COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Probation Department

 

DATE:

April 12, 2006

BOARD MEETING DATE:

May 2, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors

FROM:

Loren Buddress, Chief Probation Officer

SUBJECT:

Approve an Agreement with Voorhis Associates, Inc. to provide consultant services relating to the new Youth Services Center

 

RECOMMENDATION:

    A. Resolution:

    1. Waiving the Request for Proposal process

    2. Authorizing an agreement with Voorhis Associates, Inc. to provide Policy and Procedure Development and Documentation, Youth Services Center Staff Training, and Transition and Move-In Assistance, for the term of September 1, 2005 through December 31, 2006, in the amount not to exceed $326,943;

    Approve an Appropriation Transfer Request (ATR) in the amount of $201,943 to move money within the Probation Department Budget.

 

VISION ALIGNMENT:

Commitment: Provide effective programs that help at risk-youth, help children grow up in healthy and safe homes and neighborhoods, maintain public safety, and involve effective collaborations and strategic approaches to issues in the County.

 

Goal(s): 6, 7, 8 and 22. This Agreement will result in the preparation of operational manuals in compliance with State mandates and trained staff that will be prepared to effectively operate the new facilities. Doing so will ensure that this County provides a safe, secure, humane, and effective detention facility for the at-risk youth of San Mateo County. In addition, effective transition and move-in plans will facilitate the communication and cooperation of the many County collaborators in the Youth Services Center in order to provide the best care and approaches to issues affecting the youth of San Mateo County.

BACKGROUND:

Since August of 2002 the County has utilized the services of Voorhis Associates throughout the conception, planning, design and construction stages of the Youth Services Center to develop a needs assessment, a master staffing plan, to offer design review and transition planning, and to develop critical policy and procedures. These agreements have been executed by Real Property and total $429,524 thus far. The Probation Department, in an effort to meet the opening date deadline imposed by the grantor, has utilized the services of Voorhis Associates since September of 2005, and now wishes to obtain final planning and transition services in order to safely and efficiently open and operate the new Youth Services Center Juvenile Hall, in late September, 2006. Voorhis Associates has worked with the County and KMD Justice architects in developing and gaining final approval of the plans for the facility; has consulted regularly with the Probation Department in developing the operational programs for the new Juvenile Hall and Girls Program; has worked with the architect and all departments that will occupy the site to ensure that each agency will have the space and design plan to meet their needs; and, is providing valuable information to the Probation Department and other departments to help train staff and plan for and execute a safe and smooth transition into the Youth Services Center, including preparing for the final inspection and audit by the Corrections and Standards Authority. Whenever possible the Probation Department has utilized existing staff resources to support and coordinate the services required by the construction of the new facility.

 

DISCUSSION:

As the construction of the Youth Services Center reaches final completion, it is necessary that all of the policies, procedures and training manuals pursuant to Title 15 and Title 24 mandated by the State of California Corrections Standards Authority (CSA, formerly the Board of Corrections) be completed and approved. Probation Department staff, however, has neither the extra time nor the expertise to complete this aspect of the project. In addition, staff must be trained in operations for the Youth Services Center, and it is vital that one designated coordinator be assigned the task of transitioning services from the old Juvenile Hall to the new facility. Prior Agreements with Voorhis Associates have been funded out of the Youth Services Center Project Budget. This Agreement will be funded by the Probation Department to meet department needs for a successful transition and opening of the new facilities. Based upon our previous work with Voorhis Associates, which has assisted in the planning, design, and opening of more than 50 correctional institutions, we recommend the Board waive the RFP process and approve an Agreement with Voorhis Associates in the amount of $326,943. Detailed information about the services Voorhis Associates will provide is found in Attachment A.

 

FISCAL IMPACT:

This Agreement will be funded by the Probation Department. A portion of the funds will come from unexpended funds for departmental contracts, with the remainder coming from departmental reserves and unexpended Intrafund Transfer appropriation. There is no new Net County Cost impact associated with this action. This agreement will bring the total paid to Voorhis Associates to $756,467 for consulting services related to the Youth Services Center.

Attachment A

Voorhis and Associates will provide technical assistance specifically to 1) policy and procedure development and documentation, 2) curriculum development and staff training, and 3) transition and move in assistance to ensure the safe and efficient operation of the new Juvenile Hall:

I. Policy and Procedure Development and Documentation ($211,803)

In order to ensure compliance with the Corrections Standards Authority requirements for opening and operating a new juvenile facility 250 new or rewritten policies and procedures with related forms and operational post orders need to be developed. The Probation Department Juvenile Hall staff does not have experience in writing uniform policies and procedures according to the required standards. Mr. Milosovich will train staff to draft policies and procedures, which he will then review and modify as required. He will provide guidance and expertise in developing procedures that will limit liability for the County through its operations. Mr. Milosovich will also draft specialized policies. Probation staff have made progress in writing the policies and procedures; however Voorhis Associates, and specifically Mr. Milosovich’s expertise, are needed at this juncture to complete the development of the policies and procedures.

 

II. Curriculum Development and Staff Training ($40,214)

Voorhis Associates will develop the training curriculum and teaching materials to enable the Probation Department to provide training to its 120 staff members who will operate the new facility. There are no other local trainers who have the expertise, experience, or project familiarity to perform this function. Mr. Milosovich will identify key operational functions and provide training both to management and line staff. The Probation Department has not had the depth in staffing to relieve those few managers who have the knowledge and experience to develop the required curriculum, and is not able to coordinate the staff training that will ensure a smooth transition to the new facility.

 

III. Transition and Move-In Assistance ($74,926)

As the current Juvenile Hall facilities are transitioned to the new facility, one overseer will need to coordinate the movement of juveniles, food services production, medical services, as well as coordinate the movements of the Court and the Probation Department Staff. Once again, the Probation Department does not have the depth in staffing to relieve those few managers who have the knowledge and experience to accomplish this task. Regarding food delivery and medical services it will mean providing services to youth in both the old and new facilities for a certain period of time during the transition period. Mr. Milosovich will troubleshoot existing systems and develop processes and procedures that will enable a smooth and efficient transition. He will also review security and construction plans for safety and security viability as well.

 

The agreement includes all provisions that are required by county ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, equal benefits and a contractor jury service policy.