Docstoc

btl;ZQ9 - Dallas County

Document Sample
btl;ZQ9 - Dallas County Powered By Docstoc
					              DALLAS COUNTY COMMISSIONERS COURT
                        BRIEFING AGENDA


                               November 18, 2003




     ITEMS FOR THE DECEMBER 2ND BRIEFING, BOTH FORMAL AND
       BRIEFING SESSION, MUST BE SUBMITTED NO LATER THAN
              12:00 P.M. ON FRIDAY, NOVEMBER 21, 2003




      REPORTfRECOMMENDATIONSfREOUESTS                                 PAGE NOS.


1)    SHERIFF'S DEPARTMENT

      a)   Software Purchase / Credit Exchange with VisionAIR               4-10

      b)   El Centro College Funding                                        11-15

      c)   Greater Dallas-Fort Worth Regional Law Enforcement
           Interlocal Assistance Agreement                                 16-28

2)    HEALTH and HUMAN SERVICES

      a)   Reallocation ofFY 2002 Housing Opportunities for Persons
           with AIDS Contract Funds                                         29-31

      b)   Reallocation ofFY 2003-2004 Ryan White C.AR.E. Act Title I
           Contract Funds                                                  32-35

      c)   Department of Health and Human Services Office of the
           Surgeon General- Medical Reserve Corps Grant..                  36-40

      d)   Application for Year 2004 Ryan White Title II Administrative
           Agency Function                                                 41-65
                                                 2


     e)    Application for Year 2004 Ryan White Title II Service
           Delivery Program.. ,. ' ,    ' ,    , ,      ,        ,           ,       ,        66-111


3)   INSTITUTE of FORENSIC SCIENCES

     a)     Indigent and Unclaimed Decedent Disposition..................... .. .. 112-125

     b)     No Suspect Casework DNA Backlog Reduction Program: Forensic
            Biology Professional Services Contract                    126-137


4)   IT SERVICES

     Civil and JP Court Infrastructure Upgraded Project.       ,                             138-148


5)   OFFICE of BUDGET and EVALUATION

     a)     FY2004 D.D.A. Rollover..                               ,                         149-152

     b)     FY2005 Criminal Justice Division VOCA Grant Applications....... 153-156
             (COURT ORDERS ON FORMAL AGENDA)


6)    JUVENILE DEPARTMENT

     FY 2004 Residential substance Abuse Treatment Grant                 ,       ,           157-172


7)    HUMAN RESOURCE/ CIVIL SERVICES

     a)     Benefit Documents Scanning and Storage              ,                        ,       173

     b)     Request for Exception to County's Nepotism Policy ..... ,......... ,.... 174-175

     c)     2003 HMO Agreement with Southwest Texas HMO, Inc.
            d/b/a HMO Blue Texas                                                             176-177


8)   DEPARTMENT of PLANNING and DEVELOPMENT

     a)     Proposed Revision to Emergency Shelter Grant RFP ........ ,' .. '... 178-181
                   (COURT ORDER ON FORMAL AGENDA)
                                                                                     ..
                                                     3


       b)      Alternative Performance Bond Requirements for Bonner
               AssociateslHousing Reconstruction Project.           .           182-184


9)     Nliscellaneous, Travel Requests, Miscellaneous Equipment, and
       Telecommunication Requests....                    .                      185-189


10)    PUBLIC COMMENTS

       Speaker                                                                       NIA




            FIVE SIGNATURE DOCUMENT(s) FOR CONSIDERATION

                             Minister's Letter of Apprec:fation




                              DATE(s) TO REMEMBER

                 TWENTY-SECOND ANNUAL DALLAS COUNTY




                            COMMISSIONERS COURT

                          THANKSGnnNGLUNCHEON

                             Tuesday, November 25,2003

                          Administration Building, 2 nd Floor

                                            At

                                       12:00 p.m.

Please contact Joanna Diaz at jdiaz(mdaJlascountv.org by Friday, November 21 st to
RSVP and let her know what you will be bringing to the luncheon.
                                                4



Date:         October 30, 2003

To:           Commissioners Court

From:         Chief Deputy Gary Lindsey / Office of General Services

Subject:      Software Purchase / Credit Exchange with VisionAIR

BACKGROUND OF ISSUE

On July 23, 2002, the Dallas County Commissioners Court entered into an
agreement with VisionAIR, court order #2002-1302, for the purpose of
exchanging unused license agreements, as well as their associated maintenance
and support costs, that were purchased as a package deal with the then new,
CAD (Computer Aided Dispatch) system, for credits towards future training and
software purchases. The total amount credit1d to Dallas County with the
VisionAIR Corp. was 40,282.55.

The Sheriffs Department has utilized 24,000.00 in credits from VisionAIR for
training approx. 170 deputies on the Paperless Reporting System and the
Records Management System.

The remaining credits are to be utilized for the purchase of the Geolocator
software for the CAD system. This is mapping software that will plot 911 calls on
a map that that is viewed by the dispatcher. This will include wireless cell phone
calls upon the implementation of Phase II Wireless E-911 program. Secondly,
this mapping software will display department vehicles equipped with AVl,
(Automatic Vehicle locator), which utilizes GPS technology to track and map
such vehicles. This will provide us with yet another level of safety for our deputies
in the field.

The purpose of this briefing, therefore, is to seek approval from the
Commissioners Court, per court order #2002-1302, which authorizes the Sheriffs
Department to utilize the credit amount for training and "future software
purchases", to utilize 14,372.80 in credits with VisionAIR for the purchase of the
Geolocator software.


OPERATIONAL IMPACT

There will be no operational impact, as VisionAIR personnel will install the
software.
LEGAL IMPACT

Implementing this software program will lessen the liability burden on Dallas
County. The GeoLocator has the ability to record critical data, such as, speed of
the vehicle any time it is in motion, and it will record the vehicle's location every 3
seconds, thus providing critical evidence that could be utilized to combat lawsuits
against the department.

FINANCIAL IMPACT

This exchange is performed at no cost to Dallas County.

PERFORMANCE IMPACT
The performance of our department could improve in several ways. Response
times could improve due to the dispatchers being able to view the closest unit to
a call, instead of assigning the "district squad". ~ will give us the ability to view
the location of a wireless 911 caller, even if the caller does not know where they
are. It would be especially advantageous in locating a single car accident where
the vehicle has gone off the road and is not visible from the road. Without this
software, if the previous scenario were to occur, the dispatcher would have to
locate the caller by utilizing the "X and Y" coordinates by plotting them on a
stand-alone map.

RECOMMENDATIONS

In so far as the Commissioners Court has already approved the use of credits
held by the VisionAIR Corp. for Dallas County for the purchase of software for
the CAD system,

It is therefore recommended that the Commissioners Court approve the
exchange of Dallas County credits held by the VisionAIR Corp. in the amount of
14,372.80 for the GeoLocator software which will be installed on the CAD
system.

NOTE: VisionAIR has provided a "Change Control Form", which is the binding
document for this transaction. This form details the exchange of credits for
software, and must be signed by the County Judge in order to effect the
exchange.
                                                              6

                                                COURT ORDER

ORDER NO.       2002 1302
DATE:           JUL 23 2002                                                                 ~(Opy
STATE OF TEXAS                  §
COUNTY OF DALLAS                §
BE IT REMEMBERED, at a regular meeting of the Commissioners Court of Dallas County, Texas, held on
the   23rd     day of                    July                      , 2002, on motion made by Mike Cantrell
  Conmissioner of District No. 2:'                                  , and seconded by      Jim Jackson
  Conmissioner of District N o . 1 , the following Order was adopted:

WHEREAS,        On July 9,2002 the Dallas County Commissioners Court was briefed on a recommendation to enter into
                an agreement with VisonAIR to return unused license agreements and associated maintenance and support
                costs in exchange for credit towards future training and software purchases; anq.

WHEREAS,        the Dallas County Commissioners Court through Commissioners Court Order 99-080 dated January
                12,1999 entered into a contractual agreement with VisionAIR to provide a CADIRMSIMDC system to
                the Dallas Sheriff's Department; and-

WHEREAS,        the Dallas Sheriff's Department has determined numerous original license agreements, purchased as a
                standard package, are not needed for the efficient operation of the system; anq

WHEREAS,        VisionAIR has agreed to give 50% credit for the software, support and maintenance cost, and 100% credit
                for the unused CAD conversion in the amount of$40,282.55 to be applied towards future training andlor
                software purchases; and

WHEREAS,        future expenses for annual software maintenance on the CADIRMSIMDC System will be reduced by
                $8,966.25 per year

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Court enter
into an agreement with VisionAIR for the returned license agreements (software fees ), unused maintenance and support
fees, and unused CAD conversion costs for credit in the amount of $40,282.55 and authorizes the Dallas Sheriff's
Department to utilize such credit amount for CADIRMSIMDC System training, and future software purchases .

IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that Dallas County Judge Lee F. Jackson is
authorized to sign such contracts on behalf of Dallas County.

             OPEN COURT this the 23rd       da~of                 J_ _ y _---',
                                                                   Ul _           200~

                                                                                  Mike Cantrell            \,
                                                                                  Commissioner, District     .2
                                                          7


                          VISION/\IR
                                     Change Control Form
                                         LEVEL II - LEVEL     m
                                             10/0212003
Job #:                   027150-1
Client:                  Dallas County
Contact:                 Lt Casey Monaghan - Dallas County
                         Jim Boyd - VisionAJR
Change Description       Exchange Training Days for GEO Locator License
Items no longer          TRMS2 RMS Onsite Training (12 Days)
required (include part
# and quantity)
New items required       GEO Locater (4 licenses)         VMVL-4                   $9,280.00
(include part # and      CAD Software Ins1allation        INSCAD                   $2,500.00
quantity)                CAD Project Management           PMCADI                   $92.80
                         CAD Network Configuratioo        NWtCAD                   $2,500.00
Financial Summary        Per a quote dated 09129/03. pricing for GeoLocator is $14.372.80


                         Per change orders 99 0296199 0300 -1 an9 -2, Dallas County was credited 32
                         days of prepaid training.
                         Dallas County used 5 days of training January 6 - 10, 2003. The remaining
                         training day balance is 27.


                         Upon process of this signed change order, VisionAlR will reassign 12 days of
                         training to the line items above. Therefore the balance of remaining training
                                                 =
                         days would be 27 - 12 15. These days will be used at the discretion of Dallas
                         County for Papertess and RMS training.


                         This leaves a difference of $27.20 which will be applied as a credit toward the
                         maintenance renewal.
CloseOut
Effective Date           10/2103
Client signature:                                             Date:
VisionAlR Project                                             Date:
Manager signature:
Reviewed By SCott G                                           Date:
Notification to 5aJes                                         Date:
Assessment
Notes:
Resolution
Notes:




New Change Order. doc                        Page 1
                                                         8


                          VISIONI\IR
                                     Change Control Form
                                         LEVEL 11- LEVEL ill
                                                10/0212003
Job #:                   027150-1
Client:                  Dallas County
Contact:                 Lt. Casey Monaghan - Dallas County
                         Jim Boyd - VlSionAiR
Change Description       Exchange Training Days for GEO Locator Ucense
Items no longer          TRMS2 RMS Onsite Training (12 Days)
required (include part
# and quantity)
New items required       GEO Locater (4 licenses)            VMVL-4                $9,280.00
(include part ## and     CAD Software Installation           INSCAD                $2,500.00
quantity)                CAD Project Management              PMCADI                $92.80
                         CAD Network Configuratiro           NWcCAD                $2,500.00
Financial Summary        Per a quote dated 09/29/03, pricing for Geolocator is $14,372.80


                         Per change orders 99 0296199 0300 -1 and -2, Dallas County was credited 32
                         days of prepaid training.
                         Dallas County used 5 days of training January 6 - 10, 2003. The remaining
                         training day balance is 27.


                         Upon process of this signed change order, VisionAlR will reassign 12 days of
                         training to the line items above. Therefore the balance of remaining training
                         days would be 27 - 12 = 15. These days will be used at the discretion of Dallas
                         County for Paperless and RMS training.


                         This leaves a difference of $27.20 which will be applied as a credit toward the
                         maintenance renewal.
Close Out
Effective Date           10/2/03
Client signature:                                              Date:
VisionAlR Project                                              Date:
Manager signature:
Reviewed By SCott G                                            Date:
Notification to Sales                                          Date:
Assessment
Notes:
Resolution
Notes:




New Change Order.doc                         Page I
                          VISION/\IR
                                     Change Control Form
                                         LEVEL 0- LEVEL ill
                                             10/0212003
Job#:                    027150-1
Client:                  Dallas County
Contact:                 Lt. Casey Monaghan - Dallas County
                         Jim Boyd - VisionAiR
Change Description       Exchange Training Days for GEO Locator Ucense
Items no longer          TRMS2 RMS Onsite Training (12 Days)
required (include part
# and quantity)
New items required       GEO Locater (4 licenses)         VMVL-4                   $9.280.00
(include part # and      CAD Software Installation        INSCAD                   $2,500.00
quantity)                CAD Project Management           PMCADI                   $92.80
                         CAD Network Configuratim         N\\t:CAD                 $2,500.00
Financial Summary        Per a quote dated 09129103, pricing for Geolocator is $14,372.80


                         Per change orders 99 0296199 0300 -1 and -2, Dallas County was credited 32
                         days of prepaid training.
                         Dallas County used 5 days of training January 6 - 10, 2003. The remaining
                         training day balance is 27.


                         Upon process of this signed change order, VisionAlR will reassign 12 days of
                         training to the line items above. Therefore the balance of remaining training
                                                 =
                         days 'M)uld be 27 - 12 15. These days will be used at the discretion of Dallas
                         County for Paperless and RMS training.


                         This leaves a difference of $27.20 which will be applied as a credit toward the
                         maintenance renewal.
Close Out
Effective Date           1012103
Client signature:                                             Date:
VisionAlR Project                                             Date:
Manager signature:
Reviewed By Scott G                                           Date:
Notification to sales                                         Date:
Assessment
Notes:
Resolution
Notes:




New Change Order.doc                         Page I
                                                      10
                                                                             Ti


                          V I S I 0 N- 1\ I R
                                     Change Control Form
                                       LEVEL n - LEVEL ill
                                                10/0212003
Job#:                    027150-1
Client:                  Dallas County
Contact:                 Lt. Casey Monaghan - Dallas County
                         Jim Boyd - VisionAJR
Change Description       Exchange Training Days for GEO Locator Ucense
Items no longer          TRMS2 RMS Onsite Training (12 Days)
required (include part
# and quantity)
New items required       GEO Locater (4 licenses)            VMVL-4                $9,280.00
(include part # and      CAD Software Installation           INSCAD                $2,500.00
quantity)                CAD Project Management              PMCADI                $92.80
                         CAD Network Configuration           N\\tCAD               $2,500.00
Financial Summary        Per a quote dated 09/29103, pricing for GeoLocator is $14,372.80


                         Per change orders 99 0296199 0300 -1 and -2, Dallas County      was credited 32
                         days of prepaid training.
                         Dallas County used 5 days of training January 6 - 10, 2003. The remaining
                         training day balance is 27.


                         Upon process of this signed change order, VisionAlR will reassign 12 days of
                         training to the line items above. Therefore the balance of remaining training
                                                 =
                         days \YOuld be 27 - 12 15. These days will be used at the discretion of Dallas
                         County for Paperless and RMS training.


                         This leaves a difference of $27.20 which will be applied as a credit toward the
                         maintenance renewal.
CloseOut
Effective Date           1012103
Client signature:                                              Date:
VisionAJR Project                                              Date:
Manager signature:
Reviewed By SCott G                                            Date:
Notification to sales                                          Date:
Assessment
Notes:
Resolution
Notes:




New Change Order_doc                         Page I
                                                         1 1


Memorandum
DALLAS COUNTY SHERiff'S DEPARTMENT                                  j!   (,i   I: : =-

                                                                                     DATE: 11/11/03


TO                       Honorable Members Dallas County Commissioners Court

FROM                      E. L. McMillan, Jr. #108

SUBJECT                  EI Centro College Funding

THROUGH                  Channels


                                     BACKGROUND INFORMATION

The Dallas County Sheriffs Department has worked with EI Centro College over the past several years to
provide computer classes for inmates. The program provides &asic computer skills to over 1,300 inmates
annually. Historically, funds for the program have been bUdgeted and paid out of the General Fund.
However, for FY 04, the decision was made to fund the program out of the Sheriffs Department Inmate
Commissary Fund. The shift in funding requires approval from the Dallas County Commissioners Court of
the Contract with EI Centro College allowing the college to be paid out of the Sheriffs Department Inmate
Commissary Fund.

                                         OPERATIONAL IMPACT

The Dallas County Sheriffs Department will provide classroom space, utilities, and telephone services in
the jail for the college. Inmate tuition, textbooks, and supplies will be paid for by the Sheriffs Department
Inmate Commissary Fund. The college will provide the instructors, process registrations, placement, and
class scheduling. All equipment and class space already exist as this program has been in the jail for
several years now.


                              FINANCIAL IMPACT & CONSIDERATIONS

The cost of this program is $50,000.00 and it will be paid for by the Sheriffs Department Inmate
Commissary Fund.

                                           RECOMMENDATION

Respectfully recommend the Dallas County Commissioners Court issue a court order recognizing the
Agreement with EI Centro College for FY 04 thereby acknowledging the payment of funds out of the
Sheriffs Department Inmate Commissary Fund.


                               --- ------- ,.
                               ___ ---~   /0-            "-
Recommended by: .........._ _-_--       ---',~~{-/-/-c::---?-1'~---
                           E. L. McMillan, Jr. #108
                           Chief Deputy
                           Office of Detention Technical Services
                                                     12
                                          COURT 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                            , 2003, on motion made by
 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, and seconded
 by                                                                                      , the following
 Order was adopted:

WHEREAS, the Office of Budget and Evaluation briefed the Commissioners Court on November 18, 2003
          regarding the FY2004 agreement with EI Centro College for an educational program for
          inmates; and

WHEREAS,      the Commissioners Court intends to approve the services described in the attached
              agreement; and

WHEREAS,      funding for the services to be provided is to be paid from the Inmate Commissary Fund
              and shall not exceed $50,000.

. IT IS THEREFORE ORDERED, ADJUDGED AND DECREED that the Dallas County Commissioners Court
  hereby approves the attached agreement.

DONE IN OPEN COURT this the _ _ day of                                  , 2003.




Margaret Keliher                   Jim Jackson                        Mike Cantrell
Dallas County Judge                Commissioner, District NO.1        Commissioner, District NO.2




               John Wiley Price                     Kenneth A. Mayfield
               Commissioner, District No. 3         Commissioner, District NO.4



Recommended by:
                                   JIM BOWLES, Sheriff
                                   Dallas County, Texas
                                                     13




 THE STATE OF TEXAS

 COUNTY OF DALLAS



                            INTERLOCAL AGREEMENT
                                         BETWEEN
        DALLAS COUNTY COMMUNITY COLLEGE DISTRICT
                                             AND
          THE DALLAS COUNTY SHERIFF'S DEPARTMENT

THIS AGREEMENT is made and entered into by' and between the Dallas County
Community College District (hereinafter called "District"), a Texas political subdivision of
higher education, on behalf of EI Centro College and the Dallas County Sheriff's
Department, (hereinafter called "Sheriff's Department"), and in compliance with the
provisions under the Interlocal Cooperation Act, Chapter 791, Texas Government Code
Annotated, hereby enter into this contract and agree according to the following terms:

                                               I.

The period of this contract shall be from October 1, 2003 through September 30,2004.

                                              II.

The purpose of the contract is to provide a cooperative educational program for the
inmates of the Dallas County Jail System. Only Coordinated Board approved credit and
non-credit courses will be offered.. '

                                              III.

District will provide the necessary instructor for inmates of the jail who register for the
credit and non-credit courses.

                                             IV.

Sheriff's Department will provide classroom facilities and space for other teaching related
activities, pay all utilities costs, and provide telephone services at the jail location.

                                              V.

District will bill the Sheriff's Department for said tuition for each individual enrolled with
aggregate amount not to exceed $50,000.00 for college-level classes. When tuition costs
reach this level, EI Centro will not schedule additional classed during this contractual year.
                                                     14




 The District will not be paid for any services rendered whicb- exceed the amOll-nt of
 appropriated funds. This appropriation may, however, be increased during the fiscal year
 to accommodate additional prisoners, and the District will be notified of any such
 increases.

 The tuition fees become payable in accordance -with normal District billing procedures
 applicable to its other enrollees. Credit course tuition fees will be based on DCCCD Board
 approved semester credit hour rates. Non-credit course tuition fees will be based on the
 same rate(s) as listed in the El Centro catalog of Community Service Programs for 2003-
 2004.

 It is agreed that the Sheriff's Department should not pay full tuition for inmates who drop
 the course within the first seven (7) calendar days of the commencement of the course. It is
 therefore agreed that the Sheriff's Department shall receive refunds of tuition for those
 inmates who drop a course and such percentage of refund as it relates to the total course
 tuition paid, and to the number of days of the course c6mpleted by such inmates prior to
 dropping same, shall be completed using the following formula:

  Date after commencement of course on             Percentage of refund to County:
      which inmate drops a course:
               1st to the SIn day                          70% refund
               6 th to the 7 th day                        2S% refund
               after the 7 th day                          No refund

                                             VI.

District will provide Program Coordinators, and assume full               responsibility for
registrations, placement, and class scheduling.

                                            VII.

The Sheriff's Department wiU provide required textbooks and supplies for inmates for the
contract period.

                                           VIII.

The District and the Sheriff's Department shall comply with Title VI of the Civil Rights
Acts of 1964 and the Rehabilitation Act of 1973. All program personnel will be advised by
the District of the meaning of these Acts.

                                            IX.

The parties acknowledge that the Sheriff's Department, by legal mandate has the
paramount duties to maintain order, maintenance, and security of aU Dallas County Jail
Facilities; and it is therefore understood and agreed that the Sheriff's Department has the
right, in the furtherance of these duties to suspend, remove, or refuse admittance of any
                                                 15




person, including employees, representatives or any agents of the District, into any Dallas-
County Jail Facility.
If the Sheriff's Department should exercise their aforestated rights, it is agreed that the
Sheriff's Department wiH provide the District, within a reasonable time, written reasons
for their actions. After such reasons are received and upon written request of the District,
representatives of the District and the Sheriff's Department shaH meet at a reasonable time
and place designated by the Sheriff's Department, and shaH in good faith, attempt to
resolve any problem which cause such action by the Sheriff's Department.

                                            x.
The above and foregoing contract expresses all compensation, of all kinds, due, or to be
due, by the Sheriff's Department to the DaHas County Community College District and its
instructors hereunder. This contract may only be amended by written agreement of the
parties.
                                                      ,
The terms of this contract shaH be construed in accordance with the laws of the State of
Texas. Venue for any legal action between the parties arising from this contract shaH be in
DaHas, County, Texas.

The foregoing Agreement, which becomes effective October 1, 2003 is hereby approved by
                           _
the parties hereto on the _4 _ day of No if,  ,2003.


            DALLAS COUNTY SHERIFF'S DEPARTMENT


                    By:
                           S   ~~
                               'ff ..




     DALLAS COUNTY COMMUNITY COLLEGE DISTRICT


                    By:



                           APPROVED AS TO FORiVl:



                    By:
                                                      16




                 C3~"y'MEMORANDUM
                         DALLAS COUNTY SHERIFF'S DEPARTMENT



Date           November 11,2003

To:            Allen Clemson, Dallas County Court Administrator

From:          Gary Lindsey, Chief Deputy, Office of General Services

Subject:       Greater Dallas-Fort Worth Regional Law Enforcement Interlocal Assistance
               Agreement

 Back&round                                                 ,
 The Dallas Sheri:fPs Department and the law enforcement agencies in the greater Dallas-Ft. Worth area
 have recognized the necessity and desirability ofentering into a "Regional Law Enforcement Interlocal
 Assistance Agreement."

 In furtherance of this objective, an agreement has been drafted and coordinated with the North Texas
 Police Chiefs Association, and other interested regional police agencies. The proposed agreement
 establishes a regional mutual aid law enforcement assistance to cooperate in the delivery ofpublic safety
 services to protect health, life and property. Statutory authority for such a mutual aid agreements is
 contained in Chapter 791 of the Texas Government Code and Section 362.002 of the Texas Local
 Government Code.

 This proposed mutual aid agreement allows for a member law enforcement agency to call upon other
 member agency(s) for assistance ofadditional personnel and equipment. The providing of assistance is
 discretionary with the requested member, and is subject to the availability of resources. 'No contractual
 obligation to provide resources is created, and all obligations under this agreement are voluntary.

 When law enforcement personnel and equipment are furnished pursuant to this agreement, they will be
 under the command of the requesting member's chief law enforcement officer or his designee. The
 responding member has, however, (in his sole discretion) the option to withdraw personnel and/or
 equipment and discontinue participation in any activity initiated pursuant to this agreement.

 Attached is a list of participating agencies that have executed the agreement.

 Legal Information

 As required by Chapter 791, the Interlocal Cooperation Contracts, the proposed agreement states that
 law enforcement officers assigned, designated, or ordered to perform law enforcement duties pursuant
 thereto shall receive the same wage, salary, pension, and all other compensation and all other rights for
                                                        7


such services, including injury or death benefits, and workers compensation benefits, the same as though
the service has been rendered within the limits ofthe member where the employee is regularly employed.
 In this connection, the agreement further provides that all wage and disability payments, include
worker's compensation benefits, pension payments, damage to equipment and clothing, medical
expenses and expenses of travel, food and lodging shall be paid by the member which regularly employs
such persons. Provisions ofthe agreement also state that in the event ofa lawsuit, the officer concerned
will be defended by the jurisdiction where he/she is regularly employed. Each party to the agreement
expressly waives all claims against other member agencies.

This agreement becomes effective between the parties immediately upon execution. Any party to the
agreement may terminate participation in the agreement by giving (30) thirty days written notice.

Recommendation

The regional mutual assistance agreement will benefit the County ofDalJas. The Sheriff's Department
is always ready to respond to other jurisdictions with manpower and equipment, and occasionally we
have received like responses from those other jurisdictions, This agreement clarifies the responsibilities
and points out the legal issues involved.

It is recommended the Court authorize the Sheriff's Department's participation in the Mutual Aid
Agreement and authorize the County Judge to execute the Agreement.
                               18
Mutual Aid Agreement Membership List With Resolutions
                 As of November 4, 2003

 Addision PD                          Lewisville PD
 Allen PD                             Mansfield PD
 Alvarado PD                          McKinney PO
 Argyle PD                            Mesquite PD
 Arlington PD                         Murphy PD
 Azle PD                              North Richland Hills PD
 Bedford PD                           Pantego PO
 Bells PD                             Plano PD
 Blue Mound PD                        Prosper PO
 Bridgeport PD                        Richardson PD
 Burleson PD                          Richland Hills PD
 Carrollton PD                        River Oaks PO
Cedar Hill PD                         Roanoke PO
 Cleburne PD                          Rockwall PO
Cockrell Hill PD                    , Rowlett PD
Colleyville PD                        Saginaw PO
Collinsville PD                       Sherman PD
Coppell PD                            Southlake PD
Corsicana PD                          The Colony PO
Dallas PD                             University Park PD
Decatur PD                            Waxahachie PD
Denison PD                            Weatherford PD
Denton PD                             Westworth PD
Desoto PD                             Whitesboro PO
Duncanville PD                        Wylie PO
Euless PD
Farmers Branch PD
Flower Mound PD
Frisco PD
Glen Heights PD
Grand Prairie PD
Grapevine PD
Greenville PD
Haltom City PD
Heath PD
Highland Park DPS
Highland Village PD
Hudson Oaks PD
Hurst PD
Irving PO
Keller PD
Kennedale PO
Lake Worth PD
Lancaster PD
                                                                 19
       CHAPTER 362. LAW ENFORCEMENT SERVICES PROVIDED THROUGH COOPERATION
         OF MUNICIPALITIES, COUNTIES, AND CERTAIN OTHER LOCAL GOVERNMENTS


       § 362.001. Definitions


       In this chapter:


       (I) "Joint airport" means an airport that is operated jointly by two municipalities and that is situated in
       two counties.


       (2) "Law enforcement officer" means a municipal police officer, sheriff, deputy sheri.ff, constable, deputy
       constable, marshal, deputy marshal, investigator of a district attorney's, criminal district attorney's, or
       county attorney's office, or police officer of a joint airport who has been commissioned as a peace officer
       under the laws of this state.

                                                                      ,
       Acts 1987, 70th Leg., ch. 149, § 1, eff. Sept. 1, 1987.


       Amended by Acts 1999, 76th Leg., ch. 210, § 1, eff. May 24, 1999..


       § 362.002. Law Enforcement Assistance


       (a) A county, municipality, or joint airport may, by resolution or order of its governing body, provide for,
       or authorize its chief administrative officer, chief of police, or marshal to provide for, its regularly
       employed law enforcement officers to assist another county, municipality, or joint airport. This assistance
       may be provided only when the mayor or other officer authorized to declare a state of civil emergency in
       the other county, municipality, or joint airport considers additional law enforcement officers necessary to
       protect health, life, and property in the county, municipality, or joint airport because of disaster, riot,
       threat of concealed explosives, or unlawful assembly characterized by force and violence or the threat of
       force and violence by three or more persons acting together or without lawful authority.


       (b) A county, municipality, or joint airport may, by resolution or order of its governing body, enter into
       an agreement with a neighboring municipality, joint airport or contiguous county to form a mutual aid
       law enforcement task force to cooperate in criminal investigations and law enforcement. Peace officers
       employed by counties, municipalities, or joint airports covered by the agreement have only the additional
       investigative authority throughout the region as set forth in the agreement. The agreement must provide
       for the compensation of peace officers involved in the activities of the task force.


       (c) A law enforcement officer employed by a county, municipality, or joint airport that is covered by the
       agreement may make an arrest outside the county, municipality, or joint airport in which the officer is



lof2                                                                                                        11/11/03 12:20 PM
                                                                   20
          employed but within the area covered by the agreement. The law enforcement agencies of the area where
          the arrest is made shall be notified of the arrest without delay, and the notified agency shall make
          available the notice of the arrest in the same manner as if the arrest were made by a member of that
          agency.


          Acts 1987, 70th Leg., ch. 149, § 1, efI Sept. 1, 1987.


          § 362.003. Provisions Relating to Law Enforcement Officers


          (a) While a law enforcement officer regularly employed by one county, municipality, or joint airport is in
          the service of another county, municipality, or joint airport according to this chapter, the officer is a
          peace officer of the latter county, municipality, or joint airport and is under the command of the law
          enforcement officer who is in charge in that county, municipality, or joint airport. The officer has all the
          powers of a regular law enforcement officer of that county, municipality, or joint airport as fully as if the
          officer were in the county, municipality, or joint airport where regularly employed. Qualification for office
          in the territory of regular employment constitutes qualification for office in the other county, municipality,
          or joint airport and no additional oath, bond, or compensatio~needed.


           (b) The law enforcement officer who is ordered by the official designated by the governing body of the
           county, municipality, or joint airport to perform police or peace duties outside the limits of that county,
           municipality, or joint airport where regularly employed is entitled to the same wage, salary, pension, and
       . . other compensation and rights, including injury or death benefits, as if the service were rendered in the
           county, municipality, or joint airport of the officer's regular employment. The officer is also entitled to
           payment for any reasonable expenses incurred for travel, food, or lodging while on duty outside the limits
           ofthe territory of the officer's regular employment.


         (c) The county, municipality, or joint airport regularly employing the law enforcement officer shall pay all
         wages and disability payments, pension payments, damages to equipment and clothing, medical expenses,
         and travel, food, and lodging expenses. The county, municipality, or joint airport whose authorized
         official requested the services shall reimburse the original county, municipality, or joint airport after the
         payment is made and reimbursement is requested. Each county, municipality, or joint airport may make
         these payments and reimbursements regardless of any provision in its charter or ordinances to the
         contrary.


         Acts 1987, 70th Leg., ch. 149, § 1, efI Sept. 1, 1987.




20f2                                                                                                            11111103 12:20 PM
                                                           21
        CHAPTER 362. LAW ENFORCEMENT SERVICES PROVIDED THROUGH COOPERATION
            OF MUNICIPALITIES, COUNTIES, AND CERTAIN OTHER LOCAL GOVERNMENTS


        § 362.001. Definitions


        In this chapter:


       (1) "Joint airport" means an airport that is operated jointly by two municipalities and that is situated in
       two counties.


       (2) "Law enforcement officer" means a municipal police officer, sherift: deputy sherift: constable, deputy
       constable, marshal, deputy marshal, investigator of a district attorney's, criminal district attorney's, or
       county attorney's office, or police officer of a joint airport who has been commissioned as a peace officer
       under the laws ofthis state.
                                                                 ,
       Acts 1987, 70th Leg., ch. 149, § 1, eff. Sept. 1, 1987.


       Amended by Acts 1999, 76th Leg., ch. 210, § 1, eff. May 24, 1999.


       § 362.002. Law Enforcement Assistance


       (a) A county, municipality, or joint airport may, by resolution or order of its governing body, provide for,
       or authorize its chief administrative officer, chief of police, or marshal to provide for, its regularly
       employed law enforcement officers to assist another county, municipality, or joint airport. This assistance
       may be provided only when the mayor or other officer authorized to declare a state of civil emergency in
       the other county, municipality, or joint airport considers additional law enforcement officers necessary to
       protect health, life, and property in the county, municipality, or joint airport because of disaster, riot,
       threat of concealed explosives, or unlawful assembly characterized by force and violence or the threat of
       force and violence by three or more persons acting together or without lawful authority.


       (b) A county, municipality, or joint airport may, by resolution or order of its governing body, enter into
       an agreement with a neighboring municipality, joint airport, or contiguous county to form a mutual aid
       law enforcement task force to cooperate in criminal investigations and law enforcement. Peace officers
       employed by counties, municipalities, or joint airports covered by the agreement have only the additional
       investigative authority throughout the region as set forth in the agreement. The agreement must provide
       for the compensation of peace officers involved in the activities of the task force.


       (c) A law enforcement officer employed by a county, municipality, or joint airport that is covered by the
       agreement may make an arrest outside the county, municipality, or joint airport in which the officer is



10f2                                                                                                       11/11/03 12:20 PI
                                                              22
       employed but within the area covered by the agreement. The law enforcement agencies of the area where
       the arrest is made shall be notified of the arrest without delay, and the notified agency shall make
       available the notice of the arrest in the same manner as if the arrest were made by a member of that
       agency.


       Acts 1987, 70th Leg., ch. 149, § 1, eff. Sept. 1, 1987.


       § 362.003. Provisions Relating to Law Enforcement Officers


       (a) While a law enforcement officer regularly employed by one county, municipality, or joint airport is in
       the service of another county, municipality, or joint airport according to this chapter, the officer is a
       peace officer of the latter county, municipality, or joint airport and is under the command of the law
       enforcement officer who is in charge in that county, municipality, or joint airport. The officer has all the
       powers ofa regular law enforcement officer of that county, municipality, or joint airport as fully as if the
       officer were in the county, municipality, or joint airport where regularly employed. Qualification for office
       in the territory of regular employment constitutes qualification for office in the other county, municipality,
                                                                     ,
       or joint airport and no additional oath, bond, or compensation is needed.


       (b) The law enforcement officer who is ordered by the official designated by the governing body of the
       county, municipality, or joint airport to perform police or peace duties outside the limits of that county,
       municipality, or joint airport where regularly employed is entitled to the same wage, salary, pension, and
       other compensation and rights, including injury or death benefits, as if the service were rendered in the
       county, municipality, or joint airport of the officer's regular employment. The officer is also entitled to
       payment for any reasonable expenses incurred for travel, food, or lodging while on duty outside the limits
       of the territory of the officer's regular employment.


       (c) The county, municipality, or joint airport regularly employing the law enforcement officer shall pay all
       wages and disability payments, pension payments, damages to equipment and clothing, medical expenses,
       and travel, food, and lodging expenses. The county, municipality, or joint airport whose authorized
       official requested the services shall reimburse the original county, municipality, or joint airport after the
       payment is made and reimbursement is requested. Each county, municipality, or joint airport may make
       these payments and reimbursements regardless of any provision in its charter or ordinances to the
       contrary.


       Acts 1987, 70th Leg., ch. 149, § 1, eff. Sept. 1, 1987.




20f2                                                                                                         11/11/03 12:20 PM
                                              23


                  GREATER DALLAS-FORT WORTH REGIONAL
                 LAW ENFORCEMENT MUTUAL AID TASK FORCE
                              AGREEMENT

 1. Preamble:

        WHEREAS, the governmental entities which are parties to this agreement desire
to form a law enforcement mutual aid task force to cooperate in the investigation of
criminal activity; enforcement of the laws of this State; and, to protect health, life and
property from riot, disaster, threat of concealed explosives, unlawful assembly
characterized by force and violence or threatened violence by groups of three or more
persons; and,

         WHEREAS, Chapter 791, et. seq. of the Texas Government Code authorizes local
government entities to enter into Interlocal Contracts and Section 362.002 of the Texas
Local Government Code specifically authorizes Mutual Aid Task Force agreements such
as this agreement;
                                                    ,
      NOW, THEREFORE, it is mutually agreed by the parties hereto to enter into this
Agreement upon the following terms:

2. Definitions:

       The following terms shall have the following meanings when used in this
Agreement:
                    "Law Enforcement Officer" means any commissioned peace
            officer as defined under the Texas Code of Criminal Procedure.

                       "Member" means any local government entity, including the
                Dallas-Fort Worth International Airport Board (hereinafter "DFW
                Airport"), which is a party to this Agreement.

                       "Chief Law Enforcement Officer" means the Chief of Police or the
                Director of Public Safety of a municipality or DFW Airport, or the Sheriff
                ofa County.

                       "Requesting Member" means a member who requests law
                enforcement assistance from another member under this Agreement.

                        "Responding member" means a member to whom a request for
                assistance is directed by a requesting member under this Agreement.




DFW Regional Mut Aid Agreement· Page 1
                                              24

     3. Name:

       The members hereby form a mutual aid law enforcement task force to be named
the Greater Dallas-Forth Worth Regional Law Emorcement Mutual Aid Task Force
(hereinafter "Task Force").
4. Purpose:

        The purpose of the Task Force is to cooperate in the investigation of criminal
activity; enforcement of the laws of this State; and, to protect health, life and property
from riot, disaster, threat of concealed explosives, unlawful assembly characterized by
force, and violence or threatened violence by groups of three or more persons.

5.   Request for Assistance:

       Any request for assistance under this Agreement shall, when reasonably possible,
include a statement of the amount and type of equipment and number of law enforcement
personnel requested, and shall specifY the location to which the equipment and personnel
are to be dispatched. However, the amount an4 type of equipment and number of
personnel actually furnished by a responding member shall be determined by the
responding member's chieflaw enforcement officer or his designee.

6.      Response to Request for Assistance:

         Responding members will assign law enforcement officers to perform law
enforcement duties outside the responding member's territorial limits, but within the
territorial limits of a requesting member,        subject to the responding member's
determination of availability of personnel and discretion when:

       A.       Such assignment is requested by the chief law eilforcement officer or his
designee, of a requesting member, and

         B.      The chief law enforcement officer, or his designee, of the responding
member has determined, in his sole discretion, that the assignment is necessary to fulfill
the purposes of this agreement in providing police protection and services within the
territorial limits of the requesting member.

7.      Operational control:

        All personnel of the responding member shall report to the requesting member's
officer in--tactical control at the location to which said law enforcement personnel have
been dispatched and shall be under the operational command of the requesting member's
chief law enforcement officer or his designee.




DFW Regional Mut. Aid Agreement· Page 2
                                               25

8.         Release:

        Law Enforcement Officers of the responding member will be released by the
requesting member when their services are no longer necessary.

9.        Withdrawal from Response:

       The chief law enforcement officer, or his designee, of the responding member, in
his sole discretion, may at any time withdraw the personnel and equipment of the
responding member or discontinue participation in any activity initiated pursuant to this
Agreement.

10.      Qualifications of Office and Oath:

        While any law enforcement officer regularly employed by a responding member
is in the service of the requesting member under this Agreement, said law enforcement
officer shall be deemed to be a peace officer of the requesting member and be under the
command of the requesting member's chieflaw enf,rcement officer with all powers of a
law enforcement officer of the requesting member as if said law enforcement officer were
within the territorial limits of the governmental entity where said officer is regularly
employed. The qualifications of office of said law enforcement officers where regularly
employed shall constitute his or her qualifications for office within the territorial limits of
the requesting member and no additional oath, bond or compensation shall be required.

11.      Right to Reimbursement:

       Each party to this agreement, when providing services of personnel as a
responding party, expressly waives the right to receive reimbursement for services
performed or equipment utilized under this Agreement even though a request for such
reimbursement may be made pursuant to Chapter 362 of the Texas Local Government
Code.

12.      Officer Benefits:

        Any law enforcement officer or other police personnel assigned to the assistance
of another member pursuant to this Agreement shall receive the same wage, salary,
pension, and all other compensation in all other rights of employment in providing such
service, including injury, death benefits and worker compensation benefits and well as
any available insurance, indemnity or litigation defense benefits Said benefits shall be
the same.· as though the law enforcement officer or personnel in question had been
rendering service within the territorial limits of the member where he or she is regularly
employed. All wage and disability payments, including worker compensation benefits,
pension payments, damage to equipment, medical expenses, travel, food and lodging
shall be paid by the member which regularly employs the officer providing service
pursuant to this Agreement in the same manner as though such service had been rendered
within the limits of the member where such person or law enforcement officer is



DFW Regional Mut. Aid Agreement - Page 3
                                              26


regularly employed. Each responding member shall remain responsible for the payment
of salary and benefits as well as for legal defense of the responding member's officers or
personnel when acting pursuant to this agreement.

 13.     Liability:

        In the event that any person performing law enforcement services pursuant to this
Agreement shall be named or cited as a party to any civil claim or lawsuit arising from
the performance of their services, said person shall be entitled to the same benefits from
their regular employer as they would be entitled to receive if such similar action or claim
had arisen out of the performance of their duties as a member of the department where
they are regularly employed and within the jurisdiction of the member by whom they are
regularly employed. The Members hereby agree and covenant that each Member shall
remain solely responsible for the legal defense and any legal liability due to the actions of
an officer or other personnel regularly employed by said member. Nothing herein shall
be construed to expand or enlarge the legal liability of a Member for any alleged acts or
omissions of any employee beyond that which might exist in the absence of this
Agreement. Nothing herein shall be construed as f. waiver of any legal defense of any
nature whatsoever to any claim against a Member or against an officer or employ'ee of a
Member.

14.      Waiver of Claims:

        Each party of this Agreement to its members respectively waives all claims
against each and every other party or member for compensation from any loss, damage,
personal injury or death occurring as a consequence of the performance of this
Agreement even though such alleged damage may have or is alleged to have occurred as
a result of alleged negligent or other tortious conduct ofany party to this Agreement.

15.      Immunity Not Waived:

        The parties hereto expressly do not waive any immunity or other defenses to any
civil claims with the execution of this agreement. It is understood and agreed that, by
executing this Agreement, no party or member hereto waives, nor shall be deemed hereby
to waive, any immunity or defense which otherwise is available in claims arising which
are signs of or connection with, any activity conducted pursuant to this Agreement.

16.     Venue:

        Each party to this Agreement agrees that if legal action is brought under this
Agreement, the venue shall lie in the county in which the defendant member is located,
and if located in more than one county, then it shall lie in the county in which the
principal offices of said defendant member are located. The Parties hereby stipulate and
agree that this Agreement is to be construed and applied under Texas law.




DFW Regional Mut. Aid Agreement· Page 4
                                               27


 17.     Arrest Authority Outside Primary Jurisdiction:

         It is expressly agreed and understood that a law enforcement officer employed by
a responding party who performs activities pursuant to this Agreement may make arrests
outside the jurisdiction in which said officer is regularly employed, but within the area
covered by this Agreement; provided, however, that the law enforcement agency of the
requesting jurisdiction and/or the jurisdiction in which the arrest is made shall be notified
of such arrest without unreasonable delay. The police officers employed by the parties to
this Agreement shall have such investigative or other law enforcement authority in the
jurisdictional area encompassed by the members, collectively, to this Agreement as is
reasonable and proper to accomplish the purposes for which a request for mutual aid
assistance is made pursuant to this Agreement.

18.      Clauses Severable:

        The provisions ofthis Agreement are to be deemed severable such that should any
one or more of the provisions or terms contained in this Agreement be, for any reason,
held to be invalid, illegal, void, or unenforceable, such holding shall not affect the
validity of any other provision or term herein and the agreement shall be construed as if
such invalid, unenforceable, illegal or void provision or term did not exist.

19.      Termination:

        Any Party to this Agreement may terminate it's participation or rights and
obligations as a Party by providing thirty (30) days written notice via certified mail to the
Chief Law Enforcement Officer of every other Party. Should one Party terminate its
participation in, or withdraw from, this Agreement, such termination or withdrawal shall
have no effect upon the rights and obligations of the remaining Parties under this
Agreement.

20.      Effective Date:

        This Agreement becomes effective immediately upon the execution by the Parties
hereto and continues to remain in effective until terminated pursuant to Section 19 above.

21.     Modification:

        This Agreement may be amended or modified by the mutual agreement of the
parties hereto in writing to be attached to and incorporated into this Agreement. This
instrumenC contains the complete agreement of the parties hereto and any oral
modifications, or written amendments not incorporated to the Agreement, shall be of no
force or effect to alter any term or condition herein.




DFW Regional Mut. Aid Agreement. Page 5
                                              28


22.     Execution of Agreement:

        This Agreement shall be executed by the duly authorized official of the respective
Parties pursuant to approving resolutions of the governing body of the respective units of
local government. Copies of said approving resolutions shall be attached hereto and made
a part hereof. This agreement may be executed in multiple original copies by the
respective Parties.

23.     Compliance with Law:
        The Parties shall observe and comply with all applicable Federal, State and Local
laws, rules, ordinances and regulations that affect the provision of services provided
herein.

24.     Interjurisdictional Pursuit Agreement:

        The Parties hereto expressly understand and agree that this agreement does not in
any way modify or restrict the procedures or guidelines which are followed by any law
enforcement agency or Member pursuant to the' Inter-Jurisdictional Pursuit Policy
Agreement to which some Members or their law enforcement agencies, may be parties.
To the extent any provision of, or action taken pursuant to, the Inter-Jurisdictional Pursuit
Policy Agreement may be construed to conflict with the terms and conditions of this
Agreement, the terms of the Inter-Jurisdictional Pursuit Policy Agreement shall control as
to those particular actions.

25.     Coordinating Agency.

       The Parties hereby agree that the City of Highland Park Department of Public
Safety shall served as the Coordinating Agency of the Agreement. The Chief Law
Enforcement Officer, or his designee, of said Coordinating Agency shall maintain on file
executed originals of this Agreement, related resolutions or orders of the Parties and other
records pertaining to this Agreement.        Said Coordinating Agency shall notify all
members of the identity ofthe current Parties hereto every twelve (12) months.



Executed and entered into on this          day of                        , 2003 by:

        Member Agency: Dallas County

        Authorized official:
                               -------------------
                        Printed name: Margaret Keliher
                        Title:        Dallas County Judge

        Date of governing body approving resolution:                                  _




DFW Regional Mut Aid Agreement· Page 6
                                                                                                      "
                                                           29
               DALLAS COUNTY
               HEALTH AND HUMAN SERVICES
                                                                                r -
               GRANTS MANAGEMENT                                                L.' "


  BETTY J. CULBREATH
  DIRECTOR




  TO:            THE HONORABLE COMMISSIONERS COURT

  FROM:          BETTY J. CULBREATH, DIRECTOR
                 HEALTH AND HUMAN SERVICES

  DATE:          NOVEMBER 18,2003

  SUBJECT:       REALLOCATION OF FY 2002 HOUSING OPPORTUNITIES FOR PERSONS
                 WITH AIDS CONTRACT FUNDS

   Background of Issue                                             ,
   The United States Department of Housing and Urban Development (RUD) administers the Housing
   Opportunities for Persons with AIDS (HOPWA) grant program. These funds are available to provide
   housing and related services to persons affected by HIV in the Dallas Eligible Metropolitan Statistical Area
   (EMSA), which includes Dallas, Collin, Denton, Hunt, Ellis, Henderson, Rockwall, and Kaufinan counties.
   The City ofDallas is the grantee and legal recipient ofthe HOPWA funds and has entered into an interlocal
.. agreement, by Council Resolution No. 03-0172, with Dallas County as the project sponsor, and Dallas
   County Health and Human Services (DCHHS) as the Administrative Agency to administer the service
   delivery component of the HOPWA 2002 program. The Dallas County Judge appoints members of the
   Dallas Ryan White Planning Council (RWPC). The RWPC is charged with the responsibility of
   establishing priorities for the allocation of HOPWA funds and determining the categorical allocation by
   service category.

  The total FY 2002 HOPWA funds available to Dallas County is $2,679,526, which have been allocated
  as follows: $713,844 for Supportive Services; $652,234 for Housing Facilities Operations, $22,203 for
  Lease; $1,115,949 for EmergencylTenant Based Rental Assistance; $103,625 for Administrative Costs;
  and $71,671 to DCHHS for administration (including staff salaries, benefits, equipment, and supplies). Of
  the $713,844 for Supportive Services, $189,274 remains unallocated and of the $103,625 for
  Administrative Costs, $17,992 remains UNallocated for a total of $207,266 in unallocated funds.

  On October 8, 2003, DCHHS issued a competitive one-page request for proposals (RFP) to subcontractors
  who applied for and were awarded funding through the FY 2003-2004 HOPWA RFP process. The total
  funds available under this RFP were $207,266 in unallocated funds which included $189,274 in Support
  Services and $17,992 in Administrative Costs. Proposals were due October 15, 2003. The proposals were
  reviewed and scored by an Internal Review Committee (IRC). DCHHS has reviewed the initial
  recommendations by the IRC and is making final recommendations for the award of contracts to
  Commissioners Court.




     2377 N. Stemmons Freeway              Dallas, Texas 75207-2710                     Office (214) 819-1814
     Suite 200, LB-16                                                                    FAX (214) 819-6023
                                                      30



Fiscal Impact
There is no fiscal impact on Dallas County.

Operational Impact
Administrative Agency staff will coordinate and monitor the programmatic and fiscal accountability of
the subcontractors in accordance with the responsibilities assigned to them by the Dallas County
Commissioners Court.

Legal Impact
The Dallas County Commissioners Court must approve the award recommendations, and authorize the
County Judge to sign the contracts on behalf of Dallas County.

Recommendation
It is recommended that the Dallas County Commissioners Court does hereby approve the award of
reallocated funds from the FY 2003-2004 HOPWA 2002 contract in the amount of $88,408.91
($118,857.09 remains unallocated) to specific service provjders as presented in Attachment A, and
authorize the County Judge to sign the contracts with the specific service providers on behalf of Dallas
County.


RECOMMENDED BY:
                              Betty J. Culbreat   irector
                              Department of Health and Human Services

c:      J. Allen Clemson, Court Administrator
        Virginia Porter, County Auditor




     2377 N. Stemmons Freeway          Dallas, Texas 75207-2710                 Office (214) 819-1814
     Suite 200, LB-16                                                            FAX (214) 819-6023
                                                        31
                                       FY 2002 HOPWA AWARD


        AGENCY                SERVICE CATEGORY                            HOPWA 2002     HOPWA 2002
                                                                          Reallocation   Total Award
                            Housing Facilities Operations                    $0.00       $332,863.00
  AIDS Services of Dallas       Supportive Services                         78,192.50    $396,997.50
                                      Lease                                  $0.00          $3.00
                               Administrative Costs                        $5,473.48     $51,090.48
                                     TOTAL                                 $83,665.98    $780,953.98

                             EmergencylTenant Based
                                Rental Assistance
     AIDS Services of          Supportive Services          $10,518.00                    $10,518.00
       North Texas             Administrative Costs         $15,652.00                    $15,652.00
                                     TOTAL                  $239,254.00                  $239,254.00




                            Housing Facilities Operations   $188,844.                    $188,844.00
   Welcome House, Inc.          Supportive Services          $3,655.00                    $3,655.00
                                       Lease                 $11,100.00                   $11,100.00
                               Administrative Costs          $11,349.00                   $14,251.93
                                      TOTAL                 $214,948.00                  $217,850.93




TOTAL HOPWA 2002 AWARD
                                                         32
       ,.TY o~          DALLAS COUNTY
   '\.
 as" HEALTH AND HUMAN SERVICES
  .~,. .           ~.   GRANTS MANAGEMENT
    -1 rp   o\' i.~~
                                                                          r -.' :' -~   I   I   <~.
                                                                                                                r·   ~-
                                                                          I.:.';            I ._      . -., I   _"   v   ~
BETTYJ.CULBREATH
DIRECTOR



TO:                     THE HONORABLE COMMISSIONERS COURT

FROM:                   BETTYJ.CULBREATH,DIRECTOR
                        HEALTH AND HUMAN SERVICES

DATE:                   NOVEMBER 18, 2003

SUBJECT:                REALLOCATION OF FY 2003-2004 RYAN WHITE C.A.R.E. ACT TITLE I
                        CONTRACT FUNDS

Back&round of Issue
The Dallas County Judge is the grantee and legal recipient ofRyan White C.AR.E. Act (Ryan White) Title
I funds for the Dallas Eligible Metropolitan Area (EMA). Dallas County Health and Human Services
(DCHHS) is designated to serve as the Administrative Agency for Ryan White Title I funds for the Dallas
Eligible Metropolitan Area (EMA). DCHHS tracks the expenditure of funds by service providers
throughout the contract period and makes recommendations, when appropriate, to reallocate funds. In
accordance with the provisions of Title I of the Ryan White C.ARE. Act, the grantee appoints members
to serve on the Dallas EMA Ryan White Planning Council (RWPC). The RWPC is charged with the
responsibility of establishing priorities for the allocation of Title I funds and detennining the categorical
allocation of funds by service category.

The FY 2003-2004 Ryan White Title I award, in the amount of $13,205,009, was allocated as follows:
$10,190,969 awarded to service providers; $871,521 awarded to service providers in Title I Minority AIDS
Initiative (MAl); $60,000 for Program Support, $191,000 for RWPC Support (including staff salaries,
benefits, equipment, and supplies), $25,000 for Needs Assessment; $660,250 to DCHHS for administration
(including staff salaries, benefits, equipment, and supplies); $45,000 for Program Evaluation; $75,000 for
Quality Management; and $1,086,269 for the AIDS Drug Assistance Project.

Due to the inabilities of some service providers to fully spend their FY 2003-2004 Ryan White Title I award
in the amount of$513,500, and the reallocation offunds from the planning council support budget in the
amount of $17,500 to direct services, funds in the amount of $531,000 are available for reallocation as
presented in Attachment A

On October 8,2003, DCHHS issued competitive one-page request for proposals (RFP) to subcontractors
who applied for and were awarded funding through the FY 2003-2004 Ryan White Title I, Title I MAl, and
Title II RFP process. The total funds available under this RFP were $531,000 which included $400,000 in
Outpatient Medical Care, $81,500 in Day/Respite Care for Infants, Children and Adolescents, $33,000 in
Drug Reimbursement, $11,000 in Outreach, and $5,500 in Client Advocacy. Proposals were due October
15, 2003. The proposals were reviewed and scored by an Internal Review Committee (IRC).

   2377 Stemmons Freeway                 Dallas, Texas 75207-2710                       Office (214) 819-1814
   Suite 200, LB-16                                                                      FAX (214) 819-6023
                                                         33
Commissioners Court
Page 2


DCHHS has reviewed the initial recommendations by the IRC and is making final recommendations for the
award of contracts to Commissioners Court.

Fiscal Impact
There is no fiscal impact on Dallas County.

Operational Impact
Administrative Agency staffwill coordinate and monitor the programmatic and fiscal accountability ofthe
subcontractors in accordance with the responsibilities assigned to them by the Dallas County Commissioners
Court.

Lelal Impact
The Dallas County Commissioners Court must approve the award recommendations and authorize the
County Judge to sign the contract amendments on behalf ofDallas County.

Recommendation                                              f
It is recommended that the Dallas County Commissioners Court does hereby approve the reallocated funds
from the FY 2003-2004 Ryan White C.A.RE. Act Title I grant in the amount of $109,000 to service
providers as presented in Attachment A, and authorize the County Judge to sign the contract amendments
with the service providers on behalf of Dallas County.              .


RECOMMENDED BY:
                                                      . ector
                                                       and Human Services


attachment
c:     1. Allen Clemson, Court Administrator
       Virginia Porter, County Auditor




  2377 Stemmons Freeway               Dallas, Texas 75207-2710                 Office (214) 819-1814
  Suite 200, LB-16                                                              FAX (214) 819-6023
                                                                            34
                                                       Title I FY 2003·2004 Award                                                                                       Attachment A




              Agency                          Service Category              Title I Award       Amount                      Amount                             Total
                                                                                                Returned                   Reallocated                    Title 1 Award
                                                                                                           "
                                                                                                           ••11,;:
                                                                                                                      ""
                                                                                                                                                ..:~~c,                     ",
                                             Case Manaoement                    $274,627.00                                                                          $274.62700
                                            Drug Reimbursement                  $410.156.00                                                                          $410.15600
          AIDS Arms, Inc.                 Medical Case Management               $252,515.00                                                                          $252.51500
                                           OutDalient Medical Care              $821.965.00      $400,000.00                                                         $421,96500
                                                    Total                     $1,759,283.00      $400,000.00                       $0.00                           $1,359,283.00

                                          DavlResDile Care for Adults           $105,000.00                                                                             $105.000.00
                                               Client Advocacv                  $133.582.00                                                                             $133.582.00
                                              Conoreoate Meals                   $61,420.00                                                                              $61,420.00
    AIDS Interfaith Nelwort<, Inc.          Sign Languagellnterp.                $59,330.00                                                                              $59,330.00
                                                   Outreach                     $143700.00                                                                              $143,700.00
                                               TransllOltation                  $204,786.00                                                                             $204,786 .00
                                              Buddy/Companion                    $96,630.00                                                                              $96,630.00
                                                    Total                       $l104,448.oo           $0.00                       $0.00                                $804,448.00

                                               Cllent~                           $60,000.00                                                                           $80,000.00
                                                Dental   care                   $370,440.00                                                                         $370.440.00
                                                Food Pantrv                      $92173.00                                                                            $92,173.00
   Resource center of Dallas, Inc.            Conoreoate Meals                  $155 781.00                                                                         $155.781.00
    d.b.a. AIDS Resource center              Insurance AssIstance               $698,886.00                                                                         $698.686,00
                                          Medical Case Management                $76,569.00                                                                           $76.569.00
                                                   Outreach                      $42000.00        ($16.000.00                                                         $26,000.00
                                                     Total                    $1 495 841.00        $18,000.00                      $0.00                           $1,479841.00

  AIDS Resources of Rural Texas                                                  $18,000.00                                                                              $18,000.00
                                                     Total                       $18000.00             $0.00                       $0.00                                 $18,000.00

                                              Case Management                    $86.000.00                                                                              $86.000.00
                                                                                $154,284.00                                                                             $154.284.00
      AIDS Services of Dallas             Medical case Management               $111.706.00                                                                             $111.706.00
                                                TranllOltation                   $26,687.00                                                                              $26.687.00
                                                    Total                       $378877.00             $0.00                       $0.00                                $378,8n.00

                                              case Manaaemenl                    $99,213.00 ,                                     $0.00                              $99.213.00
                                             Dru!I ReirT1bur.lement             $287,570.00       ($33000.00                      $0.00                             $254,570.00
                                                 Food Pantry                     $63,099.00                                       $0.00                              $63.099.00
                                            Inslr.lllC8 AssiStance               $87,361.00                                       $0.00                              $87.361.00
                                          Medical case Manaaement               $117741.00                                        $0,00                             $117,741.00
      AIDS Services of North                    Mental Health                    $84,655.00                                       $0,00                              $84.655.00
           Texas,lnc.                      DulDatient Medical   care            $229 006.00                                  $16.500.00                             $245.506.00
                                               TransDOltation                    $74335.00                                        $0.00                              $74.335.00
                                               Cllenl~                           $23,749.00       ($5500.00                       $0.00                              $18,249.00
                                              Buddy/Companion                    $25.000.00      ($25,000.00                      $0.00                                   $0.00
                                                   Total                      $1 091,729.00      1$83,500.001                $18500.00                            $l,044,n9.OO

             C.A.DAP.                         SUbStance AbUse                    $32936.00                        I

   Dallas County Health DiviSion
                                                     Total

                                               Eariv Intervention
                                                                                 $32,938.00

                                                                                $144.674.00
                                                                                                       $0.00                       $0,00
                                                                                                                                                        ...             $144.674.00
                                      I               Total             I       $144,874.00 I          $0.00 I                     $0.00                                $144,674.00
                                                                                                                                                \:~c}';'                    ..         /'

                                               Clierlt Advocaev                  $76,796.00                                                                          $76.796.00
                                            Drua Reimbui'$ement                 $136850.00                                                                          $136.850.00
   Dallas County Hospital District                 Outreach                      $15,120.00                                                                          $15,120.00
               d.b.a.                     Medical Case Management               $285.437.00                                                                         $285.437.00
Parkland Health and Hospital System             Mental Health                   $189.552.00                                                                         $189.552.00
                                           DulDatient Medical Care            $1.931 212.00                                                                       $1,931.212.00
                                                     Total                    $2 834,967.00            $0.00                       $0.00                          $2,634,967.00

       Dallas Legal Hoeplce                     Legal5ervices           I       $111,600.00                                                                             $111,500.00
                                                    Total               1       $111,600.00            $0.00                       $0.00                                $111,600.00
                                                                                                             'B                          -0-;' Tl,~Fi;';;Ao~~~~~\"?"~~)'..r:

   Dental Health ProgramS. II'IC.                DentalCate             I       $330,042.00                                                                             $330.042.00
                                                   Total                I       $330,042.001           $0.00                       $0.00                                $330,042.00
                                                                                                                                         110'   ~..::;;.. . ,   ":'i"   'Ii ,f••

      Home Health Services                    HOITle Health Care                $200,000.00                                                                             $200.000.00
                                      I              Total              I       $200,000.00            $0.00                       $0.00                                $200,000.00
                                                                                                                             .~.                           .~~~~'i1i~;'I;":~~:
                                                                                          35
                                                                    Title I FY 2003-2004 Award                                                             Artaenmenr A




                    Agency                                  Service Category              Title I Award       Amount            Amount                     Total
                                                                                                              Returned         Reallocated            Title 1 Award
                                                            Conereoate Meals                   $32.878.00                                                   $32.678.00
                Hillvale Medical                              Mental Health                    $72.865.00                                                   $72.865.00
               Group Association                        Substance Abuse services               $70.543.00                                                   $70.543.00
                                                        Medical Case Manaoement               $102.425.00                                                  $102,425.00
                                                                  Tottll                      $278511.00             $0.00            $0.00                $278.511.00

                                                                                               $14433.00                                                    $14.433.00
                                                              Mental Health                    $79.250.00                                                   $79.250.00
            Legacy counseling Center                        Substance Abuse                   $125.814.00                                                  $125.814.00
                                                            BuddY/Comoanion                    $12.100.00                                                   $12.100.00
                                                                 Total                        $231597.00             $0.00            $0.00                $231.597.00
                                                                                                                                                OJ'
                Open Arms. Inc.                       Dav/ResDfte Care for Children           $298.130.00                        $81.500.00                $379.630.00
              d.b.a. Bryan's House                          Client Advocacv                    $41.874.00                             $0.00                 $41.874.00
                                                                 Total                        $340004.00             $0.00       $81500.00                 $421.504.00

                  MASS. Inc.                                case Manaaemenl                    $25660.00                                                    $25.660.00
                                                                 Total                         $25880.00             $0.00 I          $0.00 I               $25.880.00

                                                             ClIent AdVocacv                   $78.217.00                             $0.00                 $78.217.00
              Renaissance III. Inc.                              Outreach             I        $39.600.00 I                      $11.000.00                 $50.600.00
                                                                 Total                        $117817.00             $0.00       $11.000.00                $128.817.00

             Whfte Rock and Friends                           FOOd Panttv                      $13.300.00                                                   $13.300.00
                                                                                                                     $0.00            $0,00                 $13.300.00

                                                                                                                                                            $63.650.00
                                                            Conoreaate Meals                                                                                $91.722.00
                                                    1--.....:::;:::.:l!Outreac~::::':::::'h=~-+---i$:=29::"::::200;S::i.oo~------+------l-----;==~
              Welcome House. Inc.                                                                                                                           $29.200.00
                                                            Substance Abuse                    $78000.00                                                    $78000.00
                                                            case Manaaemenl                    $11.321.00                                                   $11321.00
                                                                 Total                        $271.893.00            $0.00            $0.00                $271883.00

~WAAO . . TO.-CE ~RS                                                                  I    $10280 969.00 I    ($479.500.00      $109000.00               $9 910.489.00
                                                                                      I                         $34.000.00      $422.000.00                $388000.00
~TANCEPROJECT                                                                               $1.086,289.00                                                $1.086.289.00

TOTAL FUNDS ALLOCATED TO DIRECT SERVICES                                                    $1086.269.00                                                $11.314.738.00

                               PrOdram Evaluation                                                   $0.00                                                       $0.00
                               Qualftv Manaaement                                              $75000.00                                                   $75.000.00
                               Needs Assessment                                                $25000.00        $17.500.00                                  $7.500.00
                     PrOCIram Su                                                               $15000.00                                                   $15.000.00
                       Rvan White PlaMina Coonci SuOCIort                                     $191.000.00                                                 $191.000.00
                             PrOCIram Administration                                          $660 250.00                                                 $660,250.00

                         Minoritv AIDS Inftiative (MAl                                        $871521.00                                                  $871.521.00
                     TOTAL FY 2003-2004 TITLE I AWARD                                      $13.205.009.00      $531.000.0011    $531.000.00             $13.205.009.00
     __ ~Cy,~~                                                              36
5.           .   ~. DALLAS COUNTY
0-1');,'
  •        ~~;) DEPARTMENT OF HEALTH AND HUMAN SERVICES
       7'~~                ADMINISTRATION
                                                                                                             ,   f       •   _

                                                                                                                 ,   "       j.   I   ......   I

           BETTY J. CULBREA TH                                                                                   , ZACHARy.,'tHOMPSON
           DIRECTOR                                                                                                  DEPUTY DIRECTOR


           TO:                   COMMISSIONERS COURT

           FROM:                  Betty J. Culbreath, Director

           DATE:                  November 18,2003

           SUBJECT:              DEPARTMENT OF HEALTH AND HUMAN SERVICES OFACE OF THE SURGEON GENERAL -
                                 MEDICAL RESERVE CORPS GRANT

           BACKGROUND
           The Department of Health and Human Services Office of the Surgeon General has awarded Dallas County Health and
           Human Services a$50,000 grant to recruit medical volunteers for aMedical Reserve Corp to work in anon-hospital facility
           and with mass vaccinations. The Medical Reserve Corp (MRC) will be Jfart of the medical bioterrorism response team in
           the case ofapublic health emergency. The grant funds will be used to hire afull-time volunteer coordinator who will recruit,
           train, and verify credentials ofmedical volunteers. The term of the contract is September 30, 2003 through September 29,
           2004.

           OPERATlOHAl IMPACT
           The Office of the Surgeon General Grant will have no impact on operations.

           AHANClAL IMPACT
           The Office of the Surgeon General's Grant No. US2SG03039-01-0 adds one new Volunteer Coordinator position, Grade
           E. The Grant provides $47,765 for salaries and benefits, $2,000 for equipment, and $235 for travel. There is no financial
           impact to Dallas County.

           LEGAL IMPACT
           The Office of the Surgeon General Grant requires the approval of the Commissioners Court.

           RECOMMENDATION
           It is recommended that the Dallas County Commissioners Court approve the Department of Health and Human Services
           Office of the Surgeon General Grant No. US2SG03039-01-Q, in the amount of $50,000, to recruit medical volunteers for
           a Medical Reserve Corp to work in anon-hospital facility and with mass vaccinations, for aperiod of September 30, 2003
           through September 29, 2004.

           RECOMMENDEOBY:                     ~~r-J~
                                           7BettYiCtJi;athllYtor
           attachment
           c J Allen Clemson. Court Adrnlmstrator
              Virginia Porter, County Auditor
              Mattye Mauldin·Taylor, Human Resources
              Ryan Brown, Budget and Evaluation



            2377 Stemmons Freeway                         Dallas, Texas 75207-2710                      Office (214) 819-1858
            Suite 600 LB-16                                                                              FAX (214) 819-6022
                                                                                                                                                      37
                                                                                                                                                            DEPARTMENT OF HEALTH AND HUMAN SERVICES
                                                                                                                                                                      PUBLIC HEALTH SERVICE
                   SUPERSEDES AWARD NOTiCE date<i                                   ...;N=/A...:-                       Except tn,l! any                        OFFICE OF PUBLIC HEALTH AND SCIENCE
                                                                                                                                                                  OFFICE OF THE SURGEON GENERAL
                  GRANT NO                                                            5.ADMINISTRATIVE CODES                                                                      ROCKVILLE. MARYLAND 20852
                  US2SG03039-01-0                                                             MPU-S2                                                                              NOTICE OF GRANT AWARD
                  Formerly                                                                                                                                                 AUTHORlZA TION (Legislation/Regulation)
                  SGMC-03-117
            5.    PROJECT PERIOD                         MoiDayfYr                                                      MoiDayfYr                                               MEDICAL RESERVE CORPS
                  FROM                                         09/30/031 THROUGH                                            09/29/06                                       TITLE XVII, SECTION 1701(e) (1),
                  BUDGET PERIOD                          MoiDayfYr                                                      MoiDayfYr                                  PUBLIC HEALTH SERVICE ACT AS AMENDED
                  FROM                                         09/30/031 THROUGH                                            09/29/04
         8        TITLE OF PROJECT (OR PROGRAM)                                      Medical Reserve Corps
         9        GRANTEE NAME AND ADDRESS                                                                                                      10.DIRECTOR OF PROJECT(PROGRAM DIRECTORJPRINCIPAL INVESTIGATOR)

         a        Dallas County Health & Human Services
                                                                                                                                                          Betty Culbreath
        b                                                                                                                                                 Director
                                                                                                                                                          Dallas. County Health & Human Services
        =         2377 N. Stemmons Freeway                                                                                                                2377 N. Stemmons Freeway
                                                                                                                                                          Dallas TX 75207
        :l.       Dallas              TX            75207
        11        APPROVED BUOGET (EXClude. PH", ulrect AsolSlance)                                  t                                         1,t..AWJ                           "'''Vi. "t:.c;lIoN 1 0        (d)(l).
        I        PHS Grant Fund. Only                                                                                                       a. Amount of PHS Financial AssI.tance (tram Item l'.u.)                                    $50,000




    a.
        II        Total project costs induding grant funds and aU other
                 financial pat'tieipation. (Sefeet one and place NUMERAL in box.)
                 Salaries and Wages....                            $36,684
                                                                                                                    I                I      b. Less Unobligated Balance
                                                                                                                                            c. Les. Cumulative
                                                                                                                                                                                ~om   Prior Budget Period.
                                                                                                                                                                     I'"'" Awatd(l) This Budge! Period
                                                                                                                                            d. AMOUNT OF FINANCIAL ASSISTANCE THIS ACTION                                          I   $50,000               1
    b            Fringe Benefits.........., .....                      11,081                                                               13.RECOMMENDED FUTURE SUPPORT (SUBJECT TO THE AVAILABILITY OF FUNDS AND
    c.              Total Personnel Costs..             .................                           $47,765                                 SATISFACTORY PROGRESS OF THE PROJECT):
    d.           Consultant COSla......                                                                     0                               YEAR          TOTAL COSTs/STIPENDS                YEAR        TOTAL COSTs/STIPENDS

    e            Equipment....                                                                           2,000                              a.02               50,000                    d.

    I            Supplies...                                                                                0                               b.03               50,000                    e.
    g.           Travel..                                                                                 235                              c.                                            t.
    h.           Patient Car&-Inpatient. ...                                                                0                               14. APPROVED DIRECT ASSISTANCE BUDGET (IN LIEU OF CASH)
    ,                       ·Outpatient ...                                                                 0                              a.             Amount of PHS Direct Assistance

I                Alterations and Renovatior ................                                                0                              b.             Leas Unobligated Balance    ~       Prior Budget Periods
    k            Other...                                                                                   0                              c.             Less Cumulative Prior Awatd(.) This Budget Period
    I            ConsortiurmiContraetual C .                                                                0                              d.             AMOUNT OF DIRECT ASSISTANCE THIS ACTION                                  I                         I
m.               Trainee Related Expenses .                n   ••••••••••••••• •                            0                              15. PROGRAM INCOME SUBJECT TO 45CFR PART 74. SUBPART F. OF
n                Trainee Stipends ..                                                                        0                              SHALL BE USED IN ACCORD WITH ONE OF THE FOLLOWING ALTERNATIVES
0                Trainee Tuition and Fees..                                                                 0                              (SeJect One and Place LETTER in box.)




                                                                                                                                                                                                                                   D
0                Trainee Travet.                                                                            0                              a.             DEDUCTION
                                                                                                                                           b.             ADDITIONAL COSTS
q                TOTAL DIRECT COSTS                                                                 $50.000                                c.             MATCHING
,                INDIRECT COSTS-(Rate                                     0.00%                                                            d.             OTHER RESEARCH (Add/Deduct Option)
                 of S&WITADC)                                                                               0                              e.             OTHER (See REMARKS)
                                                                                                                                           16.            THIS AWARD IS BASED ON AN APPLICATION SUBMlnED TO AND AS APPROVED
s                TOTAL APPROVED BUDGET                                                              $50.000                                           BY. THE PHS ON THE ABOVE TITLED PROJECT AND IS SUBJECT TO THE TERMS
                                                                                                                                                      AND CONDITIONS INCORPORATED EITHER DIRECTLY OR BY REFERENCE IN THE FOLLOWING
I                Federal Share..                                                                    $50,000                                a          The grant program Iegis!ation cited at;)ove.
u                Non·F'ederal Share·...                                                                                                    b.         The grant program regulabon cited above.
'Must meet all matching requirements.                                                                                                      c.         This award notice including terms and conditions. It any. noted below under Remaf1ts.
    Subject 10 adjustment in accordance with PHS peticy.                                                                                   d.         PHS Grants Policy Statement including addenda in effect as of the beginnln9 date ot the budget penoo
                                                                                                                                           e.         45 CFR Pari 74 and 45 CFR Pari 92 as applicable
                                                                                                                                           In the event there are conflicting or othel'WJH inconsistent policies applicable 10 the grant.
                                                                                                                                           the above order of precedence shall prevail. Acceptance of the grant terms and conditions
                                                                                                                                           is acknowledaed bv the arantee when funds are drawn or otherwise obtained from !he oranl oavmen! system
REMARKS (Olher Terms & Cond,"on. Attached                                                                       I              X           'fes   I                 INa




                 PHSG~EME"TOF~                                                     iS,gnature l                                                       (Name· TrpedlPnnll               (Tille)


                     -,...-z. ;_ ~ '/1                                     -"/T.   /l-W                                                               Karen Campbell. Grants Manaqement Officer, OPHS

17 OBJ CLASS                                                           4145'Tvpe 1                                  18.CRS-EIN             1756000905A3                                               19.LIST NO      SG2-03-06
                             FY·CAN                              OOCUMENT NO                                             ADMiNiSTRATiVe CODe                                AMT AcnON FIN ASST             AMT ACTION OIR .t.SST

20 a             3-1990790                          b          U2SG03039A                                           c     MPU-S2                                            d   $50000                e
21 •                                                b                                                               C                                                       d                         e
22a                                                 b                                                               c                                                       d                         e
                                                                    3,-.------,--                                       _
       I     NOTICE OF GRANT A\VARD           (ContlnuallOnSh<et)        PAGE   2 of 4        DATE ISSUED   09/30103
                                                                         GR-I.NTNO.   US2SG03039-01-0


       SPECIAL CONDITIONS:

       None.



       SPECIAL TERMS AND REQUIREMENTS:

       1. Gral)tees must obtain prior approval from the Grants Management Officer (GMO) for any change in the
       Project Director or Project Coordinator including replacement, absence, or reduction in the level of
       participation. The GMO must be notified no later than 30 days before the expected date of departure or
       change in participation level. A resume must be submitted for approval for any replacement.



       ST ANDARD TERMS:                                                   ,
       1. Requests that require prior approval from the awarding office (See Chapter 8, PHS Grants Policy
       Statement) must be submitted in 'Writing to the GMO. Only responses signed by the GMO are to be
       considered valid. Grantees who take action on the basis of responses from other officials do so at their own
       risk. Such responses will not be considered binding by or upon the Office of Minority Health.

       2. Responses to reporting requirements, conditions, and requests for postaward amendments must be mailed
       to the attention and address of the Grants Management Specialist indicated below in "Contacts". All
       correspondence should include the Federal grant number (item 4 on page 1 of this document) and requires the
       signature of an authorized business official and/or the project director. Failure to follow this guidance will
       result in a delay in responding to your correspondence.

       3. The HHS Appropriations Act requires that, to the greatest extent practicable, all equipment and products
       purchased with funds made available under this award should be American-made.

       4. The HHS Appropriations Act requires that, when issuing statements, press releases, requests for
       proposals, bid solicitations, and other documents describing projects or programs funded in whole or in part
       with Federal money shall clearly state the percentage and dollar amount of the total costs of the program or
       project which will be financed with Federal money and the percentage and dollar amount of the total costs of
       the project or program that will be financed by nongovernmental sources.




?~S-S152-2   5!~2!
                                                                   39
          NOTICE OF GRANT AWARD              (ConlInUailOnSheel)         PAGE   3 of4        DATE ISSlED
                                                                                                           9/30/03
                                                                         GRA:-n NO.   US2SG03039-0 1-0


 5. A notice in response to the President's Welfare-to-Work Initiative was published in the Federal Register
 on 5/16/97. This initiative is designed to facilitate and encourage grantees to hire welfare recipients and to
 provide additional training and/or mentoring as needed. The text of the notice is available electronically on
 the OMB home page at http://W\V\v.whitehouse.gov/whleop/omb.




REPORTING REQUIREMENTS:

(1) Financial Status Report SF-269/long fonn (attached) is due within 90 days after expiration of the budget
period.

(2) An A-133 audit, as required by OMB Circular A-l33, must be mailed to the following: Federal Audit
Clearinghouse, Bureau of the Census, 1201 E. 10th Street, Jeffersonville, IN 47132.

A copy of the audit must be sent to: OPHS/Office of Grants M.agement, Tower Building Suite 550,
1101 Wootton Parkway, Rockville, MD 20852.

The audits are due within 30 days of receipt from the auditor or within 9 months of the end of the fiscal year,
whichever occurs first.

Submission of audit reports in accordance with the procedures established in OMB Circular A-133 is
required by the Single Audit Act Amendments of 1996 (p.L. 104-156). Failure to comply with this
requirement will result in deferral or restrictions of future funding decisions.



CONTACTS:

Grants Management

For assistance on grants administration issues please contact: DeWayne Wynn, Grants Management
Specialist, at 301- 594-0758, FAX 301-594-9399, Internet DWynn((i)osophs.dhhs.gov or OPHS/Office of
Grants Management, Tower Building Suite 550, 1101 Wootton Parkway, Rockville, MD 20852.

Project Officer:

For assistance on programmatic issues please contact Capt. Mary Lambert, Project Officer, at 301-443-
2528, FAX 301- 443-3574, Internet mlambert@osophs.dhhs.~ov or Office of the Surgeon, Office of
Public Health and Science, U.S. Department of Health and Human Services, Room 18C 14, 5600 Fishers
Lane, Rockville, MD 20857.
                                                                           40
                   N aTI CE   a F G RANT AWARD      (ConlinUGllOn Sheel)            PAGE   4 of 4         DATE ISSUED
                                                                                                                        09/30/03
                                                                                    GR~:'iT1'iO.   US2SG03039-0 1-0


       Funds:

      Payments under this award will be made available through the DHHS Payment Management System (PMS)
      and is administered by the Division of Payment Management, Financial Management Services, Program
      Support Center, which will forward instructions for obtaining payments. Inquiries regarding payment should
      be directed to:

                         Payment Management, DHHS, P.O. Box 6021, Rockville, MD 20852
                         Telephone Number: 301-443-1660

      Fraud. Abuse. and Waste:

      The DHHS Inspector General maintains a toll-free hotline for receiving information concerning fraud, waste,
      or abuse under grants and cooperative agreements. Such reports are kept confidential and callers may decline
      to give their names if they choose to remain anonymous.                   ,
                  Office of Inspector General, Department of Health and Human Services, Attn: HOTLINE
                  330 Independence Ave., SW, Room 5140 Cohen Building, Washington, DC 20201
                  e-mail HtipsraJ.os.dhhs.!zov   1-800-447-8477 (1-800-HHS-TIPS)




"3-::52-2(5/921
                                                             41
            DALLAS COUNTY
            HEALTH AND HUMAN SERVICES
            GRANTS MANAGEMENT

          BETTY J. CULBREATH                                                                                   I   '

          DIRECTOR


TO:                 THE HONORABLE COMMISSIONERS COURT

FROM:               BETTY 1. CULBREATH, DIRECTOR
                    DALLAS COUNTY HEALTH AND HUMAN SERVICES

DATE:               NOVEMBER 18, 2003

SUBJECT:            APPLICATION FOR YEAR 2004 RYAN WIDTE TITLE IT ADMINISTRATIVE
                    AGENCY FUNCTION


Background of Issue
The Dallas County Judge is the grantee and legal recipient of Ryan WIlite Title II (Title II) grant funds. Dallas County
Health and Human Services (DCHHS) is designated to serve as the Administrative Agency for Title II funds for the Dallas
Health Services Delivery Area (HSDA) which includes Collin, Cooke, Dallas, Denton, Ellis, Fannin. Grayson, Hunt,
Kaufman, Navarro, and Rockwall counties. In recognition of the administrative burden and responsibilities involved with
serving such a large geographic area, the Texas Department ofHea1th (IDH) made additional Title II funds available for
administrative support. In accordance with the provisions of the TOR, the Administrative Agency' is responsible for
completing the Ryan White Title II supplemental grant application, which is a continuing and noncompetitive application.
In order to meet the grant application deadline, DCHHS has submitted it to the TOR, pending approval by the
Commissioners Court. The designated amount of the award is $163,518.

Fiscal Impact
There will be no fiscal impact to Dallas County.

Operational Impact
The Administrative Agency will be responsible for utilizing all funds received under the Year 2004 Ryan White Title II
Administrative Agency Function grant.

Legal Impact
The Commissioners Court must approve the Administrative Agency's Year 2004 Ryan White Title II Administrative
Agency Function grant application (see attachment).

Recommendation
It is recommended that the Commissioners Court approve the Administrative Agency's Year 2004 Ryan White Title II
Administrative Agency Function grant a lication as reflected· the attachment.

RECOMMENDED             BY:_~~~~~~~::;~::::::.-                                              _



attachment
c:     1. Allen Clemson, Court Administrator
       Virginia Porter, County Auditor
A:\RyanWhiteTitle2_AA_Application_Briefing.wpd



2377 North Stemmons Freeway                        Suite 200, LB-16                        Office 214-819-1840
Dallas, Texas 75207-2710                                                                     Fax 214-819-1850
                       42




                               ,
        RENEWAL APPLICATION FOR:

  FY 2004 RYAN WHITE CARE ACT TITLE II
ADMINISTRATIVE AGENCY (RWAA) PROGRAM




            NOVEMBER 17, 2003




               Submitted By:

   DALLAS COUNTY COMMISSIONERS COURT

               On Behalf Of:

  RYAN WHITE CONSORTIUM OF NORTH TEXAS
   DALLAS HSDAJSHERMAN-DENNISON HSDA
                                                                                           43
                                       FORM A: FACE PAGE -                  Renewal Application as authorized under RFP for HIV CARE
                                       Administrative Agencies in Five HIV Planning Areas, issued 1/31/2001 (RFP-HIV-0019); RFP
                         for Supplemental Administrative Agency Funding for Designated HIV Planning Areas, issued
    T DH                 1/31/2001; or RFP for HIV CARE Administrative Agencies in Three Planning Areas, issued
                         8/1/2001 (RFP-HIV-0024) This form requests basic information about the applicant and project, including the
    rcv.sOE1'... IlT).{ENTOF H£.A..m


    signature of the authorized representative. The face page is the cover page of the renewal application and shall be completed in its entirety
                                                                APPLICANT INFORMATION
    1) LEGAL NAME:                      Dallas County Health and Human Services
    2) MAILING Address Information (include mailing address, street, city, county, state and zip code):                            Check if address change       0
        2377 North Stemmons Freeway, Suite 200
        Dallas, TX 75207-2710



  3) PAYEE Mailing Address (if different from above):                                                                              Check if address change       0
      Dallas County                                                                                                                                                    ,
I     407 Records Building
,
      Dallas, TX 75202
                                                  "
,                                                 "



    4) Federal Tax 10 No. (9 digit) or State of Texas Comptroller Vendor 10 No. (14 digit):                                        75-6000905
    5) TYPE OF ENTITY (check all that apply):
             o
            City                                        0    Nonprofit Organization'               ,0        Individual
        (8] County                                      0    For Profit Organization'                   0    State Controlled Institution of Higher Leaming
             o
            Other Political Subdivision                 0    HUB Certified                              0    Hospital
         0 State Agency                                 0    Community-Based Organization               o    Private
         0 Indian Tribe                                 0    Minority Organization                      D.   Other (specify):
    'ff incorporated, provide 10-diqit charter number assiqned by Secretary of State:
    6)' Currently operating under a HUB Subcontracting plan on file at TOH?                                                     Yes (8]       No   0
    7) PROPOSED BUDGET PERIOD:                                Start Date:       4/1/04                                 End Date:     3/31/05
    8) COUNTIES SERVED BY PROJECT:
        Cooke, Collin, Dallas, Denton, Fannin, Ellis, Grayson, Hunt, Kaufman, Navarro, and Rockwall
I 9) AMOUNT OF FUNDING REQUESTED:                           $163,518                    11) PROJECT CONTACT PERSON
    10) PROJECTED EXPENDITURES                                                                Name:         Tom Thomas
    Does applicant's projected state or federal expenditures exceed                           Phone:        (214) 819-1841
    $300,000 for applicant's current fiscal year (excluding amount                            Fax:          (214) 819-6023
    requested in line 8 above)? ••                                                            E-mail:       tthomas@dallascounty.orq

               Yes (8]                 No   0                                           12) FINANCIAL OFFICER
                                                                                              Name:          Virginia Porter
, "PrOJected expenditures should include funding for all activities including 'pass           Phone:         (214) 653-6472
  through" federal funds from all state agencies and non project-related TDH                                 (214) 653-7286
                                                                                              Fax:
  funds.
                                                                                              E-mail:        vporter@dallascounty.orq
     i, the undersigned, am the authorized representative of the applicant filing this contract renewal application. The facts contained herein are true, and the
I   applicant is in compliance with the assurances and certifications contained in the competitive request for proposal (RFP) identified above, which is part of the
    original contract and any prior renewals and amendments. I understand that this contract renewal depends on the truthfulness of this document and on the
    applicant's continued compliance with the original contract and all its components and amendments.


                                                                                                       ;:ZEZ:~:DZR~2i.
    13) AUTHORIZED REPRESENTATIVE

                                                                                                                                                                       ~
        Name:    Betty J. Culbreath                                                              14)
         Phone   (214) 819-1858
         Fax:    (214) 819-6022                                                                  15) DATE 1ci3o/03          I                             I
I
         E-mail: bculbreath@dallascounty.org




                                                                                       2
                          FORM B: RENEWAL APPLICATION CHECKLIST


Legal Name of Applicant:                Dallas County Health and Human Services

This form is provided to ensure that the renewal application is complete and properly signed.


FORM       DESCRIPTION                                                                                               Included     Not
                                                                                                                                A r b Ie
                                                                                                                                ppllca
A          Face Page - Renewal Application completed, and proper signatures and date included                          r8J        0        1
                                                                                                                                           I
                                                                                                                                           I
B          Renewal Application Checklist completed and included                                                        r8J        0        I


C          Contact Person Information completed and included                                                           r8J        0
D          Administrative Information for Renewal Application completed and included (with supplemental
           documentation attached if required)                                                                         r8J        0
E          Performance Measures included
                                    ,                                                                                  r8J        0
F          Work Plan included                                                                                          I2J        0
G          Budget Summary Form completed and included                                  ,                               I2J        0
G·1-G·7    Budget Category Detail Forms completed and included                                                         I2J        0
G·B        Categorical Budget and Justification                                                                        I2J        0
           Justification for Requested Equipment (if equipment is requested) and a Vendor Certification
G·g
           for Computer Equipment Purchased by TDH Contractor                                                          0          I2J
           Nonprofit Board of Directors and Executive Director Assurances form signed and included
           If the signed original of this form has been provided to the Texas Department of Health during the
H          calendar year and the officers signing the document have not changed, a copy of the signed form will be     0          I2J
           accepted.
                                                                                                                                           J




                                                                            3
                                                                          40
                         FORM C: PROGRAM CONTACT INFORMATION


Legal Name of Applicant:            Dallas County Health and Human Services

This form provides information about the appropriate program contacts in the applicant's organization in addition to those on FORM A: FACE
PAGE If any of the following information changes during the term of the contract, please notify the Manager, Administrative Services Center-
Associateship for Disease Control and Prevention and to the Director of the Contract Policy and Monitoring Division.



[program name] Contact:          Tom Thomas                                   Mailing Address (incl. street, city, county, state, & zip):
Title:     Assistant Director                                                 2377 North Stemmons Freeway
 Phone:    (214) 819-1841                                                     Suite 200
 Fax:      (214) 819-6023                                                     Dallas County
 E-mail:   Tthomas@dallascounty.org                                           Dallas, TX 75229

[program name] Contact:   J?ff Jordan                                         Mailing Address (incl. street, city, county, state, & zip):
Title:    Grants Management Officer                                           2377 North Stemmons Freeway
Phone:    (214) 819-1842                                                      Suite 200
Fax:      (214) 819-6023                                                      Daltis County
E-mail:   Jejordan@dallascounty.org                                           Dallas, TX 75229

 [program name] Contact:         Sheila Cross Fisher                          Mailing Address (incl. street, city, county, state, & zip):
 Title:    Grants Manager                                                     2377 North Stemmons Freeway
  Phone:   (214) 819-1814                                                     Suite 200
. rax:     (214) 819-6023                                                     Dallas County
 E-mail:   Sfisher@dallascounty.org                                           Dallas. TX 75229

 [program name] Contact:         Mitos L1auder                                Mailing Address (incl. street, city, county, state, & zip):
 Title:    Grants Analyst                                                     2377 North Stemmons Freeway
 Phone:    (214) 819-1844                                                     Suite 200
 Fax:      (214) 819-6023                                                     Dallas County
 E-mail:   Mllauder@dallascounty.org                                          Dallas, TX 75229

 [program name] Contact:         Laura Dennis Wolfgang                        Mailing Address (incl. street, city, county, state, & zip):
 Title:    Quality Management Advisor                                         2377 North Stemmons Freeway
 Phone:    (214) 819-1651                                                     Suite 200
 Fax:      (214) 819-6023                                                     Dallas County
 E-mail:   Ldennis@dallascounty.org                                           Dallas, TX 75229




                                                                      4
                                                                        46
     FORM D: ADMINISTRATIVE INFORMATION· Renewal Application for
           Ryan White CARE Act Title II Administrative Agencies
This form provides information regarding identification and contract history on the applicant, executive management, project management,
goveming board members, and/or principal officers. Respond to each request for information or provide the required supplemental
document behind this form, If responses require multiple pages, identify the supporting pages/documentation with the applicable request.



Legal Name of Applicant:              Dallas County Health and Human Services

Identifying Information

If there are no changes to any of the items below, check here and skip to the next section of this form.               L8J
1:   The applicant shall attach the following information:
     If a Governmental Entity
     •    Names (last, first, middle) and addresses for the officials who are authorized to enter into a contract on
          behalf of the applicant.
                                  ,
     If a Nonprofit or For profit Corporation
     •    Full names (last, first, middle), addresses, telephone numbers, titles and occupation of members of the
          Board of Directors or any other principal officers. Indi~te what offices are held by members (e.q
          chairperson, president, vice-president, treasurer, etc.).
     •    Full names (last, first, middle). and addresses for each partner. officer. and director as well as the full
          names and addresses for each person who owns five percent (5%) or more of the stock if applicant is a for
          profit corporation.

Conflict of Interest and Contract History

If there are no changes to any of the items below, check here and skip the questions in this section.                        L8J
The applicant shall disclose any existing or potential conflict of interest relative to the performance of the
requirements of this renewal application. Examples of potential conflicts may include an existing business or
personal relationship between the applicant, its principal, or any affiliate or subcontractor, with TDH, the participating
agencies, or any other entity or person involved in any way in any project that is the subject of this renewal
application. Similarly, any personal or business relationship between the applicant, the principals, or any affiliate or
subcontractor, with any employee of TDH, a participating agency, or their respective suppliers, must be disclosed.
Any such relationship that might be perceived or represented as a conflict shall be disclosed. Failure to disclose any
such relationship may be cause for contract termination. If, following a review of this information, it is determined by
TDH that a conflict of interest exists, the applicant may be disqualified from further consideration for the renewal of a
contract.

1:    Does anyone in the applicant organization have an existing or potential conflict of interest relative to
      the performance of the requirements of this renewal application?

                              o       NO

      If YES, detail any such relationship(s) that might be perceived           or represented as a conflict. (Attach no more
      than one additional page.)

2.    Has any member of applicant's executive management. project management. governing board or
      principal officers been employed by the State of Texas 24 months prior to the renewal application due
      date?

            o     YES

      If YES, indicate his/her name, social security number, job title, agency employed by, separation date. and
      reason for separation.


                                                                    5
                                                              47
                            FORM D: ADMINISTRATIVE INFORMATION - continued


3.   Is applicant or any member of applicant's executive management, project management, board
     members or principal officers:
         delinquent on any state, federal or other debt;
         affiliated with an organization which is delinquent on any state, federal or other debt; or
         in default on an agreed repayment schedule with any funding organization?

         o      YES      0 NO
     If YES, please explain. (Attach no more than one additional page.)




                                                                   ,




                                                          6
                                                                      48


                            FORM E: PERFORMANCE MEASURES

In the event a contract is awarded, applicant agrees that performance measures(s) will be used to assess, in part, the applicant's
effectiveness in providing the services described. Address all of the requirements (see PERFORMANCE MEASURES
Guidelines) associated with the services proposed in this application. A maximum of [number] additional pages may be
attached if needed.




           Type                                                         Measure
         Outcome                           •    Percent of clients with an establIshed HIV/AIDS pnmary
(Administrative Agency will                     care provider. (> or = 90%)
monitor at SIX and twelve
months of grant term,.)
      OutpuUProcess                        •    Number of clients served with Ryan White Title II funds,
(Administrative Agency will                     within the Dallas system ofHN/AIDS care. (> or = 600)
monitor at SiX and twelve
months of grant tem1.)
                                                                             ,
         EtIicIency                        •    Average cost per client served. ($3,647)
(Administrative Agency will                     Amount of unallocated/unspent grant award. (not to exceed
monitor at six and twelve
                                           •
                                                5% of award)
months of grant term.)                          Amount of grant award reallocated during grant year. (not to
                                           •
                                                exceed 20% of award)
        Explanatory                        •    Number of funded agencies/programs able to provide
(Administrative Agency will                     HIV/AIDS care according to applicable standards of care,
monitor at SiX and twelve                       grant requirements, and federal/state/local policies. (> or =
months of grant term.)                          20)




                                                                  7
                                                                   49


                                          FORM F: WORK PLAN

Applicants shall descnbe plan for service delivery to the population in the proposed service area(s) and include timelines for
accomplishments. Address the required elements (see WORK PLAN GUidelines) associated with the services proposed in this
application. Attach additional pages if needed.


1. Supporting the Planning Assemblv.
     Supporting Regular Assembly and Committee Meetings. The Administrative Agency
(i.e., Dallas County Health and Human Services, or DCHHS) provides three office spaces, office
equipment, supplies, and technical support for the support staff of the Ryan White Planning
Council of the Dallas Area (RWPC) and the Ryan White Consortium of North Texas
(Consortium). In addition, DCHHS provides the Consortium with meeting space for all monthly
committee meetings as well as the monthly meeting for the entire planning assembly.
     Facilitating the ~eeds Assessment Process. Although the Consortium and its three support
staff are charged with the overall facilitation of the needs assessment process, DCHHS does
assist in the selection and contracting of the needs assessment vendor. DCHHS develops a
Request for Proposals (RFP), with input from the Coni>rtium, and bids the project out to the
public. DCHHS then develops a contract for the selected vendor, monitors the contract, and
processes payments to the vendor. DCHHS also offers the expertise of its staff epidemiologist to
assist with analysis of epidemiological data.
     Assisting in Developing the Continuum of Care. DCHHS staff offer expertise during the
development of the continuum of care. The Quality Management Advisor attends regular
meetings of the Consortium's Planning and Priorities Committee and provides input on service
definitions, allowable activities, unallowable activities, and other critical information.
     Supporting the Priority Setting and Resource Allocation Processes. DCHHS provides
the Consortium's Planning and Priorities Committee and Allocations Committee with data
elements that are necessary for the setting of priorities and allocations. The COMPIS Data
Manager produces COMPIS reports that identify the number of clients receiving care, the
number of women, infants, children, and youth (WICY) receiving care, the expenditures for
WICY, and the number of service units produced. DCHHS financial staff provide information to
the Consortium regarding expenditure data and historical spending trends.
      Assisting in the Development of a \Vritten Comprehensive Service Plan. Again, the
Consortium and its three support staff are really charged with the overall facilitation of the
comprehensive plan. DCHHS develops the RFP, bids the project out to the public, develops a
contract, monitors that contract, and processes payments to the selected vendor for the
comprehensive plan. DCHHS also participates in planning sessions during the development of
the comprehensive plan to give input and the perspective of the Administrative Agency.
      Informing the Assembly Regarding Service Category Expenditures, Programmatic
 Reports, etc. DCHHS provIdes quarterly reports to the ConsortlUm regarding expenditures,
 units of service produced, and the number of clients served. These reports are utilized by the
 Consortium for the purposes of monitoring progress in meeting the fiscal year plan, as well as
 the purpose of reallocating funds from services that are being under-utilized to services that are
 being over-utilized.
      Providing Technical Assistance. Consortium staff are located within the same office of
 DCHHS - and so are always in close proximity to receive ongoing technical assistance. This



                                                               8
                                                     ::JO


technical assistance comes in the form of professional expertise, distribution of the latest
legislative guidance, distribution of the latest federal and state policies, conference calls with
grantors, and distribution of quarterly reports.
    Reviewing and Processing Invoices and Request for Reimbursement. DCHHS financial
staff currently process all travel reimbursements for Consortium support staff and Consortium
members. DCHHS also takes care of all travel arrangements, hotel accommodations, and
registration fees for any meetings or conferences that the Consortium support staff and members
attend.
    Monitoring and Evaluating Contract Performance by Subcontractors. DCHHS receives
monthly reports from all subcontracted vendors on their progress in meeting their contractually-
obligated goals (i.e., units of service and clients to be served). DCHHS processes these reports
and requests for reimbursement and, in doing so, compiles all information into spreadsheets -
which are further analyzed by the Grants Manager. In addition to receiving programmatic and
fiscal progress repo~s, DCHHS also receives reports on outcome measures from each of the
subcontracted vendors every six months. These particular reports demonstrate success and/or
failure in meeting benchmarks established at the time of contracting.
     Providing Periodic Reports to the Assembly. As stated before, DCHHS provides quarterly
reports to the Consortium that contain information on e~enditures to date, units provided, and
clients served in each funded service category.

2. Proposed Services, Population to be Served, Location, etc.
    Proposed Services. Since the purpose of this grant is support of the Title II Administrative
Agency function, no direct client services are provided with these funds. The proposed
administrative functions include the following: 1) monitoring subcontractor compliance with
programmatic requirements; 2) monitoring subcontractor compliance with fiscaVaudit
requirements; 3) processing reimbursements to subcontractors for services provided; 4) provision
of training and technical assistance to subcontractors to ensure compliance with grant
requirements; 5) development of applications, RFPs, standards, outcome measures, and reports
to comply with grant requirements for the Dallas Health Services Delivery Area (HSDA); and 6)
development, monitoring, and updating of standards of care, outcome measures, and QNQI
process to ensure high quality of services provided by subcontractors.
    Proposed services also include the following area planning body support functions: 1)
supervising professional staff of the planning body; 2) providing access to meeting space, office
space, and office equipment (e.g., faxes, copiers, etc.) for planning body staff; and 3) providing
technical support during meetings of the planning body -- including providing access to
information necessary for planning decisions.

    Population to be Served - Location. Although no direct client services are provided with
these funds, the administrative functions are performed on behalf of low-income persons living
with HIV/AIDS (PLWHlA) who are residents of all of the counties in the Dallas HSDA and the
Sherman-Dennison HSDA. These include Collin, Cooke, Dallas, Denton, Ellis, Fannin,
Grayson, Hunt, Kaufman, Navarro, and Rockwall counties. Dallas County Health and Human
Services (DCHHS) will provide all of the above, proposed functions - most ')f which will take
place within the DCHHS building at 2377 North Stemmons Freeway, Dallas, Texas.




                                                 9
                                                      !::>1



    Responses to specific questions raised in proposal guidance:
a) "Will you serve individuals from counties outside your stated service area?" - It is our
intention to assure that Title II administrative funds are used to provide above-described services
for the benefit of individuals who reside in the stated service area.
b) "If you are requesting funds to increase your total project budget (all sources), how will this
impact your overall agency program goals?" - The amount that DCHHS would receive has been
pre-designated by TDH, and represents an increase of about 20.5% over the prior year. These
additional funds will allow DCHHS to enhance and expand its ability to conduct administrative
oversight, particularly in the more remote areas of the two HSDAs. It will also serve to alleviate
budgetary shortfalls resulting from decreases in other funding sources. Hence, overall program
goals should not be negatively impacted. In fact, we should be able to pursue goals with
expanded optimism and ambition.

3. Service Delivery.Systems, Workforce, Policies, Support Systems, etc

    Subcontractor Monitoring and Other Functions.                Subcontractors undergo both
programmatic and fiscal monitoring. Programmatic monitoring begins with a review of all
funding proposals submitted by subcontractors. Monttlly subcontractor reports detailing the
number of clients served and the number of units provided are reviewed throughout the twelve-
month grant period. Annual site visits are conducted by DCHHS program monitors onsite at
each funded subcontractor. During the annual site visits, the program monitors review all
aspects of the funded programs to ensure that they are compliant with state and federal grant
regulations.
    Fiscal monitoring also begins with a review of all funded proposals submitted by
subcontractors. Monthly subcontractor requests for reimbursement detailing the quantity of
service units being billed and their documentation are reviewed throughout the twelve-month
grant period. Annual site visits are conducted by DCHHS fiscal auditors, in conjunction with the
program monitors, at the site of each funded subcontractor.
    In addition to monitoring, administrative functions also include training and technical
assistance to subcontractors, development of RFPs, conducting RFP review processes,
development of applications to funding sources, etc. They are provided by three (3) program
monitors, three (3) fiscal auditors, a fiscal analyst, a grants manager, two (2) COMPIS
administrators, an administrative assistant, a grants management officer, and an assistant
director. A health advisor and quality assurance advisor also perform some of these functions as
needed, in addition to functions described in #6 below.

     Area-Wide Client Service Delivery Planning. Currently the area wide planning body, the
Ryan White Consortium of North Texas (the Consortium), has three designated support staff.
All three support staff are housed in the DCHHS building and have access to DCHHS meeting
space, office space, and office equipment. The Consortium and its eight standing committees all
meet once a month - and Consortium support staff attend all meetings. In addition, DCHHS
administrative agency staff regularly attend the Consortium meeting and five of the standing
committee meetings. The other three standing committee meetings are not regularly attended by
the administrative agency, but can be upon request of the Consortium. The administrative
agency also provides information needed for the annual planning guide that is used by the
Consortium to make annual service priorities and allocations.



                                                 10
                                                     b2


    Area planning body support functions will be provided by the three designated staff
mentioned above, the planning body manager, planner, and planning body coordinator, as well as
by all DCHHS administrative positions when required.

4. Data Collection, Tabulation, and Reportine

    Funded agencies being reimbursed on a line-item budget, must submit separate programmatic
and fiscal reports on a monthly basis. Funded agencies being reimbursed on a unit cost budget,
must submit a combined programmatic and fiscal report.
    Monthly programmatic data includes the amount of funds being billed, the amount of units
being produced, the year to date number of units, and unit cost information. A monthly
COMPIS report from each funded agency supplements the programmatic reports with
confidential client-level information. All programmatic information is reviewed at two levels.
Information is subm,itted to Vivian Wilson, fiscal administrative assistant, who compiles and
documents it. The programmatic information is then reviewed by program monitors (i.e., Gary
Armstrong, Glenda Nchekwube, and Norma Piel-Brown) to ensure that programs are on target
with their service unit goals.
    Monthly fiscal reports include the number of units !'produced, the year-to-date number of
units, the unit cost (which is negotiated prior to contract signing), and the total amount billed
each month.      Fiscal information is also submitted to Ms. Wilson for compilation and
documentation. The budget analyst (i.e., Mitos Lauder) then reviews the fiscal information to
ensure that programs are expending funds according to legisl~tive guidance. In addition to the
monthly review of subcontractor performance, agencies undergo an annual audit by members of
the Dallas County Auditor's Department. At this time, both the fiscal and programmatic aspects
of funded agencies are reviewed by grantee staff to ensure compliance with federal and state
regulations.

5. Coordination with Other Health and Human Services Providers

   In order to effectively carry out its administrative functions, coordination between DCHHS
and the subcontractors who actually provide HIV services is paramount. In large part, this
coordination occurs as DCHHS discharges its normal responsibilities, since staff members are
brought into constant contact with subcontractors. Coordination takes the form of administrative
monitoring, as described above, to ensure that services are provided as described in the
subcontractor's original application for funding, in a manner that is consistent with Ryan White
guidance, and that can be expected to deliver the number of service units proposed.
Coordination is also achieved by each service provider's participation as a member of the
Planning Consortium. This reciprocal arrangement ensures that their input will help to shape the
Administrative Agency's various work products, such as RFPs, Standards of Care, Outcome
Measures, QA/QI procedures, and others. DCHHS also enhances coordination by providing
numerous technical assistance presentations to subcontractors each year, which also allow for
exchange of information and viewpoints.
    In addition to subcontractors, DCHHS promotes coordination with other health and human
services providers by including them in the Planning Consortium. In addition to Title II
subcontractors, the Consortium includes representatives of collaborative organizations including
Baylor College of Dentistry, City of Dallas Environmental Health Services, Dallas Family



                                                11
                                                      }:)3


Access Network, The VA Medical Center, Greater Dallas Council on Alcohol and Drug Abuse,
and the Urban League of Greater Dallas.

6. Abilitv to Provide Services to Culturallv Diverse Populations

    DCHHS has a number of measures in place to assure that all Ryan White-funded services are
provided in a culturally sensitive manner, recognizing that more clients now come from
culturally diverse backgrounds than in the past. This is encouraged and emphasized in a number
of ways. The Standards of Care that are in place for every service category have a provision
requiring cultural sensitivity in delivering services. Furthermore, each Standard contains a
separate measure requiring funded agencies to provide "training in cultural sensitivity" to all
agency staff and volunteers. Standards for the food service categories also require that religious
requirements and ethnic preferences be taken into consideration in the provision and preparation
of food for clients. "As a supplement, DCHHS has provided well-attended cultural sensitivity
seminars at our facility. Also, in deference to ADA requirements, another provision is included
within each set of Standards that cover services that are delivered within the agency's facility,
requiring that access be provided for handicapped persons. And in recognition of the inability of
many clients to speak English well, one of the service c.Aegories in the EMAlHSDA continuum
of care provides for interpretation/translation/sign language services. This is a practical
consideration, as well as a culturally sensitive one.

7. Internal Qualitv Assurance/Qualitv Improvement CQA/Q!) Process
        The Administrative Agency is not a provider of HIV services. Therefore, our proposed
internal QA/QI process is intended to assist subcontractors to monitor the HIV services that they
provide. Comprehensive QA/QI guidance, including a process that will be consistently applied
to agencies with which we contract, is being developed under the direction of the QA Advisor,
Laurie D. Wolfgang. As a part of it, subcontractors are advised to develop and utilize a QA/QI
Committee, whose function is to review client records at least quarterly, for consistency and
quality of services. Where medical services are involved, this includes the participation and
guidance of the agency's Medical Director. Another component, required by language in the
Standards of Care, is distribution and collection of client satisfaction surveys. The agency's QA
system must also include specific procedures to institute timely change when weaknesses in the
care system are identified.
     During agency program reviews, Ms. Wolfgang accompanies the program monitor to the
site. Where clinical services are funded, TDH staff trained in clinical monitoring will also be
invited to participate. QA functions include the following: 1) monitoring quality assurance
programs of subcontractors to ensure that funded services adhere to the most current Public
Health Service Treatment Guidelines for the treatment of HIV and related opportunistic
infections; 2) overseeing subcontractors to ensure that funded programs meet or exceed
professional standards and client expectations; and 3) providing feedback to the area planning
body on the quality status of the HIV/AIDS continuum of care.
     As part of program evaluation, subcontractors are also required to track and report on
specific outcome measures (OM) for the various services they provide. Although the OM are
 prescribed by the Administrative Agency, they were initially developed in conjunction with the
 CounciVConsortium, and with full buy-in of the subcontractor agencies. Relative to the OM
 process, proposed evaluation functions to be carried out by the Administrative Agency include



                                                 12
                                                    04


the following: 1) collecting and analyzing program OM data; 2) utilizing program OM data in
order to evaluate the overall service system; 3) providing feedback to the area planning body on
OM; and 4) providing recommendations for improving the service system. The OM system is
one of the primary responsibilities of the Health Advisor.




                                                         ,




                                               13
                                                                                                   FORM G: BUDGET SUMMARY

  Legal Name of Applicant:                   Dallas County Health and Human Services

                                                      TDH Funds                                                                                                                        ""',u,"'"                            Local Funding
  Cost Categories                                     Requested
                                                                                                                                                                                        r-.     ..1 ..•
                                                                                                                                                                                        , u .........,
                                                                                                                                                                                                                I              Sources
                                                                (1)                                                                                                                   ,\                        I                 (4)
           --
  A.    Personnel                        $                                   93,775                $                                                                                                       61$                                      134,751             $
  B.    Fringe Benefits                 $                                    25,910                $                                                                                                       01$                                       49,181             $
                                                                                                                                                                                                                                         /F   "."

  C.    Travel                          $                                       1,200              $                                                                                                        ~I$                                                0        $
  D.    Equipment                        $                                               0         $                                                                                                        )I$                                                 0       $
        --
  E.    Supplies                         $                                     3,000               $                                                                                                        ) 1$                                                0       $
  F.    Contractual                      $                                               0         $                                                                                                      87    I$                            2,486,855                 $
  G.    Construction
                                      ('~""C'ic'~'~:~;;I'\:;~~'~:" ,~, ';'\" ,.;:' -::-:'C'~:'-::;
                                       'WAV\""'}~':'~~":O~                                         :NlN· .
                                                                                                                                               ",.'   :'~",\'>f-:::'~;.;"'1' ".;,~.".--:-c-"IC':':':iC-·:'Jr<.<.: .";' ~;C.;-:~I:"
                                                                                                                                                        :0,· ;:f.SIA.<~"'~.I:.•. .,:-/J. 'J". 0'.. ·.NlA·.:,.'yiit.~k~!l! ;.~~r:~;J,?!~,;I~J~!~;;-:':~\+ -'-~;.,.-~t i "
                                                                                                                                                                                                                                                                                   '..,{T.i 1'::i:O" ·N/At,,·
                                                                                                                                                                                                                                                                          ,.:" "" .·",·;'£tit ·l:i.'·:7''-j ,'.: .··:!r
                                                                                                                              ';.<h.".:\~.·l;:,.': .:::.,.';;:.~t.:,,~, :,' ·'I'd:!".~~·_ "'!:'.: ....~ ;.• ,~. ''I,',.~ .~::1 ":: ~ -;-.. ,:,1···j ·:.• ,.·c.·:',j<:1C··.·0:,··WA .):
                                                                                                                                                                                                                                                                                                     j
                                       i ..' ".,: <:·r:~; -':.!;".:-!.r, ~.;'), ':;~ ,(<"- ':,
                                                                                             :,1   ~;' •• :-;, , :':"              i',:,r;: ';,:L~· '.;
                                                                                                                        . • ! '.;,.;;                                                                                                                                                    ". ~   'liU~·ll,:;,i'." ":'" ",' ~:, ,;:.'.

  H.    Other                            $                                   10,834                $                                           72,609       I$                                  85,617          I$                                     8,739         I$                                            0   I$                 btl;ZQ9
  J.    Total Direct Costs               $                                1134;7t~                 $                                    ,13,()B:4;~~        I$                             ?;;t?2,7.42. I $                                   ?;ijZQ;'~2$ I $                                                      PI $                19,:m,ff1,1
 J,     Indirect Costs                   $                                  28,799                 $                                           120,025      I$                                  44,794          I$                                              0    I$                                            0   I$                j~q;~t~

  K.    Total (Sum of I and J)           $                               @1.&1a                    $                                    1s:r26s:06'9
                                                                                                                                           f
                                                                                                                                        •... ••• ' _ .      I$                             '5f~5361 $
                                                                                                                                                                                           ~" .. ]L._                                         H\679'S2:i1
                                                                                                                                                                                                                                              Fc.....-,--_9          I$                                           0I$
                                                                                                                                                                                                                                                                                                                  _.                   ~"ft565r89
                                                                                                                                                                                                                                                                                                                                       = ....li.. ,   (Jl

                                                                                                                                                                                                                ..
        Program Income· Projected
  L.
        EarninQs
                                        $                                                0         $                                                    01$                                                01$                                                  01$                                               01$                            o    (Jl

 Indirect costs are based on (mark the statement that is accurate):


D      The applicant's most recently approved indirect cost
       rate
                                                                                                                        %          A copy is attached behind the OTHER Budget Category Detail Form (FORM G-6).


r;l rate applicant's most recently approved indirect cost
LJ
    The                                                                                                                 %          which is on file with TDH's Contract Policy and Monitoring Division.

D      Uniform Grant Management Standards. Complete an INDIRECT COST Budget Category Detail Form (FORM G·7).


 ·Letter{s) of good standing that validate the applicant's programmatic, administrative, and financial capability must be placed after this form If applicant receives any funding
 from other non-TOH state agencies. If the applicant Is a state agency or Institution of higher education, letter(s) of good standing are not required. 00 NOT include non-
 project related funding in column 3.
                                                                                                                                                                                                                                                                                                                                                            .

                                                                                                                                                           14
                               FORM G·1: PERSONNEL Budget Category Detail Form

Legal Name of Applicant:        Dallas County Health and Human Services

    Functional Title + Code     "10      Certification!   Total Annual   Salary Requested    Vacant
                                                                                                                        Justification
   E=Existing or P=Proposed    Time    License Required      Salary         for Project       YIN
                                                                                                                                                _._...
Assistant     Director -                                                                                Oversees daily activities and operation of
Grants Compliance and          11.2%                            77,826             8,716       N
                                                                                                    " . Grants Management Division.
Client Services (E)
                                                                                                       Provides and prepares various reports
Grants         Management                                                                              required   by grantor.       Oversees   the
                                14%                             65,209             9,129       N
Officer (E)                                                                                            management of the Grants Management
                                                                                                       Division.
                                                                                                       Coordinates and directs administrative
Program AnalysUGrants                                                                                  activities and oversee the financial
                                14%                             56,671             7,934       N
Manager (E)                                                                                            operations of the Grants Management
                                                                                                       Division.
                                                                                                       Conducts      programmatic     reviews   of
Program Monitor (E)             14%                             48,697             6,817       N
                                                                                                       subcontractors.
                                                                                                       Conducts      programmatic     reviews   of
Program Monitor (E)             14%                             48,697             6,817       N
                                                                                                       subcontractors.                                   01
                                                                                                       Conducts      programmatic     reviews   of       (J)
Program Monitor (E)             14%                             48,697             6,tl.17     N
                                                                                                       subcontractors.
                                                                                                       Monitors financial activities of Grants
                                                                                                       Management Division.         Analyzes and
Grants Budget Analyst (E)       14%                             53,511             7,492       N
                                                                                                       prepares    financial/fiscal  reports  and
                                                                                                       budQets.
Administrative     Assistant
                                14%                             41,405             5,797       N       Provides administrative support.
(E)
                                                                                                       Collects data and information for various
Data Analyst (E)                14%                             38,536             5,395       N
                                                                                                       users and provides administrative support.
General Office Clerk (E)        14%                             29,621             4,147      N        Provdies clerical assistance
Systems         Operation                                                                              Provides assistance with COMPIS reporting
Analvst (E)
                                 7%                             66,940             4,686      N
                                                                                                       and trackinq.
Building Supervisor (E)          7%                             27,920             1,954               Assists with meeting setup for the Grants
                                                                                              N
                                                                                                       Manaaement Division.
Health Analyst (E)              18%                             51,713             9,308               Develops and implements standards of
                                                                                              N
                                                                                                       care and outcome measures for services.
                                                                 15
                                                                                                                                           Provides technicla assistance to contractors
Quality Assurance Advisor                18%                                       48,697                   8,765           N              and conducts studies/reviews on current
                                                                                                                                           standards of care.




FRINGE BENEFITS: Itemize the elements of fringe benefits in this space. Attach an additional
                                                                                                                     Salary Total          $ 93,775
sheet of paper if more space is required.
MedicaVDentaVLife Insurance 10.98%
                                                                                               Fringe Benefit Rate           %'
Social Security (FICA) 7.65%                                                                                                  I     ,,-'
                                                                                                                                                                 27.63%
Aetirement8.5%
Worker's Compensation .5%                                                                      FRINGE BENEFITS TOTAL                                             $ 25,910




                                                                                                                                                                                          0'1
                                                                                                                                                                                          ~
                                                                                                                     ...




                                                                                                                                                                                                •



                                                                                      16
                                                 FORM G·2: TRAVEL Budget Category Detail Form

Legal Name of Applicant:                       Dallas County Helath and Human Services

Local Travel Costs (mileage plus per diem)
                                                                                                  Estimated
           Mileage                    Estimated         Estimated          Estimated Per                                 Justification (include who or what position will be traveling, area or
                                                                                                    Total
        Reimbursement                 Number of        Mileage Cost         Diem Costs                                 locations to cover, and why local travel is necessary to accomplish the
                                                                                                 Local Travel
            Rate                        Miles               (a)                 (b)                                                                    project)
                                                                                                Costs (a) + (b)
$ .36                               3,333             $ 1,200              $0                   t-J,~Q9             Local staff, t~;:tvel to perform program monitoring.                     fiscal
                                                                                                                    compliance audits and other HIV-grant related activities.




    -.--- _.. __ . -- -- ..   ~--
                                     ---
                                                        No. of Applicant      Estimated Travel                          Estimated
                                                                                                                                         Estimated
          Name and/or                                      Employees          Cost (I of miles x        Estimated         Related
                                           location                                                                                        Total
         Description of                                  Attending (for     reimbursement rate;         Per Diem          Travel                                    Justification
                                             (City)                                                                                     Conferencel
      ConferenceIWorkshop                               whom TDH funds        estimated airfare,          Cost             Costs
                                                                                                                                       Workshop Cost
                                                         are requested)             etc.)                               (taxi, etc.)
                                                                                                                                                                                                      01
                                                                                                                                                  0                                                   ())
                                                                                                                       r-
                                                                                                                                                  0

                                                                                                                                                   0

                                                                                                                                                  0
                                                                                                                                                  0

                                                                                                                                                  0
                                    TOTAL for ConflWorkshop TRAVEL:                         $0                    $0           $0                $0


          Local TRAVEL Costs:        fh2Ql;J                 ConflWorkshop TRAVEL Costs:           ~Q                         Total TRAVEL Costs:      lrt~oo.

NOTE: All contracts with the Texas Department 01 Health require that a written travel policy be maintained by the contracting entity. Attach a copy of the travel policy as an appendix to
the proposal. If a written travel policy is not in place. TDH's travel policy will be used.
complish the project.
                                                                                           17
                                         FORM 6·3: EQUIPMENT                            B~dget Category                  Detail Form

Legal Name of Applicant:                Dallas County Health and Human Services

Itemize. describe and justify the list below. Attach complete specifications or a copy of the purchase order. See attached sample for equipment definition and detailed instructions to
-~ ... lete this f .........


                 DESCRIPTION OF ITEM                                                                        UNIT
                                                               COST PER UNIT I # OF UNITS                                                     PURPOSE & JUSTIFICATION
                 ( $1,000 or Exception)                                                                    TOTAL

                                                                                                                              I'~   .....




                                                                                                                                                                                          01
                                                                                                                                                                                          (0
                                                                                                                 .....




TOTAL Amount Requested for EQUIPMENT:                                                             $                      ~
                                                                                                                                                                                               ..

                                                                                          18
                                            FORM G-4: SUPPLIES Bl:ldget Category Detail Form

Legal Name of Applicant:                 Dallas County Health and Human Services

Itemize, describe and justify the supply items listed below. Costs may be categorized by each general type (e.g., office, computer. medical, educational, janitorial, etc.). See attached
--- .. Ie for definition of sUPPlies and detailed instructions to complete this fi .

               DESCRIPTION OF ITEM                                                                           UNIT
                                                                COST PER UNIT J# OF UNITS                                                      PURPOSE &JUSTIFICATION
      ( $1,000 excluding equipment exceptions)                                                              TOTAL

Consumable office supplies. computer                                                                                            "   ",'




softwares and other equipment < 500                            $250/month                                            3,000      Supports HIV-grant related activities




                                                                                                                                                                                            OJ
                                                                                                                                                                                            o
                                                                                                                   ....




                                                    TOTAL Amount Requested for SUPPLIES:           $                 /31'OO<J
                                                                                                                     ._l.___




                                                                                           19
                                       FORM G·5: CONTRACTUAL: Budget Category Detail Form

Legal Name of Applicant:                 Dallas County Health and Human Services

List contracts lor services related to the scope 01 work that are to be provided by a third party. II a third party is not yet identified, describe the service to be contracted and show
contractors as "To Be Named." Justification lor any contract that delegates a substantial portion 01 the scope 01 the project, i.e., $25,000 or 25% of the applicant's lunding request,
   . hever is areater. must be atlached behind this I

                                                                     METHOD OF
                                       DESCRIPTION OF                                       # of Hours
    CONTRACTOR NAME                                               REIMBURSEMENT                              UNIT COST RATE            CONTRACTOR
                                           SERVICES                                          or Units                                                               JUSTIFICATION
    (Agency or Individual)                                        (Unit Cost or Cost                          (If Applicable)       .'
                                                                                                                                          TOTAL
                                        (Scope of Work)                                     of Service                          "
                                                                   Reimbursement)




                                                                                                                                                                                            m
                                                                                                                   ...




                                   TOTAL Amount Requested lor CONTRACTUAL:                                                          $                 d


                                                                                            20
                                         FORM G·6: OTHER Budget Category Detail Form

Legal Name of Applicant:             Dallas County Health and Human Services


                                                        (# of units x unit cost If
                       DESCRIPTION                                                         COST                                PURPOSE &JUSTIFICATION
                                                              applicable)

                                                                                                            Locql, long distance, and internet access time to communicate with
Telephone                                                                                            334
                                                                                                            subcontractors, the community, and grantor.


Copier rental and printing                                                                         1,200    Copying and printing for HIV-grant related activities.


                                                                                                            Postage for mailing correspondence to subcontractors, the
Postage                                                                                            1,000
                                                                                                            community, and grantor.

                                                                                                            Staff training to keep abreast of current HIV/AIDS issues and job
Training                                                                                           1,300
                                                                                                            related requirements.


                                                                                                                                                                                     (J)
                                                                                                                                                                                     N
Office equipment maintenance                                                                      ... 500   Costs of upkeep maintenance for office equipment


Advertising                                                                                          500    Advertising costs for public notice of RFP releases.


Audit                                                                                              1,000    Audit portion of County-wide OMS Circular A·128 Audit
                                                                                                                                                                                 -
LATNAF - local needs assessment                                                                    5,000    Local needs assessment support per TDH requirement




TOTAL Amount Requested for OTHER:                                                $                10,!l34


                                                                                     4;1
                                       FORM 0·7: INDIRECT COST Budget Category Detail Form

          Legal Name of Applicant:            Dallas County Health and Human Services

   Complete this form il requesting funds for indirect costs based on Uniform Grants Management Standards. The justification should include an explanation 01 the purpose 01 the
   service and how it is necessary for the completion of the activity.


                                    DESCRIPTION                                                                           PURPOSE & JUSTIFICATION

                                                                                                                               I'   "'.•

HIV Grants Management's share on all allowable Dallas County cost using the Dallas
County Certified Indirect Cost Rate.


Salary &Fringe Benefits (3 Grants Auditors)                                            To conduct compliance audit 01 subcontractors

                                                                                       All other allowable Dallas County costs such as rent, utilities, and financial system support as well as
Other Indirect Costs
                                                                                       salary and fringe 01 managers and supervisors who provides direct supervision to the grant auditors.




                                                                                                                                                                                                  (J)
                                                                                                                                                                                                  (;)
                                                                                                                  ....




                                      Total Amount Requested for INDIRECT COST:        $ 28,799
                                                                                                                                                                                                        ..
                                                                                           l.·

                                                                                          22
                                                                                                  64
                                                                    BUDGET JUSTIFICATION
                                                        DALLAS COUNTY HEALTH AND HUMAN SERVICES
                                                             Administrative Lead Agency Budget
                                                        FY 2004 < 2005 Ryan White TItle II < Supplement

     PERSONNEL

     A.   Anistant Dire~Qr,~t5ervic!ls!G~nt$  ¢ornPllanc!l.·.· .                                                                            ·1L20%
          TOI11Thomi$<·      ... .    . . .. ....    . .. .
          Oversees daily activities and operation of the Grants Management Division.
          (Cost shared with DCHHS @ 20%, Grant @80%)

     B. Grants Management OffIcii,.           <   JOffJotisap •• •·•··
          Provides and prepares various reports required by the grantor. Oversees the
          management of Grants Division.

     C.   Program AnatystJ(jrants- ManagED': :'ShallllI'lSl:ler <                    .                                          ··•·•· .. ·:...... 14.110%::: .. :::.:.<.::1;934:·
          Coordinates and directs administrative activities and oversees the financial
          operation at Grants Management Division.

     D.   pjogramMoAAor.~GaiY.Aim.t70ng                   .                                                                     "':.:.:.:"<1~OQ%.::.::·.:.6;rj1t
          Conducts programmatic reviews of subContractors..

     E.   ProllraIJlMoil!tcir.;(j18~Nctitik.Wi:ititi:
                                                 ::.::: :::: ::::::::::: ..
          Conducts programmatic ;.ev;e~s oi subCoriiractors. .

     F.   Program Mcihitor.. Noi'Jria p.lei;E!ttJwn: ..
          Conducts programmatic reviews of subcontractors.

     G.   Gr3flts  Bll<:tgit~~ii~~ M~9s J;Ja4<f~:::'                       . .......                          I................. :            14.ii<!%::      <:: "1.i4~2::
          Monitors financial activities of Grants Management Divison. Analyzes and
          prepares financia/fiscal reports and budgets.

     H.   Adminl5tratIV8.AsSistafj.t:; Vivian W1tiOn::.::·:··                                                 :>:::::::•• :. ···· ..::::::••• t4.{jo"JO.:::.. :· ····: ... 5;191:·
          Provides administrative support.

     I.   OataArial~t;TI'i~~Re:e(j                              . . . . . ....
          Collects data and infonnation for various users and provides administrative
          support.

     J.   General OffjceC.i8r1( ~:aetsYJ(jtiri~n:.:····
          PrOVides clerical assistance to HIV grants Staff.

     K.S)'$terns()perAli~t;"~I~i)W~~              ::                     ::::::::: .
          Provides assistance with COMPIS reporting and tracking. (Cost shared with
          DCHHS @ 50%. Grant @ 50%)

     L.   BUlldkig~ulleiYiscir"1Ir(jrieWci~d<.:.:..........................................................    ··········::·.:/:.:.....:.: ••• :::.1AIO~:.:   .::•.:::>1;95,4:
          Assists with meeting setup for the Administrative Agent and its committees.
          Cost shared with DCHHS @ 50%. Grant @ 50%)

     M.   Health'An1lly$i.()afle~>::                                                                                    ·::::::1$;OO,.":"Il;;JQ$:
          Develops and implements standards of care and outcome measures for
          services.

     N. Q\.iaIW~ranc!i~$Q:i.;~ti~~~:>···                                                                                       ·.1&<il~"'':>8;!6~
          Provides technical assistance to contractors and conduct studies/reviews on
          current standards of care.

II   FRiNGE BENEATS                                                                                                                                                                  . ·><~.91Q

          MedicalJOentaUUfe insurance                                                                          @ 5,5001fte x Allocation Rate                          10,296
          Social Security                                                                                                                       7.65%                  7,174
          Retirement                                                                                                                            8.50%                  7,971
          Workers Compensation                                                                                                                  0.50%                    469

III TRAVEL

          Local Travel @36/mile. Local staff travel tor on-site program monitoring, fiscal                                                                              1,200
          compliance audit and other HIV grant-related activities.




                                                                                             23
                                                                                     6b
                                                                  BUDGET JUSTIFICATION
                                                      DALLAS COUNTY HEALTH AND HUMAN SERVICES
                                                           Administrative Lead Agency Budget
                                                      FY 2004 • 2005 Ryan White Title II • Supplement


 IV EQUIPMENT

 V     SUPPLIES                                                                                                                                                               ·~.ooO:

             General consumable office supplies, computer softwares and other equipment                                                                      3,000
             items < 500 to support grant related activities.

 VI CONTRACTUAL

VII OTHER ADMINISTRATIVE COSTS
                                                                                                                                                                     .••·•· ••••• to.1l34.
      A.     Telephone: local and long distance. and internet access time. All means
             necessary to communicate with contractors, the community. grantor. and to
             obtain HIV/AIDS infonnation.                                                                                                                      334

      B. Copier rental and printing charges for grant related activities.                                                                                    1,200

      C.     Postage for grant related   m~terials.                                                                                                          1,000

      D.     Training provided to staff to keep cumrent on HIV/AIDS issues and job related
             requirements.                                                                                                                                   1,300

      E.     Office equipment maintenance.                                                     ,                                                              500

      F.     Advertising for public notice of the RFP.                                                                                                        500

      G.     Audit-Portion of County-wide OMB Cir. A-128 Audit                                                                                               1.000

      H.     LATNAF - local needs assessment support per TDH requirement.                                                                                    5,000

VIII Indirect Costs

      Grants Management's share on all allowable Dallas County cost using The Dallas County Certified
      Indirect Cost Rate.

      A.     Personnel. Grant Auditors                                                                                                   ·· .. •.....·•••   ~S;1~~


             Auditor ·Prl~eiia:I:i~ali·••••··
             Conducts compliance audit of subcontractors.

            A\lditor-vac:ailf.   ..                                                      ··················.·.14:00"k •.....•.•. S;~~.
            Conducts compliance audit of subcontractors.

             AUdlto~ ~ ll:amii~ H~lii .....             <...
                                                       < .•
             Conducts compliance audit of subcontractors.


                                                                                                                                         ·········.·.·.·.5.33~.
      B.     Fringe Benefits

            Insurance (MedicaUDentaUUfe)                                                       @ 5,500/fte X Allocation Rate                                2.310
            Social Security                                                                                           7.65%                                 1,387
            Retirement                                                                                                8.50%                                 1,542
            Workers Compensation                                                                                      0.50%                                    91

      C.     Other Indirect Costs
                                                                                                                                         ·····•·••••••••• siiJ4:•.
IX    TOTAL BUDGET




11/1""'1 ',O'AM
                                                                                24
                                                             66
             DALLAS COUNTY
             HEALTH AND HUMAN SERVICES
             GRANTS MANAGEMENT

           BETTY J. CULBREATH
           DIRECTOR


TO:                  THE HONORABLE COMMISSIONERS COURT

FROM:                BETTY 1. CULBREATH, DIRECTOR
                     DALLAS COUNTY HEALTH AND HUMAN SERVICES

DATE:                NOVEMBER 18, 2003

SUBJECT:             APPLICATION FOR YEAR 2004 RYAN WHITE TITLE II SERVICE DELIVERY
                     PROGRAM


Background of Issue
The Dallas County Judge is the grantee and legal recipient ofRyan Whle Title IT Grant funds. Dallas County Health and
Human Services (DCHHS) is designated to serve as the Administrative Agency for Ryan White TitleU funds for the
Dallas Health Services Delivery Area (HSDA) which includes Collin, Cooke, Dallas, Denton, Ellis, Fannin, Grayson,
Hunt, Kaufman, Navarro, and Rockwall counties. In accordance with the provisions of the Texas Department of Health
(TOR), the Administrative Agency is responsible for completing the Ryan White Title IT renewal grant application, which
is a continuing and noncompetitive application. In order to meet the grant application deadline, DCHHS has submitted
the grant application to TOR, pending approval by the Commissioners Court. The designated amount of the award is
$2,223,721.

Fiscal Impact
There will be no fiscal impact to Dallas County.

Operational Impact
The Administrative Agency will be responsible for administering all funds received under the Year 2004 Ryan White Title
IT Service Delivery Program grant

Legal Impact
The Commissioners Court must approve the Administrative Agency's Year 2004 Ryan White Title IT Service Delivery
Program grant application (see attachment).

Recommendation
It is recommended that the Commissioners Court approve the Administrative Agency's Year 2004 Ryan White Title II
Service Delivery Program grant applica· n as ref}   in the atta  ent

RECOMMENDED BY:~~M.~~~~'d.~~::::::.                                                            _



attachment
c:     1. Allen Clemson, Court Administrator
       Virginia Porter, County Auditor

A:\RyanWhiteTitJe2_Applicatioo_Briefing. wpd



2377 North Stemrnons Freeway                       Suite 200, LB-16                       Office 214-819-1840
Dallas, Texas 75207-2710                                                                    Fax 214-819-1850
                        67


APPLICATION FOR YEAR 2004 RYAN WHITE

 TITLE II SERVICE DELIVERY PROGRAM




              November 17,2003




                 Submitted by:
       Dallas County Commissioners Court

                   On Behalf of:
           Dallas and Sherman-Denison
      Health Services Delivery Areas (HSDA)
                                                                                       68
                                        FORM A: FACE PAGE - Renewal Application as authorized under the RFP for
                            HIV CARE Administrative Agencies in five HIV Planning Areas, issued
                        1/31/2001 (RFP·HIV.0019), the RFP for Supplemental Administrative Agency
T DH
T'£XAS
                      Funding for Designated HIV Planning Areas, issued 1/31/2001 and the RFP for
         OE1'~.n.aNT OF   HLoIL.nt

                          HIV CARE Administrative Agencies in Three HIV Planning Areas, issued
                                                     8/1/2001 (RFP-HIV-0024)
This form requests basic information about the applicant and project, including the signature of the authorized representative. The face page is
the cover paqe of the renewal application and shall be completed in its entirelY.
                                                      APPLICANT INFORMATION
1) LEGAL NAME:                           Dallas County Health and Human Services
2) MAILING Address Information (include mailing address, street, city, county, state and zip code):                                   Check if address change       0
    2377 North Stemmons Freeway
    Suite 200, LB-16
    Dallas, Texas 75207-2710
3) PAYEE Mailing Address (if different from above):                                                                                   Check if address change       0
    Dallas County
    407 Records BUilding
    Dallas, Texas 75202
4) Federal Tax 10 No. (9 digit) or State of Texas Comptroller Vendor 10 No. (14 d,igit):                                              75-6000905
5) TYPE OF ENTITY (check all that apply):
          o
         City                                            0    Nonprofit Organization·                   0     Individual
     L8J County                                          0    For Profit Organization·                  0     State Controlled Institution of Higher Learning
          o
         Other Political Subdivision                     0    HUB Certified                             0     Hospital
          o
         State Agency                                    0    Community-Based Organization              0     Private
          o
         Indian Tribe                                    0    Minority Organization                     0     Other (specify):
"If incorporated, provide 10-diqit charter number assiqned bv Secretary of State:
6) Currently operating under a HUB Subcontracting plan on file at TDH?                                                          Yes    L8J       No   0
7) PROPOSED BUDGET PERIOD:                                      Start Date:    4/01/04                                  End Date:       3/31/05
8) COUNTIES SERVED BY PROJECT:
    Collin, Cooke, Dallas, Denton, Ellis, Fannin, Grayson, Hunt, Kaufman, Navarro, and Rockwall
9) AMOUNT OF FUNDING REQUESTED:                              $2,223,721                11) PROJECT CONTACT PERSON
10) PROJECTED EXPENDITURES                                                                    Name:          Tom Thomas
Does applicant's projected state or federal expenditures exceed $300,000                      Phone:         (214) 819-1841
for applicant's current fiscal year (excluding amount requested in line 8                     Fax:           (214) 819-6023
above)? **                                                                                    E-mail:        tthomas@dallascounty.org

             Yes [8J                   No   0                                            12) FINANCIAL OFFICER
                                                                                                Name:         Virginia Porter
"Projecled expendilures should include funding for a// activities including 'pass               Phone:        (214) 653-6472
Ihrough' federal funds from all state agencies and non project-relaled TDH funds.               Fax:          (214) 653-6440
                                                                                                E-mail:       vporter@dallascounty,org
 I, the undersigned, am the authorized representative of the applicant filing this contract renewal application. The facts contained herein are true, and the applicant
is in compliance with the assurances and certifications contained in the competitive request for proposal (RFP) identified above, which is part of the original contract
and any prior renewals and amendments. 1 understand that this contract renewal depends on the truthfulness of this document and on the applicant's continued
compliance with the original contract and all its components and amendments.
13) AUTHORIZED REPRESENTATIVE                                                                     14) SIGNZRE ~THORIZEDREPRESENTATIVE
           Name:
           Phone:
                                     Betty J. Culbreath
                                     (214) 819-6070
                                                                                                        is ,-'.              A..J            tr ~8IJJdt,\
           Fax:                      (214) 819-6022                                               1~ DATE       I( I II
           E-mail:                   bculbreath@dallascounty.org                                              It 1/ OJ


                                                                                   2
                                                                                   69
                          FORM B: RENEWAL APPLICATION CHECKLIST


Legal Name of Applicant:                Dallas County Health and Human Services

This form is provided to ensure that the renewal application is complete and properly signed.


FORM       DESCRIPTION                                                                                                    Included       Not
                                                                                                                                     A r bl e
                                                                                                                                      \ppllca
                                                                                                                                                I
A          Face Page - Renewal Application completed, and proper signatures and date included                               (8J        0        I

B          Renewal Application Checklist completed and included                                                             (8J        0
C           Contact Person Information completed and included                                                               (8J        0
D          Administrative Information for Renewal Application completed and included (with supplemental
                                                                                                                            (8J        0
           documentation attached if required)
E          Performance Measures included                                                                                    (8J        0
F          Work Plan included                                                                                               (8J        0
G          Budget Summary Form completed and included
                                                                                            ,                               (8J        0
G·1-G·7    BUdget Category Detail Forms completed and included                                                              (8J        0
G·a        Categorical Budget and Justification                                                                             (8J        0
            Justification for Requested Equipment (if equipment is requested) and Vendor Certification for
G·g                                                                                                                         (8J        0
            Computer Equipment purchased by TDH Contractor (if computer equipment is requested)
            Table 1A: Services Priorities and Objectives by HSDA                                                            (8J        0
            Table 1B: Services Priorities: AA Summary Sheet for all HSDAs                                                   (8J        0        I
            Subcontractor Data Sheets and Categorical Budget with Narrative Justification or Fee-for-Service
            form for each subcontractor                                                                                     0          (8J
            Nonprofit Board ofOirectors and Executive Director Assurances form signed and included
H           If the signed original of this form has been provided to the Texas Department of Health during the calendar     0          (8J
            year and the officers signing the document have not changed, a copy of the signed form will be accepted.                            I
            Bureau of HIV and STD Prevention Assurances, Forms, and Requirements signed and included                        (8J        0        J




                                                                               3
                                                                            70
                         FORM C: PROGRAM CONTACT INFORMATION


Legal Name of Applicant:             Dallas County Health and Human Services

This form provides information about the appropriate program contacts in the applicant's organization in addition to those on FORM A: FACE PAGE.
If any of the following information changes during the term of the contract, please notify the Manager, Administrative Services Center -
Associateship for Disease Control and Prevention and to the Director of the Contract Policy and Monitoring Division.



[program name] Contact:      Tom Thomas                                         Mailing Address (incl. street, city, county, state, & zip):
Title:    Assistant Director                                                    2377 North Stemmons Freeway
Phone: (214) 819-1841                                                           Suite 200
Fax:      (214) 819-6023                                                        Dallas County
E-mail:   Tthomas@dallascounty.org                                              Dallas. TX 75229
                                    ...
{program   name] Contact:   Jeff Jordan                                         Mailing Address (inc/. street, city, county, state, & zip):
Title:      Grants Management Officer                                           2377 North Stemmons Freeway
Phone:
Fax:
            (214) 819-1842
            (214) 819-6023
                                                                                    ,
                                                                                Suite 200
                                                                                Dallas County
E-mail:     Jejordan@dallascounty.org                                           Dallas, TX 75229

 [program name] Contact:  Sheila Cross Fisher                                   Mailing Address (incl. street, city, county, state, & zip):
 Title:    Grants Manager                                                       2377 North Stemmons Freeway
.Rhone: (214) 819-1814                                                          Suite 200
 Fax:      (214) 819-6023                                                       Dallas County
 E-mail: Sfisher@dallascounty.org                                               Dallas, TX 75229

[program   name] Contact:         Mitos L1auder                                 Mailing Address (incl. street, city, county, state, & zip):
Title:      Grants Analyst                                                      2377 North Stemmons Freeway
Phone:      (214) 819-1844                                                      Suite 200
Fax:        (214) 819-6023                                                      Dallas County
E-mail:    Mllauder@dallascounty.org                                            Dallas, TX 75229

[program name] Contact:   Laura Dennis Wolfgang                                 Mailing Address (incl. street, city, county, state, & zip):
Title:    Quality Management Advisor                                            2377 North Stemmons Freeway
Phone: (214) 819-1851                                                           Suite 200
Fax:      (214) 819-6023                                                        Dallas County
E-mail:   Ldennis@dallascounty.org                                              Dallas, TX 75229




                                                                        4
                                                                             71
     FORM D: ADMINISTRATIVE INFORMATION - Renewal Application for
           Ryan White CARE Act Title II Service Delivery (RWSD)
This form provides information regarding identification and contract history on the applicant, executive management, project management. goveming
board members, and/or principal officers. Respond to each request for information or provide the required supplemental document behind
this form. If responses require multiple pages, identify the supporting pages/documentation with the applicable request.



Legal Name of Applicant:             Dallas County Health and Human Services

Identifying Information

If there are no changes to any of the items below, check here and skip to the next section of this form.                      I:8J
1.    The applicant shall attach the following information:
      If a Governmental Entity
      •    Names (last, first, middle) and addresses for the officials who are authorized to enter into a contract on behalf
           of the applicant.      "

      If a Nonprofit or For profit Corporation
      •    Full names (last, first, middle), addresses, telephone numbers~titJes and occupation of members of the Board
           of Directors or any other principal officers. Indicate what offices are held by members (e.g. chairperson,
           president, vice-president, treasurer, etc.).
      •    Full names (last, first, middle), and addresses for each partner, officer, and director as well as the full names
           and addresses for each person who owns five percent (5%) or more of the stock if applicant is a for profit
           corporation.

Conflict of Interest and Contract History

If there are no changes to any of the items below, check here and skip the questions in this section.                                I:8J
The applicant shall disclose any existing or potential conflict of interest relative to the performance of the requirements
of this renewal application. Examples of potential conflicts may include an existing business or personal relationship
between the applicant, its principal, or any affiliate or subcontractor, with TDH, the participating agencies, or any other
entity or person involved in any way in any project that is the subject of this renewal application. Similarly, any personal
or business relationship between the applicant, the principals, or any affiliate or subcontractor, with any employee of TDH,
a participating agency, or their respective suppliers, must be disclosed. Any such relationship that might be perceived
or represented as a conflict shall be disclosed. Failure to disclose any such relationship may be cause for contract
termination. If, following a review of this information, it is determined by TDH that a conflict of interest exists, the applicant
may be disqualified from further consideration for the renewal of a contract.

1.    Does anyone in the applicant organization have an existing or potential conflict of interest relative to the
      performance of the requirements of this renewal application?

             DYES              o      NO

      If YES, detail any such relationship(s) that might be perceived or represented as                 a conflict.   (Attach no more than
      one additional page.)

2.    Has any member of applicant's executive management, project management, governing board or principal
      officers been employed by the State of Texas 24 months prior to the renewal application due date?

             DYES              o      NO

      If YES, indicate his/her name, social security number, job title, agency employed by, separation date, and reason
      for separation.


                                                                        5
                                                             72
                            FORM D: ADMINISTRATIVE INFORMATION - continued


3.   Is applicant or any member of applicant's executive management, project management, board members
     or principal officers:
         delinquent on any state, federal or other debt;
         affiliated with an organization which is delinquent on any state, federal or other debt; or
         in default on an agreed repayment schedule with any funding organization?

          DYES            0 NO
     If YES, please explain. (Attach no more than one additional page.)




                                                                    ,




                                                         6
                                                                       73


                           FORM E: PERFORMANCE MEASURES
In the event a contract is awarded, applicant agrees that performance measures(s) will be used to assess, in part, the applicant's
effectiveness in providing the services described. Address al/ ofthe requirements (see PERFORMANCE MEASURES GUidelines)
associated with the services proposed in this application. A maximum of[number] additional pages may be attached if needed.

Service Category:      Outpatient Medical Care
Outcome                   Decreased incidence of HIV/AIDS-related illness
Output or Process         Provide 1,388 medical visits to 3,589 persons
Efficiency                Provide outpatient medical care at a cost of $233.58 per visit
Explanatory               Decreased need for urgent/emergency care
Service Category:      Mental Health Counseling
Outcome                   Improved/Stabilized Mental Health Status
Output or Process         Provide 139 counseling sessions to 18 persons
Efficiency                Provide mental health counseling at a cost of $33.02 per session
Explanatory               Decreased need for emergency room visits for mental health care
Service Category:      Oral Health
Outcome                   Reduced incidence of HIV-related dental health problems
Output or Process         Provide 474 dental visits to 139 persons
Efficiency                Provide oral health at a cost of $107.81 pet visit
Explanatory               Reduced need for complicated dental therapies/prosthetics
Service Category:      Case Management
Outcome                   Improved adherence to prescribed medical therapies
Output or Process         Provide 30,822 encounters to 430 persons
Efficiency                Provide case management at a cost of $12.77 per encounter
Explanatory               Reduction in the need for crisis interventions (medical, legal, ER, etc.)
Service Category:      Food Pantry/Meals
Outcome                   Improved access to health care services
Output or Process         Provide 20,729 food items and hygienic products to 1,223 persons
Efficiency                Provide food pantry and hot meals at a cost of $11.36 per visit
Explanatory               Improved adherence to prescribed medical therapies
Service Category:      Health Education/Risk Reduction
Outcome                   Improved access to health care and other HIV services
Output or Process         Provide 26,355 contacts to persons not receiving HIV health and human services
Efficiency                Provide health education/risk reduction at a cost of $5.28 per contact
Explanatory               N/A
Service Category:      Outreach
Outcome                   Improved access to health care and other HIV services
Output or Process         Provide 23,761 contacts to persons not receiving HIV health and human services
Efficiency                Provide outreach at a cost of $10.69 per contact
Explanatory               N/A
Service Category:      Transportation
Outcome                    Improved access to health care services
Output or Process         Provide 27,632 van trips to 606 persons
Efficiency                Provide transportation at a cost of $14.26 per van trip
Explanatory                Improved compliance with scheduled appointments for HIV services
Service Category:      Treatment Adherence
Outcome                    Improved adherence to prescribed medical therapies
Output or Process          Provide 712 fifteen minute encounters to 25 persons
Efficiency                 Provide treatment adherence at a cost of $18.00 per encounter
Explanatory                Improved compliance with scheduled appointments for medical care


                                                                 7
                                                       74



Service Category: Drug Reimbursement - Local
Outcome              Improved adherence to prescribed medical therapies
Output or Process    Provide 4,079 doses of medication to 89 persons
Efficiency           Provide drug reimbursement services at a cost of $3.56 per dose
Explanatory          Decreased incidence of HIV/AIDS-related illness
Service Category: Health Insurance
Outcome              Improved access to health care services
Output or Process    Provide 490 premiums, co-pays, and deductibles to 51 persons
Efficiency           Provide health insurance at a cost of $301.06 per payment
Explanatory          Improved adherence to prescribed medical therapies




                                                             ,




                                                   8
                                          FORM F: WORK PLAN
Applicants shall describe plan for service delivery to the population in the proposed service area(s) and include timelines for
accomplishments. Address the required elements (see WORK PLAN GUidelines) associated with the services proposed in this
application. Attach additional pages if needed.

1. Summary of Services
        FY 2004-2005 Title II-funded services in the Dallas Health Services Delivery Area (HSDA)
will include outpatient medical care, mental health counseling, substance abuse counseling, case
management, home health care, food pantry/congregate meals, transportation, service outreach,
health education/risk reduction, and health insurance. The population to be served will include
persons living with HIV/AIDS that reside in Collin, Cooke, Dallas, Denton, Ellis, Fannin, Grayson,
Henderson, Hunt, Kaufman, Navarro, and Rockwall counties.
1a) Serving Individuals from Olltside tile Service Area
        The Dallas County Auditor's Department does not allow Title II payments to be made for
services rendered to clients from outside the Dallas HSDA boundaries. However, funded service
providers do have the option of providing services to such individuals through other funding streams.
When circumstances arise in which clients from outside t~e service area come to a Title II funded
service provider, the service providers have been instructed to either provide the appropriate referrals
to the service area in which the individual resides, or to provide services through other funding
streams. Several of the funded agencies have elected to do the latter. However, most of the service
providers do not encounter this situation very often.
Ib) Impact ofIncreased Project Budget
        The overall budget for the Dallas service area has increased by $36,790 from last year. The
carve-out award for Sherman-Denison has decreased by $1,394 from last year. The major changes
in program goals will include the purchase of additional units of service in food pantry/congregate
meals, transportation, and service outreach. Food continues to be a highly-ranked need of clients
(as indicated in the most recent needs assessment from 2001). Transportation and service outreach
are necessary to meet the influx of new HIV cases and the subsequent demand for access into
medical and social services.

2. Service Delivery System
        All Title II funds in the Dallas HSDA are administered by Dallas County Health and Human
Services. Various roles and responsibilities of administration are distributed among program
monitoring staff, fiscal management and payment staff, quality assurance staff, and data management
staff (See attached organizational chart). Administrative funds will also be used to pay for fiscal
monitoring staff housed out of the Dallas County Auditor's Department. All told, there are 17 staff
positions involved with administering the Title II grant. DCHHS is able to offer the services of such
a large staff due to the fact that it administers the Ryan White Title I, Title II, HOPWA, and State
Services grants for the Dallas area.
        Although Title II funds are still in the process of being awarded to agencies, the Title II
service delivery system in the Dallas HSDA will most likely be composed of 10 funded service
providers located within DaIlas County, one funded provider in Ellis County, one funded provider
in Denton and Cotlin counties, and one funded provider in Grayson County. Although most of the
Dallas County providers have client bases within Dallas County border, several (particularly



                                                               9
                                                       76


Parkland Hospital and AIDS Arms) serve clients from other counties within the HSDA. The
provider in Ellis County, AlDS Resources of Rural Texas (ARRT), will provide services to residents
of Ellis and Navarro counties. The provider in Denton and Collin counties, AIDS Services of North
Texas (ASNT) will provide services to residents of those two counties and Kaufman and Rockwall
counties. The provider in Grayson County, AIDS Resource Center of Texoma (ARCOT) will
provide services to residents of Fannin, Grayson, and Cooke counties.
         The Dallas HSDA has a wealth of Ryan White funded resources to ensure a comprehensive
HIV/AIDS service system. Ryan White Title I and II are both administered by DCHHS. Services
listed on the attached Table I that are not funded through Title II (including the vast majority of
outpatient medical care, dental care, and drug reimbursement services) are funded through Title 1.
The Title I and II service system includes a system of 23 funded service categories. These services
are complimented by a HOPWA funded service system, which is also administered by DCHHS,
comprised of three funded housing services for persons living with HIV/AlDS. Other Ryan White
funded programs th~t are available in the Dallas HSDA include the following:
         • Ryan White Title III, early intervention and medical care, which is administered by
             Parkland Hospital;
         • Ryan White Title IV, services for infants, cAildren, youth, and families,. which is
             administered by UT Southwestern Medical School;
         • Ryan White, Part F Dental, which is administered by the Baylor Dental College; and
         • Ryan White, Part F AETC, which is administered by UT Southwestern Medical School.
         HIV prevention services in the Dallas area are coordinated by the local Community Planning
 Group (CPG). Several of the agencies funded for prevention are also funded through Ryan White
 Title I and II, including the Resource Center of Dallas. Another service system that compliments
 the Ryan White system of care is that of the TCADA-funded Greater Dallas Council on Alcohol and
 Drug Abuse. People living with HIVIAIDS that also have substance abuse issues are able to obtain
 certain services, such as case management and bus passes, from that system.

3. Data Collection and Tabulation
        Data collection begins with receipt of proposals from agencies that respond to RFPs issued
by the Administrative Agency. Along with detailed information regarding program structure, the
proposed population to be served, evaluation methodologies, and amount of funding requested,
competitive proposals for pass-through funding from TDH grants must also contain projections of
the number of clients to be served, units of service to be provided, and proposed unit cost. During
external review, a determination is made as to whether funds will be expended in a manner
consistent with state rules and expectations. For prior subcontractors, past spending patterns are also
examined.
        During the operational year, a fiscal/programmatic report (termed the Monthly Financial
Report, or MFR), and a statistical report (CD4 Online Management Patient Information System, or
COMPIS), are required monthly. Each report for a given month is due by the 10th of the following
month. Subcontractor agencies may incur penalties for delinquent reporting that could include: I)
withholding of payments until all reports are received; 2) cancellation of contracts with no obligation
to reimburse for undocumented services; or 3) a combination of both. DCHHS provides regular
technical assistance on the submission process for each of these reports, and will provide individual
assistance if requested.



                                                  10
        MFRs are submitted to the fiscal administrative assistant, Vivian Wilson. They contain
financial information including billable units of service produced during the month, year-to-date
units produced, and unit cost information. Ms. Wilson documents and compiles data into an
ongoing, cumulative report. The budget analyst, Mitos Lauder, examines these reports to confirm
that subcontractor expenditures are consistent with legislative requirements. They are also reviewed
at another level, by program monitors Norma Piel-Brown, Glenda Nchekwube, and Gary Armstrong,
who ensure that providers' service unit goals are on target.
        COMPIS reports contain confidential, client-level data, compiled by each category of service
being provided. They are a supplement to the fiscal/programmatic report, and help to complete a
demographic picture of the clients of funded services. Analysis of these reports helps to ensure that
priority populations that were targeted in the proposal, are in fact being served. These reports are
submitted monthly to the administrative assistant for data management, Thomas Reed. He
documents and compiles data, prepares in-house reports as needed for efficient program
management, and in(erfaces with TDH, providing reporting information they require in a timely
manner.
        In addition to above procedures and reviews, subcontractor agencies are also audited
annually by representatives of Dallas County Auditor's pepartment. They are accompanied by
program monitors from the Administrative Agency, who examine contractual and programmatic
issues at the same time.

4. Coordination with Other Providers
         Coordination with other service providers is mainly accomplished through centralized
planning and an organized communication process. Title II planning is coordinated with Title I
through a Ryan White Planning Council (RWPC) and a Ryan White Consortium that share members,
committee structures, needs assessments, comprehensive planning, service priority ranking, service
allocations, and support staff. All other Ryan White funded entities in the Dallas area, with the
exception of the AETC, currently hold membership on the Consortium - as do representatives from
the prevention planning group and the local TCADA-funded administrative agency.
         Organized communication occurs during both the above-mentioned RWPC meetings and
during quarterly Ryan White All-Titles meetings. During the past year, the administrative agencies
of Ryan White Title I, II, III, IV, part F Dental, part F ABTC, as well as a representative from the
local prevention planning group, have been meeting to exchange information about their respective
grants. Meetings usually involve infon11ational updates about current grant initiatives, policies,
guidance, needs assessments and planning activities.
         Duplication of services is avoided through a rigorous client screening process and periodic
reviews of client-level data. All agencies conducting client intakes are required to use a standardized
common intake fOffil and are required to collect the same data elements from all clients. Many of
these data elements are collected to determine client eligibility and receipt of other medical and
social services (e.g., Medicaid, Medicare, veteran's benefits, etc.). When clients are found to be
eligible for these other services, they are provided with the necessary referrals and assistance needed
 to gain access to them. In addition to this screening, the data managers at both the local and
administrative agency level conduct periodic reviews of the client level data system (COMPIS). The
data manager at the administrative agency level reviews client files to find duplicate client files that
 may have inadvertently been entered due to errors at the intake process. This enables him to identify
 clients that may be receiving duplicate services.


                                                    11
                                                        78



5. Cultural Appropriateness of Services
        One of the services that is particularly helpful in maintaining cultural appropriateness in
service provision is interpretation/translation. Interpretation/sign language is funded entirely out of
Ryan White Title I and is intended to provide assistance in communications (both verbal and written)
for persons that do not utilize spoken or written English. DCHHS also monitors data regarding the
ethnic and age distribution of clients versus, staff, management, and board members of each funded
agency. This information is used to gauge whether or not the agency is reflective, from both an
ethnic and age standpoint, of the clientele that it serves.
        DCHHS periodically monitors the reflectiveness of its client population to the HIVIAIDS
epidemic in the Dallas area. By comparing age, gender, and ethnic data in COMPIS to that of the
HIVI AIDS statistics compiled in state epidemiological profiles, DCHHS can determine which
populations are not accessing care. This information is also discussed during the annual priority-
ranking and resource:allocation process used by the RWPC and Consortium.
        DCHHS has a contractual mandate that all funded service providers must comply with the
Americans with Disabilities Act (ADA). Program monitors, on annual site visits, monitor agency
compliance with the ADA and make on-site observations tf> evaluate how accessible the agency is
to persons with disabilities. In addition to mandatory compliance with the ADA, service providers
are contractually required to comply with all federal and state statutes relating to nondiscrimination.
 All service providers are also contractually mandated to abide by standards of care that direct them
to provide "culturally sensitive programming", and to "address linguistic barriers, either directly (by
employing bilingual staff or volunteers), or indirectly through referral".

6. Quality Assurance/Quality Improvement fQA/Q/) Process
         All subcontractors are required to have in place quality management (QM) programs that
enable them to measure improved health and identify problems in their service delivery that impact
health outcomes. At the administrative agency, two full-time staff oversee all quality management
activities: a health advisor, responsible for developing and implementing outcome measures at the
provider level, and a quality management advisor, who provides assistance to subcontractors in
developing QM plans. The quality management plan for the Dallas HSDA includes the following
activities: programmatic and fiscal compliance monitoring, outcomes evaluation, HIV clinical
practices monitoring, consumer feedback and satisfaction survey activities, standards of care
development, and technical assistance.
6a) Role of the QAlQI Committee
         Each subcontractor also has its own written quality management plan which identifies the
processes used for data collection, identification of areas in need of improvement, activities to
evaluate findings and make recommendation for improvement, and plans for follow-up. Currently,
the primary Title II provider of clinical services, Parkland AIDS Clinic, has established an HIV
Interdisciplinary Performance Improvement Committee that implements the provider peer review
process, standardizes definitions for core processes in the facility, measures client satisfaction, and
ensures compliance with Clinical Practice Guidelines and all applicable regulations and rules.
6b) Medical Director's Involvement
         The facility's Medical Director chairs the Committee and participates in the analysis and
review of the quality assurance findings. The Committee meets no less than quarterly.



                                                   12
                                                     79


6c-d) Identifying Trends for Improvement/Correction and Follow-up
         A major function ofthe HIV Perfoffi1ance Improvement Committee is to identify benchmarks
for clinical effectiveness against which providers can view their results and compare themselves with
the aggregate of their peers. This provides clinicians an excellent tool to explore strengths and look
for opportunities for improvement. Similar chart review activities take place at least quarterly at all
funded providers.
6e) Utilization and Frequency of Client Satisfaction Surveys
         Each agency develops it's own mechanism for obtaining client feedback. Some methods
include regular client satisfaction surveys, the use of comment boxes, and HIV Consumer Advisory
Boards. Data obtained from all mechanisms are reviewed at least twice a year by the quality
assurance staff and are used to implement improvements to program design.
6f) Monitoring Adverse Outcomes
         The quality management staff reviews and investigates all adverse occurrences and sentinel
events and report findings to the senior management and appropriate staff and committees.
6g) Process for Identifying Outcome Measures
         Client-level and system-level outcomes are measured through the use of approved outcome
measures that are developed in a collaborative effort betwett1 the administrative agency, consortium,
and providers. Data are collected every six months and are reported back to the consortium and
providers to utilize in needs prioritization, allocations, and program design. In addition, medical
providers utilize more sophisticated forms of health indicator measurement systems that include
retrospective and prospective analysis of viral loads, retention of patients in care, percentages of
patients receiving prophylaxis and adherence counseling. Goals are established for each indicator
and data are collected monthly. The overall objective is to improve service delivery that impact
improved health outcomes.
6h) Process Utilized to Develop Protocols and Standing Delegation Orders (SO Os)
         At each primary medical care facility, the medical director develops all standing directives
based on Clinical Practice Guidelines. All medical protocols are written, dated and signed by the
medical director. All protocols, including standing directives, are reviewed with all clinical staff and
written documentation of their receipt and understanding of the directives is kept on file with the
policies.




                                                   13
                                                                                             FORM G: BUDGET SUMMARY

  Legal Name of Applicant:                              Dallas County Health and Human Services

                                                            TDH Funds                    Direct Federal                Other State                     Local Funding
                                                                                                                                                                                          Other Funds            Total
  Cost Categories                                           Requested                        Funds                    Agency Funds'                       Sources
                                                                                                                                                                                              (5)                 (6)
                                                               (1)                             (2)                         (3)                               (4)
            --
  A.     Personnel                               $                   105,209        $                507,466    $                   207,213   I$                     134,751          $                 0    $           9$4;6~~
                                                                                                                                                                                                                         --
  B.     Fringe Benefits                         $                      29,067      $                137,835    $                    55,186   I$                      49,181      I$                    01$              ~Zl~(l9
                                                                                                                                                                                                                         --
  C.     Travel                                  $                       4,908      $                 50,415    $                    15,570   I$                     ,r ,"'   0   I$                    01$               7ij,~9~

  D.     Equipment                               $                       5,600      $                 16,400    $                          01$                                01$                       01$               ?2.()()()
         --                                                                                                                                                                                                               -
  E.     Supplies                                $                       5,600      $                 21,500    $                    10,SOO   I$                              0   I$                    oI   $            37,60()
         --
  F.     Contractual                             $                 1,988,549     I$              12,278,759     $                 1,116,355    $                 2,486,855        I$                    01$          17,870,518
                                               ;1':',
  G.     Construction                          "'Ni,
                                                .",."                        )11   ~~~;2;~~~:{,~'~«i,~.;o;.                                                                       ~
                                                                                                                                                                                                                            ~i:)~:
  H.     Other                                   $                      52,479   I$                   72,609   I$                    47,262   I$                       8,739      I$                    oI $             1~.t~9
  t.     Total Direct Costs                      $                 2,191,412     I$              13,084,984     $                 1,452,086    $                 2,679,526         $                    01$          ~9:4()M()~
  J.     Indirect Costs                          $                      32,309 I $                  120,025     $                    40,643    $                              01$                       oI   $           ~9t.~11
  K.     Total (Sum of I and J)                  $                 2,223,721     I$              13,205,009     $                 1,492,729    $                 2,679,526        I$                    01$          W9,®Q;g85

  l.
         Program Income - Projected
                                                 $                          01$                            0    $                         0    $                              01$                       01$                     01    CO
         Earnin!1s
                                                                                                                                               --
                                                                                                                                                ....                                                                                  0
  Indirect costs are based on (mark the statement that Is accurate):
o       The applicanfs most recently approved indirect cost rate             __ %             Acopy is attached behind the OTHER BUdget Category Detail Form (FORM G-6).

[ ] ] The applicanfs most recently approved indirect cost rate               __ %             which is on lile with TDH's Contract Policy and Monitoring Division.

o       Uniform Grant Management Standards. Complete an INDIRECT COST Budget Category Detail Form (FORM G-7).


 "Letter(s) 01 good standing that validate the applicant's programmatic, administrative, and financial capability must be placed after this form if applicant receives any funding from other non-TDH slate agencies.
 II the applicant is a slate agency or institution of higher education, letter(s) of good slanding are not required. DO NOT include non-proJect related funding in column 3.




                                                                                                                                                                                                                                           ...



                                                                                                                              14
                                              FORM G-1: PERSONNEL Budget Category Detail Form

Legal Name of Applicant:            Dallas County Health and Human Services

                                                                                                                   /'   ....
      Functional Title + Code        %          Certification!   Total Annual        Salary Requested    Vacant
                                                                                                                                      Justification
     E=Existing or P=Proposed       TIme     License Required       Salary              for Project        YIN
Assistant Director ..:. Grants
                                                                                                                  Oversees daily activities and operation of Grants
Compliance     and       Client      12%                                 77,826                  9,339      N
                                                                                                                  Management Division.
Services (E)
                                                                                                                  Provides and prepares various reports required by
Grants    Management Officer
                                     15%                                65,209                   9,781      N     grantor. Oversees the management of the Grants
(E)
                                                                                                                  Management Division.
                                                                                                                  Coordinates and directs administrative activities
Program          AnalysUGrants
                                     15%                                 56,671                  8,501      N     and oversee the financial operations of the Grants
Manager (E)
                                                                                                                  Management Division.
Program Monitor (E)                  15%                                48,697                   7,305      N     Conducts programmatic reviews of subcontractors.

Program Monitor (E)                  15%                                48,697                   7,305      N     Conducts programmatic reviews of subcontractors.     CD
                                                                                                                                                                       _.,.. },

Program Monitor (E)                  15%                                48,697                   7,305   .... N   Conducts programmatic reviews of subcontractors.
                                                                                                                  Monitors financial activities of Grants Management
Grants Budget Analyst (E)            15%                                53,511             ..    8,027      N     Division. Analyzes and prepares financiallfiscal
                                                                                                                  reports and budgets.
Administrative Assistant (E)         15%                                41,405                   6,211      N     Provides administrative support.
                                                                                                                  Collects data and information for various users
Data Analyst (E)                     15%                                38,536                   5,780      N
                                                                                                                  and provides administrative support.
General Office Clerk (E)             15%                                29,621                   4,443      N     Provdies clerical assistance
Systems    Operation      Analyst                                                                                 Provides assistance with COMPIS reporting and
                                    7.5%                                66,940                   5,020      N
(E)                                                                                                               trackina.
                                                                                                                  Assists with meeting setup for the Grants
Building Supervisor (E)             7.5%                                27,920                   2,094      N
                                                                                                                  Management Division.
Health Analyst (E)                   24%                                                                          Develops and implements standards of care and
                                                                       51,713                   12,411      N
                                                                                                                  outcome measures for services.
                                                                                                                  Provides technicla assistance to contractors and
Quality Assurance Advisor            24%                                48,697                  11,687      N     conducts studieslreviews on current standards of
                                                                                                                  care.



                                                                                15
FRINGE BENEFITS; Itemize the elements of fringe benefits in this space. Attach an additional sheet of paper if
more space is required.
                                                                                                                                       Salary Total   $ 105,209
MedicaVDentaVLife Insurance 10.98%
                                                                                                                 Fringe Benefit Rate     %
Social Security (FICA) 7.65%                                                                                                                                      27.63%
Retirement 8.5%
Worker's Compensation .5%                                                                                        FRINGE BENEFITS TOTAL                            $ 29,067



                                                                                                                                                      "




                                                                                                                                                                             OJ
                                                                                                                                        ..                                   N




                                                                                                                 16
                                                                        FORM 6-2: TRAVEL BUdget Category Detail Form

 Legal Name of Applicant:                            Dallas County Helath and Human Services

Local I ravel 1,;0SlS /mlleage plus per alem)

             Mileage                        Estimated              Estimated               Estimated Per               Estimated Total
                                                                                                                                               Justification (Include who or what position will be traveling, area or locations to cover,
          Reimbursement                     Number of             Mileage Cost              Diem Costs                   Local Travel
                                                                                                                                                             and why local travel is necessary to accomplish the project)
              Rate                            Miles                    (a)                      (b)                     Costs (a) + (b)

$.36                                    9,722                  $ 3,500                   $0                       $ 3,500                      Local staff travel to perform program monitoring, fiscal compliance audits
                                                                                                                                               and other HIV-grant related activities.
                                                                                                                                                                         /'   ,"




ConferencelWorkshop Costs


                                                                    No. of Applicant                                                               Estimated
                                                                                           Estimated Travel Cost /.                                                    Estimated
             Name and/or                                              Employees                                               Estimated              Related
                                                 Location                                         01 miles x                                                             Total
             Description 01                                          Attending (lor                                           Per Diem               Travel                                                 Justification
                                                  (Clly)                                     reimbursement ratei                                                      Conference!
         ConlerenceJWorkshop                                      whom TOO lunds are                                            Cost                  Costs
                                                                                            estimated airfare, etc.)                                                 Workshop Cost
                                                                      requested)                                                                   (taxi, etc.)


HIVlSTD Conference                         Austin                                    2
                                                                                          40llmies
                                                                                                                288
                                                                                                                          $35x 6 days x 2         $700
                                                                                                                                                                                   1,408
                                                                                                                                                                                           2 staff to attend HIV/STD Conference in Austin,      CD
                                                                                          O.361mie                        staff: $420             lodging                                  Lodging $701night x 5nights x 2 staff
                                                                                                                                                                                                                                                W
                                                                                                                                                          ...                         0

                                                                                                                                                                                      0

                                                                                                                                                                                      0

                                                                                                                                                                                      0

                                                                                                                                                                                      0

                                                TOTAL for ConfIWorkshop TRAVEL:                                 $0                        $0                $0                      $0



                Local TRAVEL Costs:       $ 3,500                              ConflWorkshop TRAVEL Costs:                $ 1,408                               Total TRAVEL Costs:        $ 4,908


NOTE: All contracts with the Texas Department of Health require that a written travel policy be maintained by the contracting entily. Attach a copy of the travel policy as an appendix to the proposal. If a written Iravel policy is not in
place, TDH's travel policy will be used.
complish the project.


                                                                                                                        17
                                                                                                           FORM G·3: EQUIPMENT Budget Category Detail Form

Legal Name of Applicant:                                                                  Dallas County Health and Human Services

,,,,,......."".   ~..................                                 ....___..........._..... __..1'."...........
                                        .......... ........... ...... _                                                  T
                                                                                                                     ",,_0"   __ ""',,_"',   ___    fth
                                                                                                                                                   _.   ~   •• _
                                                                                                                                                                       h
                                                                                                                                                                   _. _ •• _ _ _
                                                                                                                                                                                      der. S
                                                                                                                                                                                   .... _ _ ••   ____ n
                                                                                                                                                                                                              had               leI
                                                                                                                                                                                                          _ _ • • _ _ _ _• • • • _   ._ ....   _   ••           deli ..'
                                                                                                                                                                                                                                                        ,1_. II __ .,_ .........   ddetailed .
                                                                                                                                                                                                                                                                                             , ...... ___ , __ •• _ _ _ _ _ • • • • _ , -
                                                                                                                                                                                                                                                                                                                                             his I,
                                                                                                                                                                                                                                                                                                                                            I' ,._   . _ •••••




                                                DESCRIPTION OF rTEM                                                                                                                                                                   UNIT
                                                                                                                                             COST PER UNIT I , OF UNITS                                                                                                                                 PURPOSE & JUSTIFICATION
                                                ( $1,000 or Exception)                                                                                                                                                               TOTAL


Laptop computer - Dell Inspiron 5100 Intel P4-2.8GHz,                                                                                                                                                                                                                     Purpose - For use by one (1) fiscal auditor during on-
512 MB Ram, 16MB Ati Mobility Radeon, 56K modem,                                                                                                                                                                                                                          site visits.
Integrated NIC, 30GB HD, External USB floppy, 24x                                                                                                                                                                                                                         Justification - Grants Management Division must use
CDRW/DVD combo, MS Office XP, nylon case, 3 yr                                                                                                              $2,200/1                                                            $2,200                                    the contracted agency Schlumberger IT Services when
warranty; Mfg Part # F9M52Q-08-GRY, Belkin 5-outlet                                                                                                                                                                                                                       purchasing computer equipment. The specifications
Maximum Series Under Monitor Surge Protector, Dell                                                                                                                                                                                                                        and price listed are standards established by Dallas
Part #AOO953111.                                                                                                                                                                                                                                                          Countv.
                                                                                                                                                                                                                                                                          Purpose - To replace old computers of two (2) Grants
Desktop computer - Dell Optiplex GX270T wi 17" LCD                                                                                                                                                                                                                        Management Division staff.
Monitor E171FP, Intel P4-2.6GHz, 512 MB Ram, 40GB                                                                                                                                                                                                                         Justification - Grants Management Division must use
HD, 16x DVD, 48x CDRW,               floppy, integrated                                                                                                     $1,700/2                                                            $3,400                                    the contracted agency Schlumberger IT Services when
video/audio/NIC, internal speakers, keyboard/scroll
mouse, Windows XP, 3 yr warranty; MIg Part # F9M520-                                                                                                                                                                                                                      purchasing computer equipment. The spefications and
08-GRY, Belkin 5-outlet Maximum Series Under Monitor                                                                                                                                                                                                                      price listed are standards established by Dallas County.
Surge Protector, Dell Part #A00953111.                                                                                                                                                                                                                                    The price also includes one (1) Microsoft Office XP
                                                                                                                                                                                                                                                                          Standard, License onIv at $265.
                                                                                                                                                                                                                                                                                                                                                                 ())

                                                                                                                                                                                                                                                   .                                                                                                             ~




TOTAL Amount Requested lor EQUIPMENT:                                                                                                                                                                        $                                      5,600




                                                                                                                                                                                                                                                                                                                                                                       ..

                                                                                                                                                                                    18
                                                             FORM 6-4: SUPPLIES Budget Category Detail Form


Legal Name of Applicant:                         Dallas County Health and Human Services

Itemize, describe and justify the supply items listed below. Costs may be categorized by each general type (e.g., office, computer, medical, educationljl, janitorial, etc.). See allached sample lor definition of supplies and
                                                                             II
.........._ ..........................""................... IV· ....._ ...._ ._ •••••




                   . DESCRIPTION OF ITEM                                                                                            UNIT
                                                                                COST PER UNIT I , OF UNITS                                                                      PURPOSE & JUSTIFICATION
            ( $1,000 excluding equipment exceptions)                                                                               TOTAL


Consumable            office      supplies        and      computer
                                                                            $400.00/month                                                        4,800   Supports HIV-grant related activities
softwares.

                                                                                                                                                         To replace old printers of two (2) Grants Management
Equipment < 500 - HP Laserjet 1300                                          $400.00/ea.                                                           800
                                                                                                                                                         Division staff.


                                                                                                                                                                                                                                   OJ
                                                                                                                                                                                                                                   (JI
                                                                                                                                           ...




                                                                      TOTAL Amount Requested for SUPPLIES:              $                5,600.00




                                                                                                              19
                                                      FORM 0-5: CONTRACTUAL Budget Category Detail Form


Legal Name of Applicant:                       Dallas County Health and Human Services

List contracts for services related to the scope 01 work that are to be provided by a third party. If a third party is not yet identified, describe the service to be contracted and show contractors as "To Be Named."
Justification lor any contract mat C1eleoates a suDStantl81 oonlon 01 me sco :>e 01 me Drolecl, I.e., ~:l,UUU or <:::>'70 01 me aoollcanrs lunCIlOO reouesl, wnlcnever IS grealer, musl De anacnea peOiOO mrs lorm.

                                                                                METHOD OF
                                                                                                           .of Hours
      CONTRACTOR NAME                    DESCRIPTION OF SERVICES              REIMBURSEMENT                                     UNIT COST RATE               CONTRACTOR
                                                                                                            or Units                               I'   ~"                                      JUSTIFICATION
      (Agency or Individual)                 (SCope of Work)                  (Unit Cost or Cost                                 (" Applicable)                TOTAL
                                                                                                           of service
                                                                               Reimbursement)

                                        To provide HIV services
                                                                           Unit Cost and                To be                                                                      Provide HIV services for the Dallas
To be named                             under Ryan White                                                                      Varies                               1.826.549       HSDA
                                        guidelines                         Reimbursement                determined

                                        To provide HIV services            Unit Cost and                To be                                                                      Provide HIV services for the
AIDS   Resources                  of
                                        under Ryan White                                                                      Varies                                 162.000
Texoma                                  guidelines                         Reimbursement                determined                                                                 outlying counties.




                                                                                                                                                                                                                          II())
                                                                                                                                                                                                                           OJ
                                                                                                                                                                                                                          'I




                                                                                                                                                                                                                                  ..
                                        TOTAL Amount Requested for CONTRACTUAL:                                                                          $        1,988,549


                                                                                                        20
                                                       FORM 6·6: OTHER Budget Category Detail Form

Legal Name of Applicant:                   Dallas County Health and Human Services


                                                                   (# 01 units x unit cost II
                             DESCRIPTION                                                                 COST                                        PURPOSE & JUSTIFICATION
                                                                         applicable)


                                                                                                                            Loca( lOng distance, and intemet access time to communicate with
Telephone                                                                                                         1,500
                                                                                                                            subcontractors, the community, and grantor.


Copier rental and printing                                                                                        4,500     Copying and printing lor HIV-grant related activities.


                                                                                                                            Postage lor mailing correspondence to subcontractors, the community, and
Postage                                                                                                           4,300
                                                                                                                            grantor.


                                                                                                                            Stan training to keep abreast 01 current HIV/AIDS issues and job related
Training                                                                                                          5,000
                                                                                                                            requirements.


                                                                                                                            Materials, supplies, and nourishment lor external review committee during the   (Xl
External Review Committees                                                                                            959
                                                                                                                            review 01 proposals and recommendations process.
                                                                                                                                                                                                            ~··l
                                                                                                                                                                                                              '.
                                                                                                                ...
Omce equipment maintenance                                                                                        2,500     Costs 01 upkeep maintenance lor oUice equipment



Advertising                                                                                                       1,500     Advertising costs lor public notice 01 RFP releases.



Audit                                                                                                            3,000      Audit portion 01 County-Wide OMB Circular A-128 Audit



Planning CounciVConsortium Support                                                                              29,000      Support costs for the Ptanning CounciVConsortium



Conference Registration                                                                                                     Conlerence registration cost for two (2) stan to attend HIV/STD Conlerence in
                                                                                                                   220
                                                                                                                            Austin.


TOTAL Amount Requested lor OTHER:                                                               $               iit.47.~



                                                                                                    21
                                                         FORM 6-7: INDIRECT COST Budget Category Detail Form

                  Legal Name of Applicant:            Dallas County Health and Human Services

   Complete this form if requesting funds lor indirect costs based on Unifonn Grants Management Standards. The juslilication should include an explanation of the purpose of the service and how it is necessary lor the
   completion 01 the activity.


                                            DESCRIPTION                                                                                                PURPOSE & JUSTIFICATION


HIV Grants Managemenrs share on all allowable Dallas County cost using the Dallas County Certified
Indirect Cost Rate.


Salaries & Fringe Benefits (3 Grants Auditors)                                                             To conduct compliance audit 01 subcontractors


                                                                                                           All other allowable Dallas County costs such as rent, utilities, financial system support as well as salary and fringe ot
Other Indirect Costs
                                                                                                           managers and supervisors who provides direct supervision to the grant auditors.



                                                                                                                                                                                                                                       (X)
                                                                                                                                                                                                                                       (X)
                                                                                                                                          ...




                                                      Total Amount Requested for INDIRECT COST:           $ 32,309



                                                                                                              22
                                                                                               89
                                                BUDGET JUSTIFICATION
                                       DALLAS COUNTY HEALTH AND HUMAN SERVICES
                                               Administrative Lead Agency Budget
                                           FY 2004 • 2005 RYAN WHITE TITLE II GRANT


PERSONNEL                                                                                                                                                                           .105,209

A. Assistant        Director ••••••••• Grallts •.•. Compiiance/Client •••• ·•·••                                                                         ....• '9,339
     Serviees·TomThomas»                                        ...         . ...
     Oversees daily activities and operation of the Grants
     Management Division. (Cost shared with DCHHS @
     20%, Grant @80%).

B. GHlI'lt$Mal'lagement Office~ .~. jeff Jordan                                                                fTe               1~;OOOIi      •••••· .•.•.••.•.••• S,1:8l••
     Provides and prepares various reports required by the
     grantor. Oversees the management of Grants
     Management Division.

C.   PrograI1lAnalysflc;ra.ntsManager~SheJiaF.1shin· • • >                              .. ·............ftE::.>1~.OOi~..... >.ai~o1                       .
     Coordinates and directs administrative activities and
     oversees the financial operat~on of Grants Management
     Division.

                                                                       . ......                                Ft!F ..                                         >
D.   ~iQg~m:MotlltOi·~:~ry:Atm$ttQrig:::

     Conducts programmatic reviews of subcontractors.
                                                           -
                                                                                                           ,                   >1.$.~C)Ok"""··">                7:;~~~.




E.Pro9rai1tMonito"-GlendaN<:hekW~be"" .·...........FTE>. <1~.{jO~.....!i~05
                                                                ..
  Conducts programmatic reviews of subcontractors.

F.   Pto9ram~n'tQr~           Ncirma ~J~$~o.WIV"                                       .....                   ~TE."            ..~~;~ook"""               .   >1;~()$"

     Conducts programmatic reviews of subcontractors.

G. Gi'antSE!iJd9etAnaIYst;MjfOs.LJaiJ(fe~ ••               <••••.....
     Monitors financial activities of HIV Grants Management
     Division. Analyzes and prepares financial/fiscal reports
     and budgets.

H.   Adl11~lstrativeASsfs(ar)t~Vi¥I~W~lsq~                 ••••••·                             •·..• •••               •••••••
                                                                                                               'Te•• • • ~~;Ol>·/o ••••••••••••••••••••.• :6;,211.•
     Provides administrative support.

I.   DataAnaiyst::'TholllasReed<.>·
     Collects data and information for various users and
     provides administrative support.

J. General        Offjcecrerk-Betsy JOtulSOrl••••·••••               •••••·..•···· .
     Provides clerical assistance to HIV grants Staff.

K.Systel:nsC)per Afl;i1Y$t~.A~r;mitg.:.·.:.:.·.·········.                                        ········.. · . ·.·.·.FTE.. ·.· >:.:7~()~k.· . ····· ········.·.·.:$;021>.:
   Provides assistance with COMPIS reporting and
   tracking. (Cost shared with DCHHS @ 50%, Grant @
   50%).

L. 8uiJcljilgSUpervtsor.:~:nroneWOmack.::
     Assists with meeting setup for the Administrative Agent
     and its committees. (Cost shared with DCHHS @ 50%,
     Grant @ 50 %).

M. HealttlAnaIYst·Dan Err()r                «<.>
     Develops and implements standards of care and
     outcome measures for services.

N.Quality Assurance Advisor·Lilura Wolfgang> .'
     Provides technical assistance to contractors and
     conduct studies/reviews on current standards of care.



                                                                                        23
1tnl02 10:5J AM                                                                                                                            CJmy<lOc:Ibudlu.Virtlo2rwg12OO0 • 2005iAPPLIC AOMIN
                                                BUDGET JUSTIFICATION
                                     DALLAS COUNTY HEALTH AND HUMAN SERVICES
                                          Administrative Lead Agency Budget
                                       FY 2004 - 2005 RYAN WHITE TITLE II GRANT


II FRINGE BENEFITS

      Medical/Dental/Life Insurance                                       @ 5,500/fte x Allocation Rate                11,550
      Social Security                                                                            7.65%                  8,048
      Retirement                                                                                 8.50%                  8,943
      Workers Compensation                                                                       0.50%                    526

III TRAVEL

  A. Local Travel @ .361mile. Local staff travel to perform on                                                         3,500
     site program monitoring, fiscal compliance audit and
     other HIV grant-related activities.

  B. Out-of Jurisdiction Travel.                                                                                        1,408

   1. Travel for two (2) administrative staff to attend HIV/STD
      Conference in Austin, TX:                                                    1 trip@      1,408

      Ground transportation                                       400 miles@ .36 x 2 staff        288
      Lodging                                                       5 nights@ '70 x 2 staff       700
      Per Diem                                                      6 days@ 35 x 2 staff          420

IV EQUIPMENT                                                                                                                         <~   ::;::;.-
                                                                                                                                                     ~*::
  A. Laptop Computer - Dell Inspiron 5100 Intel Pentium 4                               1@       2,200                  2,200
     processor, 2.8GHz, 512MB RAM, with MS Office XP.

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

   B. Desk Top Computer - Dell OptiPlex GX270T Small Mini                               2@       1,700                  3,400
      Tower Pentium 4 Processor 2.6 GHz, 800 FSB, 512
      Cache, Intel Gigabit NIC with MS Office XP.

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

V SUPPLIES                                                                                                                         · ·::··:· · · · . . ·.MPO.
   A. General consumable office supplies and computer
      softwares to support HIV grant related activities.                                                                4,800

   B. Equipment < 500

       HP Lazerjet 1300, 2QPPM, 1200 DPI, 16MB, PAR USB,
       PCL5e16, PSL2 Legal, USB-6, USB Cable                                            2@         400                     800

VI CONTRACTUAL                                                                                                                     ·:·:.·:· ••• 1i~~IM49·.
       Contracts for HIV Services covering Dallas HSDA to be
       awarded through competitive request for proposal
       (RFP) process. Subrecipients' data sheet to be
       provided to TDH. Contracts for HIV services covering
       outline counties to be awarded on a sole source
       process. Subrecipient's contracts and related budgets
       will be submitted for approval to the Dallas County
       Commissioners Court.

        Dallas HSDA                                                                                               1,826,549
        AIDS Resources of Central Texoma                                                                            162,000




                                                                  24
    l1n/02 10:53 AM                                                                                 CJm.,cccJbudjusllTi.e2reg12~   • 20051APPlIC ADMIN
                                                                           91
                                               BUDGET JUSTIFICATION
                                      DALLAS COUNTY HEALTH AND HUMAN SERVICES
                                              Administrative Lead Agency Budget
                                         FY 2004·2005 RYAN WHITE TITLE II GRANT


VII OTHER ADMINISTRATIVE COSTS                                                                                                 >~2,479


  A. Telephone: local and long distance, and internet                                                                  1,500
     access time. All means necessary to communicate with
     contractors, the community, grantor and to obtain
     HIV/AIDS information.

   B. Copier rental and printing charges for grant related                                                            4,500
      activities.

  C. Postage for grant related materials.                                                                             4,300

  D. Training provided to staff to keep currrent on HIV/AIDS                                                          5,000
     issues and job related requirements

  E. External Review Committee materials, supplies and                                                                  959
     nourishments. Committee reviews proposals and
     makes recommendations for Title II subrecipient
     agencies.
                                                                                     ,
   F. Office equipment maintenance.                                                                                    2,500

   G. Advertising for public notice of the RFP.                                                                        1,500

   H. Audit-Portion of County-wide OMB Cir. A·128 Audit                                                                3,000

   I.   Planning CounciVConsortium Support.                                                                           29,000

   J. Conference registration for two (2) administrative staff                                                          220
      for HIV/STD Conference in Austin, TX.

IX INDIRECT COSTS

        Grants Management's share on all allowable Dallas
        County cost using The Dallas County Certified
        Indirect Cost Rate.

   A. PElrsonnel· Grant Auditor                                                                                       19,432

        A~ditQt·Pti$ejltilEh·3.i~au::::»  .
        Conducts compliance audit of subcontractors.

        AU<iitor~vac3!lf::: ....:....: ..  :.:.:<.»:-:- .
                                                  ·>:-:->«>FtE.1~;O(lr,(                               .. :5;8g(}
        Conducts compliance audit of subcontractors.

        AudilQr' H~rn.d:Huil.IA::-:: >:::::::::::>...........   .......«   > .l"tE::      <:1 $;O~lo/.:: <: G;237:-
        Conducts compliance audit of subcontractors.

    B. Fringe Benefits                                                                                                 5,710

        MedicaVDental/Life Insurance                                 @ 5,500/fte   x Allocation Rate        2,475
        Social Security                                                                       7.65%         1,486
        Retirement                                                                            8.50%         1,652
        Workers Compensation                                                                  0.50%            97

    C. Other Indirect Cost                                                                                             7,167

 X TOTAL BUDGET



                                                                        25
    1117102 1053AM
                                 6·9: .JUSTIFICATION FOR REQUEST FOR EQUIPMENT PURCHASES
Instructions:     Use one Justification fonn for each item listed on the Equipment List. For equipment over $25,000, complete this fonn and the Justification for
                  Equipment over $25,000. Attach copies of specifications and/or other pertinent documentation. For computer equipment, complete
                  specifications must be attached.

Contractor Name: Dallas County - Scblumberger IT Services

Scope of Work:                                                                                 _
                                                                                                               "
Contract Number:                                             Contract Term:
                     -----------                                              ----------
Description of Equipment Requested (attach additional sheets if necessary and copies of specifications and/or other pertinent documentation):

         Laptop Computer - Dell Inspiron 5100 Intel Pentium 4

                               ALL APPLICANTS MUST COMPLETE THIS SECTION:
    1.   Does the cost include shipping and handling?
         No.

    2.   Does the cost include a warranty?
         3 years warranty.                                                                                                                                          (0
                                                                                                                                                                    1\-)
   3.    Does the cost include a maintenance agreement? Describe any special maintenance needs, .-vice contracts, insurance, repair costs, etc. related to the
         proposed equipment. How will these expenses be supported over time?
         Yes.

   4.    Does the cost include training in the use of the equipment?
         No.

   5.    Why is the equipment needed? What is the purpose of the equipment?
         For use of fiscal auditor in the performance of their duties during on-site visits.

   6.    Estimate the expected results of the equipment purchase. Who will benefit and how?
         The grantor, grants administrative division and sub-contracting agencies. The use of computer during on-site visits will cut-down on manual
         audit work. Fiscal auditors will be more efficient in an expeditious manner.

   7.    How many clients will be served with the equipment?
         10 sub-contracting agencies


                                                                                26
8.   What administrative or other activities will be accomplished as a result of the equipment purchase?
     The use of computer during on-site visits will cut down on paper works. Files can also be easily shared among the grant auditors.

9,   Where will it be located?
     Auditor's Office.

10. Who will use the equipment? Is the necessary staff in place to support the proper use of the equipment (e.g., if a van is requested, is there funding
    already in place to pay for a driver)?
     Grant Auditor - Priscila Brazeau                                                                       I'




lL Will the equipment replace any existing equipment? If so, please justify the replacement of existing equipment.
     No• .

12. Will the equipment be purchased and owned by the administrative agency or by one of its current subcontractors?
     By the administrative agency.

13. Why is this equipment more appropriate than other alternatives considered or a less expensive piece of equipment? If the equipment has special or
    optional features, explain why they are necessary.
    Requested equipment is Dallas County standard and must be purchased with contracted agency Schlumberger IT Services.

14. If the equipment is a lease-to-purchase agreement, is a copy of the agreement attached?                                                                 (0
     N/A
                                                                                                                                                            (;.)
15. If the equipment is being leased with no option to buy, explain the benefit(s).
                                                                                                  ...
     N/A
16. If lease-purchase costs are spread across several funding sources, other than TDH, who are the other funding sources and what is their percent of
    funding?
     N/A




                                                                            27
                                                         HIV SERVICES PROVIDERS ONLY:
1.   If equipment is for an Administrative Agency or its subcontractor, does it match the service priorities established by the local Planning Assembly? Will
     the equipment be used to directly provide a prioritized client service? Ifnot, how will the equipment either indirectly support client services and/or
     support necessary administrative functions?



2.   If requesting computer equipment, does the program use the COMPIS program?


                                                                                                           /


3.   If yes, what is the memory capacity of the computer equipment currently used for COMPIS activity?



4.   Does the computer requested have a larger memory capacity than the current COMPIS equipment?



5.   What enhancements will the new computer(s) provide?


                                                                                                                                                                ((I
                                                                                                                                                                r
                                                                                                ...




                                                                                  28
                                 G·9: JUSTIFICATION FOR REQUEST FOR EQUIPMENT PURCHASES
Instructions:     Use one Justification fonn for each item listed on the Equipment List. For equipment over $25,000, complete this form and the Justification for
                  Equipment over $25,000. Attach copies of specifications and/or other pertinent documentation. For computer equipment, complete
                  specifications must be attached.

Contractor Name: Dallas County - Schlumberger IT Services

Scope of Work:                                                                                 _
                                                                                                                "
Contract Number:                                _            Contract Term:                                 _

Description of Equipment Requested (attach additional sheets if necessary and copies of specifications and/or other pertinent documentation):

         Desk Top Computer - Dell Optiplex GX270T Small Mini Tower Pentium 4

                               ALL APPLICANTS MUST COMPLETE THIS SECTION:

    I.   Does the cost include shipping and handling?
         No.
                                                                                                                                                                    (()
   2.    Does the cost include a warranty?
         3 years warranty.                                                                                                                                          U1
                                                                                                      ...
   3.    Does the cost include a maintenance agreement? Describe any special maintenance needs, service contracts, insurance, repair costs, etc. related to the
         proposed equipment. How will these expenses be supported over time?
         Yes.

   4.    Does the cost include training in the use of the equipment?
         No.

   5.    Why is the equipment needed? What is the purpose of the equipment?
         For processing of contracts in very large Word files and potentially running SPSS software

   6.    Estimate the expected results of the equipment purchase. Who will benefit and how?
         .Faster processing of the large files and potential SPSS and eliminate printing problems associated with Word and our larger files.

   7.    How many clients will be served with the equipment?
         20 sub-contracting agencies



                                                                               29
8.   What administrative or other activities will be accomplished as a result of the equipment purchase?
     Assistance in meeting deadlines by bypassing processing, back-up, and printing problems.

9.   Where will it be located?
     Grants "IV 2377 SteQlmo... 'rwy Room 201

10. Who will use the equipment? Is the necessary staff in place to support the proper use of the equipment (e.g., if a van is requested, is there funding
    already in place to pay for a driver)?           . .
                                                                                                            ,.'
                                                                                                            /'
    Glenda Nchekwube
    Gary Armstrong
    Yes

1.1: Will the equipment replace any existing equipment? If so, please justify the replacement of existing equipment.
     Yes, The exisiting equipment can not run current document IDes from JIRSA properly

12. Will the equipment be purchased and owned by the administrative agency or by one of its current subcontractors?
    By the administrative agency.

13. Why is this equipment more appropriate than other alternatives considered or a less expensive piece of equipment? If the equipment has special or
    optional features, explain why they are necessary.
    Requested equipment is Dallas County standard and must be purchased with contracted agency Schlumberger IT Services.                                    (n
                                                                                                                                                            0)
14. If the equipment is a lease-to-purchase agreement, is a copy of the agreement attached?
     N/A
                                                                                                ...
15. If the equipment is being leased with no option to buy, explain the benefit(s).
     N/A
16. If lease-purchase costs are spread across several funding sources, other than TOH, who are the other funding sources and what is their percent of
    funding?
     N/A




                                                                             30
                                                               HIV SERVICES PROVIDERS ONLY:

1.   If equipment is for an Administrative Agency or its subcontractor, does it match the service priorities established by the local Planning Assembly? Will
     the equipment be used to directly provide a prioritized client service? If not, how will the equipment either indirectly support client services and/or
     support necessary administrative functions?

     Yes.
     No. It will be used in an administrative capacity to allow the Administrative Agency to process applications, proposals, and contracts timely
     and efficiently.                                                                                      I"   "




2.   If requesting computer equipment, does the program use the COMPIS program?
     No.


3.   If yes, what is the memory capacity of the computer equipment currently used for COMPIS activity?
     N/A


4.   Does the computer requested have a larger memory capacity than the current COMPIS equipment?
     N/A
                                                                                                                                                                co
5.   What enhancements will the new computer(s) provide?
     Less system crashes with large HRSA documents.                                              ..                                                             ~J




                                                                                  31
    1-888-375-9859                                                                                ~urr':l'1-t_ ()rderf~rm   l   Retrieve   E-~otel ~

                                                                               State and Local Government Client Custom
                                                                                                                                             Special Off




                                                                                                                                 E.~··
                      Inspiron 5100


                      To configure your system:                                                                                  ~.              eammore

                                                                                                                                  .
                                                                                                                                                 rocessor
                      1. Select from the options listed to configure YOUR Dell system.
                                                                                                                                                  rformanc
                      2. Click "Update Price" button at the bottom of the page to make the pricing reflect any changes you
                      have made.
                      J. Click "Add to Orderform" button at the bottom of the page to add your system to your Order Form.          click here


                      Dell recommends MlcrosottC> Wlndows@ XP Professional

View Options:                       C View Drop-down List                      r   View all System Options                            (i' View ConfiguratiOI

Price*·$2143.14
         ,
Date:                                                                    Monday, November 10, 2003 1:43:30 PM CST
lCataloa Number:                \
                                                                         ~Retail RC980825
Insplron 5100:                                                           Intel® Pentium® 4processor,2.8GHz,15.0 SXGA+
                                                                         ~28VHM - [221"1900]
!Memory:                                                                 ~12MB 266MHz 2 DIMMS
                                                                         512MB2D - r 311-21271
lVideo Card:                                                             132MB Afi MobilityTM Radeon™ 7500
                                                                         ~TI32MB - r 320-0550 1
Hard Drive:                                                              130GB Ultra ATA Hard Drive
                                                                         30GB· r 340-80291
I:loppy Drive:                                                           a4MB USB Me010ryKey and ExtemafUSB Floppy Drive
                                                                         F064UMB " r 340-7270340-81971
IOperatlng System:                                                       IMlcroso~ Wind0WS®XPProfessionaJ
                                                                         wpxP. r 412..()408 4200210831:J..1714 31:J..22081
!Network Adapter:                                                         ntegrated Network Card
                                                                          NTNIC - r 43Q.04891
lModem:                                                                   ntemal 56K Modem
                                                                         Is6MPC - r 31:J..14041
 Fixed CD/DVD Drives:                                                    124x CD-RW/DVD Combo Drive with Sonic RecordNow
                                                                         124XCDVD • r 313·1370 313--2178 1
 Productivity Software:                                                  lMicrosoft® Office Professional 2003
                                                                         IXPPROC ·[412-04701
 Security Software:                                                       Dell SecurityCenter by McAfee, 90"'dayintroductory offer
                                                                         MCAFE90· r412-05481
 Digital Music:                                                           Dell Jukebox powered by MUSICMATCH
                                                                          MMBASE· {412-o246]
 Primary Battery:                                                         94 WHr LithiumJon 12-Cell Battery
                                                                            liON· r 312-00591
 [Carrying Case:                                                          ..arge Nylon Carrying Case for Inspiron Systems
                                                                          NCC· r 310·33971
 Limited Warranty, services and Support Options:                          ~ Year Limited Warranty pius 3 Year NBD On-Site Service
                                                                          ~130S ·1950·7810 95().7812 j
 Dial-Up Internet Access:                                                 ~ Months America Online Internet Access Included
                                                                          AOLPUB - r412.Q445420-32231
 Digital Photography:                                                     Dell Picture Studio, Image Expert® Standard
                                                                          DPS ·1412-0275 412-02n 1
 Multi-Media Players:                                                     RealOne™ Player, with 14 day SuperPass trial
                                                                          R'=ALBAS - [ 412-03801
 Additional Storage Devices:                                              USB Memory Key - 64MB
                                                                          64UMB - [ 340·7270 1
 Additional Options:                                                      pnline Featured Promotion
                                                                          b61364. [462-5259]


                                                                       32
http://rcommerce.us.deIl.com/rcomrn!config.asp?order_code=rcRC980825-354756                                                                     11/10/03
                                                                          99                                                     Page 1 of.2

    1-888-375-9859                                                                             Cur~ent Orderform l~etrieve E-Quote           I   t

                                                                             State and Local Government Client Custom
                                                                                                                                   Special   Off

                     OptiPlex'" GX270 New! Relevant Technology That's Easy to Manage. Combination of Intel Pentium® 4
                     800MHz Hyper-Threading capable processors, Dual Channel DDR memory and Intel® Gigabit
                     Networking providing performance scalability for business and institutional environments.
                                                                                                                                     Learn more
                                                                                                                                     processor
                                                                                                                                     performanc

                     To configure your system:
                     1. Select from the options listed to configure YOUR Dell system.
                     2. Click "Update Price" button at the bottom of the page to make the pricing reflect any changes you
                     have made.
                     3. Click "Add to Orderform" button at the bottom of the page to add your system to your Order Form.

                     Dell recommends Microsoftc Windows@ XP Professional

View Options:                       r   View Drop-down List                   r   View all System Options                   C! View Configuratlol
Price*'$1 ,376.88               ,
 Date:                            Monday, November 10,20035:02:39 PM CST
 Cataloa Number:                  84 Retail RC980825
IOptiPlex GX270 Small MiniTower:  Pentium® 4 Processor 2.60GI-tz, 800FSB, 512K Cache, Intel Gigabit NIC
                                  tl6G8T - r 221-2809 1
Memory:                           ~12MB OOR Non-ECC SDRAM, 400MHz, (2 DIMMs)
                                  1s12N42. r 311-28731
Keyboards:                         Dell PS/2 Keyboard. No Hot Keys
                                  IPS2 - r 310.1515'1
Monitor:                           Dell 17 inch E171FP flat panel display (17.0 viewable)
                                  1I=171FP· r 320.Q5271
"'ideo Card:                       Integrated DVMT Video
                                   I • r 320-0428 1
Boot Hard Drives:                 140GB E:IDE 7200RPM

Floppy Drive:
                                  140 - r340-8889 1
                                   1.44MB 3.5 Inch Floppy Drive
                                                                                                                                                 -
                                   ~ - ( 340-8733 1
Operating System(s):              lMicrosoft® Windows® XP Professional, SP1, with Media and FAT32
                                  IxPP1 EC2 - [ 420-2174 J
Mouse:                             Dell PS/2 2-Button Mouse with Scroll
                                   PS2· r310·83071
Integrated Network Adapter (NIC):  Integrated Intel Gigabit (10/100/1000). with Alert Standards Format
                                   INT - r430-03531                                                          .
Removable Media Storage Devices: 16xDVDAND 48X132X148X CDRW,with Roxio Easy CD Creator® and DVD dec(
                                   16D48RW· r 313-19421
~udlo Solutions:                    Integrated Sound Blaster Compatible
                                   INT - r 313-8170 1
Speakers:                           IntemalDellBusiness Audio Speaker
                                     NT - (313-14951
 Resource CD:                       Resources CD contains Diagnostics and Driver for Dell OptiPlex Systems
                                   RCD. r 313·71681
 Hardware Support Services:        ~ Year Limited Warranty plus 3 Year NBD On-Site Service
                                   1w30s· [900-1272 900-1210 I
 Installation Support Services:     No Installation
                                   INOINSTL - r900-99871
 Mouse Pad:                         Mouse Pad
                                    MPAD - r 310·35591
 Hyper-Threading:                   Hyper-Threading feature preset to "ON." Can be disabled/enabled in BIOS.
                                    HYPER - r 462-0969 1
 Additional Options:                Ionline Featured Promotion
                                    1361358 • r 462·52591

                                                                       33
http://rcommerce.us.dell.com/rcommlconfig.asp?order_code=rcRC980825-3 54750                                                          1111 0/03
Vendor Certification for Computer Equipment purchased by TDH Contractor

  (Please attach to Vendor's computer equipment quote and specifications.)

  1.) All equipment components shall be new at time of purchase, of current production, and shall include the
  manufacturer's standard equipment, accessories (power cords, cables, etc.) and component documentation.

  2.) All equipment components shall be one hundred percent (100010) compatible with IBM microcomputers.
  capable of running the same software, and capable of operating with add-on/options cards designed to run in
  IBM-compatible microcomputers.

  3.) All equipment shall be certified 100% Microsoft Windows 2000 or higher and Novell Netware 5.1
  compatible. All equipment purchased for use as network file servers shall be MicrosoftlNational Software
  Testing Laboratories-certified to operate Windows 2000 Advanced Server and Novell-certified to operate as
  a Netware 5.1 server.

  4.) TOH is aware problems may develop in computer equipment due to heat generated by the components.
  The vendor must certify its computer system is designed in such a manner to allow for adequate beat
  dissipation and the vendor shall repair, replace, or add additiet1al components to systems which have
  problems which are determined to be heat-related.
                                                                 .,
  5.) TOH expects systems and equipment purchased by TOH contractors will be quality merchandise. Further,
  we expect the equipment will operate properly at the time of initial installation. TOH herebyestablisbes aad
  defines Excessive Failure as a failure rate greater than one percent (l %)ofthe items specified and providId
  to a TOHcontractor by the vendor which becomes non-operational utdIorunusable during the course of
  normal operation. All problems mustbe repaired or replaced at the vendor's expense, including parts, labor,
  and any necessary freight or bandlingcharges. If the vendor does not repair utdIor replace the defective
  system(s)/component(s) within twenty-four (24) business hours of notification, the TOH and/or its contractor
  shall have the right to take whatever reasonable actions are necessary to repair and/or replace the defective
  system(s)/components(s). and shall have the right to recover from the vendor all expenses incuned from
  these actions. Intentional or accidental damage ofany system(s) and/or component(s) caused by employees
  and/or clients and/or acts of nature to the equipment shall not be construed as failure for the pwposes of this
  provision.

  Authorized Vendor Signature / Date

  Printed Name / Title / Phone                                                         _

  Company Name / Address,                                                                  _




                                                       34
                                                              01


  TABLE 1A: SERVICES PRIORITIES: ADMINISTRATIVE AGENCY
  SUMMARY SHEET FOR ALL HSDA's
  Administrative Agency name: Dallas County Health and Human Services

  Instructions: Use this table to summarize all allocations by service categories that are detailed in all Table
  IB's for each HIV Service Delivery Area (HSDA). In Column 2 state the cumulative budget amount the
  Planning Assembly allocated to that service category (all HSDA's served) and in Column 3 indicate what
  percentage of the total Title II award is allocated to that service category. The TOTAL should match the
  total amount allocated to your Administrative Agency by TDH based on the formulary.
  *A Table IB must be completed for EACH HSDA within the Administrative Agency's area*

                                                                                     ./. OF TOTAL RYAN
                                                         RYAN WHITEI TITLE              WBITIJTITLE D
              SERVICES CATEGORY                            D ALLOCATION                  ALLOCATION
~mbulatory/OutpatientMedical Care                        S324,212                  14.58%
                              ,
Mental Health Services                                   $4,590                   0.21%
Oral Health                                              S51,loo    ,,            2.30%
Substance Abuse Services· Outpatient                     SO
Substance Abuse Services· Residential                    SO
lRehabilitation Services                                 SO
Home health care - Para-professional                     SO
Home health care - Professional                          $0
Home health care - Specialized                           $0

""uc Management                                          $393,577                  17.70%
Buddy/Companion Service                                  SO
Child Care Services

Child Welfare Services
                                              •          SO
                                                         SO
Client Advocacy                                          SO
Day or Respite Care                                      SO
Developmental AssessmentlEarly Intervention Services     SO
Early Intervention Services                              SO
Emergency Financial Assistance                           SO

Food Bank/Home-delivered meals                           5235,546                  10.59%

Health EducationlRisk reduction                          S139,157                  6.26%

Housing Assistance                                       SO
Housing Related Services                                 SO
Legal Services                                           SO


                                                        35
                                                           102


lNutritional Counseling                                     $0

Outreach Services                                           $254,000                    11.42%

Permanency Planning                                         $0

Psychosocial Support Services                               $0

Referral to health care/Supportive Services                 $0

Referral to clinical research                               $0

Hospice Services                                            $0

Transportation Services                                     $393,921                   17.71%

Treatment Adherence Services                                $12,816                    0.58%

Drug Reimbursement -      Stat~   Administered              $0

Drug Reimbursement - LocaVConsortium                        $14,517                    0.65%

Health Insurance                                            $147,519                   6.63%
                                                                       II

Other Support Services (attach sheet detailing services)    $0

Program Support: Quality Assurance                          $0

Program Support: Capacity Buildingffechnical                $46,594                    2.10%
AssistancelProgram Evaluation
           TOTAL DIRECT SERVICES                            $2,017,549.00              90.73%

Grantee Administrative Costs**                              $206,172                   9.27%

          TOTAL GRANT BUDGET***                             $2,223,721.00               100.00%

  *A Glossary of HIV-Related ServIce Categones IS mcluded m the FY2004 RWSD and RWAA Renewal
  Applications or, for specific guidance on HIV-related service categories, please go to the Health Resources Services
  Administration (HRSA) web site at www.hrsa.govlhab.
  ** Amount cannot exceed the 10% administrative cost from the Administrative Agency's HSDA.
  *** Amount should match the total amount allocated to your Administrative Agency by TDH based on the
  formulary




                                                           36
              TABLE 1B: SERVICES PRIORITIES AND OBJECTIVES:
                       BY HIV SERVICE DELIVERY AREA (HSDA)
 Administrative Agency Name: Dallas County Health and Human Services
 HIV Service Delivery Area: Dallas
 Date of Service Delivery Plan: March 12,2003

 Instructions: Use this table to reflect the service priorities established as a result of your last needs
 assessment process. Place the ranking number of each prioritized service in column 2. Assign a ranking
 only to those services you have prioritized. Leave the rest of the service categories blank. Use columns 3
 and 4 to show your numerical objective for each priority. In column 3 show the number of units to be
 provided and in column 4 show the number of persons to be served. NOTE: • (or an organization operating
 with unit cost, please only complete the "unit" column. In column 5 state the budget amount allocated to
 that service category, and in column 6 indicate what percentage of the total Title II award is allocated to that
 service category.

    *{Table IB must be completed for EACH HSDA within the Administrative Agency's area}*
                                                                               % OF TOTAL
                                                            RYAN WHITE/             RYAN
                                                              TITLE II,       WHITEmTLEn
                               PRIORITY                     ALLOCATION         ALLOCATION
   SERVICES CATEGORY*          RANKING      OBJECTIVE        FOR HSDA            FOR HSDA
                                                     Units·    Persons
IAmbulatory/Outpatient Medical              lc       1,169    3,515       $293,526              14.24%
Care
Mental Health Services                      8        139      18          $4,590                0.22%
Oral Health                                 4        474      139         $51,100               2.48%
Substance Abuse Services-                   6                             $0
Outpatient
Substance Abuse Services -                                                $
Residential
Rehabilitation Services                                                   $
Home health care - Para-                   13a                            $0
professional
Home health care - Professional            13a                            $0
Home health care - Specialized             13a                            $0
Case Management                             9b       25,823 356           $305,999              14.84%
Buddy/Companion Service                     15                            $0
Child Care Services                         10                            $0
Child Welfare Services                                                    $
Client Advocacy                             9a                            $0
Day or Respite Care                         14                            $0
Developmental Assessment! Early                                           $
Intervention Services

                                                        37
                                                              104


Early Intervention Services                    la                             $0

Emergency Financial Assistance                                                $

Food BankIHome-delivered meals                3a        20,406 1,197          $233,440               11.32%

Health EducationJRisk reduction               17        26,355 N/A            $139,157               6.75%
Housing Assistance                                                            $

Housing Related Services                                                      $

Legal Services                                12                              $0

!Nutritional Counseling                                                       $

Outreach Services                             16b       23,761 N/A            $254,000               12.32%

Permanency Planning                                                           $

Psychosocial Support Services                                                 $

Referral to health carel Supportive                                           $
Services                                                                r
Referral to clinical research                                                 $

Hospice Services                              13b                             $0

!Transportation Services                       7        28,881 576            $367,192               17.81%
Treatment Adherence Services                  1b        712      25           $12,816                0.62%
Drug Reimbursement - State                    2b                              $0
Administered
Drug Reimbursement -                          2a        2,699    15           $7,502                 0.36%
Local/Consortium
Health Insurance                              11        471      48           $139,633               6.77%
Other Support Services (attach                                                $
sheet detailing services)
Program Support: Quality                                                      $
assurance
Program Support: Capacity                 Unranked      N/A      N/A          $46,594                2.26%
BuildinglTechnical Assistance/
Program Evaluation
  TOTAL DIRECT SERVICES                                 N/A      N/A          $1,855,549.00          90.00%
Grantee Administrative Costs**            Unranked      N/A      N/A          $206,172               10.00%

TOTAL GRANT BUDGET***                                   N/A      N/A          $2,061,721.00          100.00%
                                                  ..
  *A Glossary of HIV-Related ServIce Categones IS mcluded In the FY2004 RWSD and RWAA Renewal
  Application or, for specific guidance on HIV-related service categories, please go to the Health Resources Services
  Administration (HRSA) web site at www.hrsa.govlhab.
  **Amount cannot exceed the 10% administrative cost from the Administrative Agency's HSDA.
  *** Amount should match the total amount allocated to this HSDA by TDH based on the formulary




                                                           38
               TABLE 1B: SERVICES PRIORITIES AND OBJECTIVES:
                       BY HIV SERVICE DELIVERY AREA (HSDA)
 Administrative Agency Name: Dallas County Health and Human Services
 HIV Service Delivery Area: Sherman-Denison
 Date of Service Delivery Plan: March 12,2003

 Instructions: Use this table to reflect the service priorities established as a result of your last needs
 assessment process. Place the ranking number of each prioritized service in column 2. Assign a ranking
 only to those services you have prioritized. Leave the rest of the service categories blank. Use columns 3
 and 4 to show your numerical objective for each priority. In column 3 show the number of units to be
 provided and in column 4 show the number of persons to be served. NOTE: • for an organization operating
 with unit cost, please only complete the "unit" column. In column 5 state the budget amount allocated to
 that service category, and in column 6 indicate what percentage of the total Title II award is allocated to that
 service category.

     *{Table IB must be completed for EACH HSDA within the Administrative Agency's area}*
                                                                                % OF TOTAL
                                                             RYANWIllTE/             RYAN
                                                       r       TITLE II        WIDTEffiTLEII
                                PRIORITY                     ALLOCATION         ALLOCATION
   SERVICES CATEGORY*           RANKING      OBJECTIVE        FOR HSDA            FOR HSDA
                                                     Units·    Persons
Ambulatory/Outpatient Medical               lc       219      74          $30,686               18.94%
Care
Mental Health Services                      8                             $0

iOral Health                                4                             $0
ISubstance Abuse Services -                 6                             $0
IOutpatient
iSubstance Abuse Services-                                                $
Residential
Rehabilitation Services                                                   $
Home health care - Para-                   13a                            $0
!professional
 Home health care - Professional           13a                            $0
~ome   health care - Specialized           13a                            $0
Case Management                             9b       4,999    74          $87,578               54.06%
Buddy/Companion Service                     15                             $0
Child Care Services                         10                             $0

Child Welfare Services                                                     $

Client Advocacy                             9a                             $0

Day or Respite Care                         14                             $0

Developmental Assessment! Early                                            $
Intervention Services

                                                        39
Early Intervention Servlces                   la                             SO
                                                                                                                       i
'Emergency Financial Assistance                                              $                                         ,

II-ood BankJRome-delivered meals              3a        323       26         $2,106                 1.30%
                                                                                                                       I
Health EducationlRisk reduction               17                             $0

Housing Assistance                                                           $

Housing Related Services                                                     $

Legal Services                                12                             $0

lNutr'!tional Counseling                                                     $

Outreach Services                            16b                             $0

~ermanency Planning        \                                                 $
                           , ,
Psychosocial Support Services                                                $

Referral to health carel Supportive                                          $
Services                                                                ,
Referral to clinical research                                                S
Hospice Services                             13b                             SO
rrransportation Services                      7         751       30         $26,729                16.50%
iI'reatrnent Adherence Services               Ib                             SO
rorug Reimbursement - State                  2b                              SO
~dministcred
~g Reimbursement -                            2a        1,380     74         S7,015                 4.33%
Local/Consortium
Health Insurance                              11        19        3          $7,886                 4.87%
Other Support Services (attach                                               $
sheet detailing services)
 Program Support: Quality                                                    $
assurance
IProgram Support: Capacity               Unranked       N/A       N/A        $0
 BuildingfTechnical Assistance!
 Program Evaluation
  TOTALDJIIC[ SERVICES                                  N/A       N/A         $162,000.00           100.00%

Grantee AdmiDiantive Costs··              Unranked      N/A       N/A         SO

rrOTAL GRANT BUDGET***                                  N/A       N/A         $162,000.00           100.00%
                                                   ..
  • A Glossary ofHIY-Related ServIce Categones 15 Included In the FY2004 RWSD and RWAA Renewal
  Application or, for specific guidance on HN-related service categories, please go to the Health Resources Services
  Administration (HRSA) web site at www.hrsa.govihab.
  ** Amount cannot exceed the !()O/O administrative cost from the Administrative Agency's HSDA.
  •** Amount should match the total amount allocated to this HSDA by TDH based on the fonnulary



                                                             40
                                       Texas Department of Health

                                    Bureau of HIV & STD Prevention



                                HIV CONTRACTOR ASSURANCES

                                      1. ADVOCATE AND PROMOTE

The applicant agency assures that it does not advocate or promote conduct that violates state law, in
compliance with the HIV Services Act. Texas Health and Safety Code, Section 85.011, as follows:
           "Grants may not be awarded to an entity or community organization that advocates
           or promotes conduct that violates state law. This subsection does not prohibit the
           award of a grant to an entity or community organization that provides accurate
           information ~bout ways to reduce the risk of exposure to or transmission of HIV."


                                           2. CONFIDENTiAliTY

The applicant agency and its employees or subcontractors, if a_plicable, provide assurance to the Texas
Department of Health that confidentiality of all records shall be maintained. No information obtained in
connection with the examination, care, or provision of programs or services to any person with HIV shall be
disclosed without the individual's consent, except as may be required by law, such as for the reporting of
communicable diseases. Information may be disclosed in statistical or other summary form, but only if the
identity of the individuals diagnosed or prOVided care is not disclosed. .

We are aware that the Health and safety Code, §81.1 03, provides for both civil and criminal penalties against
anyone who violates the eonfldentlality of persons protected under the law. Furthermore, all employEes and
volunteers who provide direct client care services or handle direct care records wherein they may be informed
of a clienrs HIV status or any other information related to the clienrs care, are required to sign a statement
of confidentiality assuring compliance with the law. An entity that does not adopt a confidentiality policy as
required by law is not eligible to receive state funds until the policy is developed and implemented.

                                        3. CONFLICT OF INTEREST

The applicant agency and its employees or subcontractors, if applicable, provide assurance to the Texas
Department of Health that no person who is an employee, agent, consultant, officer, board member, or
elected or appointed official of this agency, and, therefore, in a position to obtain a financial interest or
benefit from an activity, or an interest in any contract, subcontract, or agreement with respect thereto, or
the proceeds thereunder, either tor himself or herself or for those with whom he or she has family or
business ties, during his or her tenure or for one year thereafter shall participate in the decision making
process or use in8ide information with regard to such activity. Furthermore, this agency will adopt
procedural ruII8 which require the affected person to withdraw from his or her functions and
responsib.... or the declsion-making process with respect to the specific assisted activity from which
they would derive benefit.

                                   4. TUBERCULOSIS COLLABORATION

The applicant agency assures the TOH that it maintains collaborative efforts with local Tuberculosis (TB)
Control programs in order to insure that HIV and TB treatment and prevention services are prOVided to
persons at risk of HIV and TB.




                                                       41
                                                        108


                             5. DRUG-FREE WORKPLACE REQUIREMENTS

The undersigned (authorized official signing for the applicant organization) certifies that it will provide a
drug-free workplace in accordance with 45 CFR Part 76 by:
        (a)     Publishing a statement notifying employees that the unlawful manufacture, distribution,
        dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace
        and specifying the actions that will be taken against employees for violation of such prohibition;
(b)     Establishing a drug-free awareness program to inform employees about-
        (1 )    The dangers of drug abuse in the workplace;
        (2)     The grantee's policy of maintaining a drug-free workplace;
                (3)      Any available drug counseling, rehabilitation, and employee assistance
                     programs; and
                (4)      The penalties that may be imposed upon employees for drug abuse violations
                  occurring in the workplace;
(c)     Making it a requirement that each employee to be engaged in the performance of the grant be
        given a copy of the statement required by paragraph (a) above;

(d)     Notifying the e~ployee in the statement required by paragraph (a), above, that, as a
                 condition of employment under the grant, the employee will-
        (1)     Abide by the terms of the statement; and
                 (2)      Notify the employer of any criminal drug-statute conviction for a violation
                 occurring in the workplace no later that five days after such conviction;
(e)     Notifying the agency within ten days after receiving notice under subparagraph (d)(2),        above,
        from an employee or otherwise receiving actual notice of such conviction;
(f)   Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2),
        above, with respect to any employee who is so convicted-
                 (1)      Taking appropriate personnel action against such an employee, up to and
                 including termination; or
                 (2)      Requiring such employee to participate satisfactorily in a drug abuse assistance
                 or rehabilitation program approved for such purposes by a Federal, State, or local
                 health, law enforcement, or other appropriate agency;
        (g)      Making a good faith effort to continue to maintain a drug free workplace through
        implementation of paragraphs (a), (b), (c), (d), (e), and (f), above.


                       6. POLICIES OF THE BUREAU OF HIV & STD PREVENTION

The applicant agency assures the TDH that it will abide by all policies of the Bureau of HIV and STO
Prevention which apply to the programs being provided. A list of policies applicable to all HIV and STD
contractors is provided at the Bureau website at http://www.tdh.state.tx.us/hivstd/policy/default.htm.



                                                                   Title
                                                                  Director, DCHHS

  Date
           I, /    ~..t
  Legal Name of Applicant Organization
  Dallas County Health and Human Services




                                                       42
                               Texas Department of Health

                            Bureau of HIV & STD Prevention




   CONTRACTOR ASSURANCE REGARDING PHARMACY NOTIFICATION


To ensure that pharmacies providing prescriptions to HIV services clients do not fill medications on

deceased clients, the applicant agency provides assurance to the Texas Department of Health that it

will notify the client's pharmacy when a client dies.



                                                            ,



 Signature of Authorized Certifying Official            ntle

                                .t- $t~tJgttJt..        Director, DCHHS




 Dallas County Health and Human Services




                                                   43
                                                                 o

                                  Texas Department of Health
 2                             Bureau of HIV and STD Prevention
 3
 4
 5    ASSURANCE OF COMPLIANCE WITH CDC AND TDH REQUIREMENTS FOR
 6     CONTENTS OF HIV/STD·RELATED WRITTEN EDUCATIONAL MATERIALS,
 7    PICTORIALS, AUDIOVISUALS, QUESTIONNAIRES, SURVEY INSTRUMENTS,
 8                      AND EDUCATIONAL SESSIONS
 9
10   The applicant agency certifies that its Project Director and Authorized Business Official:
11   have received a copy of the Requirements for Contents ofAIDS-Related Written Materials, Pictorials,
12   Audiovisuals. Questionnaires. Survey Instruments, and Educational Sessions in Centers for Disease Control
13   Assistance Programs, dated June, 1992, and its Preface, and TDH HIV/STD Policy 500.005, Contractor
14   Review of HIV/AIDS and SrD Written and/or Pictorial Materials Intended for Public Use;
15            have read them;
16            accept them;
17            agree to coriIply with all particulars and specifications set forth;
18            agree to comply with all specifications, INCLUDING THOSE SET FORTH during the program year;.
19            agree that all specified materials shall be submitted to the local program materials review panel and
20            subject to the CDC and TDH guidelines set forth; and t'
21            agree to ensure that the local program materials review panel shall reasonably reflect the views of the
22            entire community it serves, not just those of anyone population, and that all panelists shall read and
23            abide by all CDC and TDH guidelines for materials review panels.
24
25   If you do not use HIV/STD-related educational materials outlined in the CDC and TDH guidelines, or if you
26   only use materials developed by CDC and/or TDH, you do not need to convene a local panel. Please circle one
27   of the following statements and sign/date this page.
28
29       1.   I certify that this program does not use HIV/STD educational materials outlined in the CDC and TDH
30            guidelines.
31       2.   I certify that this program only uses HIV/STD educational materials developed by CDC and/or TDH.
32
33   If you do use HIV/STD-related educational materials outlined in the CDC and TDH guidelines, please attach a
34   page listing the name, occupation, afliliation, gender, race/ethnicity, mailing address, phone number and
35   e-mail (if applicable) of all proposed local panel members and sign/date below. You must have at least five
36   members on your panel and one member must be an employee of the local health department.
37
38
39
40
41   Dallas County Health and Human Services
42
43
44
     A;::gene       y
                                     e.. t.,1t t.i/rJI
45   Signature   l'Auth   Ized Official                                      Date




                                                            44
                                                           1 1     1,




                                           TEXAS DEPARTMENT OF HEALTH

                                          Bureau of HIV & STD Prevention


 ASSURANCE REGARDING HIV/STD CLINICAL RESOURCES DIVISION STANDARDS FOR
               CLINICAL AND CASE MANAGEMENT SERVICES


This agency assures the Texas Department of Health that it will comply with mY/SID Clinical Resources

Division Standards for Clinical and Case Management Services (Standards) as promulgated by the Bureau

of HIV & STD Prevention. The Standards are available at

www.tdh.state.tx.us/hivstdJcl~icalJpdf/stvs3 Ol.pdf




 Signature of Authorized Certifying Official     Title
                                                 Director, DCHHS




              II II D
 Legal Name of rganization
 DillIas County Health and Human Services




                                                         45
                                                       1 1   2

                                             SOUTHWESTERN                                     TELEPHONE 92Q..5900
                                   INSTITUTE OF FORENS~SCI'El'fJ6ES"         I'.   I' /'     5230 Medical Center Drive
                                                 AT D A L L A S -        "   ,.'                Dallas. Texas 75235




OFFICE OF THE DIRECTOR
November 12, 2003


TO:            Commissioners Court

FROM:          Jeffrey J. Barnard, M.D., Director and Chief Medical Examiner       flf.iJ-      "I ';"/D3
SUBJECT:       Indigent and Unclaimed Decedent Disposition


Background                                                       ,
The Office of the Medical Examiner (OME) is tasked with carrying out the County's statutory
responsibility for the disposition of "pauper" and unclaimed decedents. As part of the required 10%
budget reduction for FY04, the Institute submitted a proposal to discontinue most indigent burials and
instead deliver eligible decedents to the State Anatomic Board (SAB) and to utilize cremation as the
disposition method for those decedents not delivered to the SAB. The OME FY04 budget was reduced
based on Commissioners Court approval of this proposal during budget hearings.

The purpose of this briefing is to present a detailed proposal and related documents for indigent and
unclaimed decedent dispositions for your consideration.

General Process and Volume Discussion

The County's responsibility for disposition of indigent and unclaimed decedents is discussed in the Tex.
Health and Safety Code Ann. §694.002 and §711.002. State law allows the Commissioners Court to
determine the manner of disposition for unclaimed and indigent decedents. The duty of the OME (on
behalf of the County) to deliver bodies not claimed for burial or a body required to be buried at public
expense to the SAB is stated in Tex. Health and Safety Code Ann. §691.023.

As required by the Health and Safety Code, OME staff currently interacts with SAB staff on a regular
basis to transfer decedents who are deemed a "willed body" or "unclaimed for burial" from the OME to
the SAB. Currently, these transfers are limited to only a few of the qualifying decedents (bodies not
claimed for burial or a body requiring buried at public expense) at the discretion of the SAB.

The budget proposal approved by the Court for FY04 contemplates that the OME will deliver all
identified, adult decedents to the SAB (at this time, the SAB does not accept unclaimed infant or child
remains as a matter of policy). If the body is not used by the SAB for the advancement of science, then the
County will bear the cost of disposition by cremation. Cremated remains are returned to the SAB and
placed in a memorial garden at UT Southwestern Medical Center.
ComrrUSSlL111cfS Court Bncr'ing
                                                      1     3
Indigem and Unclaimed Decedem DisposItion
November 12, 2003
Page 2

Indigent/unclaimed infants and children are not accepted by the SAB, and therefore wiIl be cremated by a
vendor selected using standard Purchasing procedures, The cremated remains will be placed in a common
casket and later interred in a grave by the cremation vendor.

All unidentified remains will continue to be buried by a cemetery vendor selected using standard
Purchasing procedures.

During FY03, the County buried 236 decedents (159 adults and 77 infants). In 143 cases, the next of kin
reported that they did not have the financial resources to pay for a disposition. Seventy cases were
unclaimed because of no or unlocated next-of-kin, and in 14 cases the next of kin refused to claim the
body. Nine unidentified bodies were buried during FY03.

Proposed Policy for Disposition of Indigent and Unclaimed Decedents

A suggested County policy statement reflecting the processes described above regarding disposition of
indigent and unclaimed decedents is provided as Attachment A. t

Section 694.002(b) of the Health and Safety Code states that "the commissioners coun shall consider any
information, including the religious affiliation of the deceased pauper, provided by a person listed in
Section 711.002 (a).» The persons listed in the referenced statute include various next of kin or a person
designated in writing by the decedent as responsible for body disposition. Texas Attorney General Opinion
JC-0228 (2000) states, in part, that "a county may specify by rule how it normally will determine the
manner of disposition and how it will receive information from persons listed in §711'()02(a) as
§694.oo2(b) requires it to do. Whether the county permits a relative listed in §711.002 to overrule the
county's choice of disposition (which may be based upon economic consideration) and under what
circumstances is a matter for the county to determine.»

The proposed policy contemplates that any information provided to the OME under §694.002(b) will be
forwarded to the Commissioners Court Administrator for review and dissemination to the Court, and that
no further action will be required by the OME. If the Court wishes to allow the persons listed in §711.002
to choose between cremation and burial, we will work with the Commissioners Court Administrator to
develop a protocol to effect this decision and will revise the proposed policy accordingly.

Proposed Memorandum of Understanding and Interlocal Agreement with SAD

Attachment B is a proposed Memorandum of Understanding between the Institute and the SAB. The MOU
formalizes the proposed decedent disposition process and outlines organization responsibilities in this
regard. Attachment C is a proposed Interlocal Agreement between Dallas County and the SAB that allows
County reimbursement of cremation costs (currently $215) for decedents not used for the advancement of
medical science.

The MOU has been reviewed by the SAB and the Dallas County District Attorney Civil Section, and the
ILA has been reviewed by UT Southwestern legal staff and Dallas County Purchasing.
                                                                14
COITlrrusslOners Coun Bnering
Indigent and Unclaimed Decedent Disposition
November 12, 2003
Page 3




Other Legal Issues

To document next of kin contacts and OME efforts to locate decedent next of kin before a decedent
receives a County disposition, the OME has developed the following forms:

Attachment D is a Deceased Adult Body Disposition Request and Waiver for OME use when a body is not
claimed for financial reasons or when the next of kin refuses to take responsibility for the disposition of
the remains.

Attachment E is a Deceased Infant/Child Body Disposition Request and Waiver for OME use when a
infant!child remains are not claimed for financial reasons or when the next of kin refuses to take
responsibility for the disposition of the remains.

Attachment F is an Unclaimed Body Affidavit for OME use 'fith "unclaimed bodies" - cases when a
relative, "bona fide friend", or other entity eligible to receive a body for disposition does not exist or can
not be located. This form also will be used in the event that a person or entity eligible to claim the body is
located but refuses to sign one of the Disposition Request and Waiver forms discussed above.

The waivers and affidavit have been reviewed by the SAB, UT Southwestern legal staff, and the Dallas
County District Attorney Civil Section.

Fiscal Impact

Based on a projected volume of 165 adult identified decedents delivered to the SAB and cremation services
for an additional 85 infants/children, we estimate that the cost of cremation services will be approximately
$45,000 annually. An estimated $5,000 in additional costs will be incurred for cadaver bags and necessary
permits (e.g., cremation, burial transit). We also will continue to incur a burial cost for an estimated 15
unidentified decedents, which will amount to approximately $7,500 annually. Overall, we anticipate cost
savings of approximately $75,000 compared to indigent burial costs.

Recommendation

The Institute of Forensic Sciences submits the proposed indigent and unclaimed disposition policy for
consideration by the Commissioners Court. If the Court approves the policy statement, the Institute
recommends approval of the proposed Memorandum of Understanding and Interlocal Agreement with UT
Southwestern.


xc:    Erwin R. Thal, M.D., Professor of Surgery and Director, Willed Body Program
       Melinda Mora, Supervisor, Willed Body Program
       J. Allen Clemson, Commissioners Court Administrator
       Melanie Barton, District Attorney, Civil Section
       Charles Gaylor, Deputy Chief Field Agent
                            Dallas County Policy for the
             DISPOSITION OF INDIGENT A~l) UNCLAIMED DECEDENTS


Policy Statement
It is the policy of Dallas County to comply with state law concerning county responsibilities for
the disposition of indigent and unclaimed decedents. The Office of the Medical Examiner
(OME) is responsible for implementation of this policy.

Scope
This policy provides procedures to be utilized by the OME when processing bodies not claimed
for disposition by the legal next of kin due to inadequate ftnancial resources or due to the
inability of the OME to locate any next of kin, friends or organizations to which the decedent
belonged who are willing to accept responsibility for the disposition of the remains.

Statutory Authority
The adoption of this policy is pursuant to Tex. Health and Safety Code Ann. §694.002:
        (a) The commissioners coun of each county shall provide for the disposition of the body
            of a decedent pauper. The commissioners coun may adopt rules to implement this
            section.                                         r
        (b) The commissioners coun shall consider any information, including the religious
            affiliation ofthe decedent pauper, provided by a person listed in Section 711JJ02.
Persons listed under Tex. Health and Safety Code Ann §711.002(a) are:
        (1) the person designated in a written instrument signed by the decedent;
        (2) the decedent's surviving spouse;
        (3) anyone of the decedent's surviving adult children;
        (4) either one of the decedent's surviving parents;
        (5) anyone of the decedent's surviving adult siblings; or
       (6) any adult person in the next degree of kinship in the order named by law to inherit
            the estate of the decedent.
The delivery of indigent and unclaimed decedents to the State Anatomical Board (SAB) is
pursuant to Tex. Health and Safety Code Ann. §691.023:
       (a) An officer, employee, or representative of the state, of a political subdivision, or of
            an institution having charge or control of a body not claimed for burial or a body
            required to be burried at public expense shall:
       (1) notify the board or the board's representative of the body's existence when the body
            comes into the person's possession, charge, or control if notified in writing to do so
            by the board or the board's representative;
       (2) deliver the body in accordance with the direction of the board; and
       (3) allow the board, the board's representative, or a physician designated by the board
            who complies with this chapter to remove the body to be used for the advancement
            of medical sciences.
       (b) If the board does not require a political subdivision or agency of the political
            subdivision to deliver a body under this section, the political subdivision shall pay
            all costs ofpreparation for burial, including costs of embalming.
                                                         6
 Definitions
 In this policy:

Adult decedent: A decedent 18 years of age or older at the time of death.

Burial: The permanent disposition of decedent remains through interment in a grave.

Cemetery vendor: A supplier selected through approved Purchasing procedures to provide a
place (e.g., graveyard, burial park) for interment in graves.

Cremation: The irreversible process of reducing human remains to bone fragments through
extreme heat and evaporation, which may include the residue of any foreign materials that
were cremated with the human remains.

Cremated remains: The bone fragments remaining after the cremation process, which may
include the residue of any foreign materials (e. g., cadaver bag) that were cremated with the
human remains.

Cremation vendor: A supplier selected through approved Purchasing procedures to provide
cremations services to the OME.                      r

Disposition of remains: Disposition of decedent human remains by cremation, burial or
donation to a medical facility.

Indigent decedent: A decedent with next of kin who report a lack of financial resources
sufficient to accept responsibility for disposition of the remains.

Infant/child decedent: A decedent younger than 18 years of age at the time of death.

Next of Kin: A person listed in Tex. Health and Safety Code Ann §711.002 (a).

State Anatomical Board (SAB): The Anatomical Board of the State of Texas as authorized by
Tex. Health and Safety Code Ann Chapter 691, located at the University of Texas
Southwestern Medical School.

Unclaimed decedent: A decedent with next of kin who refuse to accept responsibility for the
disposition of the remains or a decedent with no next of kin, or no next of kin that the OME is
able to locate with a diligent search.

Unidentified decedent: A decedent whose identity remains unknown following OME efforts to
establish positive identity by visual or circumstantial means, radiographic comparisons, or
through DNA testing.

OME Acceptance of Indigent and Unclaimed Decedent Remains
The OME will receive indigent and unclaimed decedent remains through performance of its
statutory inquest responsibilities, by referral from a facility located within Dallas County which
has possession of the remains (such as a hospital, nursing home or funeral home), or from the
decedent's next of kin.
                                                  1    ~   7r
                                                   i   I

OME Procedures for County Disposition of Indigent and Unclaimed Decedent Remains
The 0 ME will utilize the following procedures for the disposition of indigent and unclaimed
decedent remains:

Indigent Decedents
The OME will confer with the decedent's next of kin regarding availability of resources to
provide for the disposition. If the next of kin reports a financial inability to accept
responsibility for the disposition, the OME will ask the next of kin to sign an Indigent
Disposition Request and Waiver form. The form authorizes the OME to deliver adult decedent
remains to the State Anatomical Board (SAB) for disposition and to dispose of infant/child
remains by cremation using a cremation vendor. The form also allows the next of kin the
opportunity to make a statement for consideration by the Commissioners Court. Statements
made by the next of kin in this regard will be forwarded to the Commissioners Court
Administrator. If the next of kin refuses or is unable to sign the form, the OME will complete
the Unclaimed Body Affidavit discussed below.

If possible, depending on the nature of the medical research, adult remains delivered to the
SAB ultimately will be disposed of by cremation. Cremated adult remains will be placed in a
memorial garden at the University of Texas Southwestern Medical Center. Infant/child
cremated remains will be placed in a common casket ~y the cremation vendor and. later
interred in a grave.

At the discretion of the OME, decedent remains may be held for an additional period of time to
enable the next of kin sufficient time to pursue options to bury the decedent at private expense.

Unclaimed Decedents
The OME will make a diligent effort to identify and locate an unclaimed decedent's next of
kin, a bona fide friend, or a representative of an organization to which the deceased belonged.
This effort will include contacting law enforcement agencies, medical providers, neighbors or
others who may have relevant information.

If the OME is unable to locate a person authorized by state law to receive the decedent's
remains for burial, an Unclaimed Body Affidavit will be completed by the OME. Disposition
for unclaimed adult remains and unclaimed infant/child remains will be the same as that
described for Indigent Decedents.

If the OME locates the decedent's next of kin but they refuse to claim the remains and to sign
the Indigent Disposition Request and Waiver form, the OME will complete an Unclaimed
Body Affidavit and note the refusal by the next of kin.

Unidentified Decedents
If the performance of standard identification protocols by the OME fails to establish the
positive identity of the decedent, the OME will dispose of unidentified decedent remains by
direct burial. The remains will be placed in a cadaver bag and will not be embalmed. In
compliance with state law regarding direct burials, no funeral will be held. A burial vendor
will inter the decedent remains in a grave subject to specifications developed by the OME.
                                                  1 1 8
Costs of Disposition
Following disposition of indigent and unclaimed decedent remains, the OME will obtain
billing documents for services received by Dallas County pursuant to fulfillment of its statutory
obligations regarding indigent and unclaimed decedents. These services may include:

(1) cremation and related services (such as burial transit permits, death certificate preparation)
    for adult decedents delivered to the SAB but not used for the advancement of medical
    science;
(2) cremation and related services (such as cremation permits, burial transit permits) for
    infant/child decedents; and
(3) burial expenses for unidentified decedents.

The OME will review the documents to ensure appropriateness of charges and will forward
authorization of payment information to the County Auditor.

OME Administration Authority
The Director and Chief Medical Examiner may adopt forms as necessary or desirable and may
promulgate other rules and procedures consistent with this policy to further implement its
purposes.

The OME will maintain documentation related to implementation of this policy, including
documents provided by referring sources, family members and service providers, cremation
and burial transit permits, disposition request and waiver forms and affidavits.

The Director and Chief Medical Examiner may designate OME employees to implement and
monitor compliance with this policy.
                MEMORANDUM OF UNDERSTANDING
                            between the
   DALLAS COUNTY SOUTHWESTERN INSTITUTE OF FORENSIC SCIENCES
                OFFICE OF THE MEDICAL EXAMINER
                              and the
 ANATOMICAL BOARD OF THE STATE OF TEXAS at the UNIVERSITY OF TEXAS
                SOUTHWESTERN MEDICAL SCHOOL



PURPOSE and SCOPE
The purpose of this Memorandum of Understanding (MOU) is to establish an agreement
between the Dallas County Southwestern Institute of Forensic Sciences Office of the Medical
Examiner (OME) and the Anatomical Board of the State of Texas at the University of Texas
Southwestern Medical School (SAB) for the disposition of indigent and unclaimed adult
decedent remains.

STATUTORY AUTHORITY
Sections 694.002 and 711.002(e) of the Health and Safety Code require a county
commissioners court to provide for the disposition of the body of a deceased pauper and
authorize the commissioners court to adopt rules to implement this responsibility. Section
691.023 of the Health and Safety Code requires an entity having charge or control of a body
not claimed for burial or a body required to be buried at public expense to notify the SAB of
the remains and to deliver the remains in accordance with the direction of the SAB.

ORGANIZATION RESPONSIBILITIES
The OME shall:
1.    Process unclaimed and pauper decedents in compliance with applicable laws and
     established OME policies and procedures.
2.   Deliver all positively identified unclaimed and indigent adult decedent remains to the
     SAB.
3.   Provide documentation to the SAB supporting the OME determination that the body is
     unclaimed or indigent, including disposition request/waivers signed by the legal next of
     kin and unclaimed body affidavits completed by OME death investigation staff.
4.   Provide information to the SAB necessary for the completion of required forms,
     permits and certificates.

The SAB shall:
1.    Accept all positively identified unclaimed and indigent adult decedent remains offered
      by the OME.
2.    Process decedents received from the OME in compliance with applicable laws and
      established SAB policies and procedures for willed bodies, including disposition of any
      cremains.
                                                A2f\
                                                I U

COST REIMBURSEMENT AGREEMENT
If a body delivered by the OME to the SAB is not used for the advancement of medical
science, the OME will pay the full cost of the disposition of the remains, including applicable
permit fees, in a manner specified by the SAB consistent with State law.

There will be no cost to the OME for bodies delivered by the OME to the SAB that are used
for the advancement of medical science.

MOV ADMINISTRATION AND IMPLEMENTATION
The designated representatives for routine MOV administration and implementation are the
SAB Willed Body Supervisor (214.648.2221) and the Assistant Chief Field Agent
(214.920.5931). Significant communications should be conducted in writing to the MOU
signatories or their successors.

DURATION OF MOD
This MOU will be in effect from the date of signing by both parties and shall remain in effect
until amended or terminated by one or both parties. The MOU may be amended at any time by
mutual consent of the signatories, or unilaterally terminated upon 60 days advance written
notice.
                                                         ,
PUBLIC INFORMATION
Each Party may release information covering its own activities conducted pursuant to this
MOV.


The SAB and the OME hereby agree to the foregoing MOU, which shall be effective
immediately upon full execution by the signatories listed below.




Erwin R. ThaI, M.D.                                                     Date
Professor of Surgery and Director, Willed Body Program
State Anatomical Board at the
University of Texas Southwestern Medical School




Jeffrey J. Barnard, M.D.                                                Date
Professor of Pathology and Director and Chief Medical Examiner
Dallas County Southwestern Institute of Forensic Sciences
                                                                                                 !   I



                                                   21                                            LJ
STA TE OF TEXAS
COUNTY OF DALLAS


                         INTERLOCAL AGREEMENT
                       BETWEEN DALLAS COUNTY AND
       UNIVERSITY OF TEXAS SOUTHWESTERN MEDICAL CENTER AT DALLAS
    FOR REIMBURSEMENT OF INDIGENT & UNCLAIMED BODY CREMAnON COSTS


WHEREAS, the County of Dallas, hereinafter call "County" wishes to contract with the
University of Texas Southwestern Medical Center at Dallas, hereinafter called "Medical
Center" a State agency, located in Dallas County, Texas for disposition costs for indigent and
unclaimed adult decedents delivered to the State Anatomical Board (SAB) at the Medical
Center but not utilized for the advancement of medical science.

WHEREAS, Section 791.011 C)(2) of the Texas Government Code permits agreements
between local governments and state agencies to provide a governmental function or service
that each party to the contract is authorized to perform individually.
                                                          t
NOW, THEREFORE, THIS AGREEMENT IS hereby made and entered into by Medical
Center and County upon and for the mutual consideration stated herein:

                                       WITNESSETH

                                             I.
Upon determination by the Dallas County Office of the Medical Examiner (OME) that the
OME is in possession of an adult, identified dead body not claimed for burial or a body
requiring disposition at County expense, the OME will deliver the decedent remains to the
SAB.

                                               II.
The SAB will accept the remains delivered by the OME and process the decedents in
compliance with applicable laws and established SAB policies and procedures for willed
bodies, including disposition of any cremains.

                                         III.
If a body delivered by the OME to the SAB is not used for the advancement of medical
science, the County agrees to pay the Medical Center $215 to reimburse the full cost of
disposition of the body through the SAB.

                                            IV.
The County agrees to pay the Medical Center for all decedent disposition costs approved by the
OME. Invoices shall be sent to the OME, and the County shall pay the Medical Center within
30 days of receipt of an invoice.

                                              V.
Term of this Agreement shall commence on November 1, 2003 and continue through
September 30, 2004. Either party may terminate the agreement upon 30 days advance written
notice to the other party or upon mutual consent.
                                                  122

                                               VI.
County and Medical Center agree and acknowledge that each entity is not an agent of the other
entity and that each entity is responsible for its own acts, forbearance, negligence and deeds,
and for those of its agents or employees in conjunction with this agreement.

                                               VII.
BINDING AGREEMENT: AUTHORITY: PARTIES BOUND This Agreement has been duly
executed and delivered by both parties and constitutes a legal, valid and binding obligation of
the parties. That each person executing this agreement on behalf of each party represents and
warrants that they have full right and authority to enter into this agreement.

AMENDMENT This Agreement may not amended except in a written instrument specifically
referring to this Agreement and signed by the parties hereto.

APPLICABLE LAW This Agreement shall be expressly subject to County's Sovereign
Immunity, Title 5 of the TEXAS CIVIL PRACTICES AND REMEDIES CODE and all
applicable federal and state law. This agreement shall be governed by and construed in
accordance with the laws of the State of Texas and venue of any legal action filed by either
Medical Center or County shall be in Dallas County, Texa§.

SEVERABILITY In the event that one or more of the provisions contained in the Agreement
shall for any reason be held to be invalid, illegal or unenforceable in any respect, such as
invalidity, illegality or unenforceability of the Agreement shall be constued as if such invalid,
illegal or unenforceable provision had never been contained herein, but shall not affect the
remaining provisions of this Agreement, which shall remain in full force and effect.

The County of Dallas, Texas has executed this agreement pursuant to Commissioners Court
Order No.                         ,passed on the           day of                  _
2003.

COUNTY OF DALLAS                                    UNIVERSITY OF TEXAS
                                                    SOUTHWESTERN MEDICAL CENTER




BY:    Margaret Keliher                             BY:    John A. Roan
       County Judge                                        Executive Vice President
                                                           for Business Affairs

APPROVED AS TO FORM:




Dallas County District Attorney
Civil Section
                                                                ~   ~


                   o ALL\S COt "\ T\                         1 L.,:j
                  SOlTffiVESTER' INSTITLTE OF FORENSIC SCIENCES
                  OFFICE OF THE MEDICAL EXAl\HNER




                  DECEASED ADULT BODY DISPOSITION REQUEST AND WAIVER

I,                                                               , do hereby certify that I have the right to control
the disposition of the remams of                                                             as specified in Section
711.002 of the Health and Safety Code, and I further attest that        D I do not have financial resources sufficient
to accept responsibility for the disposition of the remains OR          D I am refusing to accept responsibility for
disposition of the remains. Therefore, I am requesting that the Dallas County Office of the Medical Examiner
(OME) take responsibility for the disposition of the remains as specified in Sections 691.023 and 694.002 of
the Health and Safety Code*. I understand that the remains will be delivered to the Anatomical Board of the

                                                                        ,
State of Texas at The University of Texas Southwestern Medical Center. By this request I grant unto said
medical school full rights to use the remains for medical teaching and research purposes, and ultimately to
dispose of the remains by cremation. In the event that the holding institution and the Executive Secretary of
the Board determine that an excess of donated bodies exists in the State of Texas, I authorize the Anatomical
Board of the State of Texas to transport the named remains out of the State of Texas.


By this request, I relinquish all rights and claims regarding hereon described decedent, by any person
whatsoever, and direct that in accepting the responsibility for disposition of the remains that the OME shall
not incur any liability, and that no claim shall arise against that institution in any manner.

*Seetion 694. 002(b) of the Health and Safety Code states that "the commissioners coun shall consider any information,
including the religious affiliation of the deceased pauper, provided by a person listed in Section 711.002 (a)" of the
Health and Safety Code. I hereby that I acknowledge that I have been informed of my right to provide information for
consideration by the commissioners coun, and I make the following choice in this regard:

o      I wish to provide information for consideration by the Commissioners Coun (attach Deceased Pauper
       Information Form)

o      I decline my right to provide information for consideration by the Commissioners Coun.


Printed Name - Legal Next of Kin                Relationship to Decedent


Signature - Legal Next of Kin                   Date

Witnessed by:
                       Field Agent
                                                             124

                  SOUTHWESTER~
                  INSTITUTE OF FORENSIC SCIENCES
                  AT DALLAS



OFFICE OF THE MEDICAL EXAJmNER


              DECEASED INFANT/CIflLD BODY DISPOSITION REQUEST AND WAIVER


I,                                                              , do hereby certify that I have the right to control
the disposition of the remains of                                                           as specified in Section
711.002 of the Health and Safety Code, and I further attest that LJ I do not have financial resources sufficient
to accept responsibility for the disposition of the remains OR LJ I am refusing to accept responsibility for
disposition of the remains. Therefore, I am requesting that the Dallas County Office of the Medical Examiner
(OME) take responsibility for the disposition of the remains as specified in Sections 691.023 and 694.002 of
                                                                       #'
the Health and Safety Code*. I understand that the remains will be cremated, as allowed by State law.


By this request, I relinquish all rights and claims regarding hereon described decedent, by any person
wh~t~oever,   and direct that in accepting the responsibility for disposition of the remains that the OME shall
not incur any liability, and that no claim shall arise against that institution in any manner.

*Section 694.oo2(b) of the Health and Safety Code states that "the commissioners coun shall consider any information,
including the religious affiliation of the deceased pauper, provided by a person listed in Section 711.002 (a)" of the
Health and Safety Code. 1 hereby that I acknowledge that I have been informed of my right to provide information for
consideration by the commissioners coun, and I make the following choice in this regard:

o      I wish to provide information for consideration by the Commissioners Coun (attach Deceased Pauper
       Information Form)

o      I decline my right to provide information for consideration by the Commissioners Coun.




Printed Name - Legal Next of Kin                Relationship to Decedent



Signature - Legal Next of Kin                  Date


Witnessed by:
                       Field Agent
                                                                                                                               /,\



                                                                                        125
                                                                                                                             h +-t-C\..C.Yi rY1 ol t
                                                                        SOUTHWESTERN                                                          Telephone (214) 920-5900
                                                     INSTITUTE OF FORENSIC SCIENCES                                                           FAX       (214)920-5908
                                                                                AT DALLAS



                                                                  5230 Medical Center Drive
                                                                      Dallas, Texas 75235

Office of the Medical Examiner


                                                UNCLAIMED BODY AFFIDAVIT

                       In the matter of                                                                            , deceased OME#                                   _

I,                                        , a Field Agent for the Office of the Medical Examiner at the Southwestern
Institute of Forensic Sciences at Dallas, do hereby affirm that I have personally attempted to locate or have personal
knowledge of efforts made to locate, relatives, bonafide friends or organizations to which the above identified deceased
belonged.

I attest the following efforts were made:
                                                                                                      f
            DContacted local and/or state law enforcement agency for records search;
           o Performed search to locate relatives, friend or organizations of the deceased;
           o Contacted Parkland Hospital for records search;
           o Contacted other medical facility/provider for records search;
           o Contacted neighbors or others who may have relevant information;
            DAttempted to contact named relatives, friends, or organizational associates (no contact made).

I further attest that these efforts comply with TX. Health & Safety Code 1[691.025 and that:
o          No relatives, bonafide friends, or organizations wishing to claim the body for disposition were located.
o          A relative, bonafide friend, or organization was located, but refused to claim the body and refused to sign
           the request for disposition and waiver form.

These efforts commenced at the time the decedent's death was reported on                                                                                    , and ended
on                               . All efforts are documented in the OME case record.


           Field Agent Signature                                      Date                            Supervisory Review Signature                            Date



BEFORE ME, the undersigned Notary Public, on this day personally appeared                                                            , known to me to be the person whose name
is subscribed to this form, and who after being by me duly sworn, on oath, stated that he/she executed this form for all purposes expressed herein.

GIVEN UNDER my hand and official seal and office on this                    day of                                       , 20 _ _'




           Printed or typed name of Notary Public                                                                Signature of Notary Public

           My commission expires:                                       _
            •
                                                     126

                                             SOUTHWESTERN                                            TELEPHONE 920-5900
                                  INSTITUTE OF FORENSIC        SCIE~~~S, ,    _                 I I 5230 Medical Center Drive
                                                                                           0·   I I    Dallas, Texas 75235
                                                 AT DALLAS         '     I        I   ,I




OFFICE OF THE DIRECTOR



      November 12, 2003


      TO:                   Commissioners Court
                                                                            I/Iz Ie
                                                       ~
      THROUGH:              Jeffrey J. Barnard, M.D. (
                                                             7~
                                                             '/4 "-'              i'3
                            Director and Chief Medical xaminer

      FROM:                 Cathy Causey Self ~
                                                 11. 11.0'
                            Forensic Coordinator               t


     SUBJECT:               No Suspect Casework DNA Backlog Reduction Program:
                            Forensic Biology Professional Services Contract

     Background

     In October 2002, the Commissioners Court approved an Interlocal Cooperation Contract with
     the Texas Department of Public Safety (DPS). The agreement enabled the participation of the
     Criminal Investigation Laboratory - Forensic Biology Unit in a National Institute of Justice
     (NIJ) grant project that provides funding for DNA analysis of biological evidence in criminal
     cases with no identified suspect (" no suspect cases").

     The grant work plan contemplates that the Forensic Biology Unit will generate 2,400 STR
     profiles from evidence in no suspect casework. Candidate cases have been solicited from
     approximately 135 investigating agencies in 85 Texas counties that submit evidence to the
     Forensic Biology Unit for testing. Cases are being evaluated for eligibility in accordance with
     NIJ requirements, and prioritized by laboratory staff utilizing information provided by the
     agencies and their respective prosecutor's offices. All sample processing and analysis will be
     done in-house. Two contract scientists were hired in May 2003 to perform DNA processing
     (extraction, quantitation, amplification, and profile generation) exclusively on no suspect
     casework. Regular staff analysts train the contract scientists and perform any necessary
     serology testing, analysis and interpretation of STR data, and CODIS entry of DNA profiles.
     The evidence to be profiled will include victim and exclusionary standards, and probative
     evidence samples.

     The purpose of this briefing is to advise the Court of the termination of one of the professional
     service contracts approved in May 2003 and to request approval of a replacement contract
     (Attachment A) with another scientist to perform the no suspect casework DNA processing.
                                                  27
Briefing to Corrurussioners Court
Forensic Biologist Contract with Tamara Field
November 12, 2003
Page 2



Contract Termination and Selection of New Contract Forensic Biologist

The contract scientists are responsible for DNA extraction, quantitation, amplification, and
profile generation on no suspect casework selected for processing using NIJ regulations. The
scientists perform the contact work at the Institute of Forensic Sciences, in the Forensic
Biology laboratory during hours designated by the Forensic Biology Supervisor. The hourly
compensation amount of $19.95 was established in the NIJ grant documents.

The forensic biology professional services agreement with Cynthia Coffman, approved by the
Court in May 2003, was terminated by mutual agreement of Ms. Coffman and the Institute in
October 2003. At that time, Ms. Coffman accepted employment as a full-time Forensic
Biologist with the Institute.

The candidate selected for the contract position, TamaraRield, is a former Forensic Biologist I
who elected not to move to Dallas County when the Forensic Biologist I positions were
reclassified to Forensic Biologist II (which have a residency requirement). Her qualifications
include ten months of experience performing forensic serology testing at the Institute, an MS
degree in Forensic Sciences, and two years as a Research Assoeiate in cell biology.

Operational Impact

Approval of the professional service contract will provide Forensic Biology with the additional
scientific support needed to fulfill the scope of work required by the agreement with DPS and
the NIJ. The desired outcomes of the project are a reduction in the number of untested no
suspect case specimens and realizing benefits from additional COOlS entries, specifically the
resolution of unsolved crimes.

Fiscal Impact

The fIrst-year funding agreement with DPS includes a total $83,000 for professional services
contracts. The contract scientists are paid $19.95 per hour, and scientist payments are limited
to funds available under the DPS agreement.

Legal Issues

NIJ grant regulations do not permit the hiring of regular staff with grant funds, but do allow
the professional services contracts. Attachment A is the proposed professional services contract
with Ms.Field. The form of this agreement is the same as that of the forensic biology
professional service contracts approved by the Court in May 2003.

The District Attorney Civil Section has reviewed the proposed contract and concurs with the
form of the agreement.
                                                128
Brieting to Commissioners Court
Forensic Biologist Contract with Tamara Field
November 12. 2003
Page 3



Project Term

The professional services contract will be effective upon signature by the County Judge
through the duration of the interlocal agreement with DPS, contingent on grant funds
availability. An amendment to extend the term of the first-year agreement with DPS and the
second year grant funding award from NIJ will be briefed to the Court in the near future.

Recommendation

The Institute of Forensic Sciences recommends that the Commissioners Court approve the
attached professional services contract with Tamara Field and that the County Judge be
authorized to sign contract documents on behalf of Dallas County.




xc:    Tim Sliter, Ph.D., Forensic Biology Supervisor
                                                  129
                              DALLAS COUNTY
                SOUTHWESTERN INSTITUTE OF FORENSIC SCIENCES

                                      CONTRACT
                                         for
                             FORENSIC BIOLOGIST SERVICES


                                             PURPOSE

This agreement is entered into by and between Dallas County, Texas on behalf of the Dallas County
Southwestern Institute of Forensic Sciences (hereafter referred to as "Institute") Forensic Biology
Unit and Tamara Field, (hereafter referred to as "Contractor") for the purpose of providing selected
forensic biologist services to help meet Forensic Biology (DNA) laboratory objectives outlined in
the National Institute of Justice grant project "No Suspect Casework DNA Backlog Reduction".


                                    Section I
                     STATEMENT OF SERVICES TO BE PROVIDED
                                                            ,
1.1.   Contractor will understand and comply with all Institute, Physical Evidence Section
       and Forensic Biology Unit procedure and other documents regarding department and
       laboratory standards and practices.

1.2    Contractor must successfully complete applicable competency tests administered by
       the Chief of the Physical Evidence Section or his designee within 40 days of the start
       of the contract employment.

1.3    Contractor will perform DNA extraction, quantitation, amplification and
       electrophoresis on evidence specimens from cases assigned by the Forensic Biology
       Unit supervisor.

1.4    As required, Contractor will provide testimony in court.


                                   Section II
                   LOCATION and HOURS OF SERVICES DELIVERY

2.1    Contractor will perform assigned casework exclusively at the Institute facility located
       at 5230 Medical Center Drive in Dallas, TX.

2.2    Work hours for the performance of services described in Section I will be established
       by the Forensic Biology Unit supervisor.
                                           Section III
                                         COMPENSATION

County agrees to compensate Contractor for the services described herein as follows:

3.1     For the provision of services described in Section I, a fee of $19.95 per hour, payable
        within 30 days following receipt of an invoice in a form approved by the Institute.

3.2     Total payments to Contractor for the term of this agreement will not exceed $26,025
        for 1,304.50 hours worked.

3.3     Continuing contracts (i.e., contracts with terms beyond the current grant program
        year) are contingent on government funding. If for any reason, funds are not
        appropriated to continue the service contract, the contract shall be automatically
        terminated on the expiration date or the date funding ends, whichever comes first.


                                             Section IV
                                               TERM          r

This agreement is effective on the date signed by the County Judge and shall continue for duration
of the first-year project funding, subject to the conditions listed herein, unless terminated by either
party with thirty days (30) written notice to the other.

                                          Section V
                                      INDEMNIFICATION

Contractor is an independent contractor, and not an agent, servant or employee of County. As
such, Contractor shall be solely liable for his own acts, errors and omissions. Contractor agrees
to protect, defend, indemnify and hold harmless County, its officers and employees from any
claims, demands, costs or judgments, including all reasonable attorneys fees, arising out of the
performance of the services under this Contract, or arising from an accident, injury or
damage, whatsoever, to any person or persons or to the property of any person(s) or
corporation(s) occurring during the performance of this Contract and proximately caused by,
in whole or in part, the acts or omissions of Consultant. This Contract is expressly made
subject to County's sovereign immunity, Title 5 of the Texas Civil Remedies Code and all
applicable State and Federal law. The parties expressly agree that no provision of this
Contract is any way intended to constitute a waiver of any immunities from suit, defenses
under Texas law, or from liability that the parties of County has by operation of law. Nothing
in this Contract shall be construed to create or grant any rights, contractual or otherwise, in
or to any third persons or entitites.

                                          Section VI
                                      ENTIRE CONTRACT

This Contract, including all Exhibits, and Addendum, constitutes the entire Contract between the
parties hereto and supersedes any other contract concerning the subject matter of this transaction
whether oral or written. No modification, amendment, notation, renewal or other alteration of this
Contract shall be effective unless mutually agreed upon in writing and executed by the parties hereto.
                                                    ~
                                                     I
                                                         3   ~
                                                              I



                                              Section VII
                                         BINDING EFFECT

This Contract and the respective rights and obligations of the parties hereto shall inure to the benefit
of and be binding upon the successors and assigns of the parties hereto as well as the parties
themselves; provided, however, that County, its successors and assigns shall be obligated to perfonn
County's covenants under this Contract only during, and in respect of their successive periods as
County during the tenn of this Contract.

                                            Section VIII
                                          SEVERABILITY

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

                                        Section IX
                               DEFAULTIWAIVERIMITIGATION
                                                                  ,
It is not a waiver of default if the non-defaulting party fails to immediately declare a default or delays
in taking any action. Pursuit of any remedies set forth in this Contract does not preclude pursuit of
other remedies in this Contract or provided by law. Contractor has a duty to mitigate damages.

                                       Section X
                           RIGHTS AND REMEDIES CUMULATIVE

The rights and remedies provided by this Contract are cumulative, and either party's using any right
or remedy will not preclude or waive its right to use any other remedy. These rights and remedies
are in addition to any other rights the parties may have by law, statute, ordinance, or otherwise.


                                       Section XI
                           BINDING CONTRACTIPARTIES BOUND

Contractor warrants and certifies that she has full authority to execute this Contract.

                                             Section XII
                                             HEADINGS

Headings herein are for convenience of reference only and shall not be considered in any
interpretation of this Contract.

                                         Section XIII
                                     NUMBER AND GENDER

Words of any gender used in this Contract shall be held and construed to include any other gender
and words in the singular shall include the plural and vice versa, unless the context clearly requires
otherwise.
                                                  132
                                          Section XIV
                                        COUNTERPARTS

This Contract may be executed in multiple counterparts, each of which shall be deemed an original,
but all of which shall constitute one and the same instrument.

                                           Section XV
                                         AMENDMENTS

This Contract may be amended during the term of same, and any such amendments shall be in
writing and duly executed by the parties hereto. No amendment to this agreement shall become
effective and County or Contractor bound by such amendment until approved by formal order of the
Dallas County Commissioners Court and executed by both parties.

                                          Section XVI
                                        CONTINGENCIES

Notwithstanding anything to the contrary herein, any payment under this contract shall be expressly
contingent upon the receipt of grant funds from the National Institute of Justice. In the event
insufficient funding or the complete lack of funding by the National Institute of Justice, Contractor
shall have no right of action against County.

                                           Section XVII
                                          ASSURANCES

17.1   Contractor assures that no person will, on the grounds of race, creed, color, handicap,
       national origin, sex, political affiliation or beliefs, be excluded from, be denied the benefit
       of, or be subjected to discrimination under any program or activity funded in whole or in part
       under this contract.

17.2   Contractor warrants and certifies that he or she will abide by the rules, regulations, and all
       other requirements imposed by law including, but not limited to, those pertinent rules and
       regulations of the United States of America and State of Texas or any political subdivision.

17.3   Contractor assures it will not transfer or assign its interest in this Contract without written
       consent of County.

17.4   Contractor agrees to adhere to confidentiality requirements, and further agrees that Contractor
       will not engage in activities that advocate or promote the violation of state or federal laws.

17.5   Contractor, by acceptance of funds provided under this Contract, agrees and ensures that
       services provided under this contract will be performed in a manner consistent with that
       degree of care and skill ordinarily exercised by members of the same profession currently
       practicing under similar circumstances. Contractor ensures that he/she is duly licensed and/or
       qualified to perform the required services. Contractor further agrees and ensures that all
       program and/or facility licenses necessary to perform the required services are current and
       that County will be notified immediately if such licenses become invalid during the term of
       this Contract.
                                                     33

 17.6   Contractor assures that funds under this grant will not be used for lobbying Congress, the
        legislature, or any agency in connection with a particular contract.

 17.7    Contractor agrees to comply with all federal and state statutes relating to nondiscrimination.
         These include but are not limited to: Title VI of the Civil Rights Act of 1964 (PL. 88-352),
         which prohibits discrimination on the basis of race, color, or national origin; Title IX of the
         Education Amendments of 1972, as amended (20 U.S.c. SS 1681-1683, and 1685-1686),
        which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation Act of
         1973, as amended (29 U.S.C.S 794), which prohibits discrimination on the basis of
        handicaps; the Americans with Disabilities Act of 1990 (P.L. 101-336), which prohibits
        discrimination on the basis of disabilities; the Age Discrimination Act of 1975, as amended
        (42 U.S.C. SS 6101-6107), which prohibits discrimination on the basis of age; the Drug
        Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating to
        nondiscrimination on the basis of drug abuse; the Comprehensive Alcohol Abuse and
        Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as
        amended, relating to nondiscrimination on the basis of alcohol and drug abuse patient
        records; any other nondiscrimination provisions in the specific statute(s) pertaining to
        applicable federal assistance; and the requirements ~f any other nondiscrimination statute(s)
        that may apply.

17.8    Contractor will comply with the Southwestern Institute of Forensic Sciences Health and
        Safety Program and will be required to receive training and sign an acknowledgment form
        prior to commencing contract work.

17.9    The person(s) signing and executing this Contract on behalf of Contractor, or representing
        themselves as signing and executing this Contract on behalf of Contractor do hereby warrant
        and guarantee that he, she or they have been duly authorized by Contractor to execute this
        Contract on behalf of Contractor and to validly and legally bind Contractor to all terms,
        performances and provisions herein set forth.

17. 10 Contractor agrees to adhere to confidentiality requirements and further agrees that Contractor
       will not engage in activities that advocate or promote the violation of state or federal laws.

17.11 Failure to comply with any of the signed assurances may jeopardize the continuation of this
      Contract and may result in the disallowance of funds and the withholding of future awards.

                                              Section XVIII
                                             TERMINATION

This agreement may be terminated by either party with thirty (30) days written notice to the other.

                                      Section XIX
                               GOVERNING LAW AND VENUE

This Contract is expressly made subject to County's Sovereign Immunity, Title 5 of the Texas Civil
Remedies Code and all applicable State of Texas and Federal laws. This Contract and all matters
pertinent hereto shall be enforced in accordance with the laws of the State of Texas. Exclusive venue
for any legal actions between the parties arising from this Contract shall be in Dallas County, Texas.
                                                 134


                                           Section XX
                                       ACCEPTANCES

By their signatures below, the duly authorized representatives of County and Contractor accept the
terms of this Contract in full.


EXECUTED this the                       day of                       , 2003.

Contractor                                                  Dallas County



Tamara Field                                                Margaret Keliher
                                                            County Judge



Recommended:                                               Approved as to form:



BY:    Jeffrey J. Barnard, M.D.                            BY:
       Director and Chief Medical Examiner                         Chief of the Civil Section
       Southwestern Institute of                                   Dallas County
       Forensic Sciences                                           District Attorney's Office
                                                    3~




STATE OF TEXAS

COUNTY OF DALLAS

                              RELEASE AND WAIVER OF CLAIMS

WHEREAS, Dallas County, Texas (hereinafter "County") on behalf of the Southwest Institute for
Forensic Sciences ("SWIFS") contracted with Tamara Field ("Contractor") to perform DNA
processing (extraction, quantitation, amplification, and profile generation) in connection with the
National Institute of Justice's grant project called "No Suspect Casework DNA Backlog
Reduction"; and

WHEREAS, the Contractor acknowledges that she has accepted a contract position as a
Forensic Biologist to participate in the project; and

WHEREAS, the County's insurance requirements have been waived by the Commissioners Court
based on the scope of work and the type of individuals who perform the work; and

WHEREAS, the undersigned acknowledges that she has read the full text of this Release and
Waiver of Claims; and
                                                            t'
NOW THEREFORE, in and for consideration of the Contractor's accepting a position. as a
Forensic Biologist, and/or other good and valuable consideration, the Contractor hereby forever
waives and releases County from any and all claims for injuries or damages, known or unknown,
which may arise as a result, directly or indirectly, of the Contractor's involvement in the project.
The Contractor agrees to indemnify, hold harmless, protect and defend County, its
Commissioners, directors, officers, and employees against all claims, demands, actions, suits,
losses, damages, liabilities, costs and/or expenses of every kind and nature (including, but not
limited to court costs, litigation expenses and attorneys fees), paying same as they accrue, and
all recoverable interest thereon, incurred by or sought to be imposed because of injury (inclUding
death), arising out of or in any way related (whether directly or indirectly, causally or otherwise)
to Contractor's participation in the project.


AND FURTHER, Contractor agrees to indemnify and hold harmless County, County
Commissioners, County JUdge, Dallas County, the County's elected officials, directors,
employees, agents and representatives, (hereinafter referred to as "Indemnitees") against
all claims, demands, actions, suits, losses, damages, liabilities, costs andlor expenses of
every kind and nature to:

        (1) the performance of, attempted performance of, or failure to perform, operation
            or work by County, or any of its contractors or its subcontractors, andlor any
            other person or entity;

        (2) the condition or use of the real property, including any improvements, on
            which said operations or work are being performed;

        (3) the selection, provision, misuse, use or failure to use, by Contractor or any
            person or entity, of any medical devices, tools, supplies, materials, equipment,
            any other devices, tools, supplies, materials, equipment, or vehicles (whether
            owned or supplied by County, or any other person or entity) in connection with
            said work or operations;

        (4) the presence on County real property, including any part or portion of any
            improvements located thereon, by Contractor; or



                                                                                                  1
                                                    136


         (5) arising out of or in any way related to the work accomplished in relation to the
             Contractor's participation in the project; or

         (6) the action or inaction, intentional or otherwise of Contractor to any other
             person whomsoever present in the County real property, or performing any act
             or service thereon by Contractor or to any other person whomsoever behalf or
             at its request.

THIS INDEMNITY SHALL APPLY, WHETHER OR NOT ANY SUCH INJURY OR .DAMAGE
HAS BEEN, OR IS ALLEGED TO HAVE BEEN, CAUSED IN WHOLE OR IN PART BY THE
NEGLIGENCE OR FAULT OF COUNTY, DALLAS COUNTY JUDGE, DALLAS COUNTY
COMMISSIONERS, ITS DEPARTMENT HEADS, OFFICERS, EMPLOYEES, AGENTS,
REPRESENTATIVES, INVITEES, CONTRACTORS AND SUBCONTRACTORS OR ON ANY
OTHER THEORY OF LIABILITY, INCLUDING NEGLIGENCE, INTENTIONAL WRONGDOING,
STRICT PRODUCTS LIABILITY OR THE BREACH OF NON-DELEGABLE DUTY.

In the event any part of the provisions of this section are determined by any statutory enactment
or judicial decision to be void or unenforceable, then this section shall not fail in its entirety but will
be enforceable to the extent permitted by law.

Tamara Field represents and warrants that she is fUlly authorized to execute this document and
by the execution of this release and waiver of claims swears, warrants and certifies by sighature
hereto that:

         1.        She is over the age of 18 years and fully qualified to make this agreement.

        2.         This Release, Waiver of Claims, and indemnification shall be binding upon the
                   undersigned Contractor, her heirs, successors, assigns, administrators, parents,
                   legal guardians and executors.

        3.         The Contractor has read the foregoing document in full; understands fully the
                   legal impact of such items or has had the right and opportunity to have this
                   release explained by an attorney of choice.

This Release and Waiver of Claims shall become effective upon the signatures of both the
undersigned Contractor and Dallas County.

CONTRACTOR:                                          DALLAS COUNTY:



By: Tamara Field                                     By:      Margaret Keliher
                                                              Dallas County JUdge

                                                     Approved as to form:*


                                                     By:
                                                              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 may not advise or approve a contract or legal document on behalf of other
parties. Our review of this document was conducted solely from the legal perspective of our
client. Our approval of this document was offered solely for the benefit of our client. Other
parties should not rely on this approval, and should seek review and approval by their own
respective attorney(s).


                                                                                                        2
                                                 137



The State of Texas,

County of Dallas,

   Before me                      , a Notary Public for the State of Texas, on this day personally
appeared Tamara Field proved to me through                             (description of identity card
or other document) to be the person whose name is subscribed to the foregoing instrument and
acknowledged to me that he executed the same on her personal behalf for the purposes and
consideration therein expressed.

   (Seal) "Given under my hand and seal of office this                day of                 , A.D.,
2003."


                                                          Notary Public in and for
                                                          State of Texas



                                                            ,
                                                          My Commission Expires:




                                                                                                  3
                                                       38

=~=-~=~~=~=           . =-= =
                                                                                  SchlumbergerSema
                 "=DIAL-LAS:COUNTY INFORMATION
                      TECHNOLOGY SERVICES

TO:            John M. Hennessey
               Dallas County .NLLS. Director

FROM:           Vanessa King, Site Manager
                Dallas County Inf~)!!nation Technology Services/SchlumbergerSema

SUBJECT:        Civil and JP Court Infrastructure Upgrade Project

DATE:           November 11, 2003


Background:
                                                              i'
Dallas County is preparing to deploy an enterprise imaging system and/or a court management
system to support its Civil and Justice of the Peace OP) courts. These systems would each require
the transfer of large amounts of data between Dallas County Civil and JP court locations. For this
reason, the network infrastructure in the Dallas County Records building, George Allen building,
Henry Wade Juvenile Justice Center OlC), and JP sites must be upgraded to support the system.
This upgrade will improve network redundancy and connectivity between required locations.

This Civil and JP Court Infrastructure Upgrade project will prepare Dallas County's Infrastructure
for an imaging and/or court management system by upgrading or replacing network components at
the Dallas County Civil and JP courts locations.

Operational Impact:
Improved network reliability, throughput, redundancy between the Dallas County Civil and JP court
buildings
    Fiber upgrade in the Records building
   Installation ofUPSs (Uninterruptible Power Supply), network cable management, and access
   switches in the network closets of the Records, George Allen, JJC buildings
   Installation of dual network interface cards in approximately 20 enterprise servers located in the
   Records and George Allen buildings


Financial Impact/Considerations:
Total cost of the project is $507,764. $361,360 will be used against the Value Added Services and
Base Contract Services dollars included in the IT Services Master Services Agreement. $146,404
will be billed to the County.

There will be additional cost of $1,262.86 per month for monitoring and reporting of 13 new
Network devices. These devices replace old devices that could not be monitored from the



509 Main St., Suite. 504      Dallas, TX 75202          Phone: 214.653.6141           Fax: 214.653.6372
ScWumbergerSema Emergency Management Center. The recurring cost to monitonng and
reporting of the new Network devices will begin December 1,2003, the 2nd year of contract and will
be static over the remaining term of the Network Services Service Agreement #9 of the IT Setvlce
Master Service Agreement.

The Yearly Equipment Maintenance Fee for the Cisco Equipment will decrease by $14,025.00. The
Yearly Equipment Maintenance Fee for the Core Connectivity will increase by $27,560.40. Billing
when begin when equipment is installed.

Funding:
The implementation of the project and upfront maintenance costs will be funded from the Major
Technology Fund Civil/JP Court Project (92010). The ongoing maintenance cost will be funded
from the Data Services operating budget starting in 2005.




                                                         , Reviewe~~./      John M. Hennessey
                                                                              M.I.S. Director




509 Main St., Suite. 504    Dallas, TX 75202       Phone: 214.653.6141        Fax: 214.653.6372
                                                      SchlumbergerSema
                                                                               Statement of Work (SOW) Authorization Form
                                                                                        Form Number: IT Services Department 1004



                  Project Information

                  Organization     Dallas County IT Services                           Date         5I21f2003
                  Requestor        John Hennessey                                 Project Sponsor John Hennessey
                  Requestor        (214)653-7339                                   Requestor E-     JHennessey@dallascounty.org
                  Phone                 J
                                                                                      Mail
                  Priority         High                                              Due Date       9/19f2003
                  Project Name     Civil and JP Court Infrastructure Upgrade      Project Number     03-IT5-0001
                                   Project
                  Description of   Upgrade Dallas County's Infrastructure at Dallas CountY Civil and JP Courts locations to support the
                  Services to be   deployment of an enterprise imaging system and\or it court management system
                  provided



                  Project Description

              .
J
    ~.'
    >     •       Dallas County is preparing to deploy an enterprise imaging system and/or a court management system to
,
                  support its Civil and Justice of the Peace (JP) courts. These systems would each require the transfer of
                  large amounts of data between Dallas County Civil and JP court locations. For this reason, the network
                  infrastructure in the Dallas County Records building, George Allen building, Henry Wade Juvenile Justice
                  Center (lIC), and JP sites must be upgraded to support the system. This upgrade will improve network
                  redundancy and connectivity between required locations.


                  This Civil and JP Court Infrastructure Upgrade project will prepare Dallas County's Infrastructure for an
                  imaging and/or court management system by upgrading or replacing network components at the Dallas
                  County Civil and IP courts locations. Please, refer to Appendix A for the list of sites that will be included
                  in the project. Network Infrastructure components have been audited and will be upgraded to improve
                  throughput and overall performance.

                  Benefits

                  •   Improved network reliability, throughput, redundancy between the Dallas County Civil and IP court
                      buildings

                  •   Infrastructure components that support Dallas County's imaging and court management systems
                                                                 1 4   ~

'ietwork and infrastructure Soiulicns - Work Authoozation Form                                                   Page 2




Statement of Work


The Civil and JP Court Infrastructure Upgrade project will upgrade or replace network components at the
Dallas County Civil and JP court buildings in preparation for an imaging and/or court management system.
The scope of the project will include the following components in order to achieve the project goal above:
            I) Upgrade or replace network infrastructure components in the Dallas County Civil and IP court
               locations to improve network connectivity and redundancy
                       a.    Finalize the proposed network design
                       b.    Complete the audit of network equipment in the Dallas County Records Building,
                             George Allen Building, HC building, and the JP sites
                       c.    Design a redundant network path between the Records, George Allen, and IIC
                             buildings
                       d.    Configure and deploy Cisco network equipment at the Dallas County Civil and IP sites
                             as necessary
                       e.    Modify the IP addressing scheme in the Records, GACB, and HC buildings
                       f.    Install cable and power management in site network closets as needed
                       g.    Decommission the remaining Bay Networks equipment
           2) Server components
                       a.    Install dual network interface cards in enterprise servers located in the Records and
                             George Allen buildings to provide redundant connection paths
                       b.    Audit the server backup systems for servers located at JP sites and deploy local
                             backup equipment as necessary

The scope of the project does not include the following:
            I) The deployment of Voice Over IF
           2) The deployment of a power generator or backup power for George Allen, or the Records
              building
Network and infrastructure Solutions - Work Authonzabon Form                                                  Page   3



Deliverables

The following deliverables are associated with the Civil and JP Court Infrastructure Upgrade project:
     •     Upgrade or replace network infrastructure components in the Dallas County Civil and IP court
           locations
     •     Documentation of the proposed network infrastructure
           - This document will detail the proposed network infrastructure to support the court management
           application
     •     Documentation of the project results
           - This document will detail the results of the project including the list of the equipment upgraded,
           replaced, anq decommissioned
     •     Documentation of the network infrastructure components deployed during the project
           - lbis document will detail the final network infrastructure implemented to support the court
           management system




Approach

High-Level Project Timeline

Project Initiation

Phase I - Discovery (Estimated Duration - 5 days)
     •     Complete the network assessment
     •     Audit backup equipment for servers located at the JP sites

Phase II - Design. (Estimated Duration - 5 days)
     •     Design the enhanced network including a redundant path between the Records and George Allen
           buildings

Phase III - Implementation (Estimated Duration - 30 days)
     •     Network Component Upgrade (Estimated Duration - 30 days)
                 Order, coordinate delivery, configure, and deploy Cisco networking equipment
                 Coordinate the fiber upgrade in the Records building
                 Fiber upgrade in the Records building
                 Install UPSs (Uninterruptible Power Supply), network cable management, and access switches
                 in the network closets of the Records, George Allen, HC buildings
                 Decommission the remaining Bay Networks equipment
     •     Systems Component Upgrade (Estimated Duration - 30 days)
                 Install dual network interface cards in approximately 20 enterprise servers located in the
                 Records and George Allen buildings

                 Update the Dallas County asset inventory database
                                                                 143
Network and infrastructure Solutions - Work Authonzallon Form                                            Page 4




Phase IV - Documentation (Estimated Duration - 6 days)
     •     Finalize project design documentation
     •     Document the project results

Phase V - Closure (Estimated Duration - 5 days)
     •     Review and approve project deliverables with the Dallas County Project Manager
     •     Resolve any project issues and resubmit project deliverables
     •     Document pr?ject lesson learned
     •     Release project resources

Project Resources

In order to accomplish the Civil and JP Court Infrastructure Upgrade project, a project team consisting of a
project manager, a systems engineer, and two network specia.J:ists will be allocated to the project. This
team may be partially staffed using resources from the operations support that will be backfilled in order to
maintain day-to-day operations quality of service. Resources relating to work that falls within the core
SchlumbergerSema Data Services contract will be staffed utilizing current operations support personnel.
These resources will work with the Schlumberger operations team to upgrade the infrastructure considering
Dallas County's existing computing environment, business requirements, and future IT strategic goals.

The project manager \\-ill oversee project activities and manage the project's tirneline and resources. The
network specialists will work with the operations network support team to upgrade Dallas County's
network infrastructure. The systems engineers will work with the operations server support team to
upgrade all servers throughout the project.


Project Roles                                            Count
Project Manager                                             1
Systems Engineer                                            1
Network Specialist                                          2
'Jetwork and infrastnJCture Solutions - Work AuthorrzalJon Form                                                                            Page 5




This section details the estimated costs to complete the Dallas County Court Infrastructure Upgrade Project
including consulting services and hardware costs.

 Project Services Costs
                Labor Costs         '.
                                                       Resources                Estimated Total Hours          Estimated Total Service Value

 Project Manager                                             1                              125                          $17,500
 Systems Engineers                                           1                             410                           $57,400
                                ,
 NetworK Specialists                                         2                             480                           $57,600
NetworK Monitoring Equipment                               N/A                             N/A                           $13,904
Setup
                                                                                                  Total Cost            $146,404
Note: The Project Services Cost is based on the services defined in the Statement of Work section of this document and is
Not-to-Exceed the Total Cost listed abowe. The inclusion of adcitional J:IO.iect activities or services that impact project cost
and'or schec:iJle will require a Change Order signed by Dallas County and SchlurnbergerSema for approval.
 SchIurnbergerSema will only bin DaIJas County for actual hours worked.




Estimate PriCe of Value Added Services (VAS) and Base Contract Services
                                           ...
                 Description
 Dallas County NelWori< Aucit and
                                                   E$limllted ToCaI Hours
                                                              128
                                                                                I'       serviCe Type
                                                                                  Base Contract Service
                                                                                                                 Estimated service Value
                                                                                                                         $15,360
 Assessment
 Configure and deploy network                                 940                    Base Contract Service              $112.800
 equipment
 Networ1< Infrastructure Re-<lesign                          1920                    Value Added Service                $230,400
 Develop Project Reporting Process                                20                 Value Added Service                 $2,800
                                                                              Total Base Contract Value                 $128,160
                                                                       Total Value Added Services Value                 $233,200
                                                                                       Total Project Value              $507,764
 Note: Base ConIract services are project related tasks that are included in the services of the outsourcing contract at no
 additional cost to Dallas County. Value Added services are discovery and design consulting services provided to Dallas
 County at no additional cost as part of the outsourcing contract
\ietworil and infrasiructure SOluncns - Work Authonzalion Form                                                               Page 6




Note: The project resource costs \\'ill be based on the pricing model defined in the Revised Offer for:
Information Technology Outsourcing Semces in Section 5. I the Pricing Model located on page 60.



The resource rates are listed below'
 Role                                                    Commercial    Dallas County Rate
                                                           Rate
 Project Manager                                               $175           $140
 System Engineer                                               $175           $140
 Network Specialist                                            $150           $120


                                              Network Availability Monitoring and Reporting Costs
          Device range based on               Devices Above Range            Total Contract Cost    Monthly Recurring Cost
          Outsourcing contract
                   97                                     13                   $60,617.14                  $1,262.86
Note: The recurring cost for facilities management detailed in Service Level Agreement # 9 of the Master Information
Technology Services Agreement contract will be increased to accommodate the monitoring and management of thirteen
devices above the agreed ~ device range. The recurring cost for the addtional devices will begin November 1, 2003 the
2nd year of contract and will be static over the remaining term. A change order to the original contract will be presented at the
beginning of the 2nd year to account for the increased cost



                                                   Yearly Equipment Maintenance Fee Increase
Item                                        CUrrent Maintenance Fee     Projected Maintenance Fee     Increased Yearly Fee
 Cisco Equipment                                    $57,033.00                 $43,008.00                 -14,025.00
 Core Nelwor1< WAN connectivity                     $20,646.00                 $48,206.40                 $27,560.40




Assumptions

The delivery of these services is based on the following assumptions. All assumptions provided henceforth
,viII be considered known and understood by Dallas County by signing the signature page.


Project Scope
      •      The inclusion of additional project services or activities beyond the scope of this project ,viII
             require approval of cost or schedule modifications via Change Order signed by the Dallas County
             M.I.S Director.


Hardware and Software
      •      All hardware and software required to ensure the success of this project will be purchased and
             acquired by Dallas County
                                                               146
Network and infrastructure Solutions - Work Authonzabon Fonn                                                           Page 7



Deliverables
       •   Each deliverable/document will be drafted and reviewed with the Dallas County Project Manager
           jointly agreed upon changes will be incorporated into the final deliverable/document
       •   The Dallas County Project Manager has the ultimate sign-off responsibility on the work completed
           during the project and will need to sign off on all SchlumbergerSema deliverables and status
           reports by end of next business day

Project Management
       •   Dallas County will provide to SchlumbergerSerna all available documentation, as well as essential
           subject matter material and resources for the purpose of obtaining relevant information needed to
           assess and cofi:tplete project tasks.
       •   It is assumed the information gathered in support ofthis project will be centrally available through
           a combination of documentation disclosure, interviews, and physical audits.
       •   Dallas County will assign the appropriate personnel to work with SchlumbergerSema, and such
           personnel will use reasonable efforts to assist and cooperate with SchlumbergerSema.
       •   Dallas County will make all necessary personnel, facilities, hardware and software available to
           SchlumbergerSema at the commencement ofthe project, including, but not limited to, a suitable
           workspace, a telephone, and appropriate security access to in-scope building(s).
       •   Dallas County will identify one Project Manager with overall responsibility for the project. This
           person will act as SchlumbergerSema's primary contact and will have decision-making authority
           regarding day-to-day management of the engagement.
       •   Dallas County assigned Project Manager has immediate access to all decision-makers.
       •   Tasks are to be limited to what is specified in the "Statement ofWork" contained inthis document.
           In the event out of scope tasks are identified, they must be documented by Dallas.County and
           reviewed by and agreed on by both Dallas County and SchlumbergerSerna.
       •   Dallas County agrees to compensate SchlumbergerSema for any additional expenses related to
           completion of work that is considered "out of scope."
       •   A Change Management Process will be agreed to in advance to rapidly address changes to scope of
           project.
       •   Business delays due to Dallas County affecting agreed upon schedule will be documented and
           reviewed by Dallas County and SchlumbergerSema.

Risk Analysis

Risk           ....                                            Path Forward
•      Data, voice, and mainframe fiber between the
                                                               •   Identify this risk in meeting with the construction company
       Records and George Allen building may be                    prior to the project start
       severed during the George Allen Construction
       Proiect
                                                                       47
     '\jeiWork and Infrastructure Solutions - Work Authonzation Form                 PiJjJeB



     Authorization
'~




     SchlumbergerSema Approval (Signature Required)

     Approved By:

     Signature:

     Name:

     Dallas County Acceptance (Signature Required)

     Approved By:

     Signature:                                                              ,
                                                                       Signature:

     Name:                                                                Name:

     Title:                                                                 Title:


~    Date:                                                                  Date:
          Network and Infrastructure SolutIOns - Work Authonzalion Fonn               Page   9




          Appendix A: Civil and Justice of the Peace Sites



          The following Dallas County locations will be included in the project:

          •    Records building~'

          •    George Allen building

          •    Henry Wade HC building

          •    IP Precinct 1 Place 1 (7201 S. Polk Dallas, Texas 75231)
                                                                          ,
          •    IP Precinct I Place 2 (7201 S. Polk Dallas, Texas 75231)

          •    JP Precinct 2 Place 1 (305 N 5th Street Garland, Texas 75040)

          •    JP Precinct 2 Place 2 (823 N. Galloway Mesquite, Texas 75149)
''':\ .
J"        •    JP Precinct 3 Place 1 (3443 St. Francis Dallas, Texas 75228)

          •    JP Precinct 3 Place 2 (1411 W. Beltline Rd. Richardson, Texas 75080)

          •    IP Precinct 3 Place 3 (10056 Marsh Lane Dallas, Texas 75229)

          •    IP Precinct 4 Place 1(630 W. Main Grand Prairie

          •    IP Precinct 4 Place 2 (841 W. Irving Boulevard 75060)

          •    IP Precinct 5 Place 1 (410 S. Beckley Avenue Dallas, Texas 75203)

          •    IP Precinct 5 Place 2 (410 S. Beckley Avenue Dallas, Texas 75203)
         DALLAS COUNTY
         OFFICE OF BUDGET AND EVALUATI&N"~" l.~ ,-,; 2:                          j,




November 12,2003

TO:                     Commissioners Court

THROUGH:                Ryan Browr(V
                        Budget Officer

FROM:                  Greg Allbright,
                       Budget and Policy Analyst

SUBJECT:               FY2004 D.D.A. Rollover
                                                            ,
Bacwund
Each year, the Office ofBudget and Evaluation and Auditor's Office collaborate on a reconciliation
of the prior year ending balance in each department's D.D.A. account After completion of the
reconciliation of accounts, the D.D.A. rollover from FY2003 to FY2004 totals $615,354 (See
Attachment A). Based on current D. D. A. policy, departments are entitled to have this balance rolled
into FY2004 for their use.

Financial Impact
Approximately S598,2oo is budgeted in the FY2004 budget to cover D.D~A. rollovers from FY2003
to FY2004. This leaves a shortfall ofroughIy $17,154 that is needed to cover the roll-over. Should
Commissioners Court approve the Office ofBudget and Evaluation's recommendation below, funds
from Unallocated Reserve will be used to cover this shortfall.

A portion of the rollover amount to several courts includes amounts associated with DDA Contract
Court Reporter initiatives. The cost of the contract reporter is deducted from the potential salaried
reporter, with halfof tile savings going to the respective court. For fY2003. eight cOurts generated
roughly S233,000 in savinA with halfUmt amount rouahly $117,000 aoing to the participating
~. (See Attachment B),

Recommendatiop
The Office of Budget and Evaluation recommends Commissioners Court authorize the transfer of
$17,154 from Unallocated Reserves to the FY2004 DDA roll-over account, to cover all DDA
balance roll-overs.




                        411 Elm Street, 3rd Floor, Dallas, Texas 75202
               (214) 653-6447· Fax (214) 653-6517· gallbright@dallascounty,org
                                                    ATTACHMENT A
                                             FY2003 DDA September Balances
  Department                                          BUdget       Encumb           Actual         Funds Avail-
  County JUdge                                        S     6,388 S          ·      S    1,381     S        5,007
  Commissioners Court Administrator                        36,485                        9,522             26.963
  Tax Office                                                9.697               ·        7,669              2.027
  Human Resource/Civil Service                              1.831          99            1,302                430
  County Treasurer                                          6.977            ·           3.349              3,628
  Office of Budget and Evaluation                          13.884       2.918            2.104              8.862
  County AUditor                                           10.770         125            4.379              6,266
  PurchaSing                                                8.997         107            3.180              5.812
  Data Services                                             2.248           ·               93              2.155
 Elections                                                  6.402            ·           1.498              4.904
 PUblic Works                                               6.383            ·           3.480              2.903
 Texas Cooperative                                          4.183            ·           1.876              2.306
 Veterans Service                                           2.319            ·             614              1.704
 Sherriff                                                   6.880            ·           6.511                369
 Constable Precinct #1                                      7.249            ·           7.218                  31
 Constable Precinct #2                                    19.958             ·          16.303              3.654
 Constable Precinct #3                                    35.474          564           16.217             18.633
 Constable Precinct #4                                      2.070            ·                 ·            2.070
 Constable Precinct #5                                      1,424
                                                                             ·             999                426
 Medical Examiner                                           5,000           ·            4.285                715
 Public Service program                                       500           ·                  ·              500
Office of Security and EmergencY Managemenl                 2.450           ·                226            2.224
 District Attorney                                         10.154           ·                  ·           10.154
District Clerk                                             10,458           ·            7.441              3.017
County Clerk                                               23.570         430           12.998             10.142
Public Defender                                            11.439           ·            4.523              6.916
Distric Court Administration                                3.032           ·            1.361              1.670
 JUry Services                                               500            ·              119                381
 Grand Jury Services                                         940            ·              607                333
 14th Civil D.C.                                            3.127           ·                  ·            3.127
44th Civil D.C.                                             5.491           ·                385            5.106
68th Civil D.C.
95th Civil D.C.
                                                            8.018
                                                           16.921
                                                                            ·
                                                                          153
                                                                                             585
                                                                                         1.024
                                                                                                            7.433
                                                                                                           27.567
101st Civil D.C.                                            1.614        408                 344              862
 116th Civil D.C.                                           2.886           ·              545              2.341
 134th Civil D.C.                                           4.930           ·            3.815             14.694
160th Civil D.C.                                            3.759           ·              576              3.183
162nd Civil D.C.                                            6.772           ·            5.937             19.130
191s1 Civil D.C.                                           14.164           ·                  ·           14.164
192nd Civil D.C.                                            6.130           ·            1.655              4,475
193rd Civil D.C.                                           26.226          ·               753             35.078
298th Civil D.C.                                            8.589          ·                   ·            8.589
254th Family D.C.                                           3.756          ·             2.228              1.527
255th Family D.C.                                          16.008        140             6.550              9.319
256th Family D.C.                                           3.055          ·               300              2.755
301stFamily D.C.                                            3.481          ·             3.089                392
302nd Family D.C.                                           5.084          ·                   ·            5.084
303rd Family D.C.                                           1,750          ·               930                819
330th Family D.C.                                           2.114           ·            1.534                580
304th Juvenile D.C.                                         3,429           ·              655              2.773
305th Juvenile D.C.                                         1.624           ·              150              1,474
Criminal District Court #1                                  3,749           ·            1,490              2.259




• Includes court reporter initiative funds
                                                    ATIACHMENTA
                                             FY2003 DDA September Balances
 Department                                           Budget       Encumb             Actual                  Funds Avail·
 Criminal District Court #2                                  2.802             ·              2.232                       570
 Criminal District Court #3                                  7,220             ·              4.375                     2.845
 Criminal District Court #4                                  3.375             ·                401                     2.974
 Criminal District Court #5                                  8.181             ·              2.225                     5.956
 194th Criminal District Court                               2.374               ·            1,420                       954
 195th Criminal District Court                               3,475            ·               3.363                       112
 203rd Criminal District Court                               4.188             ·                833                    3,355
 204th Criminal District Court                               2,404            ·               1.904                       500
 265th Criminal District Court                              6.589             -                 742                    5.847
 282nd Criminal District Court                               1.299               -              555                       744
 283rd Criminal District Court                               4.900            ·               1.282                    3.618
 291st Criminal District Court                                 800            ·                       -                   800
 292nd Criminal District Court                               2.820          65                  762                    1.993
 363rd Criminal District Court                             12.693                -            2,454
                                                                                                     .
                                                                                                                      10.239
 Criminal District Court Magistrates                        5.577                -                .
                                                                                                                       5.577
 Staff Attorneys                                            3.390                -                                     3.390
 Criminal District Court Manager                             1.166            ·                 736                       430
 County Court at Law #1                                    25.504       1,279                 9.601                   32.524
 County Court at Law #2                                     2,832             ·               2.530                       302
 County Court at Law #3                                     5,432                -              335                    5.097
County Court at Law #4                                    22.012              ·                   -                  32,453
County Court at Law #5                                    37,261        5.446                11.785                  31.928
County Criminal Court #1                                       317            ·                 184                      133
Coun tv Criminal Court #2                                   2.302             ·                 462                    1,840
Coun tv Criminal Court #3                                   6.733             ·                 560                    6.173
Coun tv Criminal Court #4                                   1.415             ·                 505                      910
Coun tv Criminal Court #5                                   2,690         476                 1,309                      905
 Coun tv Criminal Court #6                                  2,590            ·                1.050                    1.540
 County Criminal Court #7                                   3,451             -               1.870                  24,966
County Criminal Court #8                                  10.072              ·               2,326                    7.746
 Coun tv Criminal Court #9                                  1.516             -                 556                      960
Coun tv Criminal Court #10                                  2.038             -               1.486                      552
Coun Iy Criminal Court #11                                  1,937             -                 505                    1.432
Coun tv Criminal Court of Appeals #1                        1,415            ·                  415                    1.000
Coun tv Criminal Court of Appeals #2                      14,221              -                 833                   13.388
Coun ~ Criminal Courts Manager                              1.313             ·               1.313                        .
Probate Court #1                                            2,400            ·                    -                    2,400
Probate Court #2                                            2,400            ·                2,144                      256
Probate Court #3                                            8,400          28                 3,711                    4.661
JP 1-1                                                      2.233            ·                1.777                      456
JP 1-2                                                      3,459            1                1,448                    2.010
JP 2-1                                                    11.932              ·               3.047                    8,885
JP 2-2                                                     4.603           38                   416                    4.149
JP 3-1                                                    33.142        1.354                 5.381                   26,407
JP 3-2                                                      8.040             -               1.228                    6,812
JP 3-3                                                      9.424            ·                    -                    9,424
JP 4-1                                                      3,395         464                 2,626                      305
JP 4·2                                                     4,094              -                 350                    3,744
JP 5-1                                                     2,615              -                 913                    1.702
JP 1A                                                      2.070              -                 570                    1.500
JP 3A                                                     12,451             -                  973                   11,477
JP5A                                                       4.020              -                   -                    4,020
Juvenile                                                  11,537           10                 9,792                    1.735
Health Administration                                     18.659          160                13,928                    4.572
Probate Court Investigators                                      -            -                   .                        -
Truancy Courts                                               1,200         282                 766                      152

                                                                                     Total                $         615.354


• Includes court reporter initiative funds
                                                               ATIACHMENTB

Judge           ~:~~-~--~--------~---~~lastcourt reporter sala;lWith benefit~~~3Su~~~t~~court~~porterpay~en~--l~~~;-~~~~~~- !~~~T~~n~~~r
Johnson   4125 95th Civil District                          $71,280     $85,718                           $62,071      $23,647     $11,823

Ashby     4140 134th Civil District                         $74,654     $89,586                            $62,427     $27,159     $13,579

Rhea      4150 162nd Civil District                         $75,399     $90,440                            $53,849     $36,591     $18,295

Evans     4165 193rd Civil District Court                   $70,120     $84,388                            $65,176     $19,212      $9,606

Gibson    4501 County Court at Law #1                       $71,875     $86,400                            $50,597     $35,803     $17,901

Woody     4504 County Court at Law #4                       $71,875     $86,400                            $65,517     $20,883     $10,441

Stokes    4505 County Court at Law #5                       $71,875     $86,400                            $62,601     $23,799      $11,899

Crowder   4607 CCC#7                                        $70,766     $85,128                            $38,359     $46,769      $23,385
                                                                                  Total                               $233,861     $116,931




                                                                                                                                              __   ~.l




                                                                                                                                              (51
                                                                                                                                              ~J
                                                       ~3




          DALLAS COUNTY
          OFFICE OF BUDGET AND EVALUATION




DATE:                  November 11, 2003

TO:                    Commissioners Court

THROUGH:               Ryan   BrO~Udget Officer
FROM:                  Ronica L. Watkins, Senior Budget & Policy Analyst


SUBJECT:               Rationale for Same Date Briefing and Court Order                        .   .,

                                                                                                   -
The Victims of Crime Act (VOCA) requires that each grant application must include authorization
and in include a resolution from the Dallas County Commissioners Court. All applicants are reciuired
to complete and submit a complete grant application kit to the Office of the Governor, Crinlinal
Justice Division by December 1,2003. The required quick turnaround ofthe submission necessitates
the same date briefing and Court Order. A timely approval is essential, therefore, the refefehced
briefing and Court Order will be presented during the November 18, 2003 Commissioners Court.




411 Elm Street                        Dallas, Te;r:as 75202                         (214) 653-6237
                                                          1~4



                 DALLAS COUNTY
I~~
 y'"'-"
                 OFFICE OF BUDGET AND EVALUATION
           ~




    November 12,2003


    To:                Commissioners Court

    Through:           Ryan Bro(::J
                       Budget Officer

    From:              Ronica L. Watkins
                       Budget & Policy Analyst

    Subject:           FY2005 Criminal Justice Division VOCA Grant Applications
                       (Court Order on Formal Agenda)


   BACKGROUND
   The Criminal Justice Division (Cm), Office ofthe Governor's Office has announced the availability
   of funds under the Governor's Criminal Justice Plan for Texas for FY2005. The FY2005 cm grant
   application request is specifically for Victim Services; VOCA (Victims ofCrime Act). The Victims
   of Crime Act program provides funding for services to victims of crime. These services include:
   responding to the emotional and physical needs ofcrime victims; assisting victims in stabilizing their
   lives after victimization; assisting victims to understand and participate in the criminal justice
   system; and providing victims with safety and security.

   To apply for funds in FY2005, each jurisdiction is required to address problem areas in the local
   community plan for their geographical area. The cm applications are due to the North Central Texas
   Council of Governments (NTCOG) by December 1, 2003. Dallas County is submitting three
   continuation applications for VOCA funding for FY2005. The three continuation grants include:




          Department                            Title                       Funding Source     Match
                                                                                             Requirement
                           1. Protective Order Case Manager                 VOCA
   District Attorney       2. Child Victim's Assistant Program              VOCA                  20%
                           3.   Collaborative Domestic Violence Project B   VOCA



                        411 Elm Street - 3rd Floor, Dallas Texas 75202-3340
                 (214) 653-6363 • Fax (214) 653-6517 • rlwatkins@dallascounty.org
                                                   1o~




The purpose of this briefing is to describe activities funded by the continuation grant applications
and to make a recommendation regarding the submission of the applications.

OPERATIONAL IMPACT

Protective Order Case Manager

The Protective Order Case Manager grant funded under the Victims ofCrime Act (VOCA) funds the
salary and benefits of a Protective Order Manager, and one part-time intern who coordinate taking
protective order applications from victims of domestic violence and child and elder abuse, file the
application, coordinate process service to the respondent through the constable's offices, reset
protective order case hearings when service is not accomplished, and assist with crime victims
compensation requests. The Case Manager also recruits, trains, assigns, and supervises volunteers
who work with the victims of violence to assist them through the "system" and to act a victim
advocates.

The Protective Order Case Manager has no limit to the number ofyears it may be funded. It has no
maximum funding level and requires a 20% grant match, ~hich may be in-kind.

For its sixth year of funding, Dallas County anticipates an award of$59, 199 for salaries and fringes
and will need to provide a County match of $2,387. Also, an in-kind match of $15,000 from
contracted volunteer hours is provided for in the grant award.. This meets the 20% grant match
requirement. The total project amount is $76,586. Indirect cost recovery is not allowed under
VOCA rules.

Child Victim's Assistant Program

The Child Victim's Assistant grant funded under the Victims ofCrime Act (VOCA) funds a full time
child victim's assistant and a part-time care taker who initiate contact with victim and parents,
maintain contact with victim and parents, notify and monitor witness attendance at trials and pleas,
locate and contact missing victims and witnesses and take care of children who are witnesses and
required to be in court.

The Child Victim's Assistant Program grant has no limit to the number of years it may be funded. It
has no maximum funding level and requires a 20% grant match, which may be in-kind.

For its fourth year of funding, Dallas County anticipates an award of$43,402 for salaries and fringes,
travel and training and supplies. An in-kind match of $3,000 from contracted volunteer hours is
provided in addition to a County cash match of$13,788. The County match includes the increase in
the benefits. This meets the 20% grant match requirement. The total project amount is $60,190.
Indirect cost recovery is not allowed under VOCA rules.

Collaborative Domestic Violence Project B

The Collaborative Domestic Violence Project B is funded under the Victims of Crime Act (VOCA)
funds 0 ne part-time civil attorney, 0 ne legal secretary, and two full-time family violence case
workers. The four staff positions that are funded by this grant will provide services to assist the
                                                      tJo

victims of domestic violence in preparing and filing civil documents, and counseling victims of
domestic violence.

The Collaborative Domestic Violence Project B grant has no limit to the number of years it may be
funded. It has no maximum funding level and requires a 20% grant match, which may be in-kind.

For its third year of funding, Dallas County anticipates an award of$123,7l6 for salaries and fringes,
and will need to provide a grant cash match of$36,678 and an in-kind match of$12,000. This meets
the 20% grant match requirement. The total project amount is $172,394. Indirect cost recovery is
not allowed under VOCA rules.


PERFORMANCE MEASURES
As part of the VOCA Project guidelines continuation grants are required to demonstrate a service
history of the project. The grant applications for these continuation grants provide current and
previous year's objectives including a history ofproviding services in a cost-effective manner. The
District Attorney's Office has included baseline data or data for the current level of activity and the
target level of activity anticipated for the projects. The Office of Budget and Evaluation will
incorporate the Performance Measures outlined in the grint application into the Dallas County
Volume III Management Report.

RECOMMENDATION
The Office of Budget and Evaluation recommends that the Commissioners Court approve
submission of the three continuation grant applications to cm and authorize the County Judge to
sign all related documents. The cost sharing amount will need to be included in the Dallas County
FY2005 cash match budget.
             Dallas County                                         .,   !   ,''''   -.
                                                                        I
             JUVENILE DEPARTMENT                                        I   '_      I   j   ~   ,-'   """




                                          MEMORANDUM
Date:         November 12, 2003

To:           Dallas County Commissioners Court

From:         Michael K. Griffiths, Director

Subject:      FY 2004 Residential Substance Abuse Treatment Grant
Background of Issue

Last year, Dallas County Commissioners Court gave approval for the Juvenile Department
to submit an application for funding from the Office' of the Governor, Criminal Justice
Division's (CJD) Residential Substance Abuse Treatment (RSAT) grant. As a result, CJD
awarded Dallas County $1,368,591 in RSAT funds for calendar year 2003. However, on
April 15, 2003, the Court was notified that CJD reduced the grant award to $1,246,347.
This grant provides for a significant portion of the cost of operating the 48-bed substance
abuse treatment component at the Lyle B. Medlock Youth Treatment Center. The grant
award for this application is for the first nine months of calendar year 2004. The purpose
of this briefing is for Commissioners Court to approve the submission of the application to
CJD for RSAT grant funding in the amount of $923,144.

Impact On Operations and Maintenance

Juvenile Department staff in the Placement and Contract Services units will be responsible
for identifying and referring youth to this program as well as monitoring the activities and
ensuring contract compliance of the contractor that operates the Lyle B. Medlock Youth
Treatment Center, Correctional Services Corporation (CSC).

Legal Information

The signature of the Dallas County Judge as Authorized Official is required on the
application documents. If funding is awarded, the signature of the Dallas County Judge
as Authorized Official, Dallas County Auditor as Financial Officer, and Director of Juvenile
Services as Project Director are required on the Grantee Acceptance Notice. CJD requires
specific language in the Court Order that states in the event of the loss or misuse of these
grant funds, the funds will be returned by Dallas County to CJD in full.




2600 Lone Star Drive, Box 5           Dallas, Texas 75212                               (214) 698-2200
Page 2


Financial Impact/Consideration

The grant requires a grantee cash match of $307,715. Based on estimated expenses that
will be incurred by the County for contractual placement, utilities and other facility operating
costs associated with the 48-bed RSAT program, Dallas County will be able to meet this
cash match requirement without any additional funding from the General Funds. As shown
below, the RSAT grant award wi II reduce the County's per diem cost for a substance abuse
bed from $93.93 per day to $23.48.

            CSC per diem                                                         =$93.93
            Funding from Grants ($923,144/273 days/48 beds)                      =$70.45
            Funding Required from the County per day                               $23.48

CJD is currently in discussion with Federal grant officials regarding a possible change in
funding strategy. Funding would now specifically t~rget reimbursement for substance
abuse treatment and counseling only and not for the total placement costs associated with
providing 24 hour care. If the change in funding strategy is approved, this will decrease
the grant award and impact our placement budget. We are aggressively challenging the
strategy change with CJD and will inform the Court once a decision has been made.

Recommendation

It is recommended that the Dallas County Commissioners Court approve the
recommendation of the Juvenile Department to submit the RSAT grant application to the
Office of Governor, Criminal Justice Division for $923,144 in FY 2004 and authorize the
Dallas County JUdge as Authorized Official to sign the grant application documents on
behalf of Dallas County.



Recommended by:                                fl'
                                               Michael K. Griffith




HICCT\2004 SnefingslFY 2004 RSAT Application.wpd




2600 Lone Star Drive, Box 5                             Dallas, Texas 75212   (214) 698-2200
                                                                                                              1'-19
                                                             Gra t Application Cover Sh
   1. ENTER Legal Name of the Organization Applying:                                                               2. ENTER Title of the Project
                               Dallas County Juvenile Department                                                                                     Residential Drug Treatment Center


   3. ENTER Division or Unit to Administer the Project:                                                            4. ENTER Agencv's State Pavee Identification Number :
                              Contract Services                                                                                                75-6000905


   5. a) Is the Applicant Organization Deflnquen10n
   State or Federal Debt? (SELECT One):
                                                                                       I.
                                                                                            No          I _
                                                                                                                   5. b} ENTER Date of the Last Audit:
                                                                                                                                                                                                  12131/2002
   6.       Fun~ing   $ource (SELECT One):                                                                         1. If ContinuatiOn Project, ENTER Current Grant Number (15OOO-()1):
  l-Re_S_iden_tia_I_SU_b_Sla_n_C_e_A_bu_s_e-T,_ea_tn'e-n_t<_feder-_al_Cf'OO. -_16_.S_93_l
                                                                      __                                lii        RT-G2-A1G-14874-06
   8. EIitTER Grant Period (ex: MMlddlyyyy}:                                                            ...,       9. Budget Information (will auto-fill from bUdget form)
                  From:           01/01/2004             I                       To:         09/3012004                  CJD Fu~                      GaSh Match            In-Kind                Total
   10. SELECT the Project's Main PurposeAreaJrom ONE ot..t h&F()UR
                                                   w
   Categories Listed Below Based on wFlJnding$oun:e :
   a} Juvem7e          Justice andPreventionPrO}eds OR                                                             c) Law Enfon:ement PrOjects OR
     Counseling and Support Services

   b) Victim Services Projects OR


   11. ForVAWA Projects ONLY, ENTER the                                  .        .

                                                 taw=·~~==[=========__=C):..IJi<;llm.:.::.::..:
  l-":S):,:,P,:,: rosection:: : : :~=========]_:b)=
                                   '                                                                                                                                  .               COurt~;;::::==::;;;;I
   12. s) USTthe Cities and Counties in the Service
  1-
                                                                       Area:~ ==========
                                                              -;:::-~=~---------4
                                                              Dallas County
                                                                                ......._ Dallas
                                                                                                                                                                                el)
                                                                                                                                                                                                           11
  ~ a) ENTER the Contac:l Person Information:•
  ~ 3...I!!!!I~IIII!!II!II.II!IIII!III!I!I!~~~ • • • • • •~,.I!~I!!!!!!I!!!~1II!!I'
                                                                1& b) ENTElUheAuthOrizedOfficiallnfolmatiom                                                                                        IIIIIi• •~
                                                                                                                                                                                           2.100,000
                                                                                                                                                                                          ••
                                                                                                                     .         .~.             ..:            ..      Judae
  Title (Mr., Ms., Dr., Judge, etc.~                      Mr.

   Name:                   Michael K.                     Griffiths                                                                            Margaret               Keliher
                                                                                                                         ..
             .
                           Director of Juvenile 5ervices                                                                                       Dallas Countv Judoe
                                                                                                                         ...               .
                           2600 Lone Star Drive                                                                                                411 Elm Street

  CitY1State/Zipi          Dailas                         Texas                        75212                   ~                               Dallas                 Texas               75202

        .                       214-698-2233             IFaiC               .              214-698-5508                              .'             214-653-7555    ~~                      214-653-7057

   E-mail: .               moriffithst6ldallascountv.ora                                                            -_II.                      mkellherfBldallascountv.om
   13. c) ENTER the Project Director Infcirmatiori:
                                                                                                               1-... .. ~ •.:.                   ..              -
  Title (Mr., Ms_, Dr., Judge, etc.):                    Mr.                                                                                                          Ms.

  Name:                    Michael K.                    Griffiths                                             'Name:            .'            Virginia               Porter

   Position:               Director of Juvenile Services                                                                                       Dallas County Audnor

  Address:                 2600 Lone Star Drive                                                                                 .              407 Records BUilding

  City/Statel2ip:          Dailas                        Texas                         75212                   City/StatelZlp:                 Dallas                 Texas               75202

  Telephone:                    214-698·2233                                                214-698-5508       Telephone:                            214-653-6472                            214-653-6440

  E-mail:                                                                                                                      vonrtenl'lldailascounlv.om
  14. a) Did the Applicant Attend an
  Application Workshop? (SElECT
                                                                                       No              I       14. b) ENTER the Oate afi(fCity oftheWO/1(shop Attended:


  One):




  c) If this is a Project with Statewide Impact. ENTER the Date the Application Was Submitted to the Texas Review
  and Comment System (TRACS):

  16. Eligible Applicant Organization Type (SELECT One):
  17. FOR COG USE ONLY
                                                                                               I   County

                                                         a) Is thiS Appllcati(lniShatedwith Another COG? (ENTER"'(~~or 'No~):
                                                                                                                                                                                                     I
  b}CPTN#:                                                                                                     d) COG Application ID:

  c) Priority #:                                                                                               I
Page 1 of 1                                                                                                                                                                                   Coversheel Form
                                                     160

                                               Grant Budget
1. a) Legal Name of Organization: DaUas COunty JuvenileDeB$rtlJ"l~.J'lt
  b) Title of Project:            Residenti'aIDrUgTreatmeflli~lM~
  c) Grant Period:                   From:01lQ1~~~                      To:
  d) Grant Number:RT-02-AtG4487~~5,i":5~,,~·,:~,J~
        2. ENTER Minimum Cash Match Percentage
                                                               3. ENTER CJD RequestedAtnount
                                  (If Applicable}:                                                  $923,144
 4. ENTER Program Income Applied to this BUdgst
                                   If A lCaDle:
                  5. Minimum Cash Match ArnolJnt                                                   $1,230,859

PERSONNEL




TRAVEL AND TRAINING


EQUIPMENT




 Page 1 of 1                                                                                   Budget Form
                           61

                      Grant Budget



                                          $923,144


                                         $1,230,859

PERSONNeL

                                                   $0



TRAVEL AND TRAINING


EQUIPMENT




 Page 1 of 1                         Budget Form
                                                                                                                                             162


                                                                                  Budget Detail Justification
   1. a) Legal Name of Organization:
           b) Title of Projfjct:
           c) Grant Period:
           d) Grant Number:




       ~C~Q!:!:I1!:! tr!:!a!:! c!:! tu!:! (
ll!:b'L)                                                    ····i!:':5e=rQ!!f!:!e!!!!s!!$:!!iQ!!n:!!I!!:I~$!!.!!::iy!:!>i!!!c:!e!:s.~· - - - - - - - -................................----
                                              a!!!'!::!I!!nd:!!··                                                                                                                            ...................      ....... -   1




Page 10f4                                                                                                                                                                                                          Budget Justification Form
                                                   163


48 beds @ $93.93 per day x 273 days per year   =$1,230,859.




c) Trayel and Training:                                .


Type the justification here...




d} Eqyipment




Page 2of4                                                     Budget Justification Form
                                          164


 Type the justification here...




e) Supplies and Direct Operating CostS:         ....   '.   ..   .

Type the justification here...




f) Indirect Costs:




Page 3 of 4                                                          Budget Justification Form
Type the justification here ...




                                  "-




                                       Budget Justification Form
Page 4 of 4
                                         Cash .'4(ttch and Program Incomearm


                                                                      Dallas County Juvenile Oe!:>al1ment

                                                                      ResldenlJal  Dn.Jg Treatment Center
                                                     ....... •...••• ••          Fron:!:         I I I, /. If      I
                                                                     RT.Q2·A 10·14874-06
                                                                          CAoSH MATCH.SQUAC&S. AND At.fOON1S;.··

      .2+a)EfrtItt~·cfc..nMateh~.~~ ..••·?i • .• .;~.""'_...
        ~.Qity.~.~}f      . .                                            p~
                                                     •.' b·•. ). .• .•.ERT                                ~• ,_-#>
                                                                                                          ·.~.l~•. ~S~.~~t;ftle~~~~.~.
                                                                                                               ·
                                                                                            i.·.••.· ..•..•. .••
                                                                                                                                               :..•. f.t~~ &NT1iR'
                                                                                                                                               ....   ~




                                                                                $307,715   !~~).
                                                                                           :< : ~ :..




                                                                                           !~
                                                                                           ::::::.....




    ::~:-:   :

.:![~.
  r:t;;.;.;:·~
          ..                                            ----1t-                     _




                                                                                                                                 Ca3h Match Program Income
                                                         167
                                                                                  cArant Application - Page 6



B_
 DETERMINE ELIGIBILITY FORM

PART 1: GENERAL INFORMATION
                                                                                                       OFFICE OF THE GOVERNOR
                                                                                                      CRIMINAL JUSTICE DIVISION
                                                                                                                          P.O. Box J2428
                                                                                                         Austin, Texas 78711
                                                                                                               5121463-1919
                                                                                                          Fax: 5121475-2440
                                                                                               www.governor.state.tx.us
Provide the following information about your treatment program.

1. Are you a state or local unit of oovemment?                                     "fT11          State         I rxJ I      Local

2. Is your orooram community or iail based?                                            l~l       Community       I [J I Jail
    a What is the lenoth of your proaram?                      6 months
    b What treatment method is used?                           TCADA Level II Residential Substance Abuse
   c) Briefly describe how you develop the participant's       Therapeutic services will be provided by using the TCADA Level II
      cognitive, behavioral, social, vocational and other      Residential Substance Abuse Treatment model that requires
      skills to resolve the substance abuse and related        assessment, counseling, CD education.
      oroblems.
   d) Describe how your participants are set apart from        Youth are housed in a separate unit away from the other population.
      the general oopulation.
3. What is the drug testing policy in your residential treatment facility? Be sure to indude the method used for testing and the
   freauencv of testino.
   a For oarticipants? I UA's are conducted on youth uoon retum from a home furlouoh.
   b For employees?         I UA's are conducted on staff prior to hire and every two years thereafter.

4. Does your oroaram have an aftercare comoonent?                                 I 15<1 I       Yes         I [J I        No
   a How lono does your aftercare oroaram last?             APoroximatelv 6 months after 6 months of treatment
   b Brieflv describe how your orcoram works.               Youth are monitored bv field orobation officers.
   c) What is the drug testing policy in your program?      UA's are conducted routinely during aftercare. Positive results are
                                                            reoorted to the Courts.
  d) Do you track oarticioants after they leave the proaram?                      If 11          Yes         I I2<J 1      No
  e) If 'Yes', for how lona do you track the oarticioants?

5. If operating a secure juvenile detention or correctional facility, does your project comply with the Juvenile Justice and
   nplinnllPnr.v PrpvAnllon Act of 1974?
                                                                                       I 15<1 I       Yes         I [J I     No
   allf you selected 'Yes', SKIP to SteD 2: Write the Proiect Narrative and SummarY.
   b) If you selected 'No', have you previously submitted to CJD an acceptable plan and timetable for eliminating the
      noncompliance?:
                                                                                      Ifll            Yes       r I 1I       No
                                      -;68


                          APPLICATION FOR GRANT FUNDING
             OFFICE OF THE GOVERNOR, CRIMINAL JUSTICE DIVISION


                                  PROJECT NARRATIVE


Section 1: Problem Statement and Data

Over the past several years Dallas County has experienced a steady growth in the number
of adolescent males and females in its juvenile justice system that need residential
substance abuse treatment. Many of these youth exhibit defiant, oppositional behaviors,
are dually diagnosed with emotional disorders, live in home environments that foster drug
usage and may have previously failed in non-residential intervention programs or other
residential placements.

Of the 1400 youth that received chemical assessments during FY 2003, 840 were identified
as requiring substance abuse treatment. Of those 840, 160 (19 percent of this population)
were placed in residential substance abuse programs.

Section 2: Goal Statement

The primary goal of this proposal is to provide localized residential substance abuse
treatment, whereby families can actively participate in the rehabilitation process of their
children. The program will strive to eliminate the incidence of substance abuse, reduce the
risk factors associated with family dynamics, school and peers, increase resiliency and
other protective factors. Youth who successfully discharge from residential treatment will
receive probation supervision provided by the Dallas County Juvenile Department.

Section 3: Target Group

This project will target all Dallas County juvenile offenders between the ages of 10 and 17;
who are under the jurisdiction of the Dallas County Juvenile Department and are ordered
placed by a Dallas County Juvenile Court into the Residential Substance Abuse Treatment
(RSAT) Program facility located in Dallas County. These juvenile offenders are found to
be in need of residential substance abuse treatment based upon a formal, comprehensive
substance abuse assessment. The number of juvenile offenders to receive treatment
services every six months will be 48 (96 total number annually).
                                          169



Section 4: Project Activities

The Dallas County Juvenile Department has been receiving funding under the RSAT
program since 1997. The existing 48-bed RSAT program operates out of the Lyle B.
Medlock Youth Treatment Center, located in Dallas County. Treatment services for this
program are provided by Correctional Services Corporation (CSC) under a management
contract with Dallas County. Juvenile offenders placed in the RSAT program will remain
in residential care for a six months length of stay followed by formal probation supervision
provided by the Dallas County Juvenile Department. CSC staff will continue to provide
Level II residential substance abuse treatment as required by the Texas Commission on
Alcohol and Drug Abuse (TCADA) standards. This includes, but is not limited to, individual,
group and family therapy; academic education; drug education; and treatment planning.
By operating in accordance with TCADA standards for Level II residential treatment
programs, the following minimum services will be provided by the staff:

1.     Staff will complete a comprehensive client assessment on each youth within three
       individual service days of admission.
2.     Staff will complete an individual treatment plan within five days with review and
       implementation supervised by an inter-disciplinary team of qualified professionals.
3.     Staff will provide each youth a total of twenty (20) hours of structured activities per
       week that includes:
       a.       Three hours of chemical dependency counseling, including at least one hour
                of individual counseling.
       b.       Fourteen hours of additional counseling, chemical dependency education,
                or life skills training.
       c.      Three hours of structured social and/or recreational activities.
       d.      The program shall also provide each client an opportunity to participate in
               physical recreation at least weekly.
4.     Staff will make available chemical dependency services to identified significant
       others.
5.     Staff will conduct urine screens on youth who have outside contacts (furloughs,
       visitation).

Youth will learn the Alcoholic Anonymous twelve step program through weekly meetings
and receive exposure to therapeutic recreational and cultural activities and art and drama
therapy. Conflict resolution is addressed through teaching interactions using social skill
modules and daily 'community meetings'. Probation supervision will be provided by the
Dallas County Juvenile Department that will include: (1) conducting urine screens to detect
any substance usage, (2) referral to any supportive outpatient program and monitoring
thereof, (3) initiate any further court proceedings, if needed, to address new or continued
substance abuse issues.
                                      170


Section 5: Project Objectives

The fol/owing information will be tracked to measure success.

A.    The increased knowledge of substance abuse by youth.

       Output Measures: Administer 96 pre-tests and 91 post-tests (based on projected
      successful discharges of 95%, with all youth upon entrance and successful
      discharge. )
      Outcome Measures: Youth will show a 15% increase in post-test scores as
      compared to pre-test scores; which indicates that their knowledge of substance
      abuse has increased.
      Current Data: During FY 2003, 61 youth were administered both pre and post-
      tests. There was a 10% increase in post-test scores from pre-test sCOres indicating
      their knowledge of substance abuse has increased.
      Target levels: The expected level of tests administered will be 96 pre-tests and 91
      post-tests (based on projected successful discharges, with all youth upon entrance
      and successful discharge.) Youth will s~ow at least a 15% increase in post-test
      scores as compared to pre-test scores.

8.    The increased family participation in treatment.

      Output Measures: Provide family counseling sessions monthly.
      Outcome Measures:. Have meaningful family participation in the treatment process
      as evidenced by a high percentage offamilies participating in the treatment process
      with a high percent attendance rate at all family counseling sessions.
      Current Data: For FY 2003, family counseling sessions were provided monthly, with
      92% of the families participating and a 67% attendance rate for the family
      counseling sessions.
      Target levels: The expected number of family counseling sessions provided will
      be once monthly with 100% of families participating in the treatment process and
      a 90% attendance rate at all family counseling sessions.

C.   The increased percentage of successfully discharged youth who have completed
     their treatment plan objectives.

     Output Measures: Successfully discharge 91 of 96 youth (95%) who have
     completed their treatment plan objectives and are ready to return home with
     probation supervision.
     Outcome Measures: A high percentage of all discharges will be successful.
     Current Data: For FY 2003, 69 youth (92%) were successfully discharged.
     Target Levels: The expected level of youth successfully dischargedwill be 95%.
                                    1 7 1



D.   Urine screens indicating a high percentage of youth successfully discharged remain
     drug free.

      Output Measures: Conduct urine screens for youth who have successfully
      discharged and are receiving probation supervision; and conduct urine screens for
      youth who return from furloughs while in residential treatment.
     Outcome Measures: A high percent of youth successfully discharged will remain
     drug-free as evidenced by negative urine screens and a high percentage of
     negative urine screens of youth currently in residential treatment who return from
     home furloughs.
     Current Data: For the youth successfully discharged and receiving probation
     supervision, urine screens were conducted by the field probation officer with 85%
     showing no drug use thus far. No youth returning from furloughs tested positive.
     Target Levels: We expect to conduct urine screens for youth who have
     successfully discharged and are receiving probation supervision and conduct urine
     screens for youth returning from furloughs while in residential treatment. Ninety-
     eight percent of youth successfully discharged will remain drug-free as evidenced
     by negative urine screens and 100% negative urine screens of youth currently in
     residential treatment returning from furloughs.

E.   Lower recidivism rates for youth successfully discharged from the RSAT program
     as compared to youth successfully discharged from other residential substance
     abuse treatment facilities.

     Output Measures: Test recidivism at 12 months after successful discharge for all
     91 youth (95%) projected to discharge during FY 2004.
     Outcome Measures: Recidivism for youth successfully discharged from the RSAT
     program will be lower than recidivism for youth successfully discharged from other
     residential substance abuse treatment facilities that contract to serve Dallas County
     juvenile offenders.
     Current Data: For FY 2003, recidivism for youth successfully discharged from the
     Lyle. B Medlock residential treatment facility (26%) was 8% higher than recidivism
     for youth successfully discharged from other residential substance abuse treatment
     facilities (18%) that contract to serve Dallas County juvenile offenders.
     Target Levels: We will test recidivism at 12 months after successful discharge for
     all 91 youth projected to discharge during FY 2004. Recidivism for youth
     successfully discharged from the RSAT program will be 15% lowerlhan recidivism
     for youth successfully discharged from other residential substance abuse treatment
     facilities that contract to serve Dallas County juvenile offenders.
 •
                                                        2


 Project Summary

 Section 1: Problem Statement and Data

 This grant will address the increased number of adolescents in the Dallas County juvenile justice system
 that need residential substance abuse treatment many of whom exhibit oppositional defiant behaviors, are
 dually diagnosed with emotional disorders, live in home environments that foster drug usage and may have
 previously failed in previous residential or non-residential intervention programs. placements.

Section 2: Goal Statement

The primary goal is to reduce the incidence of substance abuse, reduce the risk factors associated with
family dynamics, school and individual/peer, increased resiliency and protective factors. Project activities
will reduce recidivism rates for youth successfully discharged from the RSAT program.

Section 3: Target Group

This project will target all Dallas County juvenile offenders between the ages of 10 and 17; ordered placed
by a Dallas County Juvenile Court into the residential substance abuse treatment facility located in Dallas
County. These juvenile offenders are found to be in need of residential substance abuse treatment based
upon a formal, comprehensive substance abuse assessment.
                                                             ..
Section 4: Project Activities

Correctional Services Corporation (CSC) will provide Level II residential substance abuse treatment that
includes individual, group and family therapy; academic education; drug education; and treatment planning.
Minimum services provided are: (1) complete a comprehensive client assessment; (2) complete an
individual treatment plan supervised by qualified professionals; (3) provide twenty (20) hours of structured
activities per week that includes: (a) three hours of chemical dependency counseling, including at least one
hour of individual counseling; (b) fourteen hours of additional counseling, chemical dependency education,
or life skills training; (c) three hours of structured social and/or recreational activities; and (d) physical
recreation weekly; (4) chemical dependency services available to identified significant others; (5) conduct
urine screens after each outside contact a youth makes. Youth wilHeam the Alcoholic Anonymous twelve
step program, receive exposure to therapeutic recreational and cultural activities and art and drama therapy.
Conflict resolution is addressed through teaching interactions using social skill modules and daily
'community meetings'. Probation supervision will be provided by the Dallas County Juvenile Department
that will include: (1) conducting urine screens to detect any substance usage, (2) referral to any supportive
outpatient program and monitoring thereof, (3) initiate any further court proceedings, if needed, to address
new or continued substance abuse issues.

Section 5: Project Objectives

The following information will be tracked to measure success: (1) Increased knowledge of substance abuse
by youth to indicate at least a 15% increase in post-test scores as compared to pre-test scores; (2) Increased
family participation in treatment to indicate 100% of families participating in the treatment process and a 90%
attendance rate at all family counseling sessions; (3) Increased percentage of successfully discharged youth
who have completed their treatment plan objectives will be 95%; (4) Urine screen results that indicate 98%
of youth successfully discharged remain drug-free and 100% of urine screens for youth while in residential
treatment will be negative; (5) Lower recidivism rates for successfully discharged youth will be 15% lower
than recidivism for youth successfully discharged from other residential substance abuse treatment facilities
that contract to serve Dallas County juvenile offenders.
                                                                       173



           DALLAS COUNTY
            HUMAN RESOURCES/CIVIL SERVICE



Date:                   November 12,2003

To:                     Members of Commissioners Court

From:                   Mattye Mauldin-Taylor, Ph.D., Director

Subject:                Benefits Documents Scanning and Storage


Background
Recent legislation has modified the way we maintain our confidential documents related to Benefits
selections. Because of increased document retention requirements and our inability to store those documents
in a federally mandated confidential manner, the Human Resources/Civil Service Department is requesting
funds for the scanning and indexing of enrollment documents. In years prior to 2002, these documents have
been boxed and retained in the Human Resources Department. The department must have these documents
available for access and retrieval by January 1, 2004, in order to provide information and feedback to
employees regarding benefits choices. Scanning enrollment documents was approved last year by Court
Order 2003-521 and this storage and retrieval method has been very successful.

Impact on Operations
Human Resources is required to maintain six years of documents relating to employee enrollment. Since
these documents cannot be stored in employee files and must be maintained in a secure environment,
scanning the documents for easy retrieval offers the most logical approach.

Financial Impact
The not-to-exceed cost of $3000 will be paid from the Benefit Trust.

Recommendation
The Human Resources/Civil Service Department recommends Commissioners Court approve expenditures
not to exceed $3000 for the scanning and maintenance ofrequired documents for the past two years and the
inclusion of any new employee information for this year and authorize this expenditure from the Benefit
Trust.




Recommended by:




509 Main Street, Room 101                                   Dallas, Texas
Records Building                                     Equal Opportunity Employer    214.653.7638


Q:\Bnefings 2004\$canning of Benefits Documents 111803.doc
                                                                       174



                       DALLAS COUNTY
                       HUMAN RESOURCES/CIVIL SERVICE



Date:                   November 12,2003

To:                     Members of Commissioners Court

From:                   Mattye Mauldin-Taylor, Ph.D., Director

Subject:                Request for Exception to County's Nepotism Policy


Background
The Honorable Bill Hill, District Attorney, submits the attached request to Commissioners Court.
He is proposing to hire twin brothers into his misdemeanor division at the Attorney I level, and
place them in different courts. This action would enable the department to hire these two
applicants, who previously interned in the department, and.are very interested in pursuing careers
as prosecutors. Additionally, the exception would assist the department in meeting its 'hiring
goals. Therefore, the department is requesting an exception to the county's nepotism policy,
Sections 86-241 through 86-244 of the Dallas County Code.

Operational Impact
Employing these two brothers would allow the department to successfully hire from a group of
applicants historically difficult to recruit. However, such an action is an exception to the current
policy.

Fiscal Impact
There is no additional financial impact associated with this request as these positions are currently
funded.

Recommendation
The Human Resources Department does not recommend approval of this request because it does
not comply with Sections 86-241 - 244 ofthe Dallas County Code regarding nepotism. However,
the Human Resources/Civil Service Department respectfully submits this request to
Commissioners Courtfor further consideration.




Recommended by:




509 Main Street                                             Dallas, Texas
Records Building                                     Equal Opportunity Employer         214.653.7638

\\ABS 1\DATA 1\GROUPS\PRSONNL\Briefings 2004\Policy exception_nepotism_da 111803.doc
 (~ BILL HILL
f~                  ~)CRIMINAL DISTRICT ATTORNEY
   "'>;,7'<   OF   ~,,+~ DALLAS COUNTY, TEXAS




November lO, 2003


TO: DR. MATTYE MAULDIN-TAYLOR


FROM: KIMBERLY KEY GILLES


RE: NEPOTISM EXCEPTIONIATTORNEY POSITION

The purpose of this memo is to recap our discussion in which you were advised that Mr. Hill
wishes to hire two attorneys who are twin brothers. As yOll know, the State nepotism policy
would not prevent this hiring, but the more restrictive Dallas County policy does.The District
Attorney's Office actively recruits and hires racially diverse attorneys in an effort to reflect the
racial diversity in our County. The African AmericanlBlack population in Dallas County is
20.3% according to the 2000 census. The African AmericanlBlack attorney population consists
of 4% of the State attorney population and only 3% of the Dallas County attorney population.
Although the Dallas County District Attorney's Office has a 7% African AmericanlBlack
attorney population (ahead of State and County attorney averages), we would like ourstaffto
reflect the general Dallas population, rather than just that of the attorney population. To that end,
the Dallas County District Attorney's Office is seeking an exception to the nepotism policy to
further that goal. The two individuals involved in this memo volunteered with the office while
awaiting bar results, are willing to accept offers of employment, and would be valuable· additions
to our staff. Each would begin work in the Misdemeanor Division of the office, but would not
now or ever be assigned to the same court nor would they ever supervise each other.

Please prepare a brief to the Commissioners Court on our behalf regarding this issue. Thank you
for your assistance on this matter.




 Frank Crowley Courts Building. 133 N. Industrial Blvd., L.B. 19 • Dallas, Texas 75207-4399 • 214/653-3600

\lABS 1\DATA 1\GROUPS\PRSONNL\Briefings 2004\Policy exception_nepotism_da_da request 111803.doc
                                                                   176


                        DALLAS COUNTY
                        HUMAN RESOURCES/CIVIL SERVICE


Date:                    November 12,2003

To:                     Members of the Commissioners Court

From:                   Mattye Mauldin Taylor, Ph.D., Director

Subject:                2003 HMO Agreement with Southwest Texas HMO, Inc. d/b/a HMO Blue Texas


Background
In November 2002, Dallas County moved its HMO plan from AmCare to HMO Blue Texas after
AmCare was placed in Receivership. Certain elements of an agreement between HMO Blue
Texas and the PEBC were reduced to writing and approved in Dallas County Court Order 2002-
1984. The PEBC Director and officers of HMO Blue Texas have finalized the wording of the
contract, presented in Attachment 1.

Impact on Operations
The Agreement supports the County's Benefits Program.

Financial Impact
The HMO Blue Texas contract is a fully insured insurance plan estimated to cost $650,000.00 for
2003. The funds are budgeted in, and are paid from, the Benefit Trust.

Recommendation
The Human Resources/Civil Service Department recommends Commissioners Court approve the
Agreement with Southwest Texas HMO. Inc. d/b/a HMO Blue Texas and authorize the County
Judge to sign the Agreement on behalfofDallas County.




Recommended by:




Attachment




509 Main Street, Room 101                                  Dallas, Texas
Records Building                                     Equal Opportunity Employer   214.653.7638


Q:\Bnefings 2004\PEBC 2003 HMO Blue Contract I 11803,doc
Upon request, the 2003 HMO Agreement with Southwest Texas HMO, Inc. is
            available for viewing in the Administrator's Office.
                                                                 8

                    DALLAS COUNTY
                    COMMISSIONERS COURT ADMINISTRATION
                     DEPARTMENT OF PLANNING AND DEVELOPMENT
                                                                                  1,_



November 11,2003

TO:               Commissioners Court

THROUGH: J. Allen Clemson, Administrator

FROM:             Rick Loessberg, Director of Planning & Development _ _

SUBJECT:          Proposed Revisions to Emergency Shelter Grant RFP


BACKGROUND

On October 21, the Commissioners Court approved the release ofa request for proposal that would
allocate $79,000 in Emergency Shelter Grant funding to homeless shelters for use in paying their
operating utilities. In accordance with this approval, such an RFP (#2004-016-1432) was issued on
October 22. Recently, Judge Keliher has suggested revising this RFP so that this assistance could
also be used to provide the homeless with mental healthcare, substance abuse treatment, and/or
transitional housing. So that the Court can consider these proposed revisions, the following
information has been prepared.


DESCRIPTION OF ESG PROGRAM

ESG was originally created so that homeless shelters could be established and operated. A person
is considered to be homeless under ESG regulations if the individual:

        (1)      Resides within a place not meant for human habitation (i.e., a car, sidewalk, etc.);

        (2)      Resides within an emergency shelter;

        (3)      Resides within transitional housing for homeless persons who originally came from
                 emergency shelters or places not meant for human habitation;

        (4)      Is being evicted within a week from a private dwelling unit, has no subsequent
                 residence identified and lacks the resource and the support networks needed to 0 btain
                 housing; or

        (5)      Is fleeing a domestic violence situation, has no subsequent residence identified, and
                 lacks the resources and the support networks needed to obtain housing.


411 Elm Street, 3'" Floor, Room 313         Dallas, Texas 75202-3301           Telephone: (214) 653-7601
Dallas County Administration Building   e-mail: rtoessberg@dallascounty.org    Telecopier: (214) 653-6517
                                                       79


Page 2 of 4

It is important to note that, under HUD's current interpretation ofthe program's regulations, people
emerging from an institutional setting are no longer considered to be homeless. Only when these
people have left their institutional setting and resided within either an emergency shelter or a place
not meant for human habitation do they become homeless and thus eligible to receive ESG
assistance.

ESG funds may be used for one or more of the following homeless-related activities:

        (1)     Renovation, major rehabilitation, or conversion of buildings for use as emergency
                shelters;

        (2)     Provision of essential services for the homeless, which include services concerned
                with employment, health, drug abuse, education, housing, transportation, child care,
                and obtaining other federal, state, or local assistance/benefits;

        (3)     Shelter operating costs, such as maintenance, insurance, utilities, rent, and
                furnishings; and

        (4)     Homeless prevention efforts, which include short-term subsides to defray delinquent
                rent and utility charges for families that have received eviction or utility termination
                notices, security deposits or first month's rent to permit a homeless family to move
                into its own apartment, mediation programs for landlord-tenant disputes, legal
                services programs for the representation of indigent tenants in eviction proceedings,
                and payments to prevent foreclosure on a home.

Up to 30% of a community's ESG award can be used for the provision of essential services (such
as substance abuse treatment and mental healthcare) if the funding results in a new service or in a
quantifiable increase in an existing service. Similarly, no more than 30% may also be used for
homeless prevention efforts, and no more than 10% can be used to provide staffing.


IMPACT ON OPERATIONSIFINANCE

The County is now in the process of allocating its third direct ESG award from HUD. The previous
two awards, along with two earlier grants that the County received from the State's ESG program
in the 1990s, have been used to provide operating utility assistance for eligible homeless service
providers; the County has chosen to allocate the funds in this manner since the total amount of
funding received has never been very large (always less than $80,000), since it has been relatively
easy to monitor the expenditure of these funds, and since raising funding for operating expenses is
usually difficult for nonprofit organizations. However, as there are significant shortages of
transitional housing, mental healthcare, and substance abuse care for the homeless in the Dallas area,
a decision to make the County's ESG assistance available for these uses would be beneficial.
                                                       80


Page 3 of 4

Under the revised RFP, eligible non-profits would be allowed to submit funding requests for
operating utility assistance, the provision oftransitional housing, mental healthcare, and/or substance
abuse treatment. An entity may seek funding for only one activity or for a number of activities. If
an entity seeks funding for more than one activity, then each activity will be regarded as a separate
request.

Because no more than 30% ofa community's ESG award can be used for essential services, no more
than $23,700 of the County's award may be allocated for substance abuse program and mental
healthcare funding. In addition, entities seeking funding for such programs must be able to
demonstrate that this funding either leads to a new service or to an expanded level of service.

Entities seeking funding for transitional housing can use the funding to pay for the cost ofoperating
such housing (which would include the cost of utilities, maintenance, and support services) or for
the cost of renovating or converting a building into such housing, but would not include the cost of
paying the client's rent at a housing development or the cost of acquiring the property.

Because the scope ofeligible activities would be greatly expanded and because these activities vary
significantly from one another, it is proposed that the criteria that would be used to evaluate
submitted responses be changed as well. As shown below, proposals would continue to be evaluated
based on a 100-point scoring scale.                            .

        CURRENT CRITERIA                                       REVISED CRITERIA

        Severity ofNeed/Existence of            35             Reasonableness/Cost-            40
         Under-Served Population                                Effectiveness of Activity

        CapacitylExperience                    30              Prior Experience/Capacity       35

        Number of Beneficiaries/               20              Priority Client Group           10
         Cost-Effectiveness

        MWBE Participation                     12.             MWBE Participation              12.
                                     Total     100                               Total         100

However, more emphasis would now be given to prior experience and the reasonableness of the
proposed activity since ESG funding would now be used for more complex purposes than merely
paying monthly utility bills. In addition, since the County has actively been involved in trying to
assist people who age out ofthejuvenile system and to divert mentally ill people, where appropriate,
from jail, priority emphasis will be given to funding requests for activities that specifically address
only clients from these two groups.

Funding recommendations will be made based on those proposals that receive the highest scores.
In the event that the proposal that is next in line to receive a funding recommendation is for either
                                                     1   8 ;


Page 4 of 4

substance abuse treatment or mental healthcare and all ofthe $23,700 allocated for essential services
has already been recommended, then the next highest-rated non-essential service proposal will be
recommended for funding.

Given that responses to the current RFP are due on December 15 and given that the proposed
revisions significantly alter the existing RFP' s evaluation criteria, increase the types ofactivities that
would be eligible, and substantially change the type of infonnation that must be provided, staff
would recommend canceling the outstanding RFP, immediately issuing a replacement RFP, and
establishing a new December I-January 15 application schedule rather than incorporating the
revisions into an addendum to the existing RFP. Also, because ofthe approaching holidays and the
need to contractually obligate the ESG funds by March 31,2004, it also recommended that this issue
be briefed and that the court order authorizing the cancellation of the current RFP be approved on
the same day.


PROJECT SCHEDULE

Requiring interested parties to respond to the revised RFP by January 15 should provide the County
with sufficient time to evaluate the proposals and to contractually obligate the $79,000 by March 31,
2004; should the County be unable to obligate the funds by this date, then the funding will revert
back to HUD.


RECOMMENDATION

It is recommended that the RFP for the allocation ofESG assistance (RFP #2004-016-1432) be
canceled and that it be replaced with another RFP that will allow ESG funding to be used for not
only operating utilities, but also for transitional housing, mental healthcare, and substance abuse
treatment.

Recommended by:


J. Allen Clemson, Administrator

cc:    Philip Vasquez, Purchasing Agent
       Virginia Porter, Auditor
       Ryan Brown, Budget Officer
       Betty Culbreath-Lister, Heath & Human Services Director
                                                   182



                      DALLAS COUNTY
                     COMMISSIONERS COURT-Planning & Development
                     REPLACEMENT HOUSING PROGRAM




November 12,2003




TO:            Commissioners Court

THROUGH: Rick Loessberg, Director of Planning & Development _ _ _

FROM:          Rosalinda Adame, Housing Coordinator

SUBJECT:       Alternate Perfonnance Bond Requirements for Bonner AssociateslHousing
               Reconstruction Projects

******************************************************************************

BACKGROUND:

On October 14,2003, Bonner Associates was awarded three demolition & reconstruction projects
located in Seagoville, Texas. However, before the contractor can begin a project, the required surety
bonds must be submitted before a Notice to Proceed is issued from the replacement housing
department. Bonner Associates recently advised us that his finn was experiencing difficulties in
obtaining the surety bonds called for in our bid specifications and asked ifDallas County could accept
a cash payment bond in lieu ofthe perfonnance bonds. The County would then retain the payment
bond for the length of the warranty period, which is one year, and release it once the warranty
expires.


IMPACT ON OPERATIONS:

Bids received for these three project are as follows:

                               Bonner Associates                      S.R.S.R., Inc.
608 Elmo, Seagoville           $58,000                                $61,100
512 Netherland, Seagoville     $58,000                                $61,100
602 Annstrong, Seagoville      $58,500                                $63,600



411 Elm Street, 3rd Floor           Dallas, Texas 75202                                214-653-6884
                                    Radame@dallascounty.org
                                                     83


Page 2 of 3

The County requires contractors to have performance bonds for 100% of the contract amount for
contracts that are over $1 00,000 or a 5% cash payment bond in lieu of. In the past, housing staffonly
required builders risk coverage for its housing projects and just recently requested performance bonds
in addition to builders risk insurance. At the time, staff felt that builders risk insurance was not
adequate enough due to issues that came up during the summer. However, some contractors are
reportedly having problems obtaining these bonds, and staffnow feels that this could limit contractor
participation on future bids. Because the County accepts cash payment bonds for 5% ofthe contract
amount on other types ofcontracts, and since the replacement housing contracts are generally around
$65,000, staff feels that cash payment bonds would be a sufficient alternative. If the Court concurs
with this recommendation, it will be incorporated into the regular bid specification documents as an
alternative.

Bonner Associates has previously completed three (3) demolition and reconstruction projects and
performs good work.

All three homeowners have vacated their homes and moved into temporary accommodations. As a
result, staff requests that a court order authorizing the acceptance of the cash bonds in lieu of the
performance bonds be approved on the same day as this briefing.


MlWBE INFORMATION:

Listed below is the M/WBE information on Bonner Associates (awarded low-bidder) and S.R.S.R.,
Inc. (second low-bidder):

       Contractor                     RacelEthnicity                  NCTRCA#
       Bonner Associates              African American                N/A
       S.R.S.R., Inc.                 Anglo                           N/A


RECOMMENDATION:

It is recommended that Dallas County Commissioners Court accept cash payment bonds for Bid #'s
2003-155-1408 (602 Armstrong, Seagoville) for $2925,2003-156-1409 (618 Elmo, Seagoville) for
$2900 and 2003-157-1410 (512 Netherland, Seagoville) for $2900 for a combined total of$8725
(5% per contract amount) in lieu of performance bonds.

Recommended by:


1. Allen Clemson, Administrator
                                              84


Page 3 of 3

cc:   Rick Loessberg, Director of Planning & Development
      Phillip Vasquez, Purchasing Director
      Virginia Porter, Auditor
      Irvin Hicks, M/WBE Coordinator
      Bonner Associates
                                     November 18,2003




                                    MISCELLANEOUS


1)   DISTRICT COURT ADMINISTRATION - Texas Wesleyan University School of Law
     request approval for use of 10 courtrooms in the Frank Crowley Courts Building for Final
     Trials on Saturday, November 22, 2003 from 8:00 a.m. Until 1:00 p.m.

2)   SECURITY & EMERGENCY MANAGEMENT - requests the Commissioners Court to
     accept an honorarium, in the amount of$100 on behalfofDallas County's Office ofSecurity
     and Emergency Management and approve the deposit of such funds in the department's
     D.D.A. account.

3)   COMMUNICATIONS AND CENTRAL SERVICES: requests authorization to update
     communication hardware. The purchase of seven VHF repeaters is necessary to .support the
     County's back up radio infrastructure. The current repeaters are at least 20 years old and have
     a partial tube type construction which is no longer supported by the manufacturer. Funding
     in the amount of $70,000 is available in 00493.0.08130.1998.0.70087 (1992 Permanent
     Improvement Bond Fund, BuildiIlgImprovements, CF1998, North Tower). Recommended
     by the Office of Budget and. Evaluation.

4)   PLANNING & DEVE.LOPMENT - requests the transfer of$105,000 from the FYOI-02
     CDBG funded Sandbranch Improvement project to FYO 1-02 CDBG funded Crockrell Hill
     Water Main Project with the stipulation that funds would be reimbursed to Sandbranch from
     Cockrell Hill's FY03-04 allocation.
                      (COURT ORDER ON FORMAL AGENDA)

5)   ADMINISTRATION

     a)     requests approval to replace a $100 shortage for the North Truancy Court. The
            County Auditor (Refer.to Information Item No. 5a) identified the County's General
            Fund, Countywide Self Insurance, Claims Against County, 2004 Budget;
            00120.9910.07560.2004, as a funding source. The County Auditor acknowledges
            that this is an appropriate resolution of this matter.

     b)     requests approval to retain legal services (Paul Fulbright) and consultanLservices
            (Bill Saffren) to assist in the renegotiation of Dallas County's Master Services
            Agreement for IT Services. This opportunity is created by the pending purchase of
            Schlumberger by ATOS. Estimated cost is $50,000 with funding from the
                                                 86


             Countywide Major Technology Fund. Formal Service Agreements will be developed
             for the Court's formal approvaL



                                   TRAVEL REQUESTS


6)    PUBLIC WORKS - requests approval for Craig Marek to attend and participate in the
      "Managing the Consulting Process-course 303" offered by the International Right-of-Way
      Association (IRWA) in Fort Worth, Texas on December 7 - 8, 2003: $445.00 is available in
      General Fund, Public Works, Conference/Staff Development Account, FY Budget 2004,
      (00120.2010.2050.2004)

7)    INSTITUTE OF FORENSIC SCIENCE - request approval for:

      a)     Dr. Timothy Sliter, to attend the CaDIS Sof,l:ware Training Class in Vienna, VA on
             November 30 - December 5,2003 at no cost to Dallas County.


                      EXCEPTION TO TRAVEL REQUESTS
           UNLESS SPECIFICALLY OBJECTED TO, ALL ITEMS PRESENTED
              AS EXCEPTIONS ARE CONSIDERED TO BE APPROVED

      b)     Chris Heartsill, Monica Lopez, Mike Ruff, Justin Schwane, Elizabeth Zbranek-Taylor,
             & Karin Hendly to attend the Southwestern Association of in Austin, Texas on
             November 6 - 8, 2003: $1816 is available in General Fund, Forensics, Crime Lab
             Department, Conference Training Account, FY Budget 2004,
             (00120.3311.04210.2004)

      c)     Matt Lambing, Kenny Reine, Anne Weaver, & Lori Fuller to attend southwestern
             Association of Forensic Sciences Training Conference including training in analysis
             of plant material, clandestine labs, anhydrous ammonia analysis, GHB analysis, and
             expert testimony in Fort Worth, Texas on November 3 - 6,2003: $902 is available in
             General Fund, Forensics, Crime Lab Department, Conference Training Account, FY
             Budget 2004, (00120.3311.04210.2004)




                              MISCELLANEOUS EQUIPMENT
(1)   DEPARTMENT:                  4470    Criminal District Court Manager
      ITEMS:                               Printer
      ESTIMATED COST:                      $400
      FUNDING SOURCE:                      D.D.A.
                                     187



      EXPENDITURE SOURCE:          00120.4470.02090.2004 (General Fund, Criminal
                                   District Court Manager, Property lessthan $5,000)
      PROPOSED ACTION:             The Criminal District Court Manager requests
                                   authorization to purchase one laser jet printer for the
                                   office. Recommended by MIS ProjectDirector.

(2)   DEPARTMENT:         4883     JP Collections Center
      ITEMS:                        I - Refrigerator
      ESTIMATED COST:              $500
      FUNDING SOURCE:              D.D.A.
      EXPENDITURE SOURCE:          00120.4883.02090.2004 (General Fund, JP Collection
                                   Center Department, Property under $5,000 FY2004)
      PROPOSED ACTION:             The JP Collections Center is requesting to purchase a
                                   refrigerator. The Commissioners Court Administrator
                                   has agreed to provide $500 to the JP Collections
                                   Center to assist in the purchase of this item. The
                                   requested equipment will be utilized for court staff at
                                   the north location. Recommended by Office ofBudget
                                   & Evaluation.

(3)   DEPARTMENT:           1035   Tax Assessor/Collector
      ITEMS:                       1 - Nokia 2260 Cell Phone ($0)
                                   1 - Cigarette Lighter Adapter
                                   Monthly Recurring Rate Plan ($9. 99/month)
                                   Air time (200 minutes/month) ($264)
      ESTIMATED COST:              $397.84
      FUNDING SOURCE:              Within Budget
      EXPENDITURE SOURCE:          00120.1035.07213.2004 (General Fund, Tax
                                   Assessor/Collector, Cellular Phones, FY2004)
      PROPOSED ACTION:             The Tax Assessor/Collector requests authorization to
                                   purchase a cell phone for the department van.
                                   Recommended by the Communications & Central
                                   Services Director.

(4)   DEPARTMENT:         4020     District Clerk
      ITEMS:                       1 - Modem
      ESTIMATED COST:              $60
      FUNDING SOURCE:              Within Budget
      EXPENDITURE SOURCE:          00 I20.4020.02093. 2004 (General Fund, District
                                   Clerk, Computer Hardware less than $5,000, FY2004)
      PROPOSED ACTION:             District Clerk Jim Hamlin is requesting permission to
                                   use money from his Office Supplies budget to replace
                                   a modem in the Felony Collections Section of the
                                   District Clerk's office. Recommended by the Office of
                                   Budget and Evaluation.
                                               88


(5)   DEPARTMENT:         3210           Constable Evans, Constable Precinct I
      ITEMS:                              I - MDS-4 Tabletop Tape EraserlDegausser
      ESTIMATED COST:                    $495
      FUNDING SOURCE:                    Reserves and Contingency
      EXPENDITURE SOURCE:                00120,321002090.2004 (General Fund, Constable
                                         Precinct 1, Property Less Than $5,000, FY2004)
      PROPOSED ACTION:                   Constable Evans, Constable Precinct 1, has requested
                                         1 MDS-4 Tabletop Tape EraserlDegausser. State law
                                         requires that all used video tapes must be kept for a
                                         minimum of ninety days before they can be erased and
                                         used again. In addition, state law requires that all
                                         county vehicles equipped with cameras record all
                                         activities. The purpose of the tape eraser is necessary
                                         to ensure the quality ofthe video tapes in the event of
                                         discrepancies by the officer involved in the incident.
                                         Recommended by the Office of Budget and
                                         Evaluation.

(6)   DEPARTMENT:                        Sheriff's Office, Courtesy Patrol
      ITEMS:                              15 - Nextel i58sr Cellular Phones ($10,796)
                                          15 - Vehicle Moun~ing Kit ($907)
                                          15 - Car Charger ($270)
                                          15 - Carrying Case ($270)
      ESTIMATED COST:                    $12,243
      FUNDING SOURCE:                    Within Budget
      EXPENDITURE SOURCE:                Fund 7233, Texas Department of Transportation
                                         Grant
      PROPOSED ACTION:                   The Sheriff's Office, Courtesy Patrol, has requested 15
                                         Nextel i58sr Cellular Phones and GPS capabilities.
                                         Using this phone allows the Captain to perform real
                                         time tracking and analysis of fleet operations. It also
                                         allows the Captain to locate drivers and send messages
                                         in real time. The cellular phones provide the drivers
                                         with navigation tools, messages, dispatch instructions
                                         and site addresses. Recommended by the Office of
                                         Communications and Central Services.




                            TELECOMMUNICATIONS REQUEST


      363 rd Criminal District Court D-0411002 request to install three data-line cables in
      room C 14 on the 5th floor of the FCCB to provide access to network. Installation:
      $176.25; no monthly service increase. Recommended.
Truancy Court M-0411001 request to install a multi-line phone at the Bookkeepers
desk for communications. Equipment: $38.00; Installation: $41.50; labor provided by
contract; no monthly service increase. Recommended.

Communications
M-0411011 request to perform an analysis of all PBX sites and develop technical
specifications for battery back up at each site. Installation: $1240.00; no monthly
service increase. Recommended.

M-0411012 request to install two data-line cables at the SDGC to extend the local
service demarcation point to the phone system. Installation: $117.50; no monthly
service increase. Recommended.

Funding for the above request is available from countywide Department 800, line
item 432, Telephone Contingency.

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:2
posted:1/28/2013
language:Unknown
pages:189