BRIEFING AGENDA August 27, 2002 ... · BRIEFING AGENDA August 27, 2002...

I

DALLAS COUNTY COMMISSIONERS COURTBRIEFING AGENDA

August 27, 2002

REPORTSIRECOMMENDATIONSIREQUESTS

1) HEALTH AND HUMAN SERVICES

PAGE NOS.

a) Agreement with the Dallas County Community Supervisionand Corrections Department (DCCSCD) 4-10

b) Renewal Agreement with Dallas Metro Care Services . . . . . . . . . . 11-20

2) JUVENILE DEPARTMENT

a) FY 2003 Dental Services Interlocal Agreement 21-22

b) Payroll Release for Grants Pending Execution of Contracts . . . . . . .. 23

3) SHERIFF'S DEPARTMENT

New Promotional Process 24-272 Inserts

4) PURCHASING

a) Award to a Single Bidder - Bid Number 2002-143-1183, InstallTwo Hot Water Softener System . . . . . . . . . . . . . . . . . . . . . . . . . . .. 28

b) Revised Purchasing Policies 29-104

c) Department of Health and Human Services WeatherizationAssistance Program Extension Bid No. 2001-175-947 105-114

(COURT ORDER ON FORMAL AGENDA)

d) Professional Service Contract for Maintenance on 3M MicrofilmReader/Printers 115-116

2

5) ~1ANAGEMENT [NFORl\1ATION SYSTEMS

FY 2000 LLEBG Funds 117-118(COURT ORDER ON FOR.~L AGENDA)

6) PLANNING AND DEVELOPMENT

FY 2003 Library Services Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . 119-120

7) ENGINEERING AND PROJECT MANAGEMENT

Geotehnical Survey for Founder Square (Kennedy Plaza) for ParkingGarage (Work Order #18) 121-125

8) OFFICE OF BUDGET AND EVALUATION

Criminal Justice Infonnation System Application - Year 2 . . . . . . . . . . 126-135(COURT ORDER ON FORMAL AGENDA)

9) OPERATIONS

Request to Advertise for Bids for Henry Wade Juvenile JusticeCenter Expansion 136-137

10) HUMAN RESOURCES/CIVIL SERVICE

Request to Offer Financial Freedom Brown Bag Seminar. . . . . . . . . . . . .. 138

11) Miscellaneous, Travel Requests, Miscellaneous Equipment,and Telecommunications Requests. . . . . . . . . . . . . . . . . . . . . . . . . .. 139-142

12) PUBLIC COMMENTS

Speakers N/A

13)

3

Parkland Budget Presentation Notebook

14) Health and Human Services:

a) Bioterrorism Briefmg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. Handout

b) City of Dallas (Bioterrorism Detection and Response Services)Supplemental Agreement No.2, Council ResolutionNo. 02-1955 143-150

FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

Minister's Letter of Appreciation

DATES TO REMEMBER

4

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICES

('...... I ',*, ,..,

Health Division ,,~ ,,~~ ; ,I (-::; i I: 20

Betty J. Culbreath-Lister Zachary S. ThompsonDirector Deputy Director

MEMORANDUM

TO: Commissioners Court

FROM: Betty Culbreath-Lister, Director

DATE: August 27,2002

SUBJECT: AGREEMENT WITH THE DALLAS COUNTY COMMUNITYSUPERVISION AND CORRECTIONS DEPARTMENT (DCCSCD)

BACKGROUND

The Dallas County Community Supervision and Corrections Department ("DCCSCD") hasrequested that Dallas County Health and Human Services rOCHHS") provide Phlebotomy servicesfor the DNA Databank. State law mandates these services be performed on certain sex offenders.The DCCSCD is working with DPS in Austin to establish this data bank for use across the nationto assist in solving sex-related crimes. OCCSCO has agreed to a flat rate of $3.00 per draw forservices performed on their clients who participate in this service. OCHHS will maintain a list ofindividuals who receive these services and will submit a monthly invoice to DCCSCO.

OPERATIONAL IMPACT

This Agreement with OCCSCO will have no impact on operations.

FINANCIAL IMPACT

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

FINANCIAL IMPACT

There is no financial impact to Dallas County for providing these services.

2377 N.Stemmons FreewaySuite 602 - LB 12

Dallas, Texas 75207-2710 Office (214) 819-1870FAX (214) 819-2835

5

Commissioners CourtAugust 27, 2002

Page 2

PROJECT SCHEDULE

This Agreement shall be effective by both parties for the period of September 1, 2002 throughOctober 31, 2003.

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners' Court does hereby approvethe Agreement with the Dallas County Community Supervision and Corrections Department, andauthorizes the County Judge to sign the Agreement on behalf of Dallas County.

Recommended:~~~~U~~~~~:"-_

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

2377 N.Stemmons FreewaySuite 602 • LB 12

Dallas, Texas 75207·2710 Office (214) 819·1870FAX (214) 819·2835

6

THE STATE OF TEXAS §COUNTY OF DALLAS §

MEMORA1~DUM OF UNDERSTANDING

This inter-county Memorandum of Understanding Agreement (the "Agreement") is entered into by andbetween Dallas County, on behalf of the Department of Health and Human Services (the "HHS") and onbehalf of the Community Supervision and Corrections Department (the "CSC") for HHS to providephlebotomy services for CSc.

Texas law mandates that phlebotomy services be performed on certain sex offenders. The CSC is workingwith the Texas Department of Public Service in Austin to establish a DNA data bank for widespread use toassist law enforcement in solving sex-related crimes.

1. Term:The Term of this Agreement shall be for a period of one (1) year, commencing on September 1,2002, and terminating at midnight, October 31,2003; with two (2), one (1) year options, executableat the discretion of the HHS.

2. Consideration:CSC shall pay three dollars and no/100 ($3) per blood draw/per person for phlebotomy servicesperformed by HHS. HHS shall submit a monthly invoice payable within thirty (30) days to CSC forservices rendered, listing the individual's name and service performed.

3. Facility:HHS shall perform phlebotomy services to those individuals presented to HHS by CSC at theprobation office located at the County's Decker Correctional Facility, located at 899 StemmonsFreeway, Dallas, Texas 75207 (the "Facility"); phone number 214-653-8700.

4. Transportation:CSC shall provide transportation to and from the Facility for those individuals that are going to havephlebotomy services.

5. Cancellation and Assignment:This Agreement may be canceled by either party, for any reason, with thirty (30) days prior writtennotice to the other party. Neither party may assign this Agreement, or any interest herein, withoutthe prior written consent of the other parties.

6. Independent Contractor:In performing services under this Agreement, the relationship between CSC and HHS is that of anindependent contractor, and execution of this Agreement does not change the independent status ofeither party.

7. Venue:The obligations of the parties to this Agreement are performable in Dallas County, Texas andexclusive venue shall lie in Dallas County, Texas.

Page 1 of 3 8/20/02

7

8. Applicable Laws:This Agreement is made subject to the provisions of the County's sovereign immunity and allapplicable municipal, State and federal laws.

9. Governing Law:This Agreement shall be governed by and construed in accordance with the laws and court decisionsof the State of Texas.

10. Legal Construction:In the event that a court of competent jurisdiction for any reason holds any provision of thisAgreement invalid or unenforceable, all remaining provisions shall remain in full force and effect.

11. Successors and Assigns:This Agreement shall be binding upon and inure to the benefit of the parties hereto and theirrespective heirs, executors, administrators, successors and, except as otherwise provided in thisAgreement, their assigns.

12. Insurance:County does self-insure to the extent permitted by applicable law under a plan of self-insurance,maintained in accordance with sound accounting practices. "Minimum insurance is a conditionprecedent to any work performed under this Contract and for the entire term of this Contract,including any renewals or extensions. If any of the minimum insurance required under this Contractlapses, is reduced below minimum requirements or is prematurely terminated for any reason, theCounty shall withhold any and all payments due Contractor until: (a) minimum required insuranceis acquired and provided to the satisfaction of County; or (b) four (4) years from termination date;or (c) four (4) years from the date ofclaims and/or suits are finally settled and/or extinguished. Thisprovision shall survive Contract termination."

13. Immunities:HHS and CSC expressly agree that no provision of this Agreement shall be construed to constitutea waiver of sovereign or governmental immunity, or defenses available to any of the parties.

14. Indemnity:All parties agree to be responsible for their own negligent acts or omissions, or other tortiousconduct, in the course ofperformance of this Agreement without waiving any sovereign immunity,governmental immunity or available defenses available to the parties under Texas law. Nothing inthis paragraph shall be construed to create or grant any rights, contractual or otherwise, in or to anythird persons or entities. All parties agree that any such liability or damages occurring during theperformance of this Agreement caused by the joint or comparative negligence of the parties, or theiremployees, agents or officers, shall be determined in accordance with comparative responsibilitylaws of Texas.

15. Entire Agreement:This Agreement sets forth the entire understanding of the parties and it supersedes all prioragreements and understandings between the parties with regard to the subject matter herein.

Page 2 of 3 8/20/02

8

16. Notice.Any notice required or permitted herein shall be deemed to have been given when hand deliveredor sent by facsimile to the following:

HHS: 2377 N. Stemmons Frwy., Suite 600Dallas, Texas 75207

Attn: Betty Culbreath-Lister, DirectorFax# (214)819-2835

CSC: 133 N. Industrial Blvd _91h FloorDallas, Texas 75207

Attn: Ron Goethals, DirectorFax # (214) 653-5217

EXECUTED THIS THE DAY OF -", 2002.

COUNTY:

By:Title:

RECOMMENDED BY: RECOMMENDED BY:

By:Title:

Betty Culbreath-ListerDirector, Health and Human Services

By: Ron GoethalsTitle: Director, DCCSCD

APPROVED AS TO FORM*:

By: Janet R. FergusonTitle: Deputy Chief, Civil Section

*By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It maynot advise or approve a contract or legal document on behalfof other parties. Our review of this document was conducted solelyfrom the legal perspective of our client. Our approval of this document was offered solely for the benefit 0 four client. Otherparties should not rely on this approval, and should seek review and approval by their own respective anomey(s).

Page 3 of 3 8/20/02

9

~~~ ......010.......

I LUM.....,. MUTUAL CASUALTV COM'ANY (LMC)_ AMIRICAH MOTClfUITS MURANCI COMPANY (AMICO~

_ AMERICAN MANUFACTURIRIMmJAL INSURANCI COMPANY (AMM)_ A..IlUCAH PROTICTlON IH8URANC! COMPANY (AMIIlCO)

The ClCImf*1Y pnwldi1g the i,*,l"Ince lIforded by thiI~ 1*111 indicattd above.

CRIME COVERAGE PART DECLARATIONS

1. NAMED IN8UR!D: POLICY NUMII!JIt: 3F 922 825-04DALLAS CO'UNTY COHtfYMITY SUPERVISIONII COUECTIONS DEP&R'11SNT

2. POUCY PIRIOD: FROM 10/11/01 TO 10/11/0212:01 A.M. Standii'd Time It 'fOCI mailing 1ddrIa.

S. CANCELLATION OF PRIOR MUfWfCI: By ICcepIanCe of thll Policy you gM us~ c.nceling prior policyor bond No.: 3F 922 825-03 the C8nCIIation to t:le tt'f.ctive It the time mitt POlICy becclrT1eI elfIctive.

4. COVlRAOl t LIMITS 01' INSURANCE AND Dl!DUC1'*.!:

Co\wIge Fonmt

COY FORK 0 - POBLIC IMP DISHONISTY (PlIWY)

UmitofInlUrMCe

$ 100,000,

0tductIIMAmount

500

e. FORMI AND INDORSEMENTs APPUCAIILI TO TtU COVERAGI PART:

Cl7900 (ID. 11-98) COMMERCIAL CRIMI POLICY JACDTCRl000 (ED. 10-90) anm GINIJW. PROVISIONS FOIMCR0016 (ID. 10-90) PUBLIC IMPLOYII DllBONSSTY CQYUAGE

FORM 0 • PU LOllClOl1i (10. 03-17) tBXAS CHANGIS

•• I!8T1MA'TB) PRlMIUM FOR THI8 COVERAGE PART:

TOTAL AMOUNT DUE AT INCIPTION 1l0A nns COV!RAOI PART:

$

$ 1t 987.00

CR 71 a (ld. Nil) PIgI lof 1 Printed in U.S.A.

10

LUMIEUtINI MU11W. CASUALTV COMPANY (LMC)AMIJUCAN MOTORIITIIN8URANC1 COMPANY (AMICO)AMERICAN MANUFACTURE"S MUTUAL INSURANCI COMPANY (AMM)AMEIUCAN fIROTICTION I'4SUMHC! COMPANY (AMPICO)

COMMON POUCY DICLARATIONS CUSTOMI!R NUMIIJIIt

" 922 825·04

1. NAMeD 1N8UR!D AM:) MAILING ADORE..:DALU! COUNTY CaomfITY SUPlRVISION~ COltRlCTIONS DIPAR'l'KENT133 N INDUSTIUL BLVDDALLAS TX 75207

2. THE NAMED INSURID IS: GOVUNMINT

S. POLICY PeRIOD: FROM 10/11/01 TO 10/11/0212:01 A.M. stIndIrd Time It your rnaiirCllddrMa IboYe.

f. IN RlTURH~ THE PAYMINT 011 nE PREMIUM, ANDIUaJECT TO ALL THI! TeRM' QII THI.POLICY, WE AGRlI! WITH YOU TO PROVIa! THI! INSURANCE ASITATID IN". POLICY. .

I. w. itora Inalnnce tor~ tfiOIi COYIriiai !'ina IiiiId~ Ina onlYl" thi lmOUiiaanc:l to tM iidiri Me fOrihIn ..ch CowrIOt PItt. The compII'Iy liltlCfblfcn the CCMrIIOt PIn will be 1M inNlt' of ttlIt CotwIgI P1rt Indno ClIhIr.

COMPANY COVIRAGE PARTS POLICY MJMBlRSLKC COMKBICIAL CRIK! 31 922 825·04

e. 'CAMS AND INOOItSI!MENTI APPUCAILE TO AU COVIUGE !tARTa:

IL,g" (ED. OS-OS) KrrICTIVI TIME CHANGESlLO017 (ED. 11-98) TlUS COMMON POLICY CONDITIONS

7. .STlMATED PREMIUM !lOR ALL COVIRAG! PARTa:

TOTAL AMOUNT DUe AT INCEP11ON: • 1.987.00

PAOOUCEJIt INFORMATION:D H LLOYD ~ AlBoe INC1625 r ST NW ST! 1210

VASllINGTOH DC 2000684-2500 202-223-1506

L 71 " (ed. 07 17)

COUNTERSIGNATURE:

c..:

hgel011INStJItID

Printed In U.I.A.

11

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SE~~~~~Health Division "'~ -, '.; c: !

Betty Culbreath-ListerDirector

Fit 3: 33

Zachary ThompsonDeputy Director

MEMORANDUM

TO: COMMISSIONERS COURT

FROM: Betty Culbreath-Lister, Director

DATE: August 27, 2002

SUBJECT: RENEWAL AGREEMENT WITH DALLAS METRO CARE SERVICES

BACKGROUND

It is the desire of Dallas Metro Care Services (formally Dallas County Mental Health and MentalRetardation) to renew the Agreement with Dallas County Health and Human Services to refer theiremployees to Dallas County Health and Human Services TB Elimination Program, who test positiveon the Mantoux skin test, and those who have not been previously screened for TB. The servicesto be provided will include x-ray screening, medical evaluations, and medication, if necessary, fora flat fee of $40 per employee screened. There will be a monthly billing process for these services,with invoices sent directly to Dallas Metro Care Services located at 1380 River Bend Drive, Dallas,Texas, 75247-4914.

OPERATIONAL IMPACT

There is no impact on operations.

LEGAL IMPACT

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

FINANCIAL IMPACT

There is no financial impact to Dallas County.

PROJECT SCHEDULE

This Agreement shall be effective for the period of August 27, 2002, through August 27, 2003.

2377 N.Stemmons FreewaySuite 600 - LB 12

Dallas, Texas 75207-2710 Office (214) 819-1870FAX (214) 819-2835

12

Commissioners CourtAugust 27, 2002

Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners' Court does herebyapprove the Agreement with Dallas Metro Care Services, and authorize the County Judge tosign the Agreement on behalf of Dallas County.

Recommended by:

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

2377 N.Stemmons FreewaySuite 600· LB 12

Dallas, Texas 75207·2710 Office (214) 819·1870FAX (214) 819·2835

13

THE STATE OF TEXAS §COUNTY OF DALLAS §

AGREEMENT TO PROVIDE TB SCREENING SERVICESBY AND BETWEEN DALLAS COUNTY

ON BEHALF OF THE DEPARTMENT OF HEALTH AND HUMAN SERVICESAND

DALLAS METRO CARE SERVICES

This Agreement (the "Agreement") is entered into by and between Dallas County, on behalf of theDepartment ofHealth and Human Services (the "HHS") and Dallas Metro Care Services ("Metro Care") forHHS to provide tuberculosis ("TB") screening services (including chest x-rays, medical evaluation andmedication) for employees of Metro Care.

1. Term:The Term of this Agreement shall be for a period ofone (1) year, commencing on August 27,2002and terminating at midnight, August 27, 2003; with two (2), one (1) year renewal options, executableat the discretion ofHHS.

2. Consideration:Metro Care shall pay forty dollars and no/lOO ($40) per employee for TB screening servicesperformed by HHS. HHS shall submit a monthly invoice on or before the fifth of each mo'nthpayable upon receipt to Metro Care for services rendered, listing the individual's name and servicesperformed.

3. Facility:HHS shall perform TB screening services to those individuals presented to HHS by Metro Care atthe main office located at 2377 N. Stemmons Freeway, Dallas, Texas (the "Facility").

4. Transportation:Metro Care shall provide transportation to and from the Facility for those employees that are goingto have TB screening services.

5. Consent to Treatment and Waiver of Liability:In consideration for the opportunity to receive TB screening services at HHS, Metro Care employeesshall be required to fully complete and deliver to HHS the attached Exhibits A and B, Consent toTreatment and Release and Waiver of Liability form, and Consent For Preventive Medicine, Only(the "Consent"). The Consent forms are incorporated herein for all purposes. HHS reserves the rightto review and then accept or reject each Consent, in its sole discretion. Metro Care employees shallnot be permitted to have TB screening services at HHS unless such Consent has been received andapproved by HHS.

6. Cancellation and Assignment:This Agreement may be canceled by either party, for any reason, with thirty (30) days prior writtennotice to the other party. Upon expiration or earlier termination, Metro Care shall be responsible for

14

payment ofall TB services rendered priorto the effective termination date. Neither party may assignthis Agreement, or any interest herein, without the prior written consent of the other parties.

7. Independent Contractor:In performing services under this Agreement, the relationship between Metro Care and HHS is thatof an independent contractor, and execution of this Agreement does not change the independentstatus of either party.

8. Venue:The obligations of the parties to this Agreement are performable in Dallas County, Texas andexclusive venue shall lie in Dallas County, Texas.

9. Applicable Laws:This Agreement is made subject to the provisions of the County's sovereign immunity and allapplicable municipal, State and federal laws.

10. Governing Law:This Agreement shall be governed by and construed in accordance with the laws and court decisionsof the State of Texas.

11. Legal Construction:In the event that a court of competent jurisdiction for any reason holds any provision of thisAgreement invalid or unenforceable, all remaining provisions shall remain in full force and effect.

12. Successors and Assigns:This Agreement shall be binding upon and inure to the benefit of the parties hereto and theirrespective heirs, executors, administrators, successors and, except as otherwise provided in thisAgreement, their assigns.

13. Insurance:County does self-insure to the extent permitted by applicable law under a plan of self-insurance,maintained in accordance with sound accounting practices. It is expressly agreed that Metro Careand/or their employees will be solely responsible for all cost ofany insurance; any and all deductibleamounts in any policy; and in the event that an insurance company should deny coverage. It is theintent ofthis section that HHS will not sustain any expense, cost, liability or financial risk as a resultofthe performance ofservices under this Agreement. "Minimum insurance is a condition precedentto any work performed under this Contract and for the entire term of this Contract, including anyrenewals or extensions. If any of the minimum insurance required under this Contract lapses, isreduced below minimum requirements or is prematurely terminated for any reason, the County shallwithhold any and all payments due Contractor until: (a) minimum required insurance is acquired andprovided to the satisfaction of County; or (b) four (4) years from termination date; or (c) four (4)years from the date of claims and/or suites are finally settled and/or extinguished. This provisionshall survive Contract termination." Metro Care shall have minimum insurance coverage as follows:

a. Workers Compensation Insurance or self-insured employee coverage in accordancewith the Texas Workers Compensation Act; and

2

i5

b. Comprehensive General Liability Insurance including contractual liability, coveringbut not limited to, the liability for injury or death of Metro Care employee, extendedto include personal injury coverage, with the minimum limits for each occurrence ofthree hundred thousand dollars and noll 00 ($300,000); and

c. Comprehensive Automotive and Trock Liability Insurance covering owned, hired andnon-owned vehicles, with the minimum limits for each occurrence of three hundredthousand dollars and noll 00 ($300,000) for bodily injuries and property damages.

14. Immunities:HHS and Metro Care expressly agree that no provision of this Agreement shall be construed toconstitute a waiver of sovereign or governmental immunity, or defenses available to any of theparties.

15. Indemnity:Metro Care agrees to protect, defend, indemnify and hold harmless HHS, the County, its officers,employees, elected officials and agents for any and all damages, claims, demands, judgments andcosts (including attorney's fees and court costs) as a result of injuries to person (including death)and/or damages to property arising from or in any connection with TB screening services renderedpursuant to this Agreement.

16. Entire Agreement:This Agreement sets forth the entire understanding of the parties and it supersedes all prioragreements and understandings between the parties with regard to the subject matter herein.

17. Confidentiality:Metro Care and its employees utilizing the TB screening services under this Agreement agree toadhere to all confidentiality laws and HHS policy requirements. HHS and Metro Care agree that theconfidentiality of all reports, information, client records and data prepared, collected or assembledby HHS and Metro Care pursuant to this Agreement shall be maintained in accordance withapplicable State and federal laws, rules and regulations.

18. Notice:Any notice required or permitted herein shall be deemed to have been given when hand deliveredor sent by US Mail, registered, return receipt requested, to the following:

HHS:Attn: Betty Culbreath-ListerDirector2377 N. Stemmons FreewayDallas, TX 75207

Dallas Metro Care Services:Attn: James G. Baker, M.D.CEO1380 River Bend DriveDallas, IX 75247

3

16

EXECUTED THIS THE DAY OF , 2002.

COUNTY:

By:Title: County Judge

RECOMMENDED BY:

By: Betty Culbreath-ListerTitle: Director, Health and Human Services

APPROVED AS TO FORM*:

By: Janet R. FergusonTitle: Deputy Chief, Civil Section

METRO CARE:

By: James G. Baker, M.D.Title: CEO

*By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalfofits clients. Itmaynot advise or approve a contract or legal document on behalfofother parties. Our review of this document was conducted solelyfrom the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Otherparties should not rely on this approval, and should seek review and approval by their own respective attorney(s).

4

17

EXHIBIT "A"

STATE OF TEXASCOUNTY OF DALLAS

§

§

CONSENT TO TREATMENT AND RELEASE AND WAIVER OF CLAIMS

WHEREAS, Dallas County, Texas (the "County") on behalfof its Health and Human Services Department("HHS") and Dallas Metro Care Services ("Metro Care") have executed an Agreement, attached hereto andincorporated fully herein (the "Agreement"), to provide tuberculosis screening services to employees ofMetro Care (the "Services"); and

WHEREAS, the undersigned Individual acknowledges that he/she has read the full text of this Consent toTreatment and Release and Waiver of Claims (the "Consent").

NOW THEREFORE, in and for consideration ofIndividual ,s utilization ofthe Services and/or other goodand valuable consideration, the undersigned Individual hereby forever waives and releases County from anyand all claims for damages, known or unknown, which may arise as a result, directly or indirectly, ofIndividual's involvement under the attached Agreement and utilization of the Services, including but notlimited to the following: any premises or special defects known or unknown to HHS or County; any injuryto the undersigned Individual; and any injury to other Individuals present during the undersignedIndividual's involvement under the terms and conditions of the Services.

AND FURTHER, the Individual, to the fullest extent allowed by law, agrees to indemnify and holdharmless County, HHS, the County Commissioners, the County Judge, the County's elected officials,directors, employees, agents and representatives, (hereinafter referred to as (the "Indemnitees")against all claims, demands, actions, suits, losses, damages, liabilities, costs and/or expenses of everykind and nature (including, but not limited to court costs, litigation expenses and attorneys fees),incurred by or sought to be imposed on Indemnitees because of injury (including death), including,but not limited to damage to property (whether real, personal or inchoate), arising out of or in anyway related (whether directly or indirectly, causally or otherwise) to the undersigned Individual'sinvolvement in the utilization of Services under the attached Agreement between HHS and MetroCare. This indemnification shall apply, whether or not any such injury or damage has been brought

on any theory of liability, including County's negligence, intentional wrongdoing, strictproduct liability or breach of non-delegable duty. Individual further agrees to defend (at the electionof any Indemnitee) at its sole cost and expense against any claim, demand, action or suit for whichindemnification is provided hereunder.

Individual warrants and certifies by signature hereto that:

1. He/she is over the age of 18 years and fully qualified to make this Consent. In the event thatthe individual is under the age of 18 years or is in any way incompetent to execute thisConsent, it shall be executed by either the Individual's parent or legal guardian.

5

18

2. This Consent shall be binding upon the undersigned Individual, hismer heirs, successors,assigns, administrators, parents, legal guardians and executors.

3. Individual has read the foregoing Consent in full; understands fully the legal impact ofsuchitems or has had the right and opportunity to have this Consent explained by an attorney oftheir choice.

EXECUTED THIS THE DAY OF 2002.

INDIVIDUAL:

By: Adult Individual or Parent orLegal Guardian, if a minor

Printed Name

STATE OF TEXASCOUNTY OF TEXAS

HHS:

By:

Printed Name & Title

ON THIS __ day of , 2002, before me personally appeared _

to me known to be the person named in and who executed the above Consent to Treatment and Release and

Waiver of Claims and acknowledged that he/she executed same as hislher free act and deed.

Notary Public in and forState ofTexas

6

19L'\HlIH 1 .. B"

DALLAS COUNTYHEALTH and HUMAN SERVICES

DEPARTI\·'lENTTUBERClJLOSIS ELIMINAnON PROGRAM

CONSENT FOR PREVENTIVE MEDICINE, ONI.Y

Possible Side Effects or Risks of TB Dru2s

1.2.

3.4.

Allergic reaction, rashSigns/Symptoms suggesting Hepatitis:a. Nausea, Vomitingb. Abdominal tendernessc. Jaundice (yellow skin, eyes)d. Dark urinee. Unexplained fever for more than 3 daysNumbness, tingling of the hands or feetFlu-like symptoms

5.6.7.8.

9.

Easy bruising, bleedingJoint painsKidney ProblemsChanges in eyesight and/orchange in color visionLower effectiveness of birthcontrol pills

If you are taking injectable TB drugs (a shot) on a schedule, you may have other side effects. Thesemight include: hearing loss, loss of balance and kidney problems.

With the medicine called Rifampin (Rifadin) you will see a change in the color of your urine. Yoururine may become bright yellow or orange. This is normal and is not a side effect of the medicine.

Overall the risks oftaking TB drugs are usually small and health problems which may arise are usuallyreversible. Infrequently the side effects may be severe, and very rarely they may be disabling or fatal.The Dallas County Health and Human Services Department believes that the benefits ofdrug treatmentfor tuberculosis outweigh the risks involved.

All ofthe information has been explained to me and in spite ofthe possible side effects ofTB medicine,I agree to allow the Dallas County Health Department, TB Elimination Program, to administerTuberculosis drugs for the treatment and/or to perform any necessary screening procedures mcludingtesting for the human immunodeficiency virus. I hereby waive any and all claims against Dallas County,its officers and employees which may arise as a result of such screening and/or treatment, and thiswaiver shall be binding upon my heirs, successors and assigns. In have any problems or an emergency,I will immediately contact the following:

Contact Name: Telephone Number:_' _

Emergency Telephone Number: _

Patient's Signature

Translator's Signature

Date

Date

7

Nurse's Signature Date

20

Texas Council Risk Management FundP.O. Be.. Zo65~.. "w'"'' T"lIM 18755-¢I55S

1$121 346-M 1& ~AX i!l121 34(,.'3~ 1

AugUit 20. 2002

The DonIen CorporationDonJen Trust.2315 Sanders RoadNorthbrook.. lL 60062

Subjcct:Coonct:RE:

OaHu Mctrocarc Services#005Certifi~ ofhlS~e

The Dallas Metroeare Services has r=questcd that we verify inIunInce covftl.ses with you. Thii iato advise you that the DaLlal Metrocare Ser'\ic:~ is a member of the Teus COWlcil RiskManagement Fund. .

The Dallas Metrocarc Services curxently has the foUo\vU1g coverqes in effm:

Geneta.I Liability $ 3,000.000. Per Oec:umucc & Annual A8iJ'Cpte10.000. Deductible

Automobile Liability $ 1.000.000. Per Oceum::ncc1.000. ~tibJc

Auto Physical Damaae 1.000. Collision Dcducn'bJeN/A. ComprehfNive DeductibleN/A Specified Causes Deductible

All coverages an effective 09/01/02 and are COD.fdered coatiDaoal aDtil caDccRed.

Please accepr this letter as proof of w\1I1Jlce. As a self-Insurance Fund. we do not Issuecerti6cates of insuranGO. Sbould you need additional information. please C')ntaet me at (512) 3465314.

COUNCIL RISK MANAGEMENT FUND

~~....,~dm~KeUic WilliamsCu.stomer Service~ate

~: Dallaa Metroc:ce Services

Date:

To:

From:

21

Dallas CountyJUVENILE DEPARTMENT

August 21, 2002

Dallas County Commissioners Court

Michael K. Griffiths, Director

02 ~.L;~ 21 e'j' /- 39- I I _

Subject: FY' 2003 Dental Services Inter Local Agreement

BACKGROUND

Since 1982, the Dallas County Juvenile Department has contracted for dentalservices with private providers. These services are made available to residents confinedin the Juvenile Detention Center, Dallas County Youth Village, Letot Center, the MarzelleC. Hill Transition Center and other contract residential programs.

Until November 2001 we had three dentists and one dental hygienist, eachcontracting as an individual provider, who collectively provided services five days a week.Effective October 15, 2001, we entered into an Inter Local Agreement with Baylor Collegeof Dentistry at Texas A&M University System Health Service Center (TAMUSHSC).

CURRENT ISSUE

The Juvenile Department, is seeking to renew the agreement with Baylor Collegeof Dentistry for another year, effective September 1,2002 to August 31, 2003. Only twochanges from the original agreement appear in the current document: (1) effective datechanged to coincide with TJPC funding, and (2) Baylor added a clause about alternatedispute resolution (section XIV, page 5).

Provision of dental services by TAMUSHSC presents several advantages over theprevious system: unified provision of services, supervision and coordination by a dentalscience professional, and centralized inventory and record keeping. Staff positionsprovided by Baylor include: (1) a dentist to perform patient screenings/examinations andtreatment, (2) a dental hygienist to provide cleanings and patient education and functionas program coordinator (overseeing scheduling, charts, statistics, instruments, etc.), and(3) a chairside assistant for the dentist. Services are provided four days per week.

2600 Lone Star Drive, Box 5 Dallas, Texas 75212 214-698-2223,214-698-5508 [email protected]

22FY 2003 Dental Services Inter local Agreement, Page 2 of 2

FISCAL IMPACT

We are requesting to renew the agreement with TAMUSHSC for exclusive provisionof dental services to residents of the Detention Center, Marzelle C. Hill Transition center,Letot Center, Youth Village, and other contract residential programs, at an expected costof $8,583.34 monthly or $103,000 annually, the same cost incurred last year.

Funds for these services are provided through the Texas Juvenile ProbationCommission's State Aid Grant.

LEGAL

Staff from the Office of the Dallas County District Attorney reviewed the proposedrevised agreement and approved it as to form and content.

RECOMMENDATION

It is recommended that the Dallas County Commissioners Court approve therenewal to the interlocal agreement with The TexasA&M University System Health ScienceCenter, Baylor College of O.entistry, for provision of dental services in the JuvenileDepartment Dental Clinic, and authorize the County Judge to sign the related documentson behalf of the Court.

Recommended by:_M_~1=-~_..;..f--::"-f+-Hf"?~__Michael K. Griffith

H:\CCT\2002 Briefings\Oental sves· Baylor FY'03.wpd

23

Date:

To:

From:

Dallas CountyJUVENILE DEPARTMENT

MEMO~qHMI P.~ 1:39

August 18, 2002

Dallas County Commissioners Court

Michael K. Griffiths, Director

Subject: Payroll Release for Grants Pending Execution of ContractsBackground of Issue

The Dallas County Juvenile Department annually receives funding for various grants from theTexas Juvenile Probation Commission (TJPC) and the Office of the Governor, Criminal JusticeDivision (CJD). The department also receives funding for Project 75216 and 75217 from theCommunity Council of Greater Dallas. Although we have received notification of continued fundingin FY 2003 for these grants, formal contracts will not be completely executed prior to the time theSeptember 2002 payroll is processed. The purpose of this briefing is to request CommissionersCourt approval to release payroll for staff in the grant programs listed below pending the return ofexecuted contracts.

Fiscal Impact

Dallas County will have to advance funds for payroll pending final execution of these contracts:

Agency Grant Name Dept. #

TJPC State Aid 7108Community Corrections 7103Family Preservation 7114Substance Abuse Grant 7104TCOMI 7116

Community Council Project 75216 7102Project 75217 7107

CJD Drug Court Diversion Project 7007DCJJAEP Mentor Program 7008Project Spotlight 7004

Recommendation

It is recommended that Commissioners Court authorize the Dallas County Auditor and DallasCounty Treasurer to release payroll for employees assigned to the aforementioned grants untilexecuted contracts are returned by the funding sources.

Recommended by: I----L'~.......~""--_""*'Hrf-J__Michael K. Griffiths,

2600 Lone Star Drive, Box 5 Dallas, Texas 75212 (214) 698-2200

24

DALLAS COUNTY SHERIFF'S DEPARTMENT

MIMQ~NQUM

DATE:

TO:

FROM:

SUBJECT:

ISSUE

Wednesday, August 21,2002

Commissioners Court

David Kuykendall, Chief DeputyOffice of General services

New Promotional Process

The Sheriff seeks to develop, implement, and manage a new process for the selection of swornlaw enforcement staff and for promotional opportunities within the Department.

BACKGROUND

Wallack & AsSOCiates was originally utilized in the early 1980's to develop a standardized-writtenexamination to screen and evaluate candidates for sworn law enforcement entry-level andpromotional opportunities. The current process evaluated the applicants based on writtenexaminations and oral interviews with outside raters. Dr. Wollack. then statistically merged theapplicants scores and developed a scoring band (A-G) depicting equal "promotability" of applicantswithin each band.

We have conducted a review of law enforcement agencies, both at a state and national level, toexamine the hiring and promotional processes used by our peers. We recommend the currentprocess be revised to include written exam and a Behavioral Personnel Assessment Device (B-PAD)prepared and monitored by test consultants. PhySical agility testing will only apply to thosecompeting in the sworn law enforcement entry-level process.

1. Physical AGility Test The physical standards and tests developed by theCooper center are acknowledged to be an excellent measure of the physical abilitiesrequired to perform law enforcement jobs. TC1.EOSE is mov1ng doser to mandatingon-going physical agility standards for newly hired sworn staff as well asincumbents. We propose at this time that only entry-level sworn personnel beincluded in the physical ability test.

2. Written Exam The written exam should target statutory and policy materialonly. The format of the exam should provide the relevant statutory or policymaterial for a series of scenario questions. The candidates ability to read, interpret,and apply the law is paramount rather than their ability for rote memorization. Thedevelopment of a bibliography (for each rank) of recent law enforcement readingmaterials, which may be cited as appropriate sources for test questions, should

Page 1 of 4

25

include, but not be limited to, the Texas Penal Code, Code of Criminal Procedure,General Orders/Code of Conduct, etc.

3. B-PAD B-PAD video tests assess an applicant's interpersonal skills andjudgment candidates view video-based simulations on a TV monitor and thenrespond verbally, as if talking to real people in a real situation. B-PAD scenarios arestandardized and they sample many different types of situations. Ethnicity andgender do not affect B-PAD results. B-PAD results are also unaffected by prior jobexperience or practice.

The sworn hiring and promotional plan would be inclusive of entry-level sworn personnel, Seniorsergeant, Detention service Supervisor, Ueutenant, Detention Service Manager, captain, andDetention service Commander ranks.

IMPACT OF OPERATIONS

To provide the necessary qualified individuals to staff the Sheriff's Department, we must implementa screening/hiring process that enables us to review indiViduals through a variety of situations andtests. The recommended process allows for testing an applicant's physical job-related abilities;ability to read, interpret, and apply the law; and hiS/her cognitive responses to situations presentedrather than hiS/her responses to an interview panet. The prior process retied too heavily oninterviews and rote memorization.

The new process will work to reduce the subjective element of the hiring/promotional process andallow staffto examinecandidates from various perspectivesand eliminates the potential subjectivityand bias inherent in oral interviews.

FINANCIAL IMPACT

The current promotional process for each rank (Le., senior 5ergeant, Ueutenant, captain, DSS,DSM) is approximately $6000 per rank or a total of $30,000. SCoring of the exam costs $15 perexam, not to exceed a total of $2500. The cost of the current promotional process is as follows:$44,750.

Cost of ExaminationsScoring of ExaminationsInterview Panet COsts (each)Rental of entry-level deputy examination

$ 30,0002,5007,0005,2501

Approval of the new process will result in a financial impact of $89,000. The specific costs are asfollows:

Cost of Examinations (approximate)SCoring Wr1tten ExamPhysical Agility (Validation - one time cost)

I Based on number of candidates tested.

2Approximate Cost - new vendor not yet selected.

Page 2 of 4

$ 4O,()()()23,000

15,000

26

8-PADSCoring (B-PAD)SCore Consolidation (approximate)Physical/Medical Test/Documentation

18,OW1,20004

5,0006,000

To offset the cost of implementation, we request that funds in the FY2oo2/Professional 5ervices of$42,000 be transferred to the FY2oo3 budget. The 2003 financial impact will be an additional costof $47,000. Under the proposed hiring/promotional plan, the results of the process are freer of biasand should yield a more qualified applicant. Moreover, many other local and state-wide agencieshave shifted their hiring/promotional process in just such a manner.

Implementing this new hiring/promotional plan would not result in any additional financial cost toDallas County.

PERFORMANCE MEASURES

UtiliZing the new hiring/promotional plan would lead to selecting more qualified applicants and canbe measured by the term of their tenure with the 5hertff's Department Also, we can review thenumber of official complaints and investigations conducted by the Internal Affairs DiviSion.

LEGAL IMPACT

The Dallas Sheriff's Ovil 5ervice Commission was briefed on July 18, 2002, and approved the planto proceed with the new Sworn Hiring and Promotional Plan. We request that the attached SwornHiring and Promotional ptan be reviewed by the Ovil Dlstlict Attorney to ensure compliance withall applicable Federal and State laws, TCLEOSE Standards, and other mandates.

RECOMMENDATION

The Sheriff, the four departmental employee groups, and the Dallas Sheriff's Ovil ServiceCommission recommend adoption of the revised Sworn Hiring and Promotional ptan. Therefore,we request Commissioners Court approval to devefop a Request for Purchase (RFP) for submissionto the purchaSing department to be placed out for bid for the written examination. The purchaSingdirector can verify that B-PAO is a sole source provider. The revised plan affords the opportunityto more effectively select the best available candidates while complying with all applicable laws,TCLEOSE Standards, and Texas Jail Commission Standards.

Respectfully submitted,

~~_rL:, -~ ;..",r.....~c..e..~uykendatChief DeputyOffice of General 5ervices

/rem

3Cost of annual leasing DSO and Deputy videos. Annual impact is $4,500; total cost $18,000.

4Cost of training up to ten raters, does not include travel expenses (one time cost).

page 3 of 4

27COURT ORDER

ORDER NO.

DATE:

STATE OF TEXAS §

COUNTY OF DAllAS §

BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County, Texas,

held on the day of , 2002, on motion made

by , and seconded

by , the following

Order was adopted:

WHEREAS, on August 27,2002, the Court was briefed concerning the new promotional process to be implementedby the Dallas County Sheriff's Department dUring FY2003 and funding for same; and

WHEREAS, after a review by Sheriff's Department HR staff of other law enforcement agencies, it was determinedthat a new promotional process be adopted to be more in keeping w1th the current law enforcementenvironment and

WHEREAS, funds designated for this use were not used in the FY2002 budget and are available to be transferredto the FY2003 budget to cover the assodated costs w1th the new promotional process; and

WHEREAS, the Sheriff, the Sheriff's Civil service Commission, all four employee groupslassodations join torecommend this process and funding be implemented for FY2003.

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Court authorizethe monies set aside in the FY2OO2 budget in the amount of $42,000 be transferred to the FY2OO3 budget to apply tocosts for the new promotional process; and

IT IS FURTHER ORDERED, ADJUDGED AND DECREED that the promotional process, as recommended and briefedto the Court on August 27, 2002. be adopted for implementation in FY2003.

DONE IN OPEN COURT this the _ day of , 2002.

Margaret KeliherActing Dallas County Judge

Jim JacksonCommissioner, District NO.1

Mike CantretlCommissioner, District NO.2

John Wiley PriceCommissioner, District NO.3

Kenneth A. MayfieldCommissioner, District NO.4

Approved and Recommended by:

~~~~_~~~~;....:d__ -~ LfI',rlE"~c...

28

DALLAS COUNTYPURCHASING DEPARTMENT

August 20, 2002

TO:

FROM:

The Honorable Commissioners Court

Willa Roberts, Purchasing Supervisor

A;-j II: 40

SlJBJECT: Award to a single Bidder -Bid Number 2002-143-1183, "Install two hot Water Softener Systems".

BACKGROUNDIISSUEDallas County Commissioners Court. at there regularly scheduled session held on July 11, 2002 , authorized BidNumber 2002-143-1183 "Install two Hot Water Softener Systems", to be opened.

Only one bid was received as follows:

Vendor NameBob 1. Johnson & Assoc., Inc.

Bid Price$20,200.00

In an attempt to fmd solutions to continuing minerals deposits in the Dishwasher and hot water generators led FacilitiesManagement to the request to have water softeners installed in Dallas County Buildings. The cost of removing theseminerals manually was calculated to be very costly and will continually increase in cost ifaction is not taken soon. Theimmediate need to solve this problem has led to Facilities Management's recommendation that this bid be awardedto Bob J. Johnson & Assoc., Inc, the single bidder of this project

This is the second time this project has been bid, the first bids received were over the Budgeted amount for this project.The specifications were revised and re-bid. The amount of the bid received from Bob 1. Johnson & Assoc., Inc. is lessthan the budgeted amount. Bob 1. Johnson & Associates has done work for Dallas County numerous times and FacilitiesManagement has been extremely satisfied with their job performance, and their ability to complete projects in a timelymanner.

Financial ImpactBob 1. Johnson & Assoc., Inc. the single bidder proposed an amount of$20,200.00. This amount is $2,000.00 less thanthe budgeted amount.

RecommendationAs a result, the purchasing department in conjunction with Facilities Management recommend that Bid No. 2002-1431183 "Install Two Hot Water Softener Systems" be awarded to Bob J. Johnson & Assoc., Inc. for the amount of$20,200.00.

Should the Commissioners Court concur with the recommendation, Bid No. 2002-143-1183 "Install Two Hot WaterSoftener Systems", will be scheduled for award on the next regular agenda.

Approved By:

cy: Jessie Darrett, Facilities Management

509 Main Street, Suite 6236lt1 Floor Records Building

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

29

DALLAS COUNTY

PURCHAS ING DEPARTMENTO? "Pr' 21_ M<-'.:

August 21, 2002

TO:

FROM:

SUBJECT:

The Honorable Commissioners Court ~;I ~

Phillip J. Vasquez, Purchasing Director~~

Revised Purchasing Policies

Background/IssueIn attachment 1 is the proposed Dallas County Purchasing Policy. This waspreviously briefed to the Commissioners Court by Kristin Branam on September 4,2001, please see the attached briefing (attachment 2). It was also briefed onFebruary 20, 2001 by John Cantwell, please see the attached briefing (attachment3) .

A summary of the suggested policy changes to the version briefed by JohnCantwell and Kristin Branam are:

1. Clarifies the purchasing process for Personal and Professional Services.This would now require a formal briefing to Commissioners Court.

2. Raises the competitive bid requirement to the state level of $25,000 andstandardize this amount throughout the policy.

3. Implements a formal policy for Temporary Employee requests/requisitions.4. Implements a formal policy for purchasing items on contract utilizing the

Oracle Financial System.5. Requests the authority for the Purchasing Department to issue change orders

for up to $25,000 or 25% of the purchase amount, whichever is lower.6. Implements a formal policy on closing out prior year purchase orders.7. Clarification of Emergency procurements.a. Implements basic guidelines for P-Cards, which are consistent with existing

purchasing policy.9. Revises guidelines for informal SOlicitations, consistent with raising the

$25,000 limit.10.Initiates a process for appeals/protests on informal solicitations.11.Clarifies the Purchasing Department's responsibilities in reviewing

insurance and bonding requirements on annual contracts.l2.Clarifies the purchasing policy for Information Technology through the

Request for Competitive Sealed proposals (RFCSP).l3.Changes with the Advertising policy making it consistent with the current

practice.l4.Clarifies the Purchasing Department's responsibility in tracking the types

of purchases through the Oracle Financial System.l5.Clarifies the ability of the Commissioners Court to delay payments on

contracts where insurance or bonding has lapsed until such time as the Courtdetermines the liability ceases.

l6.Clarifies policy on Performance Bonds.l7.Expands the purchasing policy of suspending vendors from 1 year to 3 years.

This is consistent with most of our annual contracts lasting for 3 years.la.Clarifies the utilization of Interlocal Cooperative Purchasing Agreements.19.0ther minor clarifications and changes in language.

30

Financial ImpactIn John Cantwell's briefing dated February 20, 2001,it was estimated that$10,173.60 would be saved annually by adopting the increase of the competitive bidrequirement from $15,000 to the state level of $25,000. This would represent ina 1.5% decrease in the Purchasing Department's current operating budget.

ReCommendation:The Purchasing Department recommends the Commissioners Court authorize the rerelease of the proposed purchasing Department policy for comments and scheduledfor briefing again after a minimum of 30 days.

Recommended for Approval

Director

Attachment 1 Proposed Purchasing Policy dated August 27, 2002Attachment 2 Proposed Purchasing Policy dated September 4, 2001Attachment 3 Proposed Purchasing policy dated February 20, 2001

31

PURCHASING/CONTRACT MANAGEMENT

PURCHASING

AUTHORlTY

1.00 The Purchasing Agent is appointed by a Board of three District Judges and two ElectedCommissioners Court representatives for a two year period and must adhere to the lawsas mandated in Texas Local Government Code 262 and 271 governing the acquisitionof goods and services for Dallas County. The Board will also set the Purchasing Agent'ssalary and approve the Department's annual budget. The Purchasing Director serves asthe Purchasing Agent for Dallas County and may adopt policies and proceduresconsistent with state statutes. The Purchasing Director works directly with theCommissioners Court. The Commissioners Court signs contracts and approves allpurchases. The Purchasing Agent's authority is derived directly and indirectly from theTexas State Statutes, their interpretation by the Attorney General, directives from theBoard, and policies set forth by the Commissioners Court.

1.01 It is the responsibility of. the Purchasing Agent (herein referred to as the PurchasingDirector) to perform or supervise the following:A. Acquisitions of all goods and all services excluding personal and professional.B. Prepare and issue solicitations and insure that the selection process is in compliancewith the Texas Local Government Code and County Policies and ProceduresC. Issue purchase orders for goods and servicesD. Facilitate the process of acquiring professional services through a competitiveprocess. The Purchasing Department or the requesting Department may request that aprofeSSional service be exempted from competitive bid by briefing the CommissionersCourt and the Commissioners Court may exempt them by court order.E. Personal Service contracts may be submitted to the Commissioners Court by therequesting Department or by the Purchasing Department.

1.02 As authorized by law, the Purchasing Director shall have the authority to award allsolicitations less than $25,000 without prior approval of the Commissioners Court.Purchasing Director shall have the authority to sign all contracts with a value of lessthan $25.000. contracts authorized by the Commissioners Court. and contracts notsubject to approval of the Commissioners Court.

CODE OF ETHICS

1.03 Each member of the Purchasing Department staff shall maintain high standards ofhonesty, integrity, and impartiality and shall abide by the following Code of Ethics:A. Conduct all purchasing activities in accordance with governing laws and

201

32

DALLAS COUNTY POLICY

regulations.B. Encourage all segments of the society to participate by demonstrating suppon

for small, disadvantaged, and minority and women-owned businesses.C. Strive to attain the highest professional standard of job performance, to

exercise diligence in carrying out the duties of Dallas County, and to serveDallas County to the best of one's ability

D. Afford all vendors/contractors equal opportunity to compete for Dallas Countybusiness at all times. Purchase without prejudice, striving to obtain themaximum value for each dollar of expenditure. The Purchasing Departmentstaff should conduct themselves in such a manner that would foster publicconfidence in the integrity of the procurement process of Dallas County.

E. Avoid any private or professional activity that would create a conflict betweenyour personal interests and the interests of Dallas County.

F. Decline gifts, gratuities or any thing of value from present or potentialvendors/contractors, which might influence award decisions.

G. Demand honesty in sales representation whether offered through the mediumof a verbal or written statement, an advenisement, or a sample the product.

H. Promote standardization programs to review characteristics and quality ofproducts to purchase.

1. Develop reliable alternate sources of supply to maintain a competitiveenvironment and to meet Dallas County requirements.

PURCHASING PROCEDURESLFORMS PREPARATION

PURCHASE REQUISITIONS

2.00 Purchase Requisitions serve as the justification and approval documentation for theacquisitions of materials, supplies, services and equipment for the requesting customer.

2.01 Any customer that requires budget fund transfer for goods and services not previouslyapproved in current fiscal year customer's budget shall submit a Request for Transferform to the Office of Budget and Evaluation for approval prior to submitting thePurchase Requisition to the Purchasing Department.

2.02 A Purchase Requisition must be submitted to the Purchasing Department for all goodsand services acquisition, unless otherwise directed, and contain the followinginformation:

202

33


A. Customer ServiceB. Contact Person NameC. DeliverylShip to LocationD. Quantities (i.e. each, dozen, case, box)E. Account CodingF. SpecificationsG. Contract Period (if applicable)H. Any special instructions and information1. Authorized SignatureJ. Manual Requisitions: (See Exhibit 1) Authorized Personnel Signature must

appear on any purchase requisition before the Purchasing Department willprocess the request. Any modifications/changes to the approval signatureauthorization list must be made in writing to the Purchasing Department.

K. Electronic Requisitions: Internal customer approval shall be established inaccordance with the approval authorization list on file with the PurchasingDepartment.

Grant Funded Purchase Requisition.

2.03 Requisitions that are funded by grants must be forwarded directly to the GrantsDivision of the Auditor's Office 90 days prior to expiration of the grant for approval.Upon approval by the Auditor's Office (Grants Division), the manual or electronicpurchase requisition will be forwarded to the Purchasing Department for processing.All purchase requisitions funded by grants must adhere to the submittal requirementsas stated in Section 2.02.

Purchase Requisition for Computer Hardware and Software

2.04 Customers requesting computer-related items are to send a memorandum request tothe Data Services Division of Dallas County for approval. Once approved by the DataServices Division, a requisition will be forwarded to the Purchasing Department forprocessing. All purchases of computer hardware and software must comply with thestandards established by the Governance Committee, unless otherwise approved by theMIS Director on a case by case basis.

2.05 All requisitions for Computer Hardware and Software must adhere to the submittalrequirements as stated in Section 2.02.

Purchase Requisition for Temporary Employee Staffing

2.06 Customers requesting temporary employee staffing are to send a memorandum request

203

34


to the Civil ServicetHuman Resource Department for approval. The CivilServicetHuman Resource Department will determine the skill level required andensure adequate funding is available. Once approved by the Civil Service/ljumanResource Department. a requisition will be forwarded to the Purchasing Departmentfor processing.

2.07 All requisitions for Temporary Employee Staffing must adhere to the submittalrequirements as stated in Section 2.02.

Purchase Requisition for Annual Solicitation (Contract) Items

2.08 Goods and services being purchased through previously awarded annual contractsrequire a requisition being initiated by the user department and submitted to thePurchasing Department (except high technQIQgy and temporary staffing).

2.09 The Purchasing Department will set up all annual CQntrects and any Qther CQntractsexempt frQm competitive bidding. upon written request.

2.10 The Purchasirw Department will process purchase requisitions referencing thepgrticular CQntract.

2.11 The Purchasing Depgrtment will ensure the purchase Qrders ere issued to theappropriate cQntracted vendor.

2.12 The Purchasing Department will document any instances where the cQntracted vendQris unable to supply the goods Qr services Qn CQntract. If necessary the PurchasingDepartment will process e purchase requisitiQn tQ another vendQr fQr immediate needs.until the cQntracted vendQr can supply the goods Qr services.

204

35


PURCHASE ORDERS

3.00 An approved purchase order is the vendor's authorization to deliver and charge forgoods and services as specified in the order.

3.01 The Purchasing Department's authorized personnel are the only individuals authorizedto issue purchase orders on behalf of Dallas County.

3.02 A purchase order for goods and services will be issued once the following conditionsare met:A. An authorized purchase requisition is submitted to the Purchasing DepartmentB. Product or services pricing and related information is obtained and

documentedC. Verification of funds availabilityD. Approval is granted for release of the purchase order(s)

ChangeslModifications to Purchase Orders

3.03. Requests for changes/modifications to the original purchase order are to be submittedto the Purchasing Department. The request for changesl modifications must includethe ff"'11 ving information:A. ....urchase Order NumberB. Reason for change, modification or any other varianceC. Description of the item to be changed. modified. added or deletedD. QuantitiesE. Unit CostF. Account CodingG. Court Order approval number (if applicable)H. Authorized approval1. Types of Submittals

1. Manual Submittal (for customers not on#line with Oracle only): Awritten Memorandum to the buyer who issued the original purchaseorder requesting change or modification to purchase Order. Thiswritten request can be submitted by mail. fax or e#mail from therequesting customer.

2. Electronic Submittal through Oracle: Customer shall create a newrequisition line within Oracle. The new requisition line must indicatethe original purchase order number in the description field along withinformation stated in 3.03 A#H.

3. For information on how to complete the process contact the PurchasingDepartment.

205

36


J. It is imperative requests for changes/modifications to the original purchase order besubmitted in a timely manner in order to avoid any possible penalties as prescribed inthe Prompt Payment Act. The Purchasing Department may approve change orders toPurchase Orders in amount not to exceed 25% or $25,000 whichever amount is lower.The Commissioners Court may approve increased changes to a Purchase Order inamount that increases the contract to a maximum amount of 25%.

K. While the intent of the Purchasing Department is to work closely with customers toobtain a complete bid package, the Purchasing Department may require return of anyor all items at its discretion if the customer fails to submit the appropriatedocumentation, as stated in Section 3.03 A-H.

Purchase Order Cancellation

3.04 The Purchasing Department is responsible for issuing all purchase order cancellationrequests through the County automated financial system.

3.05 Cancellation of the original purchase order must be submitted in writing (faxed, e-mailor in-house mail) to the buyer who issued the original purchase order stating thejustification for cancellation.

3.06 Justifications for cancellation of purchase order includes the following, whenapplicable:A. Purchase order completedB. Outstanding balanceC. Explanation for cancellation (i.e. incorrect vendor, goods/services no longer

needed, contract/grant expired or tenninated, etc.)

3.07 Purchase Orders funded through current budget funds and outstanding for more than90 days past the close of the most recent fiscal year, will be closed by the PurchasingDepartment. The Purchasing Department will contact the users and request writtendocumentation justifying keeping the purchase order open.

EMERGENCY PURCHASES

4.00 An emergency purchase exists when it is determined that County operations will beseriously impaired or when there is a threat to public health, welfare or safety inaccordance with Texas Local Government Code 262.024. Emergency acquisitions are

206

37


processed on a "case·by·case" basis.

4.01 In the event of an emergency, customers must contact the Purchasing Departmentprior to the purchase of the goods or services. The requesting customer must state thefollowing:

A. Describe the emergencyB. Explain why the situation warrants an emergency purchaseC. Description of the goods or services and priceD. Names and quotation of the vendors contacted

4.02 Upon justification, the Purchasing Department will expedite emergency acquisitions.COf\tact thc CommissioftefS Court Administfator "If ftc wi:ll Mti:f"y' tftc CommissioftCfSCoUft of the emergeftey ~d authorize the emel'lefle'; pUfehases. If the amountexceeds $25,000 the Purchasing Department will contact the Commissioners CourtAdministrator, the Commissioners Court Administrator will contact the members ofthe Court to advise them of the situation and authorize the emergency purchases. Ifthe amount is less thano$25,OOO the Purchasing Department will approve the purchase.

4.03 Once the emergency purchase has been approved, the Purchasing Department willexpedite the emergency acquisitions. The Purchasing Department or theCommissioners Court Administrator will submit a cQurt order requesting approval ofpurchases over $25,000 within 30 days Qf the emergency.

DELIVERY AND INSPECTION PROCESS AND ACCEPTANCE AND REJECTION

5.00 The ordering customer shall determine that the goods or services are in compliancewith specification requirements as stated on the purchase order and/or contract. Theprocess shall consist of:A. Deliveryllnspection When goods or services are delivered to the shipping or

service point the receiving personnel shall determine that the:1. product description, brand and model number are correct2. the unit of measure count is correct3. product or service conforms to the specifications stated in the contract

and/or purchase order4. quantity ordered against the quantity shipped and delivered is verified5. product is inspected for damage or breakage6. product is checked for operability and functionality7. product or service documentation is correct

B. All inspections must be performed in timely manner.C. Acceptance. After the inspection and determination that the goods or services

207

38


are in compliance with contract requirements and/or purchase order, theordering customer will submit a Record of Material Received (RMR) (Exhibit2) or rubber stamped invoice to the Auditor's Office thereby indicatingapproval for payment for the quantities or services received.

D. Rejection: Goods or services failing to meet specifications or contractrequirements will be rejected. The receiving personnel shall contact thePurchasing Department immediately for proper handling instructions andprovide the following information and documentation:1. reason for rejection2. reference Purchase Order number3. date of delivery and inspection4. inspector's name5. complete and submit the Material Returned to Vendor Report (Exhibit

3)

RECORD OF MATERIAL RECEIVED

6.00 The Record of Material Received is commonly known as an RMR (Form #10).Customers have the option of using the printed RMR form or approved rubber stampalternate. Both the printed form and the approved rubber stamp alternative can beacquired from the County Supply Room. The RMR or rubber stamp approved invoicesmust be submitted to the Auditor's Office within 48 hours of delivery of goods orservices in order to authorize payments.

Payments for Goods and Services

6.01 Payment of invoices will be in accordance with the State of Texas Prompt PaymentAct. The Act requires payments be issued within a specified time period from date ofreceipt of an undisputed invoice.

208

39


PICK,UP PURCHASE ORDERS AND PURCHASING CARDS

7.00 Pick,up Purchase Orders (Exhibit 4) are used for acquisitions of emergency type

items/services which cannot generally be planned such as those related to equipmentfailures, unexpected building maintenance requirements, etc., and in the judgement ofthe Superintendent or Department Head, that the use of the normal requisitionprocess would result in costly delays to equipment and/or labor forces.

7.01 Pick,up purchase orders are issued to specifically authorized departments, and mayonly be used for specific categories of suppUes from those suppUers which maintain anagreement or contract with the County through the Purchasing Department. ThefollOwing departments are authorized to use pick,up purchase orders:A) Juvenile Department' juvenile clothingB) Road and Bridge Districts - repair or replacement partsC) Automotive Repair Center - repair or replacement partsD) Building/Maintenance Department - miscellaneous hardware and building

materialsE) Child Protective Services - clothing for foster children

7.02 The maximum dollar limit per pick-up purchase order is $500.00.

7.03 Pick-up purchase orders can be used on the following:

A. emergency repair parts for equipment picked up at the vendor's location;B. Miscellaneous emergency and/or contracted shop suppUes;C. Emergency constrUction materials;D. Emergency repairs to equipment;E. Replenish inventory stock purchases;F. Juvenile and Child Protective Services clothingG. Nurses uniforms

7.04 Pick,up purchase orders may not be used for the follOwing goods or services:A) service work where the contractor is called o~t to the county job site;B) warranty work requiring a deductible cost; .C) property/capital items;D) rental equipment;E) exchanges on engines, transmissions, etc.;F) office supplies;G) items to be shipped to a customer;H) training and membership dues

209

40


7.05 Each pick.up purchase order must specifically describe what item or service waspurchased, be signed by the vendor, invoiced when the merchandise is obtained, statethe account coding to be charged, unit of measure, and total amount of the purchase,and any other relevant information. The original (white copy) of the pick·up purchaseorder should be left with the vendor.

7.06 For information on how to fill and complete pick-up purchase orders contact thePurchasing Department.

7.07 The completed pick-up purchase order and the invoice or packing slip must be sent tothe Purchasing Department for verification, approval and signature. After which, thedocuments will be forwarded to the Auditor's Office for payment.

7.08 The use of pick-up purchase order should be limited as much as possible. Thisacquisition method results in additional activities for the Purchasing Department andAuditor's Office and acquisitions cannot be queried or reported in standard Purchasingreports.

7.09 The Purchasing Director may suspend the use of the pick.up purchase order to anycustomer that is found to be in violation of the county policy.

7.10 Purchasini Cards (P·Cards) are commerciaVcorporate credit cards used in small dollarprocurements. These cards usually have certain restrictions built into the use of thecard. Purchases made with P·Cards will be used for maintenance reguirements. etc byDallas County employees.

7.11 P-Cards will not be used to circumvent the competitive bid reguirements

7.12 The maximum dollar limit per P-Card transaction is $500.00 and the maximummonthly dollar limit card is $10,000.

7.13 EmplOYees making purchases with the P-Cards are considered assistants to thePurchasing A~nt (Purchasing Director) to the extent they purchase items inaccordance with Texas Local Government Code section 262.011(1).

7.14 The Purchasing Director will review the purchases to eIl§ure they are in compliancewith County Policy and State law and may suspend the use of the P-Card to anyemployee that is found to be in violation of the county policy.

7.15 The Auditor's Office shall not refuse payments to the bank issuing the P-Card used by

210

41


the County, once the invoice is approved by the Purchasing Department

TYPES OF SOLICITAnONS

Informal Solicitations

8.0 Informal solicitations are acquisitions with value less than $25,000.00 and may bewritten, oral or electronic depending on the acquisition amount. Informal solicitationsmay consist of one-time procurement acquisitions and/or annual acquisitions. ThePurchasing Department will track the types of purchases to evaluate opportunities ofdeveloping Formal or Annual Solicitations.R~qtlifem:ents €rem: $15,000.00 te $24,999.00 will be briefed eo me CeftUft~siefters

Cetlft eft lift tnfefft\liEiefl:a:l brieA:rtg If an award is being made to a vendor other thanthe low compliant vendor for purchases of $5,000 - $25,000 the bidder will be giventhe opportunity to protest to the Purchasing Director. Informational briefings forprotests on purchases from $15,000 to $24,999.99 will be submitted to theCommissioners Court.

The following procedures will be utilized to document adequate and reasonablecompetition for acquisitions of goods and services less than $25,000.00:

$0 - $500.00

$500.00$5,000.00

$5,000.00 $25,000.00

At the buyers discretion, only one (1) quote may beobtained.

if available a minimum of three quotes are required anddocumented and that at least one of the quotes must beobtained from a certified MiWBE firm if available.

if available a minimum of five quotes are required anddocumented and that at least two of the quotes must beobtained from certified M;WBE firms if available.

8.01 All acquisition requests must have supporting pticing documentation. Documentationcan include but not be limited to: price lists, catalog pricing, telephone documentation,vendor quote sheet, etc.

8.02 Acquisitions in excess of $2,500.00 $5,000.00 must include a signed original writtenquotation or electronic guotation from the awarded vendor to back up oral quotations.The signed original written quotation will be kept on file by the Buyer.

8.03 Formal Solicitations. Formal solicitations are sealed solicitations whose acquisition

211

42


value exceeds $25,000. Formal solicitations may consist of one-time procurementacquisitions and/or annual acquisitions.

8.04 Annual Solicitations. The Purchasing Department will initiate and obtamsolicitations for services, material and supply requirements that are considered highvolume items and for common annual service requirements. Annual solicitationsgenerally contain renewal options and are reviewed annually for customer satisfactionby the affected department prior to being briefed to the Commissioners Court andsubmitted for approval. These annual solicitations will be reviewed by the PurchasingDepartment to ensure insurance or bonding requirements are current. Any vendorwithout the required insurance or bond may be determined to be out of compliancewith the annual contract. Delivery of goods and services will be on an "as needed"basis. Annual solicitations of less than $25,000 will be approved by the PurchasingDepartment.

8.05 Request for Proposal (RFP) and Statement of Qualification (SOQ) Solicitations.RFP and SOQ are formal sealed solicitations for goods or services where the evaluationand/or award are based on weighted/scored criteria set forth in each uniquesolicitation. RFP and SOQ solicitations may consist of one-time procurementacquisitions and/or annual acquisitions.

8.06 RFP procedures for Insurance, High Technology Items, and Special Services shall beaccomplished as follows:A. The Commissioners Court, prior to its distribution to possible proposers or

offerors, shall approve all requests for proposals for insurance, high technologyitems, and special services in excess of $25,000. The Purchasing Departmentwill approve all proposals and offers ofless than $25,000 and provideInformation Briefings to the Commissioners Court for oHess than $25,000 butmore than $15,000.

B. The selection committee appointed by the RFP may request that allrespondents to the RFP enter into discussions, furnish samples, and/ordemonstration of products as necessary for the selection committee to have afull understanding of the goods and/or services being offered to the Countyunder the solicitation.

C. Selection committee, by majority vote, shall determine from all respondents theresponsible offerors that are reasonably susceptible of being selected for award(hereinafter called "offerors") which shall be submitted to the CommissionersCourt for approval.

D. The Purchasing department representative shall act as facilitator for thetransmission of any information to the offerors, notification of the time and

212

43


place for discussions, and all other transmissions between the selectioncommittee and offerors. The purchasing deparonent representativecommunications with the offerors shall only be such purpose described in theRFP or as requested by the RFP selection committee or RFP selectioncommittee chair acting on behalf of the RFP selection committee. No memberof the selection committee other than the purchasing departmentrepresentative shall have any contact with any of the offerors or other partyresponding to the RFP.

E. To insure that the RFP process and schedule is properly followed thePurchasing representative shall coordinate the scheduling of all meetings andthe preparation of meeting agendas with the chair of the RFP selectioncommittee.

F. The selection committee may, at its sole discretion, prepare written questions,requests for revision, or other information or requirements to be furnished tothe offerors for discussion. The purchasing deparonent representative shallfurnish to the offerors all written questions or other information pertinent toany discussions.

G. All discussions between the Committee and the offerors concerning responsesto the written questions or other matters shall be conducted at a facilitydesignated by the majority vote of the selection committee. A representativefrom the Purchasing Department shall be present during all meetings anddiscussions with any or all of the offerors. Stat~ments made at these discussionsare non,binding on the County unless it is issued in writing.

H. Notice shall be given to each designated offeror of the decision of the selectioncommittee to conduct discussions. Such notice shall include the time, place,date and allotted time for presentations or discussions.

I. At the termination of discussions, examinations testing of samples, completionof demonstrations of products for the county, or inclusion of any revision, theselection committee, at its sole discretion, may require revised offers and bestand final proposals from the offerors. The selection committee may acceptrevisions after submission of the best and final offers and before selection by thecommittee of the lowest evaluated offer resulting from discussions ofnegotiations.

J. Pursuant to Local Government Code Section 262.030, all negotiations ordiscussions shall be conducted in such a manner so as to avoid disclosure of thecontents of competing offerors' proposals and all such information shall be keptsecret.

K. These rules shall be applied in such a manner that each offeror will be accordedfair and equal treatment with respect to opportunities for discussion andrevision of proposals. It is the intent of Commissioners Court to afford eachofferor full and fair competition. The Commissioners Court may reduce the

213

214


number of offers during any phase of the process at the recommendation of theevaluation committee.

L. The firm selected by the committee as the best offeror shall be submitted to theCommissioners Court for approval. The Commissioners Court may includeseveral proposers at their discretion. If approved by the Commissioners, theselected offeror and the County will negotiate the final terms and conditionsfor formal approval by the Commissioners Court.

M. The Purchasing Department shall retain all records of the negotiation processfor four years following the award of the contract.

45


DALLAS COUNTY POLICY FOR ADVERTISING

9.00 The Dallas County Purchasing Department shall have a current and valid contract fornewspaper advertising in place at all times. Said contract shall include one major dailynewspaper, one ett8tflCSS ftCwst'8:t'cr. one ftCwst'8:t'cr with t'rtm8:ry eirt:t1lsttoft in thcAfrit:::1ft Ameriesft community at1d Ofie ftCwst'8:t'cr 'MtR f'ri:fftary eiretllstton itl thcHi8f'ame Afflcriean eOffiftluftity, one newspaper of general circulation, and any othertypes of newspapers designated by the Commissioners Court.

9.01 All advertising, unless otherwise prescribed by law, shall be placed through thePurchasing Department by written request from the department needing publication orby electronic requisition. Advertising policy is set forth in Texas Local GovernmentCode.

9.02 The Commissioners Court may designate County departments by Court order to placethcir advertisements.

215

46


SOLICITATION PROCESS AND PROCEDURES FOR ON&TIME AND/ORRECURRING(~AL)CONTRACTS

10.00 Contract Planning

A. The purpose of contract planning is to insure the system is responsive andadaptive to customer needs and concerns. Contract planning must considertimeliness, quality, and cost. In addition, it must take into account thecustomer's needs throughout the process. As a result, teams will be fonned foreach acquisition exceeding $100,000. The purpose of the team is to developinnovative solutions that promote best value business decisions onperfonnance-based service, constrUction and commodity contracts. The teamand/or Commissioners Court will approve the final solicitation/specifications 30days prior to the projected solicitation opening date. The CommissionersCourt must approve all RFPs!SOQs. A solicitation number will not be assigneduntil prior approval of the solicitation and specifications has been documented.

B. The team will develop an acquisition plan that will include (as applicable), butnot be limited to the following elements:1. Description of Requirement2. Special Clauses3. Specifications

a. Market Research Resultsb. Evaluation Criteriac. Compatibility Requirements wi Existing Systemsd. Any known cost schedule, and capability or perfonnance constraintse. Advertising periodf. Delivery or perfonnance-period requirementsg. MinorityiWomen Business Outreachh. Competitioni. Security Considerationsj. County Furnished Propertyle. Quality Assurance Methods1. Milestonesm. Contract Historyn. Other Considerations

C. The contract teams will consist of a BI:Yy'er/A:ft8lyst Purchasin~ Representative,contract manager, MiWBE Officer, and the Auditor or District Attorney asapplicable. The team will work together to develop the contract acquisitionplan.

216

47


D. Upon approval of the solicitation final draft, the Purchasing Department willissue a solicitation number, prepare the contract in formal draft and advertisethe requirement in accordance with Texas Local Government Code.

Invitation for Solicitations

11.00 Invitation for Solicitations shall be issued in sufficient time before the date set foropening to permit open competition and encourage participation by minority andwoman-owned vendors. The solicitation will include, but not be limited to thefollowing elements;A. Instructions and information to vendors concerning submission requirements,

including the time and dates set for opening, the address of the office to wheresolicitations are to be received, and any other special information.

B. Purchase description, specifications, evaluation criteria, delivery schedules orperformance criteria, inspection and acceptance requirements terms andconditions, induding insurance, bonding, warranty or other requirements, asapplicable

C. The invitation shall require the acknowledgment by the vendor of the receiptof Addendum issued.

D. The invitation may require the submission of sample, descriptive literature, andtechnical data and may require a demonstration, inspection or testing aproduct before award.

E. A written record shall be maintained for each invitation solicitation that hasbeen issued to prospective vendors.

11.01 Pre,Bid Conferences. Within a reasonable amount of time after the advertisement butbefore the opening date, a pre,bid conference may be conducted to explain and answerany questions pertaining to the contract requirements. Statements made at the pre,bid conference shall not be considered an addendum to the bid unless a writtenaddendum is issued.

11.02 Addenda. Clarifications or changes to the Solicitation shall be transmitted to alldocumented vendors by an addendum. Addendum shall be issued within a reasonabletime before the Solicitation is due to open to allow prospective offerors time to preparetheir response. The addendum shall document all changes or revisions to thesolicitation and shall include at a minimum the following information:A. Number of addendum, tide and solicitation numberB. Indication of revised or unchanged opening date and time.C. Reminder that ffiese acknowledgments of receipt of the addendum Oft Bids or

Pl'of'osal:s are is required for a resf'omtve bid or proposal to be responsive.D. Addendum shall be issued within a reasonable time before the Solicitation is

217

48


due to open to allow prospective offerors time to prepare their response.

11.03 Modification or Withdrawal of Solicitations. A respondent may modify or withdrawtheir infonnal or fonnal solicitation at any time prior to the official opening date andtime.

11.04 Receipt and Opening of Solicitations. Fonnal solicitations are to be sealed and shall betime stamped and recorded upon receipt and stored unopened in a secure place untilthe time and date of offiCial opening. The Purchasing Department, solely for thepurpose of identification, may open an envelope that is not marked with thesolicitation number or does not identify the Respondent's name. The envelope willthen be documented to include the solicitation number and scheduled opening Jateand time. In addition, the person who opened the envelope will initial it and includethe date and time it was opened. The envelope will than be resealed and stored in asecured place until the official opening date/time.

11.05 All advertised Fonnal, Annual Contract and RFPtSOQ Solicitations must be listed onthe County's Fonnal Agenda and approved by the Commissioners Court prior toopening. However, in the event of an addendum or scheduling issue, theCommissioners Court delegates the authority to the Purchasing Director to extendsolicitations with after,the,fact notification to the Commissioners Court.

11.06 Solicitations and addendum shall be opened publicly and read aloud (when applicable)by the Purchasing Department representative at the time, date, and location asdesignated in the Invitation for Solicitation and in accordance with Local GovernmentCode and Open Records Act. Request for Competitive Sealed Proposals (RFCSP) willbe opened and the proposer's name will be read aloud. The details of the proposal willnot be revealed until award in accordance with Local Government Code 262.030(e).Upon proper designation. trade secrets and confidential infonnation will be protectedto the extent allowed by law.

11.07 Late Solicitations. A solicitation is late if it is received at the designated location forsubmittal after the date and time set for opening. Solicitations received late will not beevaluated or considered for award. Upon request, late ·solicitations will be returned tothe bidder unopened (when applicable).

11.08 Solicitation Analysis and Award. Bids shall be analyzed to detennine which respondentoffers the lowest cost to Dallas County in accordance with evaluation criteria set forthin the Invitation for Solicitations.

218

49


11.09 Bids shall be awarded to the lowest and best respondent who meets the requirementsand the evaluation criteria set forth in the Invitation for Solicitations. Award may bemade by individual line item, by group of line items, or for the aggregate total of all lineitems.

11.10 The Purchasing Department shall forward, when applicable, the following informationto the requesting customer for review and decision prior to submittal to CommissionersCourt for award:A. Recap of all solicitations receivedB. Background information used for decision processe. Btrfer/Afl:81ysf: Purchasing representative recommendation

11.11 Upon review and approval by the customer(s), the lowest and best respondent(s) of thesolicitation will be submitted to the Commissioners Court for recommendation offormal award. The follOwing procedures will be followed for contracts exceeding$25,000 that are not being recommended and are compliant to the specifications tothe lowest monetary respondent(s):A. The Purchasing Department will prepare a letter to the lowest monetary

respondent(s) announcing the award recommendation and procedures tofollow for an appeal.

B. A briefing memorandum will be prepared and submitted to the CommissionersCourt for formal approval. The briefing memorandum will include writtenjustification and documentation to justify the recommended award.

C. In accordance with Commissioners Court ruling, a Formal Court Order will beprepared for the next available Court Session.

11.12 If there are two or more low responsive solicitations from responsible respondents thatare identical in price and meet all the requirements and criteria set forth in thesolicitation request, award will be made by the drawing of lots in accordance withTexas Local Government Code 262.027,

11.13 When an Invitation for Solicitation receives only a single response an awardrecommendation may be made if the Purchasing Director makes the followingdetenninations:A. The price submitted is fair and reasonable.B. Other prospective vendors had a reasonable opportunity to respond.e. There is not adequate time for re,solicitation and/or there are no other known

vendors interested in bidding on this solicitation.D. The solicitation was competitive in nature.

If these tMee four criteria are not met the bid will be rejected and the solicitation

219

50


canceled and/or re-solicited at a later date.

12.00 Sole Source Awards. The Commissioners Court, pursuant to Texas Local GovernmentCode Subchapter 262.024, may award Sole Source Contracts for goods and serviceswithout competition. Written documentation and justification shall be briefed to theCommissioners Court which states that sole source procurement is required due to thefact that only one known source for the required goods or services is available forpurchases exceeding $25,000. All sole source acquisitions must be formally approvedby the Commissioners Court.

13.00 Cancellation or Rejection of Solicitations. A solicitation may be canceled and rejectedby Commissioners Court (if applicable) in whole or part if the Purchasing DepartmentDireewr, Btlycr/Anatyst and/or Customer state(s) in writing that cancellation andrejection are advantageous to Dallas County.

VENDOR INSURANCE REQUIREMENTS

14.00 Any vendor that conduCts business with Dallas County, whether it is for goods and/orservices, must maintain lawful workers' compensation requirements and adequateliability limitations.

14.01 For contracts exceeding $25,000, within ten (10) days after contract award and priorto commencement of any work on Dallas County property, the successful vendor shall

submit verification of the following, showing Dallas County as the certificate holder(general liability insurance coverage) with coverage dates inclusive to the performanceperiod ffiftt of the !lOW !lrded contract:A) workers compensation meeting the acceptable requirements as established by

the State ofTexas Workers Act, Title 5, subtitle A, Texas Labor Code; andB) general liability insurance meeting the acceptable limits as established by the

State of Texas Ir~t1rafiee Beard and/or those limits specifically containedwithin the bid specificatiOns.

14.02 Failure to comply with lawful requirements or adequate liability requirements may resultin delay of payments and/or cancellation of the contract. Payments will be re-instituted uponproof of adequate coverage. Should any ~aps in coverage occur, the Commissioners Court maydelay payments until such time as liability to the County ceases.

[Court Order #94·1243, 08109194}

220

51


BIDS FOR ANNUAL CONTRACTS

STATEMENT OF POLICY

15.00 Dallas County's bid specifications and contracts for goods and services shall be legallysufficient to obtain a fair price and to insure that the goods and services received are ofnecessary and adequate quality. To accomplish these objectives, the policy establishesa chain of command assigning responsibilities and development of aninformation/reporting system for all types of annual contracts. Responsibility for thedevelopment of customized, non-annual contracts remains with the Civil Section ofthe District Attorney's Office.

15.01 Under this system, the Purchasing Department is responsible to Commissioners Courtfor all phases of Contract Administration as well as ensuring contractors maintaininsurance coverage and bonding requirements in accordance to the bid/proposalspecifications. The MIWBE Coordinator, the Budget Office, the Civil Section of theDistrict Attorney's Office, and the user department will routinely develop and monitorinformation which pertains to a contract's performance, its legal terms and format, itsprevious history, and the method by which it was awarded.

15.02 The ultimate day-to-day responsibility for managing a contract under this policy andensuring that the appropriate goods and services are delivered continues to remainwith the user department. The Purchasing Department is the responsible party thatinsures, through the appropriate source, that bid specifications and contracts are inkeeping with Commissioners Court Contract Management Policy and is responsible tothe Commissioners Court for the administration of all aspects of all contracts includingbid specification development.

[Court Order #89,Q614, 04/10/89]

TYPES OF CONTRACTS

15.03 Dallas County's contracts can be generally categorized into three different types:A) annual contracts for goods;B) annual contracts for services; andC) intergovernmental contracts (usually for services).

221


As each of these types have different needs and requirements, each contract type hastherefore been addressed in a slightly different manner.

[Court Order #89-0614. 04/1OiS9J

GOODS/SERVICES

15.04 Each department that is responsible for receiving/requesting goods from an annualcontract shall designate an individual to serve as a "Contract Manager" for eachcontract. In those situations where the contracted goods are used by numerousCounty departments, the Purchasmg Department is designated as the ContractManager and will oversee the contract's administration.

15.05 Once designated, the Contract Manager will serve as the department's representativein the information/reporting system and will thus be responsible for overseeing thecontract's implementation and will assist the Purchasing Department with contractnegotiations.

15.06 The Purchasing Department will be responsible for notifying the Contract Managerthat an existing contract is scheduled to expire at least 90 days before the expirationdate. In the event that the Purchasing Department serves as the Contract Managerbecause numerous County departments actually receive the contracted goods, then thePurchasing Department will contact several of the actual user departments to gaininformation in the development of specifications. The Purchasing Department willreceive input from all users, but is responsible for insuring that bid specifications areaccurate, fair and structured to insure competitive bidding. The PurchasingDepartment will, in addition, be responsible for consulting with the Civil Section ofthe District Attorney's Office on a case-by-case basis to determine what form the bidspecifications/anticipated contract should take.

15.07 The Purchasing Department will make available to the M;WBE Coordinator theexpiration date of all annual contracts.

15.08 At approximately ninety (90) days prior to the expiration of an existing contract, thePurchasing Department will notify the Commissioners Court using a Data BriefingSheet and inform them of the anticipated bid advertising and opening schedules.

222

53


PERFORMANCE BOND REOUIREMENT

16.00 Performance bonds for the purchase of goods and services (non#Public Works) will berequired as provided by Chapter 262.032 of the Local Government Code. For servicecontracts the use of performance bonds are discouraged unless there is a compellingneed or statutory requirement. Performance bonds may restrict competition andincrease the cost of the contract. Performance bonds on a specific project will be inthe amount of the total value of the contract or a cashier's check in the amount of 5%of the contract. Performance Bonds for annual contracts will be for the annual valueof the contract or a 5% cashier's check will suffice.

16.01 Construction Contracts: In accordance with Vernon's Texas Civil Statutes Chapter4, Article 5160 (A), a performance bond will be required on all contracts in excess of$50,000.00, the bond will be for the full amount of the "entered into" contract perproject as evidenced by individual formal contract(s) or issuance of purchase order(s)for that project.

16.02 High Technology, Service (ProfessionaVGeneral) Supply Contracts: ($50,000.00+/#) that warrant surety coverage and when determined, by the initiating countydepartment, that a performance bond is not cost effective will include the following"Contract Assurance Policy":

"Within ten (10) days after award of the contract, the awarded bidder(s) orproposal offeror(s) shall submit to the Purchasing Department a cashiers checkpayable to Dallas County, equal to five (5) percent of the total awardedcontract value. The funds will remain in the possession of the County andshall be utilized in the event the respective conrractor(s) defaults for any reasonand/or is terminated by the County due to non#performance. Upon satisfactorycompletion of the awarded contract, the contracting fi.nn(s) will submit, inwriting, a request for reimbursement of the funds originally received by theCounty. Dallas County shall retain all interest earned on said funds during theterm that said funds are in the possession of the County."

(Court Order #93·1842, l0126m]

16.03 High Technology, Service (Professional/General) Supply Contracts may include aperformance bond as determined on a case#by#case basis by the Purchasing Directorconsidering the merits of including the performance bond in addition to Texas statelaw.

223

54


POST AWARD PROCESS AND PROCEDURES

17.00 Quality Assurance. The purpose of quality assurance is to insure Dallas Countyreceives goods and services in accordance with the time periods and quality standardsestablished in the contract. For critical services (high dollar value, poor performancehistory, non*performance may cause damage to the County, etc.) the plan shouldinclude measurable outcomes to encourage contractors to develop and instituteinnovative and cost effective methods of performing the work. Inspectors and contractmanagers are responsible for the following:A. Evaluate and document the contractor's performance in accordance with the

Inspection Plan.B. Notify Purchasing in writing of any discrepancies.C. Maintain documentation in accordance with the Inspection Plan.D. The Department Head will appoint the contract manager and inspector in

writing. The contract manager and inspector may be the same person. ThePurchasing Department will send a letter to the contract manager/inspectordelineating responsibilities. A copy of the letter will be sent to the contractor.

E. The contract manager and Purchasing Department representative will meetwith the awarded vendorlcontractor after the first month of contract to assessperfonnance and solve problems in partnership. If necessary, monthly meetingsor communication will continue if mutually beneficial or if transition orperformance problems exist.

17.01 Termination Procedures. This section applies to those instances when the contractor'sperformance is unsatisfactory and previous attempts to partner with the contractor tosolve the problem have failed.A. The Purchasing Director shall give the contractor a Letter of Concern

specifying the failure and providing a period of 10 days (or longer period asnecessary) in which to correct those problems causing unsatisfactoryperfonnance.

B. Upon expiration of the 10 days (or longer period), the Purchasing Directorshall give the contractor a Letter of Intent to Terminate specifying thecontractor's contractual liabilities if the contract is terminated for default, andrequesting the contractor justify why the contract should be continued.

C. The notice may further state that failure of the contractor to present anexplanation may be taken as an admission that no valid explanation exists.

D. The letter will also offer the contractor an opportunity to appear inCommissioners Court to present the company's views on the tennination issue.

E. When a termination for default appears imminent, the contracting officer shallprovide a written notification to the surety. If the contractor is subsequently

224

55


terminated for default, a copy of the notice of default shall be sent to thesurety.

F. If the contractor is a minority or woman-owned business the PurchasingDirector shall keep the MiWBE representative apprized at all times.

17.02 The Purchasing Director shall consider the following factors in determining whetherto recommend a contract for default:

A. The terms of the contract and applicable laws and regulations.B. The specific failure of the contractor and the excuses for the failure.C. The availability of the supplies or services from other sources.D. The urgency of the need for the supplies or services and the period of time

required to obtain them from other sources, as compared with the time deliverythat could be obtained from the delinquent contractor.

E. The importance of the contractor in Dallas County's Government purchasingprogram and the effect the termination would have on other contracts.

F. Any other pertinent facts and circumstances.

17.03 If a court order is issued the Purchasing Director shall issue a Termination Noticestating the following:A. The contract number and date;B. The acts or omissions constituting the default;C. The contractor's right to proceed further under the contract (or a specified

portion of the contract) is terminated;D. The supplies or services terminated may be purchased against the contractor's

account, and that the contractor may be held liable for any excess costs;E. Dallas County reserves all rights and remedies provided by law or under the

contract, in addition to charging excess costs; andF. The Purchasing Director Agent shall make the same distribution of the

termination notice as was made of the contract. A copy shall also be furnishedto the contractor's surety and the auditor to withhold further payments underthe terminated contract, pending further direction.

18.00 Suspension of VendorsIContractors. When in the best interest of Dallas County, theCommissioners Court by court order may suspend for cause any Vendor/Contractorfrom being awarded a solicitation or receiving solicitation, for a period up to threeyears.

19.00 InterlocaliCooperative Agreements. The Purchasing Department is responsible forevaluating. recommending and facilitating the use of all interlocal CooperativeAgreements. The Commissioners Court must approve and execute the

225

56


InterlocaliCooperative Agreement as authorized by Article 791.025 of the TexasGovernment Code and Local Government Codes 271.081-083and 271.101-102. TheCode permits agreements between local governments, and the State ofTexas Buildingand Procurement Commission for the purchase of goods and services and satisfies therequirement of local governments to seek competitive bids for the purchase of suchgoods and services.

CASH PURCHASESIREIMBURSEMENTS

20.02 Dallas County reserves the right to not approve a cash purchase/reimbursement if itis found that the intent is to avoid the requisitioning process and/or the individual isin violation of procurement policies or standard county policies and procedures.

20.03 All requested reimbursements must be accompanied by the original invoice andsubmitted on a Request for Payment (See Exhibit 5) or through the County'sautomated financial system.

NAME CHANGE AND NOVAnON AGREEMENTS

21.00 The Commissioners Court must approve and execute all name changes and novationagreements for any formally approved solicitation. The documentation connected withName Change and Novation Agreements is necessary to protect the interest of DallasCounty. The recognition of a successor is discretionary on the part of Dallas Countydepending upon whether recognizing a successor is in Dallas County's best interest. Ifit is not in Dallas County's best interest to recognize the transfer, the originalvendor/contractor remains contractually obligated to Dallas County and its failure toperform could result in the termination of the contract for default.

SURPLUS PROPERTY

22.00 The disposition of County property to surplus shall be handled in accordance toSection F of the Dallas County Policies and Procedures Manual.

MINORITY;WOMEN.OWNED BUSINESS INVOLVEMENT POLICY

226

57


POLICY STATEMENT

23.00 Dallas County is wholly committed to developing, establishing, maintaining, andenhancing minority business involvement in the total procurement process. It is thepolicy of Dallas County to involve quali.fi.ed minority/women,owned businesses to thegreatest extent feasible in the County's procurement of goods, equipment, services, andconstruction projects. The County, its contractors, their suppliers and subcontractors,and vendors of goods, equipment, services, and professional services shall notdiscriminate on the basis of race, color, religion, national origin, handicap, or sex in theaward and/or performance of contracts. However, competition and quality of workremain the ultimate yardstick in contractor, sub,contractor, vendor, service,professional service, and supplier utilization. All vendors, suppliers, professionals, andcontractors doing business or anticipating doing business with Dallas County shallsupport, encourage, and implement affirmative steps toward our common goal ofestablishing equal opportunity for all citizens of Dallas County.

[Court Order #89,0614, 04/10/89]

DEFINITIONS

23.01 The following definitions are currently applied by the North Central Texas Council ofGovernments for certification as a MinorityfWomen,Owned Business Enterprise. TheNorth Central Texas Council of Governments certification process will be utilized byDallas County in conjunction with the implementation of this policy.

23.02 A Minority Business:A) Includes those individuals who are citizens of the United States (or lawfully

admitted permanent residents) and who are:1) African Americans, (such as, but not limited to, persons having origins

in any of the black racial tribes of Africa), or2) Hispanic Americans, (such as, but not limited to, persons of Mexican,

Puerto Rican, Cuban, Central or South American, or other Spanishculture or origin, regardless of race), or

3) Native Americans, (such as, but not limited to, persons who areAmerican Indians, Eskimos, Aleuts, or Native Hawaiians), or

4) Asian,Pacific Americans, (such as, but not limited to, persons whoseorigins are from Japan, China, Guam, the U.S. Trust Territories of thePacific and the Northern Marianas), or

5) Asian,Indian Americans, (such as, but not limited to, persons whoseorigins are from India, Pakistan, and Bangladesh), or

6) any other minorities or individuals as interpreted by the certifying

227

58


procurement process. Dallas County shall also utilize other governmentalagencies and established organizations that have as one of their functions theinvolvement of minority/women businesses in the free enterprise system.

C) advertising for bid submittals in a major daily newspaper with county-widecirculation. Advertisement shall be published once a week with the first day ofpublication being at least fourteen (14) days prior to the bid opening date.Longer advertising shall be utilized when feasible to encourage additionalcompetition among bidders. Minority weekly newspapers shall be utilized forpermanent display ads referring vendors, suppliers, professionals, andcontractors to the Dallas County Minority!Women-Owned BusinessEnterprises (M!WBE) Coordinator.

D) restructuring bid proposals, where possible and when beneficial to the County,to include opportunity for firms of varying sizes, to participate in theprocurement process of Dallas County for goods, equipment and services over$10,000.00 $25,000.

23.07 Establish an informal bidding and telephone solicitation system that rotates the bidders.(majority and minority) asked to submit pricing on purchases that are estimated to costunder $10,000.00 $25,000.

However, Subchapter 262 - Local Government Code, County Purchasing Act, shall bestrictly adhered to in all specifications and subsequent estimated cost determinations.

23.08 Goods, equipment, and services estimated to cost less than $500.00 shall be purchasedutilizing a minimum of one-third minority/women vendor solicitations, provided saidvendors are available and included in the County's database, to supply the goods,equipment, or service to be procured.

23.09 Those purchases estimated to cost between $500.00 and $5,000.00 shall be purchasedutilizing a minimum of two-fifths minority/women vendor solicitations, provided saidvendors are available and included in the County's database, to supply the goods,equipment, or service to the procured.

23.10 The Purchasing Department should document the rotation of bidder solicitations(under $5,000.00), to ensure that minority/women vendors, suppliers, and contractorsare given an ample opportunity to profit from the process, and provide periodic reportsto the Commissioners Court.

23.11 Minority involvement shall be encouraged for construction projects by the following:A) Prospective General Contractors shall submit, prior to award of contract, or

with the Commissioners Court approval, prior to commencing work:

229

59


1) a completed copy of the Dallas County Statistical Report (see Section D3.06) for the company and each proposed and actual subcontractorwith a sub~contractor of twenty percent (20%) or more,

2) the name, address, and telephone numbers of proposed and actualsubcontractors, trade, minority/women ownership status, and estimateddollar amount of each actual subcontract, and

3) the successful General Contractor, will show documented evidence of a"Good Faith Effort" in soliciting and securing minority/women-ownedbusiness involvement for all subcontract and supply activities. A "GoodFaith Effort" Plan shall be a guide in determining documentationsolicitation and utilization of qualified minority/women-ownedbusinesses, and

4) documented evidence of previous use of subcontractors on similarprojects with dollar amounts and percentages of total contracts.

B) Dallas County shall be notified of subcontractor changes, proposed to actual, asthey pertain to Section D 2.05 A 2 above and the reasons for said changes.

[Court Order #89~0614, 04/10/89]

230

60


PROCUREMENT OF ARCHlTECTURALiENGINEERING SERVICES

POLICY

24.00 Professional service contracts are exempt by State law from competitive bidding. TheProfessional Services Procurement Act, Article 664~4, Section 2, Texas Revised CivilStatutes, lists those services exempted to include architecture and professionalengineering. This policy applies to all professional service contracts for architecturaland professional engineering services and is formulated in compliance with Article664~4, Sections 3 and 3A, as amended by SB 677, 71st Texas Legislature.

[Court Order #91-0393. 03105191]

SELECTION CRITERIA

24.01 The procurement of architectural or engineering services shall conform to the two~step

process as outlined in Section 3A, Article 644~4, as amended. Contracts forprofessional services with architects and registered professional engineers shall benegotiated with firms selected on the basis of demonstrated competence andqualifications for the services to be performed. After selection, a contract shall benegotiated at fa4" and reasonable prices with the most highly qualified firm. Thefollowing selection criteria are defined to provide a systematic and impartial evaluationand documentation for use in the selection of architectural and engineeringconsultants. These criteria represent the basic standards to be considered in theselection process:

24.02 Qualifications, experience, capabilities and resources:A) history of meeting deadlines, staffing size, current workloadB) history of performance of keeping within budgetsC) experience with other similar projectsD) expertise of project manager and project team (including names, position titles

and experience of personnel to be assigned to project)

24.03 Consultant's quality of response and approach to the project:A) total number of personnel to be assigned to the project, identified by discipline

(Architect; Civil, Mechanical, Electrical, StrUctural Engineers)B) time frame and bar graph schedule and identification of critical path items for

completion of projectC) proposed approach to project; critical issues and resources committed to project

231

61


an order calling for new capital improvement program, a bond election or bond sale,and media publicity related thereto, architectural and engineering firms, organizationsand societies may inform themselves of the extent of upcoming capital improvementprograms in Dallas County. Firms desiring to provide architectural or engineering,complete the form and return it to the Dallas County Purchasing Department where itis filed for informational purposes. The form shall be updated annually by theconsulting firm or when changes occur, e.g., change of address, key personnel, type oforganization, etc.

24.08 Project announcement: When the Commissioners Court approves an appropriationof funding for project requiring architectural or engineering services, the departmentresponsible for project management will develop detailed project cost estimates for therequired scope of work and will submit a project development report to theCommissioners Court to include a defined scope of work and estimated fundingrequirements for the various elements necessary to accomplish the project. Afterapproval by the Commissioners Court of the project scope of work and fundingrequirements, the Purchasing Department will mail a letter of notification (Request forProposals Qualifications or Letters of Interest) to those firms with current StandardForm 254 on file. The Purchasing Department upon request by the responsibledepartment shall have advertisements placed in local newspapers for a period of notless than two weeks. The announcements will request that all proposals or letters ofinterest prepared by architectural and engineering firms include an expression ofinterest in any specific project included in the announcement and be returned to thePurchasing Department.

24.09 Processing proposalslletters of interest: Upon receipt of proposals, statements ofqualifications, or letters of interest, within the specified time required, a tabulation willbe made by the Purchasing Department on a standard form of the firms which haveresponded which will be distributed to the appropriate department and/or SelectionCommittee. The Selection Committee may consist of members appointed by thedepartment responsible for project management and will include Assistant Directors,Project Managers, Project Architects, Project Engineers, the Commissioners CourtAdministrative Planning and Development Coordinator, a representative from majorparticipating governmental entities and will include a representative of the PurchasingDepartment. The MIWBE Coordinator will attend all meetings to monitor minoritybusiness involvement.

Firms will be notified and formal Statements of Qualifications submitted as reqUired bythe particular selection committee. Each member of the Selection Committee shallreview said Statements of Qualifications and rank each submittal based uponrequirements necessary for each project in the Letter of Notification. A tabulation of

233

62


24.04 Women and minority participation:A) consultant's use of women and minority,owned business enterprisesB) list of all women and minority,owned firms that will be involved in the project

and nature of their involvementC) women and minority interest/ownership of fumD) assignment of qualified women and minority employees to projectE) demonstration of hiring practices which provide opportunities for work

experience and encourage the professional development of women andminority employees

24.05 The follOwing data shall be provided by the consultant and will also be givenconsideration in the selection process:

A) consultant's current contractsB) consultant's knowledge and experience of local circumstancesC) consultant's work plans, special concerns or techniques neededD) joint ventures/subconsultants:

1) efforts to joint venture (see MIWBE Policy)2) names of subconsultants, associates or joint venture

E) current litigation, including litigation with Dallas CountyF) references familiar with consultant's work on similar or related projects within

the past five years, including name, address, phone number and relationship ofthe referenced individual to the project

[Court Order 91-0393.03/05191]

SELECTION PROCESS POLICY

24.06 To utilize competent consulting architectural and engineering firms in Dallas Countyas necessary to provide professional services for planning and design of Dallas Countycapital improvements authorized by the Commissioners Court.

[Court Order 91,0393,03/05191)

SELECTION PROCEDURES

24.07 General Services Administration Standard Form 254 Dallas County from time to timerequires architectural and engineering services for capital improvement programsapproved by the voters in bond elections, as well as other projects funded from otherrevenue sources. Through the public announcement by the Commissioners Court of

232

63


24.04 Women and minority participation:A) consultant's use of women and minority-owned business enterprisesB) list of all women and minority#owned firms that will be involved in the project

and nature of their involvementC) women and minority interest/ownership of firmD) assignment of qualified women and minority employees to projectE) demonstration of hiring practices which provide opportunities for work


24.05 The following data shall be provided by the consultant and will also be givenconsideration in the selection process:

A) consultant's current contractsB) consultant's knowledge and experience oflocal circumstancesC) consultant's work plans, special concerns or techniques neededD) joint ventures/subconsultants:

1) efforts to joint venture (see M;WBE Policy)2) names of subconsultants, associates or joint venture

E) current litigation, including litigation with Dallas CountyF) references familiar with consultant's work on similar or related projects within

the past five years, including name, address, phone number and relationship ofthe referenced individual to the project

[Court Order 91-0393. 03/05191}


24.06 To utilize competent consulting architectural and engineering firms in Dallas Countyas necessary to provide professional services for planning and design of Dallas Countycapital improvements authorized by the Commissioners Court.

[Court Order 91-0393. 03/O5191}

SELECTION PROCEDURES

24.07 General Services Administration Standard Form 254 Dallas County from time to timerequires architectural and engineering services for capital improvement programsapproved by the voters in bond elections, as well as other projects funded from otherrevenue sources. Through the public announcement by the Commissioners Court of

232

64


an order calling for new capital improvement program, a bond election or bond sale,and media publicity related thereto, architectural and engineering firms, organizationsand societies may inform themselves of the extent of upcoming capital improvementprograms in Dallas County. Firms desiring to provide architectural or engineering,complete the form and return it to the Dallas County Purchasing Department where itis filed for informational purposes. The form shall be updated annually by theconsulting firm or when changes occur, e.g., change of address, key personnel, type oforganization, etc.

24.08 Project announcement: When the Commissioners Court approves an appropriationof funding for project requiring architectural or engineering services, the departmentresponsible for project management will develop detailed project cost estimates for therequired scope of work and will submit a project development report to theCommissioners Court to include a defined scope of work and estimated fundingrequirements for the various elements necessary to accomplish the project. Afterapproval by the Commissioners Court of the project scope of work and fundingrequirements, the Purchasing Department will mail a letter of notification (Request forProposals Qualifications or Letters of Interest) to those firms with current StandardForm 254 on file. The Purchasing Department upon request by the responsibledepartment shall have advertisements placed in local newspapers for a period of notless than two weeks. The announcements will request that all proposals or letters ofinterest prepared by architectural and engineering firms include an expression ofinterest in any specific project included in the announcement and be returned to thePurchasing Department.

24.09 Processing proposalslletters of interest: Upon receipt of proposals, statements ofqualifications, or letters of interest, within the specified time required, a tabulation willbe made by the Purchasing Department on a standard form of the firms which haveresponded which will be distributed to the appropriate department and/or SelectionCommittee. The Selection Committee may consist of members appointed by thedepartment responsible for project management and will include Assistant Directors,Project Managers, Project Architects, Project Engineers, the Commissioners CourtAdministrative Planning and Development Coordinator, a representative from majorparticipating governmental entities and will include a representative of the PurchasingDepartment. The MIWBE Coordinator will attend all meetings to monitor minoritybusiness involvement.

Firms will be notified and formal Statements of Qualifications submitted as required bythe particular selection committee. Each member of the Selection Committee shallreview said Statements of Qualifications and rank each submittal based uponrequirements necessary for each project in the Letter of Notification. A tabulation of

233

65


the Selection Committee's rankings will be made and a Short List reflective of thenumber of submittals may be created.

24.10 Consultant interviews: The Selection Committee may schedule interviews with firmson the Short List. The interview is used to determine the capability of a firm to deliverthe architectural or engineering services needed by the requesting department. A basicinterview format is used, but each interviewer is encouraged to probe fully thequalifications of the firm beyond this format, including contact and consideration ofresponses from references (see Section D 23.01 # 23.03). Each member of the SelectionCommittee independently evaluates each firm, utilizing the criteria outlined in Section D16.01 - 16.05 above, as well as an ArchitectlEngineer Rating Form (Exhibit 6), and thena consensus is reached by the group concerning ranking of the firms being considered.Rating forms from each member will be tabulated and retained for record purposes andfor subsequent submission to the Commissioners Court. The MIWBE Coordinator shallrate all firms with regard to Item III of the ArchitectlEngineer Rating Form.

24.11 Selection of consultants: For certain projects requiring unique qualifications, othersenior architects and engineers in the requesting department may be asked to assist in theselection process. The MIWBE Coordinator may also be present at these meetings of theCommittee to monitor minority business involvement. The Committee members discussthe requirements and complexity of each project, the experience and record ofperformance for the prospective firms and match each project with (usually) no morethan three firms considered to be best qualified for the project. The criteria establishedin Section 23.01 - 23.03, Selection Criteria, shall be utilized in rating consultants on theArchitectlEngineer Rating Form, with emphasis on the following factors:A) Previous experience on similar projectsB) Current consultant workload and availabilityC) Demonstrated ability to perform required services within County of Dallas time

schedule.

24.12 In addition. consideration is given to the follOwing:A) Consultants involved in litigation with the County of Dallas or representing

clients in an issue in litigation are disqualified tor the term of litigation.B) Firms owned or headed by a former County employee are disqualified for a period

of one year after their departure from County employment.C) Firms which have actively and successfully recruited a profeSSional employee of

the County away from the Department are disqualified for a period of one year.

234

66


24.13 Recommendations for approval of consultants: After the Selection Committeecompletes the task of interviewing and rating firms and the department head hasreviewed and approved the ratings, a complete listing of firms responding to theannouncement (including a tabulation of the Committee's ratings), along with arecommendation for selection of firms, is submitted to the Commissioners Court by theSelection Committee through the responsible department head for approval to initiatecontract negotiations. The recommendation to the Commissioners shall include acomplete and detailed statement of the scope of services to be provided along withappropriate funding and scheduling, as well as any other pertinent infonnation deemednecessary by the Committee or department.

24.14 Projects requiring special selection procedures: The previously described processaccounts for most architectural and engineering services selection and is specificallydesigned to address the typical project and workload. Occasionally, the CommissionersCourt may authorize a project of a size or a uniqueness that requires special skills and amore thorough evaluation of experience and capability. In these instances, theresponsible department may develop a listing of four to six firms known or believed tohave unique qualifications and competence in the special field required for the project.In addition, these projects may be advertised through the Purchasing Department, asoutlined in Section 23.05. These firms are given a description of the project and invitedto submit a written summary of their qualifications for the project and a work program foraccomplishing the task, including the specific personnel to be assigned with theirqualifications, other firms to be used, etc. These firms are then screened or rated bysenior staff in the department, and a group of usually no more than three is selected forinterview. The interviewing panel may include specialized County of Dallas personneloutside the managing department. A suggested interview fonnat is developed for use bythe interviewers as well as a method. of evaluation. Upon completion of interviews, eachmember shall rank the firms as outlined in Section 23.08 above. Recommendations tothe Commissioners Court for authority to negotiate fees shall be in accordance withSection 23.10 above.

[Court Order 91..0393,03105191]

235

67


CONTRACf CONSIDERAnONS FOR NEGOTIATION

24.15 Upon approval by the Commissioners Court of the Selection Committee'srecommendations and after funds have been budgeted for the project, negotiations willbe initiated with the highest ranked firm. If in the opinion of the Selection Committee ordepartment head a fair and reasonable fee cannot be negotiated with the highest rankedfirm. negotiations will be terminated and initiated with the second highest ranked firm.and so forth until a fair and reasonable fee, within establish budgetary limitations andacceptable to the Committee, panel and/or department head is reached_or the project isotherwise canceled.

24.16 Dallas County may elect to designate or specify in the announcement for architecturaland engineering services (Request for Qualifications) the estimated construction cost orthe maximum construction budget for certain projects.

24.17 For all projects or phases of projects where the scope of work has been clearly and fullydefined, with a definite time frame and approved by the Commissioners Court, contractswill be negotiated based upon "not to exceed" fixed price basic fees for architectural andengineering services.

24.18 Special services fees shall be determined based upon the product of direct salary coststimes a multiplier and subject to confirmation by an audit of the firms financial records.Special services fees and/or reimbursable expenses for subconsultant or subcontractservices shall be determined on invoice costs, plus 10%. Subconsultant or subcontractservices agreements shall be subject to audit and subject to approval of the Committee,panel and/or department head. All Dallas County architectural and engineering servicescontracts will contain maximum "not to exceed" total fees to be made up of the basic feeplus special services fees and reimbursable expenses.

24.19 After negotiations have been concluded, the responsible department will have prepared a"Report of Negotiations" for submission to the Commissioners Court for approval prior to

the award of a contract. The report will include but not be limited to:A) a detailed summary of negotiations with cost data utilized in the negotiation

process;B) a complete certified audit, if requested by the County, of the firm's financial

records; andC) a draft contract format to include all fees and schedules for the services to be

provided.[Court Order 91·0393.03105191)

236

68


MINORITYtWOMEN-OWNED BUSINESS INVOLVEMENT EVALUATION

24.20 The consultant shall comply fully and totally with Dallas County MinoritytWomenOwned Business Involvement Policy. This Policy was adopted August 25, 1986 by CourtOrder 86-1198 and amended May 11, 1987 by Court Order 87-833 and February 28,1988 by Court Order 88-334. All proposals (RFP) for architecturaV engineering servicesin response to project announcements shall include the appropriate forms with completedata regarding minority/women participation. Copies of the MinoritytWomen-OwnedBusiness Involvement Policy, necessary forms and information may be obtained from:

Dallas CountyMinoritytWomen-Owned Business Enterprises Coordinator411 Elm StreetDallas, Texas 75202

24.21 The following criteria are defined to provide a systematic and impartial evaluation anddocumentation of the degree or extent to which MinoritytWomen participation in theproject will be achieved:A) minority/women ownership/interest in the architectural or engineering firm.

Percent of ownership and position in active operations or management of the firmshall be given.

B) list of all other minority/women-owned firms that will be involved in the projectand nature and extent of their involvement. This list shall provide percent ofownership, position and extent of management in operations of the firm.

C) assignment of qualified minority/women employees to the project. This shallinclude these employees of the consultant and other firms involved in the project.

[Court Order 91-0393.03105191)

237

69


CHILLERS/REfRIGERANT POLICY

25.00 The Dallas County ChillerslRefrigerant policy covers the installation of any new chillerswith CFC refrigerants.

25.01 New Chillers with CFC refrigerants that are not compatible with the HCFC such as R-22and R-123 or HFC's such as 134 are not acceptable for installation in County buildings orproperty.

25.02 Chillers that operate with only R-11 are not acceptable for installation in Countybuildings or property.

[Court Order #89-0614. 04/10189)

PROCEDURE

25.03 Notice of this policy shall be provided to all architecturaUengineering consultants thatprovide services to Dallas County.

[CoUrt Order #89-0614. 04/10189)

Pages 232 To 300 Reserved for Future Expansion

Next page is 301

238

70

Date:

To:

From:

Subject:

DALLAS COUNTYCOMMISSIONERS COURT ADMlNISTRAnON

'."~ ?:. ,- I \: So. -"

September 4, 2001

Commissioners Court

Kristin Branam, Policy Analyst ~~Purchasing policy--All Comments Received

BACKGROUND

On March 20. 2001 during a Performance Forum Commissioners Court was briefed on therevised Purchasing policy. The policy was approved for distribution for a thirty day commentperiod beginning June 4, 2001. Attachment A is the policy as it was scnt out. Attachments B-1through B-4 are the comments received. 2 commentors concurred with the policy. 1comrnentorhad grammatical and technical suggestions.

COMMENTS

I. What is the maximum amount of a purchase that can be authorized by Purchasing for anemergency? This might need to be included. (B-3)

Response: There is no limit tied to an emergency because emergencies can be large. such as aweather-related disaster, the collapse of a bridge, etc. The Purchasing Department must followpolicies set by the Court in all instances. This new policy extends authorization to thePurchasing Agent for purchases up to $25,000 without going through a scaled bid process.However. for purchases beyond $25,000 the Court would be polled by the County Administratorwith a court order issued in the next available court to authorize what ever is necessary to resolvethe emergency. For this reason no limit will be included in the policy.

RECOMMENDATION

Staff recommends that the revised Purchasing policy be adopted as Section D of the Policies andProcedures Manual.

Approv~ by~

PCRCHASING

AUTHORITY

71


ATTAC:lME:-1T A

Section D

100 The Purchasing Agem is appointed by a Board of three District Judges and twoElected Commissioners Court represematives for a two year period and must adhereto the laws as mandated in Texas Local Government Code 262 governing theacquisition of goods and services for Dallas County. The Board will also set thePurchasing Agent's salary and approve the Department's annual budget. ThePurchasing Director serves as the Purchasing Agent for Dallas County and mayadopt policies and procedures consistent with state statutes. The Purchasing Directorworlcs directly with the Commissioners Court. The Commissioners Court signscontracts and approves all purchases. The Purchasing Agent's authority is deriveddirectly and indirectly from the Texas State Statutes. their interpretation by theAttorney General. directives from me Board. and policies set forth by theCommissioners Court.

1.01 It is me responsibility of me Purchasing Director to perform or supervise thefollowing:A. Acquisitions of aU goods and servicesB. Prepare and issue solicitations and insure that me selection process is incompliance with the Texas Local Government Code and County Policies andProceduresC. Issue purchase orders for goods and services

1.02 As aumorized by law, me Purchasing Director shall have me authority to award allsolicitations less than $25.000 without prior approval of me Commissioners Court.

CODE OF ETHICS

1.03 Each member of the Purchasing Department staff shall maintain high standards ofhonesty. integrity. and impartiality and shall abide by me following Code of Ethics:A. Conduct all purchasing activities in accordance with governing laws and

regulations .B. Encourage all segments of me society to participate by demonstrating support

for small. disadvantaged. and minority and women-owned businesses.C. Strive to attain me highest professional standard of job performance. to

exercise diligence in carrying out the duties of Dallas County, and to serveDallas County to me best of one's ability

201

Se~lIon 0

D.

E.

F.

G.

H.

I.

72


Afford all vendors/contractors equal opportUnity to compete for DallasCounty business at all times. Purchase without prejudice. striving to obtainthe maximum value for each dollar of expenditure. The PurchasingDepartment staff should conduct themselves in such a manner that wouldfoster public contidence in the integrity of the procurement process of DallasCounty.Avoid any private or professional activity that would create a conflictbetween your personal interests and the interests of Dallas County.Decline gifts. gratuities or any thing of value from present or potentialvendors/contractors. which might influence award decisions.Demand honesty in sales representation whether offered through the mediumof a verbal or written statement. an advertisement. or a sample the produce.Promote standardization programs to review characteristics and quality ofproducts to purchase.Develop reliable alternate sources of supply to maintain a competitiveenvironment and to meet Dallas County requirements.

PURCHASING PROCEDURES/FORMS PREPARATION

PURCHASE REOUISITIONS

:2.00 Purchase Requisitions serve as the justification and approval documentation for theacquisitions of materials. supplies. services and equipment for the requestingcustomer.

:2.01 Any customer that requires budget fund transfer for goods and services notpreviously approved in current fiscal year customer's budget shall submit a Requestfor Transfer form to the Office of Budget and Evaluation for approval prior tosubmitting the Purchase Requisition to the Purchasing Department.

2.02 A Purchase Requisition must be submitted to the Purchasing Department for allgoods and services acquisition, unless otherwise directed, and contain the followinginformation:

A. Customer ServiceB. Contact Person NameC. Delivery/Ship to LocationD. Quantities (i.e. each. dozen. case. box)

202

73

PU RCHASING/CONTRACT \1ANAGEMENT SCC:lUn D

E. Account CodingF. SpecificationsG. Contract Period (if applicable)H. Any special instructions and infonnationl. Authorized Signarure1. Manual Requisitions: (See Exhibit I) Authorized Personnel Signarure must

appear on any purchase requisition before the Purchasing Department willprocess [he request. Any modifications/changes to the approval signarureauthorization list must be made in writing to the Purchasing Department.

K. Electronic Requisitions: [merna} customer approval shall be established in

accordance with the approval authorization list on tile with the PurchasingDepartment.

Grant Funded Purchase Requisition.

2.03 Requisitions that are funded by grants must be forwarded directly to the GrantsDivision of the Auditor's Office 90 days prior to expiration of the gram forapproval. Upon approval by the Auditor's Office (Grants Division). the manual orelectronic purchase requisition will be forwarded to the Purchasing Department forprocessing. All purchase requisitions funded by grants must adhere to the submittalrequiremems as stated in Section 2.02.

Purchase Requisition for Computer Hardware and Software

2.04 Customers requesting computer-related items are to send a memorandum request [0

the Data Services Division of Dallas County for approval. Once approved by [heData Services Division. a requisition will be forwarded to the PurchasingDepartment for processing. All purchases of computer hardware and software mustcomply with the standards established by the Governance Committee, unlessotherwise approved by the MIS Director on a case by case basis.

2.05 All requisitions for Computer Hardware and Software must adhere to the submittalrequirements as stated in Section 2.02.

203

$cellon 0

PCRCHASE ORDERS

74


3.00 An approved purchase order is the vendor's authorization [0 deliver and chanze forgoods and services as specified in the order. •

3.01 The Purchasing Department's auchorized personnel are the only individualsauthorized to issue purchase orders on behalf of Dallas Couney.

3.02 A purchase order for goods and services will be issued once the followingconditions are met:A. An authorized purchase requisition is submitted to the Purchasing

DepartmentB. Product or services pricing and related infonnation is obtained and

documentedC. Verification of funds availabilityD. Approval is granted for release of che purchase order(s)

Chanies/:\(odifications to Purchase Orden

3.03. Requests for changes/modifications to the original purchase order are to besubmitted to che Purchasing Department. The request for changes/ modificationsmust include the following infonnation:A. Purchase Order NumberB. Reason for change. modification or any ocher varianceC. Description of the item to be changed. modified. added or deletedD. QuantitiesE. Unit CostF. Account:.:'odingG. Court Order approval number (if applicable)H. Authorized approvalI. Types of Submittals

1. Manual Submittal (for customers not on-line with Oracle only): Awritten Memorandum to che buyer who issued the original purchaseorder requesting change or modific~tion to purchase Order. Thiswritten request can be submitted by mail. fax or e-mail from therequesting customer,

2. Electronic Submittal through Oracle: Customer shall create a newrequisition line wichin Oracle. The new requisition line must indicatethe original purchase order number in che dc:scription field along withinformation stated in 3.03 A-H,

75

PURCHASING/CONTRACT MANAGE~ENT

3. For information on how to complete the process contact thePurchasing Department.

S~ct!on D

"

J. It is imperative requests for changes/modifications to the original purchase order besubmitted in a timely manner in order to avoid any possible penalties as prescribedin the Prompt Payment Act.

K. While the intent of the Purchasing Department is to work closely with customers toobtain a complete bid package. the Purchasing Department may require rerum ofany or all items at its discretion if the customer fails to submit the appropriatedocumentation. as stated in Section 3.03 A-H.

Purchase Order Cancellation

3.04 The Purchasing Department is responsible for issuing all purchase order cancellationrequests through the County automated financial system.

3.05 Cancellation of the original purchase-nrder must be submitted in writing (faxed. email or in-house mail) to the buyer who issued the original purchase order statingthe justification for cancellation.

3.06 Justifications for cancellation of purchase order includes the following. whenapplicable:A. Purchase order completedB. Outstanding balanceC. Explanation for cancellation (Le. incorrect vendor. goods/services no longer

needed. contract/grant expired or terminated. etc.)

E:\IERGENCY PURCHASES

4.00 An emergency purchase exists when it is determined that County operations will beseriously impaired or when there is a threat to public health. welfare or safety inaccordance with Texas Local Govemmem Code 262.024. Emergency acquisitionsare processed on a "case-by-case" basis.

4.01 In the event of an emergency. customers must contact the Purchasing Departmentprior to the purchase of the goods or services. The requesting customer must statethe following:

A. Describe the emergency

205

76

DALLAS COUNTY POLlCY

B.C.D.

Explain why the situation warrams an emergency purchaseDescription of the goods or services and priceNames and quotation of the vendors contacted

... 02 Cpon justification. the Purchasing Department will contact the Commissioners CounAdministracor who will notify the Commissioners Court of the emenzencv andauthorize the emergency purchases .

...03 Once the emergency purchase has been approved. the Purchasing Departmem Will

expedite the emergency acquisitions.

DELIVERY AND INSPECTION PROCESS Al'ID ACCEPTAl'JCE Al'ID REJECTION

5.00 The ordering customer shall determine that the goods or services are in compliancewith specification requirements as stated on the purchase order and/or contract. Theprocess shall consist of:A. Delivery/Inspection When goods or services are delivered to the shipping or

service point the receiving ~sonnel shall determine that the:I. product description. brand and model number are correct2. the unit of measure count is correct3. product or service conforms to the specifications stated in the comract

and/or purchase order4. quantity ordered against the quantity shipped and delivered is verified5. product is inspected for damage or breakage6. product is checked for operability and functionality7. product or service documentation is correct

B. All inspections must be performed in timely manner.C. Acceptance. After the inspection and determination that the goods or services

are in compliance with contract requirements and/or purchase order. theordering customer will submit a Record of Material Received (RMR)(Exhibit 2) or rubber stamped invoice to the Auditor's Office therebyindicating approval for payment for the quantities or services received.

D. Rejection: Goods or services failing to meet specifications or contractrequirements will be rejected. The receiving personnel shall contact thePurchasing Depanment immediately for proper handling instructions andprovide the following information and documentation:I. reason for rejection2. reference Purchase Order number3. date of delivery and inspection

206

77

PURCHASING/CONTRACT MANAGEMENT SC"!Ion D

4. inspector's name.5. complete and submit the Material Returned to Vendor Report (E:<.hibit

3)

RECORD OF ~IA!ERIAL RECEIVED

6.00 The Record of Material Received is commonly known as an RMR (Form # to).Customers have the option of using the primed RMR form or approved rubberstamp alternate. Both the primed form and the approved rubber stamp alternativecan be acquired from the County Supply Room. The RMR or rubber stampapproved invoices must be submitted to the Auditor's Office within 48 hours ofdelivery of goods or services in order to authorize payments.

Pavrnents for Goods and Services

6.01 Payment of invoices will be in accordance with the State of Tex.as Prompt PaymentAct. The Act requires payments be issued within a specified time period from dateof receipt of an undisputed invoice. -

207

S~llon 0

78


PICK·L'P PlJRCHASE ORDERS

7.00 Pick-up Purchase Orders (Exhibit 4) are used for acquisitions of emergency typeitems/services which cannoc generally be planned such as those related to equipmentfailures. unexpected building maintenance requirements. etc .. and in the judgementof the Superintendent or Department Head. that the use of the nonnal requisitionprocess would result in costly delays to equipment and/or labor forces.

7.01 Pick-up purchase orders are issued to specifically authorized departments. and mayonly be used for specific categories of supplies from those suppliers which maintainan agreement or contract with the County through the Purchasing Department. Thefollowing depanments are authorized to use pick-up purchase orders:A) Juvenile Department - juvenile clothingB) Road and Bridge Districts - repair or replacement pansC) Automocive Repair Center - repair or replacement pansD) Building/Maintenance Depanment - miscellaneous hardware and building

materials .E) Child Prote.etive Services - clothing for foster children

7.02 The maximum dollar limit per pick-up purchase order is $500.00.

7.03 Pick-up purchase orders can be used on the following:

A. emergency repair parts for equipment picked up at the vendor's location:B. Miscellaneous emergency and/or contracted shop supplies;C. Emergency construction materials;D. Emergency repairs to equipment;E. Replenish inventory stock purchases;F. ]uvenile and Child Protective Services clothingG. Nurses uniforms

7.04 Pick-up purchase orders may not be used for the following goods or services:A) service work where the contractor is called out to the county job site:B) warranty work requiring a deductible cost;C) property/capital items;D) rental equipment;E) exchanges on engines. transmissions. etc.;F) office supplies;G) items to be shipped to a customer;H) training and membership dues

208

79

PURCHASING/CONTRACT \-fANAGEMENT Section D

7.05 Each pick-up purchase order must specifically describe what item or service waspurchased, be signed by the vendor, invoiced when the merchandise is obtained,state the account coding to be charged. unit of measure, and total amount of thepurchase. and any other relevant information. The original (white copy) of the pickup purchase order should be left with the vendor.

7.06 For information on how to fill and complete pick-up purchase order contact thePurchasing Department.

7.07 The completed pick-up purchase order and the invoice or packing slip must be sentto ,he Purchasing Department for verification. approval and signature. After which.the Jocuments will be forwarded to the Auditor's Office for payment.

7.08 The use of pick-up purchase order should be limited as much as possible. Thisacquisition method results in additional activities for the Purchasing Department andAuditor's Office and acquisitions cannot be queried or reported in standardPurchasing reports.

7.09 The Purchasing Director may suspend the use of the pick-up purchase order to anycustomer that is found to be in violation of the county policy.

TYPES OF SOLICITATIONS

Informal Solicitations

8.00 Informal solicitations are acquisitions with value less than $25,000.00 and may bewritten or oral depending on the acquisition amount. lnformal solicitations mayconsist of one-time procurement acquisitions and/or annual acquisitions.Requirements from $15,000.00 to $24,999.99 will be briefed to the CommissionersCourt on an informational brieflDg. The following procedures will be utilized todocument adequate and reasonable competition for acquisitions of goods andservices less than $25,000.00:

$0 - S500.00

5500.0152.500.00

At the buyers discretion, oilly one (1) quote may beobtained.

if available a minimum of three quotes are required anddocumented and that at least one of the quotes must be

:09

s.:cuon 0

52.500.01 -

80


obtained from M/WBE finn.

if available a minimum of five quotes $25.000.00 are requiredand documented and that at least two of the quotes must beobtained from M/WBE finns.

8.0 I All acquisition requests must have supporting pricing documentation.Documentation can include but not be limited to: price lists. catalog pricing.telephone documentation. vendor quote sheet. etc.

8.02 Acquisitions in excess of 52.500.00 must include a signed original written qUQ[ationfrom the awarded vendor to back: up oral quotations. The signed original writtenquotation will be kept on file by the Buyer.

8.03 Formal Solicitations. Fonnal solicitations are sealed solicitations whose acquisitionvalue exceeds $25.000. Fonnal solicitations may consist of one-time procurementacquisitions and/or annual acquisitions.

8.04 Annual Solicitations. The Purcha~ng Department will initiate and obtainsolicitations for services. material and supply requirements that are considered highvolume items and for common annual service requirements. Annual solicitationsgenerally contain renewal options and are reviewed annually for customersatisfaction by the affected department prior to being briefed by CommissionersCourt for approval. Delivery of goods and services will be on an "as needed" basis.

8.OS Request for Proposal (RFP) and Statement of Qualification (SOQ) Solicitations.RFP and SOQ are formal sealed solicitations for goods or services where theevaluation and/or award are based on weighted/scored criteria set forth in eachunique solicitation. RFP and SOQ solicitations may consist of one-time procurementacquisitions and/or annual acquisitions.

8.06 RFP procedures for Insurance. High Technology Items, and Special Services shallbe accomplished as follows:A. The Commissioners Court. prior to its distribution to possible proposers or

offerors, shall approve all requests for proposals for insurance, hightechnology items, and special services.

B. The selection committee appointed by the RFP may request that allrespondents to the RFP enter into discussions. furnish samples. and/ordemonstration of products as necessary for the selection committee to have afull understanding of the goods and/or services being offered to the Coumy

210

.'

81


under the solicitation.C. Selection comminee. by majority vote. shall determine from all respondents

the responsible offerors that are reasonably susceptible of being selected foraward (hereinafter called "offerors") which shall be submitted to theCommissioners Court for approval.

D. The Purchasing department representative shall act as facilitator for thetransmission of any information to the offerors. notification of the time andplace for discussions. and all other transmissions between the selectioncommittee and otferors. The purchasing department representativecommunications with the offerors shall only be such purpose described in theRFP or as requested by the RFP selection committee or RFP selectioncommittee chair acting on behalf of the RFP selection committee. Nomember of the selection committee other than the purchasing departmentrepresentative shall have any contact with any of the offerors or other parryresponding to the RFP.

E. To insure that the RFP process and schedule and schedule is properlyfollowed the Purchasing representative shall coordinate the scheduling of allmeetings and the preparation of meeting agendas with the chair of the RFPselection committee. -

F. The selection committee may. at its sole discretion. prepare writtenquestions, requests for revision. or other information or requirements to befurnished to the offerors for discussion. The purchasing departmentrepresentative shall furnish to the offerors aU written questions or otherinformation pertinent to any discussions.

G. AU discussions between the Committee and the offerors concerning responsesto the written questions or other matters shall be conducted at a facilitydesignated by the majority vote of the selection committee. A representativefrom the Purchasing Department shall be present during aU meetings anddiscussions with any or all of the offerors.

H. Notice shall be given to each designated offeror of the decision of theselection committee to conduct discussions. Such notice shall include thetime, place, date and allotted time for presentations or discussions.

I. At the tennination of discussions. examinations testing of samples.completion of demonstrations of products for the county. or inclusion of anyrevision, the selection committee, at its sole discretion. may require best andfinal proposals from the offerors. The selection committee may acceptrevisions after submission of the best and final offers and before selection bythe committee of the lowest evaluated offer resulting from discussions ofnegotiations.

J. Pursuant to Local Government Code Section 262.030. all negotiations ordiscussions shall be conducted in such a manner so as to avoid disclosure of

2ll

Se~tl<Jn 0

K.

L.

~.

82

DALLAS COU:-.ITY POLICY

(he contents of competing offerors' proposals and all such information shallbe kept secret.These rules shall be applied in such a manner that each offeror will beaccorded fair and equal treatmem with respect co opportUnities for discussionand revision of proposals. It is [he intent of Commissioners Court to affordc::ach offeror full and fair competition.The firm selected by the committee as [he best offeror shall be submitrcd (0

(he Commissioners Court for approval. If approved by the Commissionc::rs.(he selected offeror and the County will negotiate (he final (erms andconditions for form: 1pproval by the Commissioners Court.The Purchasing De :nem shall retain all records of (he negotiation processfor four years folic ) the award of the contract,

83

PURCHASING/CONTRACT ~ANAGE~ENT

DALLAS COFNTY POLICY FOR ADVERTISING

9.00 The Dallas County Purchasing Department shall have a current and valid contractfor newspaper advertising in place at all times. Said contract shall include onemajor daily newspaper. one business newspaper. one newspaper with primarycirculation in the African-American community and one newspaper with primarycirculation in the Hispanic-American community.

9.0 I All advertising. unless otherwise prescribed by law. shall be placed through thePurchasing Department by written request from the department needing publication.Advertising policy is set forth in Texas Local Government Code.

9.02 The Commissioners Court may designate County departments to place theiradvertisements.

, I '.. )

S~t1on D

84


SOLICITATION PROCESS Al'.'D PROCEDCRES FOR ONE·TIME A~/OR

RECLRRING(A~~LAL)CONTRACTS

10.00 Contract Planning

A. The purpose of contract planning is to insure the system is responsive andadaptive to customer needs and concerns. Comract planning must consIdertimeliness. quality. and cost. In addition. it must take imo account (hecustomer's needs throughout the process. As a result. teams WIll be fonnedfor each acquisition exceeding S100.000. The purpose of the team is to

develop innovative solutions that promOle best value business decisions onperfonnance-based service. construction and commodity contracts. The teamand/or Commissioners Court will approve me final solicitation/specifications30 days prior to the projected solicitation opening date. The CommissionersCourt must approve all RFPs/SOQs. A solicitation number will not beassigned until prior approval of me solicitation and specifications has beendocumented.

B. The team will develop an acquisition plan that will· include (as applicable).butnot be limited to me following elements:1. Description of Requirement2. Special Clauses3. Specifications

a. Market Research Resultsb. Evaluation Criteriac. Compatibility Requirements w/ Existing Systemsd. Any known cost schedule. and capability or perfonnanceconstraintse. Advertising periodf. Delivery or perfonnance-period requirementsg. Minority/Women Business Outreachh. Competitioni. Security Considerationsj. County Furnished Propertyk. Quality Assurance Methods1. Milestonesm. Contract Historyn. Other Considerations

C. The contract teams will consist of a Buyer/Analyst, contract

214

85

PURCHASING/CONTRACT \tANAGEMENT SeCtion D

manager. M/WBE Officer. and the Auditor or District Attorney asapplicable. The team will work together to develop the contract acquisitionplan.

D. Upon approval of the solicitation final draft. the Purchasing Department willissue a solicitation number. prepare the contract in formal draft and advertisethe requirement in accordance with Texas Local Government Code.

rnvitation for Solicitations

11.00 rnvitation for Solicitarions shall be issued in sufficient time before the date set foropening to permit open competirion and encourage participation by minority andwoman-owned vendors. The solicitation will include. but not be limited to thefollowing elements;A. [nstructions and information to vendors concerning submission requirements.

inclUding the time and dates set for opening, the address of the office towhere solicitations are to be received, and any other special information.

B. Purchase description. specifications. evaluation criteria. delivery schedulesor perfonnance criteria. inspection and acceptance requirements terms andconditions. including insuranee. bonding, warranty or other requirements. asapplicable

C. The invitation shall require the acknowledgment by the vendor of the receiptofAddendum issued.

D. The invitation may require the submission of sample. descriptive literarure.and technical data and may require a demonstration. inspection or resting aproduct before award.

E. A written record shall be maintained for each invitation solicitation that hasbeen issued to prospective vendors.

11.01 Pre-Bid Conferences. Within a reasonable amount of time after the advertisementbut before the opening date. a pre-bid conference may be conducted to explain andanswer any questions pertaining to the contract requirements. Statements made arthe pre-bid conference shall not be considered an addendum to the bid unless awritten addendum is issued.

11.02 Addenda. Clarifications or changes to the Solicitation shall be transmitted to alldocumented vendors by an addendum. Addendum shall be issued within areasonable time before the Solicitation is due to open to allow prospective offerorstime ro prepare their response. The addendum shall document all changes orrevisions to the solicitation and shall include at a minimum the followinginformation:

215

86


A.B.C.

D.

Number of addendum. title and solicitation numberIndication of revised or unchanged opening date and time.Reminder that~ acknowledgment! of receipt of (he addendum eR Bids orPrel'esals are is required for a resl'eRsi'..e bid or proposal to be responsive.Addendum shaH be issued within a reasonable time before the Solicltatlon isdue to open to allow prospective otferors time to prepare their response.

11.03 \tfoditication or Withdrawal of Solicitations. A respondent may modify or withdrawrheir informal or formal solicitation at any time prior to the official opening date andrime.

11.04 Receipt and Opening of Solicitations. Formal solicitations are to be sealed and shallbe time stamped and recorded upon receipt and stored unopened in a secure placeuntil the time and date of official opening. The Purchasing Department. solely forthe purpose of identirlcation, may open an envelope that is not marked with thesolicitation number or does not identify the Respondent's name. The envelope willthen be documented to include the solicitation number and scheduled opening dateand time. In addition. the person who opened the envelope will initial it and includethe date and time it was opened. The envelope will than be resealed and stored in asecured place until the official opening date/time.

11.05 All advertised Formal. Annual Contract and RFP/SOQ Solicitations must be listedon the County's Formal Agenda and approved by the Commissioners Court prior coopening. However, in the event of an addendum or scheduling issue. theCommissioners Court delegates the authority to the Purchasing Director to extendsolicitations with after-the-fact notitication to the Commissioners Court.

11.06 Solicitations and addendum shall be opened publicly and read aloud (whenapplicable) by the Purchasing Department representative at the time. date. andlocation as designated in the Invitation for Solicitation and in accordance with LocalGovenunent Code and Open Records Act.

11.01 Late Solicitations. A solicitation is late if it is received at the designated location forsubmittal after the date and time set for opening. Solicitations received late will notbe evaluated or considered for award. Upon request, late solicitations will bereturned to the bidder unopened (when applicable).

11.08 Solicitation Analysis and Award. Bids shall be analyzed to determine whichrespondent offers the lowest cost to Dallas County in accordance with evaluationcriteria set forth in the Invitation for Solicitations.

216

87

PURCHASING/CONTRACT ~ANAGEMENT Scenon D

1109 Bids shall be awarded to the lowest and best respondem who meets the requirementsand the evaluation criteria set forth in the Invitation for Solicitations. Award maybe made by individual line item, by group of line items. or for the aggregate total ofall line items.

11.10 The Purchasing Departmem shall forward. when applicable. the followinginfonnation [0 the requesting custOmer for review and decision prior (0 submittal toCommissioners Court for award:A. Recap of all solicitations receivedB. Background infonnation used for decision processC. Buyer/Analyst recommendation

11.11 Upon review and approval by the customer(s), the lowest and best respondem(s) ofthe solicitation will be submitted to the Commissioners Court for recommendation offonnal award. The following procedures will be followed for contracts that are notbeing recommended to the lowest monetary respondent(s):A. The Purchasing Department will prepare a letter to the lowest monetary

respondent(s) announcing the award recormnendation and procedures tofollow for an appeal.

B. A briefmg memorandum will be prepared and submitted to theCommissioners Court for fonnal approval. The briefing memorandum willinclude written justification and documentation to justify the recommendedaward.

C. In accordance with Commissioners Court ruling, a Fonnal Court Order willbe prepared for the next available Court Session.

11.12 If there are two or more low responsive solicitations from responsible respondentsthat are identical in price and meet all the requirements and criteria set forth in thesolicitation request, award will be made by the drawing of lots in accordance withTexas Local Government Code 262.027.

11.13 When an Invitation for Solicitation receives only a single response an awardrecommendation may be made if the Purchasing Director makes the followingdeterminations:A. The price submitted is fair and reasonable.B. Other prospective vendors had a reasonable opportUnity to respond.C. There is not adequate time for re-solicitation and/or there are no other known

vendors interested in bidding on this solicitation.

If these three criteria are not met the bid will be rejected and the solicitationcanceled and/or re-solicited at a later date.

217

88

S<ctlon 0 DALLAS COUNTY POLlCY

12.00 Sole Source Awards. The Commissioners Court. pursuant to Te.us LocalGovernment Code Subchapter 262.024. may award Sole Source Contracts for ~oods

and services without competition. Written documentation and justification shall bebriefed to the Commissioners Court which states that sole source procurement isrequired due to fact that only one known source for the required goods or services isavailable. All sole source acquisitions must be formaHy approved by [heCommissioners Court.

1300 Cancellation or Rejection of Solicitations. A solicitation may be canceled andrejected by Commissioners Court (if applicable) in whole or part if the PurchasingDirector. BU"erlAnalyst and/or Customer state(s) in writing that cancellation andrejection are ldvantageous to Dallas County.

VE01DOR INSURANCE REQUIREMENTS

14.00 Any vendor that conducts business with Dallas County. whether it is for goodsand/or services. m"!St maintain lawful workers' compensation requirements andadequate liability limitations.

14.01 For contracts exceeding 525.000. within ten (10) days after contract award and priorto commencement of any work on Dallas County propeny. the successful vendor

shall submit verification of the following. showing Dallas County as the certitic3teholder (general liability insurance coverage) with coverage dates inclusive to theperformance period lftat of the awarded contract:A) workers compensation meeting the acceptable requirements as established by

'le State of Texas Workers Act. Title 5. subtitle A. Texas Labor Code: andB) .:neralliability insurance meeting the acceptable limits as established by the

:;cate of Texas IMtlrltftee Beard and/or those limits specifically containedwithin the bid specifications.

14.02 Failure to comply with lawful requirements or adequate liability requirements mayresult in delay of payments and/or cancellation of the contraCt.

[Coon Order 194-1243. 08/09/941

118

89


BIDS FOR A.'fNl':AL CONTRACTS

STATEME~T OF POLICY

SC:"';llon D

15.00 Dallas County's bid specifications and contracts for goods and services shall belegally sufficient to obtain a fair price and to insure that the goods and servicesreceived are of necessary and adequate quality. To accomplish these objectives. thepolicy establishes a chain of command assigning responsibilities and development atan information/reporting system for all types of annual contracts. Responsibility forthe development of customized, non-annual contracts remains with the Civil Sectionof the District Attorney's Office.

15.01 Under this system. the Purchasing Department is responsible to CommissionersCourt for all phases of Contract Administration. The MlWBE Coordinator, theBudget Office. the Civil Section of the District Attorney's Office. and the userdepartment will routinely develop and monitor infonnation which pertains to acontract's performance, its legal terms and fonnat. its previous history. and themethod by which it was awarded.

15.02 The ultimate day-to-day responsibility for managing a contract under this policy andensuring that the appropriate goods and services are delivered continues to remainwith the user department. The Purchasing Department is the responsible party thatinsures, through the appropriate source. that bid specifications and contracts are inkeeping with Commissioners Court Contract Management Policy and is responsibleto the Commissioners Court for the administration of all aspects of all contractsincluding bid specification development.

(Court Order #89-0614.04/10/89]

TYPES OF CONTRACTS

15.03 Dallas County's contracts can be generally categorized into three different types:A) annual contracts for goods:B) annual contracts for services: andC) intergovernmental contracts (usually for services).

As each of these types have different needs and requirements. each contract type hastherefore been addressed in a slightly different manner.

(Cuurt Order #89.Q6l4. 04/lO/89)

2[9

Se;;UIl" D

GOODSiSERVICES

9G


15.04 Each department that is responsible for receiving/requesting goods from an annualcontract shall desi2nate an individual to serve as a "Contract Mana2er" for each- -contract. In those situations where the contracted goods are used by numerousCounty departments. the Purchasing Department is designated as the Contract~lanager and will oversee the contract's adminiSlration.

IS .05 Once designated. the Contract Manager will serve as the department's representauvein the information/reporting system and will thus be responsible for overseeing [hecomract' 5 implementation and will assist the Purchasing Departmem with contractnegotiations.

IS .06 The Purchasing Department will be responsible for notifying the Contract Managerthat an existing contract is scheduled to expire at least 2Q days before the expirationdate. In the event that the Purchasing Department serves as the Contract Managerbecause numerous County departments acrually receive the contracted goods. then[he Purchasing Department will contact several of the actual userdepartmems togain information in'the developmem of specifications. The Purchasing Departmentwill receive input from all users. but is responsible for insuring that bidspecitlcations are accurate, fair and structured to insure competitive bidding. ThePurchasing Department will, in addition. be responsible for consulting with the CivilSection of the District Attorney's Office on a case-by-case basis to determine whatform the bid specifications/anticipated contract should take.

15.07 The Purchasing Department will make available to the M/WBE Coordinator [heexpiration date of aU annual contracts.

15.08 At approximately ninety (90) days prior to the expiration of an existing comracr. [hePurchasing Department will notify the Commissioners Court using a Data BrietingSheet and inform them of the anticipated bid advertising and opening schedules.

220

91


PERFORMANCE BOND REQUIREMENT

16.00 Performance bonds for the purchase of goods and services (non-public Works) willbe required as provided by Chapter 262.032 of the Local Government Code. Forservice contracts the use of performance bonds are discouraged unless there is acompelling need or starutory requirement. Performance bonds may restrictcompetition and increase the cost of the contract.

16.01 Construction Contracts: [n accordance with Vernon's Texas Civil Starutes Chapter4. Article 5160 (A). a performance bond will be required on all contracts in excessof 550.000.00. the bond will be for the full amount of the "entered into" contractper project as evidenced by individual formal comract(s) or issuance of purchaseorder(s) for that project.

16.02 Hiah TechnoloaYt Service (Professional/GeneraJ) Supply Contracts: ($50.000.00+/.) that warrant surety coverage and when determined. by the initiating couneydepanrnent. that a performance bond is not cost effective will include the following"Contract Assurance Policy":

"Within ten (10) days after ~N'ard of the contract. the awarded bidder(s) orproposal offeror(s) shaH submit to the Purchasing Deparnnent a cashierscheck payable to Dallas County. equal to five (5) percent of the totalawarded contract value. The funds will remain in the possession of theCouney and shall be utilized in the event the respective contractor(s) defaultsfor any reason andlor is tenninated by the County due to non-performance.Upon satisfactory completion of the awarded contract. the contracting tirm( s)will SUbmit. in writing, a request for reimbursement of the funds originallyreceived by the Couney. Dallas Couney shall retain all interest earned onsaid funds during the term that said funds are in the possession of theCounty. •

[eoun Order #93-1842. 10/26/93)

16.03 High Technology, Service (Professional/General) Supply Contracts may include aperformance bond as determined on a case-by-case basis by the Purchasing Directorconsidering the merits of including the performance bond in addition to Texas statelaw.

22!

SectIon 0

92

DALLAS COCNTY POLICY

..

POST AWARD PROCESS ~'l) PROCEDCRES

17,00 Qualicy Assurance. The purpose of qualicy assurance is to insure Dallas Countyreceives goods and services in accordance with the time periods and qualitystandards ~stablished in the contract. For critical services (high dollar value. poorp~rformance history. non-performance may cause damage to the COUnty. ~tC) [heplan should include measurable outcomes to encourage contractors to develop andinstitute innovative and cost effective methods of performing the work. Inspectorsand contract managers are responsible for the following:A. Evaluate and document the contractor's performance in accordance with [he

Inspection Plan.B. Notify Purchasing in writing of any discrepancies.C. Maintain documentation in accordance with the Inspection Plan.D. The Department Head will appoim the contract manager and inspector in

writing. The contract manager and inspector may be the same person. ThePurchasing Departmem will send a letter to the comract manager/inspectordelineating responsibilities. A copy of the letter will be scm to thecontractor.

E. The contract manager and Ptlrchasing Depanment representative will meetwith the awarded vendor/contractor after the first month of contract to assessperformance and solve problems in pannership. If necessary. monthlymeetings or communication will continue if mutually beneficial or iftransition or performance problems exist.

17.01 Termination Procedures. This section applies to those instances when thecontractor's performance is unsatisfactory and previous attempts to partner with thecontractor to solve the problem have failed.A. The Purchasing Director shall give the contractor a Letter of Concern

specifying the failure and providing a period of 10 days (or longer period asnecessary) in which to correct those problems causing unsatisfactoryperformance.

B. Upon expiration of the 10 days (or longer period), the Purchasing Directorshall give the contractor a Letter of Intent to Terminate specifying thecontraetor's contractual liabilities if the contract is terminated for default.and requesting the contractor justify why the contract should be continued.

C. The notice may further state that failure of the contractor to present anexplanation may be taken as an admission that no valid explanation exists.

D. The letter will also offer the contractor an opportunity to appear inCommissioners Court to present the company's views on the terminationissue.

93

PURCHASING/CONTRACT ~ANAGEMENT 5<:<";(lon 0

E. When a tennination for default appears inuninent. the contracting officershall provide a written notification to the surety. If the contractor issubsequently terminated for default, a copy of the notice of default shall besent to the surety.

F. If the contractor is a minority or woman-owned business the PurchasingDirector shall keep the M/WBE representative apprized at all times.

17.02 The Purchasing Director shall consider the following factors in determiningwhether to reconunend a contract for default:

A. The terms of the contract and applicable laws and regulations.B. The specific failure of the contractor and the excuses for the failure.C. The availability of the supplies or services from other sources.D. The urgency of the need for the supplies or services and the period of time

required to obtain them from other sources, as compared with the timedelivery that could be obtained from the delinquent contractor.

E. The importance of the contractor in Dallas County's Govenunent purchasingprogram and.the effect the termination would have Qn other contracts.

F. Any other peninent facts and circumstanCes.

17.03 If a coun order is issued the Purchasing Director shall issue a Termination Noticestating the following: .A. The contract number and date:B. The acts or omissions constituting the default:C. The contractor's right to proceed funher under the contract (or a specitied

portion of the contract) is terminated;D. The supplies or services tenninated may be purchased against the

contractor's account, and that the contractor may be held liable for anyexcess costs:

E. Dallas County reserves all rights and remedies provided by law or under thecontract, in addition to charging excess costs; and

F. The Purchasing Director Agent shall make the same distribution of thetermination notice as was made of the contraCt. A copy shall also befurnished to the contractor's surety and the auditor to withhold funherpayments under the terminated contract, pending funher direction.

18.00 Suspension or Vendors/Contractors. When in the best interest of Dallas County.the Conunissioners Coun by coun order may suspend for cause anyVendor/Contractor from being awarded a solicitation or receiving solicitation.

19.00 Interlocal/Cooperative Agreements. The Conunissioners Coun must approve and

94

DALLAS COUNTY POUCY

execute the InterlocallCooperative Agreement as authorized by Anicle 791.025 ofthe Texas Government Code. The Code pennits agreements between localgovernments for the purchase of goods and services and satisfies the requirement oflocal governments to seek competitive bids for the purchase of such goods andservices.

CASH Pl'RCHASES/REI:\IBl'RSE~IENTS

20.02 Dallas Counry reserves the right to not approve a cash purchase/reimbursement If itis found that the intent is to avoid the requisitioning process and/or the individual IS

in violation of procurement policies or Standard counry policies and procedures.

20.03 All requested reimbursementsnust be accompanied by the original invoice andsubmitted on a Request for Payment (See Exhibit 5) or through the County'sautomated fmancial system.

:\fA.\IE CHAl'lGE A~'D :\fOVATION AGREEMENTS

21.00 The Commissioners Coun must approve and execute all name changes and novationagreements for any fonnally approved solicitation. The documentation connectedwith Name Change and Novation Agreements is necessary to protect the interest ofDallas Counry. The recognition of a successor is discretionary on the pan of DallasCounry depending upon whether recognizing a successor is in Dallas Counry's bestinterest. [f it is not in Dallas Counry's best interest to recognize the transfer. theoriginal vendor/contractor remains contractually obligated to Dallas County and itsfailure to perfonn could result in the tennination of the contract for default.

SURPLUS PROPERTY

22.00 The disposition of County property to surplus shall be handled in accordance to

Section F of the Dallas County Policies and Pr~edures Manual.

224

95

PURCHASING/CONTRACT ~ANAGEMENT

PROCl"RE~IE~T OF ARCHITECn;RAL/E~GINEER1NG SERVICES

POLICY

S.ctlon D

23.00 Professional service contracts are exempt by State law from competitive bidding.The Professional Services Procurement Act, Article 664-4, Section 2. T~.us RevisedCivil Statutes, lists those services exempted to include architecture and professionalengineering. This policy applies to all professional service contracts forarchitectural and professional engineering services and is formulated in compliancewith Article 664-4, Sections 3 and 3A, as amended by S8 677, 71st TexasLegislature.

[C~urt Order #91.0393. 03/05/91]

SELECTION CRITERIA

23.01 The procurement of architectural or engineering services shall conform to thetwo-step process as outlined in SectioJ' 3A, Article 644-4, as amended. Contractsfor professional services with architel.:ts and registered professional engineers shaHbe negotiated with firms selected on the basis of demonstrated competence andqualifications for the services to be performed. After selection, a contract shall benegotiated at fair and reasonable prices with the most highly qualified firm. Thefollowing selection criteria are defined to provide a systematic and impartialevaluation and documentation for use in the selection of architectural andengineering consultants. These criteria represent the basic standards to beconsidered in the selection process:

23.02 Qualifications, experience, capabilities and resources:A) history of meeting deadlines, staffing size, current worldoadB) history of performance of keeping within budgetsC) experience with other similar projectsD) expertise of project manager and project team (including names, position

titles and experience of personnel to be assigned to project)

23.03 Consultant's quality or response and approach to the project:A) total number of personnel to be assigned to the project, identified by

discipline (Architect: Civil. Mechanical, Electrical, Structural Engineers)B) time frame and bar graph schedule and identification of critical path items for

completion of project

225

96


C) proposed approach to project: critical issues and resources commicted toproject

23.04 Women and minority participation:A) consultant's use of women and minority-owned business enterprisesB) list of all women and minority-owned finns that will be involved in (he

project and nature of their involvementC) women and minority interest/ownership of finnD) assignment of qualified women and minority employees to projectE) demonstration of hiring practices which provide opportUnities for work


23 .05 The following data shall be provided by £he consultant and will also be givenconsideration in the selection process:

A) consultant's current contractsB) consultant's knowledge and experience of local circumstancesC) consultant's worle plans. special concerns or techniques neededD) joint ventures/subconsultants:

I) effons to joint venture (see M/WBE Policy)1) names of subconsultants. associates or joint venture

E) current litigation. including litigation with Dallas CountyF) references familiar with consultant's worle on similar or related projects

within £he past tive years. including name. address. phone number andrelationship of £he referenced individual to £he project

[COUrt Order 91..()393. 03/05191)


13.06 To utilize competent consulting architectural and engineering firms in Dallas Countyas necessary to provide professional services for planning and design of DallasCounty capital improvements authorized by the Commissioners Coun.

(Court Order 9l"()393. 03lOS/9l1

SE~CTIQN PRQCEDURES

13.07 General Services Administration Standard Fonn 254 Dallas County from time totime requires architectural and engineering services for capital improvement

226

97

PURCHASING/CONTRACT MANAGEMENT S«;non D

programs approved by the voters in bond elections. as well as other projects fundedfrom other revenue sources. Through the public aMouncement by theCommissioners Court of an order calling for new capital improvement program. abond election or bond sale, and media publicity related thereto. architectural andengineering tinns. organizations and societies may infonn themselves of the e:uentof upcoming capital improvement programs in Dallas County. Finns desiring toprovide architectural or engineering. complete the form and rerum it to the DallasCounty Purchasing Department where it is tiled for informational purposes. Theform shall be updated annually by the consulting firm or when changes occur. e.g ..change of address. key personnel. type of organization. etc.

23.08 Project announcement: When the Commissioners Court approves an appropriationof funding for project requiring architectural or engineering services. the departmentresponsible for project management will develop detailed project cost estimates forthe required scope of work and will submit a project development report to theCommissioners Court to include a defined scope of work and estimated fundingrequirements for the various elements necessary to accomplish the project. Afterapproval by the Commissioners Court of the project scope-of work and fundingrequirements. the Purchasing Department will mail a letter of notification (Requestfor Proposals Qualifications or Letters of Interest) to those firms with currentStandard Form 254 on file. The Purchasing Department upon request by theresponsible department shall have advertisements placed in local newspapers for aperiod of not less than two weeks. The announcements will request that allproposals or letters of interest prepared by architecrural and engineering firmsinclude an expression of interest in any specific project included in theaMouncement and be returned to the Purchasing Department.

23.09 Processing proposals/letters of interest: Upon receipt of proposals. statements ofqualifications. or letters of interest. within the specified time required. a tabulationwill be made by the Purchasing Department on a standard form of the firms whichhave responded which will be distributed to the appropriate department and/orSelection Committee, The Selection Committee may consist of members appointedby the department responsible for project management and will include AssistantDirectors. Project Managers. Project Architects. Project Engineers. theCommissioners Coun Administrative Planning and. Development Coordinator. arepresentative from major participating governmental entities and a representative ofthe Purchasing Department. The M/WBE Coordinator will attend all meetings ro

.monitor minority business involvement.

Firms will be notified and formal Statements of Qualifications submitted as requiredby the particular selection committee. Each member of the Selection Committee shall

SC~lIon 0

98


review said Statements of Qualifications and rank: each submittal based uponrequirements necessary for each project in the Letter of Notification. A tabulation ofthe Selection Committee's rank:ings will be made and a Short List retlective of thenumber of submittals may be created.

23.10 Consultant interviews: The Selection Committee may schedule interviews with tirmson the Short List. The interview is used to determine the capability of a firm todeliver the architectural or engineering services needed by the requesting department.A basic interview format is used. but each inter' ,er is encouraged to probe fully (hequalifications of the tlrm beyond this format. ir, :1g contact and consideration ofresponses from references (see Section D 23.01 ).03). each member of rheSelection Committee independently evaluates each :,rm. utilizing the criteria outlinedin Section D 16.01 • 16.05 above. as well as an Architect/Engineer Rating Form(Exhibit 6), and then a consensus is reached by the group concerning ranking of thefirms being considered. Rating forms from each member will be tabulated andretained for record purposes and for subsequent submission to the CommissionersCourt. The M/WBE Coordinator shall rate aU firms with regard to Item III of theArchitect/Engineer Rating Form.

13.11 Selection of consultants: For certain projects requiring unique qualifications. othersenior architects and engineers in the requesting depanment may be asked to assist inthe selection process. The M/WBE Coordinator wffi !Un also be present at thesemeetings of the Committee to monitor minority business involvement. The Committeemembers discuss the requirements and complexity of each project. the experience andrecord of performance for the prospective firms and match each project with (usually)no more than three firms considered to be best qualified for the project. The criteriaestablished in Section 23.01 - 23.03, Selection Criteria. shall be utilized in ratingconsultants on the Architect/Engineer Rating Form, with emphasis on the followingfactors:A) Previous experience on similar projectsB) Current consultant worlcJoad and availabilityC) Demonstrated ability to perform required services within County of Dallas rime

schedule.

13.12 In addition, consideration is given to the following:A) Consultants involved in litigation with the County of Dallas or representing

clients in an issue in litigation are disqualified for the term of litigation.B) Firms owned or headed by a former County employee are disqualified for a

period of one year after their departUre from County employment.

228

99

PURCHASING/CONTRACT Y1ANAGEMENT

C) Firms which have actively and successfully recruited a professional employeeof the County away from the Department are disqualified for a period of oneyear.

23. 13 Recommendations for approvaJ of consultants: After the Selection Committeecompletes the task: of interviewing and rating finns and the department head hasreviewed and approved the ratings. a complete listing of finns responding {o (heannouncement (including a tabulation of the Committee's ratings). along with arecommendation for selection of firms. is submitted to the Conunissioners Court by{he Selection Committee through the responsible deparunent head for approval toinitiate contract negotiations. The recommendation to the Commissioners shall includea complete and detailed statement of the scope of services to be provided along withappropriate funding and scheduling. as well as any other pertinent infonnation deemednecessary by the Committee or department.

23.14 Proj~t5 requiring special sel~tion procedures: The previously described processaccounts for most architectural and engineering services selection and is specificallydesigned to address the typical project and workload. Occasionally. theCommissioners Court may authorize a project of a size or a uniqueness that requiresspecial skills and a more thorough evaluation of experience and capability. In theseinstances. the responsible deparnnent may develop a listing of four to six tinns knownor believed to have unique qualifications and competence in the special field requiredfor the project. In addition. these projects may be advertised through the PurchasingDepartment. as outlined in Section 23.05. These finns are given a description of {heproject and invited, to submit a written summary of their qualifications for the projectand a work program for accomplishing the task. including the specific personnel to beassigned with their qualifications. other tirms to be used. etc. These finns are {henscreened or rated by senior staff in the deparunent. and a group of usually no morethan three is selected for interview. The interviewing panel may include specializedCounty of Dallas personnel outside the managing deparunent. A suggested interviewfonnat is developed for use by the interviewers as well as a method of evaluation.Upon completion of interviews. each member shall rank: the firms as outlined inSection 23.08 above. Recommendations to the Commissioners Court for authority {onegotiate fees shall be in accordance with Section 23.10 above.

[Caun Order 91.0393.03/051911

Sc:\;tlon 0

100


CONTRACT CONSIDERATIONS FOR NEGOTIATION

23.15 Upon approval by the Commissioners Court of the Selection Committee'srecommendations and after funds have been budgeted for the project. negotiations willbe initiated with the higheSt ranked firm. If in the opinion of the Selection Committeeor department head a fair and reasonable fee cannot be negotiated with the highestranked firm. negotiations will be terminated and initiated with the second highestranked firm. and so forth until a fair and reasonable fee. within establish budgetarylimitations and acceptable to the Committee. panel andlor department head is reachedor the project is otherwise canceled.

23.16 Dallas County may elect to designate or specify in the announcement for architecturaland engineering services (Request for Qualifications) the estimated construction cost orthe maximum construction budget for certain projects.

23. 17 For all projects or phases of projects where the scope of work has been clearly andfully defined, with a definite time frame and approved by the Commissioners Court.contracts will be negotiated based upon "not to e:<ceed" fixed price basic fees forarchitectural and engineering services.

23.18 Special services fees shall be determined based upon the product of direct salary coststimes a multiplier and subject to conflI1I1ation by an audit of the firms financialrecords. Special services fees andlor reimbursable e:<penses for subconsultant orsubcontract services shall be determined on invoice costs. plus 10%. Subconsultam orsubcontract services agreements shall be subject to audit and subject to approval ot' theCommittee. panel andlor department head. All Dallas County architecrural andengineering services contracts will contain maximum "not to exceed" total fees to bemade up of the basic fee plus special services fees and reimbursable expenses.

23,19 After negotiations have been concluded, the responsible department will have prepareda "Report of Negotiations" for submission to the Commissioners Court for approvalprior to the award of a contract. The report will include but not be limited to:A) a detailed summary of negotiations with cost data utilized in the negotiation

process:B) a complete certified audit. if requested by the County, of the firm's financial

records: andC) a draft contract format to include all fees and schedules for the services to be

provided.[Cau" Order 91.Q393. 03i051911

230

101


\-lINORITY/WOMEN-OWNED BUSINESS INVOLVEMENT EVALUAnON

Se~!lon 0

23.20 The consultant shall comply fully and toraJly with Dallas County Minority/WomenOwned Business Involvement Policy. This Policy was adopted August 25. 1986 byCourt Order 86-1198 and amended May 11. 1987 by Court Order 87-833 andFebruary 28. 1988 by Court Order 88-334. All proposals (RFP) for architecruraJlengineering services in response to project announcements shall include the appropriateforms with complete data regarding minority/women participation. Copies of theMinority/Women-Owned Business Involvement Policy. necessary forms andinformation may be obtained from:

Dallas CountyMinority/Women-Owned Business Enterprises Coordinator411 Elm StreetDallas. Texas 75202

23.21 The following criteria are defined to provide a systematic and impanial evaluation anddocumentation of th~ degree or extent to which Minority/Women panicipation in theproject will be achieved:A) minority/women ownership/in~rest in the architectural or engineering firm.

Percent of ownership and position in active operations or management of thefirm shaH be given.

B) list of all other minority/women-owned firms that will be involved in theproject and nature and extent of their involvement. This list shall providepercent of ownerShip, position and extent of management in operations of thefirm.

C) assignment of qualified minority/women employees to the project. This shallinclude these employees of the consultant and other firms involved in theproject.

[Coun Order 91-0393. 03/0~/9IJ

23l

102


CHILLERS/REFRIGERANT POLICY

14.00 The Dallas County Chillers/Refrigerant policy covers the installation of any newchillers with CFC refrigerants.

14.0 I New Chillers with CFC refrigerants that are not compatible with the HCFC such asR-l2 and R-ll3 or HFC's such as 134 are not acceptable for installation in Countybuildings or property.

14.02 Chillers that operate with only R-II are not acceptable for installation in Countybuildings or property.

[C0urt Order 189-0614. 04110/891

PROCEDURE

24.03 Notice of this policy shall be provided to all architectural/en~ineering consultants thatprovide services to Dallas County.

[C0urt Order 189-0614. 04iI0/891

Pqes 132 To 300 Reserved ror Future Expansion

Sext page is 361

232

103

DA.LL~ COCXTYPURCHASING DEPARTMENT

."",: I "':-'~V I 1" =.;

February

TO:FROM:SUBJECT:

20, 2001

The Hono~able Commlssioners CourtJohn J. Cant~ell, Purchasing Di~ecto~

Revised Pu~chaslng Policy

Saci<g~ound!rssue

?urchaslng Policies ~ere last updated in 1989. Revision of the purchaslng pollces ~re

ln t·....o a~eas: 1. Changes to cu~rent poll.cy and 2. Update of pollcles :0 re::l~-::

c~rrent pracclce.

Changes to Current Policy:

1. Changed purchasing bid threshold from $lS,OOO to $2S,000. The advantages are costsavings for newspaper advertisement and mailing costs (See Financial Impact SectlonJshortened purchasing processing time, and less administrative tlme. Thedisadvantage is less visibility to Commlssioners Court on items between SlS,OOO andS2S,000 currently subject to sealed ~~jding.

2. Added a section on Contract Planning. The purpose of this section is toestablish teams for ~equl~ements over $100,000 to ~eview solicitations early inthe p~ocess. The focus of the review wlll be to discuss the acquisitlon farenough in advance to make a difference. The advantage is that focus will beplaced on major buys substantially prior to the proposed bidding date. The~e areno disadvantages. This does not cause additional workload; it merely starts theplanning process earlier.

3. Added section on Quality Control. The purpose of this section to develop aninspection plan for critical services. The department head will appoint thecontractor manager and inspector. In addition, the contractor will be sent a copyof the same letter. The advantage is that we will agree on inspectlon crlterlaand methods prior to the bid as opposed to determining actual criteria andmethods after a contractor is experiencing performance problems.

4. Section on Termination procedures added: Establishes more formal procedures ~hen

terminating a contractor. The advantage is that formal and uniform procedures ~lll

be applied to all contractors.

S. PerformancePerformance~estitution

acceptance)

Bonds. Discourages the use of performance bonds on service contracts.bonds cost 3'-S' and are rarely used in Dallas County. Monetaryand the ability to award to the next acceptable vendor (assuming vendor

provide the County adequate protection.

Updated policy to Reflect Current Practice

1. Added electronic requisitions to purchase request-processing section.

2. Added Grant Funded Purchase Requisition

3. Added Purchase Requisition for Computer Hardware and Software

to..-

4. Added elec~ronic submit~al of changes through Oracle.

S. Added paymen~ informa~lon to be consistent wi~h State of Texas Prompt PaymentAce.

6. Sollcltation Process: Several changes were made including presolicitationconferences. addendum procedures, modification/wi~hdrawalof bids, delegation topurchasing agent to extend solicita~ions wi~h after the fac~ notlfication to theCommlSSloners Court. sollcitatlon analysis and award, and single responsesltuations.

7. Adds sectlon on Interlocal/Cooperative Agreements

8 Adds sectlon on contractor name changes and novation agreements.

F;nanc;'al ImpactThere lS a financial lmpac~ of reduced adminis~ratlve cos~ of increasing the Oldthreshold from $15,000 to $25,000. The following was based on six mon~hs of data.

Number of Bids: 64

Number of Bids Under $25,000: 36Home Repair Bids: 6Annual Contrac~s: 11One Time Bids: 19

Number of Bids $25,000 and Over: 105Annual Con~racts: 57One Time Bids: 46Home Repairs 2

Es~ima~ed Savings based on adver~ising cost of $99.30 for four newspapers: 36 bldstimes $99.30 equals $3574.80, an estimated annual savings of $7,149.60.

Es~imated Postage:

36 bids times est 50 notices times $.34 (postagel- $612.0036 bids ~imes es~ 25 bids times $1.00 (postagel- $900.00

Annual pos~age savings are estimated a~ $3024.00.

Total savings are estimated at $10,173.60

Rec9mmendationj

Commissioners Court approve release of purchasing policy'for department commen~.

J

---_.. _----_.

1 by:

Purchasing Director

105


C)J.I''::?: Fi~2:S8....-, \....J '- I

August 20, 2002

TO:

FROM:

SlJBJECT:

The Honorable Commissioners Court /7/Phillip J. Vasquez, Purchasing Director;0/:If'~Rational for Same Day Briefing

This item is being briefed on the same day as the court order is scheduled due to thecontract expiring as of August 31, 2002 and to acquire sufficient Liability and WorkersCompensation insurance for the new 2003 fiscal year. Please let me know if you haveany questions regarding this briefing.

509 Main Street, Suite 6236th Floor Records Building

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

106


August 20, 2002

TO:

FROM:

SUBJECT:


Paul Franko, Buyer#'"Department of Health and Human Services WeatherizationAssistance Program Extension Bid No. 2001-175-947

BACKGROUNDIISSUEOn August 28,2001, the Commissioners Court authorized the Award of Bid NO. #2001175-947 (Annual Contract to Provide Weatherization Services) to David Hughes HomeServices for the period of September 1, 2001 thru August 31, 2002 with two (2)additional one (1) year extensions to update and weatherize low income homes in DallasCounty. Currently there are 450 to 600 homes that must be weatherized for fiscal year2002 and 2003. David Hughes Home Services has performed skillfully for the first yearof this contract period and has agreed to extend the contract under the original contractterms and conditions effective September 1, 2002 through August 31, 2003, to includethe items as listed below.

DEPARTMENT OF HEALTH AND HUMAN SERVICESWEATHERIZATION ASSISTANCE PROGRAM

Requested AdditionallRevised Labor Cost

*WINDOWS

Storm windows with low E glass

Storm windows all finished

Low E glass

Vynal insulated with low E

Mill insulated with low E

* INSULATION

R11-R19

R20-R25

R26-R30

Wall R11-R13

Attic Batt. R30

Cost!United Inches

1.71.3

0.42.52.2

Cost!Square Feet

0.5

0.6

0.71.11.1

*Per WAP Policy requirement issued by Grantor.As a result, adding the above items will improve the energy efficiency of the low-income homes.

509 Main Street, Suite 6236th Floor Records Building

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

107

FINANCIAL IMPACTDallas County receives one point six (1.6) million dollars from the Texas Department ofHousing and Community Affairs to update and weatherize low income homes in DallasCounty.

It is required by the State of Texas to add the above mentioned items to the Scope ofWork in order to be in compliance with State required regulations. The items added willnot increase the price of the original contract.

RECOMMENDATIONThe Purchasing Department in conjunction with the Health and Human ServicesDepartment recommend that Bid No. 2001-175-947 "Annual contract to ProvideWeatherization Services" be extended for a second year, the first option year of thiscontract beginning September 1, 2002 through August 31, 2003. David Hughes HomeServices has provided Dallas County with their Insurance Certificate for, GeneralLiability and workers Compensation effective dates August 17,2002 through August 17,2003.

Should the Court concur with the recommendation, a court order has been submitted forapproval.

Recommended for Approval by:

~~torC Zachary Thompson

108

COURT ORDER

ORDER NO. _

DATE....: _

STATE OF TEXAS )(

CO{JNTY OF DALLAS )(

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

the day of. , 2002, on a motion made by _

and seconded by , the following order was adopted:

WHEREAS, on August 28,200 I, the Commissioners Court authorized the Award ofBid No.#200 1-175-947(Annual Contract to Provide Weatherization Services) to David Hughes Home Services for the period ofSeptember I, 200 I thru August 3 I, 2002 with two (2) additional one (1) year extensions; and

WHEREAS, the Purchasing Department requests that the Commissioners Court authorize the firstoption year to a not to exceed (one) I year extension (September 1,2002 thru August 31, 2003) as specifiedin the contract adding the attached items to comply with the City State & Federal Energy Standards up date.The addition ofthese items will not increase the contract value, rather it will give Dallas County more optionsto update the homes to City State & Federal Energy Standard; and.

WHEREAS, David Hughes Home Services has agreed to extend Bid #200 1-175-947 based on a not to exceedI (one) yeartenn (thru 8/31/2003) in accordance with the existing tenns and conditions set forth and awarded

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Commissioners Court authorizesthe extension ofBid #2001-175-947 as awarded to David Hughes Home Services based on a not to exceed dateof August 31, 2003 in accordance with the tenns and conditions set forth and awarded and authorizes allCounty documents/payments to reflect accordingly.

DONE IN OPEN COURT this the__day of ,2002.

Lee F. Jackson, County Judge Jim Jackson, District 1 . Mike Cantrell, District 2

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

Recommended bY:'..L..L..---,j~~:..L-;.....!!.~~-h _Phillip

Au; 20 02 09:S3a DaVld HU;he!'" 109 9~a~S831S9 p. 1

Aupst 19,2002

David Hup Home Scrvica7052 Indian WeUaSanaer, TIC 76266

Attention: David Hqhel

RefereDce: Apnual COOtract to Pmvi* Woadwjption SelYicll. Biel No. 2001-175-947L

The above noted eontrad is clue to expire on Aupat 30,2002. Dalla Coumy wishes toextend this contraet by mother option year u specified in tho eoaCl'aCt terms. The tezma.CODditiona and priciq of thiI contrlct will not chlnaeo however we would lite to addsome addttional iteml to imprvve tb4 WCltbcrization Aaaistmce prosram (see attachedsheet). I Deed for' you to quote me btIci.: on the lilt ofitc:ma and detail how the usqc ofthese iteml will benefit thiJ contIact. The new amended expiratioa dace ofwa COIrtrac1will be Agust 30. 2003 upon approval oitbe CommissiOned Court. lftbete is & need toextend expired liCClDIe, Performance BoadI or rnsurmce policies, the amended datamUit be completed. 011 the corresponding doc:umenl before any product or service. arerendered.

Sip below authorizina thi& extenaion anci additional commitment ft'om Payid HulbClHgp; SqyjceI to Dallas County. Your signature will repreMDt your concUITence of thiscon1nct extCDlioa to the length of time priatld above. 1lte IiIl1l£U1'e mUlt be from ..biDdins~tative oCyour complDy, preferable the same person who si,ncd theoripw bid document

Please return this 'ipHd form within 1JiIn..to the buy.- listed below at fax number 214653-7449. Thank you.

Sincerely,

PaulFraakoBuyer

£V: Ot WOl Ol 6~

p.59~O~S83159

DAVlD1

110Hu;hes

Client#' 33058

A .... ; 19 02 J8:22a

ACORD.. CERTIFICATE OF LIABILITY INSURANCE IOAT!: :MIIIIOC/"I"t)

08116102PFlOO\JCER THIS camFiCATE IS ISSUED AS A MATTER OF INFOAMArlONHigginbotham & Assoc., Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFlCATE

DBA Denton Insurance Center HOLDER. THIS CER'11F1CATE DOES NOT AMEND, EXTEND ORALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW.

P.O. Drawer CI

Denton, TX 76202 INSURERS AFFORDING COVERAGE- _._._-- . ---_._--- ..INSUR!D INSURER A; Texa Mutual I~~~anc. Company

David HughesINSURER 8:

7052 Indian Wells --_.._-_.. - ~ .. "----- -----_._ . . -.- -INSURER c:

Sanger, TX 76266·7571 ------,_._._-_.- --_.INSURER 0:--------- .. ---------- ----_ ..INSURERi:

COVERAGES

THE POLICiES OF INSURANCE USTED BELOW HAlfE BEEN ISSUED TO THE iNSURED NAMED AE!OlfE FOR THE POLlCY PERIOD INDICATED NCTWITHSTANDING~y REQL:IREMENT, TERM OR CONDITION OF ~Y CONTRACT OR OTHER DOCU...:NT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUE:; ORMAY PERTAIN, THE iNSUAAlNCE AFFORCEC BY THE POI..ICIES DeSCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF S"CHPOUOES. AGGFlEGATE ~IMlTS SHOWN MAY HAVE SEEN REDUCED BY PAID CLAIMS,

i~f:r --;~ -OF INSURANCl!--, .. _._._4 -.- .- -....,..~El'RCnVE~WNTfcitTI- - '. ...

POUCYNUUBl!R UNITSGENl!RAL UABlUTY i

I-~ OCCURRENCE $,COUM EflCIAL GENERAL LIABILITY ARE DAMAGE (My """ flre) 5i r 4

- I 1---._--i CLA'IoISMADE I__

JOCCUR .~D EXP ("'!Y OO!_1 $ ..

PERSONAL" AOV INJURY $i

----_ .. _.. r- "'-1--'-'GEN&RAL~eGATE 'S

1;~~1.-~G~E~ATE LIMIT~1~SPeR: , PROC\JCiS .COtol-;;O' AGO Is --_.- ...

~ 'I !- ~ ... ·1·----I POUcY i ~~ :.oe i

I

! AU'T'OMOIlU UASlU1Y I

[SI COtol_eo SINGLE UIilIT

ANY AUTO ! (& llCCldIntl--- r'--- -------

ALL 0W1'E0 AUTOS I ElOOlI.Y INJURY II (Per PMCft) IS

SCHEDULED AUTOS t--_· -- - ._. HlREOAUTOS , 8OOlI.y Ii'JURY S

~NEOAU1'OS iI(.....~- .- - -"--

_. ... _.. ._--- PROPERTY DAMAGE S("--lI

.AUTOONL~ • EA ACC~!....,.!-_ •..~LIMLlTY

I..

i ANY AUTOO~ERllotAN

EAACC ~----! I AUTO ONLY: AGO S

: DCESS UABlUTY I I~ OCCURRENCE S

i" '-j OCC~ ~_.] CLAIMS ~oe ,._--

,_~EGA.:n: S

: $ ._-_.---- ----_. __.

, DeOUCTBLE --'- ---- $ -.-I i RrnNTlON $ S

A TBD ' 08117/02 108117/03 X i we STA11;· OTH-WORKiRS COMPENSAl'lON AHIl ~m.eYJ.I"'ITS_.i ER - ._--EMPlOYERS' U-UlUTY

~L ~~_OE~.r_. i s500•.Q..OO. __

I~0I8EASE .EA.~_P.':2~~ s5()(),OOO -- .. -ILL OlSEME • POLIcY LIMIT i $500,000

Ont!A III

OESC''''l'lON OF 0PEAA1lOHII'LClCA'TICNlW!HICL&SISICINS AlXlEIl BY EHOORS!UI!HTISP£ClAL PRO'IlSlONS•• Workers Comp Information ..Other States Coverage

CERTlFlCATE HOLDER

Dallas County Health & HumanServices Weatherization prog2377 N. Stemmons Frwy. #600Dallas, TX 75207

CANCEllAnON

ISHOULD AHYOFTHEMOYl!D~EO POUCESBECNlCELL!D UFORl! TlIEEXPIl'IAnON

IOATE THEAI!OF. 'Tl4i ISSUING INSURER WILL ENDIAVOR TO WAIL 1.0.._ DAYS WRITTEN:NancETOTlIIi CiFmFICAl1! HOl.OERNMI!D TO'TlIE LEFT, BUTFAILUFlE TOOOSOSHALL

IMPOSE NO OBLIGATION OAUAaIUTTOFANYKlND UPON 'TlIE IN9URER.ITSAGENT9 OR

R1iPRESlNTAllVIS.

ACORD 25-S ('1197) 1 of 2 #S838861M83885 MUR ~ ACORD CORPORATION 1988

INSURANCE BINDER

Aue: 1902 08:22a

ACORD.,.

Da\lld Hue:hes III 9~O~S831S9

DAV:D:.

p.

OAn!

08/:'5/C2

COOE; SUB CODE:~t.~~;;~;-·-3305-8-------·-·~ --- ..- _. __ H --

INS~EO David Hughes7052 Indian WellsSanger, TX 76266-7571

THIS BINDER IS A TEMPORARY INSURANCE CONTRACT, SUBJECT TO THE CONOITlONS SHOWN ON THE REVERSE SIDE OF THIS FORM.PRODUCER ~o,Extl: 800-:255-3_875 ICOMPANY .. -------eiN~----- -

.~.Nol; (940) 382-3606 iTexas M'.ltual In~1:lrance C TBDHigginbotham & Assoc. I Inc. I O~I!L-EFR!C~E _T1~ -----·-·-··--·~:JXP'liAnoN-··~I~

. I': .DBA Denton Insurance Center !08/17/02 112:01 : X AM 108/17/03 . X 1201"'"

P.O. Drawer C I ' ~ __ . NOON

1?_~!'.:.~ on, _T~ _.J 62q2. _ I 11115 BINOER IS iSSUED TO EXTEHO COVERAGE IN 111E ABOVE NAIolEO COMPANYPER EXPIRING POl.lcY "

COVERAGES

-PROPERTY~e=u:~~s--- I, BASIC BROAD __.I SPEC

I1'-'-- -

COVERAGEIfORMS DEDUCTlIlI.E

UMITS

COINS % AMOUNT

GENERAL UAllWTV

, COMMERCII\l. GENERAL LIABIUTV- - -r·' --;..i .J CLAIMS MADe OCCUR

RET."lO OATE FOR CLAIMS MADe,

EACH OCClJAAEI«:E S

1.~~Ji?slAISliS __-~_ ~~~S~~-. --.-. . .-MEO ElO' (Anyone_I SI . -- ..-.---------- ..., ,.-

, PERSONAL" AI:N INJURY SI _. .-0-.------.--! GENERAL AGGREGATE S

PIlOOUCTS • COMPIOP AGG SAUTOM08IU LIA81U'TY

>--ANY AUTO

ALl. OWNED AUTOS

SCHEDULED AUTOS

~IReD"UTOS

NON-OWNED AUTOS

i~~20 PHYSICAL DAMAGE DEDUCTl8LE

-! COLUSION:. iOTHER THAN COL'---·--· ..

.~UAlllUTV

i ANY "UTO

I AU VEHICl.ES L_. SC~EOULED VEl4ICLES

COMIlINED SINGLE LIMIT S

IlOCILYINJlR!..~~~L__S .. _.

~"Y.~NJ~~~~.~)_~ _

PROPERlY DAMAGE S--_._-----MEDICAl. PAYMENTS S

PERSONAL INJURY PROT S

.~.I!:!..~.P "tOTORIST S

S

: AC11JAl. CASH VALuE

- 1-~!:"~I:lA~!'l. __ S

, OilER

. AUTO ONlY, E" ACCIOENT SI - --.----.- -1-~1'I1~R THAN AUTO 0Nl.Y:

I _. e,o,CH~IOE~

"GGREGATEEXCI!SS UAIIII.ITY

i UMBRELLA FORM

OTHER THAN Ul:lllRE1.L.A FORM RETRO OATE FOR CLAlNS !MOE:

~!:l~~~_

~~E<!"TE

SELF-INSURED RETEHTlON

WORK!R'S COMPEHSATIOItAND

EMPLOYER'S UAlllJTV

_ J_wc ST"T.!:,!ORY.UMITS

, E.L. EACH ACCIDENT _ . .§ OO.-!.90Q. __

I See Spec. Conditions/Other Coverages I::~::::-::.::~~:~~_.~~.g: ~ggSPI!CIAI.~&nON~** Continued from Workers' Compensation SectionCOVERAGES (See attached Spec Condi t ions / Other Covs paqe.)NAME & ADDRESS

. I MORTGAGEE

II i LO~P.AYEE

I LOAN.

I

IFEES S

*t~s.. ~I esnMATED TOTAL PREMIUM S

AOCmONAl. INSURED

,

ACORD 15 {2001/01} 1 of 3 #16 6 0 3 NOTE: IMPORTANT STATE INFORMATION ON REVERSE Sl>E MUR ~ ACORD CORPORAnON 1993

Ru~ ~9 02 08:22a 112 9<40<4583159 p.2

CONDITIONS

This Company binds the kind(s) of insurance s~ulated on the reverse SIde. The Insurance is subjElCt to theterms. conditions and limitations of the policy(ies) in current use by the Company.

This binder may be cancelled by the Insured by surrender of this binder or by written notice to the Companystating when cancellation will be effective. This binder may be cancelled by the Company by notice to theInsured in accordance with the policy conditions. This binder is cancelled when replaced by a policy. If thisbinder is not replaced by a policy. the Company is entitled to charge a premium for the binder according to theRules and Rates in use by the Company.

Applicable in Califomia

When this form is used to provide insurance in the amount of one million dollars ($1.000.000) or more. the titleof the form is changed from "Insurance Binder· to 'Cover Note·,

Applicable in Delaware

The mortgagee or Obligee of any mortgage or other instrument given for the purpose of creating a flen on realproperty shall accept as evidence of inSlUrance a written binder issued by an authorized insurer or its agent ifthe binder includes or is accompanied by: the name and address of the borrower; the name and address of thelender as loss payee; a description of the insured real property; a provision that the binder may not be canceledwithin the term of the binder unless the lender and the insured borrower receive written notice of the cancellation at least ten (10) days prior to the cancellation; except in the case of a renewal of a policy subsequent tothe closing of the loan. a paid receipt of the full amount of the applicable premium. and the amount ofinsurance coverage.

Chapter 21 Ti1Ie 25 Paragraph 2119

Applicable in Florida

Except for Auto Insurance coverage. no notice of cancellation or nonrenewal of a binder is required unless theduration of the binder exceeds 60 days. For auto insurance. the insurer must give 5 days prior notice, unlessthe binder is replaced by a policy or another binder in the same company.

Applicable in Nevada

Any person who refuses to accept a binder which provides coverage of less than $1.000,000.00 when proof isrequired: (A) Shall be fined not more than $500.00, and (8) is Iiabk! to the party presenting the binder as proofof insurance for actual damages sustained therefrom.

ACORD 75 (2001101) 2 of 3 #16603

Au; 19 02 08:22a oa .... 1 d Huches 113 9404583159 p.3

SPECIAL CONDITIONS/OTHER COVERAGES (Cont. from page 1)Other States Coverage Excludes: ND OH WA WV w~

Other States Coverage Includes: TX

AMS 75.4 (2001101) 3 of 3 #16603

Ru, 19 02 08:22a

IMPORTANT

9~a~5831S9

If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statementon this certificate does not coofer rights to the certificate holder in lieu of such endorsement(s).

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies mayrequire an endorsement. A statement on this certificate does not confer rights to the certifICateholder in lieu of such endorsement(s).

DISCLAIMER

The Certificate of Insurance on the reverse side of this form does not constitute a contract betweenthe issuing insurer(s), authorized representative or producer. and the certifICate holder, nor does it

affirmatively or negatively amend. extend or alter the coverage afforded by the policies listed thereon.

ACORD 25-S(7Jlr7)2 of 2 #S83886/M83885


115

"2 '1'1" 2U rij) I

/

Pil 3: 59August 27,2002

TO:

FROM:

SUBJECT:


Gloria McCulloch Webb, Purchasing Analyst ~.

Professional Service Contract for Maintenance on 3M Microfilin ReaderlPrinters (District Clerk)

BACKGROUNDIISSUE

Dallas County District Clerk's Department currently 0\VDS and operates six (6) 3M microfilin reader/printer that are used by thegeneral public on the daily basis. The microfilm equipment was purchased in the earlier 90's. Over the past several years thePurchasing Department have obtained competitive quotes and/or bids for maintenance and support service for the 3Mmicrofilm equipment. According to the District Clerk's Department staff none of the past service providers have been able toprovide adequate maintenance or support on the equipment due to the lack of technical training on this type of equipment andtheir ability to obtain spare parts to make the necessary repairs.

The Purchasing Department has contacted the original equipment manufacturer to obtain a list of authorized service providersfor the 3M microfilin reader/printers. Purchasing Department was notified that !mation Corporation (formerly 3M-microfilmdivision) was the only authorized service provider to this brand of equipment !mation Corporation has also stated that afterSeptember 2004 they will no longer be serving the 3M-microfilm reader/printer due to the availability ofparts and age of theequipment (no longer in production).

It is imperative that all of the microfilm reader/printers are fully functional and operational due to the fact the microfilmreader/printers generate daily revenues for the District Clerk's Department from copy fees. It is also important that the serviceprovider have parts and technical expertise to repair the equipment without lengthy delays. For the reasons listed above andprevious service history, the Purchasing and District Clerk's Departments are requesting permission from the CommissionersCourt to enter into a professional service. contract with !mation Corporation (authorized service provider) for on-sitemaintenance and support services on the 3M microfilin reader/printers.

FINANCIAL IMPACT

The estimated annual cost for on-site maintenance and support services on the microfilm reader/printers is approximately$16,000.00.

RECOMMENDATION

The Purchasing Department in conjunction with the District Clerk's Department recommends that the Dallas CountyCommissioners Court authorizes a professional service contract in accordance with Texas Local Government Code:Discretionary Exemptions, 262.024 (a) (4) with !mation Corporation to provide on-site maintenance and support service on 3MMicrofilin ReaderiPrinters.

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

:2W~::'-ire-cto-r-------Angie Morton, Chief Deputy District Cleric DepartmentWilla Roberts, Purchasing DepartmentGeri Malcolm, Purchasing Department

Records Bldg. 509 Main Street 6th Floor. Room 623 Dallas. Texas 75202 214/653-7431 Fax 214/653-7449

COMPANYcaMP ... •

A 51.PAU~MeRC1JRYINSU

COMPA'"

B L.ISiRTY ~uTUAL.

COMPANIU AFJlORD G COVI!~AG~

COIl,.N.D

;11"1-':.l~t 1lali1:

:~I-C~.JQ 'T"" HITI,ICATlII I..n •••• IATTn u ,..OIIHIO. QMLT .1' :~.,tll

10 .,un Y'OI 111 C:lITI'ICln 10.011 OTIiIl 'Iu lHOU ~.OY.. n 'I al'OIIC., TMIS clITI'lehl oou lOT UIU, UTIli 01 lLTU TU COYIU ..AHOlDn .. Til 'OLI~IISOUCII,n ~IUl•. i

116

IMAnONC RP.ONe NA N PLACEeNOiiAVO ~.4(J

O~KDAi.!!, rN 55128

I

t.

~WogYe!_ I'

Marsh USA ilc.33.J Soultl ttl Stnlet, Suite 1600MIMeaPOli , MN S5402-24oo

13879-IC-GAW·

'ISUI..

~."" ;;·THtS." .'0 tli"r, THAT 'OLlel!S 0' INSURANC' ol'seii_IO HIRI," HAY! II!!"" lSSUfO TO iP4& i.av~"o /'IIA",O Mi"e:IW'OIll ' 'e POllC' "Flcio INOtCATtO,llarW ITl1STA/l Dill G ~". RsaU"'MIHT, T'llill 01 co ..OITIO .. O~ AN. CONTRACT 011 :0Tl411t ooeUMlllT 'II ITH IUPtCT TO WltlCH THI CU*PCATI MAY I! ,SSUID 01 IIAYP~Rt""., THI "slIdNCE A"OROfD n TilE POLICI'S OUCRII'O HlflllI' 'S 'UIJECT TO ALL THt T'llIlIU, CONDITIO'" AMO UCWSIO!'IS 0 SUCH POLICIEI.LINITS SMOW NIU' H... ve .UIl REO/JCED BY PAlO CLA'IolS. ' I

~OL1C' I"ICTI" 'OLIet II"UTIOI~IATlI"I•• "T1 UTII-"ItIlHj

coLTI

A.A

AA

i1Hl 0' l.rn....C.

; n.IUL lIAalLITY

~~. ~Olol. MtRC"'L 1"M£IIAL L"'I .. ITT

, '. ! CLAM' M1"1 r.KJ OCCUfil

OW MtR'S • COIlTRACTOR"S PROT

! ,~ IlUTOIOllLl \'....1\ T

X A!'IT AIITO

ALL OW IlIlD AU OS

SCHIOU\EO A asHillED AUTOS

IWN-oW H'O A TOS

'OLIC.IUU.

TE06303676

TE06303676 (AOS)TE06303707 (TX)

TE06303706 (VAlMA06300032(MA)

07/01102

07101102007J01mGrf01lOZ

07101/'1'

II

07101~

07101~

07101103I

071011031,,

lllill

$ 10,000,000S 4.000,000$ 2,000,000S 2,000,000

S 500.000

S

S 2,000,000

IOOI\,T 1Il~\I1l Srtf,.'..")

1001'" "./\Ill S(Ptf lu....ll

"RO"CfIIT\' OA A'l! S

UCIII LIUllI'll

OAUI. LIAIILITY

07/01103iI

07101103

0('101102

07/01102

WA2-64C.Q04340-012STATES OTHeR 'JloIAN WI, OR,

WC20641.a04340-022WI. OR. .AK ONI.y

ANY AUTO

THt ~RO"1t1ll.TO'"

PAI'lTHSIlSIIIJ<ICIITOFFlCU' ARE.

B

B

IIlel"TIOII 0' onUTI U/LOCATIOUNUICUS''''CIAL 'lIl1!\I.IU ....T II ""tCY TO UUCTIIU& OIIITUTIOUI

~ !,!

SMOlllJltJl'f 01 TIC ,OYC.S opeao M.... II CAIlC~ I 0 IIPOII. 'nil UPII1T1llW ClAn: ,",1I10F,

, nil .IU.ell ""'0..1..0 CO"..... WU "IIA". TO "f' _...J~ DAT' W_ wOT'O:& TO TM'

: ""~TI .OLDIA 1"-111 M'lm,.. IUT , ....UAI TO I/A& !U II .0Tlo:I '''AlL 111'011 10 OUIO. TlCW 01I

UlIILITY 0' All" 010 U'OI Tl41 ~tullllllP'O_l: eov~w.... rrs 101..TI 0.. W...IUll'UTIlICS.

117

Date:

To:

From:

Subject:

DALLAS COUNTYCOMMISSIONERS COURT

August 21, 2002

Commissioners Court ;1/John M. Hennessey~MIS Director

Rationale for same day briefing and court order for FY2000LLEBG Funds

FY2000 LLEBG funds must be fully expended by the end of October 2002.This requires that all computer hardware, software and equipment must beordered, received and checks cut by October 31, 2002.

The Purchasing department is requiring all non-maintenance purchase ordersbe processed by September 16, 2002. Requisitions received after that datewill be held until after end-of-year processing has been completed. Waitinguntil after end-of-year processing has been completed will not allowsufficient time to complete the ordering, receiving and payment stepsrequired by the grant.

411 Elm Street Dallas, Texas 75202 214-653-7327

118

Date:

To:

From:

Subject:

DALLAS COUNTYCOMMISSIONERS COURT

C') ~,I:~ 2I p~' I: 58~ ..l~ tl

August 20, 2002

Commissioners Court

John M. Hennessey~MIS Director

FY2000 LLEBG funds

Background

Dallas County received FY2000 llEBG funds in the amount of $1,354,734(including match). Some of the funds were used to acquire a mobileintoxilizer as well as provide connectivity with Dallas Police Department andother law enforcement agencies. The remaining funds must be utilized andchecks issued by the end of October 2002.

Financial Impact

The remaining funds, approximately $950,000, will be utilized as follows:

• $475,000 for computer hardware and software for criminal caseelectronic filing from police departments to the District Attorney's office.

• $375,000 for computer hardware and software to support electronicfiling to DPS

• $75,000 for computer hardware and software to enhance capabilities atthe various JP locations and the centralized JP collections effort at theNorth Dallas Government Center

• $25,000 for computer hardware and software for the Institute of ForensicSciences

Recommendation

It is recommended that Commissioners Court approve the use of theremaining FY2000 llEBG funds. Funding is available within the project/grantfunds (Fund 466, FY2000, Grant 6202)

411 Elm Street Dallas, Texas 75202 214-653-7327

119

DALLAS COUNTYCOMMISSIONERS COURT ADMINISTRATrONDEPARTMENT OF PLANNING AND DEVELOe~~2 I \~I l'li: 02r\l, 'oJ

FROM:

August 21, 2002

TO: Commissioners Court

THROUGH: 1. Allen Clemson, Administrator

Rick Loessberg, Director of Planning & Development __

SUBJECT: FY2003 Library Services Contracts

BACKGROUND

Each year, the County provides funding for library materials and librarian salary supplements at thebranch libraries in Sachse, Seagoville, Wilmer, Hutchins, and Cockrell Hill. As the current contractsfor this assistance expire September 30, staff has prepared the contracts needed for FY2003.

IMPACT ON OPERATIONS

To be eligible for this assistance, cities, among other things, must possess:

1. A population no greater than 16,000 with a majority ofthis population being locatedwithin the County; and

2. Either a property tax rate that is greater than the median rate for all of themunicipalities in the County or per capita assessed valuation that is lower than thatof the County.

Staff has reviewed the applicable characteristics for the five previously-mentioned cities and hasdetermined that all of them remain eligible for County library funding.

In exchange for this assistance, which represents about 10%-30% ofa city's annual library budget,the five cities agree to operate a library that is open to the public for at least twenty hours a week.The branch librarians are considered to be city employees and so do not receive County retirementor health insurance benefits.

411 Elm Street. 3"' Floor. Room 313 Dallas. Texas 75202·3301Dallas County Administration Building e-mail: [email protected]

Telephone: (214) 653-7601Telecopier: (214) 653-6517

120

Page 2 of 2

The funds for the salary supplement are issued in a lump sum to each city when a contract has beenexecuted; the five cities then disburse these funds to the librarian however they wish over the courseof the contract year. The funding for the library materials is also issued in a lump sum when a cityhas demonstrated that it has spent its local book/library material budget.

IMPACT ON FINANCE

As was done for FY2002, $50,935 has been budgeted for the FY2003 library services contracts inDepartment 6010. The assistance for library materials, which represents $20,000 of the budgetedtotal amount, is determined using a formula that takes into account a city's tax rate, per capitaincome, assessed valuation, and local spending effort. Depending upon the characteristics of thecity, it either receives $2500 or $5000 in library materials funding.

Using this formula, the five cities will be receiving the following library materials awards forFY2003; these awards are identical to what has been provided over the last several years.

Wilmer $5000Cockrell Hill $5000Sachse $2500

HutchinsSeagoville

$5000$2500

In addition to this funding, each city will also receive $6187 in librarian assistance (this level offunding is also identical to what has been provided over the last several years).

RECOMMENDATION

It is recommended that the FY2003 library services contracts for the County's five branch librariesbe approved.

Recommended by:

J. Allen Clemson, Administrator

cc: Ryan Brown, Budget OfficerVirginia Porter, AuditorBranch Libraries

121

DALLAS COUNTYENGINEERING AND PROJECT MANAGEMENT

r,,; ,J"'" '" I ~ I"'c. ,.,:..:.: c::: Iii I: 0I

August 27,2002

To:

From:

Commissioners Court

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

Through:

Subject:

Dan Savage, Assistant Administrator for Operations

Geotechnical Survey for Founder Square (Kennedy Plaza) for Parking Garage(Work Order #18)

BACKGROUND:The future underground parking garage will be situated under the Kennedy plaza also known asFounders Square. The structural engineer for that project will require a geotechnical survey donewhere the new four levels below grade structure will be built.

We requested Vidaud + Associates that they provide a proposal for this geotechnical services forSoil and Groundwater evaluation. They have provided acceptable proposals dated August 20,2002.

IMPACT/OPERATIONS:This work will provide the necessary information for any voids or cave feature as deep as 80 ft.under this area.

LEGAL: N/A

MlWBE INFORMATION:Vidaud Associates is a minority fIrm.

FINANCIAL IMPACT: The proposed fee for the services is a total of $11,415.00. The fundsare available in the Major Projects, FY 2002 Government Center Revisions (196.0.0.2002).

RECOMMENDAnON: It is recommended that the Commissioners Court approve WorkOrder No. 18 to be issued to Vidaud + Associates, Inc. for the fees in the amount of not toexceed $11,415.00 and the County Judge be authorized to execute the appropriate contractdocuments.

Approved:

Dan Savage, Assistant Administrator for Operations

George L. Allen Sr. Courts Building600 Commerce St., 911I Floor, Suite 900 Dallas, Texas 75202-6633

E-mail: [email protected]

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

122

vai

August 20. 2002

Dan SavageAssistant AdministratorDallas County CommissIOner's Court411 Elm Street. 310 FloorDallas. TX 75202·3301

RE: Indefinite Delivery Contract - July 25. 2000GeotechniCal Investigation for Founders Square (SoU and Groundwater Evaluation)

Dear Mr. Savage:

Vtdaud + Associates Incorporated is pleased to have thiS opportunity to serve Dallas County and offers thefollowing proposal for your consideration.

SCOPE OF SERVICES

The project is located at Founders Square at the corner of Elm and Market in downtown Dallas. Texas. Weunderstand the project wiJlliltimately consist of con$UUeting a new four-level beJow-grade paoong structure.Base leVel of the structure is estimated a 4S to 50 re.t below existing ground surface. Persons familiar withthe subsurface formations in the general area have reported the poaible presence of a sub-terranian cavein the vicinity of Founder's Square. The cave feature may be as deep as 80 feet below grade and is rumoredto be as much as 80 feet deep. Depth of the proposed borings is partially based on exploration to determinethe aosence or presence of soch a feature.

We have arranged for Rone Engineers to provide geotechnical servICeS for this project. \.

Field Investigation

SUbSUrface conditions w~1 be evaluated with five borings advanced to a maximum depth of 100 feet belowgrade within the footprint area of the proposed structure. Three boril'lgs will be cored from the 55 to eo footdepth to provide detailed bearing capacity data The two remaining borings 'hill be adVanced using rock·drilling techniques.

Concern hal been expressed about the possible presence of subsurface groundwater in the aite vicinity.Rene propoSes to leave the soil bOrings open fer a pef10Cl of 48 hours following completion of field activOOto monitor groundnter activity. If a longer monitoring period is desired, we shouJd be advised to revise ourproposal converting some of the bote locatiOns to temporary piezometers.

Field personnel will drill the borings using truck-mounted equipment CohesiVe.,d non-<:ohe$ive soil samplnwill be obtained using three-inch diameter Shelby tube samplers (ASTM 0-1587) and two-inch diameterstandard spIit-spoon samplers (ASTM 0..1586), respectively. In addKJon. \'OCt( encountered will be evaluatedby use of the Texas Department of Transportation cone penetration ~ests and by rock eoring.

An engineering geologist or soils technician Will extrude the samples in the fteld, check the samples forconsistetl\.1' with a hand penetrometer. carefully wrap them to preserve their condition. and return them to the

vidauCl -+- ftseociate$ incorpor"t~ • arcnit.cture • engin."ring • Interiors, 3849 montfort drive • Suite 200 -. dallas. texas • 7S240·4503 • telephone (972) 934 81588

123

Dan SavageAssistan: AdministratorAugust 20, 2002Page 2

laboratory for testing A log of each boring will be prepared to document field activities and results. Rone willstake the boring locations using normal taping procedures Locations will be shown on the plan of borings.

Laboratory Investigation

Laboratory tests will be required for classifICation purposes. to determine strength characteristics. and toevaluate both the short and long-term deformation/swell properties of the materials encountered. Testing willbe in accordance with our standard procedures which includes moisture content and soil identification. liqUidand plastic limit determinations, unconfined compression tests on soil, unit weight determinations. andabsorption pressure and/or one-point pressure swell tests. The specific types and quantitieS of tests will bedetermined based on soil conditions encountered in the borings.

Engineering Servic.s

An engineering report wHl be prepared by a registered engineer and will present the results of the field datatogether with our analyses of the results and recommendations. We wdl provide two copies ot the report. Thereport will address:

• Soil and groundwater conditions encountered at the boring locations;

• Foundation design recommendations including foundation type, identification of bearing strata.allowable bearing pressure. and estimated settlement;

• Recommendations for floor slab support, including an evaluation of the swell charaeteristics ofthe subgrade SOils;

• BeJow-grade wall recommendations;

• Earthwork recommendations. inct\.idlO9 material and compaction requirements:

• Pavement design recommendations, including subgrade preparation and pavement thickness;

• Construction considerations related to soil and groundwater conditions at the borings;

• Discussion regarding the presence or absence of 'subsurface stream'. \

• Discussion regarding the absence or presence of sub-terraiman cavern.

SERVICES NOT INCLUQED

Precise surveying of boring loCations and elevations is not part of this proposal. These services may beproVided upon request, at additional cost.

Rock coring IS not included as part of this proposal.

CliENT-FURNISHEO ITEMS

The Client will provide the right-ot-entry to conduct the exploration and information regarding the locationot any utilities on the subject sit.. All locations are assumed to be a<:cessible to normal truck-mountedequipment. Any restrictions or speeial proje1:t requirements should be brought to our attention before wecommence field work.

vid3Ud + :l~SOci,.tes incorporated • arehlteeh,He • engineering· interiors13649 montfort drive' suite 200 • dallas. tAxas • 75240·4503 • telephone (972) ~34-8aa8

124

Dan SavageAssistant AdminrstratorAugust 20. 2002Page 3

PROJECT SCHEDULE

Our sub-consultant plans to initiate these studies within three to five days Of receipt of our notice-toproceed and they anticipate one to two working days will be required to complete the field investigation(weather permitting). We elC;)ed to re<:etve the final report from our lub-<:onsultant approximately 15working days following completion of the field operations.

FEE FOR SERVICES

As shown in the attached proposal cost summary.

Sincerely.

'7......../-."? ('/ IJ~D.Str~Project ManagerVtdaud + Associates. Inc.

Attach: Proposal Cost Summary'cc: Russell Himes

\

vldaud + ••eooi~te~ Incorporated • ~rchjtectur•• ttngineering • interiQrs,3G49 montfort drive. SlIitl!l 200 • dallas. texas· 75240·4503 • telephone (972) 934·8888

PROPOSAL COST SUMMARY

125

TITLE OF PROJECT AS-1VlDAUO + ASSOCIATES INC. Geotechnical Investigation for Founders Square'3649 MONTFORT DRIVE. SUITE 200 Dallas County Engineering & Project ManagementDALLAS. TEXAS 75240972} 9304-8888 (Soil and Groundwater Evaluation)1. BASIC SERVICES DIRECT LABOR COL) HOURS RATes s COST $ COST $PrinCIPII 0 12800 0.00Proje<:t Manager 5 100.00 50000Architect 0 88.00 000Engineer 0 S8.oo 0.00Cost Estimator 0 82.00 0.00Specific;;ation Writer 0 82.00 0.00Field Conltrudion Inspe¢tor 0 77.00 0.00Spec & Orawina Review 0 88.00 0.00O.sianer 0 68.00 0.00Engine.rino Draftsman 0 52.00 0.00CAD Draftsman 0 52.00 0.00Oraftsman 0 48.00 0.00Production Teehnici;m 0 43.00 0.00S NVord Proce$$Or 0 38.00 0.00

TOTAL HOURS 5 TOTAL LABOR $ 500.00

1. TOTAL BASIC SERVICES 500.00DIRECT PROJECT EXPENSESPrinting (review sets. presentations)Printina 0.00Fax Transmissions ..Long Distance TelephoneMileage 000Delivery 25.00Photography (prior to Construction) 000PhOtQ(iraphy (durinQ Construction)P01taaelShippinaPresentaCiOn Materials (ViQMin. presentations. etc.)OtherTOLR Review FeeConsultant Reimbursables

2. TOTAL EXPENSI!S 25.00

NON-BASIC SERVlCES<;eo-Technical Testing~Rone Enaineers} 10.890.00

3. TOTAL NON-8ASIC $ERV1CES 10.810.00

4&. TOTAL LABOR COST (Sum of 1 and 3) (does not include expenses) 11,390.005. TOTAL COST INCLUDING I!XPENSEs _11,415.00DATe SIGNATURE OF PREPARER -;;;:::! <: .0

2()..Aug-02 ~ ~~ L~,I

126

<~.~./~,j

~~~ DALLAS COUNTY~,; _ '.~;.:~ OmCE OF BUDGET AND EVALUATION

4~~-:-/.~

August 21, 2002

To:

Through:

From:

Subject:

Commissioners Court

RyanBrO~Budget Officer

Ronica WatkinsBudget & Policy Analyst

Rationale for Briefing and Court Order on Same Day

It is requested that the attached item be considered on both the fonnal and briefing agendafor Tuesday, August 27, 2002 to expedite the application process. The Criminal JusticeDivision (CJD) of the Governor's Office has verbally notified Dallas County ofdiscretionary grant funding that is available for the second year of the Adult cns project.Dallas County is interested in utilizing these funds to continue developing an integratedadult criminal justice info~on system. The Project Director is in the process ofdeveloping the grant application and would like to submit the final application as soon asit is complete. The court order on the formal agenda authorizes the County Judge to signall grant application documents. In the event a grant award is made, a separate briefing willbe presented to accept the grant.

411 Elm Street, 3rd Floor, Dallas, Texas 75202(214) 653-6389 • Fax (214) 653-6517· [email protected]

127

* DALLAS COUNTYOFF[CE OF BLDGET A~D EV,-\LL',-\nON

Date:

To:

Through:

From:

Subject:

August 21, 2002

Commissioners Court

Ryan Brow/' '0Budget Off1~er

Ronica L. WatkinsBudget & Policy Analyst

Dallas County Adult Criminal Justice Information System (CJIS)Grant Application(COL'RT ORDER ON FORMAL AGENDA)

Back~round

The Office of the Governor, Criminal Justice Division (CJD), TexaS Narcotics Control Program(TNCP) has notified Dallas County of the availability of federal discretionary funds under theEdward Byrne Memorial State and Local Law Enforcement Assistance Program. This programprovides funds to enforce state and local controlled substances laws and to improve the criminaljustice system, with an emphasis on violent crime, illegal drugs, and other serious offenses,Although, a grant application was submitted for funding during FY2002 under the requirementsof the grant an annual application packet is required for continued funding.

In FY2002. Dallas County was awarded $250,000 for the Adult Criminal Justice InformationSystem(CJIS). The primary goal of the first year of the project was to identify and document thedifferences between the newly developed Juvenile Information System (lIS) and the enviSiOnedAdult CJIS project, referred to as the "Juvenile-Adult Gap Analysis". The purpose of thisbriefing is to request authorization to submit the second year of the Adult CJIS grant appl icatlon.

Operational Impact

The attached Annual Progress Report outlines the year to date accomplishments of the proJect.The Project Director, is currently developing the work plan for the second year of the proJect.The Office of Budget and Evaluation will assist the Project Director in completing the reql1lredforms for the submission of the application. Once the application is completed a tinal draft Willbe forwarded to the steering committee members and Commissioners Court for a brief commentperiod. The application would then be signed by the County Judge and submitted to theGovernor's Office without an additional briefing item. [f the grant is awarded, a full brietingwill be presented to Commissioners Court prior to acceptance of the grant.

Fiscal Impact

The project period is September 1, 2002 . August 3 I, 2003. The funding requested IS tor the

4/ / Elm Street. Jr" Floor, Dallas. Texas 75202

214·65J-6363.214-653-6517.rlwatktns@dallascouflfyorg

128

second yeJr ot' J r'our year award with a maximum budget per year or' S:51),lJt)1) Jnd J ~e'iui:'~j

25% cash match of the total project costs of 5333,333 per year, Total cash match Includd i'i

583,.333, Funding for the required cash match IS Included In the FY2003 budget. ThiS ~rant

does not allow for indirect cost recovery,

The grant budget has not been developed at this tlme, However, It is anticipated that the secondyear of funding will be used for the continuation of project development! planning. The HarbourGroup will continue working on the grant to maintain continuity in the further development ofthe Dallas County integrated Adult ClIS. The grant budget will be Included in the tinalapplication.

Recommendation

The Office of Budget and Evaluation recommends that the Commissioners Court approve thesubmission of the application for the second year of discretionary funds and authorize theCounty Judge to sign all related documents as they are completed.

119

ff

Pl.a.e S.. 1nstructions on back of progress r~Rev. OS/,OO,

t<.~~0 ice of the Governor l

{QCriminal Just~c. Division Ianum iROGUSS REiOR'!' I

th. info~eion prov.d.d~.ll ce u~ed to track qr.~,·proqre~s. ~o further ~nie~ or other ~ene!"aly be p~.d Que under th.S project '~le~~ th.~ repore ~~ coapi.eed and t~led .~ requ.r~ ~~.r c;o~- Nles. n .... ~ 1Il.tO~c..Oll.

1. ~ lWG AND~ AnDUSS: 2. ~ N'lHIJl: 3. 'fTH or gPOU:Oalla. County C~••1oD.r. Court DS-98-A1O-16011 0 First Six-Months Progress411 lla Street, Suo 250,2'" 1'100: ReportOalla., T~. 75202 ~ Annual Progress Reporto Special Request Progress

Report•• nllK or no.nCT:Crim1n~l Justic. InfOrmAtion System

$. ~ COIM:AC'r N»CK: II.CIG KOHaD: 2U-653-73" FAX~: 21'-653-7057John Hennessey, MIS Director email address: [email protected]

s. l'~CT TX'n.&:Callas County Adult cons

7. ~ l'IUUOO (Dates): •• ~ l'D%ClD (Dat•• ):FROH:09-01-01 TO: 08-31-02 FROM: 09-01-01 TO: 08-31-029. l'~CT oa.n:CT:rv&S and ACTrn'rIKS (Aa stated 1D 10. l'1lOo1. • 11. AC'l'UAt. • 12. AC'l'I: •the app11cat:.1on nar:at:.1.,.): FOR GRANT rOR FOR

PERIOD: 1ft SIX-KONTHS: GlWIT I'E:P" :0:Provide a listing of all data elaments 1 0 1And reporting requirements utilized by existing

- ~ .......adult system.! ..

Hold quarterly steering committee meetinqs for 4 2 4planninq and information sharinqDevelop a four-year work-plan 1 0 1Provide documentation of analysis and 1 0 1recommendations fo: structure and architectureof common System.

13. ACTrnn DKTA%%. (Describe actual work perfoallld dlu1Jl9 ttUs report period. InclwSe 1~o:a&t:.1on on anyp:otll... enc:o\lnt.re<1 and whe~ these protll... 1Dterfue<1 nth ...t:.1Jl9 your project qoal (a) and/orobjecU.,. (a) :As outlined in the Dallas County Adult CJ!S application the Harbour Group was utilizedto maintain continuity in the further development of the Dallas County integrated adultsystem. The primary goal of the Harbour Group was to identify and document thedifferences between the newly developed Juvenile Information System (JIS) and theenvisioned Adult CJIS system, referred to as the""Juvenile-Adult Gap Analysis". l?leasesee attached ~rogress Report for further details On the status of CJIS project.

u. N»lZ AND TI'n.& or no.ncr 1/_-~'/aau.T!JU.~eT DIUC:OIl.: 16. DAD or JU:l'ORT;

DIUCTOIl.: A." A __ AA

IJohn Hennessey, MIS Directorr-----'-"'l:l""" ... T .,.... /

August 21, 2002..J-

130

DaDas CountyJuvenile - Adult Gap AnalysisAugust 20, 2002

Progress Report

Background

Commencing on April 2, 2002, The Harbour Group was requested to conduct a five-month analysis toidentify and document the differences between the newly developed Juvenile Information System (nS) andthe envisioned Adult Criminal Justice Information System (CnS) system, the project was referred to as the"Juvenile-Adult Gap Analysis". The project will be completed by August 30, 2002.

The purpose of creating an Adult cns is to reduce crime and increase the effectiveness of each part of thelocal criminal justice system. This will be accomplished through the development of an integrated datainformation sharing system that allows municipal, county, and state criminal justice entities to individuallyreduce redundancy in the recording, reporting, and storing of offender information. The system will allowsharing of adult offender information amongst participating entities from the various cities and municipalitiesin Dallas County.

The objectives of the analysis were:

To identify and document the differences between the newly developed Juvenile Information System andthe envisioned Adult CnS-System.

To determine the most effective way for participating agencies to share, retrieve, track, update, and addadult offender information.

To develop a set of options and recommendations for implementing the Adult Criminal JusticeInformation System.

To develop a clear set of actions and plans for developing and implementing an Adult cns systemwhich, when implemented, will result in increased effectiveness of each part of the local criminal justicesystem.

As a part of this Gap Analysis, The Harbour Group was asked to complete seven specific deliverable tasksincluding:

One-on-One InterviewsGap Analysis BusinessIWork ProcessesGap Analysis Application FunctionalityGap Analysis Technology ArchitectureGap Analysis DatalInformation Elements and StructurePost ns Implementation ReviewOptions, Recommendations and Implementation Plans

Significant progress has been made on each of the deliverables. The Harbour Group's fmal report includesthe documentation of the current processes used to fully "track" an offender from the point of entry throughall activities and services until the point of final disposition and/or transfer to TDC. Additionally, the workwas expanded to include offenders returning to Dallas County through probation and parole as well asthrough the appellate appeal process. The diagram below demonstrates the major processes and departmentsthat were included in this analysis.

131

-'rrdrina; Of.\dull Offc:mJcrs

Police Departnteu[,

Adult Gap Aaaly,is Scope

ProcaalDC· l'roMcutlon • Trial. Court I~'IBookInc of Adalt Pretrial Senica Senica ReponIncOfFlDden Adjudlcadoa •

SentltllClDI

Sheriff's Dept District Attonaey District" Couty Courts OCAWarnllll Gr'lllldJIII")' District " COUll ty Clerks DPSSolids Pretrial Release Cout Coordiaator ProbadollMacistnte Divert COlirt Court Admllllstndoll ParolePhysical Evidellce DA Records Coart Reporter Texas Dept. ofProperty JP Courts CorncdoasSWIFT Appeal Courts

High-level process flows will be developed to illustrate the differences between the Juvenile and Adultsystems and their work processes. To date more than 35 work processes has been documented. Theyinclude:

Adult Arrest & Arraignment (High Level)Adult Arrest & Book-in ProcessCounty IntakelRecords ProcessPhysical Evidence ProcessDistrict Clerk Case Generation ProcessDistrict Attorney & Indictment (High Level)Indictment ProcessIndictment Clerk ProcessDistrict Attorney Intake ProcessDA Intake Case Review & ProcessingMagistrate ProcessGrand Jury ProcessGrand Jury Recommendations ProcessDA Records Case Processing (Prior to Grand Jury)DA Records Case Processing (post Grand Jury)Victim-Witness ProcessAdult District Court Pre·Trial ProcessAdult District Court Trial ProcessBailiff ProcessCounty Court ProcessCounty Clerk ProcessPre-Irial Services Evaluation ProcessPre-trial Release ProcessDivert Court ProcessCivil Proceedings ProcessAdult Bonding ProcessWarrant Process (High Level)On Bond Warrant ProcessIn Jail Warrant ProcessAt-Large Warrant ProcessFugitive Process

2

132

Prisoner Jail Release Process (Bond)Prisoner Jail Release Process (Disposition)Prisoner Jail Release Process (TOC)Prisoner Jail Classification ProcessFelony Probation ProcessMisdemeanor Probation Process

Adult CJIS Key Business Requirements:

Based on our analysis activities, we have developed the key business requirements and considerations forimplementing an Adult cns. Key business requirements include:

• The Adult cns will be made available to municipal police departments to use as their primarysystem (similar to ns)

• The Adult cns will replace Dallas Police's existing system for arresting and processing offendersincluding DEARS - Direct Entry Arrest Reporting System (arrests only) and DEFRS - Direct EntryField Reporting System (Offenses and MIR's only)

• The Adult cns will create the capability to electronically transfer and file records from municipalpolice departments to Dallas County and the associated County Departments for processing.

• The Adult cns will need an "incident" module to deal with offenses that do not have an associatedoffender (incident reports). Accountability for an incident/call center will remain the responsibilityof the municipal police departments. The conceptual design of the "incident" module is diagramedbelow.

..,=-,---~--- ..,=--..---

• The Adult cns will need an expanded offense section from ns to deal with offenses that do nothave associated arrests (at-large filings).

• The Adult ens will need to provide for "real-time" data transfer from those cities electing not touse AIS as their primary system.

• The Adult cns will "track" an offender from the point of entry through all activities and servicesuntil the point of final disposition and/or transfer to TOe.

• The Adult cns will enable records to be transferred between ns and AIS so that records can bemoved into the most appropriate system depending on the circumstances (Juveniles tried as adults,transfers between HWJJC & Lew Sterrett, etc.).

• The Adult cns will meet the reporting and electronic filing requirements of DPS, VCR. IBR. &OCA similar to ns.

3

133

• The Adult cns will be developed based on collaborative, JClT standards. A common glossary ofterms and defInitions that "truly" represent the work processes will be developed and usedthroughout the County similar to JIS.

• The Adult cns will replace and/or integrate with existing Dallas County Systems & leverageexisting systems and technologies.

JIS/Adult CJIS Comparison

The majority of the existing functionality in JIS can be used to serve as the roadmap for developing the Adultcns. Due to the additional complexity and volume of adult offenders several sections will need to beexpanded and added to complete the functionality required for processing adult offenders. The chart belowhighlights the similarities and differences and indicates what sections will need to be developed during PhaseII, the System Design and Development Phase. Additionally, we have mapped the existing mainframeapplications to JIS and determined which applications the Adult cns will replace and those that will beinterfaced to the new system. These, along with the Technology Architecture to support an integratedcriminal justice system, will be documented in the final report.

SimilaritiesBackground Information - Adultdemographics similar to child demoIn DetentionOffense ReportArrest Report• Personal Property Inventory

DA SectionElectronic Filings with DASupplement Filings with DASchool Notification SectionDistrict Court SectionMunicipal Court SectionVictimIWitness Notifications

DifferencesAdd "incident" moduleAdd Magistrate Section & WarrantAdd Bond SectionAdd Grand Jury SectionAdd Divert Court SectionExpand Property InventorylEvidence withsearch capabilitiesInterface to TCIC, NCIC, AFIS, etc.BailiffNotification SectionExpanded DA SectionExpand Intake Book-in SectionVisitor tracking (jail) and informationsearch & retrievalEnhance District Court SectionSenate Bill 7 ComDliance

During Phase IV and the continued development of JIS, we have two tasks that deal primarily with JISNavigation and Application Functionality enhancements. Because this phase of ns includes the last majorpush of new system enhancements, we have included future users of the adult system in the ns user groups.Although the Adult cns will be a more robust, expanded system it will be designed with a similar look andfeel of JIS. This will allow the project to leverage the 800+ trained users in over 54 agencies currently usingJIS throughout Dallas County.

Potential Benefits ResultiDI from the Implementation of an Adult CJIS

The following benefits to Dallas County and the Adult cns users have been documented. These will berealized during the implementation of the integrated criminal justice information system at Dallas County.

• Holistic, comprehensive view of who has been arrested in Dallas County - currently if an arrestee isprocessed and bonds out at a local municipality they are not in the County's system

• Real-time information; more & updated information, remote access to information• Integrated municipal & county systems - access to data across all Dallas County cities• Streamlined inter-agency communications - two-way referrals• Reduced number of times data is entered resulting in improved data integrity

4

134

• Streamlined work processes - information can be electronically transferred from Police to CountyIntake, reduced number of paper copies, improved records expungement process

• Improved Work Processes - the Adult cns will provide a system of checks and balances as thework progresses through the system. For example the warrant module will automatically be updatedwhen the clerk's office enters a new warrant; once the bond is set and dollars provided it willremove the active warrant status from the record

• Reorganized work flow and physical environment will allow for a focus on value-added activitiesrather than clerical checking and duplication of effort

• Reduced processing time & errors• Automated indigence processing (Senate Bill 7)• Reduced risk of aged. proprietary systems• Improved public access to updated information• Improved notifications to Probation and Parole• Improved prisoner visitor tracking and follow-up

Summary

Significant progress has been made in defining the system and application development requirements thatwill be addressed during Phase II of this project. Based on the insights drawn from the analysis activities, anassessment of the County's delivery options and recommendations will be included in the final report. Awritten report and high-level plan for the phases of work and activities involved in the development andimplementation of the Adult cns is being fmalized and will be delivered by August 30,2002.

Project Meetin&s

January 3, 2002 - Project Planning - Scope and Analysis Activities and DeliverablesAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes

February 28, 2002 - Project Planning & Resources - Analysis Team MembersAttendees: John Hennessey, Gary Williams, David Tedder, Tonya Brenneman

March 26, 2002 - Commissioners Court Briefmg on Juvenile-Adult Gap Analysis

April 2, 2002 - Commissioners Court Formal Session - Contract Approval

April 3, 2002 - Analysis Kick-off Meeting - Scope of work and Analysis ActivitiesAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes, Marcelo Silva, Rebecca Lewis, Robert Moore,Keith Riewe, John Chen

April S, 2002 - Conflrtnation of Analysis ScopeAttendees: Commissioner Cantrell, Kelly Warren, John Hennessey, Tonya Brenneman

April 10, 2002 - Information Gathering & Sheriff Department Work.ProcessesAttendees: Rodney Christian, Marlene James, Tonya Brenneman, Dan Rhodes, Marcelo Silva, RebeccaLewis, Robert Moore, Keith Riewe, John Chen

April 17, 2002 - Project Update and Information SharingAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes, Marcelo Silva, Rebecca Lewis, Robert Moore,Keith Riewe, John Chen

May 10,2002 - Project Update - Status of Work Process DocumentationAttendees: John Hennessey, Tonya Brenneman

5

135

June 4, 2002 - Project UpdateAttendees: John Hennessey, Tonya Brenneman

July 11,2002 -Initial Findings ReviewAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes, Marcelo Silva, Rebecca Lewis, Robert Moore,Keith Riewe, John Chen, Willie Dozier, Darron Roberson

July 15,2002 - Presentation Preparation & ReviewAttendees: John Hennessey, Tonya Brenneman

July 16,2002 - Technology ArchitectUre Discussion and working sessionAttendees: John Hennessey, Tonya Brenneman, Marcelo Silva, Rebecca Lewis, Robert Moore, John Chen,Darron Roberson, David Tedder

July 17, 2002 - Initial Findings Review with Commissioner CantrellAttendees: Commissioner Cantrell, Kelly Warren, Traci Enna, John Hennessey, Tonya Brenneman

July 25, 2002 - Database Architecture Discussion and working sessionAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes, Marcelo Silva, Rebecca Lewis, Robert Moore,John Chen, Dacron Roberson, Willie Dozier

July 31, 2002 - Adult cns OptionsAttendees: John Hennessey, Tonya Brenneman, Dan Rhodes, Marcelo Silva, Rebecca Lewis, Robert Moore,John Chen, Dacron Roberson, Willie Dozier

August 13,2002 - Commissioner Court - Contract AmendmentAttendees: John Hennessey, Tonya Brenneman

August 16, 2002 - nSfAdult cns PlanningAttendees: John Hennessey, Kim Gilles, Tommy Hudson, Michael Carnes, Commission Cantrell, KellyWarren, Tonya Brenneman

6

136

DALLAS COUNTYCOMMISSIONERS COURT ADMINISTRATIONDan Savage, Assistant Administrator for Operations

02 AUG 2/

II

PH 2: S2

August 27, 2002

To:

From:

Subject:

Commissioners Court

Dan Savage, Assistant Administratorfor Operations

Request to Advertise for Bids for Henry Wade Juvenile Justice Center Expansion

BacgroundHKS Inc. has completed the plans and specifications for the expansion of the Henry WadeJuvenile Justice Center and the project is now ready to advertise for bids. The base project, whichincludes the shell of the new housing building with interior finishout of the first and second floors,plus renovations of support space in the existing faculty, is estimated to cost $19,394,037. Thefinishout of the third floor housing is estimated to cost $3,121,472. This portion of the projectwill be bid as an alternate. The total cost of the base bid, plus the alternate is estimated to be$22,515,509. These numbers include a 5% contingency and a $700,000 allowance for furniture,fixtures and equipment. The current construction market favors bidding this job as soon aspossible to get the most advantageous bids.

Impact on OperationsJuvenile Department staff have worked very closely with the architect on the design of thisbuilding to ensure that it will be very efficient to staff and operate. This project will cause somedisruption to current operations during the renovation work.

Financial ImpactThis project is included in the FY2002 Major Capital Improvement Program and construction isfunded at $20,050,000 over FY2002, FY2003 and FY2004. Construction will takeapproximately twenty months and begin in December or January.

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

e-mail: [email protected]

Te~phone (214) 653-7650Fax (214) 653-6517

137

Le&al ImpactThis project will be advertised in accordance with the requirements of state law and Dallas Countypolicy. The project will be presented as a traditional hard bid project with evaluation criteriawhich will include:

Price

Relevant Experience

References

Project Schedule

MlWBE

40 points

25 points

IS points

5 points

15 points

100 points

MlWBEThis project will be bid using Dallas County's MlWBE policy.

RecommendationStaff recommends that authorization be given to take bids on the proposed Henry Wade JuvenileJustice Center expansion using the plans and specifications prepared by HKS Inc. for this project.

Recommended by

Dan Savage, Assistantfor Operations

cc: Allen ClemsonMike Griffith

138

DALLAS COUNTYHUMAN RESOURCES/CIVIL SERVICE

August 21, 2002

To:

From:

Subject:

Members of Commissioners Court

Mattye Mauldin-Taylor, Ph.D.Director of Human ResoorcesiC ivit Service

Request to Offer Financial Freedom Brown Bag Seminar

Baclg!l'OondDuring the FY 2003 Budget Review of Workforce Investment Programs, Human Resourcesdiscussed the possibility of offering financial seminars to DalJas County employees with aprimary focus on the cost of debt and how to get out of it. While the Court agreed with theconcept, it recommended the HR Department investigate the possibility of contacting otheragencies that may offer such seminars free or at a reduced cost.

These agencies were contacted. with the following results: (I) Nationwide Retirement Solutionsoffers seven, no-fee seminars; however, they are related to investment topics and do not addressthe immediate objective. (2) MHN Employee Assistance Program offers a program related tobudgeting; however, it is a two-part seminar and would require the employee attend both sessionsto get the full benefit of the program. (3) Consumer Credit Counseling Services of Dallas offers a"Money Matters" Seminar that addresses parts of our objective. The base cost would be $150$200 and the materials would be S5.00 per participant. (4) Q4 Systems (private company)conducts a "Financial Freedom" Seminar and provides all materials for S500.00.

Impact OD Operatio.This Brown Bag Seminar will address a topic that will be pertinent to our work force populationof over 6,000 employees.

Fiuocial ImpactThe recommendation is to engage Q4 Systems to conduct the Brown Bag Seminar at a cost of$500.00. Funds are available in the Countywide Training Fund

Recom_lldatioaThe Human Resources/Civil Service Department recommendS Commissioners Court approve theretaining ofQ4 Sy&tems for a cost $500.00 to conduct a Brown Bag Seminar on September 27,2002, fOCU.filfg em the cost ofdebt and how to get out ofit.

RecommeDded by:

501 Main StreetRecords Building

Q: \Briefings\TraininLFilllllC:ial SemiDan2.doc

Dallas. TexasEqual Opportunity Employer 214.653.7638

139

August 27, 2002

MISCELLANEOUS

1) FACILITIES MANAGEMENT DEPARTMENT - requests authorization toreplace the refrigeration system in the decomposition freezer at the Institute ofForensics Sciences. The existing unit is unreliable and has no back up. Estimatedcost is $14,000. Funds are available in Fund 126 (Permanent Improvement, 2002(FY2002).

2) SHERIFF'S DEPARTMENT (General Services) - requests approval to extend theContract for Inmate Housing between Collin County and Dallas County andauthorize the County Judge to execute the contract on behalf of Dallas County.(COURT ORDER ON FORMAL AGENDA)

3) THE OFFICE OF BUDGET AND EVALUATION - requests authorization to setup a post office box to receive mail for the J.P. Collections Project. The annual costof utilizing a post office box service is $418. The approximate size of the box is22.5" x 12", the largest box size available. The location of the post office box is2341 West N.W. Highway at the Northwest Station. Recommended by the Office ofBudget and Evaluation.

TRAVEL REQUESTS

4) CONSTABLE PRECINCT 2 - requests approval for:

a) Steve Ackerman to attend a Workshop in Tyler, Texas on September 26,2002and use of a County vehicle at no cost to Dallas County.

b) Jim Bookhout, Joseph Kizan, Don Kuhn, Don Aulds, and Matt Rollins toattend the Civil Process School in Tyler, Texas on October 20-23,2002 andthe use of three County vehicles at no cost to Dallas County.

c) Donald Grisham to attend a Highway Drug Interdiction Class in Kilgore,Texas on October 28-29, 2002 and use of a County vehicle at no cost toDallas County.

140

5) PURCHASING DEPARTMENT - requests approval for Phillip J. Vasquez andGloria Reyes to attend the C.P.M. Module Training Classes in Dallas, Texas onOctober 19, 2002: $325 is available in General Fund, Purchasing Department,Conference Training Account, FY Budget 2002, (00120.1080.2460.2002).

6) HUMAN RESOURCES/CIVIL SERVICE DEPARTMENT - requests approvalfor Unnit Graham to attend the 2002 Texas Compensation and Benefits Conferencein Dallas, Texas on September 25-27, 2002: $295 is available in General Fund,Human Resources Department, Classroom Training Account, FY Budget 2002,(00120.1040.02440.2002).

7) HOUSEHOLD HAZARDOUS WASTE PROGRAM - requests approval for 3staff to attend the National Household Hazardous Waste Conference and TraEllngSessions in Dallas, Texas on September 3-7,2002: $1,400 is available in Fund 0532,HHW Department, Project Account, FY Budget 2002, (00532.3340.94017.2002).

8) HEALTH AND HUMAN SERVICES DEPARTMENT - requests approval for:

a) AI Gonzales to provide technical assistance for State Region 7 STD Programin Temple, Texas on September 17-19,2002: $630 is available in Grant Fun~VD Epidemiology Department, Conference Training Account, FY Budget2002, (00466.8706.02460.2002).

EXCEPTION TO TRAVEL REOUESTSUNLESS SPECIFICALLY OBJECTED TO. ALL ITEMS PRESENTED

AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

b) AI Gonzales to provide technical assistance for the EI Paso Health Departmentin EI Paso, Texas on September 8-12, 2002: $1,160 is available in GrantFund, VD Epidemiology Department, Conference Training Account, FYBudget 2002, (00466.8706.02460.2002).

9) SHERIFF'S DEPARTMENT - requests approval for Sgt. Chris Smith, DeputiesDaniel Plumer and Richard Huey to instruct Commercial Vehicle License and WeightSchool for Harris County Sheriff's Department in Houston, Texas on August 25-30,2002 and use of a County vehicle with gas credit cards and no other expense toDallas County.

141

MISCELLANEOUS

(1) DEPARTMENTS: 5420ITEMS:ESTIMATED COST:FUNDING SOURCE:EXPENDITURE SOURCES:

PROPOSED ACTION:

Truancy Courts4 - work tables ($l64/each)$656Within Budget00120.5420.02090.2002(General Fund. TruancyCourt Department. Property under $5,000 FY2002)Four tables are requested to be utilized at both courtlocations to provide additional work space for DISDofficials in addition to the truancy staff processingdefendants as they enter and exit the courtroom. Thefunds are available in the current FY2002 Budget.Recommended by Office of Budget & Evaluation.

TELECOMMUNICAnONS REOUESTS

Law Library M-0208025 requests to install ten new data-line cables on the 2nd floor of theGACB for a upgrade project. Installation: $580.00; no monthly service increase.Recommended.

Health & Human Services M-0208024 requests to install a multi-line phone on the~ floorfor the Section 8 program. Installation: $33.00; no monthly service increase.Recommended.

Elections M-0207080 & M-0207081 requests tp upgrade existing multi-line phones on the8th floor in room 820 to improve department efficiency. Installation: $198.00; no monthlyservice increase. Recommended.

Funding for the above request is available from countywide Department 800, line item 432,Telephone Contingency.

Pagers

District Clerk M-0207050 requests to provide three pagers to three department employeesto support better communications. Monthly service increase: $2.75;. Recommended.

142

Constable Precinct 1 M-0207069 requests to replace a pager that was being used by aDeputy that has deceased and pager cannot be located. Installation: $30.00; no monthlyservice increase. Recommended.

Health & Human Services M-0207002 requests to provide a pager for the R.N. on the 5th

floor room 522 to provide contact during emergencies. Monthly service increase: $2.75;.Recommended.

Psychiatry M-0207052 requests to provide a pager which is required for the on-callPhysician. Monthly service increase: $2.75;. Recommended.

Pagers are funded by the requesting department unless otherwise indicated

143

DALLAS COUNTYDEPARTMENT OF HEALTH AND HUMAN SERVICES

ADMINISTRATION 02 A!~~ 21 Pil 3: 33

&Itty CubNth-LimIIDirector

ZM:hMy S. Thomp$onDeputy Director

MEMORANDUM

TO:

FROM:

DATE:

COMMISSIONERS COURT

Betty Culbreath-Lister, Director

August 27, 2002

SUBJECT: CITY OF DALLAS (BIOTERRORISM DETECTION AND RESPONSESERVICES) SUPPLEMENTAL AGREEMENT NO.2, COUNCILRESOLUTION NO. 02-1955

BACKGROUND

Dallas County Health and Human Services (Bioterrorism Detection and ResponseServices) has received the City of Dallas Supplemental Agreement No.2 to the GeneralFund Interlocal Agreement between the City of Dallas and Dallas County Health andHuman Services to add additional funding to the existing contract, as authorized byCouncil Resolution No. 02-1955.

OPERATIONAL IMPACT

There is no impact on operations.

LEGAL IMPACT

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

PROJECT SCHEDULE

The effective term of the contract is June 26, 2002 through September 30, 2002.

FINANCIAL IMPACT

This supplemental agreement adds $2,850 to the category of fringe benefits. There is nofinancial impact to Dallas County.

23n N.Stemmons FreewaySuite 644 • LB 12

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

144

Commissioner's CourtAugust 27, 2002

Page 2

RECOMMENDATION

It is respectfully recommended that the Dallas County Commissioners' Court does herebyapprove the contract with the City of Dallas (Bioterrorism Detection and ResponseServices) Supplemental Agreement NO.2 to the General Fund Intertocal Agreement to addadditional funding to the contract as authorized by Council Resolution No. 02-1955, andauthorize the County Judge to sign the contract on behalf of Dallas County..

Recommended bY:~r:--_~---Jr--:7'r;;;.;..c..-",,----

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

Z3n N.Stemmons FreewaySuite 644 • LB 12

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

THE STATE OF TEXAS

COUNTY OF DALLAS

))))

145

SUPPLEMENTAL AGREEMENT NO. 1TO INTERLOCAL AGREEMENT

TIDS SUPPLEMENTAL AGREEMENT 1 to that certain InterlocaI Agreement (the

"Contract") by and between the City of Dallas, a Texas municipal corporation (the "City"), and

Dallas County Department of Health and Human Services, a political subdivision of the State of

Texas (the "Contractor"), evidences the following:

1. The Statement of Services of the Contract is revised as follows:

Exhibit A, Page 1 of 1.

2. The term of the Contract is revised as follows:

NO CHANGE

3. The Contract is further amended as follows:

Exhibit C - Page 1 of 2, Request for PaymentPage 2 of 2, Budget Revision Request Form

4. The Contract payment provisions are revised as follows:

Funding added by this supplemental agreement:

Supplemental Agreement 1Biological Terrorism Response Plan

1

$2,850

146

5. All other tenns, provisions, conditions, and obligations of the Contract between theCity and Contractor shall remain in full force and effect, and said Contract, and this SupplementalAgreement 1 shall be construed together as a single contractual agreement.

Executed as of this day of , 2002, by the City acting through its CityManager, duly authorized by City Council Resolution No. 02·1955, effective June 26, 2002, and byContractor, acting through its duly authorized officials.

APPROVED AS TO FORM:MADELEINE B. JOHNSONCi ty Attorney

BY _Michael Bostic i"l"PlAssistant City Attorney

RECOMMENDED BY DIRECTOR:

Karen Bradford, Interim DirectorEnvironmental and Health ServicesDepartment

Supplemental Agreement IBiological Terrorism Response Plan

CITY OF DALLAS:TEODORO 1. BENAVIDESCity Manager

BY__-=--.,.-.,..-- ~

Assistant City Manager

CONTRACfOR:Dallas County Department of Health and HumanServices

BY --:::--:-- _Director

BY ~---=-__:_--

County Judge

APPROVED AS TO FORM:

District Attorney

2

1~7

SA #1:06/17/02

Exhibit A

Dallas County Department of Health and Human ServicesU. S. Department of Health an~ Human Services

Public Health Services Grant

Statement of Services

The risk to the citizens of Dallas from communicable disease and biological warfare agents hasincreased significantly with the heightened international unrest and the threat of bio-terrorism. Thereis a need for enhanced surveillance to detect and monitor a potential bio-terrorist event.

The City of Dallas currently contracts with Dallas County Department of Health and Human Servicesto serve as the designated Health Authority for the City of Dallas and perform all duties as pr.escribedby the Texas Health and Safety Code. The City of Dallas also contracts with Dallas County to fund anEpidemiologist position responsible for contacting physicians and hospitals county-wide to identify andrecord the number of new cases of HIV and AIDS.

The County will expand its Communicable Disease Surveillance and Control Division with the additionof a statistician position to strengthen bio-chemical detection notification. The staff person will reportstatistical and risk data to the Centers for Disease Control and Prevention, Texas Department ofHealth, and local health departments as required by state and federal law.

Old Budget

Staff SalaryBenefits

Total

Revised Budget

Staff SalaryBenefitsEquipment

Total

$30,000.00$ 0.00$30,000.00

$30,000.002,000.00

850.00$32,850.00

Exhibit A. Page 1 of 1

148

SA #1: 06/17/02Exhibit C

u. S. Department of Health and Human ServicesPubUc Health Services Grant

Request for Payment

Contractor Dallas County Department of Healthand Human Services

Address 2377 Stemmons Freeway, 2nd FloorDallas. Texas 75207-2017

Reporting Period: _Encumbrance No. DFD20990565Resolution No. Vendor No. 249643ATerm: 10/01/01 - 9/30/02

Budgeted ExpensesI. Cost Categories Amount This Period

Staff Salary $ 30,000.00 $Benefits $ 2.000.00 $Equipment $ 850.00 $

Subtotal $ 32,850.00 $

Total $ 32,850.00 $

II. Total Not to Exceed Contract Amount

CumulativeYear-T~DateTotal

$$

$

$32,850.00

Amount of This RequestLess: Program IncomeIFeesCURRENT AMOUNT DUE

Payments Received to DatePayments in Transit

Total Contract Payments to Date

Funds Remaining

ill. Program IncomeIFees

+

=

++

$------$( )

$-------

$-----$-------

$,-----

$-----

AlTIount Collected YTD: _

CERTIFICAnONI certify that this billing statcment reflects actual reimbursable costs associated with thc provision of the term ofthe contract between Dallas County Department of Health and Human Services. I also certify that all requireddocumentary evidence has been submitted along with the billing statement in accordance with the proceduresestablished by the City of Dallas and that Dallas County Department of Health and Human Services iscomplying with the City of Dallas Implementation Plan for Ozone Alert Days.

Signature

Payment Authorized:[ ] Yes [ ] No

Exhibit C, Page 1 of2

Date

Date:, _

149

SA#1: 06·17.02EXHIBIT C

Budget Revision Request Form

Dallas County Health and Human ServicesU. S. Department of Health and Human Services

Sio-terrorism

Contract Period: 10/1/01-9/30/02

Cost CategoryOriginalBUdget

ChangeRequested

RevisedBUdget

Reason for requested change:.

Signature of Authorized Executive

Printed Name

Date _City of Dallas Representative

Date _

Request Approved I Denied

Exhibit C, Page 2 of 2

150

COI({lCA- CHAMBER

U~1955

June 26. 2002

WHEREAS, Council Resolution No. 99-1868 authorized acceptance of a grant awardfrom the U S. Department of Health and Human Services, Public Health Service, in theamount of $200.000, to assist local jurisdictions in developing a Biological TerrorismResponse Plan: and

WHEREAS, Council Resolution No. 01-3678 authorized a contract with Dallas CountyDepartment of Health and Human Services to fund a statistician position to strengthenbio-chemical detection and notification; and '

WHEREAS, an existing funding source designated for enhancement of bio-terrorlsmdetection and response services is available from a grant awarded to the City of Dallasfrom the United States Public Health Services; NOW THEREFORE,

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

Section 1. That the City Manager is hereby authorized to enter into SupplementalAgreement NO.1 with Dallas County Department of Health and Human·Services Department to increase funding for the statistician position,purchase equipment. and execute any and all documents required by thisagreement for the period of October 1, 2001 through September 30, 2002,in an amount not to exceed $2.850.

Section 2. That the City Controller is hereby authorized to disburse funds from FundOS92. Agency DFD. Org. 2099. Object Code 3070. Encumbrance No.DFD20990581, Vendor No. 254643, in an amount not to exceed $2,850.

Section 3. That this resolution shall take effect immediately from and after itspassage in accordance with the provisions of the Charter of the City ofDallas, and it is accordingly so resolved.

APPROVED BY

CITY COUNCiLDistribution: Environmental and Health Services

FireCity Attorney's OfficeOffice of Financial Services. 4FN .ULN 26 2002Office of Financial Services, Regina Givens, 4BN

~9~City Secretary

BRIEFING AGENDA August 27, 2002 ... · BRIEFING AGENDA August 27, 2002...

Documents

Transcript of BRIEFING AGENDA August 27, 2002 ... · BRIEFING AGENDA August 27, 2002...