attorney's Office has included baseline data or data for the current level ofactivity and thetarget level of activity anticipated for the projects. The Office of Budget and Evaluation willincorporate the Performance Measures outlined in the grant application into the Dallas CountyVolume III Management Report.

RECOMMENDATIONThe Office of Budget and Evaluation recommends that the Commissioners Court approvesubmission of the three continuation grant applications to CJD and authorize the County Judge tosign all related documents. The cost sharing amount will need to be included in the Dallas CountyFY2006 cash match budget.

70

Grant Budget FormLegal Name of Organization:

Title of Project:Grant Period:

Current Grant Number (If Continuation):

'v,lI'=' L1v • ,~.~ ~~ toTOJecrFrom: I to I· "'ll"\l"\r To: I

.., -

.

.

Minimum Match Percentage (If Applicable): 2.5% 1. ENTER the CJD Requested Amount: $227,000

Minimum Match Amount (If Applicable):

2. ENTER Program Income Applied to this Budget(If Applicable):

$75,667

$0Total Project Cost Amount: .... .

BUDGET DETAILPERSONNEL Salary %

Applied to theGrant CJD Funds Cash Match In:..Kind Total

Assistant District Attorney IV-will prosecute domesticviolence cases through the district courts of Dallas County.

100.00% $80,000 $5,273Investigator-will assist in the prepar9tion and prosecution ofcases through the district courts of Dallas County.

100.00%Secretary-will provide support services for the prosecution ofdomestic violence cases through the district courts of DallasCounty. 100.00%

$58,000

$43,000

$2,656

$356

$60,656

$43,356Case Worker-will provide support services for theprosecution of domestic violence cases through the districtcourts of Dallas County and to the victims of domesticviolence related to the cases prosecuted.

Volunteers will provide 4420 hours at $15.00 per hour.

CONTRACTUAL ANDPROFESSIONALSERVICES

TRA'VELANDTRAINING

EQUIPMENT

SUPPLIES AND DIREC]OPERATINGEXPENSES

INDIRECT COSTS .(thEfDirect Costs AgaiostVVhich the IndirectRateisCharged)

100.00% $46,000 $1,171

$66,300

CJD Cash In-Kind

CJD Cash In:..Kind

CJD Cash In..Kind

CJD Cash In-Kind:

CJD Direct Match DirectCosts Costs lodirectRate

$47,171

$66,300

Total$0

]otal$Q

Total$0

Total$0

]otal$0

BUDGET SUMMARYBUDGET CATEGORIES CJD CASH IN.;KIND TOTAL

PERSONNELCONTRACTUAL AND PROFESSIONAL SERVICES

$227,000$0

$9,456 $66,30.0$0 $0

$302,756$0

TRAVEL AND TRAINING $0 $0 $0 $0EQUIPMENT $0 $0 $0 $0SUPPLIES AND DIRECT OPERATING EXPENSES $0 $0 $0 $0

TOTAL DIRECT COS]S: $227,000 $9,456 $«)6,300 $302,7~6

INDIRECT COSTS $0 $0 $0 $0TOTAL: $227,000 $9,456 $66,300 $302,756

$75,75625.02%

$0.00 Actual Total Match:I----~~-=-=-=_:_----i

Actual Match Percentage Applied to this Budget:

Page 1 of 1 Budget Form

71


Title of Project:Grant Period:

Current Grant Number (If Continuation):

vallas ljoumy

1't;~IVIICll IICIII"II~ CVVI~;lldlVI

From: 9/1/2005WF';04-V30-13429-07

To: I

Minimum Match Percentage (If Applicable): 25% 1. ENTER the CJD Requested Amount: $80,000

Minimum Match Amount (If Applicable): $26,6672. ENTER Program Income Applied to this Budget

(If Applicable): $0Total Project Cost Amount: "'''1"1'' ,.,....

BUDGET DETAIL

PERSONNEL Salary %Applied to the

Grant CJD Funds Cash Match In-Kind TotalRegional Training Coordinator-will direct the training effort inthe region in the area of domestic violence. 100.00%Part-time Intern-will assist all family violence division staff incoordinating training efforts and in the protective orderprocess. 100.00%Part-time Intern-will assist all family violence division staff incoordinating training efforts and in the protective orderprocess. 100.00%

$46,139

$11.820

$11.821

$3,791

$724

$724

$49,930

$12~544

Volunteers-assist Regional Training Coordinator plan andschedule conferences and trainings: assist with theProtective Order Prosecution process: conduct speechesand trainings for 1413 hours at $15.00 per hour.

CONTRACTUAL AND PROFESSIONALSERVICES

TRAVEL AND TRAINING

EQUIPMENT

SUPpLIES AND DIRECT OPERATING EXPENSES

$21,195

CJD Cash In- Kind

CJD Cash In-Kind$10.220 $380

CJD Cash In..Kind

CJD Cash In..Kind

$21,195

Total$0

Total$10,600

Total$0

Total$0

INDIRECT COSTS (the DirecfCosts AgainstWhich the Indirect Rat¢.isChargedl

CJD DirectCosts

Match DirectCosts Indirect Rate Total

$0

Bl..lDGETSUMMARYBUDGET.CATEGORIES CJD CASH IN-KIND TOTAL

PERSONNELCONTRACTUAL AND PROFESSIONAL SERVICES

$69,780$0

$5,239 $21,19S$0 $0

$96,214$0

TRAVEL AND TRAINING $10,220 $380 $0 $10,600EQUIPMENT $0 $0 $0 $0SUPPLIES AND DIRECT OPERATING EXPENSES $0 $0 $0 $0

TOTAL DIRECT COSTS: $80,000 $5,619 $21,195 $106,814INDIRECT COSTS $0 $0 $0 $0

TOTAL: $80,000 $5,619 $21,195 $106,814$26,81425.10%

$0.00 Actual Total Match:t--------'="='~_::_:_----I

Actual Match Percentage Applied to this Budget:


72


Title of Project:Grant Period:Current Grant Number (If Continuation):

Dallas County

Protective OrderProsecutorFrom: 9/1/2005

WF-04-V30-13430-07To: 0''''''·'''''''''''''

Minimum Match Percentage (If Applicable): 25% 1. ENTER the CJD Requested Amount: $80,000

Minimum Match Amount (If Applicable): $26,6672. ENTER Program Income Applied to this Budget

(If Applicable): $0Total Project Cost Amount:

BUDGET DETAIL

PERSONNEL Salary %Applied to the

Grant CJD Funds Cash Match In-Kind TotalAssistant District Attorney V - ADA V - will interview, assistin the" protective order process, handle emergency protectiveorder requests, provide information, safety plans & referalsto victims of domestic violence.

100.00% $80,000 $5,420

Volunteers will provide 1433 hours to victims of domesticviolence the same level of service as the prosecutor at arate of $15 per hour.

CONTRACTUAL AND PROFESSIONAL SERVICES

TRAVEL AND TRAINING

EQUIPMENT

SUPPLIES AND DIRECT OPER.ATING EXPENSES

$21 ,495

CJD Cash In-Kind

CJD Gash In"Kind

CJD Cash In-Kind

CJD Cash In'-Kind

$21,495

Total$0

Total$0

Total$0

Total$0

INDIRECT COSTS (the Direct Costs AgcHl1stWhich the Indirect Rate is Charged)

CJD Direct Match DirectCosts Costs Indirect Rate Total

$0

BUDGET SUMMARY

BUDGETCATEGC>RIE$PERSONNELCONTRACTUAL ANDPROFESSIQNALSERVICES

CJD$80,000

$0

CASH IN~K1ND

$5,420$21,-49$$0 $0

TOTAL

$0TRAVEL AND TRAINING $0 $0 $0 $0EQUIPMENT $0 $0 $0 $0SUPPLIES AND DIRECT OPERATING EXPENSES $0 $0 $0 $0

TOTAL DIRECT COSTS: $80,000 $5,420 $21,495 $106,915INDIRECT COSTS $0 $0 $0 $0

$106,915$26,91525.17%

$5,420$21,495$80,000$0.00 Actual Total Match: ......---~~~----I

Actual Match Percentage Applied to this BUdget:

TOTAL:


73

Dp~LL.(t\S COlJNTYOFFICE OF BUDGET AND EVALUATION

February 9, 2005

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ryan Bro~UdgetOfficer

Ronica L. Watkins, Budget & Policy Analyst

Acceptance of Award for DIVERT from the City of Dallas

CJrJl

-0~.

....--:." -

~..:-J ---1C.)-<c::::::0.~

BackgroundThe City of Dallas applied for grant funds available from the U.S. Department of Justice, Bureauof Justice Assistance made through the 2004 Local Law Enforcement Block Grant. As a part oftheir approved budget the City of Dallas has included the Dallas County DIVERT program. TheCity of Dallas has notified Dallas County DIVERT Program of a grant award in the amount of$75,000. A resolution has been passed by the City awarding Dallas County with the funds. TheDistrict Attorney's Office is developing an agreement outlining the criteria upon acceptance ofthe award. The purpose of this briefing is to request authorization to accept the award.

Operational ImpactThe purpose of the grant is to provide funding to improve the DIVERT Court's case managementand monitoring systems. DIVERT currently relies on a variety of systems to provide casemanagement and to monitor progress of clients. None of the systems interact with one another,resulting in inefficiencies in the handling of cases and inconsistent recommendations forsanctions and treatment.

Implementation of a case management system will allow for consistent sanctions to be imposedamong all clients. Currently, sanctioning information is kept in each client's folder, makingreviews of all sanctions for statistical or reference purposes difficult. An additional benefit tohaving a case management system will be the ability to collect information about theeffectiveness of various treatment options. Data will be collected that can be used to comparethose persons that graduate with minimal problems during the program to those that experiencesignificant problems. Understanding which treatment options were used primarily for each courtcan lead to an improved success rate for all clients.


74

A briefing has been submitted to Rodney Christian, Acting M.I.S. Director, outlining the need forthe case management system and how it aligns with the Dallas County integrated justice systeminitiative.

LegalThe program manager has been attempting to centralize the data to ensure compliance withHIPAA, but because of the limited amount of controls in place it is becoming increasinglydifficult. Currently, sanction information is kept in each client's folder, making reviews andcompilation of datafor statistical or for reference purposes difficult.

Fiscal ImpactThe grant award is for $75,000. There is no cash match required for the grant. This grant doesnot allow for indirect cost recovery. The approved grant budget is for a case management system($50,000), eye scanner ($15,000), and workstations ($10,000). The disbursement of the grantfunds are reimbursed upon receipt of the invoices.

The eye scanner equipment is a pilot project for one year to see ifit helps improve the program'sdrug detections and if it is cost effective for DIVERT. The funds used for the equipment is notintended to pay for the equipment entirely, but will supplement the current urinalysis budget.

The funds for the workstations will be used to replace the panels that separate the case managers.The panels are not stable and tend to fall down. The workstations will provide the client withmore privacy during their sessions.

RecommendationThe Office of Budget and Evaluation recommends that the Commissioners Court approveacceptance of the grant and authorizes the County Judge to sign all related documents.

Jan-13-05 09:00am From- 75T-Z33 P OZ/OZ F-780

COUNCIL CHAMBER

o 4:;3·~: c 7December 8,2004

WHEREAS. the City of Dallas applied for grant funds available from the U.S.Department of Justice. Bureau of Justice Assistance, made through the 2004 Local LawEnforcement Block Grant: and

WHEREAS, on August 11, 2004, pursuant [0 resolution numbers 04-2312 and 04-2313.City Council authorized the City of Dallas to hold a public hearing and apply for the2004 Omnibus Appropriations Local Law Enforcement Block Grant from the U. S.Department of Justice, Bureau of Justice Assistance; Resolution Number 04-2578authorized acceptance of the grant; and

WHEREAS, Dallas County will receive funding for the Diversion and ExpeditedRehabilitation and Treatment program (DIVERT) to improve the DIVERT Court's casemanagement and monitoring systems; and

WHEREAS, the DIVERT Court Program will provide non-violent offenders immediateintervention through a pre-trial diversion into a supervised program of treatment andother seJ"lices; and

WHEREAS, it is in the best interest of the City of Dallas to support such funding; NowTherefore. '

BE IT RESOLVED BY THE CITY COUNCil OF THE CITY OF DALLAS:

Section 1. That the City Manager or designee be and is hereby authorized to enter intoan agreement with Dallas County to provide funding for the DIVERT Court Program toimprove the DIVERTCourrs case management and monitoring systems.

Section 2. That the City Controller is hereby authorized to pay an amount not toexceed $75,000 from Fund F063. Agency DPD, Org 0138, Object 3642 EncumbranceNumber PX0138CR01B Commodity 95205, Vendor Number 014003T.

Section 3. That this resolution shall take effect Immediately from and after its passagein accordance with the Charter of the City of Dallas. and it is accordingly so resolved.

'.

I'PPAow[D 62"£1'0 Of DEPAATMEt4T

APPROvED

76

DALLAS COUNrry .... i ':.:;,

OFFICE OF BUDGET'IA-ND E;Y4\MeATION0:1 -9 ni li' U

February 9,2005

TO:

THROUGH:

FROM:

SUBJECT:

Commissioners Court

Ryan BrouQBudget Of£ke~

Carlo P. Pacot~Budget and Policy Analyst

County Auditor's Request for Additional Grant Audit Positions

BackgroundWhen the District Judges approved the County Auditor's FY2005 Budget they included two newGrant Auditor positions. The County Auditor did not request COminissioners Court funding forthese positions pending a detennination that the positions were needed. The Auditor's Office isnow requesting Commissioners Court approval for two Grant Auditor positions (attachment).

The purpose of this briefing is to make a recommendation to the Commissioners Court regardingthe Auditor's Office request.

Operational ImpactThe last increase in Grant Audit staffoccurred in 2000, when one auditor was added to auditvarious Juvenile grants. Since that time there has been a significant increase in the number andcomplexity of grants. The grant areas with the largest increase have been homeland security .including bio-terrorism, juvenile programs including Charter School, Section 8 and Ryan White.The increase in the number and complexity of grants has increased the grant audit staffworkloadin the areas of audit oversight and reporting. One way to measure the increase in grants is to lookat the number of employees funded by grants. The number of employees funded by grants hasincreased 60% from 399 full time positions in FY2001 to 639 in FY2005. Another way tomeasure the increase in grants is to look at the amount of grant dollars received. For FY2005Dallas County will receive $105.4 million in grant funds compared to $52 million in FY2000.

In addition to the increase in the number and complexity ofDallas County grants the grantoragencies (Federal and State) have increased the scope of their monitoring and audits ofgrantees.In addition, Dallas County's outside auditor has placed additional emphasis on auditing grants.The result has been several instances where audit findings have occurred and corrective actionwas necessary.


77

The County Auditor created a Unit of Work formula that sets the full time workload at 1,500work units per full time financial Auditor. As of September 30,2004 the Auditor's Officedetermined the total unit-of-work to be 13,562 points. There are currently seven grant auditorsauthorized and funded, excluding the Grant Manager. According to the Unit of Work formula,the optimal staffing level should be nine positions (13,562 work units/l,500 = 9). The Office ofBudget and Evaluation reviewed the Auditor's Unit of Work formula and found it to be verydetailed and complex. A review ofthe grant audit section of the Auditor's Office showed that insome areas they are up to six months behind. The addition, of two internal auditors will allowthe Auditor's Office to review grant guidelines and monitor grants timely.

Fiscal ImpactThe cost including fringe benefits for two full time Internal Auditor ill, grade G positions is$110,662 annually. As these are grant auditor positions it is not unusual for the grants to pick upsome or all of the cost as part of the grant's indirect cost or directly fund the positions as is thecase in several Dallas County grants. The Juvenile, Health and Human Services and Office ofSecurity and Emergency Management departments were approached to determine if they couldfund part of the increased audit costs. The Juvenile and Health and Human ServicesDepartments were able to each contribute $25,000 towards the cost of the positions throughincreased indirect cost. The proposed funding for the position is General Fund, UnallocatedReserves with increased indirect cost recovery of$25,000 from Charter School (JuvenileDepartment) and $25,000 from Section 8 (Health and Human Services Department).

RecommendationThe Office ofBudget and Evaluation recommends that the Commissioners Court authorize twoInternal Auditor ill, grade G positions. These positions will be referred to the HumanResources/Civil Service Department for review of the appropriate classification.

78

DALLAS COUNTY AUDITOR

TO:

FROM:

SUBJECT:

DATE:

CC:

RYAN BROWN, DIRECTOR OBE

VIRGINIA PORTER.,,>!....:: ... ,_ .. c~.,

GRANT OVERHEAD COSTS~OF WORK. -../

11/29/04

HON. JUDGE EVANS, LAD]

We are presenting workflow criteria and assumptions developed to establish staffing requirementsfor grant auditors. A unit of work method quantifying the required financial audit/accountingworkload has been developed. That unit of work is a significant part of the grant overhead costsincurred by Dallas County. Although those costs mayor may not be recovered from the grantor,core duties/staffing for the financial grant monitoring section require continual assessment forfinancial risks of the grant activity and adequacy of staff training and staff availability.

Annual budget development currently includes a projection of staffing needs based on the workflow.Periodically we' will propose Commissioners Court funding approvals for additional grant auditorstied to the unit of work and the District Judges' annually approved budget positions. Thecontinuation, deletion or addition of grants by the Commissioners Court effect the audit staffinglevel. Generally, overhead or indirect cost recovery from the grantors may be expected to offset costof this required staffing.

Unit of work - financial auditors

The unit of work allocation method for fmancial grant auditors assigns points to all gra'nts rangingfrom 1-10 points for ten categories depending on complexity of the category. Individual grantsreflect points ranging from 4 to 520, but an average grant allocation approximates 50 points.

Work level effectiveness of employees was tested over a two year period using assignments, auditresults, overtime requests and general ability to establish a full time workload at 1,500 points peremployee. During any year, productivity levels may fluctuate with staff working up to 125% ofnormal scheduling during peak periods without triggering a need for additional staff. But when thecon1bined workloads continually exceed 125%, a new employee is warranted.

Expenditures, scope and workload associated with grants fall into specific categories. Althoughworkload cannot be determined without consideration of specific grantor criteria or associated riskelements, historical estimates can be used to assign points to the following categories for every grant.The following matrix lists the categories and criteria for assigning points.

Dallas County AuditOr, 509 Main, Suite 407, Dallas Texas 75202 Telephone 214/653-6472, Fax 214/653-6440

Grant Overhead Costs & Unit of Work

11/11/04

79

I Amount of award 1 point= each $100,000 Oversight responsibility. Inherent riskMaximum points = 10 assoc. with award amt.

Set-up effort opoints = admin only Reading, contracts and grant applications10 points = new grant to understand purpose of and grantor5 points = renewal requirements an~ establish audit criteria.

_.__..--_._.._-~- ----- Maximum points = 10Contract 1 point = each subcontract Subcontracting requires additionalExpenditures Maximum points = 10 contract review and parallel monitoring.

Risk environment 1 point = each degree of complexity Risk accessed by complexity, specialMaximum points = 15 requirements, fraud potential

Payroll/employee 2 point < 10 direct employee Employees directly charged require less4 points> 10 direct employee monitoring. Work effort increases with6 points < 10 reclass journal/year moving or allocating expense.8 points> 10 reclass journal/year10 points special allocation journalMaximum points = 10

Capital assets 1 point = consistent with county policy Capital asset limits consistent with county3 points = special requirements & low policy requires less special handling andvolume tracking5 points = special requirements & highvolumeMaximum points = 5

, Desk Audits Low volume non-complex = 1 pt. Volume and complexity of transactionsMed. volume non-complex = 2 pt. approved on monthly expenditures,:High volume non-complex = 3 pt.Low volume complex = 2Med. volume complex = 4:High volume complex = 6Indirect cost calculation = 2Interest calculation = 2Maximum points = 10

I Field Audits 20 points = each agency Extensive time consuming work

INo maximum points performed off-site for sub-recipients

2

80

Grant Overhead Costs & Unit of Work

11/11/04

Reports Review/Prepare monthly = 1 point Monthly and quarterly reports preparedReview/Prepare quarterly = 3 points or reviewed Requests for funding plusCloseout- 1 line = 1 point Final close-out/liquidation periodQose.;out salary & benefits = 2 points reports, Special audit.Close-out salary & benefits +5 or <lines = 5 pointsClose-out salary & benefits + >5 lines= 8 pointsMaximum points = 20

Year end 1 point = each $100,000 Preparation for year-end Single Auditreconciliations No maximum Report accounting, accruals (revenue and

expenditure) separating grantorexpenditure from match and identifyingpass-through dollars to subrecipients.

Staffing and unit of work rates as of September 30, 2004 are:

p'A'T·tIt e sSlgnment omtsAudit Manager I Grants Manager

Unallocated work units 95

Ryan White

Grants Audits coordinator (1) Senior level 6,847Internal Auditor III (2) Field staff (2)

Juvenile & CDBG

Grants Audit Coordinator (1) Senior level 3,160.Internal Auditor III (1) Field staff

Health and other

Internal Auditor II (2) Desk audits 1,6991,761

Full time workload is set at 1500 per financial auditor.

The total points currently allocated are 13,562 divided by 7 staff (excluding manager) averages 1,937per employee.

3

8 1

Grant Overhead Costs & Unit of Work11111104

Optimum staffing for this work level requires 2 additional staff. (13,562/1,500= 9.0)

Maximum staffing allows for 25% temporary fluctuations and indicates .2 extra help needed.( 13,562/ [1500~:-.25=1875] = 7.2)

Current unit work levels are not temporarily inflated but rather indicative of critical audit risk due toprocedural inefficiencies, fraud, subrecipient director/auditor turnover and increasingly complexgrantor conditions. Failure to appropriately staff or provide flexibility within the work unit can leadto questioned costs and/or lost grants and "qualified" audit reports from external auditors.

The FY2005 budget approved by District Judges includes two contingent grant positions with zerodollars funded. A minimum of one additional position should be funded now and considerationgiven to funding the second position after FY2005 active grants are reviewed recertifying unit ofwork points.

Overhead costs

Financial overhead costs related to ongoing grant aCtlVIty such as application, processing,monitoring, analysis, and general use/oversight vary significantly for types of grants. Althoughindividual risk and reporting .• criteria may skew average costs, historical data suggests overhead costsfor grant types may be estimated as follows:

Grant Type Estimated Overhead

Payroll 30% of base salary

Equipment 5 % of total award

Pass- through 5 % of total award

Grantors delineate as a budget line item the specific operational costs approved by the grant, butlimit reimbursement at different levels for overhead costs. Overhead costs may be subdivided asdirect or indirect in nature. There is no consistency in the level/method of reimbursement amongstgrantors. A general definition of overhead divisions is:

Direct: - Audit, Accounts Payable/Payroll processing, Information Technology support

Indirect - Legal support, Purchasing support, Building/Equipment usage

4

82

Grant Overhead Costs & Unit of Work11111104

Decisions to apply for and to accept grants should include a review of associated costs and budgetimpact. Several support departments can absorb increased workflow without incurring additionalcosts, but volume affects all departments eventually. In order to access staffing impact for acceptanceof new awards, completion of the following matrix is recommended for each grant application:

Grantor AgencyAward AmountIndirect/direct management cost recoverable?? .................... , ......................... y'es ... noMethod of Recovery for Overhead Grant- County- County- In Kindoverhead -direct or indirect. Cost funded funded funded Contribution(operations costs listed Projections Indirect Match Absorbedelsewhere) Cost Cost Dept budget

Direct Cost: Basis Estimate Estimate Estimate Estimate

External Audit $5,000 $ $ $Internal Audit $20/pointAP/PY processing $5/check

, IT support vanes

Indirect Cost: Basis Estimate Estimate Estimate Estimate

IT support Varies $ $ $ $Purchasing supportLegal supportBuilding/equipment use

Budget Projection:Payroll type - 30 % $Equipment type - 5 % :1-

Passthrough type - 5 % :1-

Other / mixed - - 5%e:'consider weighted for risk)

The' above matrix supports an estimate of overhead costs associated with a new or ongoing grantsand denotes whether those costs are grant funded or county funded. It does not, however, define theunit of work or complexity of the grant. We will endeavor to maintain process efficiencies inauditing/accounting for grants and recommend staffing changes according to the unit of work pointallocations.

Conclusion

Several policies are in place that effect grant awards and staffing. The County fmancial policiesinclude limits on grant revenues as funding sources. Federal circulars mandate and specify types of

5

83

Grant Overhead Costs & Unit ot Work

11/11/04

audit steps for both the grantee and the grantee's auditors. Grantor award conditions determineavailability of and use of indirect cost. Commissioners Court evaluates each award and considersassociated costs along with benefits. The County Auditor commits to efficient/timely monitoringprocesses and feels the unit of work point allocation is a fair method of determining staffing levels.

We delayed requesting funding for a conditional grant auditor, which had been authorized in theCounty Auditor's budget hearing the last two fiscal years, until we had developed and tested theworkload criteria. Although the number, dollar amount, complexity, and associated risk of grantfunds continued to grow during that period, the number of grant auditors remained the same.Questioned costs from external and internal sources have skyrocketed. At this time, in order toproperly monitor grant activity and compliance, we request funding for one conditional grant auditor.If workload decreases and no longer supports the position, the position would be eliminated.

Funding one additional grant auditor (Internal Auditor III) is justified by unit of work pointallocation and is recoverable through indirect cost reimbursement. If you concur with thejustification of additional funding, please submit for a budget amendment.

6

84

DALLAS COUNTYCOMMISSIONERS COURT ADMINISTRATIONDan Savage, Assistant Administrator for Operations

.,. ! ('i '(

coun Tr, r- (" r-, ,• 3U::' - j rTf ",: 03

February 15, 2005

To:

From:

Subject:

Commissioners Court

Dan SaVag~istant Administratorfor Operations

Contract Negotiation for new Parking Garage

BACKGROUNDFive proposals were received for the construction of the new undergroundparking garage on Founders Plaza next to the Records Building. Staff briefedthe Court on December 14, 2004 on the ranking of the five proposals. Thos. S.Byrne was the highest ranked firm that met the preferred evaluative criteria setforth in the plans and specification. On December 21, 2004, by Court Order2004-2319, the Commissioners Court authorized staff to enter into negotiationswith Thos. S. Byrne to establish a final contract scope of work and price.

With the assistance of the Jacobs Facilities design team, staff has evaluated aseries of value engineering changes proposed by Thos. S. Byrne and has foundthat five are acceptable changes. The deductive value of these five changes is$252,310. In addition, staff and the Jacobs Facilities design team have workedwith Thos. S. Byrne to refine the scope of work and establish a price for therelocation of the elevator and construction of the tunnel from the first-level of theunderground parking garage into the basement of Records Building. Thisadditional work will cost $237,655. Attached to this briefing is a letter withattachments from Thos. S. Byrne describing these modifications with both thescope of work and price for these modifications to the firm's original proposal.Also, because of the elimination of one of the plaza elevators, the elevatordeductive .item of $95,100 needs to be taken. There is an optional item forrevisions to the cement finishing that the County may choose to take later in theconstruction time period. The value of the additional work for the tunnel minusthe five value engineering changes and elimination of one elevator that arerecommended reduces the total contract price to $11,760,245.

Dallas County Administration Building411 Elm Street, 3rd Floor Dallas Texas 75202-3317

e-mail: dsavage@dallascounty,org

Telephone (214) 653-7650Fax (214) 653-6517

85

IMPACT ON OPERATIONSThe value engineering changes will not detract from the functionality of theparking garage. They will also provide for flexibility in the final design of theplaza improvements. The addition of the tunnel into the Records Building willprovide a continuous underground pathway all the way to the George Allenbuilding.

FINANCIAL IMPACTThe revised project construction cost is within the budget allocated for this work.This project will be funded with proceeds from the sale of parking garagerevenue bonds. The account number for this project is:0430.0.08210.2004.0.70132 (Parking Garage Construction, FY2004 ParkingGarage Bonds).

LEGALThe Civil District Attorney's office has prepared the draft contract (AlA DocumentA101-1997 as modified by Dallas County). The AlA Document A201-1997 asmodified by Dallas County that governs "general conditions of the contract forconstruction" will be attached to the contract documents.

MIWBEAttached is an updated M/WBE participation report.

RECOMMENDATIONStaff recommends accepting the revised proposal from Thos. S. Byrne which

. incorporates five value engineering changes, plus the additional work for theelevator relocation and tunnel construction at a total cost of $11,760,245. If theCommissioners Court concurs a Court Order will be prepared for the Court'sconsideration at the next regular meeting.

Recommended by:

t Admihistrator for Operations

Attachments

86

I~IBYRNTHOS. s. BYRNE. GENERAL CONTRACTORS.....iii!"

2777 Stemmons Frwy. Suite 998Dallas, Texas 75207214.267.0920Fax: 214.267.0926www.tsbyrne.com

February 7, 2005

Mr. Dan Savage - Assistant AdministratorDallas County - County Administration Building411 Elm Street, 3rd FloorDallas, Texas 75202-3301

RE: Dallas County Underground Parking Garage

Dear Dan,

Thos. S. Byrne is very pleased to make the attached offer to Dallas County for Modifications tothe Original Proposal submitted 9/23/04. I tried to make the Offer an extension to the originalproposal. I hope it is satisfactory. I have attached the following documents:

Offer Sheet (two pages)Addendum 5 Estimate SummaryAlternate Shoring System Monitoring DescriptionUpdated WMBE Participation Form

Thank you for your confidence in Thos. S. Byrne. We are very excited to be able to beginanother project with you and Dallas County.

Sincerely,

Mic ael LoinetteVice President/ChiefestimatorT.S. Byrne Management, Inc.General Partner

cc: Mr. David White, III - Jacobs Facilities, Inc.Damon NormanBobby SnyderChas FisherOwner File

Attachments

87

Additions to SECTION 00300

OFFER SHEETSPECIFICATIONS BID NO. 2004-127-1553

OFFER FOR LUMP SUM CONTRACT FOR: UNDERGROUND PARKING GARAGEPROPOSAL OF: THOS. S. BYRNE, LTD. Hereinafter called "OFFERER" doing business as GENERALCONTRACTOR

TO: THE DALLAS COUNTY PURCHASING AGENTRECORDS BUILDING, 6TH FLOOR.509 MAIN STREET, ROOM 623DALLAS TEXAS 75202

HONORABLE COUNTY JUDGE AND COMMISSIONERS:

The Offeror, in compliance with the previously submitted porposal, and in compliance with the post bidAddendum 5, hereby proposes to furnish all labor, materals, services, equiment aan documents, within the timeset forth herein and that tha price stated thereinafter, to cover all expensees incurred in the performance of thework required under the Contract Documents of which this proposal is a part.

DEDUCT -$102,000DEDUCT -$23,010

-$8,000

-$60,000

-$59,300

$237,655

DEDUCT

DEDUCT

DEDUCT

In addition to alternates 1 though 5, as stated in the original proposal of 9/23/05, The Offeror proposes to makethe following modifications:

1 Add the tunnel connection to the Records building and make associated revisions to ADDthe Underground Parking Garage as required and identified by Post Bid Addendum5.

2 Provide an alternate shoring and monitoring system. See Separate Exhibit fordetails.

3 Revise the cement finishes for formed surfaces:a. Delete the reuirement to water or sand blast painted concrete surfaces.b. Delete the requirement to grout clean the Smooth Formed Finishes at soffits.c. Delete the requirement to grout clean the Smooth Formed Finishes at walls andcolumns.

4 Delete one level (uppermost) of colurym reinforcing couplers and extend thereinforcing bars.

5 Delete all fill above the roof line (from curb to curb).6 Delete all sidewalks.

SUM TOTAL OF REVISIONS DEDUCT -$14,655

-~;Dallas County Engineering Project ManagementUnderground Parking Garage

217120051-2

88

In addition, the Offeror proposes the following options for future consideration (pending timely approval withinthe construction schedule of the Underground Parking Garage:

1 Provide additional revision to cement finishes by revising soffit finishes from Smooth DEDUCT -$21,700Formed Finishes to Rough Cast Forms (Paragraph 3.9A, Specifiction Section03310).

RESPECTFULLY SUBMITTED,

FEDERAL TAX IDENTIFICATION NUMBER: 75-0743673

Dallas County Engineertng Project ManagementUnderground Parking Garage

Additions to SECTION 00300

2f1120052-2

Dallas County Underground Parking GarageThos. S. Byrne, Ltd.

89

February 3, 2005

Addendum 5 Estimate Summary Tunnel Add. Garage Rev. TotalAddendum 5

1 General Conditions 4,800 0 4,8002 Temporary Conditions 945 0 9453 Temporary conditions required to make ready for construction will be done by the county.4 Tower Crane Negligible 0 0

5 Excavation &Shoring 61,800 0 61,800

6 Fill & Backfill In above 0 07 Erosion Control (Maintain) No change 0 08 Saw Cut & Removal of Existing Concrete 3,001 0 3,0019 Temp Shore at Exist Records Building Perimeter Wall is Not Included. This wall is believed

to be self supporting, spanning piers.10 Dewatering No change No change 011 Monitor Ground Support and Dewater No change No change 012 Foundation Earthwork 622 0 622

. 13 Steps, Foundations 2,137 0 2,13714 Drilled Piers 0 2,422 2,42215 Site Utilities 0 6,980 6,98016 Concrete Formwork (credit for PH) 14,934 -2,346 12,58817 Reinforcing Steel Material 9,000 -150 8,85018 Reinforcing Steel PlacefTie 2,640 0 2,64019 Concrete Materials (net -16cy) 6,804 -960 5,84420 Concrete Place & Finish 3,367 -782 2,58521 Embeds & Grout 933 0 93322 Post-Tensioning Material 0 0 023 Post-Tensioning Place 0 0 024 Masonry 7,722 -11,080 -3,35825 Handrail & Wall Rail 3,619 0 3,61926 Rough Carpentry (temp. protect) 1,202 0 1,20227 Bentonite Waterproofing 7,432 0 7,43228 Glazing 10,000 6,700 16,70029 Plaster 7,840 0 7,84030 Gypsum Board By County 0 031 Acoustical Ceilings By County 0 032 Resilient Flooring By County 0 033 Painting By County -554 -55434 Louver 0 400 40035 Signage 125 0 12536 Fire Sprinkler System 0 0 037 HIC Stairway Lift 31,375 0 31,37539 Plumbing & HVAC 0 25,280 25,28040 Electrical 2,830 -1,950 88040 Telecommunications Audiol Video 0 0 0

42 SUBTOTALS 183,128 23,960 207,08843 General Liability 1,261 165 1,42644 Builder's Risk By owner By owner By owner

45 Owner's Protective [Rate per 1001 12,610 1,650 14,259

46 Professional Dues 1,051 137 1,188

47 TOTAL COST 198,049 25,912 223,96248 GC Bond 2,102 275 2,377

49 Fee 10,008 1,309 11,317

50 TOTAL 210,158 27,497 237,655

90

Dallas County Underground Parking GarageThos. S. Byrne, Ltd.

February 7, 2005

Alternate Shoring Instrumentation and Monitoring Program.

1 Tiltmeters will be located on Records Building at intervals not to exceed 50ft. Tiltmeterreadings will be taken weekly.

2 Crackmeters will be installed on shoring system and adjacent structures as required.Frequency of crackmeter readings will be as required.

3 Inclinometers (3 each) will be equally spaced along Records Builidng (west) side ofshoring. (Will provide a drawing showing the layout.) Frequency of inclinometer radingswill be weekly.

4 Survey monitoring points will be established along the perimeter of the shoring andselected adjacent structures. Survey shots will be conducted weekly.

2004-127-1553PROJECT NUMBER

2. MBEIWE PARTICIPATION REPORT

Dallas County Parking GaragePROJECT TITLE

$11,870,000(The amount above should equal the total amount as shown on the bid sheet.)

#2004-127-1553

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

Name of MBEIWBE NCTRCA* Certification # Phone # S IM** Description of Work Amount %

Rollins Construction 16048 214.520.0404 S Fencing Misc. Finish $60,000 0.5%- - work. Two companies will

Alliance Interiors BMMB21627T0105 214.520.0404 S JV. $60,000 0.5%Creed Construction, Inc. BMMB24564N1005 682.518.8835' S = Masonry $110,000 0.9%E3 Contract Consultants, Inc. BMDB25434N1205 817.207.0024 S Misc. concrete work $50,000 0.4%Copeland Concrete BMMB25241N1205 214.942.6738 S = Place and Finish Conc $154,477 1.3%WAI Wize LLP BMDB22311Y0305 214.221.2305.§... _ Emergency Telephone $72,803 0.6%North American Electrical BMMB20561 Y0904 817.238.7738 S Electrical (JV w/Premier) $212,000 1.8%

(SUb Total 7vendors $719,280 6.1%1United Reinforcing HMMB21500N005 214.943.7113.§... _ Reinforcing Erection $360,370 3.0%Carrco Painting HMMV21447N0105 972.485.0069.§... _ Painting $139,341 1.2%Texoma Industrial HMMB22422N0305 903.463.1676 M Pipe Insulation $7,000 0.1 %

ISUb Total 3 vendors $506,711 4.3%1Westbrook Construction Co. WFWB23087Y0605 214.688.0491 S Formwork $1,050,000 8.8%Rebar Services Inc. WFDB2186Y0205 817.483.4603 S =Reinforcing Fabrication $1,065,000 9.0%AJK Plumbing Supply WFDB1690Y1003 972.484.9761 _!L Pipe (Fire and Plumbing) $70,000 0.6%

9 Premier electric WFWB18815N0804 817.831.7879 S Electrical (JVw/ NAE) $318,000 2.7% ,

(f)-'.

Subtotal

Total

Prime Contractor MBE Identification:

4 vendors

14 vendors

$2,503,000

$3,728,991

21.1%

31.4%

GC's, carpentry, Temp.Thos. S. Byrne, Ltd. Self Protection, Demolition,Performed Work HMMB2115Y1204 214.267.0920 GC Concrete $2,570,000.00

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

COMPLETE THIS PORTION OF THE FORM WITH DATA ON YOUR COMPANY

21.7%

/'

N.A.M... E.. 0.F. ,'fOU.R.,"\. kS...\~.N'-5S..~'i's. S. EJYrne, L!t .' . // /' [/ / .., _.--,,' ,I t

") '. / /. ,,' LJD.'.../.. ..-......-:.~/F' "".'./ /, i I-' .,\...\.' /\..- .\ /v '/ \...

Michael ~oinette ,-Printed N~ of Preparer

Bid No. 2004-083-1506

ADDRESS2777 Stemmons Blvd. Suite 998Dallas Texas 75207

Vice PresidentTitle

PHONE #214.267.0920

2/7/2005Date

92

mJACOBS6688 North Central ExpresswaySuite 400, MB 13Dallas. Texas 75206 U.S.A.1.214.424.7500 Fax 1.214.696.3499

February 8,2005

Mr. Dan SavageAssistant AdministratorCounty Administration Building411 Elm Street, 3rd FloorDallas, Texas 75202·3301

RE: Dallas CountyPlaza Redevelopment and Underground Parking Garage

Dear Dan,

We have received and reviewed TS Byrne's February 7, 2005 letter that officiallydocuments their proposed value engineering suggestions as well as their offer related toour Post-Bid Addendum #5 (related to the southwest stair tower modifications and tunnel toRecords Building addition). We believe that the value engineering suggestions they havedocumented are acceptable and do not appreciably change the quality or functionality ofthe parking garage. We also believe that Byrne's price relative to Addendum #5 is fair andreasonable.

We recommend that the County accept TS Byrne's updated offer as follows:

Original Offer AmountAlternate #5 (Deletion of Elevator)Post Bid Addendum #5 (SW Stair Mods. & Tunnel)Value Engineering (6 items as proposed)Updated Offer Amount

$11,870,000($95,100)$237,655

($252,310)$11,760,245

If you have any questions, please feel free to give me a call. We look forward to beginningthe construction process with the County and with TS Byrne.

Sincerely,

7llt~David J. White III, PEManager of Operations

c: CF:F3W52000.901bidan

Jacobs Engineering Group Inc.

93

DALLAS COUNTYCOMMISSIONERS COURT ADMINR~TRATJ.Q~N·lfDan Savage, Assistant Administrator for OGer~tion~ ;.: .. ' i, '-' !

February 15, 2005

Cj -9 3: 03

To:

From:

Subject:

commissi~ersCourt"1'" -

Dan Savag ,Assistant Administratorfor Operations

Garland Kroger Building Renovation

BACKGROUNDThe City of Garland has asked Dallas County to vacate the County'sSubcourthouse and Tax Office properties in the downtown Garland area so thatthe area around the Garland DART station can be redeveloped. As part of itsinitiative the City has offered to provide a substitute facility for County offices inGarland. Last year the City of Garland purchased the former Kroger store on theblock at the northeast corner of the intersection of Garland Road and MainStreet. This is a 42,000 square foot building. Since then Dallas County hasengaged Basye Associates, Inc. to prepare a master plan and schematic layoutthat would provide a basis for the ultimate development of the building. Themaster plan study included spaces for a Tax Office, Justice of the Peace Office,Constable Office, CSCD Office, Juvenile Probation Office as well a potentialTruancy Court. A schematic layout has been prepared based on the master plancriteria and it includes space for these six functions as well as common areaspace for lobby area, restrooms for the public and staff as well as breakrooms.

The next step in the process is to develop the plans and specifications for biddingthe construction work. The traditional process would involve having the architectprepare formal, detailed construction documents that describe in detail theproduct specifications for the interior finishout work. An alternative approachinvolves the use of the design build process which is allowed as an alternativeprocurement process under state law. Because this project is largely an interiorfinishout project in a large area environment within the walls of the former Kroger

Dallas County Administration Building411 Elm Street, 3rd Floor Dallas Texas 75202-3317

e-mail: [email protected]

Telephone (214) 653-7650Fax (214) 653-6517

94

building, the design-build process offers an alternative procurement process thatmay be advantageous for the County to use.

The design-build alternative requires the preparation of a request forqualifications (RFQ) for design-build proposals. The RFQ provides basicinformation on the project site, the scope of work, and design criteria, theanticipated budget, the performance requirements and special building systems,a schematic layout, selection criteria and other information specific to the projectrequirements.

In the first phase of the two-step selection process, design-build firms are invitedto respond to the RFQ with statements concerning the team's relevantqualifications and experience, including architectural and engineeringcapabilities, past performance, and references. Cost related information is notincluded in the first phase. In the second phase, up to five design-build proposercan be interviewed and ranked according to the evaluation criteria set forth in theRFQ. Once the firms are ranked on the basis of the offeror who offers the bestvalue for the County, then the County negotiates a design-build contract with thehighest ranked design-build team. Once the contract is awarded the design-buildteam prepares detailed plans and specifications which are then subject to reviewby the County's architect and County staff.

IMPACT ON OPERATIONSThe design-build procurement strategy offers several potential advantages to theCounty on this project. First, it shortens the plan preparation timeframe andreduces the upfront design fees. Our estimate is that this will save the Countyroughly $80,000 in design fees. Second, it allows the construction teams to havemore control over the building design and constructionability process. This canproduce cost and time savings because of the design-build team's approach toproject work.

The approach is not without some risks. The County has not used this approachbefore. The two-step selection process involves more negotiation than traditionalprocurement strategies.

FINANCIAL IMPACTAttached is a proposal from Basye and Associates, Inc. which sets forth the costto prepare the RFQ for a design-build procurement. This phase of work will cost$74,889. There will be additional costs of roughly this same amount for bidevaluation, contract negotiation, review of plans and submittals and constructionadministration. Preparation of traditional plans and specifications, bid evaluation,contract negotiation and construction administration will cost roughly $230,000.The difference between the design fees for the two approaches is roughly$80,000. The overall construction cost of the project is estimated to be roughly

95

$2,670,000. This is $63.57 per square foot. This initial cost may be reduced ifthe Truancy Court space is not finishout as part of the initial project.

LEGAL IMPACTIf the alternative design-build procurement process is used, then the two-stepselection process set forth in the Local Government Code, Section 271 .119Design-Build Contracts for Facilities, will have to be followed.

MIWBEThe firm of Basye Associates, Inc. is the County's architectural services firm forthe Indefinite Quantity Architectural and Engineering Services contract. The firmis a certified MIWBE vendor.

RECOMMENDATIONStaff recommends that the Commissioners Court authorizes the use of thedesign-build procurement process for the construction work on the GarlandKroger building project and that the attached proposal from Basye Associations,Inc. for the preparation of the Request for Qualifications be accepted in theamount of $74,889. If the Court concurs a Court Order authorizing this work willbe presented at the next regular meeting.

Dan Savage, Asfor Operations

Attachments

96

Dallas County IDIQGarland Kroger Building RenovationProposal Letter To Dallas CountyJanuary 25, 2005 Page 1 of 3

January 25, 2005

Abbas Kaka, PEAssistant DirectorDallas County Engineering and Project Management600 Commerce Street, 9th FloorDallas, Texas 75201

RE: Dallas County IDIQGarland Kroger Building Renovation

Dear Abbas,

We are pleased to submit to you our fee proposal for providing additional services to theCounty for the renovation and conversion of the Garland Kroger Building to County officespace. We understand that the County would like to use a design-build deliveryapproach for the remainder of this project: This proposal outlines the scope, fee andschedule for that process.

Scope of Services

We will provide the County with Mechanical, Electrical, Plumbing, Technology,Communications, Civil, Architectural, and Structural services related to preparingDesign-Build Guidelines that the County will issue for the solicitation of design-buildteams.

Deliverables

Our services will include the completion of bridging documents, which includes drawings,narratives, and technical specifications as follows:

• We will provide Mechanical, Electrical, Plumbing, Technology, Communications,Civil, Architectural, and Structural narratives that will outline the major goals,objectives, parameters, and expectations of the County relative to each of thesedisciplines.

• We will provide drawings to a level of completion that would customarily beassociated with somewhere between Schematic and Design Developmentdocuments in a traditional delivery approach. We will include plans, sections,and schedules as required to document the County's primary objectives.

• We will provide generic technical specifications for Mechanical, Electrical,Plumbing, Technology, Communications, Civil, Architectural, and Structural thatwill outline the quality of materials and workmanship expected for the project.

• We will prepare the front end documents that detail how the design-build processwill work and how design-build teams will be selected.

97

Dallas County 10lQGarland Kroger Building RenovationProposal Letter To Dallas CountyJanuary 25, 2005 Page 2 of 3

• We will provide Project Management services overseeing the documentpreparation between disciplines and coordinating the overall project delivery

• Our services include 5 meetings with the County

In this approach we do not expect to complete mechanical, electrical, structural or civilcalculations and drawings. These elements of the project would be handled by theselected design-build team.

Schedule

We expect to take eight (8) weeks to complete the Guidelines/Bridging Documents.

Fee

We propose to provide these services for a Lump Sum Fee of $74,889. Our fee is brokendown as follows:

MechanicalElectricalPlumbingTechnologyCivilArchitecturalStructuralProject MgmtTotal

$8,262$8,262$5,508$1,035$1,377

$33,874$2,066

$14.505$74,889

If this proposal is acceptable to you, please initiate a change to our existing Agreement.Your signature below will serve as our Notice-To-Proceed. If you have any questions aboutthis proposal, please do not hesitate to give me a call.

Sincerely,

BASYE & ASSOCIATES INC.

Raymond A. Basye, Jr.President

Basye and Associates, Inc.

Name

Dallas County

Name

Title President Title

Dallas County IDIQGarland Kroger Building HenovationProposal Letter To Dallas CountyJanuary 25, 2005 Page 3 of 3

98

Date January 25, 2005 Date

99

\"'{DALLAS COlJNTY . .ENGINEERING AND PROJECT' MANAGEMENT

(l ".:56-::; '-'

February 15,2005

To: Commissioners Court

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

Through: Dan Savage, AssistantAdministrator for Operations

Subject: Frank Crowley Courts Building - Water Piping Replacement ProjectProposed Change Order No.1

BACKGROUND: A contract for replacing the leaky hot water / cold water galvanized pipingsystem in the Frank Crowley Courts Building was awarded to MIINC Mechanical Contractorsper Court Order 2004-1973 dated October 26, 2004. The construction work has started inDecember 2004 after the release of Purchase Order 164412. The project is on schedule with veryminimum of inconvenience to the facility occupants as the work is performed at evenings andnights.

During the regular construction meetings at site, it was discovered that approximately 50 ft~ ofold 8" pipe that was inaccessible during design phase has the old galvanized piping. This wascovered up and insulated at that time and needs to be replaced with the new 8" stainless steelpiping to match new piping all the way up to the outside wall. Existing old 8" gate valves willalso be replaced for reliability.

After several discussions, evaluations and negotiations, the team members have agreed that thecost proposal prepared by MIINC Company is reasonable and acceptable. (See attached letterdated February 7, 2005)

IMPACT/OPERATIONS: This additional work will maintain the integrity of the buildingpiping intact for many years.

LEGAL: This change order amends the original contract for construction as provided for in theGeneral Conditions of the Contract for Construction, Article 7, Changes in the Work.

MIWBE INFORMATION: N/A

FINANCIAL IMPACT: The total cost of proposed Change Order No.1 to the contract is$11,869.00. Funds are available in Fund 126.0.0.2005 (Permanent Improvements, Year 2005).

Total Contract AmountProposed Change Order No.1Total Revised Contract Amount

$836,107.00$11,869.00

$847,976.00George L. Allen Sr. Courts Building600 Commerce St., 9th Floor, Suite 900 Dallas, Texas 75202-6633

E-mail: [email protected]

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

100

Commissioners CourtFebruarv ]5.2005

- 01 '

Frank Crowley Courts Building - Water Piping Replacement ProjectPage 2

RECOMMENDATION: It is recommended that the Commissioners Court approve ChangeOrder No.1 for additional work in the amount of $11,869.00 to be issued to MIlNC MechanicalContractors and the County Judge be authorized to execute the appropriate contract documents.

APprov~~ ~.

George L. Allen Sr. Courts Building600 Commerce St., 9th Floor, Suite 900 Dallas, Texas 75202-6633

E-mail: [email protected]

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

101

~1WINC.MECHANJCAlCONTRACTORS

February 7, 2005

Dallas CountyDepartment of Engineering & Project ManagementGeorge L. Allen, Sr. Courts Building600 Commerce Street, 9th FloorDallas, Texas 75202

Attn: Mr. Abbas A. Kaka, P.E.Dallas County Engineering

Re: Frank Crowley Courts BuildingDomestic Water Replacement Project

Mr. Kaka:As a matter of clarification I would like to offer this letter as a breakdown of the three portions of the change

order discussed in our meeting held on February 4th. The following are the portions with price breakout as per yourinstructions.

1) Replacement of sections of 8" galvanized piping on entering and leaving side of the double check assembly in parkinggarage: $9,394.002) Replacement of (2) 8" gate valves on the existing double check assembly: $1,650.003) Addition of(1) 8" gate valve on the downstream side of the pressure reducing station: $825.00

I hope this breakout is helpful in your determinations.

MIINC, L.P.Randy Bradshaw, V.P.

TOTAL $11,869.00

MlINC,L.P.1401 T.I. BOULEVARD, SUITE ARiCHARDSON, TX 75081

OFFiCE: 214-575-9600FAX: 972-231-9494

102

February 15, 2005

MISCELLANEOUS

1) HEALTH & HUMAN SERVICES- requests approval to appoint John Carlo, M.D.,to serve as a designee health authority during the absence of Dr. David Bubner,JIealth Authority, pursuant to Texas Health and Safety Code §121.029.

2) INSTITUTE OF FORENSIC SCIENCES - requests approval to pay for MedicalExaminer candidate is travel expenses subject to the conditions imposed by theCounty travel policy, Dallas County Policies Code, Sec. 86-711 (a)-(t) for'Countyemployee travel. The proposed funding source for such reimbursements is: CriminalInvestigation Laboratory, Conference Travel (00120.3311.04210.2005).

3) FACILITIES MANAGEMENT - requests approval for the County Auditor to pay$2,011.17 to Empire Environmental (current annual asbestos .remediation contractholder). The payment will cover the cost ofremoving material that was not identifiedspecifically on the annual contract for asbestos abatement. New specifications forthis annual contract have been adjusted to cover these types ofmaterials.

4) OPERATIONS - requests permission to accept and deposit fmal and completerepaymentof prepaid dues from the Public Power Pool, formerly known as TexasCUC Aggregation Project, Inc. (TCAP), in the amount of$27,616.15 into the GeneralFund (No. 1202). The Public Power is a non-profit political subdivision corporation,created by local governments in Texas, designed to save taxpayer money byaggregating power usage to procure the best power contract at the lowest cost.

5) COUNTY JUDGE - requests approval to schedule the County - Carter BloodcareBlood Drive for the following dates and locations:

Tuesday, July 19

Wednesday, July 20

Health and Human ServicesGrand Prairie Sub-Courthouse

Frank Crowley CourthouseRecords Building

Thursday, July 21

Friday, July 22

103

Frank Crowley CourthouseNorth Dallas Government CenterGeorge Allen Courthouse

Henry Wade Juvenile Justice Center

In addition, at employees' request, a special drive will be conducted at Frank CrowleyCourthouse on April 14, 2005.

6) JUVENILE - requests approval to double-fill a Juvenile Residential Officer IIIposition· (#5195). The current employee is on military leave. The employee /positionhas been on leave without pay status (LWOP) since October 24, 2004. This doublefill would be temporary until the military employee returns. The employee's ordersindicate his deployment will be between 12 and 18 months. Recommended by theOffice of Budget and Evaluation.

7) SHERIFF'S - requests approval to convert Deputy positions in the jails to DSO IIpositions. This program was approved in the FY2002 budget. Under policy, theSheriff's Office is phasing out Deputies in Inmate Housing and replacing them witharmed DSOs who will be given the title ofDSO II and will receive $75 per month insupplemental pay. Recommended by the Office of Budget and Evaluation.

The Sheriff's Office would like to designate the following position numbers as DSOlIs:

2161 North Tower5512 North Tower5514 North Tower5823 North Tower

2217 West Tower2226 West Tower2233 West Tower2242 West Tower

6215 Suzanne Kays Jail

8) CONSTABLE, PRECINCT 1 - requests approval to double-fill a Deputy Constableposition (1424 Deputy Constable I). The employee is currently on military leave.The employee/position is currently on leave without pay status (LWOP). Thisdouble-fill would be temporary until the military employee returns.

(Please Refer to the Informational Item No.2)

104

9) CONSTABLE, PRECINCT 5 - requests approval to transfer $450 from00120.3250.02230.2005 (General Fund, Constable Precinct 5, DDA - SpendableBalance, FY2005) to 00120.3220.02230.2005 (General Fund, Constable Precinct 2,DDA - Spendable Balance, FY2005). Constable Gothard is trading CB776, a CNGvehicle, with CE927 from Constable Dupree.

There is only one refueling station for a CNG vehicle in Precinct 2. Precinct 5 hasfive refueling stations for CNG vehicles. The $450 will cover the cost of emergencyequipment that Constable Gothard had installed on CB776. The equipment on thevehicle includes:

• 1 - 3 Outlet Recepticle ($13)• 1 - Headlight Flasher ($42)• 1 - Siren ($210)• 1 - Speaker ($120)• 1 - Switchbox ($125)• 1 - Stacking Rack ($21)

The total value of the equipment is $531. Constable Gothard, Constable Precinct2,purchased the above equipment with DDA funds. Constable Gothard has agreed togive Constable Dupree, Constable Precinct 5, this equipment in exchange for $450.Recommended by Communications and Central Services.

10) DISTRICT COURT ADMINISTRATION- requests approval for Skyline HighSchool to use Aux. Court No.4, 7th floor in the Frank Crowley Courts Building onSaturday, February 19, 2005 from 8:00 a.m. until 4:00p.m. for a Mock TrialCompetition.

TRAVEL REQUESTS

11) HEALTH & HUMAN SERVICES - requests approval:

a) for Edward R. Bannister to attend the Bi-Annual Conference ofPublic HealthLaboratory Directors ofDepartment ofState Health Services in Austin, Texas,on February 22-25, 2005: $572.00 is available in Grant Fund, OPHPBioterrorism Department, Conference Training· Account, FY Budget 2005,(00466.08723.02460.2005).

b)

c)

d)

105

for Laurie Wolfgang to attend the Texas/New Orleans Title I EMA Meetingin San Antonio, Texas, on March 3-4, 2005: $370.00 is available in' GrantFund, Grants Department, Conference Travel Account, FY Budget 2004,(00466.65502.4210.2004).

for John Carlo to attend the National Medical Directors Meeting: EMS Stateof Science: A Gathering of Eagles VII in Dallas, Texas, on February 18-19,2005: $225.00 (registration fee) is available in Grant Fund, OPHPBioterrorism Department, Conference Training Account, FY Budget 2005,(00466.08723.02460.2005).

forJohn Carlo to attend CDC Public Health Preparedness Conference 2005in Atlanta, Georgia, on February 22-25, 2005: $929.40 ($130.00 registrationfee) is available in Grant Fund, OPHP Bioterrorism Department, ConferenceTraining Account, FY Budget 2005, (00466.08723.02460.2005).

12) CONSTABLE, PRECINCT 2 - request approval for Matthew Rollins to attend aSpecialized Training Class in Fort Worth, Texas, on February 20-25, 2005, use of aCounty vehicle with gas credit cards, and no other cost to DalIasCouitty.

13) PUBLIC WORKS - requests approval for Ali Malekouti to attend and participatein the Professional Ethics Workshop in Dallas, Texas, on March 3, 2005: $25.00(registration fee) is available in General Fund, Public Works Department, Conference& Staff Development Account, FY Budget 2005, (00120.2010.2050.2005).

EXCEPTION TO TRAVEL REOUESTSUNLESS SPECIFICALLY OBJECTED TO, ALL ITEMS PRESENTED

AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

MISCELLANEOUS EQUIPMENT

(1) DEPARTMENT: 4155ITEM:ESTIMATED COST:FUNDING SOURCE:

191st Civil District Court1 - Low Volume Fax Machine$488Reserves & Contingency, Furniture & Equipment

(2)

(3)

(4)

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTMENT: 4011ITEM:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCES:

PROPOSED ACTION:

DEPARTMENT: 1040ITEM:

ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCES:

PROPOSED ACTION:

DEPARTMENT: 00105.2510ITEM:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCES:

106

00120.4155.02090.2005 (General Fund, 191st CivilDistrict Court, Property less than $5,000,FY2005)The 191 st Civil District Court has requestedauthorization to purchase a replacement low volumefax machine to assist with daily operations.Recommended by the Records ManagementDepartment and the Office ofBudget and Evaluation.

District Attorney1 - Network Color Printer$2,000Major Technology Fund00195.0.02093.2002.0.92014 (Major TechnologyFund, Computer Hardware Under $5,000, FY2002,Computer Replacement Equipment)The District Attorney's Office is requesting thereplacement ofa color printer utilized by various staffin the· office to print photographs for trial. Thedepartment has been working with ATOS to repair theexisting printer, but ATOS has stated that it cannot berepaired. Recommended by the MIS Director.

Human Resources/Civil Service Department1 - Standard Laptop ($1,350)1 - PC Projector ($1,500)$2,850Major Technology Fund00195.0.02093.2002.0.92014 (Major TechnologyFund, Computer Hardware Under $5,000, FY2002,Computer Replacement Equipment)The Human Resources/Civil Service Departmentrequests to replace a laptop and projector used forNew Employee Orientation. The equipment is brokenand un-repairable. Recommended by the Office ofBudget & Evaluation.

Road & Bridge District #11 - 12" gas powered cut-off saw ($855)$855Within Budget00105.2510.02730.2005(Road & Bridge Fund, R&BDistrict 1, Small Tools, FY2005)

107

PROPOSED ACTION: The Road and Bridge District #1 requests to replace abroken and not repairable 12" gas powered cut-offsaw, model ST400. The tool is used for cutting rebarwhen working on road projects. Recommended by theOffice ofBudget & Evaluation.

(5) DEPART:MENT: 3110 Sheriff's Office, Executive DivisionITEMS: 1 - Secretary/Task Chair ($180 each)

2 - Administrative Chairs ($200 each)1 - Metal Desk with Return ($625 each)

ESTIMATED COST: $1,205FUNDING SOURCE: Reserves and Contingency, Furniture and EquipmentEXPENDITURE SOURCE: 00120.3110.02090.2005 .(General Fund, Executive,

Property Less Than $5,000, FY2005)PROPOSED ACTION: The Sheriff's Office, Executive Division, would like

to request Commissioners Court approval to replacea secretarial/task chair, two administrative chairs andone desk that are broken and beyond repair. Thisfurniture is for the Internal Affairs Section within theSheriff's Office, Executive Division. Recommendedby the Office ofBudget and Evaluation.

(6) DEPART:MENT: 3125 Sheriff's Office, Fiscal Affairs DivisionITEMS: 1 - Administrative ChairESTIMATED COST: $200FUNDING SOURCE: Reserves and Contingency, Furniture and EquipmentEXPENDITURE SOURCE: 00120.3125.02090.2005 (General Fund, Fiscal

Affairs, Property Less Than $5,000, FY2005)PROPOSED ACTION: The Sheriff's Office, Fiscal Affairs Division, would

like to request Commissioners Court approval toreplace an administrative chair that is broken andbeyond repair. The administrative chair is used by theBail Bond Board Investigator. Recommended by theOffice ofBudget and Evaluation.

(7) DEPART:MENT: 3340 Office of Security and Emergency ManagementITEMS: 1 - Washer ($277)

1 - Dryer ($277)1 - Dryer Electric Cord and Vent Tube ($25)

ESTIMATED COST: $579FUNDING SOURCE: DDA - Spendable Balance

(8)

(9)

EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTl\1ENT: 532ITEMS:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCE:

PROPOSED ACTION:

DEPARTl\1ENT: 5110ITEM:ESTIMATED COST:FUNDING SOURCE:

EXPENDITURE SOURCE:

PROPOSED ACTION:

108

00120.3340.02230.2005 (General Fund, Office ofSecurity and Emergency Management. DDA Spendable Balance, FY2005)The Office of Security and Emergency Managementwould like to request Commissioners Court approvalto purchase a washer and dryer using DDA funds.The washer and dryer will be placed out at thevolunteer fire station. The fire station received adonated washer and dryer several years ago.However, the washer and dryer no longer work andare beyond repair. Recommended by the Office ofBudget and Evaluation.

Sheriff's Office, Commissary Fund1 - Fax Machine$250Commissary Fund00532.02090.2005 (Commissary Fund, Property LessThan $5,000, FY2005)The Sheriff's Office would like to requestCommissioners Court approval to purchase a new faxmachine for the Vault in the Classification/ReleaseDivision. The Sheriff would use funds from theCommissary Fund to purchase the fax machine.Recommended by the Office of Budget andEvaluation.

Juvenile Department - District 41 - Fax Machine (mid-volume)$92000120.9940.08410.2005 (General Fund, Reserves &Contingency, Furniture & Equipment, FY2005)00120.5110.02090.2005 (General Fund, JuvenileAdministration, Property Less than $5,000, FY2005)The Juvenile Department is requesting permission toreplace a fax machine in the District 4 probationoffice. The office's fax machine was determined to beunable to be repaired by the vendor. A loanermachine has been used for several months.Recommended by the Office of Budget andEvaluation.

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TELECOMMUNICATIONS REQUEST

Public Defender M-0512010 requests to install a new single-line phone in room C-loftheFCCB for a new employee. Equipment: $38.00; labor covered by contract; no monthlyservice increase. Recommended.

Tax office D-0501019 requests to install two new coaxial cables at the NDGC location onefor a mainframe terminal and one for a printer. Installation: $162.00; no monthly serviceincrease. Recommended.

Juvenile Youth Villai:e D-0501020 requests to install a data-line cable in room K toprovide a new employee access· to the network. Installation: $92.00; no monthly serviceincrease. Recommended.

Constable Precinct 2 D-0501018 requests to install three data-line cables to provide staffaccess to the network. Installation: $157.00; no monthly service increase. Recommended.

J.P. Court Precinct 1-1 D-0501014 requests to install a new data-line cable to replace theexisting damaged cable. Installation: $58.75; no monthly service increase. Recommended.

Juvenile RLT D-0512016 requests to install a data-line cable on the 2nd floor in room 216from the pt floor patch panel. Installation: $58.75; no monthly service increase.Recommended.

Felony Collections M-0501025 requests to relocate two existing phone lines and repair onthat was cut during remodeling. Installation: $188.00; no monthly service increase.Recommended.

Constable Precinct 5 - requests:M-0501034 to install three new phone lines and four new single-line phone sets for newDeputy positions. Equipment: $142.00; Installation: $124.00; no monthly service increase.Recommended.

M-0501011 to install a data-line cable in the Mental health unit to provide access tonetwork. Installation: $58.75; no monthly service increase. Recommended.

Road & Bridi:e District 4 D-0501007 requests to install a phone line to the fuel line tosupport the automotive fuel system. Installation: $41.50; no monthly service increase.Recommended.

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CSCD D-0501008 requests to install two data-line cables on the 9th floor of the FCCB oneto room A5-106 and one to room AI-8 to provide access to the network. Installation:$117.50; no montWy service increase. Recommended.

Telecom D-0501009 requests to install two data-line cables from the PBX to the basementnetwork hub to support the Symposium system. Installation: $105.00; no monthly serviceincrease. Recommended.

283rd District Court D-0501010 requests to install a data-line cable to replace the existingcable damaged in remodeling. Installation: $58.75; no monthly service increase.Recommended.

Inmate Pr0l:rams D-0501016 requests to install a data-line cable on the }St floor of theLSJC room B-I002 for a network printer. Installation: $58.75; no monthly service increase.Recommended.

Home Loan Counselinl: M-0501040 requests to install a new single-line phone on the 7th

floor room 724 for a new clerk. Equipment: $49.00; Installation: $41.50; no montWyservice increase. Recommended.

Constable Precinct 1 D-0502001 requests to install four data-line cables to provideadditional staff access to the network. Installation: $235.00; no monthly service increase.Recommended.

Funding for the above request is available from countywide Department 800, line item 432,Telephone Contingency.