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1/3/2012
1
DALLAS COUNTY COMMISSIONERS COURT
BRIEFING AGENDA
January 3, 2012
REPORTS/RECOMMENDATIONS/REQUESTS PAGE NOS.
1) HEALTH & HUMAN SERVICES
a) DOE American Recovery and Reinvestment Act (ARRA)
Weatherization Assistance Program Contract Amendments .................... 414
b) FY2011 Department of State Health Services Housing
Opportunities for Persons with AIDS Contract Amendments ................. 1517
c) FY2011 Ryan White HIV/AIDS Treatment Extension Act of 2009
Part AMinority AIDS Initiative Contract Amendments .......................... 1820
d) Department of State Health Services FY 20122013 Ryan White
Treatment Modernization Act Part B Application..................................... 2127
e) The Department of State Health Services Document
#2012040402001 Hansens Disease .......................................................... 2840
f) Department of State Health Service Contract #2012040422001
HIV Surveillance Perinatal......................................................................... 4153
2) JUVENILE
Restoration of Reduction in Force (RIF) Position and
Reclassification of Position................................................................................... 5456
3) INFORMATION TECHNOLOGY
Visual Studio 2010 ................................................................................................ 5760
1/3/2012
2
4) PUBLIC WORKS
a) Master Agreement Governing Major Capital Improvement Program
(MCIP) for the City of Seagoville................................................................. 6194
b) Affidavit of Rejection of Alleged Quitclaim Dead from
Diane S. Dominy S. Chafin Lots 20, 21, 22 & 23, Beverly
Hills Annex, Block 4149H, City of Dallas, TX..........................................95100
5) OPERATIONS
IP Interoperability and Communications System (IPICS)..............................101107
(COURT ORDER ON FORMAL AGENDA)
6) ADMINISTRATION
Filming Request in County Facilities ...............................................................108110
7) BUDGET
a) Conference/Travel/Training Requests................................................111112
b) Hiring Freeze..........................................................................................113114
c) Sheriffs Office MOU with Office of Violent Sex
Offender Management ..........................................................................115116
8) INFORMATION................................................................................................... N/A
Jail Population Report
Office of Budget & Evaluation Reserve Balance Report December 14, 2011
County Auditor Bid Contracts Insurance Exceptions as of December 14,
2011
Purchasing Annual Contract Data Information
9) Miscellaneous, Miscellaneous Equipment, and
Telecommunications Requests ......................................................................117122
1/3/2012
3
10) PUBLIC COMMENTS
Speakers.................................................................................................................. N/A
FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION
Ministers Letter of Appreciation
DATES TO REMEMBER
Monday, January 16, 2012
TO:
FROM:
DATE:
4
DALLAS COUNTY
DEPARTMENT OF HEALTH AND HUMAN SERVICES
ADMINISTRATION
ZACHARY THOMPSON, M.A.
DIRlcCTOR
COMMISSIONERS COURT
ZACHARY THOMPSON, DIRECTOR
JANUARY 3,2012
-
-
-
SUBJECT: DOE AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA)
WEATHERIZATION ASSISTANCE PROGRAM CONTRACT AMENDMENTS
BACKGROUND
The Texas Department of Housing and Community Affairs (TDHCA) has notified the Dallas
County Health and Human Services of Amendments to the Weatherization Assistance Program
contracts Nos. 16090001150, 16090000661, 16090000748, 16090000754, 16090000761,
16090000762, 16090000763, 16090000764, and 16090000782, with Dallas County Health
and Human Services, through the American Recovery and Reinvestment Act CARRA), under
which weatherization services are provided within Dallas County and within the cities of
Dallas, Irving, Garland, Carrollton, Grand Prairie, Mesquite, Richardson, and Balch
Spring/Hutchins, respectively. The amendments extend the weatherization services contracts
through January 31, 2012.
OPERATIONAL IMPACT
There is no operational impact to Dallas County.
FINANCIAL IMPACT
There is no financial impact to Dallas County.
LEGAL IMPACT
The amended contracts from TDHCA require the approval of the Commissioners Court and the
electronic signature of the County Judge.
STRATEGIC PLAN COMPLIANCE
Recommendations included in this briefing are consistent with the Dallas County Strategic
Plan, Vision 2; Dallas County is a health community. Weatherization services are provided to
low-income homes in Dallas County and referenced said cities, and include caulking, weather
stripping, insulation, replacing & repairing doors and windows, patching holes in bUilding
envelopes, roof repair, duct work, and insulating effective water heaters. The program also
funds tune-ups or replacement of unhealthy heating and inefficient heating and cooling
appliances.
2377 N Stemmons Freeway, Suite 600, Dallas Texas 75207-2710
(214) 819-2100. Fax (214) 819-6022. dallascounty.org
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January 3, 2012
Commissioners Court
Page 2
RECOMMENDATION
5
It is recommended that the Dallas County Commissioners Court approve the Amendments to
the DOE TDHCAARRA Weatherization Assistance Program contracts for Dallas County and the
cities of Dallas, Irving, Garland, Carrollton, Grand Prairie, Mesquite, Richardson, and Balch
Spring/Hutchins (Contract Nos. 16090001150, 16090000661, 16090000748, 16090000754,
16090000761,16090000762,16090000763,16090000764, and 16090000748, respectively),
extending the contract term through January 31, 2012, and authorize the County Judge to
electronically sign all related documents on behalf of Dallas County.
Attachments
C: Darryl Martin, Court Administrator
Virginia Porter, County Auditor
2377 N Stemmons Freeway, Suite 600, Dallas Texas 75207-2710
(214) 819-2100 @ Fax (214) 819-6022. dallascounty.org
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a Dallas County
~ c ' - " ! Health and Human Services
. ;;'r, 0> " j - ~ Grants Management
ZACHARY S. THOMPSON
DIRECTOR
TO: COMMISSIONERS COURT
1 5
FROM: ZACHARY S. THOMPSON, DIRECTOR
HEALTH AND HUMAN SERVICES
DATE: JANUARY 3, 2012
-
SUBJECT: FY 2011 DEPARTMENT OF STATE HEALTH SERVICES HOUSING
OPPORTUNITIES FOR PERSONS WITH AIDS CONTRACT AMENDMENTS
Backgrouud ofIssue
The Dallas County Judge is the grantee and legal recipient of the State of Texas Department of State Health
Services (DSHS) Housing Opportunities for Persons with AIDS (HOPW A) grant. Dallas County Health
and Human Services (DCHHS) is designated to servc as the Administrative Agency for DSHS HOPWA
funds. The purpose of these grant funds is to provide housing and related services to persons affected by
the human immunodeficiency virus (HIV) and individuals with acquired immunodeficiency syndrome
(AIDS) that reside in the Dallas and ShermanlDenison HIV Services Delivery Areas (HSDA) of Cooke,
Fatmin, Grayson and Navarro counties. The FY 20 II contract between DSHS and DCHHS, Contract No.
2011-037677, in the amount of$59,000, is for the period February 1,2011 through January 31,2012.
The FY 2011 DSHS HOPWA award of$59,000 is designated funding contracted on a sole source basis to
serve eligible individuals and families impacted by HIY / AIDS. Your Health Clinic (YHC) was allocated
$57,000 to serve Cooke, Fannin, and Grayson Counties, and the DCHHS - HOPW A Unit was allocated
$2,000 to serve Navarro County.
Due to the inabilities of some service providers to meet programmatic and financial benchmarks, grant
funds in the atnount of$I,500 are available for reallocation. DCHHS recommends reallocation of$1 ,500
trom Navarro County to the Sherman-Denison HSDA
Fiscal Impact
There is no fiscal impact on Dallas County.
Operational Impact
DCHHS staff will coordinate and perform the administrative activities 111 accordance with the
responsibilities assigned to them by the Dallas County Commissioners Court.
Legal Impact
The Dallas County Commissioners Court must approve the reallocation and authorize the County Judge to
sign contract amendments on behalf of DaHas County.
1 6
Commissioners Conr! - Page 2
Strategic Plan Compliance
Recommendations included in this briefing are consistent with the Dallas County Strategic Plan, Vision 2:
Dallas County is a healthy community. The DCHHS is the designated Administrative Agency for the
I-lousing Opportunities for Persons with AIDS/HIV (I-IOPW A) grant. The FY 2010 DSHS HOPW A grant
directly supports a regional indigent medical and mental healthcare network for those impacted by
HIV I AIDS by providing stable and affordable housing for persons living with I-IIVI AIDS.
Recommendation
It is recommended that the Dallas County Commissioners Court approve the award of reallocated FY 20 11
DSHS HOPW A contract funds in the amount 01'$1 ,500, to the service provider as presented in Attachment
A, and authorize the County Judge to sign contract amendments with the specific service providers on
behalf of Dallas County.
RECOMMENDED BY:
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'l"tchary S,(fhompld6n, l)irector
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c: Darryl Martin, Conrt Administrator
1 7
ATTACHMENT A
FY 2011 _ 2012 DSHS HOJ'WA Award
AGENCY SERVICE CATEGORY Initial Award

Fum"
Total Award
....
Your Health Clinic
,
3.833 (61 3,827
Sh."Teem '
,
6,725 1.200 7,925
. T.n,.'''-",,' R.;;;' 37.925 37.91,

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',5IC 306 ',823
To'"
57,000 1.500 58,500
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. C
Dallas , & lIom,u Sm',,, -
-131
(98)
J3
HOPWA Unit 1,035 (735
300
r,",., R",d R,",.'
"",;;- ,
834 (6(,7
167
To", 2,000 (1,500 - 500
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59.000 1.500

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IT()1''' FY 2011 ,"Il , AWARD 59,000 - I - 59,000

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1 8
DALLAS COUNTY
GRANTS MANAGEMENT
Zachary Thompson
Director
FROM: ZACHARY THOMPSON, DIRECTOR
DATE: JANUARY 3, 2012
-
-
-
SUBJECT: FY 2011 RYAN WHITE HIV/AIDS TREATMENT EXTENSION ACT OF 2009
PART A-MINORITY AIDS INITIATIVE CONTRACT AMENDMENTS
Background ofIssue
The Dallas County Judge is the grantee and legal recipient of the Ryan White HIV/AIDS Treatment
Extension Act of 2009 (TEA) Part A-Minority AIDS Initiative (MAl) grant for the Dallas Eligible
Metropolitan Area (EMA). This grant is administered by the United States Department of Health
and Hnman Services, Health Resources and Services Administration (HRSA). Dallas County Health
and Human Services (DCHHS) is designated to serve as the Administrative Agency for TEA grant
funds for the EMA. DeI-IHS is responsible for completing the grant application, managing the sub-
recipient award process, tracking the expenditure of funds by service providers throughout the
contract period, and making recommendations, when appropriate, to reallocate funds. In
The Commissioners Court approved the revised FY 2011 Ryan White Part A - MAl budget on
November 1,2011. Of the $912,964 allocated to service providers, contracts and budgets in the
amount of$556,592 have been approved for award. Contracts in the amolmt of$356,372 are being
submitted under this briefing for approval.
Fiscal Impact
There is no fiscal impact to Dallas County.
Operational Impact
Administrative Agency staff will coordinate and monitor the programmatic and fiscal accountability
of the subcontractors in accordance with the responsibilities assigned to them by the Dallas County
Commissioners Court.
Legal Impact
The Dallas County Commissioners Court must approve the award recommendations and authorize
the County Judge to sign the contracts on behalf of Dallas County.
Recommendations included in this briefing are consistent with the Dallas County Strategic Plan,
Vision 2: Dallas County is a healthy community. DCHHS is the designated Administrative Agency
for the Ryan White Treatment Extension Act of2009 Part A-Minority AIDS Initiative (MAl) grant.
The FY 2011 Ryan White Part A-Minority AIDS Initiative grant directly supports a regional indigent
medical and mental healthcare network for those impacted by HIV/AIDS.
CJ
Commissioners Court
January 3, 2011
Pagc2
Recommendation
1 9
It is recommended that the Dallas County Commissioners Court does hereby approve the award of
FY 2011 Ryan White Part A - Minority AIDS Initiative grant funds, as outlined in Attachment A,
and authorize the County Judge to sign the contracts with the specific service providers on behalf of
Dallas County.
Attachment
c: Darryl Martin, Court Administrator
i?Y 2011 - 2012 Ryan White MAl A WARD
AGENCV
AIDS ARMS
DENTAL HEALTH I
I
....
IE HOliSE
LU
'.
SERVICE CATEGORY
.
Case
AIDS
Medical Care
Medical Case '
Case:
TOTAL
....... ".'
Oral flealth Care
OTAL
;,"; ,":
. Housing Based
Abuse

81.454
102,540
262,4 75
69,067
317,475
. ,;
12
;,c
11,627
)TA , MAl FlJNDS OBLIGATED T(] ,VI
'
_:' ,21
,
AA-- A . ,Suppurt
QM -- Quality: 50,923 t Support
ATTACHMENT A
.' ............ '" ........
'''.c' "
76.: 19
109,609
144,791
15,637
346,256 861,
'. ... !:;,. :'
10.116 28,558
558
50,923
, FY 2011 - 2012 RYAN WHiTE MAl AWARD OBLIGATED 493,595 356,372
I Funds 356372 (356,372: _
.

12/1212011 ('-\Documents Sening$\yilemmings\Loc?i Settings\Temp",ary lntemd Files\Content.OullookIZR8T3DBOIFY 2011 MAl Art A 01 03 12
Zachary Thompson
Director
TO:
FROM:
DATE:
2 1
DALLAS COUNTY
GRANTS MANAGEMENT
COMMISSIONERS COURT
ZACHARY S. THOMPSON, DIRECTOR
JANUARY 3, 2012
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SUBJECT: DEPARTMENT OF STATE HEALTH SERVICES FY 2012-2013 RYAN WHITE
TREATMENT MODERNIZATION ACT PART B APPLICATION
Background ofIssue
The Dallas County Judge is the grantee and legal recipient of grant funds from the Department of State Health
Services (DSHS). Dallas County Health and Human Services (DCHHS) is designated to serve as the
Administrative Agency for the following DSHS HlV Services Delivery Areas (HSDAs); the Dallas HSDA
which includes Cooke, Dallas, Denton, Ellis, Hunt, Kaufinan, Navarro, and Rockwall counties; and the
Sherman-Denison HSDA which includes Cooke, Fannin, and Grayson counties. The FY 2012-2013 Ryan
White Treatment Extension Act Part B grant is intended to fund direct service activities for the Dallas and
Sherman-Denison HSDAs.
In accordance with the provisions of the DSHS grant, the Administrative Agency is responsible for the
completion and submission ofthe non-competing application. The total Ryan White Part B grant for FY 2012-
2013 is $3,402,567. The amount of assistance for direct service activities is $2,908,567. The amount of
assistance for administrative activities is $494,000, level funding. This is an increase of$97,306 from FY 201 I
- 2012. The application and all required forms are due to DSHS by January 17,2012.
Fiscal Impact
There is no fiscal impact on Dallas County. Instead, the decrease in service delivery funding will impact the
amount of funding awarded to subcontractors providing direct service to persons living with HIV/AIDS
(PLWHA).
Operational Impact
The DCHHS will be responsible for administering all funds received under the FY 2012-2013 Ryan White
Treatment Extension Act Part B grant.
Legal Impact
The Dallas County Commissioners Court must approve the submission of the FY 2012-2013 Ryan White
Treatment Extension Act Part B grant application and budgets as attached.
Recommendations included in this briefing are consistent with the Dallas County Strategic Plan, Vision 2:
Dallas County is a healthy community. The DCHHS is the designated Administrative Agency for the Ryan
White Treatment Extension Act Part B grant. The FY 2012-201 3 Ryan White Part B grant directly supports a
regional indigent medical and mental healthcare network for those impacted by HIV I AIDS.
2377 N. Stemmons Freeway
Dallas, Texas 75207-271 0
Suite 200, LB-16 Office 214.819.1849
Fax 214.819.6023
Commissioners Coort
.January 3, 2011
Page 2
Recommendation
22
It is recommended that the Dallas County Commissioners Court does hereby approve the submission ofthe FY
2012-2013 Ryan White Treatment Extension Act Part B application, in the amount of$3,402,567, as reflected
in the attachment.
/:/ / '.?
RECOMMENDED BY: l'-----__
ftachary 1;,lOmpsoll,Director
I

Attachment
TO:
FROM:
DATE:
SUBJECT:
23
..;.:*
.*:'1(k TEXAS
/;,c,'t Department of
~ - State Health Services
Memorandum
Ryan White Administrative Agency Executive Directors
Ryan White Administrative Agency Contact Persons
Amanda Reese, Contract Manager
Contract Management Unit
Division of Prevention and Preparedness
Decem ber 1, 2011
Administrative Agency (HIV/RW) Contract Gnidance for 2012-2013 Project Year
(04/01112 - 03131113)
Enclosed are the documents required for your agency's Services and Administrative (HIV /R W) contract with
the Department of State Health Services (DSHS) for the period April I, 2012 through March 31, 2013 (the
Project Year, or PY). This document will be posted on the HIV/STD Program's website at:
http://www.dshs.state.tx.us/hivstd/fundingldefault.shtm. rnstructions for completing the forms are in the
documents below. If you have questions, please contact Amanda Reese at (512) 776-6539.
Please note the following updates for the Project Year 2012-2013 Ryan White Part B Contract
Forms:
Keeping in line with last year, the administrative and service delivery contract will remain
as one contract (BIVlRW). Therefore, this document will address administrative and
services functions of the Administrative Agency. You will note DSHS is requesting
information regarding Ryan White and State Services. The State Services information will
be used for contractterm (09/0112012-08/31/2013). However, the HIV IR W contract
starting 04/01/2012 will only include Ryan White administrative and service delivery
allocations.
Contractors shall not exceed the allocated amount for the administrative costs during this
contract term.
Administrative Agencies will prepare a twelve (12) month budget for this PY (04101112-
03131/13). The administration and service delivery allocation is in Table A (12 month
funding allocations) attached to this document.
,
Revised budget forms are attached. Please note that State Service budget information is
not requested at this time. This information will be requested with the next State Services
Contract Application Packet.
A sample ofthe revised voucher support form for reimbursement requests is attached for
PY 2012-2013.
Important due dates for required documents are as follows:
DneDate
I HlVlRW Contract Application (Forms) January 17, 2012
Budget Forms
HlV/RW and HIV/SRVS State Services
Table 1
HlVlRW Table 2s (completed, signed, and April 30, 2012
24
sealed in ARIES)
Categorical Budget Justification Form for
each subcontractor.
INSTRUCTIONS FOR SUBMISSION
Please submit one (I) electronic copy of the contract guidance (forms) to the email address listed below,
one (l) electronic copy to your HTV Services Consultant, and one (I) electronic copy to your Public Health
Regional HIV/STD Program Manager. The face page must be scanned in as a PDP and sent to:
Hiv-srvscontracts@dshs.state.tx.us
Texas Department of State Health Services
Hard copies of contract guidance (forms) are not required for submission.
2
25
TEXAS
Department of
State Health Services
Project Year 2012-2013
Contract Application Packet
For Administrative Agency
(HIV/RW)
http://www.dshs.state.tx.us/hivstd/fund ing/default.shtm
Issue Date: December 1, 2011
Due Date: January 17, 2012
Department of State Health Services
11 00 W. 49
th
Street
Austin, Texas 78756-3199
David L. Lakey, M.D.
Commissioner
I
I
I
26
Department of State Health Services (DSHS)
FORM A: FACE PAGE -This form requests basic information about the applicant and project, including the signature of the authorized representative.
The face page is the cover page of the renewal and shall be completed in its entirety. Signature of face page certifies to all DSHS and program
assurances listed in this renewal document
APPLICANT INFORMATION
..
1) LEGAL NAME: Dallas County Health and Human Services
2) MAILING Address Information (include mailing address, street, city, county, state and zip code):
Check if address change
0
2377 N. Stem mons Freeway
Suite 200, LB 16
Dallas, Texas 75207-2710
..
3) PAYEE Mailing Address (if different from above):
Check if address change
0
Dallas County
407 Records Building
Dallas. Texas 75202
...
""--
4) Federal Tax ID No. (9 digit), State of Texas Comptroller Vendor ID No. (14 digit) or Social Security
Number (9 digit): "The vendoracknowfedges, understands and agrees that the vendor'S chOice to use a socia/securitynumberas the
75-6000905
venli.0r ir1.entificatJon number(or the contract, mat. result in the social securi!y' number beinfl made !.ub/ic via slate o!.en records rl!!luests.
5) TYPE OF ENTITY (check alilhat apply):
0
City 0
Nonprofit Organization'
0
Individual
I2l
Counly 0 For Profit Organization'
0 FQHC
0
Other Political Subdivision
0
HUB Certified
0 Stale Controlled Institution of Higher Learning
0
State Agency 0
Community-Based Organization
0
Hospital
I
0
Indian Tribe 0
Minorily Organization
0
Private
0 Other (specify):
'If incor orated, provide 10digit charler number assigned bt SecretaI}' of State:
...
"
tly operating under a HUB Subcontracting plan on file at DSHS?
Yes 0 No I2l
7) BUDGET PERIOD: Start Date: 04/01/2012 End Dale: 03/31/2013
8) COUNTIES SERVED BY PROJECT:
Ust all counties to be served: Collin, Cooke, Dallas, Denton, Ellis, Fannin, Grayson, Hunt Kaufman, Navarro,
Rockwall
9) AMOUNT OF FUNDING REQUESTED: $3,402,567 11) PROJECT CONTACT PERSON
I
..
10) PROJECTED EXPENDITURES Name: Karin Petties
Does applicant's projected state or federal expenditures exceed :
Phone: 214-819-1841
$500,000 for applicant's current fiscal year (excluding amount requested .
Fax:
214-819-6023
I
in line 8 above)? ..
E-mail: kpetties@dallascounty.org
-
12) FINANCIAL OFFICER
I
Yes I2l No 0
Name: Virginia Porter
**Projected expenditures should include funding for af! activities including "pass
Phone: 214-653-6472
Fax: 214-653-6440
through" federal funds from al/ state agencies and non projectrelated OSHS
Email:
il
funds.
-
.- ..
-
,I, the am the authorized of th: apP,licant filing thi,s, contract application, facts contained herein are true, and the applicant is II
m compliance With the assurances and certifications contamed In the competitive RFP, which IS part of the orlgmal contract and any prior renewals and amendments
I understand that this contract renewal depends on the truthfulness of this document and on the applicant's continued compliance with the original contract and all I
components and amendments,
.
0 14) SIGNATURE OF AUTHORIZED REPRESENTATIVE I
13) AUTHORIZED REPRESENTATIVE Check if change
Name: Zachary Thompson
il
Title: Director
I
15) DATE
Phone: 214-819-2101
I January 10, 2012
Fax:
214-819-2835
I
,
J
L
Emall.

6
I
I
I
I
27
FORM B: CONTACT PERSON INFORMATION
Legal Name of Applicant: Dallas County Health and Human Services
This form provides information aboutthe appropriate program contacts in the applicant's organization in addition to those on FORMA: FACE PAGE.
If any of the following information changes during the term of the contract, please notify, Amanda Reese, Contract Manager, in writing.
..
,

Executive Director: Zachary Thompson Mailing Address (incl. street, city, county, state, & zip):
,
Title: Director Dallas County Health a,nd Human Services __ ._
Phone: 214-819-2101 Ext 2377 N. Stemmons Freeway, Suite 600
,
Fax: 214-819-6022 Dallas, TX 75207-2710
Email: zthompson@daliascountV.orq
- ..
, j
- -
Project Contact: Karin Petties Mailing Address (incl. street, city, county, state, & zip):
, Title: Assistant Director Ryan White Grants Dallas County Health and Human Services
----
Phone: 214-819-1841 Ext. 2377 N. Stemmons Freeway, Suite 200, LB 16
,
Fax: 214-819-6023 Dallas, TX 75207-2710
-
Email: kpetties@dallascounty.orq
Financial Reporting Contact: Virginia Porter Mailing Address (incl. street, city, county, state, & zip):
Title: County Auditor Dallas County
Phone: 214-653-6472 Ext. 407 Records Building
Fax: 214-653-7286 Dallas, TX 75202
, .. __ .---_ ..
Email: vporter@dallascounty.orq
.
,
URS Data Manager: Thomas Reed Mailing Address (incl. street, city, county, state, & zip):
Title: Data Analyst Dallas County Health and Human Services
"---
Phone: 214-819-2094 Ext 2377 N. LB 16 ,
Fax: 214-819-6023 Dallas, TX 75207-2710
Email: treed@dallascounty.org
..
-"""---
, ..
,
.
Planning Contact: Felton Stevens Mailing Address (incl. street, city, county, state, & zip):
Title: RWPC Planner Dallas County Health and Human Services
Phone: 214-819-1879 Ext 2377 N. Stem mons Freeway, Suite 200, LB 16
Fax: 214-819-6023 Dallas, TX 75207-2710
---
Email:
fstevens@dallascounty.org
"
.. ..
,
Clinical Services Contact: Vacant Mailing Address (incl. street, city, county, state, & zip):
Title:
,
-
Phone: Ext.
- ,-
Fax:
LE.mail:
. ._--_ .... -_._--
.
-
='
8
28
DALLAS COUNTY
Administration
ZACHARY S. THOMPSON
DIRECTOR
MEMORANDUM
FROM: Zachary Thompson, Director
-
DATE: January 3, 2012 w u;
C)
SUBJECT: THE DEPARTMENT OF STATE HEALTH SERVICES DOCUMENT#2012-040402-001,
1# ('") ;
CJ :z:
U'I c::
BACKGROUND ... ;
-\
The Department of State Health Services (DSHS) Document#2012-040402-001 (Hansen's Disease), provides specialized public
health nursing services to Hansen's Disease (HD) patients, assist local physicians in providing quality outpatient services, provide
and coordinate outreach services, patient follow-up, case-finding, perform eye, hand, foot, and contract screens. Coordinate
the HD nursing care program within the assigned areas and other existing health care and social agencies program that do or
can provide assistance with patient following-up and coordinate patient education. This attachment is effective January 1, 2012
and will expire on December 31 , 2012.
OPERATIONAL IMPACT
This contract continues to partially fund one (1) full-time Public Health Nurse II.
LEGAL IMPACT
The County Judge is required to sign the contract after approval by the Commissioners Court.
FISCAL IMPACT
This contract provides $47,828 for salaries and fringe benefits, $167 for travel, $650 for supplies, $6,240 for contractual which
includes lab testing with LabCorp, physician services with the University ofTexas Southwestern, and interpretation services, $60
for other, and $16,632 for indirect. A discretionary County match in the amount of $19,213 is needed to supplement the salaries
and fringes benefits.
Recommendations included in this briefing are consistent with the Dallas County Strategic Plan, Vision 2: Dallas County is a
health community.
RECOMMENDATION
It is respectfully recommended that the Dallas County Commissioners Court approves the Department of State Health Services
Document #2012-040402-001 (Hansen's Disease), and authorizes the County Judge to sign the contract on behalf of Dallas
County.
Recommended
2377 N. Stem mons Freeway
Suite 644 - LB 12
Dallas, Texas 75207-2710 Office (214) 819-2100
FAX (214) 819-2107
29
DEPARTMENT OF STATE HEALTH SERVICES
This contract, number 2012-040402 (Contract), is entered into by and between tbe Department
of State Health Services (DSHS or the Department), an agency of the State of Texas, and
DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), a
Government Entity, (collectively, the Parties).
1. Purpose of the Contract. DSHS agrees to purchase, and Contractor agrees to provide,
services or goods to tbe eligible populations as described in the Program Attachments.
2. Total Amount of the Contract and Payment Method(s). The total amount of this Contract
is $71,577.00. and the payment methodes) shall be as specified in the Program Attachments.
3. Funding Obligation. This Contract is contingent upon the continued availability of funding.
If funds become unavailable through lack of appropriations, budget cuts, transfer of funds
between programs or healtb and human services agencies, amendment to tbe Appropriations Act,
health and human services agency consolidation, or any otber disruptions of current appropriated
funding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.
4. Term of the Contract. This Contract begins on 01/0112012 and ends on 12/3112012. DSHS
has the option, in its sole discretion, to renew tbe Contract as provided in each Program
Attachment. DSHS is not responsible for payment under tbis Contract before botb parties have
signed the Contract or before the start date of the Contract, whichever is later.
5. Authority. DSHS enters into this Contract under tbe autbority of Health and Safety Code,
Chapter 1001.
6. Documents Forming Contract. The Contract consists of tbe following:
a. Core Contract (this document)
b. Program Attachments:
2012-040402-001 Hansens Healtb & Human Services Department
c. General Provisions (Sub-recipient)
d. Solicitation Docnment(s) (NA), and
e. Contractor's response(s) to the Solicitation Document(s) (NA).
f. Exhibits
Any changes made to tbe Contract, whetber by edit or attachment, do not form part of the
Contract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein.
92648[
30
7. Conflicting Terms. In the event of conflicting tenns among the documents fonning this
Contract, the order of control is first the Core Contract, then the Program Attachment(s), then the
General Provisions, then the Solicitation Document, if any, and then Contractor's response to the
Solicitation Document, if any.
8. Payee. The Parties agree that the following payee is entitled to receive payment for services
rendered by Contractor or goods received under this Contract:
Name: DALLAS COUNTY
Address: 509 MAIN ST STE 407
DALLAS, TX 75202-5717
Vendor Identification Number: 17560009056005
9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of
the Parties and that there are no agreements or understandings, written or oral, between them
with respect to the subject matter of this Contract, other than as set forth in this Contract.
By signing below, the Parties acknowledge that they have read the Contract and agree to its
terms, and that the persons whose signatures appear below have the requisite authority to execute
this Contract on behalf of the named party.
By: ________ -,--_
Signature of Authorized Official
Date
Bob Burnette, C.P.M., CTPM
Director, Client Services Contracting Unit
1100 WEST 49TH STREET
AUSTIN, TEXAS 78756
(512) 458-7470
Bob.Burnette@dshs.state.tx.us
92648-1
DALLAS COUNTY HEALTH AND HUMAN
SERVICES DEPARTMENT
By: _________ _
Signature
Date
Zachary Thompson, Director
Printed Name and Title
2377 N. Stemmons Frwy., Ste. 600
Address
Dallas, Texas 75207
City, State, Zip
214/819-2100
Telephone Number
zthompson@dallascounty.org
E-mail Address for Official Correspondence
BY:
(signature of person authorized to sign)
Clay Lewis Jenkins, County Judge
3 1
FY2012 HANSENS Disease Program
Quarterly Report of HD Related Activities
DSHS Contract Number: 2012-040402
DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT
EXHIBIT A
Agency:
HD
Nnrse/Coordinator:
1. Report Period:
Quarter: Jan - Mar
--- Apr-Iun
___ Jul-Sep
___ Oct-Dec
Year:
----
2. Numoor of New Cases Diagnosed:
3.
Type: Lepromatous
Borderline
Tuberculoid
Number of Examinations Performed:
Cases: # of Unduplicated Count of
__ BorderlinelLepromatous
Borderlinerruberculoid
Indeterminate
Contacts:
Patients Seen at the Clinic
___ # Examined by MD
___ # Household Contacts
___ # Cases Identified by Contact
Evaluation
# Total Exams by MD
--- # Nurse Home Visits
# Nurse Clinic Visits
--
4. Number on Treatment:
Cases: # Starting on Short-Term Therapy # Cases Lost to Follow-Up
___ # Completing Short-Term Therapy
# On Treatment for Reaction
__ # Lost Cases Returning for Service
--
5. Nnmoor of HD Services Performed:
Diagnostic: # Punch Biopsies
# Slit Skin Smears
--
Monitors: ___ # Eye. Hand. Foot
6. Number Referred for Service:
Ancillary: ENT
Hematologist
Neurologist
Nephrologist
Occupational Therapist
Ophthalmologist
Hand __ # Hand Screens at Diagnosis
Screens: # Annual Hand Screens
# Patients in Reaction
__ # Patients with Increase in Symptoms
# Patients with Acute Nerves
Foot __ # Foot Screens at Diagnostic
Screens: # Annual Foot Screens
# Patients in Reaction
__ # Patients with Increase in Symptoms
# Patients with Acute Nerves
__ Orthopedist
Orthotist
__ Physical Therapist
Podiattist
__ Summit Hospital
Quarterly Report - Page 1
Appliances: Shoes
Other, Specify
(include social services)
7. Number Language Services
Clients: # Clients Served
TypelHours: # ill Person/Staff
-- # By Phone/Staff
# ill Person/Contract
# By Phone/Contract
8. TrainingfEducation:
Sessions: # Number Provided
Attendees: # Number Participants
32
Languages:
Target
Andience(s):
Spanish
Vietnamese
__ Other(s), Specify
___ Clients
___ Physicians
Nurses
--- Other(s), Specify
Instructions for Completing Quarterly Report of HD Related Activities
1. Report Period:
a. Place a (,i) check by the report period quarter being reported. Include the year in
the space provided.
2. Nnmber of New Cases Diagnosed:
a. Enter the number of cases not previously reported to the Texas Department of
Health's Hansen's Disease Program in the space provided by disease type.
3. Number of Examinations Performed:
a. Enter the number of cases currently being followed that received an examination
by a physician. (This is the unduplicated nnmber of cases examined. Total
number of exams may be higher since one case may be examined more than once
during the reporting period.);
b. Enter the numher of household contacts of cases currently being followed that
were assessed for signs and symptoms of disease; and
c. Enter the number of cases identified because of the contact examination.
4. Number on Treatment:
a. Enter the number of cases started on short-term therapy during the reporting
period;
Quarter! y Report - Page 2
33
b. Enter the number of cases completing short-term therapy. (NOTE: short-term
therapy = twelve (12) months for paucibacillary and two (2) years for
multibacillary);
c. Enter the number of cases on treatment for reaction;
d. Enter the number of cases lost to follow up and dispositioned as lost;
e. Enter the number of cases that were found or returned for treatment after being
lost to service.
5. Number of HD Services Performed:
a. Enter the number of diagnostic procedures (punch biopsies and slit skin smears)
performed;
b. Enter the number of eye, hand and foot monitors done (this testing should be done
at every encounter);
c. Enter the number of hand and foot screens done (this testing should be done a
minimum of once a year while on therapy and then annually for the next five (5)
years post-therapy in paucibacillary and ten (10) years post-therapy for
multibacillary, or more often in special circumstances such as: (1) muscle
weakness, (2) loss of sensation or function since the last screening, (3) evidence
of nerve involvement, or (4) during treatment for reaction.
6. Number Referred for Service:
a. Enter the number of cases referred for ancillary services by type;
b. Enter the number of cases referred for hospitalization;
d. Enter the number of appliances requested/fitted;
e. Enter the number of other referrals, including social service referrals
7. Number Language Services:
a. Enter the number of clients receiving language services;
b. Enter the number of hours of language services that were provided in-person by
staff andlor performed by subcontractors;
c. Enter the number of hours of language services that were provided over the phone
by staff andlor by subcontractors; and
d. Place a (.!) check by the languages that were requested. If other(s) is (.!)
checked, specify the specific Janguages(s) requested.
8. TraininglEducation:
a. Enter the total uumber of training sessions provided;
b. Enter the total number of participants that attended the training sessions;
c. Place a (.!) check in the block by the type of target audience(s) that were served.
If the other(s) is (.!) checked, specify the particular individuals or groups that
were served.
Quarterly Report - Page 3
34
CONTRACT NO. 2012-040402
PROGRAM ATTACHMENT NO. 001
PURCHASE ORDER NO. 0000380240
CONTRACTOR: DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT
SERVICE: Hansens Health & Human Services DepartmentHansen's Disease Program Services
TERM:01l0112012 THRU: 12/3112012
SECTIONL STATEMENT OF WORK:
Contractor shall coordinate Hansen's disease (HD) services and case-manage clients who are suspected
to have, or are diagnosed with, Hansen's disease. Clients are defined as persons with known or
suspected Hansen's disease and their household contacts who live in the following countiesStatewide.
Contractor shall perform the following activities in accordance with DSHS Hansen's Disease Program
requirements and the current A Manual for the Care of Hansen's Disease in the United States. National
Hansen's Disease Program. Rev. 3/23/2011 (document provided to Contractor by the effective date of
this contract):
1. Early Identification of Persons with HD
a. Accept reports and referral of persons who are suspected to have, or are diagnosed with,
HD from any source, including (but not limited to) private and public physicians,
laboratories, hospitals, and health care clinics;
b. Collect client's medical history and health insurance informatiou and arrange complete
HD services for all patients through the HD service site or, if the patient prefers, with a
private physician; and
c. Screen household contacts of newly-identified HD cases.
2. Client Assessment and Treatment
a. Obtain a thorough client and family medical history;
b. Obtain client and family history of HD;
c. Assess client/family knowledge of HD;
d. Assess client and family reaction to the diagnosis;
e. Assess symptoms of the disease or disease process;
f. Ensure assessment of HD-related reaction (actual or potential) is documented on the
encounter form provided by the DSHS Hansen's Disease Program;
g. Assess symptoms of medication toxicity each visit;
h. Conduct nerve assessment;
i. Conduct sensory testing;
J. Collect skin smears and biopsies for examination and ship to the National Hansen's
Disease Program in Baton Rouge, Louisiana within forty-eight (48) hours of collection.
All specimen must be packaged and mailed using standard procedures outlined in A
PROGRAM ATTACHMENT-Page 1
35
Manual for the Care of Hansen's Disease in the United States, National Hansen's
Disease Program, Rev. 3/23/2011;
k. Evaluate and diagnose HD, and classify disease according to A Manual for the Care of
Hansen's Disease in the United States. National Hansen's Disease Program, Rev.
3/2312011; and
1. Prescribe and provide state-purchased medications, as called for under A Manual for the
Care of Hansen's Disease in the United States, National Hansen's Disease Program,
Rev. 312312011, for the treatment of HD and conditions associated with the disease.
Contractor must ensure that clients receive appropriate medication, regardless of the
client's ability to pay.
3. Case Management
a. Fulfill all reporting requirements established by DSHS' Hansen's Disease Program,
including complete and accurate submission of Forms C-12 and HD-400 within fourteen
(14) days of notification of disease or suspicion of disease to the DSHS Hansen's
Program. All reporting forms can be accessed at;
http://www.dshs.state.lx.us/idcu/disease/hansens/forms;
b. Document all activities performed in the client assessment, case management and
coordination of HD services on the HD 400 form (or other form as directed by DSHS)
and submit within fourteen (14) days to the HD Program at DSHS Central Office;
c. Conduct surveillance and examinations of household contacts and document activities;
d. Conduct HD monitoring visits in the clinic (or home, as needed) to assess therapeutic
response and environmental barriers to care;
e. Perform toxicity checks before initiation of chemotherapy, and quarterly for clients
receiving multi-drug therapy that includes Rifampin. Assess for contraindications to
each medication and adjust treatment regimen as medically indicated:
f. Conduct hand and foot screens at the minimum intervals specified in the current.A
Manual for the Care of Hansen's Disease in the United States. National Hansen's
Disease Program, Rev. 3/23/2011 and when symptoms of nerve or sensory damage are
detected;
g. Make referrals for hand and foot rehabilitation as medically appropriate;
h. Make referrals for medical, social, and/or psychological assistance needed by client;
i. Make appropriate refelTals for medical care for conditions other than HD that may be
identified in the client assessment and diagnosis process;
j. Monitor client status after the completion of active treatment for the period of time
specified in the current A Manual for the Care of Hansen's Disease in the United States,
National Hansen's Disease Program, Rev. 3/2312011;
k. Provide transportation to and from HD medical and nursing appointments, if needed;
1. Coordinate HD services with private providers of HD clients;
m. Conduct intensive and continuing education to client and family about the disease
process, appropriate treatment, medicati ons, symptoms to report to the physician, skin,
hand and foot care and other self-care for successful treatment and prevention of
disability; and
n. Monitor client's adherence to treatment/plan of care, and respond immediately and
appropriately to non-adherence.
PROGRAM ATTACHMENT - Page 2
36
4. Provider Education
a. Contractor shall work with the health care community in their service area to develop an
understanding of HD diagnosis and treatment and available resources for consultation
and referral;
b. Conduct routiue presentations to increase provider awareness ofHD, it's manifestation
and treatment guidelines; and
c. Encourage reporting of persons who exhibit signs and symptoms of HD.
5. Community Awareness
a. Contractor shall develop and maintain an active coalition of commnnity-based
organizations in the Contractor's service area to create awareness of HD and availability
of HD medical services;
b. Prepare an HD epidemiologic profile oftheir service area and design presentations to fit
conununity groups in that area; and
c. Conduct routine presentations to conununity organizations and other entities about HD
signs and symptoms, treatment options and resources for care.
Contractor shall comply with all applicable federal and state statutes and regulations, standards,
policies, and guidelines, including, but not limited to, the following:
Conununicable Disease Prevention and Control Act, Texas Health and Safety Code, Chapter 8] :
Communicable Diseases Texas Administrative Code, Title 25, Part 1, Chapter 97; and
A Manual for the Care of Hansen's Disease in the United States. National Hansen's Disease
Program. Rev. 3123120]] document.
DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financial
shortfalls. DSHS will monitor Contractor's expenditures on a quarterly basis. If expenditures are below
the contract amount, Contractor's budget may be subject to a decrease for the remainder of the Renewal
Program Attachment term. Vacant positions existing after ninety (90) days may result in a decrease in
funds.
SECTION II. PERFORMANCE MEASURES:
The following key outcome performance measures will be used to assess, in part, the Contractor's
effectiveness in providing the services described in this contract without waiving the enforceability of
any of the other terms:
100% of clients must be examined by a physician having medical expertise in HD;
100% of clients who are actively managed must receive hand and foot screens; and
Contractor is expected to make good faith efforts to ensure that 100% of short-term
therapy clients complete HD therapy. If data indicates that short-term therapy clients are
completing HD therapy at a rate of less than 90%, DSHS may (at its sole discretion)
require additional measures be taken by Contractor to improve that percentage. In that
scenario, Contractor must follow those additional measures, and do so according to the
timetable mandated by DSHS.
37
Contractor shall complete and submit to DSHS the Quarterly Report of HD Related Activities, hereby
attached as Exhibit A, in a format provided by DSHS, either electronically to
Sandraa.Morris@dshs.stateolx.us and mitra.lcookma@dshs.state.tx.lls or by mail to DSHS, TB Services
Branch, Communicable Disease Control Group, Mail Code 1939, P.O. Box 149347, Austin, Texas
78714-9347. Reporting periods and due dates are as fotlows:
PERIOD COVERED DUE DATE
January - March April 9, 2012
April- June July 9, 2012
July.- September October 8, 2012
October - December January 14, 2013
In accordance with the General Provisions, Compliance and Reporting Article, Reporting, failure to
submit reports shall be cause for cancellation of the contract.
SECTION ill. SOLICITATION DOCUMENT:
N/A
SECTION IV. RENEWALS:
DSHS may renew the Renewal Program Attachment for up to one (1) additional one-year term, at
DSHS's sole discretion.
SECTION V. PAYMENT METHOD:
Cost Reimbursement
SECTION VI. BILLING INSTRUCTIONS:
Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) and
acceptable supporting documentation for reimbursement of the required services/deliverables.
Vouchers and supporting documentation should be mailed or submitted by fax or electronic mail to the
addresses/number below.
Claims Processing Unit, MC1940
Department of State Health Services
PO Box 149347
Austin, TX 78714-9347
The fax number for submitting State of Texas Purchase Voucher (Form B-13) to the Claims Processing
Unit is (512) 776-7442. The email addressisinvoices@dshs.state.tx.us.
38
SECTION VII BUDGET:
SOURCE OF FUNDS: CFDA #93.215
SECTION vrn. SPECIAL PROVISIONS:
General Provisions Article XIII. General Tenns, Section 13.15 Amendment, is amended to include
the following:
Contractor must submit all amendment and revision requests in writing to the Division Contract
Management Unit at least ninety (90) days prior to the end of the term of this Ptogram
Attaclnnent.
39
2012-040402-001
Categorical Budget:
PERSONNEL
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTUAL
.. OTHER
TOTAL DIRECT CHARGES
INDIRECT CHARGES
TOTAL
DSHS SHARE
CONTRACTOR SHARE
OTHER MATCH
Total reimbursements will not exceed $71,577.00
$36,562.00
$9,266.00
$167.00
$0.00
$650.00
$6,240.00
$60.00
$54,945.00
$16,632.00
$71,577.00
$71,577.00
$0.00
$0.00
Financial status reports are due: 04/30/2012,07/30/2012,10/30/2012,03/01/2013
The budgeted indirect cost amount is based an indirect cost rate agreement approved by a Federal
cognizant agency or a state single audit-coordinating agency. A copy of the current approved rate
agreement is on file at DSHS.
DALLAS COUNTY HEALTH AND HUMAN SERVICES
HANSEN'S DISEASE
Itemized Listing of Equipment and Other Items
ITEM L __ UNIT ____ .. __ PURPOSE & _________ __ _
t---------t- ---i-'''--- .. _________ I
__ ___ __ ___________ _____ I--- .. ..
.. .. to
!--_...Q._+Contr,,-ctu"'--iLabCorp_and UTSouthwesterfl. __ .. _.L .. i $ ___ testing and physician services _________ .. ______
7 ' _,_." __ ______ ____ ._._... ______ L ___ 1 ____ $ -,Indirect ___ ..______ ___ . __________ ___ ,_.,_____ ,,_...___
. I L I F',5??OO 1
-f'.
o
4 1
DALLAS COUNTY
ADMINISTRATION
Zachary S. Thompson
Director
FROM: Zachary Thompson, Director
DATE: January 3, 2012
SUBJECT: DEPARTMENT OF STATE HEALTH SERVICES CONTRACT #2012-040422- 001, HIV SURVEILLANCE -
PERINATAL
BACKGROUND
The DepartmentofState Health Services (DSHS) Contract#2012-040422-001, (HIV Surveillance-Perinatal), provides active
surveillance and reporting activities for human immunodeficiency virus (HIV) acquired immunodeficiency syndrome (AIDS)
with an emphasis on HIV exposed infants, pediatric cases, and HIV positive pregnant women. Reporting system registry
maintenance, system evaluation, epidemiologic investigation, data analysis and confidentiality for all AIDS cases in Dallas
County will also be conducted. This contract is effective January 1,2012 thru December 31,2012.
OPERATIONAL IMPACT
This contract will continue to partially fund one (1) full-time position and have no additional impact to Dallas County.
LEGAL IMPACT
The County Judge is required to sign the contract after approval by the Commissioners Court.
FINANCIAL IMPACT
This attachment provides $48,583.17 for salaries and fringe benefits, $1,459.75 for travel, $320.08 for supplies, $30 for
other, and $3,723 for indirect charges. A discretionary County match in the amount $5,012 is necessary to supplement the
salary and fringe benefits.
Recommendations included in this briefing are consistent with the Dallas County Strategic Plan, Vision 2: Dallas County is
a healthy community.
RECOMMENDATION
It is respectfully recommended that the Dallas County Commissioners Court approve the Department of State Health
Services Contract #2012-040422-001 (HIV Surveillance-Perinatal), and authorizes the County Judge to sign the contract
and all related documents on behalf of Dallas County.
Recommended
/' Zac Thom on, Director
xc: Darryl Martin, Court Administrator
2377 N.Stemmons Freeway
Suite 644 - LB 12
Dallas, Texas 75207-2710 Office (214) 819-2100
FAX (214) 819-2835
42
This contract, number 2012-040422 (Contract), is entered into by and between the Department
of State Health Services (DSHS or the Department), an agency of the State of Texas, and
DALLAS COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT (Contractor), a
Government Entity, (collectively, the Parties).
1. Purpose of the Coutract. DSHS agrees to purchase, and Contractor agrees to provide,
services or goods to the eligible populations as described iu the Program Attacbments.
2. Total Amouut of the Contract and Payment Method(s). The total amount of this Contract
is $54.116.00. and the payment methodes) shall be as specified in the Program Attachments.
3. Fuuding Ohligation. This Contract is contingent upon the continued availability of funding.
If funds become uuavailable througb lack of appropriations, budget cuts, transfer of funds
between programs or health and human services agencies, amendment to the Appropriations Act,
health and human services agency consolidation, or any other disruptions of current appropriated
funding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.
4. Term of the Contract. This Contract begins on 0110112012 and ends on 12/3112012. DSHS
has the option, in its sole discretion, to renew the Contract as provided in each Program
Attachment. DSHS is not responsible for payment under this Contract before both parties have
signed the Contract or before the start date of the Contract, whichever is later.
5. Authority. DSHS enters into this Contract under the authority of Health and Safety Code,
Chapter 1001.
6. Documents :Forming Contract. The Contract consists of the following:
a. Core Contract (this document)
b. Program Attachments:
2012-040422-001 HIV Surveillance - Periuatal
c. General Provisions (Sub-recipient)
d. Solicitation Document(s) (NtA), and
e. Contractor's response(s) to the Solicitation Document(s) (N/A)
f. Exhibits (NtA)
Any changes made to the Contract, whether by edit or attachment, do not form part of the
Contract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein.
92648-1
43
7. Conflicting Terms. In the event of conflicting terms among the documents forming this
Contract, the order of control is first the Core Contract, then the Program Attachment(s), then the
General Provisions, then the Solicitation Document, if any, and then Contractor's response to the
Solicitation Document, if any.
8. Payee. The Parties agree that the following payee is entitled to receive payment for services
rendered by Contractor or goods received under this Contract:
Name: DALLAS COUNTY
Address: 509 MAIN ST STE 407
DALLAS, TX 75202-5717
Vendor Identification Number: 17560009056005
9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of
the Parties and that there are no agreements or understandings, written or oral, between them
with respect to the subject matter of this Contract, other than as set forth in this Contract.
By signing below, the Parties acknowledge that they have read the Contract and agree to its
terms, and that the persons whose signatures appear below have the requisite authority to execute
this Contract on behalf of the named party.
By: _________ _
Signature of Authorized Official
Date
Bob Burnette, C.P.M., CTPM
Director, Client Services Contracting Unit
1100 WEST 49TH STREET
AUSTIN, TEXAS 78756
(512) 458-7470
Bob.Burnette@dshs.state.tx.us
92648-1
DALLAS COUNTY HEALTH AND HUMAN
SERVICES DEPARTMENT
By: ________ . __
Signature
Date
Zachary Thompson, Director
Printed Name and Title
2377 N. Stemmons Frwy., Ste. 600
Address
Dallas, TX. 75207
City, State, Zip
214/819-2100
Telephone Number
zthompson@dallascounty.org
E-mail Address for Official Correspondence
BY:
(signature of person authorized to sign)
44
CONTRACT NO. 2012-040422
PROGRAM ATTACHMENT NO. 001
PURCHASE ORDER NO. 0000380266
CONTRACTOR: DALLAS COUNTY HEALTH Ai'lD HUMAN SERVICES DEPARTMENT
DSHS PROGRAM: HIV Surveillance - Perinatal
TERM: 01/01/2012 THRU: 12/3112012
SECTION 1. STATEMENT OF WORK:
Contractor shall conduct active surveillance and reporting activities for humau immunodeficiency
virus/acquired immunodeficiency syndrome (HIV/AIDS), as described herein.
Contractor's geographic area (s) under this contract is: Dallas
Contractor shall comply with all applicable federal and state statntes and regnlations, including, but
not limited to:
Chapters 81 and 85 of the Texas Health and Safety Code;
Relevant portions of Chapter 6A (Public Health Service) of Title 42 (The Public Health and
Welfare) of the United States Code, as amended; and
Title 25 TAC Chapter 97, Subchapter F.
Contractor shall also comply witb all applicable federal and state standards and guidelines, as
revised, including, but not limited to:
DSHS Standards for Public Health Services, located at
http://www.dshs.state.tx.us/gmb/dshsstndrds4clinicservs.pdf;
Texas HIV Surveillance Procedure Manual, latest revision to be provided to Contractor
by the effective date of this Renewal Program Attachment;
DSHS HIV/AIDS and STD Program Operating Procedures and Standards, located at
http://www.dshs.state.tx.uslhivstdlpop-s/default.shtm;
DSHS Program Policy "Release ofTBIHIVIAIDS and STD Data" located at
http://www.dshs.state.tx.uslhivstdlpolicy/ security .shtm;
Federal HIV/AIDS Security and Confidentiality guidelines, located at
!illp:llwww.cdc.gov/hiv/topics/surveiliance/resources/guidelines/guidance/purpose.htm;
DSHS Program Policy No.201l.01 "TB/HIV/STD and Viral Hepatitis Unit
Confidential Information Security Policy:" located at
http://www.dshs.state.tx.us/hivstd/policy/security .shtm; and
DSHS Program TBIHIV /STD and Viral Hepatitis Unit Breach of Confidentiality
Response Policy" located at http://www.dshs.state.tx.us/hivstdlpolicy/security.shtm.
PROGRAM ATTACHMENT - Page I
45
All of the above named documents are incorporated herein by reference and made a part of this
Renewal Program Attachment.
Contractor shall be responsible to DSHS Iorthe maintenance and evaluation of an active surveillance
system for HIV / AIDS cases, as detailed herein. For the purpose of this Contract Attachment, "HIV
infection" and "AIDS" are as defined by the Centers for Disease Control and Prevention (CDC) of
the United States Public Health Service, (MMWR.Recommendations and Reports. 1999 148(RR13);
29-31) http://www.cdc.gov/mmwr/preview/mmwrhtml/rr4813a2.htm.
Contractor shall perform the following:
1. REPORTING
a. Maintain a current list of key reporting sources for all HIV -exposed infants, pediatric
cases, and HIV -positive pregnant women (reference Texas HIV Surveillance
Procedure Manual) in Contractor's geographic area, as specified herein. Contractor
must conduct visits with these sources by August 31, 2012 to establish and maintain
communication about state and federal reporting requirements, CDC guidelines for
testing and treatment, and available public health services from local, state and
federal providers.
b. Collect, for DSHS, those reports of pediatric HIV and AIDS cases diagnosed and/or
treated, infants born exposed to HIV, aud HIV-positive pregnant women diagnosed
and/or treated which health care providers (e.g., physicians, HIV service providers,
etc.) and laboratories are required to make under T AC Title 25, Part I, Chapter 97,
Subchapter F, Rule 97.132. Contractor is responsible for collecting the reports
within Contractor's geographic area, as specified herein.
c. Ensure that HIV and AIDS pediatric case reports are accurate and complete. Also,
ensure that these reports are submitted to DSHS Program within forty-five (45) days
of receipt of the initial laboratory or morbidity report (required for all cases).
d. Download and mail electronic and hard copy pediatric case reports and addendums to
DSHS Program weekly by Friday close of business unless prior arrangements have
been made with DSHS Program in writing.
e. Complete and submit quarterly activity reports demonstrating Contractor's conduct
of HIV / AIDS case-finding activities, as detailed under SECTION II.
PERFORMANCE MEASURES of this Renewal Program Attachment.
f. Complete monthly activity report documenting staff activities under this contract.
These reports shall be submitted on the 10" calendar day of each month in a format
provided by DSHS Program.
46
g. Supply DSHS with a copy of all new job descriptions and all changes to existing job
description for which a portion or all of the salary is paid by this Renewal Program
Attachment within thirty (30) days of the job description's effective date.
h. Snbmit travel support documentation to DSHS when submitting vouchers for
reimbursement. Support documentation shall list the employee who traveled, date of
travel, purpose of travel, and a breakdown of the costs associated with the travel.
2. REGISTRY MAINTENANCE
a. Maintain a case file on all confirmed and suspected cases of pediatric HIV and AIDS,
infants born exposed to HIV, and HIV-positive pregnant women diagnosed and/or
treated within Contractor's geographic area, as specified herein.
b. Follow-up pediatric HIV -exposed cases, per the HIV IAIDS Surveillance Manual of
Operating Procedures, every six (6) months until the case has met the CDC
surveillance definition of presumptively or definitely infected or uninfected, and
update pediatlic case report forms and HIV/AIDS Reporting System (HARS)
database in a timely manner (per HIV I AIDS Surveillance Manual of Operating
Procedures, and CDC Enhanced Perinatal Surveillance Procedural Guidance).
c. Review every collected pediatric HIV case, at least once by August 31,2012, to
identify AIDS-defining conditions and update registry (reference Texas HIV
Surveillance Procedure Manual).
d. Abstract medical charts for pediatric case reports both at the birth hospital and at the
mother's and infant's health provider's offices. Mail pediatric case report forms to
DSHS weekly to the address noted below. Maintain an electronic list of negative
Polymerase Chain Reaction (PCR) tests for infants, to include name oflaboratory and
doctor ordering the test, and maintain copies of all reporting laboratory test results for
pediatric cases. Assist DSHS staff, as directed, in the development of prevention
plans and the implementation of prevention activities to reduce the perinatal
transmission of HIV.
Mailing Address: Department of State Health Services
TB/HIV/STD Epidemiology and Surveillance Group, MC 1873
P.O. Box 149347
Austin, TX 78714-9347
3. SYSTEM EVALUATION
a. Review and provide appropriate follow-up, as described in this Renewal Program
Attachment, on all suspected pediatric HIV/AIDS cases, infants bam exposed to
HIV, and HIV-positive pregnant women identified by DSHS Program's altemate
record review systems (e.g., STD-MIS, TB Registry, etc.) in order to augment case
47
ascertainment (reference Texas HIV Surveillance Procedure Manual) and evaluate
the continued effectiveness of local surveillance efforts.
b. Track reporting by local sources (e.g., local health departments, private physicians,
etc.) in order to monitor the level of compliance with federal and state legal reporting
requirements and level of case ascertainment (reference Texas HIV Surveillance
Procedure Manual).
c. Conduct prescribed weekly, monthly, quarterly and annual analyses to monitor trends
in the data quality for pediatric cases, utilizing the IIARS (reference Texas HIV
Surveillance Procedure Manual for details on conducting analyses).
4. EPIDEMIOLOGIC INVESTIGATIONS
a. Perform a determination of the need for public health follow-up on all HIV -positive
test results for pregnant women or infants born to HIV -positive women within three
(3) business days of the receipt of the test results. If no clear determination can be
made within the three (3) business days, the HIV test results should be sent to a
Disease Iutervention Specialist (DIS) for investigation (as referenced in the Texas
HIV Surveillance Procedure Manual).
b. Perform epidemiological follow-up on all pediatric No Reportable Risk (NRR) cases
through active surveillance activities within 120 days of notification from DSHS.
c. Assist DSHS Program with other epidemiologic investigations, as directed by DSHS.
5. CONFIDENTIALITY
a. Store all case files and computer diskettes containing patient information in a locked file
cabinet when not in use. The locked file cabinet and surveillance computer shall be kept
in a locked room with limited, controlled access.
b. Utilize passwords to access computer databases contammg HIV/AIDS case data.
Passwords shall be changed every ninety (90) days and known only to authorized
surveillance personnel.
c. Limit the number of persons who have access to registry files to those persons directly
involved in case reporting and to Contractor's HIV ISTD Program Manager in the
geographic area (as defined herein).
d. Compile and maintain an up-to-date list of those persons who are authorized to access
confidential data. The list shall contain only those members of Contractor's staff
necessary to conduct the activities reqnired under this Renewal Program Attachment.
48
e. Require a statement of confidentiality to be signed by all personnel, including IT, having
access to HIV/AIDS case files, computer diskettes, and computer systems involving
activities performed under this Renewal Program Attachment.
f. Within three (3) months of the effective date of this Renewal Program Attachment all
personnel, including IT, who have access to HIV I AIDS casc files, computer diskettes and
computer systems involving activities performed nnder this contract must have HIV
surveillance security training, and must complete that training before they are given
access to the confidential information.
g. Contractor may release demographic analyses of local data as public information as long
as it complies with the DSHS Program Policy No. 302.001 "Release of HNIAIDS and
STD Data" (http://www.dshs.state.tx.us/hivstcllpolicY/policies/302001.pdf). or any
superseding policy as specified by DSHS, as well as state and federal law. Any release of
demographic analyses of local data shall be submitted to DSHS Program in advance for
review and approval.
h. When electronically transmitting case specific information, any transmission by
Contractor that does not incorporate the use of an encryption package meeting Advanced
Encryption Standards (AES) will not contain identifying information or use terms oveltly
associated with HIV or AIDS. The terms "HIV" or "AIDS" must not appear anywhere in
the context of the communication, including the sender anellor recipient address and
label. Contractor will comply with federal Health Insurance Privacy and Portability Act
(HIPPA) requirements at 45 CFR Part 164, Subpart C.
Contractor shall designate, from its staff, a Local Responsible Party (LRP) who has the overall
responsibility for ensuring the security of the HlV ISTD confidential information maintained by
Contractor as part of activities under this Renewal Program Attachment.
The LRP will ensure that appropriate policies/procedures are in place for handling
confidential information, for the release of confidential HIV ISTD data, and for the rapid
response to suspected breaches of protocol and/or confidentiality. These policies and
procedures mnst comply with DSHS policies and procedure (Contractor may choose to adopt
those DSHS policies and procedures as its own).
The LRP must ensure that security policies are reviewed periodically for efficacy, and that
Contractor monitors evolving technology (e.g. new methods hackers are using to illegally
access confidential data; new technologies for keeping confidential data protected from
hacking) on an on-going basis to ensure that the program's data remain as secure as possible.
The LRP must approve any Contractor staff requiring access to HIV ISTD confidential
information. LRP will grant authorization to Contractor staff who have a work -related need
(i.e. work under this contract) to view HIV ISTD confidential information.
The LRP must maintain a list of authorized Contractor staff persons who have been granted
49
permission to view and work with HIV/STD confidential information. The LRP will review
the authorized user list 180 days from the effective date of this Renewal Program Attachment
to ensure it is current. All Contractor staff with access to confidential information will have
a signed copy of a confidentiality agreement on file and it be updated once during the term of
this Renewal Program Attachment.
The LRP will ensure that all Contractor staff with access to confidential information will be
trained on security policies and procedures before access to confidential information is
granted and that this training will be renewed once during the term of this Renewal Program
Attachment.
The LRP will thoroughly and quickly investigate all suspected breaches of confidentiality in
consultation with tbe DSHS LRP, all in compliance with the DSHS Program
PolicyTB/HIV ISTD and Viral. Hepatitis Breach of Confidentiality Response Policy"
http://www.dshs.state.tx.us/hivstd/policy/security.shtm.
Contractor shall perform all activities under this contract in accordance with this Renewal Program
Attachment and any revisions, and detailed budget, all as approved by DSHS. Contractor must
receive advance written approval from DSHS before varying from any of these requirements, and
must notify all staff working on activities under this contract within fOlty-eight (48) hours ofDSHS
approval of changes.
Contractor shall require its staff to attend training, conferences, and meetings as directed by DSHS
Program.
Contractor shall document to DSHS that all project staff (i.e. working on activities under this
contract) have received annual training on:
Contractor's employee's standard of conduct; (Contractor shall submit these training
documents to DSHS within fourteen (14) days of the effective date on the FYI2 Renewal
Program Attachment); and
DSHS security and confidentiality training course.
All newly hired staff must receive the above training within thirty (30) days of beginning work on
this Renewal Program Attachment.
Contractor must notify the DSHS Program within forty-eight (48) hours of any personncl actions,
including the details and outcome of such actions, involving project staff. A written report shall be
snbmitted, to back up the oral report, within seventy-two (72) honrs. Such personnel actions iuclude,
but are not limited to:
counseling for misconduct regarding violations of personnel, project, state, ancJ/or federal
policies, procedures, requirements, and laws;
terminations (voluntary or involuntary); ancJ/or
employee grievances.
50
DSHS reserves the right, where allowed by legal authority, to redirect funds in the event of financial
shortfalls. DSHS Program will monitor Contractor's expenditures on a quarterly basis. If
expenditures are below the contract amount, Contractor's budget may be subject to a decrease for the
remainder of the Renewal Program Attachment term. Vacant positions existing after ninety (90)
days may result in a decrease in funds.
SECTION II. PERFORMANCE MEASURES:
The following performance measures will be used to assess, in part, Contractor's effectiveness in
providing the services described in this Renewal Program Attachment, without waiving the
enforceability of any of the other terms of the Contract.
Contractor shall:
1. Diligently work to ensure all new disease reports for pediatric cases received by Contractor as
morbidity (non-fatal condition) are entered into the HIV/AIDS Reporting System within 24
hours of the receipt of the disease report. Any remaining reports shall be entered into the
system with forty-eight (48) hours of receipt of the disease report. If data indicates that less
than ninety percent (90%) of all new disease reports for pediatric cases received by Contractor
as morbidity (non-fatal condition) are entered into the HIV I AIDS Reporting System within 24
hours of the receipt of the disease report, DSHS may (at its sole discretion) require additional
measures to be taken by Contractor to improve that percentage. In that scenario, Contractor
must follow those additional measures, and do so according to the timetable mandated by
DSHS.
2. Diligently work to ensure transfer of collected perinatal and pediatric HIV I AIDS case
information from their local HARS to DSHS Program weekly by the close of business each
Friday, unless prior arrangements have been approved in advance by DSHS Program in
writing. Contractor may send a written reqnest to DSHS Program to extend the timetable for
transfen-ing data, which must be received in advance of the deadline at issue. Any such
agreement shall be in writing and signed by both parties.
3. Diligently work to ensure the HIV I AIDS case reports for pregnant women and pediatric cases
are complete with legitimate answers to the three (3) questions: 1) was patient informed of
HIV status?; 2) were partner services needed?; and 3) are additional refelTal services needed?
If data demonstrates that this requirement is being met less than eighty percent (80%) of the
time, DSHS may (at its sole discretion) reqnire additional measures to be taken by Contractor
to improve that percentage. In that scenario, Contractor must follow those additional
measures, and do so according to the timetable mandated by DSHS.
4. Diligently work to ensure that, within three (3) business days of the receipt of HIV -positive
test results for pregnant women and pediatric cases, Contractor makes a detennination of how
the need for public health follow-up will be made. If no clear determination can be made
within the three (3) business days, the HIV test results must be sent to a Disease Intervention
5 1
Specialist (DIS) for investigation (as referenced in the HIV/AIDS Surveillance Manual of
Operating Procedures). If data indicates that these requirements are being met less than ninety-
five percent (95%) of the time, DSHS may (at its sole discretion) require additional measures
to be taken by Contractor to improve that percentage. In that scenario, Contractor must follow
those additional measures, and do so according to the timetable mandated by DSHS.
Contractor shall complete and submit quarterly activity reports to the DSHS HIV/AIDS Surveillance
Coordinator, demonstrating Contractor's compliance with its obligations under this renewal. These
reports shall be snbmitted to DSHS Program on the 20th calendar day of April 2012, July 2012 and
October 2012, January 2013, in a format provided by DSHS Program.
SECTION III. SOLICITATION DOCUMENT:
Exempt - Interagency
SECTION IV. RENEW Al.S:
N/A
SECTION V. PAYMENT METHOD:
Cost Reimbursement
Funding is further detailed in the attached Categorical Budget and, if applicable, Equipment List.
SECTION VI. BILLING INSTRUCTIONS:
Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) and
acceptable supporting documentation for reimbursement of the required services/deliverables.
Vouchers and supporting documeutation should be mailed or submitted by fax or electronic mail to
the addresses/number below.
Claims Processing Unit, Mail Codel940
Texas Department of State Health Services
1100 West 49
1h
Street
PO Box 149347
Austin, TX 78714-9347
The fax number for submitting State of Texas Purchase Voucher (Fonn B-13) to the Claims
Processing Unit is (512) 458-7442. The email addressisinvoices@dshs.state.tx.us.
SECTION VII. BUDGET:
Source of Funds: 93.944
52
2012-040422-001
Categorical Budget:
PERSONNEL
FRINGE BENEFITS
TRAVEL
EQUIPMENT
SUPPLIES
CONTRACTUAL
OTHER
TOTAL DIRECT CHARGES
INDIRECT CHARGES
TOTAL
DSHS SHARE
CONTRACTOR SHARE
OTHER MATCH
Total reimbursements will not exceed $54,116.00
$34,625.80
$13,957.37
$1,459.75
$0.00
$320.08
$0.00
$30.00
$50,393.00
$3,723.00
$54,116.00
$54,116.00
$0.00
$0..00
Financial status reports are due: 04/30/2012,07/31/2012, 10/31/2012, 03/01/2013
The budgeted indirect cost amount is based an indirect cost rate agreement approved by a Federal
cognizant agency or a state single audit-coordinating agency. A copy of the current approved rate
agreement is on file at DSHS.
DALLAS COUNTY HEALTH AND HUMAN SERVICES
HIV Surveillance Perinatal
Itemized Listing of Equipment and Other Items
r".N01 .L .. __ ITEMJ.9UANyNlfCOST .... ___ ..... ____ _ .. ___ _
._1 Salaries .... _._ ... .1._.1 .$ 34,625.80 .L .. :3&25.80 Salaries for three e!11ployees ...... ___ . _ _ _ _. _ .. _
.. i ... ! .Ii! one Item $499-=====-=.1
5 < Equipment Del! Computer and Laptop 1 i $ 30.00 $ 30.00 ipostage
"'-6-' ISUlles---rotikeSUTIei-"----- .... '--1-rr 3,723.00i$ "3:723.00 'IndirectCost---_ .. --- .... ._ .................. -. - -
01
(0
Date:
To:
From:
54
DALLAS COUNTY
JUVENILE DEPARTMENTr;,Ll/,S CCIUNTY

Henry Wade Juvenile ?: 1'1J
2600 Lone Star Drive, BoxlB rJallas, Thxas 75212
MEMORANDUM
January 3, 2012
Commissioners Court
Dr. Terry S. Smith, Director
Dr. Terry S. Smith
Director Juvenile Services
Chief Juvenile Probation Officer
Restoration of In Force (RIF) position, and reclassification of position
Background of Issue:
The Dallas County Juvenile Board on November 28, 2011 approved the reclassification of the Grade D, Testing
Coordinator position to that of a Grade E, Education Assessment Coordinator and of one assistant call1pus
administrator pOSition to that of a campus administrator. During the Reduction in Force that occurred at the
conclusion of the 2010-2011 school year, four assistant campus administrator positions (ACA) and three Campus
Administrator pOSitions (CA) were eliminated because of funding limitations. Since additional funding has been
received, District needs were reassessed. And, with district changes, promotion of one former ACA to Education
Services administrator, a vacancy existed. Utilizing the RIF policy, one former ACA was reinstated to fill the ACA
vacancy at the Day Reporting Center. This teaching position is now vacant; however a teaching candidate has
been selected. The new administrative configuration at JOC will be one campus administrator and two assistant
campus administrator positions. This change is necessary because of enrollment, administrative presence needed
in the special education meetings Admission Review and Dismissal meetings (ARDs) and the increased necessity
for teacher monitoring to ensure fidelity to a higher curriculum standard. Again, utilizing the RIF policy, one ACA
will be reinstated to JDC and her teaching vacancy will be vacant, At the district level, a reclassification of a grade
D position(Testing Coordinator) position to a grade E position (Testing Coordinator with additional ESL duties) to
be named Education Assessment Coordinator is necessary. The grade E position is required so that testing
coordination, data collection and ESL compliance is adhered to in a timely manner. The restored Campus
Administrator position and the reclassification of a D position to an E position will be paid for with School
Foundation Funds (SFF); TEA state aide.
Operations Impact:
The funding allocation is designed to improve the provisions of services to students who are entrusted in our
care.
Strategic Plan Compliance:
This request complies with Vision 3: Dallas is safe, secure, and prepared, by expanding disposition alternatives
with regard to treatment for youth/families involved in the juvenile justice system.
To ossist referred youth in becoming productive,
law abiding citizens, while promoting public sofety and victim restoration.
214-698-2200 Office 214-698-5508 Fax
55
Brie! Restoration oj Reduction In Force (RIF) position, and reclassification of position Page 2
legal Information:
The one position previously eliminated in the reduction in force position, that of campus administrator vacancy
will be filled in accordance with Dallas County RIF policy.
Financial Impact / Considerations:
State aid will be utilized for the funding. The Campus Administrator position with benefits is $74,710 with no
change in salary, just grade. The reclassification of the grade D position to a grade E position results in a 5%
increase in the present salary ($47,771.76) for a difference of $2682.00.
..,,-,--..---
[Rec I m' G
!Grade D.(Monthly) as of 10/29/11 = $3
rade 0 to Grade E
,791.41
"" ""
,980.98 (includes 5% increase) Grade E.(Monthly) as of 10/29/11 = $3
...... _. . ..
Grade D.(Annual) as of 10/29/11 = $45 ,496.92
Grade E.(Annual) as of 10/29/11 = $47
-- ------
l Salary Difference (Annual) = $2,274.84
I_S.."lary_D_iffe_r_e n_c_e _w /be xes.
.... _ ..... __ ... _---_._- ._."--'" -
Restore 1 CA position from Grade F to
------- -------- ------- -- ---
-----,-"'--_ ...
,771.76 (includes 5% increase)
" ..
" ..
(Annual) = $2,682.00
... _--,--_ ....
Grade G
Grade F.(Monthly) as of 10/29/11 = $4 .467.05 (Current Salary)
. _-
Grade G.(Monthly) as of 10/29/11 = $4 ,467.05
----------------- ------,-,-------
-"'--"--,-
i Grade G (Annual) as of 10/29/11 = $53, 606 (Current Salary)
-""'"'""-
-- .. -
..
.-
...
--
..
..
I wi," ""'"" "'" beo'""';'_7_'._"_1_)_] -.--------1
I Salary Difference (Annually) = No change
I N"; Increase in change"ONl..y--"--------"-
L_____ _ ___ ,,_ __ ,.____" _________ , _________________________ ... ___ _
Performance Measure Impact:
There will be a positive impact on performance measures and compliance
Project Schedule/Implementation:
Positions will be filled in accordance with Dallas County hiring policies and in a timely manner.
To assist referred youth in becoming productive,
low abiding citizens, while promoting public safety and victim restoration.
214 .. 698-2200 Office 214-698-5508 Fax
56
Brief Restoration of Reduction III Force (RtF) position, and reclassification of position Page 3
Recommendation:
It is recommended that the Dallas County Commissioners Court grant permission to fund the one Campus
Administrator position. It is further recommended that the Dallas County Juvenile Board authorize the
reclassification and funding of the one grade D position; to a grade E position and submit to the Dallas County
Human Resources Department and Civil Service a request to add the positions noted above.
Recommended by:
Dr. Terry S. Smith, Director
Dallas County Juvenile Department
To assist referred youth in becoming productive,
law abiding citizens, while promoting public safety and victim restoration.
214-698-2200 Office 214-698-5508 Fax
57
January 3, 2012
To: Commissioners Court
From: Richard Ballard, IT Applications Manager
Through Stanley Victrum, Chief Information Officer
Subject: Visual Studio 2010
BACKGROUND
A lack of a standardized development platform is currently prohibiting the full utilization
of .NET development tools. Due to changing technology needs a current standardized
development platform will provide Dallas County IT with current tools which will allow
for increased collaboration as well as full application lifecycle development management.
The Visual Studio 2010 development platform is Microsoft's most commonly recognized
standard .NET development platform which consists of a complete development toolset
utilized for present-day application development efforts.
OPERATIONAL IMPACT
There is no operational impact.
The approval to proceed with this initiative is consistent with Strategy 1.4 of the County's
strategic plan: Improve the Customer Experience by implementing Standards of Operation,
Innovation and Technology.
LEGAL IMPACT
There is no legal impact.
509 Main St., 6th Floor, Dalias, Texas 75202
Work (214) 653-6649
- - - - = ~ - ----
Stanley. Victrum@l1i!!@.scounty.lllil
Fax (214) 653-6327
58
FINANCIAL IMPACT
The estimated cost for this solution is $51,168 and service is available off ofthe DIR
contract # DIR-SDD-IOI4. The funding is available in the Major Technology Fund,
Unallocated Reserves account to be transferred to 195.1090.2095 (Computer Software)
account.
MIWBE
N/A
RECOMMENDATION
The Office ofInformation Technology recommends that Commissioners Court approve the
funding of$51,168 for the implementation of Visual Studio 2010.
Recommended by:
,CIO
Attachment
59
Page 1 of2
DELL
Date: 11/15/11 3:23:15 PM
TOTAL QUOTE AMOUNT:
Product Subtotal:
Tax:
Shipping & Handling:
Shipping Method:
QUOTATION
QUOTE #: 603815918
Customer #: 105005860
Contract #: 58ABW
CustomerAgreement #: DIR 500-1014
Quote Date: 11/15/11
Customer Name: TX-L DALLAS COUNTY
$51,168,00
$51,168,00
$0.00
$0.00
Ground Total Number of System Groups:
SOFTWARE & ACCESSORIES
0
Product Quantity Unit Price Total
VLA Microsoft Visual Studio Premium Edition with MSDN - License with Software Assurance
7 $3,729.36 $26,105.52
(A3BB9352)
VLA VISUAL STUDIO ULTIMATE WI MSDN LIe/SA ALL LANGUAGES (A3889519) 3 $8,134.40 $24,403.20
VLA Microsoft Visual Studio Team Explorer Everywhere - License with Software Assurance
3 $219.76 $659.28
(A3889553)
ELECTRONIC LICENSE CONFIRMATION elec dwnld only (A3458532) 1 $0.00
Number of S & A Items: 4
S&A Total Amount:
$51,168.00
SALES REP: Christopher Moore PHONE: 8882390329
Email Address: christopher moore@dell.com Phone Ext: 4335656
Please review this quote carefully. If complete and accurate, you may place your order online at
www.dell.com/gto (use quote number above). POs and payments should be made to
Dell Marketing L.P.
If you do not have a separate agreement with Dell that applies to your order, please refer to
www.dell.com/terms as follows:
If purchasing for your internal use, your order will be subject to Deli's Terms and Conditions of
Sale-Direct including Deli's U.S. Return Policy, at www.dell.com/returnpolicy#total. If purchasing
for resale, your order will be subject to Deli's Terms and Condition of Sale for Persons or Entities
Purchasing to Resell, and other terms of Dell's PartnerDirect program at www.dell.com/partner.
If your order includes services, visit www.dell.com/servicecontracts for service descriptions
and terms.
$0.00
file://C:IUserslrwballardIAppDataILocalIMicrosoftIWindowsITemporary Internet FilesIC... 11116/2011
60
Page 2 of2
Quote information is valid for U.S. customers and U.S. addresses only, and is subject to change.
Sales tax on products shipped is based on "Ship To" address, and for downloads is based on
"Bill To" address. Please indicate any tax-exempt status on your PO, and fax your exemption
certificate, with seller listed as Dell Marketing L.P, to Dell's Tax Department at 800-433-9023.
Please include your Customer Number.
For certain products shipped to end-users in California, a State Environmental Fee will be applied.
For Asset Recovery/Recycling Services, visit www.dell.com/assetrecoverv.
file://C:IUserslrwballardIAppDataILocalIMicrosoftl WindowslTcmporary Internet FilesIC... 11/16/2011
DALLAS COUNTY
PUBLIC WORKS
December 12, 20 II
MEMORANDUM
TO: Commissioners Court
FROM: Alberta Blair, P.E.
Director of Public Works
61
II DEC I [; Mi 9: 15
SUBJECT: MASTER AGREEMENT GOVERNING MAJOR CAPITAL IMPROVEMENT
PROGRAM (MCIP) FOR THE CITY OF SEAGOVILLE
BACKGROUND
In the past 11 years under the leadership of the Commissioners Court, the MCIP Transportation Plan has
proven to be an effective programming tool in delivering projects for Dallas County cities. In times of
rising prices, tight budgets and expanding transportation challenges, the added flexibility of MCIP has
continually helped keep abreast of the changing transportation climate. Additionally, over these years the
MCIP process has produced and developed relationships with partner cities, and agencies such as TxDOT,
NCTCOG, NTTA, and DART. Dallas County has earned the tmst to deliver projects, stimulate economic
development, and serve as a valued partner by acting as lead coordinator in facilitating projects.
Dallas County Public Works implements the MCIP Program with the cities under a Master Agreement
with each city as authorized by the Commissioners Court and the City Council. The usual agreement
term is 10 years with most agreements requiring renewal in 2011 and later. Legislative changes over the
past 11 years have also prompted Public Works to reissue master agreements with all participating cities
to cover these changes.
The City of Dallas has requested to proceed with Executing the MASTER AGREEMENT GOVERNING
MAJOR CAPITAL IMPROVEMENT PROGRAM in order to meet the requirements of implementing the
Master Agreement prior to Project Specific Agreements for each project selected. Agreements from the
following cities, Rowlett, Desoto, Cedar Hill, Lancaster, Wilmer, Coppell, Grand Prairie, Sachse,
Mesquite, Glenn Heights, Irving, Hutchins, Farmers Branch, Richardson, Dallas, Balch Springs,
Carrollton, Cockrell Hill and Duncanville have been briefed through Commissioner Court and were
approved. Agreements from the following cities Addison, Garland, Grapevine, Highland Park,
Lewisville, and Sunnyvale have been submitted to the cities for execution and are expected to be
authorized by the Court in the near future.
FINANCIAL IMPACT
By execution of the attached agreement, the Cities have agreed to participate on at least a fifty/fifty basis
with Dallas County. The MASTER AGREEMENT specifies equal share of Standard Basic Infrastructure
Design with city funding of amenities above and beyond the basic design. The MASTER AGREEMENT
also covers areas and management of Extra Territorial Jurisdiction (ETJ) and Orphan Roads.
411 Elm St., 4th Floor Dallas, Texas 75202 (214)653-7151
Commissioners Court
Page Two
DALLAS COUNTY STRATEGIC PLAN
62
The attached agreement is consistent with the Dallas County Strategic Plan in that the project will result
in infrastructure improvements which can be credited to the following:
Vision 1 Dallas County is a model interagency Partner
Vision 3 Dallas County is sqfe, secure and prepared
Vision 4 Dallas County proactively addresses critical regional issues
Vision 5 Dallas County is the destination of choice for residents and business
IMPACT ON SCHEDULE AND OPERATIONS
The MASTER AGREEMENT will clearly define County and City partnerships and roles. Once an MCIP
project has been selected and approved by Commissioners Court a supplemental agreement will be
implemented that will identify project specifics such as proposed alignment, scope, project teams and cost
estimates. Additional, this MASTER AGREEMENT will serve as the umbrella agreement for the 6
th
Call
For Projects which is anticipated to be implemented in 2012 and selected in 2013.
RECOMMENDATION
If the Commissioners COUlt concur, a Court Order will also be PLACED ON THE FORMAL AGENDA
authorizing the County Judge to formally execute the attached MASTER AGREEMENT with the City
of Seagoville.
Approved By:
Attachments
mgt
411 Elm St, 4th Floor Dallas, Texas 75202 (214)653-7151
63
MASTER AGREEMENT GOVERNING
MAJOR CAPITAL IMPROVEMENT PROGRAM
THIS MASTER AGREEMENT is made by and between the City/Town of Seagoville, Texas,
hereinafter called "City" or "Town", and Dallas County, hereinafter called "County", acting by and
through its duly authorized officials, which desire to enter into an Interlocal Agreement, hereinafter
called Master Agreement, for the purpose of Transportation Improvements on roads inside Dallas
County that are on the North Central Texas Council of Government's Regional Thoroughfare Plan.
WITNESSETH
WHEREAS, pursuant to Court Order 2008-2207, dated November 18, 2008, County Commissioners
Court approved participation in Transportation Major Capital Improvement Program within the cities
inside Dallas County; and
WHEREAS, the approved project lists may be modified, updated or approved by the Commissioners
Court on a periodic, as-needed basis; and
WHEREAS, Chapter 791 of the Texas Government Code, as amended, provides authorization for
local governments to enter into interlocal agreements; and
NOW THEREFORE, THIS AGREEMENT is hereby made and entered into by City/Town and
County for the mutual consideration stated herein:
ARTICLE I. DEFINITIONS
The following definitions are incorporated into this agreement for all purposes.
A. AMENDMENT shall mean a written document executed by all parties detailing changes,
additions or deletions in the Master Agreement.
B. AMENITY shall mean Project features not included in the Standard Basic Project Design
including but not limited to street pavers, colored concrete, planters, irrigation, decorative
lighting, special signage, or any other feature above and beyond the Standard Basic Project
Design or any increase in capacity in excess of County determined requirements based on
anticipated future traffic flow.
C. CITY/TOWN shall mean the City/Town of Seagoville, Dallas County, Texas.
D. CONTEXT SENSITIVE SOLUTIONS (CSS) is a collaborative, interdisciplinary
approach that involves all stakeholders to develop a transportation facility that fits its physical'
setting and preserves scenic, aesthetic, historic and environmental resources, while maintaining
safety and mobility. CSS is an approach that considers the total context within which a
transportation improvement project will exist. CSS principles include the employment of early,
MASTER AGREEMENT-02/07ll1
64
continuous and meaningful involvement of the public and all stakeholders throughout the
project development process. It is the intent of Dallas County Public Works Department to use
the essential elements of CSS in all approaches to deliver the project. Some projects will
dictate very intense use of CSS, while others will only use a few of the elements, but the
County will always consider CSS.
E. COUNTY shall mean County of Dallas, State of Texas.
F. DIRECT PROJECT and PROGRAM COSTS shall mean those costs that can be
identified specifically with a particular project or program cost objective. These costs generally
include compensation of employees for the time devoted and identified specifically to the
performance of the project or program, cost of materials acquired, consumed or expended
specifically for the purpose of the project or program; equipment changes; damage claims and
other approved capital expenditures; change orders; travel expenses incurred specifically to
carry out the project including, but not limited to, design, right-of-way, road or street drainage,
utility relocation and adjustment and construction. Direct Cost does not include. either
City/Town or County general overhead.
G. EFFECTIVE DATE shall mean the date of the signature of the last person necessary for
this Master Agreement to become effective.
H. EXTRA TERRITORIAL JURISDICTION- (ETJ) shall mean the unincorporated area
outside the incorporated boundaries of the municipality as determined in Chapter 42 of the
Texas Government Code, as amended.
1. FIVE PHASE PROJECT DELIVERY SYSTEM shall mean the process for delivering a
project from conception to completion as detailed in Exhibit A, attached hereto and as well as
any additions or supplements thereto. The five phases of the project delivery system are
planning, design, right of way, utility clearance, and construction.
J. FUNDING AGREEMENT shall mean the agreement between the County and a
City/Town to establish a preliminary proposed budget for a project. As design is completed
and the engineering estimate is refined, the funding agreement shall be incorporated into the
Project Specific Agreement.
K. INDIRECT COSTS shall mean those costs that benefit more than one project and cannot
be readily identified with a particular final project or program cost objective. Their precise
benefits to a specific project are often difficnlt or impossible to trace.
L. IN-HOUSE PROJECT DELIVERY COSTS shall mean all costs associated with the
development of the Major Capital Improvement Program (MCIP) "Call for Projects", selection
of projects, scoping of projects, project design, property acquisition and construction of
projects. Cost Acconnting shall include but is not limited to employee time reimbursement,
materials, equipment and other expenditures necessary for the management and continuation of
the MCIP.
M. INTERLOCAL AGREEMENTS shall mean contracts or agreements entered into
between City/Town County in accordance with Texas Government Code Chapter 791.
N. LEAD AGENCY shall mean that entity responsible for project management, including, but
not limited to planning, design, right-of-way acquisition, approved utility relocation or
adjustment and construction unless otherwise designated.
O. MASTER AGREEMENT shall mean this document including all incorporated
documents, attachments, and exhibits.
MASTER 2
6.':::::>
P. MEMORANDUM OF AGREEMENT (MOA) shall mean a written document which
incorporates the results of the Preliminary Design Charrette.
Q. MULTI-MODAL CONNECTIVITY IMPROVEMENTS shall mean projects which
comply with the concepts in the 2005 SAFETEA-LU Act, any amendments, or any future
federal transportation acts which increase safety, accessibility, flexibility, efficiency, and
enhance the integration and connectivity of the transportation system, across and between
modes throughout the County for motorized and non-motorized users.
R. ORPHAN ROADS shall mean all or part of a street or road right of way which are outside
the incorporated limits of a municipality (or municipalities) and the incorporated area of the
municipality (or municipalities) abuts or extends into the right of way. These roadway
segments have, in effect, been "orphaned" by the abutting City/Town (or cities) that they serve
in that they have been left unincorporated. Thus the County has primary responsibility for
maintenance, operation, enforcement, police and/or emergency services within these
unincorporated rights of way.
S. PARCEL OR PARCELS shall mean those portions or part of land and improvements
located either wholly or partially thereon, identified by County, City/Town or other Stakeholder
as required for light-of-way requirements of the Project. Such right-of-way shall include the
existing street, road, drainage or other City/Town or County real property ownership and all
additional real property to be utilized for the Project.
T. PRELIMINARY CONCEPT CHARRETTE (PCC) shall have the same meanings and
purposes as the Preliminary Design Charrette, but be conducted very early in the design start,
before substantial design is underway. The conditions for which a PCC is appropriate will be
detennined by the lead agency, but will usually be a greater uncertainty of what the road
improvement will involve, the purposes, varying contexts (e.g. Transit Oriented Development,
Recreational Oriented Development, Industrial Oriented Development, etc.). Use of CSS will
usually mean that a PCC will be conducted, since its use fits perfectly into CSS concepts.
Other conditions encountered may dictate the use of a PCC, such as poor soils, presence of
unconsolidated solid waste dumps, innovative integration of master planning with project
delivery, unusual ROW challenges, budgetary constraints (thus calling for significant Value
Engineering efforts), etc. The results of properly using a PCC will be that early consensus will
be achieved on a basic approach to the project design and construction, thus avoiding wasted
design funding and loss of momentum for project delivery.
U. PRELIMINARY DESIGN CHARRETTE (PDq shall mean a meeting of decision
making stakeholders and other members of the project team for the purpose of discussing
feasible design alternatives, forging strong consensus among all stakeholders for the selected
alternative, and entering into a MOA for the overall estimate, alignment and scope of the
project. The PDC will be scheduled when the preliminary design is complete or near
completion. This means horizontal and vertical alignment alternatives have been designed,
ROW requirements are at least approximately known for each alternative, and the design is
40% to 60% complete. The result of a PDC that is conducted with all the stakeholders present
is that the strong consensus achieved will help assure the project is able to overcome any
challenges with design completion, ROW acquisition, utility design and relocation, and finally,
road construction.
V. PRO,TEeT MANAGER shall mean the person appointed by the Lead Agency who is
assigned the plimary duty for assuring Project Team coordination and timely project delivery.
There will be only one Project Manager assigned to a Project.
MASTER AGREEMENT-- 02/07111
66
w. PROJECT TEAM shall mean representatives from County, City/Town, and other
Stakeholders as may be mutually agreed upon by County, City/Town and Stakeholders or
otherwise with responsibility for delivering the completed Project.
X. PROJECT(S) shall mean the proposed thoroughfare and multi-modal connectivity
improvements approved by the Commissioners Court for inclusion in the Transportation MCIP
and approved by the City/Town.
Y. PROJECT DURATION shall mean the active life of the project. Project shall commence
with the application for a project by the City/Town and acceptance by the Dallas County
Commissioners Court. Project shall be considered complete when construction has been fully
completed and the one year maintenance period has expired or the project has been terminated
in accordance with Article IV of this Agreement.
Z. PROJECT SPECIFIC AGREEMENT or PROJECT SUPPLEMENTAL AGREEMENT
(PSA) shall mean an agreement subsequent to this document which is entered into to establish
the contractual rights and responsibilities of the City/Town and County as it relates to a
particular Project. A PSA supersedes the MOA or Funding Agreements.
AA. RIGHT OF WAY (ROW) is a strip of land that is granted, through a ROW deed, an
easement or other mechanism, for the Project. ROW shall mean that real property or property
interest identified by County or City/Town, as necessary for the construction of the Project
which shall include the existing street, road, drainage or other City/Town or County real
property ownership and all additional real property to be utilized for the Project.
BB. SCOPING SHEETS shall be attached to each PSA. These sheets will set forth the design
criteria to be used for the project, including the alignment, appropriate specifications, typical
section and other parameters of the project. As project goals and needs are more clearly defined
the Scoping Sheets shall be updated and revised by the project manager to reflect current
construction goals.
CC. STANDARD BASIC PROJECT DESIGN shall mean the standard County-approved
City/Town criteria for paving, bridges, drainage and appurtenances, traffic control items
including pavement marking, warranted uniform signals, street light foundations, pull boxes,
conduit, sidewalks, medians, storage/turn lanes, access, required structural retaining walls and
standard driveways exclnding road or street amenities, or snch design criteria as may be
mutually agreed llpon in a project Scoping Sheets.
DD. TxDOT shall mean the Texas Department of Transportation.
EE. UTILITIES shall mean each City/Town utility, public utility, common carrier,
governmental or quasi-governmental facility, fiber optic facility, or other facility located within
the limits of the Project by virtue of Texas or Federal Law or agreement between the entity and
the City/Town, County, or State ofT'exas.
FF. CITY/TOWN UTILITY shall mean those owned or operated by City/Town which
requires relocation or adjustment for the purpose of the construction of the Project as identified
by Project plans.
GG. UTILITY IN PUBLIC RIGHT-OF-WAY shall mean all UTILITIES located within the
limits of any governmental entity.
HH. UTILITY IN PRIVATELY OWNED RIGHT-OF-WAY shall mean all Utilities, excluding
City/Town Utilities, whose facilities are located within a private easement.
MASTER AGREEMENT-02!07/J I
4
67
Il. UTILITY BETTERMENT shall mean any increase in the capacity of any Utility's Facility
adjusted or relocated as a part of the PROJECT as compared to the existing Facility, or any
upgrading of the Utility's Facility above the standard practices, devices or materials, specified
by the Utility and customarily used by City/Town or Utility on projects solely financed by
City/Town or Utility. Provided, however, that any adjustments necessary to successfully
accomplish the Project shall not be considered a Betterment, and further, that any increase in
the capacity of the Utility Facility resulting solely from the replacement of devices or materials
no longer regularly manufactured, processed or installed shall not be considered a Betterment,
provided that such replacement shall be only to the standard devices or materials currently used
on other projects financed solely by City/Town or Utility. This meaning shall apply to utilities
that are part of the project as well as the standard basic street components (See "STANDARD
BASIC PROJECT DESIGN").
ARTICLE II. PERIOD OF THE AGREEMENT
This Master Agreement becomes effective when signed by the last party whose signing makes
the respective agreement fully executed (The "Effective Date"). This Master Agreement shall expire
ten years from the Effective Date unless terminated in accordance with Article IV.
ARTICLE III. AMENDMENTS
This Master Agreement may be amended with the mutual consent of the City/Town and
County. Any amendment must be in writing and approved by the parties' respective governing bodies
through either a Court Order from Commissioners Court or a City/Town Council Resolution.
ARTICLE IV. TERMINATION, DEFAULT, TIME OF THE
ESSENCE AND FORCE MAJEURE
A. TERMINATION
a. This Master Agreement may be terminated by any of the following conditions:
l. By expiration oftenn ofthe agreement.
2. By either party, by notice in writing establishing the effective date of tennination to
the other party as consequence of the party being in default of the provisions of
this Agreement or any supplemental agreement or failure to timely provide
funding, with proper allowances being made for circumstances. beyond the
control of the defaulting party.
3. By either party with ninety days written notice to the other party.
b. Should either party telminate this Master Agreement as herein provided, all existing, fully
executed supplemental agreements made under this Master Agreement shall not be terminated
and shall automatically incorporate all the provisions of this Master Agreement.
c. In the event that any supplemental agreement is terminated prior to completion of the
Project, no additional Costs shall be incurred other than Costs due and payable at the time of
termination for services actually perfonned or that shall become due and payable due to such
termination. The Lead Agency, to the extent pennitted, may terminate all project contracts,
MASTER AGREEMENT- 02/07/11 5
68
unless written notice is given by either party to the other of its intent to complete the Project,
and prepare a final accounting for the Project.
d. If the Project is terminated by the City/Town prior to the award of any construction contract
and the Project is located within the City/Town limits, City/Town shall pay to County the full
amount expended by County on the project and County shall transfer to City/Town its rights
and all deliverables that it may be entitled to receive under the existing professional services or
other project contracts or agreements. Such amount shall be included in the final accounting
for the Project. Such amount shall be due and payable in full ninety (90) days subsequent to
the termination, or thirty days subsequent to delivery of final accounting.
e. Once the eonstlUction contract has been awarded by the governing' body of the Lead
Agency, the PSA for that Project cannot be terminated until completion of the constlUction.
f. In the event that a Project is tenninated prior to the award of the constlUction contract,
either party may, upon written notice, take over the project and prosecute the work to
completion by contract or otherwise at its sole cost and expense. In the event that the party
completing the work is not the Lead Agency, it is agreed that the Project Manager will fiJrnish
to the Completing Party a listing of current records pertaining to any outstanding obligations or
other records or information required by any project contract, including any Work Order, or
requested in writing by Completing Party in either printed or electronic fOlmat or both. The
Lead Agency agrees to cooperate with the Completing Party. The Lead Agency will use its
best efforts to transfer to the Completing Party all contracts. Obligations under such contracts
shall become the sole obligation of the Completing Party upon transfer. Completing party
agrees to timely pay all future obligations under such contract as they become due and payable.
Completing Party hereby releases the Lead Agency from any and all liability nnder such
assigned contracts subsequent to date of transfer, effective upon the transfer date. Lead Agency
shall exercise its best efforts to insure a transition of services without interruption.
Either party shall have the right to retain copies of all data, infonnation, engineering, studies, or
other items produced to the date of tennination.
g. Provisions b through g of this section shall survive the termination of this Master
Agreement and any PSA and shall be a continuing obligation until the transition of services, all
payments made and the Projects are complete. All items listed or required in this provision
shall be furnished by Lead Agency to Completing Party without additional cost or expense to
completing party.
B. FORCE MAJEURE:
Neither County nor City/Town shall be deemed in violation of this Contract ifit is prevented from
performing any of its obligations hereunder by reason of, for or through strikes, stoppage of labor,
riot, fire, flood, invasion, insurrection, accident, order of court, judge or civil authority, an act of
God, or any cause reasonably beyond the party's control and not attributable to its neglect. In the
event of such an occurrence the time for performance of such obligations or duty shall be
suspended until such time that such inability to perfonn, shall be removed. The party claiming the
suspension shall give notice of such impediment or delay in perfonnance to the other party within
ten (10) days of the knowledge of such occurrence. Each party shall make all reasonable efforts to
mitigate the effects of any suspension. The provisions of this Article IV section B shall survive the
tennination of this Master Agreement.
MASTER AGREEMENT- 02/07/1! 6
69
ARTICLE V. LIABILITY FOR ACT AND OMISSIONS
Couuty and City/Town agree that both County and City/Town shall each be responsible
for their own negligent acts or omissions or other tortuous conduct in the course of performance
of this Master Agreement without waiving any sovereign or governmental immunity available to
either County 01' City/Town under Texas law and without waiving any available defenses under
Texas law. Nothing in this paragraph shall be construed to create or grant any rights,
contractual or otherwise, in or to any third persons or entities. The provisions of this Article V
shall survive the termination of this Master Agreement.
ARTICLE VI. LEAD AGENCY
A. Lead Agency shall be that entity which is responsible for the project from conception through to
completion of construction. City/Town and County may choose for County to manage project
through design and construction and for City/Town to acquire ROW.
B. In the event that the City/Town is Lead Agency the City/Town shall:
a. Provide project management and leadership from project selection to construction
completion following the 5 Phase Project Delivery System as detailed in Exhibit A, attached
hereto and as well as any additions or supplements thereto;
b. Lead Agency shall be responsible for hosting the Preliminary Concept Charrettes and or
Preliminary Design Charrettes and Neighborhood Public Workshops;
c. Acquire ROW necessary for project;
d. Enter into or obtain whatever agreements or permits necessary for project completion;
e. Provide County with opportunity for significant input in plan dcvelopmcnt and periodic
progress reviews; and
f. Provide records for periodic auditing for either financial accounting or engineering
accounting or both.
e. For City/Town-led projects in which the City/Town is considering to specify transportation
infrastructure elements exceeding the Standard Basic Project Design criteria, County funding will
only be eligible to the Standard Basic Project Design criteria unless the City/Town and County
have arrived at mutual agreement through involvement of County during the initial design phases
including the Design Partnering Kick-off Meeting and as necessary the Preliminary Concept
Charrette and Preliminary Design Charrette meetings.
ARTICLE VII. CITY/TOWN COVENANTS AND AGREES AS FOLLOWS:
A. To execute with reasonable promptness the necessary agreements for the implementation of design
and construction of the Projects mutually agreed upon and incorporated herein by PSA.
B. To provide City/Town Council Resolution adopting approved preferred alignment, proposed
estimated budget, and commitment to meet Project funding for each milestone as specified herein
or in the Funding Agreement and/or PSA.
C. To provide City/Town Council Resolution adopting the subdivision regulation in the ETJ as
defined in Article XVII below.
MASTER 02/07/11 7
70
D, City/Town agrees to share the funding of each Project with County ()n an equal share basis of
50%/50% or as otherwise agreed cost sharing anangement as specified in a Funding Agreement
and/or PSA with the following exclusions:
a, City/Town shall bear the entire cost of:
I, City/Town owned utilities relocation or adjustment such as water and sanitary sewer
facilities, except utility adjustments directly attributable to storm sewer improvement
conflicts;
2, Amenities including but not limited to street pavers, colored concrete, planters,
decorative lighting, special signage, or any other feature over the Standard Basic Project
Design;
3, Utility Bettemlents
4, Direct costs of City/Town which is fulfilling the role of Lead Agency, shall be
totally funded by City/Town unless supported by a detailed hourly accounting system
equal to County's accounting system,
5, City/Town Indirect Costs,
E. When mutual written agreement has been reached as to Projects' concepts, design elements and
limits by County and CitylTown at the PDC, City/Town agrees to acquire ROW required for
designated projects by voluntilly dedication, the subdivision platting process and/or other legal
means, to the maximum extent possible, and to ensure through the building permitting process that
setback requirements are imposed to limit encroachment upon the required ROW, City/Town
agrees to fund ROW not acquired, but reasonably expected to be acquired, City/Town also agrees
to fund the removal of improvements that are encroachments within existing or proposed ROW
areas,
F. In the event of any proposed use of the Project ROW that will conflict with the proposed Project
and City/Town is unable to obtain such ROW as described above, City/Town shall notify County
of such conflict County and City/Town shall determine if the acquisition of the conflicting parcel
would be in the best interest of the Project. In the event that agreement is reached and the parcel is
acquired such cost shall be included in the pro rated cost of the project in the agreed upon
proportions,
Q, City/Town hereby grants the County authority to enter into eminent domain proceedings within the
City/Town limits on each specific ROW alignment and/or project as approved by the City/Town
and County,
H, To require all Utilities located within or using the present public ROW on all designated
transpoliation projects within City's/Town's municipal limits to adjust and/or relocate said Utilities
as required by the proposed improvement of the designated transportation Project City/Town
Utilities shall be relocated or adjusted at no cost to County except as may be specifically set forth
in this Master Agreement
L City/Town agrees to be cooperative on issues relating to billboards, adveliising signs, non-
confonning uses, zoning and similar restrictions and to exercise its best efforts to provide vmiances
when possible to minimize cost and delay of Project Additional Project cost caused or contributed
to by City/Town ordinance, zoning, non-conforming use determination or other requirement shall
be paid in fuIl by City/Town,
J, City/Town shall require the adjustment and/or relocation of Utilities to be accomplishcd and
finalized, as expeditiously as possible after approval of final plans to prevent Project schedule
MASTER AGREEMENT- 02107111 8
71
delays. Notwithstanding anything contained herein to the contrary, all Utilities shall be adjusted or
relocated and the ROW clear for construction not later than thirty (30) days prior to the award of
the construction contract. CitylTown will notify the County and other Stakeholders when utility
conflicts would impact progress of the project completion. County and City/Town agree to work in
partnership and with all Stakeholders to solve the problem; to include engaging elected officials in
the problem resolution with the goal to prevent delays in the commencement or prosecution of
construction on the Project.
K. Where planned roadway improvements (including, but not limited to storm drainage,) are in
conflict with City/Town owned water and sanitary sewer systems, that could otherwise remain in
place, the actual costs of the necessary adjustment of City/Town water and sewer utilities shall be
pro rated at the overall percentage agreed to by City/Town and County for cost sharing. City/Town
shall be responsible for funding one hundred percent (100%) of any Betterment; as well as 100% of
any relocation that is caused by City/Town installation during the Project Duration. Except as
provided herein, all costs for adjustment and/or relocation of utilities in the public ROW shall be
the responsibility of the Utility Owner or of the City/Town Utility. Any Project delay or other
damages caused by City/Town Utility failure to timely relocate or adjust the facility shall be at the
entire cost of City/Town.
L. To provide for continuing surveillance and control ofROW"to prevent the construction, placement,
storage or encroachment of any signs, personal property or other appurtenances in the existing or
proposed ROW. In the event that the aforementioned features are allowed by City/Town to
encroach on necessary ROW during the duration ofthe project, City/Town shall bear the entire cost
of removal or relocation of said encroachment.
M. To provide to County for County's or County's designee's use, at no cost, adequate copies of all
construction standards, codes, (specifically including zoning and development codes), plats,
specifications, guidelines, standards or any other peliinent information as determined by County to
be required for the completion of the Project. Additionally, City/Town shall furnish County, at no
cost, such documents as necessary to keep all items previously furnished to County current.
N. Actively participate and provide authorized representation with decision making power at PCC
and/or PDC, preconstruction meeting, partnering meetings and project team meetings which are
necessary to project development/completion and fiduciary relationships.
O. City/Town agrees to provide timely review of interim submittals. "Timely review" will be agreed
upon during the PCC and/or PDC as a part of the Project schedule. City/Town further agrees that
if no review notes are submitted by City/Town in writing to County on a timely basis, plans are
approved as submitted.
P. When City/Town is Lead Agency City/Town agrees to allow forty-five days for County review of
submittals and any comments shall be incorporated into final document.
Q. City/Town agrees that it will pay all additional project cost for any City/Town requested
discretionary change, including, but not limited to Amenities and Utility Betterments, in or addition
to the design or construction of the project subsequent to the Cityrrown opportunity to review the
sixty five percent (65%) design plans.
R. Provide at City's/Town's cost for the continuing maintenance of all the Project ROW, such as
mowing, drainage, trash removal, etc., during the period between acquisition and construction.
S. During the construction of the Project and after completion of the Project, City/Town will be
responsible for the control, operation, police enforcement and/or emergency services, without cost
or contribution from the County.
MASTER AGREEMENT - 02107111 9
72
T. After the completion of a Project and the one year maintenance period, the City/Town will be
responsible for all future maintenance without cost or contribution from the County.
U. Bear the entire cost of design, construction and administration for landscaping, streetscaping,
streetlighting, as such items are not included in the Standard Basic Project Design and other
amenities specified or requested by City in excess of Standard Basic Project Design.
V. It is the intent of this Master Agreement that the County will be the Lead Agency. In the event that
the City/Town and County agree in writing that City/Town will manage and administer one or
more Projects, City/Town and County will enter into a PSA as to that project(s). In such instance,
City/Town agrees to assume all Lead Agency responsibilities except as may be set forth in the PSA
as determined by mutual consent.
ARTICLE VIII. UTILITY IMPACTS.
A. In cases where a Utility is located in a Privately Owned ROW, and it is necessary to relocate the
facility or make adjustments by reason of the widening or improvement of the designated project,
the County (or City/Town if acting as the Lead Agency) will, after submission by utility company
of ROW documentation and cost estimates acceptable to the City/Town, County and other
Stakeholders, assign the actual costs for the relocation and/or adjustment of said utility to the
Project.
B. In cases where a Utility in Public ROW, excluding City/Town Utilities, occupies any portion of the
Project ROW by Texas or Federal Law or by agreement with the City/Town that allows or pemlits
the City/Town to cause the relocation of the utility for the construction of the project, the
City/Town shall timely require and enforce the relocation or adjustment requirement at no cost to
the project. In the event that the City/Town has no legal or contractual right to cause the
relocation, the relocation or adjustment shall be relocated or adjusted and all cost shall be a Project
Cost. City/Town shall take all steps necessary to insure that such relocation or adjustment shall not
conflict with or delay the Project schedule.
ARTICLE IX. COUNTY COVENANTS AND AGREES AS FOLLOWS:
A. To provide as a Project Cost preliminary engineering which will define project details, e.g.,
location, scope of work and specific right of way alignment for each improvement. Such
preliminary engineering shall be submitted to the City for approval, prior to proceeding with the
final design and any right of way acquisition.
B. To provide as a Project Cost for the construction of transportation improvements based upon
design criteria confonning to Standard Basic Project Design in conformity with applicable City
ordinances and standards, to the extent of Commissioners Court approved program funding. Scope
of work shall include the agreed upon design standards as the basis for improvement crite11a.
Deviations from mutually agreed upon application of City/Town standards and/or design critelia
shall require prior approval of City/Town. Where City/Town standards do not exist, TxDOT
standm-ds as of the Effective Date of this Master Agreement shall be utilized unless otherwise
mutually agreed by PSA.
C. To actively participate and provide authorized representation at Predesign Charrette,
preconstruction meeting, partnering meetings and project team meetings which are necessary to
project development and completion and fiduciary relationships.
MASTER AGREEMENT- 02/07/[1 10
73
D. To provide project management of each Project where County is Lead Agency from
commencement to completion of construction. City and County may further agree by mutual
consent to redefine project management roles as beneficial to the Project as defined in the MOA
and supplemental agreements.
E. Upon receipt of written request detailing the information requested, to provide information related
to the Project to City/Town or City's/Town's designee at no cost to the City.
F. County agrees to provide review of interim submittals within forty-five days and hereby agrees that
if no review notes are submitted by County (if City/Town is filling the role as Project Manager) in
writing to City/Town, plans are approved as submitted.
G. To submit final engineering plans for review and written approval by City/Town at least thirty (30)
days prior to advertising for construction.
H. To provide for the acquisition, including acquisition by Eminent Domain, of the necessary
additional ROW, on designated projects, in accordance with minimum standard requirements and
utilizing existing public ROW to the maximum extent possible as a Project cost.
I. To require all contractors to secure all necessary permits required by City/Town on said
construction projects.
J. To furnish record drawings of construction plans for the permanent records of City/Town within
twelve (12) montbs upon completion and acceptance of the transportation improvement Project.
K. To transfer the real property or property interest acquired by County and used for the Project to
City/Town.
L. In the event County and City agree in writing that City will be the Lead Agency for the agreed
upon Project, County will reimburse City for agreed costs as detailed in Article XIII. (Funding) in
an amount not to exceed the Project cost as approved by Dallas County Commissioners Court and
incorporated in the PSA. All County payments shall be in accordance with County Policies and
Procedures or as may be mutually agreed between the parties and incorporated in a PSA.
ARTICLE X. PRELIMINARY DESIGN CHARRETTE (PDC), PRELIMINARY
CONCEPT CHARRETTE (PCC)
A. City/Town and County, as specified in Articles VII and X, respectively, will designate officials or
representatives to participate in a PCC and/or PDC to be conducted on a mutually agreeable date
and location. At least part of this meeting will be conducted on the Project site.
B. Results from PCC will identify the general project scope, the basic approach and concepts to be
taken with the project, the elements of CSS that will be included, and some ideas for alignments
alternatives. Lead agency will already have been determined, and as well as project administration
and management roles, to include the Project Manager. Key project team participants shall be
introduced to stakeholders at the pec and or PDC. Results from the PDC will identify the
prefelTed alignment of the project which all stakeholders can support and build momentum behind,
and provide all stakeholders a commitment for project delivery schedules and project budgets.
ARTICLE XI. FISCAL FUNDING
Notwithstanding anything to the contrary herein, this Master Agreement is expressly contingent upon
the availability of County funding for each item and obligation contained herein. City/Town shall have
MASTER AGREEMENT- 02/07/11 II
74
no right of action against the County as regards this Master Agreement, specifically including any
funding by County of the Project in the event that the County is unable to fulfill its obligations under
this Master Agreement as a result of the lack of sufficient funding for any item or obligation from any
source utilized to fund this Master Agreement or failure of any funding party to budget or authorize
funding for this Master Agreement during the current or future fiscal years. In the event of insufficient
funding, or if funds become unavailable in whole or part, the County, at its sole discretion, may
provide funds from a separate source or terminate this Master Agreement. In the event that payments
or expenditures are made, they shall be made from current ftmds as required by Chapter 791, Texas
Government Code.
Notwithstanding anything to the contrary herein, this Master Agreement is expressly contingent upon
the availability of City/Town funding for each item and obligation contained herein. County shall have
no right of action against the City/Town as regards this Master Agreement, specifically including any
funding by City/Town of the Project in the event that the City/Town is unable to fulfill its obligations
under this Master Agreement as a result of fhe lack of sufficient funding for any item or obligation
from any source utilized to fund this Master Agreement or failure of any funding party to budget or
authOlize funding for this Master Agreement during the current or future fiscal years. In the event of
insufficient funding, or if funds become unavailable in whole or part, fhe City/Town, at its sole
discretion, may provide funds from a separate source or terminate this Master Agreement. In the event
that payments or expenditures are made, they shall be made from current funds as required by Chapter
791, Texas Government Code.
A. ARTICLE XII. FUNDING
A. City/Town and County mutually agree to proportionately fund the Direct Project and Program
costs as agreed by the parties in a PSA. Unless otherwise specified in the PSA, County shall bear fifty
percent (50%) of fhe total Direct Project and Program costs excluding the Amenities, relocation or
adjustment of City/Town Utilities, Utility Bettelment, Indirect Cost, Direct Cost not supported by
detailed hourly accounting system and other items as specified in this Master Agreement, Funding
Agreement or any PSA. County shall not be responsible for any amount of funding in excess of the
Project not-to-exceed amount as shown in the PSA. Unless otherwise specified in the PSA, City/Town
shall bear fifty percentage (50%) of all Direct Project and Program costs. In addition, City/Town
agrees to fund all other City cost as provided herein, including, but not limited to, Amenities,
relocation or adjustment of City/Town Utilities, Utility Bettelment, Indirect Cost, Direct Cost not
supported by detailed hourly accounting system and other items as specified in this Master Agreement,
Funding Agreement or any PSA.
B. Unless otherwise stated in a PSA, the milestones for each project shall be (I) preliminary and
primary design (2) ROW acquisition and utility relocation or adjustment and (3) construction. The
Lead Agency shall prepare an estimated cost for each milestone. Upon approval of the cost by the
other party, each party shall fund its share of the respective milestones by placing that amount of
money in an escrow account or otherwise encumber the funds to insure that the Lead Agency will have
sufficient funding available from current revenue for the timely payment of Project milestone costs.
The Lead Agency may bill the other party for periodic payments for the actual amount of work
completed toward the completion of the milestone. Upon completion of the milestone, the non-
management party will be fumished a notice that such work has been completed and the amount of
funding that may be utilized to pay subsequent milestone Project cost. Notwithstanding any other teml
or condition contained herein or in any PSA, neither party will be required to award any contract until
MASTER AGREEMENT-02/07!"! I 12
75
written certification has been received that funding has been placed in escrow or encumbered for the
payment of the non-awarding party's portion of the Project cost.
C. In the event that the cost of the Project shall exceed the not-to-exceed amount, City/Town and
County agree to either reduce the scope of construction or seek additional funding to complete the
Project at the agreed upon cost share percentages. At the termination of the Project, the Lead Agency
will do a final cost accounting of the Project. In the event that the amount paid by either party exceeds
its portion of the actual cost, the difference will be remitted to such party. In the event that additional
funds are due, the Lead Agency will bill the other party who agrees to pay such funds within thirty (30)
days of receipt of such billing.
D. If City/Town elects to manage Project, County will reimburse City/Town based on invoices for
actual costs expended as supported by documentation approved by County Auditor. Any and all
supporting documentation required by County Auditor shall be included with invoice from City/Town.
E. Upon execution of a PSA, City/Town shall escrow an amount adequate for initial project costs
which County may use to pay for initial professional services required for scoping, preliminary, and
primary design.
F. City/Town and County shall enter into Funding Agreement and/or PSA to establish commitments
as required for each project. Suggested timefrarnes for Funding Agreements, PSAs and/or any
amendments are:
a. As soon as project accepted by Commissioners Court and as a result of the kick off
partnering meeting, a Funding Agreement to establish Lead Agency for preliminary
engineering and general funding responsibilities and procedures for reimbursement by
Participating Agency; or
b. When the preliminary engineering plans are at 60% complete; or
c. After construction bids are opened amend the PSA as needed.
ARTICLE XIII. NO THIRD-PARTY BENEFICIARY ENFORCEMENT.
It is expressly understood and agreed that enforcement of the terms and conditions of this
Agreement and all right of action relating to such enforcement shall be strictly reserved to City/Town
and County and nothing contained in this Agreement shall give or allow any claim or right of action
whatsoever by any other person on this Agreement. It is the express intention of City/Town and the
County that any entity other than City/Town or the County receiving services or benefits under this
agreement shall be deemed an incidental beneficiary only. This Agreement is intended only to set forth
the contractual right and responsibilities of the agreement parties.
ARTICLE XIV. RIGHT OF ENTRY
The City/Town agrees that County shall have the right to enter upon the Project area for the time
period necessary for the completion of the Project. City/Town agrees to furnish such police or other
City/Town personnel as requested by County for traffic control or other public safety matters at no
cost to the Project or County.
MASTER AGREEMENT-- 02/07/1! 13
76
ARTICLE XV. LIST OF PROJECTS
City/Town agrees that it has been furnished with a list of the potential Projects as approved by the
Dallas County Commissioners Courts, subject to the agreement between the parties of a PSA,
City/Town stipulates and agrees that the Commissioners Court Order approving the projects
identifies the potential Project location and describes the type of project in sufficient detail that the
City/Town is fully aware ofthe location and type of projects being considered,
ARTICLE XVI. ORPHAN ROAD POLICY;
The County encourages all cities adjacent to orphan roads in the county to develop, commit to and
submit a plan to the County for completing the annexation of the orphan road segments and
assuming full responsibility for these roadways, In instances where two cities abut the same
orphan road segment, the County encourages the two cities to jointly develop a plan of the
annexation of that segment. The County offers its assistance to the cities in developing such plans,
A. The County, at the discretion of the Commissioners' Conrt, may give additional selection
value to projects in cities that have submitted a specific plan for the annexation of orphan roads
when the County selects, approves and schedules projects for funding in the County's major
MCIP, Such preference may also be given in approving projects for road and bridge district
participation (Type "B" work),
B. The County, at the discretion of the Commissioners Court, may also refuse to participate in
discretionary projects, such as road and bridge district projects or MCIP projects, in a
City/Town that elects not to pursue the annexation of orphan road segments that abut its
boundaries, Failure to notify the County of the City's/Town's intent to annex and/or failure to
submit a plan for annexation in a timely manner shall be construed by the County as the
City's/Town's election not to pursue annexation.
C. The County, at the discretion of the Commissioners Court, may select specific orphan road
segments for improvement when a City commits to annexation of the segment upon completion
of the project. However, the specific plan for annexation of orphan roads submitted by the
City/Town will not be limited to annexation upon completion of improvements by the County,
The County improvements may be made as road and bridge projects or as MCIP projects
(subject to other MCIP criteria including regional thoroughfare plan designation and City/Town
cost participation,)
D, This policy application is prospective and projects selected by the County and approved by
the Commissioners Court prior to the date of the adoption of this policy shall not be impacted
by this policy,
E, The County shall provide written notification of the adoption of, and future revisions of, this
policy to the cities abutting orphan road segments,
F, The provisions of this Aliicle XVI shall survive the tennination of this Master Agreement.
COrd, No. 2002-637; Ord. No 2006-1171)
MASTER AGREEMENT- 02/07/11 14
77
ARTICLE XVII. SUBDIVISION REGULATIONS IN THE
EXTRA TERRITORIAL JURISDICTION
County and City/Town agree that City is the office that is authorized to: (I) accept plat applications for
tracts of land located in the extraterritorial jurisdiction; (2) collect all applicable plat application fees;
(3) provide applicants one response indicating approval or denial of the plat application; and (4)
establishes a single set of consolidated and consistent regulations related to plats. subdivision
construction plans, and subdivisions of land. The provisions of this Article XVII shall survive the
telmination of this Master Agreement.
ARTICLE XVIII. MISCELLANEOUS GENERAL PROVISIONS
A. Applicable Law. This Agreement and all matters pertinent thereto shall be construed and enforced
in accordance with the laws of the State of Texas and exclusive venue shall be in Dallas County,
Texas. Notwithstanding anything herein to the contrary, this Agreement is expressly made subject to
County's and City/Town's Sovereign Immunity, Title 5 of Texas Civil Practice and Remedies Code,
and all applicable State of Texas and Federa/laws.
B. Elltire Agreement. This Agreement, constitutes the entire agreement between the parties hereto
and may not be modified except by an instrument in writing executed by the parties hereto as herein
provided.
C. Severability. If any provision of this Agreement shall be held invalid, void or unenforceable, the
remailling provisions hereof shall not be affected or impaired, and such remaining provisions shall
remaill in full force and effect.
D. DefaultfWaiver/Mitigation. It is not a waiver of default ifthe non-defaulting party fails to declare
immediately a default or delays in taking any action. Pursuit of any remedies set forth in this
Agreement does not preclude pursuit of other remedies in this Agreement or provided by law.
E. Federal or State of Texas Funding. In the event that any work or part thereof is funded by State
of Texas or U. S. Government funding and any statute, rule, regulation, grant, contract provision or
other State of Texas or U. S. Government law, rule, regulation or other provision imposes additional or
greater requirement(s) than stated herein, City/Town agrees to timely comply therewith without
additional cost or expense to County.
F. Headings. The titles which are used following the number of each paragraph are only for
convenience in locating various provisions of this Agreement and shall not be deemed to affect the
interpretation or construction of such provision.
G. Number and Gender. Words of any gender used in this Agreement shall be held and construed to
include any other gender; and words in the singular shall include the plural and vice versa, u n l e ~ s the
text clearly requires otherwise.
H. Counterparts. This Agreement may be executed in mUltiple counterparts, each of which shall be
deemed an original, but all of which shall constitute one and the same inst!U111ent.
I. Notice. Any notice provided for in this Agreement to be given by either party to the other, shall be
required to be in writing and shall be deemed given when personally delivered, or three (3) business
days after being deposited in the United States Mail, postage prepaid, certified, returned receipt
requested, or registered addressed as follows:
MASTERAGREEMENT-02!07!11 15
To County:
78
County of Dallas
Dallas County
Administration Building
411 Elm Street, Fourth Floor
To City/Town:City of Seagoville, Texas
702 North Highway 175
Seagoville, Texas 75159
Either patiy may change its address for notice by giving the other patiy notice thereof
The City/Town of Seagoville, State of Texas, has executed the Agreement pursuant to duly
authorized City/Town Council Resolution , Minutes ____ " " Dated the
"_day of , 20 __ .
The County of Dallas, State of Texas, has executed this agreement pursuant to Commissioners
Court Order Number" and passed on the __ day of , 20 ___ _
CITY OF SEAGOVILLE
BY
COUNTY OF DALLAS
BY
STOFORM:
~ ? & v
r n R. Hikel, Chief, Civil Division
as County District Attomey
~ B y Jaw, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a
contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our
approvaJ of this document was offered solely for the benefit of our client Other parties should not rely on this approval, and should seek review and
approval by their own respective attomey(s),
MASTER AGREEMENT- 02/07111 16
79
EXHIBIT
A
80
DEPARTMENT OF PUBLIC WORKS
411 ELM ST" 4TH FLOOR
DALlAS, TEXAS 75202
PROJECT MANAGEMENT PRACTICES
MANUAL
5 PHASE
PROJECT DELIVERY SYSTEM
JULY 2009
I
8 1
INTRODUCTION
The purpose of this manual is to provide a standard practice guide on project management practices
within the Dallas County Public Works Department. It is meant to assure that a standard approach is
used by all Project Managers (PMs) and other project team members in the delivery of County-led
transportation projects. The guidelines are meant to meet the requirements and intent of the
American Public Works Association's (APWA) publication entitled "The Public Works
Management Practices Manual" (The Manual). The Manual contains 529 recommended practice
statements that describe the critical elements necessary for a full-service public works agency to
accomplish its mission. We estimate that about 300 statements apply to the missions of Dallas
County Public Works Department. The practice statements "call for the development and
implementation of a policy or procedure in the form of a rule, regulation, written directi ve, or for the
execution of an activity, report, procedure or other action." This PMP manual is intended to fulfill
that requirement and covers a number of practice statements. It begins with Practice Statement 10.8
"Project Management" in the Chapter 10, "Planning and Development." It also includes practices
elements in a general sense from Chapters 11 "Engineering Design," Chapter 12 "Bid Process,"
Chapter I3 "Project Management," Chapter 14 "Right-of-Way Management," and Chapter 15
"Utility Coordination." OUf basic methodology is a strong matrix approach, so that OUf PMs are
assigned from the time a planning initiative become a true approved project, to completion of the
total project. We use the terminology found in the Project Management Institute's "A Guide to the
Project Management Body of Knowledge" (PMBOK). This includes the definition of a "Matrix
Organization" which we aspire to be. This definition is: "Any organization structure in which the
project manager shares responsibility with the functional managers for assigning priorities and for
directing the work of individuals assigned to the project." When we speak of a project matrix team,
we are referring to a team led by an appointed PM who has team members from throughout the 4
functional divisions of Dallas County Public Works. These four divisions are Transportation and
Planning, Property, Engineering & Construction, and Program & Engineering Management. The
PMs are assigned to the Engineering and Construction division, but manage projects from cradle to
completion. There is no hand-off between functional divisions.
This Practice Manual is purposely short. We desire to provide a guide to project delivery pnictices,
not an exhaustive "how to" manual. Other Public Works Practices (all indexed to the APWA
Practices Chapters and numbers) do provide more detailed instructions on the specific elements of
project delivery. Our experience is that very thick manuals are not used as much as shorter
guidelines that provide the boundaries of good practice and a standard approach on the essentials.
We then empower our individual PMs to work within the guidelines, leveraging their own strengths
(their "hedgehog" talents) to work the details in delivering their individual projects.
PHASE 1 .- PLANNING & PRELIMINARY DESIGN

STEP ONE, PROJECT DEFINITION
..... --t-' -+1--+' --+-' -1:--+1--+-1 ""'-+'--+-11---11-+1--+1 -+-1 -'1-11--+1 --HI _041-+:--+: -+--+I-f-I -j'-+I-+'-+-I +-+-....+-+-! I f I I ....
1. Transportation Planning disllibutes a "Call for Projects" to alI Dallas County cities. This is a
process initiated every 2 to 3 years and involves pattnering with all the cites and
stakeholders. The nomination period is open for 4-6 months before projects are submitted,
usually in August of odd numbered years. Public Works will host a partnering workshop and
2
82
include a luncheon in the middle of a meeting about 4 hours long. Various aspects of this
Call for Projects Workshop and process will be adjusted based on input from city partners.
2. Planning Division will adjust the project selection criteria based on input from the cities,
criteria that NCTCOG is using, and guidance from the County Commissioners. The final
criteria and Call process will be briefed and approved by the Commissioners Court and a 5-
signature letter will be used to transmit the Call to the cities. The amount of time for the
nomination process will be adjusted based on feedback from the cities. This is to assure they
have enough time to brief their elected officials, plan for inclusion of projects in city bond
elections, and prioritize city capital spending. After the Planning Division assures all the
information is submitted correctly (and assists some of the smaller city staffs in
submissions), a matrix team of Public Works (PW) employees begins with an
executeability analysis that precedes selection of projects for inclusion in the County's MCIP.
The team, with Engineering & Construction, Planning, & Property people involved, provides
assistance with risk assessments from various perspectives --feasibility, cost estimates, scope
definition, political aspects, funding, technical issues, utilities, safety, environmental, and
traffic factors, etc. Property Division team members examine Right-of-Way (ROW) &
utilities, looking at feasibility, types of property involved, other significant factors, such as
at- grade. railroad crossings, relocations, etc.
3. The Director and AD's meet with each Commissioner separately to go over the slate of
nominated and analyzed projects in his/her Distlict. Google Earth or other technology is
used to give the Commissioner a comprehensive look at the nominated project and its
environs. The pros and cons of each project are discussed with each Commissioner taking
their own approach to project selection. The technical gracling scores act as a common
denominator to assure only effective projects are in the ballpark for selection. Public Works
provides data on previous funding commitments, and percent of thoroughfare roads &
population of each city, to help Conunissioners decide on the projects to be selected. Every
project is placed into a Program Year (PY) (year slated for construction start), based on
District and overall County MCIP cash flow projections. After briefing each Commissioner
and the Judge, the updated spreadsheet called the "MCIP Transportation Funding
Commitments" is presented in Briefing format in public forum to the Commissioners Court.
The following week, a Court Order is submitted and the MCIP is then formally approved by
the Court, with a 5 Signature Court Order.
4. The MClP has been formulated on the premise that legal agreements should reflect the nature
and character of the program. Eqnal funding partnerships, matrix Project Management,
Context Sensitive Solutions methods of project delivery, and partnering principles applied in
every phase of project delivery are the essential elements ofthe MCIP. The time it takes for
getting inter-local agreements approved should never be on the critical path of project
delivery. Therefore much effort has been expended between the Civil DA legal staff and
Public Works staff to formulate a "Master Agreement Governing Transportation Major
Capital Improvement Projects." This MCIP Master Agreement has been signed by 26 Dallas
County cities with approved projects and serves as the legal basis for partnerships between
the various cities and Dallas County. It will be renewed every 10 years. Later during project
design, enough information will be known to forge a Project Supplemental Agreement (PSA)
that details the specifics of that particular project. None of the basic elements of a city-
county legal agreement have to be repeated in the PSA, thus simplifying the process and time
involved.
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5. A kickoff meeting is next held with each of the City Partners who have projects selected.
This key meeting sets the basic parameters for each of the projects, such as cash flow
requirements for each partner, who the lead agency for project delivery will be, agreed upon
technical criteria, known risks, roles for each stakeholder, etc., all focused on assuring timely
project delivery and moving the project into construction during the selected PY. Ifthere is a
great deal of uncertainty associated with the project (e.g. part of some economic development
such as transit oriented development, or part of brown field development, or other significant
environmental challenges, or a very significant change in planned use of an area in the future,
e.g. industrial changing to mixed use, etc), then the lead agency may conduct a Planning
Charretie. The purpose of this meeting with all significant stakeholders is to determine the
beginning scope and the realm of possible approaches. Serious design cannot begin until
there is stakeholder agreement on a relati vely reasonable set of altemati ves, which bear some
relationship to the scope of funding currently available. Partnering relationships will also be
established at this Charrette which should be sustained throughout the life of the project.
6. Public Works commits to using Partnering Principles of Trust, Commitment, an,d Shared
Vision in addition to Best Practices of Project Management Principles throughout the life of
the project. Each City is invited to use the same principle-centered teamwork as we work
together to deliver the selected projects. This partnering approach is also an integral part of
Context Sensitive Solutions (CSS), a design methodology that involves early and continuous
involvement of all stakeholders.
7. For every project that the city and county stakeholders agree to assign Dallas County as the
Lead Agent, a Project Manager (PM) will be assigned by the Assistant Director of
Engineering and Construction. In addition the Assistant Directorin consultation with the PM
and other Assistant Directors and PW Business Unit leaders, will identify matrix team
members for the project.
8. An initial Project Funding & Execution Status (PFES) and Program Management and
Planning Status (PMAPS) form will be developed by the PM for each project in coordination
with the PEMD & the AD, Engineering & Construction. Each business unit leader will
review PFES and PMAP in order to provide an adequate workforce for each project, and
assure team members assignments are balanced.
9. Decision on use of Subsurface Utility Engineering (SUE) will be made before initiating
design. In the analysis of candidate projects, utility relocation risks will have been identified.
When these risks are high (the usual situation), then funding will be planned in the design
for SUE efforts. PW now has in place an IDIQ cqntract for quick implementation of SUE
consultant efforts. Utility partnering efforts include initiatives for joint efforts wherever
feasible. This information will be critical for designers to use as they launch the design.
Total integration of the SUE methodology will help assure that ALL utility impacts are
considered in every phase of project delivery.
STEP TWO, PRELIMINARY DESIGN
" I I 1--+-+-,1 ; I I " I I I I ; I I i I_I I I I I I I I I I I r 1 ( ! t I \ I"
l. A systematic decision process as part of the Public Works Business Operating Plans
(PWBOP) updating is done to detennine which design efforts will be completed with in-
house designers and which will be done by consultants. For consultant selection, a rigorous
and systematic process will be used to select the best qualified consultants for each project.
An initial contract will be signed with a best qualified consultant to perform the entire
preliminary design, or participate as a Preliminary Design liaison, trainer, or expert to advise
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an in-house design force for the project. As much as possible, an Indefinite Delivery,
Indefinite Quantity (IDIQ) methodology will be used 10 help assure inordinate amounts of
lime are not used in the best qualified selection process required by state law, City partners
will be given the opportunity to provide input to the County in the consultant selection
process,
2, County, city, or joint team of in-house designers or selected consultant firm begins .initial
design efforts under the leadership of the PM, This design effort will be initiated fonnally
with a Design Partnering Workshop, The PM will assure all significant stakeholders are
invited and commit to attend & participate, The meeting will be designed to assure all
stakeholders are committed to a smooth and strong start to design, that all the vital
stakeholders are involved early, and that progress meetings are scheduled on a regular basis,
This will involve commitments by the design team (consultant or in-house) and by the city
and county people involved in design approval, Goals include committing to resolve
alignment issues early in the design process, In some circumstances, a feasibility study may
be required to compare & contrast different alternatives before real design can begin,
Estimated ROW takes, utility impacts, and environmental affects for each alternative may
need to be reported before stakeholders decide on a preferred alternative for preliminary
design, The design partnering meeting will be held over a lunch hour and include a 50%-
50% cost shared, modest lunch,
3, CSS methodology will continue to be used, stressing total stakeholder involvement,
throughout the project delivery process, Task Force and Matrix Team meetings will be
scheduled in order to assure effecti ve teamwork, The Institute of Transportation Engineers
(ITE) manual "Context Sensitive Solutions in Designing Major Urban Thoroughfares for
Walkable Communities" will be used as an overall design guide,
4, When a consultant is used as the design agent, a contract will be negotiated for the
preliminary design only, unless the project is relatively simple and the final solutions are not
in question, The idea is to avoid protracted negotiations on the total scope and fee, when
many of the factors influencing final design consideration are not yet known, An amendment
to the contract for completion of the Primary Design can be negotiated after Preliminary
Design is nearing completion, At this time, the unknowns should be relatively few and the
scope negotiation much easier to navigate, The decision to amend the contract for
completion of the Plimary Design will be made after an interim evaluation is completed
using the County's consultant evaluation system, Every effort will be made to assure a
seamless design process, without interruptions by prolonged negotiations in signing the
Primary Design amendment to the contract
5, A Preliminary Design Charrette (PDC) will be planned by the Project Manager who will
lead the execution with all stakeholders (Cities, utilities, County, any private parties or other
decision-makers), The scope of invitees to the PDC will be dependent upon project
complexity and number of unknowns, The goal of the PDC is to build consensus and
support behind the project and alignment altemative that is finally selected by the
stakeholders. Many projects have been derailed by lack of support when opposition arises,
A great effort will be made to assure attendance of all the key players, This consensus
building effort is an integral part of any CSS approach to design, The Director and Assistant
Directors will be personally involved and the PM will make special efforts to assure political
leaders have the meeting on their calendars and plan to attend, or at least have a clear
invitation, In addition, by name individual contacts will have to be made to assure utility
company representatives attend, since key alignment decisions will be made that can affect,
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or be affected by, probable utility locations. If applicable, the PDC will include an
orientation walk-thru of the project site, which includes right of way assessment The PM
will highlight specific City zoning and other ROW requirements, or ask the city partner to
highlight these.
6. As part of the CSS approach, a Public Involvement (PI) strategy will be forged under the
leadership of the PM, and the advisement of the PW Transportation & Planning Division
(T&P} T&P will attain and maintain a PI center of expertise and advise PMs on various
techniques and methods to use to best involve the public and other stakeholders. Public
Works will use innovative methods in coordination with our cities, such as workshop/small
group formats, inviting outside consultants, etc. City methods & approaches will always be
respected and adhered to in this area.
7. Phase I ends with approval of the Preliminary Design Report, Preliminary
AlignmentiProfile and Preliminary Sizing of bridges and drainage structures along with
S.UE determination, Preliminary Survey Report, and Preliminary Utility Investigation
Report
So The design firm or in-house design team will have begun necessary permitting and
environmental assessments. Basically the level of effort will approximate that required of
the Preliminary Schematic and Environmental Assessment Phase that currently is required on
the TxDOT STP/MM projects.
9. Roadway plans are estimated to be 60-65% complete at the end of Preliminary Design.
Phase.
PHASE 2 .- PRIMARY DESIGN

L The initial task is negotiation of an amendment to the preliminary design contract with
consultant for Primary Design, or if that is not successful, assignment of the work to an in-
house design tearn.
2. The Scope of Work should now be well defined by all Phase 1 efforts and includes
geotechnical investigations, utility analyses (including application of all the S.UE data derived
.in Phase 1), constructability review, environmental analysis, neighborhood public workshops,
traffic information approval, estimated ROW parcels, & integration of context sensitive
solution elements.
3. Part of negotiations both with in-house design teams and consultants includes definitive
delivery dates for various deliverables, phases, and reviews. All commitments made during
the Design Partnering meeting and follow-on Task Force meetings will be honored, by all
stakeholders. In paying submitted invoices for progress during the design period, earned value
analysis concepts will be used to track cost and schedule progress. We DO NOT make 'cost
plus' assumptions about consultant's work efforts. Since our 2-phase negotiation system
allows for better scope definition, the instances of misunderstanding on true project scope are
reduced.
4. Consultant or In-house Design Team works closely with all stakeholders -- under the guidance
and direction of the County PM, in a partnering mode. The lead designer is the Technical
Manager at this point in the process, and is always under the matrix leadership of the PM.
Any available intemet or intrane! based Project Management tools, including extranets, will be
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used to optimal effect during the life of the project. When one of our IDIQ consultants is hired
(survey, miscellaneous design, SUE or materials testing) we will work with them using
partnering concepts and treat them as members of the Public Works team. Also, the design
firm for water and/or wastewater services will be integrated, and wherever possible, we will
attempt to assure the design consultant for the transportation project is also selected by our city
partner to design the municipal utility improvements. We will expect any of our consultant
partners to become familiar with the elements of our 5-Phase project delivery system and to
commit to the precepts of design partnering ..
5. Traffic and utilities data will be considered in design, with data from partner city, County,
NCTCOG, TxDOT, or consultant. Agreed upon level of S. U.E. will be key input into design
details, and utilities partnering imperatives will be used throughout the design and construction
phases.
6. Any required environmental impact analysis will be completed during phase 2. Common
sense will be used to address significant issues without wasting time on clearly unimportant
areas. The goal is to execute environmentally sustainable transportation infrastructure that
improves the overall quality of life of our joint customers, the transportation users and citizens
of Dallas County and our cities.
7. Right of Way (ROW) documents will be finalized, with quality controlled by the consultant or
in-house design team. The Quality Assurance (QA) function will be completed by both the
PM and the Property Division in a smoothly coordinated manner, using pre-coordinated
checklists. At the appropriate time, the documents will be delivered to Property Division, but
the PM still retains overall responsibility for timely project delivery. Early involvement on
ROW issues, including utility relocation aspects (such as getting possible Rights of Entry for
utility relocation) is critical for success. Early provision of final and accurate ROW documents
will be a critical milestone of the design contract.
8. Design Consultant or In-house Design Team completes work on provided schedule, keeping
all the commitments made during the Design Partnering Meeting and the Preliminary Design
Charrette. Consultants and/or In-house Design Team are expected to assure that they
accomplish "muddy boots" design with true "eyes-on" the total project site. The project should
have been walked several times by the time the design is complete. Most underground utilities
have above ground markings, which are often overlooked until construction. In design review,
we will avoid lengthy rounds of passing designs back and forth, in favor of "over-the-shoulder"
reviews, as required to meet design completion timelines. These will include city and other
interested stakeholders under the orchestration of the PM.
9. The PM completes an interim evaluation of the design consultant. Special note will be taken
of the consultant's system for assuring QC of all design effort including ROW documents.
After construction is complete, the PM performs a final consultant evaluation, using our
standard evaluation system contained in the contract. The consultant is given an opportunity
to evaluate the County's project management process as well.
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PHASE 3 - DESIGN COMPLETION & RIGHT-OFWAY
INITIATION
1. Begins with the delivery of the initial, unsealed ROW documents to the County by the
consultant. Consultants will first bring a few ROW documents for review by the PM and
Property Division team members, to assure they fully understand the details and level of Quality
Control we expect in their submittals. Standards and scheduling will be clearly spelled out in
writing within Consultant's contract. Deliverables will include ROW maps and deed records.
2. Consultant is required by contract to submit property owner deeds along with right of way maps
which have received an internal quality control process. The PM assures utility representatives
are informed of the project and all know utilities are shown on the plans. Diligent efforts will be
made to assure that all private or public utility easements are identified on the maps and plans as
required in Consultant Contract. All the SUE efforts should be included in the design
documents.
3. The PM, still leading project delivery, assures the County or City ROW Functional Manager
works to assure efficient execution of ROW planning and acquisition services, as part of the
Project Matrix Team. The Property Division will manage the ROW Services IDIQ contract, if
this delivery tool is used. Before writing a work order for the ROW services IDIQ, the Property
Division Chief will meet with the Chief of Engineering & Construction and the PM, to assure
adequate project budget is available for the added cost of procuring ROW services.
4. The PM monitors and tracks progress, helping to resolve issues as they develop. He/she, keeps
all stakeholders infonned, using e-tools and networking. Any available internet-based Project
Management tools, including extranets, as well as intranets will be used to optimal effect during
the life of the project.
5. Consultants or In-house Design Team are to avoid taking ROW that is not absolutely necessary
to the construction of the project by performing a Preliminary Design/Right of Way Review
Board. The PM uses his/her Matrix Team to minimize the ROW takings and assures
appropriate leadership to assure project delivery dates are met.
6. Consultant will make minor changes resulting from property owner requests or other changes
that arise naturally in ROW negotiations.
7. As required, the Project Manager will be prepared for expert testimony at any Eminent Domain
hearings.
8. The PM decides, in consultation with other stakeholders and early enough to preclude re-work
by consultant, the packaging of the Plans, Specs & Estimates (PS&E) package for the
construction bidding purposes. The PM will use the Standard Practices of the Public Works
Department as the guide, with the precise formats being customized to the type of project
involved. Each city partner may have specific requirements, or if the project is a local-let of a
federalized project, federal provisions will be included, as per TxDOT guidance.
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PHASE 4 - ROW Completion & Utility Adjustment
1. ROW acquisition is camed to completion, again under the active project management and
leadership of the PM, with proactive activity of the ROW acquisition team. If the city or
another partner such as TxDOT is the ROW acquisition agency, the PM will still track carefully
the progress and proactively lead efforts to remove obstacles, etc. to kcep progress on schedule.
2. The PM will use partnering principles as well as results of S. U.E. to assure utility adjustments
are accomplished in time to keep scheduled project advertisement and contract award dates. The
elements of Public Works Practice (PWP) 15.1, "Utilities Coordination" will be used as the
guide. These principles are based on successful pattnering efforts for over 10 years with major
utility providers (including the UPRR). The PM will assure the attached Essential Elements of
Utility Partnedng and GUIDELINES FOR ASSURING SMOOTH RELATIONSHIPS
BETWEEN LOCAL GOVERNMENTS AND UPRR is proactively used by all matrix team
members.
3. The Project Manager tracks and resolves issues and work schedules, using the Matrix Team to
proactively lead efforts to remove obstacles of acquisition and utilities relocation to ensure
project schedule. As a matter of standard procedure, the use of utilities Rights of Entry (ROE)
will be explored on every project. When conditions are there, we will use the ROE as a way to
take the utility adjustment time off the project critical path. R&B forces may be needed to clear
trees from the new ROW or to move fencing, and will be procured through requests to the
Commissioner involved.
4. The City works as part of Matrix Team to expedite utility relocations. Many times, franchise
utilities have relationships based on franchise utility agreements with cities that can be used
beneficially to secure cooperation. Monthly Task Force meetings are initiated during this phase
to assure early and frequent communication with all stakeholders. All team members are to
proactively partner with the utilities and facilitate their relocation. Departmental policy is 0 R R
(Zero Relocation of Relocations). The practices of PWP 15.1 "Utilities Coordination" will be
used by all PMs. This includes use of the Utilities Special Work Assistance Team (U-SWAT)
to help resolve tough utility challenges in a timely manner. The U-SW AT team is a resource for
the PM and does not relieve him/her of the necessity for close team work, involvement &
leadership during the utilities phase of the project. We regat'd the project as "in construction"
during the time our utilities partners are operating in our ROW, relocating their utilities. We
work hard to assure that all franchise utilities are relocated in a manner that is safe and will not
impact our road construction (e.g. from improper backfill of their trenches, conflict with stonn
sewers, conflicts with water or sanitary sewer lines, bridge abutments, inlets, etc).
5. An Advertising Risk Assessment (ARA) is completed prior to engaging the Purchasing
Department in advertising the project for construction bids. Advertising is not issued until all
utilities are within a reasonable and confirmable clearance date. A deliberate decision will be
made on how many days from bid opening until contract award, and how many days from
contract award until the Work Order (notice to proceed) is given. Work Order dates will not
be projected to occur BEFORE high assurance that all known utilities will have been relocated.
A second important function of the ARA is to ascertain all the funding commitments, to update
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the PFES to include all funds already expended, and to calculate an up-to-date construction
estimate, called a Current Working Estimate (CWE). All of the above actions will be
coordinated and finalized at a meeting scheduled and run by the PM with the Director, Assistant
Director and a city partner representatives in attendance. This meeting will be scheduled as one
of the critical milestones for the project.
6. The PM will assure designers (in-house or consultant) will be kept on-call for projects if
required to complete requested Engineering During Construction (EDC) services, such as shop
drawing submittal review and consultation on design intent, assumptions, etc. The intent is to
retain the best part of the tremendous energy, effort and focus that the consultant or in-house
design team has just expended in designing the project.
PHASE 5 -- CONSTRUCTION
\1! !1*.\."" t
STEP ONE CONSTRUCTION
1. The PM does all the work to advertise the project and works with the County Purchasing
Department for bid opening. A 100% design completion CWE will be completed by the PM
and will be used as the fair-cost government estimate for construction bidding purposes.
2. The PM leads the execution of the Project Supplemental Agreement (PSA) with each Partner
giving approval of final funding on a timely basis. An updated PFES will be needed at this
time. Project Manager prepares Court Briefing Memo and Court Order to award the
construction contract as well as the PSA. (Note: on some projects with complicated design
phases, the PSA may be signed earlier, during Phase 2).
3. The PM completes all the work for construction contract award. PM works with all partners
to assure a logical and timely notice to proceed is given. This order to begin work and the
contract time period will be based on status of utility relocations, any city requirements, etc.
4. The PM will plan, schedule and execute the Construction Partnering and Pre-Construction
Meeting with key stakeholders in attendance. The PM will schedule for attendance and
participation the Director and Assistant Director for E&C. Careful pre-planning ensures the
attendance of the right stakeholders and staff. In Dallas County PW, we will normally
facilitate our own Partne11ng meetings since we have the expertise and experience to
accomplish this without hiring specialized consultants. Costs for a modest lunch will be
shared 50%-50% between the county and the contractor.
5. The PM leads throughout the construction phase. The PM assures partnering principles and
spirit of Partnering (Trust, Commitment, and Shared Vision) are maintained throughout
the project construction phase. The PM establishes a regUlar day and time each week for the
weekly construction meeting in the field. The PM assures constant communication with
customers and other project stakeholders, including especially the people and businesses
who are located along the road being improved orbuilt.. This may include a construction
oriented Public Information Neighborhood Meeting, as well as periodic project newsletters,
notices of key construction events or phasing, progress postings on city web-sites, meeting
with neighborhood interests (property owners, schools, churches, businesses, etc). We are
interested in not only achieving a high quality end-product, but also in delivering the project
in a user-friendly manner. This is all part of total Context Sensitive Solutions project
delivery.
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STEP TWO- PROJECT CLOSE OUT
I: !
I ! I I I I I I I I I I I ; III I I I
I I I I I : I I I........., I I I I )I
1. The PM assures final estimate is paid to Contractor on a timely basis. The
Contractor may have to be persuaded to close out the project, or the County may
take unilateral action to close out, if it is in our best interests
2. The PM completes the final Evaluation on the Contractor, using interim
evaluation results (if one was done), and perfonnance during the entire contract
period. The Contractor evaluates Dallas County Public Works (on a voluntary
basis).
3. The PM assures that as-built plans are provided for the ultimate owner from
marked-up construction plans.
4. PM works with the Public Works Program & Engineering Management Division
(PEMD) to assure total project costs are finalized, a final PEFS is completed and
Program Management is able to disencumber any remaining funds to be put back
into the MCIP fund.
5. The PM assures city is invoiced for their remaining portion of the total project
costs.
6. The PM formally turns the project over to the City by letter citing the date of
return to City for maintenance.
7. PM plans an ARR to capture lessons learned and celebrate project completion
with all involved in project delivery from design to construction completion.
8. PM conduets one year Maintenance Bond Inspection in conjunction with all
applicable stakeholders, assuring all corrections, repairs, etc are completed.
9. The PM completes closes out the project including conduction an After Action
Review to assure lessons learned are shared within the Dept and city.
Dallas County Project Delivery Team's
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EssentialElements of Utility Partnering
1. Know the utilities' customers and remember that we have the same customers.
2. Make utilities move ouly if absolutely necessary to achieve the project purpose.
3. Move only once if the move is, in fact, essential.
4. Get involved with actual field reconnaissance early. Include and engage Project Representatives or Constructibility
personnel very early.
5. Get the acquiring agency's Right of Way personnel involved early.
6. Schedule initial Utility Partnering Conference early. Make partnering the theme and the first topic. Do it on the jobsite to
increase the effectiveness.
7. Involve and Invite Utility representatives to Neighborhood or Public Meetings.
8. Distribute roadway plans early to get started with the utility planning.
9. Coordinate with all utilities to ensure that one has no negative impact on another. Coordination should ensure that enough
right of way is acquired to accommodate all of the facilities.
10. When plans are changed, get them to utility companies promptly. Provide a list of changes for our partners.
II. Communicate with utilities frequently to ensure knowledge of changing personnel and appropriate contact person.
12. Review lltility company's plans, comment on plans and implement the coordination long before fieldwork needs to begin.
13. Do not begin implementing a project schedule without total feedback from all companies.
14. Identify the precise sequence of relocations that need to occur. Many companies are predecessors of other companies'
relocations. Communicate this seqnence to all utilities and other stakeholders. Ensure that the sequence is streamlined as
much as possible.
15. One way of ensuring the streamlining of the sequence is web-based notification when each company is complete or is
scheduled to be complete. Scheduling is as important as the sequence.
16. Consider that seasonal shutdown restrictions will have significant and adverse schedule impacts, sometirues up to one yeru.
Also consider that certain times of day are restricted from utility relocation. In addition, develop procedures for emergency
situations and learn the appropriate "windows of opportunity" for change-overs, etc.
17. Share accurate information with all companies & see that they share infonnation with each other.
18. Communicate the need to follow City Ordinances, particularly those relating to traffic control, backfill and pavement
restoration. Traffic control plan must be filed and approved.
19. Insure that the companies have measures for handling complaints about their work and that they do not inconvenience our
mutual customers more than is absolutely essential. Remember, 0 R R !!
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GUIDELINES FOR ASSURING SMOOTH
RELATIONSHIPS
BETWEEN LOCAL GOVERNMENTS AND UPRR
Start Early Coordination - Set up a meeting with UPRR local representative Steve Marchenke to share
project selection lists, to ascertain projects with UPRR impacts. Then on impacted projects, share preliminary
designs, invite UPRR to early meetings, such as stakeholder preliminary design charrettes, public workshops,
etc.
Workout precisely the location of railroad project impacts, before contacting UPRR. This speeds
the coordination process greatly. Use MAPS CO location, subdivision, and RR Mile Post where ever possible
Use the UPRR.com website for a wealth of information, maps, etc. This can save time in
answering questions and can provide much infonnation about UPRR, including points of contact, e-mail and
telephone infonnation, instructions, applications, specifications, DOT crossing infonnation, pelmit
requirements, ROW agreements, etc. Very, very valuable. Our in-house or consultant designers need to
explore this web-site before launching road design whenever there is going to be a RR crossing. Procedures and
responsibilities are clearly laid out, as are design guidelines and specifications. Avoid nasty surprises that can
impact project costs if not budgeted.
o Expect the UPRR owned ROW to contain many other utilities (telecommunications, power,
pipelines, etc), that you will have to pay to relocate. These are private easements the utilities have
paid for and the project will have to bear the costs of relocation. UPRR is a good source of information on the
potential conflicts that you will encounter. Budgeting accurately for these costs will avoid nasty surprises later.
Do not even think about changing Exhibit B of the standard agreement. UPRR has agreements
to work out in 23 states, and their lawyers are very vigilant to watch for precedents that might bind UP
elsewhere. Work on win-wins in the body of the agreement.
A void adversarial actions and relationships, instead try the partnering approach. UPRR will
respond in-kind. They desire to maintain integrity in relations with all their communities. Do not presume upon
them (e.g., impossible responses on coordination that you failed to start timely, making demands they cannot
meet, presuming the worst).
Look for ways to forge win-wins, for UPRR and the local community. Understand that USDOT
has a policy since 1992 to reduce at-grade RR crossings by 25%. This puts tremendous pressure on RR' s to
accomplish this goal. Does your community have a number of little-used crossings? Explore ways to eliminate
them and UPRR can do much to meet the needs of your current project.
When appropriate, have our attorneys communicate directly with UPRR attorneys. The key
is to have worked out all the coordination we can before that, using the infonnation, contacts and principles
described in these guidelines. Then, the Project Manager should stay involved to assure that going down "legal
rabbit trails" is avoided whenever possible. If we follow the spirit of win-win, then both sides will have better
results, even if our attorneys are involved, as they have to be.
o When you're in doubt and have searched all the readily available information, call Steve
Marchellke, Ken Rouse, or UPRR Real Estate division in Omaha. Even though they have large
territories to cover, they are never too busy to help you proactively solve a problem and forge a win-win. If you
have a "folder number," this will save them much time in looking up the project file infOlmation.
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A RESOLUTION OF THE CITY OF SEAGOVILLE, TEXAS
RESOLUTION NO. 2611
A RESOLUTION OF THE CITY OF SEAGOVILLE, TEXAS,
AUTHORIZING THE MAYOR TO SIGN AN UPDATED MASTER
AGREEMENT WITH DALLAS COUNTY FOR PARTICIPATION IN THE
MAJOR CAPITAL IMPROVEMENT PROJECTS (MCIP) GOVERNING
TRANSPORTATION PROJECTS; PROVIDING FOR THE REPEAL OF
ANY AND ALL RESOLUTIONS IN CONFLICT; PROVIDING FOR
SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council for the City of Seagoville, Texas desires to enter into an
updated Master Agreement with Dallas County for the participation in the Master Capital
Improvements Projects (MClP) ; and
WHEREAS, the City of Seagoville originally entered into the Dallas County MCIP in
2008 in order to request grant funding through the Dallas County MCIP; and
WHEREAS, Chapter 791 of the Texas Government Code, as amended, provides
authorization for local govermnents to enter into interlocal agreements; and
WHEREAS, the City Council for the City of Seagoville, Texas has reviewed the Master
Agreement and has determined it to be in the best interest of the City of Seagoville.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF TIIE
CITY OF SEAGOVILLE, TEXAS:
SECTION 1. The Mayor is hereby authorized, on behalf of the City of Seagoville,
Texas, to sign an updated Master Agreement, a copy of which is attached hereto and incorporated
herein as Exhibit "A", with Dallas County for participation in the Dallas County MClP.
SECTION 2. All resolutions of the City of Seagoville heretofore adopted which are in
conflict with the provisions of this resolution be, and the same are hereby repealed, and all
resolutions of the City of Seagoville not in conflict with the provisions hereof shall remain in full
force and effect.
SECTION 3. If any article, paragraph, subdivision, clause or provision of tltis
resolution, as hereby amended, be adjudged invalid or held unconstitutional for any reason, such
judgment or holding shall not affect the validity of tltis resolution as a whole or any part or
provision thereof, as amended hereby, other than the part so declared to be invalid or
unconstitutional.
PAGE I
94
SECTION 4. This resolutiou shall take effect immediately from and after its passage,
and it is accordingly so resolved.
DULY ORDERED by the City Council of the City of Seagoville, Texas, this the 6th
day of June, 2011.
APPROVED:
ATTEST:
S A TIN, CITY SECRETARY
APPROVED AS TO FORM:
PAGE 2
DALLAS COUNTY
PUBLIC WORKS
December 14,2011
MEMORANDUM:
TO: Commissioners Court
95
FROM: Selas camarillV
Assistant Director - Property Division
SUBJECT: Affidavit of Rejection of Alleged Quitclaim Deed from Diane S. Dominy S. Chafin
Lots 20, 21, 22 & 23, Beverly Hills Annex, Block 4149-H, City of Dallas, TX
(the "Properties")
BACKGROUND
On September 26, 1990, Diane Dominy S. Chafin, owner of the subject Properties, executed and filed an
unsolicited alleged Quitclaim Deed (the "Deed") to the City of Dallas, the Dallas Independent School
District and the County of Dallas in an attempt to avoid the tax liability. A copy of the alleged Deed dated
September 26,1990, filed September 27,1990, recorded in Volume 90189, Page 2390, Real Property
Records of Dallas County, Texas, is attached hereto.
Pursuant to Court Order No. 97-1130, the Public Works Department has prepared the attached Affidavit
of Rejection of Alleged Deed (the "Affidavit") to be filed in the Real Property Records of Dallas Connty,
Texas, expressly disapproving, declining and rejeeting the representations, wan-anties and alleged
transfer of the Properties.
Execution of the Affidavit is consistent with Vision 1 (Dallas County is a model interagency partner)
of the County's Strategic Plan by promulgating and implementing policies that promote sound and
fair governmental practices for county tax payers.
LEGAL INFORMATION
Dallas County via Commissioners Court Order No. 97-1130 dated June 10, 1997 adopted a policy to
dispose of unsolicited conveyance deeds from property owners to Dallas County in exchange for the
payment and full release of all outstanding ad valorem property tax, penalty, interest, attorney's fees and
other governmental charges.
The policy requires the Public Works Department to submit the attached court order and Affidavit to
reject any and all unsolicited conveyance deeds. The Director of Public Works or his designee is
authorized to execute the Aflidavit on behalf of Dallas County.
411 Elm Street Dallas, Texas 75202 (214) 653-6400
Commissioners Court
December 14, 2011
Page Two
PERFORMANCE MEASURES IMPACT
No impact.
RECOMMENDATION
96
Pursuant to Commissioners Court Order 97-J 130, the Director of Public Works recommends that the
attached Affidavit of Rejection of Alleged Quitclaim Deed be tiled in the Real Property Records of Dallas
County, rejecting any alleged right, title or interest in the possession or fee interest in the Properties as a
result of the alleged Deed from Diane Dominy S. Chafin recorded in Volume 90189, Page 2390, Real
Property Records of Dallas County, Texas and decreeing the alleged transfer null and void.
If the Commissioners Court is in agreement with the above matter, a court order will be placed on the next
regnlar agenda.
APPROVED BY:

L._ Director of Public Works
';r...;dcd/SC
K: \PROPERTY\AjjidavitRejectionIBrie/ Air Re} Chafin
Attachment
cc: John R. Ames, CT A, Dallas Connty Tax Assessor/Collector
Gordon Hikel, Assistant District Attorney, Civil Division
STATE OF TEXAS
97
AFFIDAVIT OF REJECTION OF ALLEGED
QUITCLAIM DEED

KNOW ALL PERSONS BY THESE PRESENTS:
COUNTY OF DALLAS
Before me personally appeared Selas Camarillo and upon hiS oath duly deposed and stated
as follows: ., .
1. My name is Selas Camarillo. I am over 18 years of age, have never been convicted
of a felony, and am competent to make this Affidavit. I have personal knowledge of
all facts stated herein.
2. I am employed as Assistant Director of Public Works - Property Division. In the
regular course and scope of my duties, I supervise transfers, assignments, purchases,
abandonments or other dispositions of real property on behalf of Dallas County,
Texas. The Commissioners Court of Dallas County, Texas has conferred the
authority to the Department of Public Works to supervise the disposition of property
to and from Dallas County, Texas.
3. Attached to this Affidavit is an instrument denominated "QUITCLAIM DEED"
hereinafter (the "Deed"), dated September 26,1990, filed on September 27,1990,
recorded in Volume 90189, Page 2389, Real Property Records of Dallas County,
Texas. Said instrument attached hereto as Exhibit "A" purports to convey an interest
in the properties referenced therein and incorporated by reference therein (the
"PROPERTIES").
4. Dallas County, Texas has not tendered or paid any consideration whatsoever for the
PROPERTIES referenced in the alleged Deed. There was no consideration for the
alleged transfer.
5. The recitals in the alleged Deed of the alleged consideration are incorrect and
inaccurate. Dallas County, Texas, by and through the Public Works Department, has
not requested or agreed to any of the terms set forth in the alleged Deed.
6. Dallas County, Texas, expressly disapproves, declines and rejects the representations,
warranties and alleged transfer of PROPERTIES in the alleged Deed.
7. This AFFIDAVIT OF REJECTION OF ALLEGED QUITCLAIM DEED shall be
filed in the Real Property Records of Dallas County, Texas and shall be public notice
that the terms of the alleged consideration and transfer of the PROPERTIES should
be considered null and void and that the PROPERTIES do not vest in Dallas County,
Texas.
AFFIDAVIT OF REJECTION OF ALLEGED QUITCLAIM DEED - Page 1
98
8. This AFFIDA VII OF REJECTION OF ALLEGED QUITCLAIM DEED further
expressly rejects any alleged right, title or interest in the possession or fee interest in
the PROPERTIES as a result of the alleged Deed.
Further Affiant Sayeth Not.
Selas Camari
Assistant Direc 0 ublic Works-Property Division
County of Dallas
SUBSCRIBED AND SWORN to before me this __ day of ___ . ___ , 2012.
After Recording Return to:
County of Dallas
411 Elm Street, Suite 300
Dallas, Texas 75202
Attn: Assistant Director-Public Works
K: iPropertyiAffidavitRejectioniAff Rej Chafin
Notary Public in and for the State of Texas
Commission Expires: _________ _
AFFlDA VII OF REJECTION OF ALLEGED QUITCLAIM DEED - Page 2
99
-------------_ .... _--_.
THE STATE OF TEXAS
':EXHIBIT'" A "
Prepared by the State Bar o! Texas for U3e by lawyers only. Reviewed
Revlred to include grantee's addr(!SS {art. 6626, ReS} 11-.82.
QUITCLAIM DEED
8092 2
}
KNOW ALL MEN BY THESE PRESENTS:
COUNTY OF DALLAS
That I,PIANE DOMINY S. CHAFIN,
5.00 DEED
2 09/27190
of the County of ,. .O.Ol.lin. .. . State of ........... ,_,., ........... ,Texas .............. , "" for and
in consideration of sum of. ...... 'j'EN. .. OOLLARS
in hand paid by the grantee. named, the receipt of which is hereby acknowledged, have QUIT ..
CLAIMED. and by these preG.ents do QUITCLAIM unto .. THE ... CIT.Y. ,OF ,DALLAS, ... TlllLDALLAS ..
.. . UlllErENPEN'r ... S.CllO.O);, . .lU.STRrG'r .ANXl ... COUNTY. ,OF .. DlItM.s,., ... .. ... of the
County of... .Dal,las ." , State of.. .. ... 'rexas. ... ,' all of.. __ .my ......... right,
title and interest in and to the following described real properly situated in .. Da.ll.a.s ..
Texas, to-wit:
TRAC'l' I: LOT ao, SE;VElU.oY HILLS ANNEX SITUATED IN CI't'l SLOCK
4149-0 IN OF DALLAS, DALLAS COUNTY, TEXASj AS SHOWN BY A
PLAT RECORD IN VOLUME 2 PAGE 80 OF THB PLAT RECORDS OF DALLAS
COUll'!'Y, TEXAS.
TRAC1' II: LOT 21, BEVERLY HILI.S ANNEX SITUATED IN CITY 8!'OCK
4l49-li IN THE OF DALLAS, 'DALu\'S COUNTY, TEXAS, AS SHOWN BY A
PLAT RECORD IN VOLut-tE 2 PAGE 80 OF THE PLAT RECORDS OF
COUNTlI, TEXAS.
TRACT IIII LOTS 22 & 23 I BEVERLY HILLS ANNEX SITUATED XU CI'1"l!
BLOCR 4149-H IN THE CITY OF DALLAS, DALLAS COUNTl, TEXAS, AS
SH<?WN BY A PLAT IN VOLUME .3 PAGE 80 OF THE PLAT RECORDS OF
DALLAS, TEXAS.
TRACT I'll: LOT 24, BEVERLY HILLS ANNEX SITUA'I'ED IN CITY BLOCK
4149-H XN THt CITY OF DALLAS, DALLAS COUNTY, TEXAS, AS SHOWN oY A
PLAT RECORD IN VOl,.UME 2 PAGE 80 O,F THE PLAT RECORDS OF OALIJ\S t
COUNT'l f TEXAS.
. .. County,
TO HAVE AND TO HOLD all of. ... my......right, .title and interest in and to the ahove described property
and premises unto the said grantee, ' .. the.j,r. .... heirs and assigns forever, so that neither ...... I ........ nor
...... my ........... heirs, legal representatives 07 assigns shall have, claim or demand any right or title to the
aforesaid prolJerty, premises or appurtenances or any part thereof.
EXECUTED thi ........ a6th ... day of. ............... Ser>tern.bel' .................... , A. D. 19 .. 00 ... .
DIANE DOMINY S. CHAFIN
dlMwdJmJ;YJ.:,
C6
zr{/
23fl9
:'
Maj/ing address ot each grantee:
Name:
Addres$:
City of Dallas
Courthouse
Dallas, Texas
STATE OF TBXAS
COUNTYOF Collin
100
Name:
Address:
(Admowiedgment)
}
This instrument was acknowbl:oged before me on the
DIANE DOMINY S. CHAFIN
26th day of September 19 90
by

STATE OF TEXAS
COUNTY OF
}
Notary's name (printed):
Notary's comntlssion expires:
(AclmowJedgmccf)
This instnlment was acknowledged before me on the day of
by
Notary Public. State of Texas
NotarY's name (printed):
Notary's commission expil'es:
(Corporate Ackllowledgment)
STATE OF TEXAS
COUNTY OF
}
This instrument was before me on the
by
of
day of

corporation. on bebalf of :mid cOfJIoratioo
AFTER RECORDING RETURN TO:
90111&9
Notary Public. State of Texas
NotarY's. name (printed).
NolruYS commission expires:
PREPARED IN THE LAW OFFIce OF,
Philip E. Grubbs
Attorney at Law
200 Chisholm Place, St. 240
Plano, Texas 75075
SEP 27 1990
coutrrY CLERK, Dallu CounW. M:t\
, 19
,19
DATE:
TO;
DALLAS COUNTY
OPERATIONS
1 0 1
MEMORANDUM
January 3, 2012
Dallas County Commissioners Court
THROUGH: Shannon Brown, Assistant Administrator,
FROM: Chris Thompson, Director of Operations
Rationale for Same Date Briefing and Court orde/gg
6
RE:
The attached Briefing and Court Order request Commissioners Court's approval to enter into an
agreement with INX, Incorporated to implement the pilot program they offered to improve the
County's Emergency Operations Center (EO C).
For Dallas County to participate in the pilot program it was necessary for the County to issue a
purchase order allowing thc vendor to obligate their funds for the program prior to the end of the
year. Agreement from COUlt was obtained to proceed, and the court order and letter of agreement
serve as confirmation.
GEORGE ALLEN COURTS BUILDING' 600 COMMERCE STREET' SUITE 750 DALLAS, TEXAS 75202
214.653.6567
DALLAS COUNTY
OPERATIONS
January 3, 2012
TO: Commissioners COUli
102
THROUGH: Shannon Brown, Assistant Administrator,
FROM: Chris Thompson, Director of Operations
SUBJECT: IP lnteroperability and Communications System (IPICS)
Background ofIssue
Following the installation of SOLOGY's CISCO video sm-veillance system in County Tax
Offices, SOLOGY representatives approached staff and offered to implement other CISCO
applications as pilot programs to more fully demonstrate integrated safety and security product
offerings. Staff reviewed the available capabilities and nominated the County's Emergency
Operations Center (EOC). SOLOGY, CISCO and INX reviewed EOC operations and are
offering to implement the IP Interoperability and Communications System (IPICS).
Dallas County procm-ed the system for the Tax Office through a contract awarded by the State
of Texas Department ofInfonnation Resources (DIR) program. Other CISCO authorized
distributors also have DrR contracts. In order to offer thosc distributors the opportunity to
provide a similar solution, memos of interest were forwarded to twelve (12) otber firms
companies listed as CISCO authorized dealcrs under the contract. A copy oftbe letter sent to
each distributor and the list of distributors contacted are provided as an attachment to this
briefing. No other distributors expressed an interest providing a no-cost solution to Dallas
County.
The purpose of this briefing is to outline the capabilities ofIPICS and detail the offer from
SOLOGY and INX.
Impact on Operations
In the event of an emergency, responding agencies need to work efficiently together to manage
the effects of the incident. Cmcial to these management efforts is the ability for all involved
to communicate with cach other. During emergency situations, push-to-talk (PTT) radios
have been the primary means of communications for first responders. However, this is
hampered by vendor-proprietary systems operating on different frequencies. While Dallas
County cUlTently employs means to mitigate this hurdle, interagency communications remain
a problem. This problem is now compounded by the need to communicate with a host of
other devices -- PIT phones, cell phones, PCs, tablets, etc. The IPICS resolves these
GEORGE ALLEN COURTS BUIl,DING 600 COMMERCE STREET' SUITE 750 DALLAS, TEXAS 75202 214.653.6567
103
problems by providing communications interoperability that can tie all these different devices
together while providing group notification capabilities and other management tools. Beneflts
ofthe system include:
1. PTT enhancement: PIT and voice services are extended to provide interoperability
between wired and wireless networks.
2. Provides a Web-based interface for managing users, user groups and radio channels
across mUltiple networks.
3. Web-based interface also provides the creation of protocols that define standard
operating procedures based upon the type of event such as talk groups and notification
procedures. Notification methods can include radio, cell phone, land line, pager, e-
mail or text message.
4. Unified command and control: commanders can manage operations from one or more
locations using the IPICS administration console.
5. Incident Reporting: system provides a documented trail of each incident and can detail
things such as who was part ofthc virtual talk group; confirmation on who was
contacted, all media and documents which were uploaded to the group as well as open
and close reports.
These capabilities will greatly enhance EOC operations and enable the center to respond to
emergency situations more efficiently and effectively.
Financial Considerations
All hardware, software, installation and training are being offered at no cost to the County.
IPICS is a CISCO application and the hardware is provided by lNX and SOLOGY. Integrated
Security Solutions will lead in the implementation of this pilot. A two year service
agreement, covering all equipment and maintenance, is also included at no additional cost.
After that point, should the County wish to maintain the system, an annual service agreement
will be required. Cost of this is anticipated to be in the $10,000-$17,000 range depending
upon which components are covered.
Lcgallmpact
lNX has asked the County to sign a letter of agreement. This letter is attached has been
provided to the District Attorney's office for review and approval.
This initiative is consistent with Vision 3, Strategy 3.3 as it addresses the ability of first
responders to communicate across Dallas County governmental and community agencies.
Recommendation
Staff completed a process to determine if other CISCO distributors are willing to provide a
similar no-cost solution to Dallas County. Based on the lack of responses received, staff
recommends Dallas County accept the lNX/SOLOGY donation of a pilot IPICS system for the
Emergency Operations Center. This recommendation has been coordinated with the Office of
Homeland Security and Emergency Management.
GEORGE ALLEN COURTS BUILDTNG 600 COMMERCE STREET' SUITE 750 DALLAS, TEXAS 75202 214.653.6567
DALLAS COUNTY
OPERATIONS
November 28, 2011
Aaron Sellers
Visual Innovations, Inc.
Email: aaronsellers@vicav.com
Dear Mr. Sellers:
104
Dallas County desires to implement CISCO's IP Interoperability and Communications
System (IPICS) to improve the operations of the County's Emergency Operations Center
(EOC). The EOC currently deploys CISCO equipment and any future enhancement to the
program will require CISCO compatibility. IPICS will resolve interagency communications
with the host of devices that are now available to first responders. Dallas County sees the
benefits of the IPICS system as:
(1) Push-To-Talk (PTT) everywhere: PTI and voice services are
extended to provide interoperability between wired and wireless
networks.
(2) Provides a Web-based interface for managing users, user groups and
radio channels across multiple networks.
(3) Web-based interface also provides the creation of policies that define
standard operating procedures based upon the type of event such as
talk groups and notification procedures. Notification methods can
include radio, cell phone, land line, pager, e-mail or text message.
(4) Unified command and control: commanders can manage operations
from one or more locations using the IPICS administration console.
(5) Incident Reporting Module: provides a documented trail of each
incident and can detail things such as who was part of the virtual talk
group; confirmation on who was contacted, all media and documents
which were uploaded to the group as well as open and close reports.
These capabilities will greatly enhance EOC operations and enable Dallas County to
respond to emergency situations more efficiently and effectively.
Dallas County has received an unsolicited request from a CISCO certified reseller to
implement the IPICS system at no cost to the County. Dallas County is issuing this inquiry
to other CISCO resellers to determine their interest in partnering under the same
arrangement. Attached is a list of the equipment [and services?] required for this
implementation. If your firm is interested in pursuing this opportunity, please review the
GEORGE ALLEN COURTS BUILDING' 600 COMMERCE STREET' SUITE 750 DALLAS, TEXAS 75202
214.653.6567
105
(page 2)
equipment list and other information provided and prepare a written proposal. The
proposal should include the terms and conditions of the installation, timeline for
implementation, partners who will participate, certification of CISCO partnership, any
enhanced services offered, and term of maintenance coverage. All proposals are due by
2:00 pm on Friday, December 9,2011.
Dallas County staff with the EOC and Communications will review all proposals received
and present a recommendation to Commissioners Court for further action.
Until such time as a recommendation is made, all contact and questions, as well as your
submittal of your firm's proposal should be made to me.
Sincerely,
Chris Thompson
Director, Operations
600 Commerce St., Suite 750
Dallas, Texas 75202
214-653-6434
ch ris. th ompson@dallascounty.org
GEORGE ALLEN COURTS BUIlDING' 600 COMMERCE S'fREET SUITE 750 DALLAS, TEXAS 75202
214.653.6567
106
LIST OF VENDORS CONTACTED FOR IPICS PILOT PROGRAM
Ben Hall
Direct Packet, Inc. dba OneVision Solutions
909 Lake Carolyn Park way, Suite 1800
Irving, TX 75039
bhall@oncS\si9nsoll)ILo.ll'i.cQm
Brent Beasley
General Dalatech, LP
3140 Commonwealth Dr., Suite 440
Dallas, TX 75247
Beaslev@gdt.com
Whitney Oldfather
Knight Security Systems
5321 Industrial Oaks Blvd. Suite 111
Austin, TX 78735

Robert Hambrick
Kratos Defense & Security Solutions, Inc.
Email: roQl.TI.hambrick(Q)kratosdgfense.com
Greg O'Loughlin
Sigma Solutions, Inc.
422 ERamsey
San Antonio, TX 78216
gploughlin@sigmasolinc.com
Phyllis Byrd
Sirius Computer Solutions, Inc
613 NW Loop 410, Suite 1000
San Antonio, TX 78216
phyllis. byrd@sirilLscom.con1
Scott Grimm
SKC Comnllmication Products, Inc.
8320 Hedge Lane Terrace
Shawnee Mission, KS 66227
seQ tt. erimm@skccQ.!:n.&Q.!Jl.
Ed Christmas
Sology LLC
1701 N. Greenville Ave Suite 308
Richardson, TX 75081
eehristmas@.s,91ogysolutlom.gQl}l
Dale Wesley
Synetra Inc.
8180 Lakeview Center
Odessa, TX 79765
dwesley@synetra.net
Patrick Holland
Varay Systems LLC
20 I E. Main Ste 700
EI Paso, TX 79901
patrick.holland@varay.com
Aaron Sellers
Visual Innovations, Inc.
8500 Shoal Creek Blvd. Building One
Anstin, TX 78757
aaron sellers@vicav.co111
107
108
DALLAS COUNTY
COMMISSIONERS COURT ADMINISTRATION
January 3, 2012
TO: Dallas County Commissioners Court
,W
FROM:
c ~ ; ~ l )
Shannon S. Brown, Assistant Administrator 1/'
SUBJECT: Filming Request in County Facilities
BACKGROUND/ISSUE
Dallas County has received a request from a production company, Horizon Scripted Television (Horizon),
to utilize several County facilities for the upcoming series Dallas, set to air on TNT this summer. The
purpose of this briefing is to present this request for access and recommend approval of this project.
OPERATIONAL IMPACT
Dallas County's policy for filming in County facilities includes a $25,000 security deposit, $1,000 per film
day fee and required insurance. This fee structure and insurance limits were established to cover the
additional costs incurred by the County as a result of the filming, including staff time, additional utilities,
and wear and tear on the facilities. Horizon has agreed to these terms and conditions and has executed
the standard location agreement.
TNT describes the drama as the Ewing family "return[ingJ to the ranch with secrets, schemes and
betrayals, This time, they're joined by the next generation of Ewings, who take ambition and deception to
a wicked new level." The production company plans to film in early January, Locations could potentially
include unoccupied jails, court space, and general office buildings, Access.to sites will be coordinated
with Dallas County Security, the Sheriff's Office (if needed), and any impacted departments,
LEGAL IMPACT
The District Attorney's Office, Civil Division, developed the attached location agreement for all filming
projects, Horizon Scripted Television has agreed to the terms and executed the location agreement.
FINANCIAL IMPACT
All filming fees will be deposited into the County's General Fund. The specific number of filming days is
not known at this time but revenue is projected to be between $5,000-$10,000,
Filming projects support Strategy 5,1 of Dallas County's strategic plan by promoting economic
development.
RECOMMENDATION
It is recommended that the attached location agreement with Horizon Scripted Television be approved.
Dallas County Administration Building
411 Elm Street
109
LOCATION AGREEMRNT
The undersigned grants to "Producer") its succeSSQrs and assigns, the right and
license to enter upon, to make photogra hs (stiHs, film, tape or othctWise) and use for socaHed "location"
purposes n L M r r J ~ (hereinafter referred to as "the Property") on (including but
not limited to reslloo g} In conStderalJOl1 of the sum of $1,000.00 per shoot day and no charge for wrap
days, a $25,000 (twenty-five thousand dollar) security deposit, payable to Dallas County before shooting
occurs (provided that the Property [s actually utilized), and provision of the insurance requirements as
presented in Exhibit A attached hereto.
Producer's usc ofthe Property shall include pennission to use the Property with any and all personnel,
equipment alld materials (including, without limitation, props and temporary sets) for the purposes of
photographing scenes and making recordings, by any and all means, now known C)r hereafter devised, in the
interior and ~ o r of the Property for use in connection with, or as part of, that r;ertain television program
entitled I As and all other productions, including, without limitation, "making-of"
and "behind-thc-scenes" productions (collectively, the "Program"). If such photography is prevented or
hampered by weather or occurrences beyond Producer control, it will be postponed to or completed at a
mutually agreeable time witbout further compensation,
The rights granted to Producer herein include the rights to photograph, record, and use'in any marulcr
whatsoever any names and trademarks coonected with the Property, and any signs, decorations, fixtures
and furnishings iocated thereon, and any logos and verbiage contained on such signs, decorations, fixtures
and furnishings, in connection with, or as part of, the Program, Ihe right to refer to the Property, or any part
thereof, by any real or fictitious name, the right to attribute any real or fictitious events as having occurred
on the Property. and the right to reconstruct the Property or any part thereof as a set. The rights granted
to Producer further include the exclusive right to use, and to license others to use, an of the photographs
and recordings made hereunder in the Program, in the advertising, promotion and p\lblicity therefore, and
in commercial tie-ins and any merchandising or other commercial exploitation of the Program, in allY and
atllanguages, fonllats and media, now known or hereafter devised, throughout the universe, in perpetuity,
without limitation or restriction of any kind, and without further payment of any kind. Producer shall be
the sale, exclusive and perpetual owner ofal! right, title and interest in the Program, and any photogmpns
and recordings made hereunder in connection with the Program pursuant to copyright and otherwise,
without limitation (including all renewals and extensions of copyright therein).
The undersigned shall be limited to an action for money damages for any breach of this Agreement by
Producer and the undersigned shall not be- entitled to equitable or injunctive relief and in no event shall the
undersigned be permitted to prevent or inhibit the broadcast, exhibition, distribution or other exploitation
of any of Producer t evision pbotoplays, including but not limited to any episode of the television motion
picture entitled _-1.!t\L!bf\:i ____ _
The undersigned hereby repr!!sents and warrants that the undersigned is the owner or lessee of said
Property and has the legal right and authority to grant the license herein contained.
Producer agrees to hold the undersigned hannless from and against allY and all costs, fees, expenses and
damages (except as may relate to negligence ofthc'undersigned) which may arise in connection with
Producer's use of the Property as described herein. Producer shall leave the Property in the same condition
as it was prior to Producer's use hereunder, reasonable wear and tear, force majeure and the use pennitted
hereunder excepted.
The undersigned hereby releases Producer and its licensees, successors, assigns, aU networks, stations,
sponsors, and advertising agencies from any and all claims, demands, or causes of action which the
undersigned, its heirs, successors or assigns may now have or hereafter acquire by reason of Producer
photographing and using the photographs taken of tile Property, including but not limited to alt buildings
(exJerior rind interior). equipment, facilities and .signs thereon. The undersigned understands this document
and freely agrees thereto.
Location Agreement - Page 1 of 5
1 1 0
IN WITNESS WHEREOF, the undersigned has executed this agreement as of the date written below.
Date I ~ "6/ ~ > t t
Name of Company or Individual
By:_
Title: Dallas County Judge
4 [i Elm Street 2!td Floor Suite 21 0
Street Address
Dallas Texas 75202
City. State and Zip Code
75-60000905
Federal J.D, Number
Federall.D. Number
Location Agreement - Page 2 of 5
1 1 1
DALLAS COUNTY
OFFICE OF BUDGET AND EVALUATION
December 13,2011
TO:
THROUGH:
FROM:
SUBJECT:
Commissioners Court
RyanC'i:rown, Budget Officer
Office of Budget and Evaluation Staff
Conference/Travel/Training Requests
The following departments have requested approval for Conference/Travel/Training. The
requested amounts listed are estimates. All reimbursements for hotel and meals are reimbursed
according to Dallas County policy with receipts. Mileage reimbursements are reimbursed at the
approved rate at the time of travel. Additional documentation is available for further reference.
Elected Officials/Depm'tments notifying Commissioners Court of
Conference/Travel/Training fund requests that do not require Commissioners Court
approval under State Statues
PROBATE COURT #3 - Judge Miller requests approval for reimbursement in the amount of
$146.25 for hotel. Judge Miller attended the National College of Probate Judges 2011 Fall
Conference, Jekyll Island, Georgia from November 1- 5,2011. Funding is available in the
Probate Escrow Education Fund (532.4703.21667),
Elected Officials/Departments requesting Conference/Travel/Tmining approval for funds
that have Commissioners Court authority
302ND FAMILY DISTRICT COURT - requests DDA reimbursement for Edward Keating
attendance at the DBA Juvenile Justice Committee that was held on November 18, 2011. The
meeting was held at the Bela Mansion in Dallas, Texas. The estimated cost for attendance was
$65 for registration. Funding is available in the department's DDA (120.4230.2230).
TEXAS AGRILIFE EXTENSION SERVICE - requests approval for the following:
Reimbursement for out-of-county travel for Wenshing Cheng in the amount of $82.14 for
a District IV event in Commerce, Texas.
411 Elm Street - 3rd Floor, Dallas Texas 75202-3340
(214) 653-6363 Fax (214) 653-6517 rlwatkins(aJdallascounty.org
112
The payment of professional development membership for Tamra McGaughy for 2012
Texas Association of Extension in the amount of $92.50. It is requested that the
membership be paid in advance from DDA Account.
Payable to:

Sara Allen
County Extension Agent-Ag/NR
Hunt County, 2217 Washington St.
Greenville, TX 75401
Notifying Commissionets Court of Conference/Travel/Training funds used by Grant
Programs
SHERIFF - requests approval for the following:
a) Assistant Chief Deputy Deborah Foster and Sergeant Mickey Tolbert to attend the ABTPA
Board of Directors Meeting in Brownsville, Texas from January 18 - 19, 2012. The total
estimated cost to attend is $1,300 ($700 - airfare, $250 - motel, $110 - food, $160 - taxi,
and $80 - parking). Funding is available in the North Texas Auto Theft Task Force
(466.5600.2460).
b) Chris Harvey and Torrance Clemmons to attend the specialized Auto Theft School in Austin,
Texas from January 8 -13, 2012. The total estimated cost to attend is $2,010 ($1,500- hotel,
$390 - food, and $120 - parking). Grantor does not allow payment in advance for travel
costs. The officers would have to pay up jYont the full amount of the travel costs, and are
unable to do so, and request that the court allow a cash advance from the North TexasAuto
Theft TaskForce ImprestFundfor those who are to fund themselves. Funding is available in
the North Texas Auto Theft Task Force (466.5600.2460).
1 1 3
DALLAS COUNTY
" ""'OU'HY
OFFICE OF BUDGET AND COURT
, .
I I DEC I 4 PHIZ: I '1
January 3, 2012
TO:
FROM:
SUBJECT:
Commissioners Court
Rya(;0Brown, Budget Officer
Hiring Freeze
The Dallas County Commissioners Court authorized a "rolling 90 day hiring freeze" for the Fiscal
Years 2009 through 2012. Under the "rolling 90 day hiring freeze" any position that becomes
vacant must be held vacant for 90 days in addition to the normal encumbrance (paid vacation and
compensatory time), Any Elected Official wishing to fill a vacant position before the end of the
"rolling 90 day hiring freeze" must notifY Commissioners Court of their intent to fill the position.
Any Department Head wishing to fill a vacant position before the end of the "rolling 90 day hiring
freeze" must receive Commissioners Court approval before they can fill the position.
For January 3, 2012 one (1) Elected Official and three (3) Department Heads desired to have their
request related to the "rolling 90 day hiring freeze" be briefed to Commissioners Court.
Elected Officials notifying Commissioners Court of their intent to fill a position before the
expiration of the "rolling 90 day hiring freeze".
District Attorney - the District Attorney desires to notify Commissioners Court of their intent to
fill a Legal Secretary, grade 8, position #3491 prior to the expiration ofthe "rolling 90 day hiring
freeze", Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the
County up to $9,666 in savings opportunity.
Department Heads requesting Commissioners Court approval to fill a position before the
expiration of the "rolling 90 day hiring freeze".
Health and Human Services - the Health and Human Services Department requests
Commissioners Court approval lor an exception to the "rolling 90 day hiring freeze" for the
following positions: a) Licensed Vocational Nurse (LVN), grade 10, position #4007 - filling this
position before the expiration of the "rolling 90 day hiring freeze" will not cost the County as it is
reimbursed by Parkland; b) Registered Nurse II, grade FM, position #6876, this position is needed
in order to maintain communicable disease surveillance, education and intervention services; and
c) Case Monitor, grade 12, position #7780, this position is needed to ensure welfare cases are
properly monitored, over the last couple of years the staffing in the welfare division has decreased
by nine positions. Filling these positions before the expiration of the "rolling 90 day hiring freeze"
will cost the County up to $27,505 in savings opportunity.
(214) 653-6384. Fax (214) 653-6517 rwbrClwn(wdallascollnty.org
1 1 4
Public Defender - The Public Defender's Department requests Commissioners Court approval for
an exception to the "rolling 90 day hiring freeze" for the following positions: a) Attorney IV,
position #7696 working in the Criminal District Court #2; b) Attorney II, position # 5261 working
in County Criminal Court #3; and c) Attorney II, position #86096 and 7197 working in County
Criminal Court #8. Public Defenders are more cost effective then Court Appointed Attorney's
therefore there is no additional cost for this exception to the "rolling 90 day hiring freeze.
Public Works - the Public Works Department requests Commissioners Court approval for an
exception to the "rolling 90 day hiring freeze" for a Field Inspector, grade DM, position #314.
This position will be responsible for providing field inspections of the Lawson Road project.
Filling this position before the expiration of the "rolling 90 day hiring freeze" will cost the County
up to $13,796 in savings opportunity.
1 1 5
DALLAS COUNTY tJ{\!.
OFFICE OF BUDGET AND EV ALuAtrbN
January 3, 2012
TO:
FROM:
Commissioners Court
Budget Officer
II GEC II; Mi 10: 5\
SUBJECT: Sheriff Office MOU with Office of Violent Sex Offender Management
BACKGROUND
The Texas Legislature has established the Office of Violent Sex Offender Management
(OVSOM), which administers the civil commitment process of individuals committed by court
order to a continued program of confinement and treatment after their sentences in the criminal
justice system have been served, Because these individuals need a secure place of confinement
while they are undergoing treatment, the Office of Violent Sex Offender Management executes
Memorandum(s) of Understanding (MOU) with local correctional facilities for housing. The
OVSOM would request that Dallas County house up to 8 individuals at one time. The Dallas
County Sheriffs Department will have the option to approve or disapprove of the housing of
particular individuals in the Dallas County Jail. The individuals must comply with all jail rules
while confined in the jail. They will be released several times per week in the custody of
OVSOM staff for treatment and will return to the jail after each treatment session. OVSOM staff
is responsible for the security of the individuals at all times once they are outside of the jail.
OPERATIONAL IMPACT
Some Dallas County Jail Standard Operating Procedures will have to be modified in order to
release and then return the individuals to jail. Rules regarding ankle monitors in the jail must
also be modified. As a result of the low number of individuals in this program and the fact that
they do not need to be separated from other inmates will result in no significant impact to the jail
population.
FINANCIAL IMPACT
The OVSOM will pay Dallas County $70 per day for each individual to cover housing and food.
Dallas County shall invoice OVSOM on a monthly basis for services rendered. Assuming an
average of 3 individuals per day this MOU would result in $76,650 in revenue.
LEGAL IMPACT
The District Attorney has approved the MOU as to form. The Sheriff has also approved the
MOU. The MOU requires the approval of the Commissioner's Court and the signature of the
County Judge.
(214) 653-6384. Fax (214) 653-6517. rwbrown@d,lllascounty.org
1 1 6
This MOU is consistent with Dallas County Strategic Plan Vision No.3 - Dallas County is safe,
secure and prepared.
RECOMMENDATION
The Office of Budget and Evaluation recommends that the Commissioners Court approve the
MOU with the Office of Violent Sex Offender Management and authorize the County Judge to
sign the Contract and any related documents on behalf of Dallas County. The MOU shall
commence January 1, 2012 and renew every year unless 60 days notice is given before the end of
the one year term.
1 1 7
January 3, 2012
MISCELLANEO US
1) HEALTH & HUMAN SERVICES - requests approval:
a) for additional award under the Atmos Energy Share the Warmth Program in
the amount of $51 ,044 from Atmos Energy Corporation, for assistance with
energy costs for financially distressed individuals.
b) for additional 2011 Reliant Energy CARE Program funds in the amount of
$5,000, for the provision of energy assistance payments to Reliant Energy
customers possessing an active aCCOlmt.
2) COMMUNITY SUPERVISION & CORRECTIONS - requests approval for
validated parking for approximately 300 vehicles at the Frank Crowley Courts
Building garage from 1 :00 p.m. to 4:30 p.m. on Friday, March 2, 2012 for
Community Supervision Department cmployees who are required to attend a
mandatory Directors meeting and awards ceremony in the Central Jury Room.
3) COMMISSIONERS COURT ADMINSTRATION - V AI Architects, Inc., as the
County's IDIQ architectural firm and through Court Order No. 2011-1413, was
authorized to provide professional services resulting in construction documents for
the finish-out of the eighth Hoor at the Frank Crowley Courts Building. The County
has requested changes to the scope of the project to include holdover cells as part of
the finish-out in the project. VAl has proposed a fee not to exceed $23,980 for this
additional work. Funding is available from the Major Capital Development Fund,
Fund 196, Project 70159 (8
th
Floor Crowley).
4) PURCHASING - requests approval to ask for missing documentation as required
for RFP No. 2012-020-5815 Request for Proposals for Community Housing
Development Organization (CHDO). Thc intent is to seek proposals from qualified
non-profit organizations regarding Dallas County's 2010 and 2011 HOME CHDO
set-aside funds. The solicitation required that all firms submit three copies of their
proposal. Two firms submitted a response to this solicitation. However, the
proposal received from Builders Hope contained only their original proposal. As a
result and in order for all committee members to review and score the firms
responding to the solicitation, staff is requesting that the vendor be given the
opportunity to submit the missing copies.
Oll03/12
1 1 8
5) FACILITIES MANAGEMENT - requests approval:
a) to accept donations of pre-owned modular workstations. Cage, Inc. is
moving their corporate offices and donating 48 modular units valued at
$31,200, Airband Communications is donating 36 modnlar units valued at
$23,400, and HCFS is donating 20 modular units valued at $8,000 total. The
cost to dismantle, transport and unload to storage will be $4,126.60 from the
Cage location, $3,298.60 from the Airband location and $1,381 from the
HCFS location for a total of $8,806.20. Funding is available from the
Sheriffs Department Federal Forfeiture Fund. Recommended by the Office
of Budget and Evaluation.
b) to approve a request from Richardson Independent School District for usage
of the Merrill Hartman courtroom at George Allen Sr. Courts Building to
determine who will represent RISD at Regional's. The District Courts
Administration Office concurs and the competition does not present any
conflict. RISD has requested Tuesday through Thursday, January 10 - 12,
2012, from 8am to 5pm. Mock trial staff has also requested posting
temporary information at the courthouse that consists of directions and room
information and will be removed at the end of each day. Recommended by
the Office of Budget and Evaluation.
6) AUTO SERVICE CENTER - requests approval:
a) to replace vehicle EK399 (2FAFP71WI3XI14764), a 2003 Crown Victoria
which has several maintenance issues that make the vehicle no long cost
effective to repair, with vchicle CDS31 (2FAFP71 WX4X161499) which is
one of the Constable Traffic turn-ins. Recommended by the Office of
Budget and Evaluation.
b) to transfer from the Constable inventory to the Sheriff Juvenile inventory
three vehicles, AlO03 (2FAFP71V38XI46548), CB839
(2FAFP71 W05XI48603), and CB840 (2F AFP71 W25XI48604).
Recommended by the Office of Budget and Evaluation.
7) IT SERVICES - reqnests approval to upgrade the Enterprise Server license on the
host servers for the VM (Virtual Machine) environment to Data Center Server
Licenses. The upgrade will allow for a more cost efficient approach to manage
server licenses installed on the VM environment. The license upgrade will be added
to our Microsoft Enterprise Agreement and the cost is $2,218. Funding is available
in the Microsoft Site License Fund (195.8640.92053). Recommended by the Office
of Budget and Evaluation.
01103112
8)
9)
1 1 9
TIl
68 CIVIL DISTRICT COURT - requests approval to use DDA funds to hire an
extra court reporter for a double docket that will be held from December 13 -
December 16, 2011. The fee for a court reporter is $330.66/full day and
$165.33/half day. The estimated total cost for using the court reporter is $1,322.64.
Funding is available in the department's DDA (120.4120.2230). Recommended by
the Office of Budget and Evaluation.
DISTRICT COURT ADMINISTRATION - requests DDA reimbursement for
Lori Ann Bodino for payment to the National Association for Court Management
annual membership fee of $110. Funding is available in the department's DDA
(120.4051.2230). Recommended by the Office of Budget and Evaluation.
TELECOMMUNICATIONS
County Court at law #5 - M1212013 - requests a speakerphone for conference calls.
Equipment $76.00; Installation $0.00; Recurring Cost $0.00 Recommended
Forensics Medical Examiner - requests:
M1212010 - long distance code for B. Potts & A. Glover. Equipment $0.00; Installation
$0.00; Recurring Cost $0.00 Recommended
M1212011 - long distance code for V. Parham & J. Perdomo Equipment $0.00;
Installation $0.00; Recurring Cost $0.00 Recommended
Information Technology - M1211004 - requests voice drop in new cubicle, not within the
same cubicle. Equipment $0.00; Installation $200.00; Recurring Cost $0.00
Recommended
Justice of the Peace 5-2 - P121l011 - requests 3 voice and 3 data drops for
redistricting/moving and reorganizing work areas. Equipment $0.00; Installation $1200.00;
Recurring Cost $0.00 Recommended
Juvenile - P1211011 - requests 16 data drops, 3 multiline phones and 16 single line
instruments and 16 voice drops. Equipment $916.00; Installation $6400.00; Recurring
Cost $0.00 Recommended
Sheriff Civil - M1212005 - requests long distance code for Sgt Valladarez $0.00;
Sheriff DMU - M1212007 - requests long distance code for Cynthia Anderson $0.00;
Sheriff Traffic - P1212001 - requests 5 data drops, 5 voice drops, 5 radio drops, and 5
multi-line phone instruments with display. Equipment $380.00; Installation $3000.00;
Recurring Cost $0.00 Recommended Funding 532.0.2690.2012.91002
01103/12
120
Funding for the above requests are available from countywide department 1023,
line itcm 7210 telecom equipment and department 1023, line item 6250 cable
contract, if otherwise it will be stated in brief.
Projects are funded by requesting department, if otherwise it will be stated in brief.
Cell Phone funding is provided by the requesting department and is stated.
Pagers are funded from department 1023, line item 7214.
MISCELLANEOUS EQUIPMENT
Actual invoiced amounts may deviate by up to $5 from the amounts listed without additional Commissioners
Court Authorization.
(1) DEPARTMENT:
ITEMS:
ESTIMATED COST:
FUNDING SOURCE:
EXPENDITURE SOURCE:
PROPOSED ACTION:
(2) DEPARTMENT:
ITEMS:
ESTIMATED COST:
FUNDING SOURCE:
EXPENDITURE SOURCE:
PROPOSED ACTION:
(3) DEPARTMENT:
01103112
Constable Pet. 3
4 - Silver Metal Wire SheltiRack on Rollers
o
Surplus
Surplus
Constable Office requests approval for the
above listed items to be transferred from
surplus after December 16, 20 II.
Recommended by the
Office of Budget and Evaluation.
Judge Tena Callahan (302
nd
District Court)
1 - Metal Desk
I - Red Leather Couch
I - Tall Wooden Table with two shelves
1 - Wood Laminate Top Table with metal legs
I - Large Brown Folding Table
7 - Chairs
o
Surplus
Surplus
Judge Callahan requests approval for the
above: listed items to be transferred from
surplus to the Legacy Family Court, Suite,
470, George Allen Courts Building.
Recommended by the
Fire Marshal
ITEMS:
ESTIMATED COST:
FUNDING SOURCE:
PROPOSED ACTION:
01103112
1 2 1
3 _. Red Stationary Chair
3 - Blue Swivel! Roller Chair
$0
Surplus
Fire Marshal has requested authorization to
transfer the above listed items from surplus to
their inventory at the fire station located at
1937 S. Belt Line. Recommended by the

Jauu,uy3.2012
Acmal amounts dev;ote by up to $5 from the amounts listed without addItional Comnltssioners Court AuthorilAtion
Q'y Unit T<>I'II R=>RepL
Funding Code Recom. Hem Cost C('st ]';'-New
eSCD
2 Eleclions
Faciltties !\hnagemcnt
4 Facililic, !\hn"gemcn!
Fac;I;!i", \lanogemcnt
facili;1C, Management
:v1anagemcnt
Heahh & Human Service,
Office of !nfOfUl,l;on Technolagy
to Office ofTnfeormation Technology
1l Office oflnfnrmatlM Tcchnology
12 Offlce "f jnformal'on Tccbnulog5
!3 Sheriff -
"
Shenff Imcll>gcnce
"
Shcnff Intclhgence
I'
Shenff" Imclligence
"
Shcflff Inld!ilJonce
"
Sheliff Phy,;c"i Ev,donce
I'
Shcnff - Troo,rorlation
"
Shenff Tran>p<"lat1Ctn
'I
Sheflff Tconsrorlati('l!\
n Sheriff Crimes (In.t
"
Tax Offlce
RC5?rvC' & C(!nllngcncy, Furniture
Elecl10ns Esc]'ow
Wnhin Budgel
Wllhm Budget
WIthin Budget
W,thin Budget
Within Budgel
Admini,tmtion Roscrve
Hardware Refresh
Hardwarc Refrcsh
Hardware Refresh
Coun,y Clerk', Mgmt
Commissary
Soclal Secumy
$oe,al Secunty
Soc,al Security
Federal Fm-feiture
F",jerai Forfclture
federal Forfeiture
Federal Forfcnure
Fedeml Forfe,ture
Federal FQrfeilllre
Wnh,,, Budgel
120."i1102090
532.1210
120 10:: :670
120 1022 2670
120 1022<'.670
]20,10222670
110,1022.2670
467,8620,20048050
19),92055
195,92055
195,92055
94009
532,3151.2090,91046
466.70502011 5900
466,705020] 1.5900
4661050.:011 5900
532.265091002
532.20<;091002
532 2090.91002
53221>90.91002
532 2090 91 002
532,2650.91002
12010352090

45 :-'fap,co
2 Motor for AI'fC l..Jolt #11
Emergency Sump Pump
2
2
Transformer I Control BoxCooling T<>wer
Tcmpurature Scnsor for Body
Gale! Fume Assembly
2012 Fo,d Explorer Crossover
Dell R710 Server
Prmter for Judge Hayes CCC #2
Lap'op f<lf Judge B.yes C'CC #2
fIT OfEceJet Pro 8600 AllinOne
C.lI B\Jt!on Camcm System 10 incl\1de items for 2 ,ystem
setups
for C.pps Invoices for "o"ember 2011 for
vehicle ,cntal
Payment feo]' Capp' Invoices for November 2011 for
velnde insurance
Payment for Capps Invoices for November 2011 for
veh,cle rental
Thigh Holsters
Video Cameras
EicClf-;C Range
Refrigerator
Microwave
Portable b":alh test units
High Hack eh.;, Model #f{VL1(1)
'"
"
'""
'"
'OS
U5
780
22,500
12,590
150
1,800
no
1252
140
2025
2025
'" 4504
500
500
450
'"
145
1,075 R
1.170 N
000 R
'"
R
no R
270 R
1,560 N
22,500 R
12,590 R
,50 R
1,800 R
510
"
2,504 N
'CO N
6,075 N
6,075 N
I,(){)O R
9.008 R
500 N
,00 N
450 N
l,l96 N
1<15 R
Juslific'ItifJU
Needed 10 replace broken chairs
Needed to aid in <earchmg for voting location SHes
Kccded .,; replacement for breaker redundancy
Needed fo, emergency ,,,ages
Needed for repa", of Admm bmld'og coolmg t"wer
fOT repa"s to omgolng body_box at SWIFS
to make 10 the coolmg. 10WC, al SWIFS
Needed for "Ie '"'S!ts and transportmg .dmlElIS1fatJVe for
lramingimeelmg>
Needed for an old server runnmg nwhlple secunty apps
Needed to upgrade eXISl,ng equipment
Kccded (0 upgrade c""ung equlpmenl
'): ceded for in Cnmmal. Collw.ion5. and
for camera semp tn ()ffice
Vehicle insuraoce [laymen!
V chicle Rental
Vehicle Rental Payment
Needed for doily duties
Keedcd to replace old cameras
:-':cddcd for ncw Transpon 1)nl!
Needed fOf new Unit
Keedcd f", new Transpon Un,t
;';ccdcd for use by Vehicle enme Urnt
Need 10 repbce a broken eh,,,
--'
I\)
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