COUNTY OF SAN MATEO

Inter-Departmental Correspondence

SHERIFF’S OFFICE

DATE:

BOARD MEETING DATE:

July 11, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Sheriff Don Horsley

SUBJECT:

Agreement with DMJM H&N to conduct a Needs Assessment for the Maple Street Correctional Facilities.

RECOMMENDATION:

Adopt a Resolution authorizing:

1.

the President of the Board to execute an Agreement with DMJM H&N for completion of a Needs Assessment for the Maple Street Correctional Facilities including the Women’s Correctional Center.

2.

the Sheriff to approve subsequent amendments and minor modifications to the executed Agreement, provided they can be made without an increase in the total project amount.

VISION ALIGNMENT:

Implementation of this project accomplishes one of the major goals identified and approved in the last three year’s of the Sheriff’s Office OBM Budget and Management Plan, and aligns with Vision 2010 Commitment No. 7 – protect and enhance the public safety of all residents and visitors; as well as Commitment Nos. 20 and 22, related to considered, effective decision making and multi-jurisdictional strategic approaches to critical issues. It is anticipated that Redwood City will play a key partnership role with the County as we possibly improve the current location or search for an alternative location.

BACKGROUND:

The buildings that comprise the Maple Street Correctional Facilities have long been identified as in need of extensive renovation or replacement. The Women’s Correctional Center was constructed in 1980. It is rated by the State of California to house only 84 inmates, and yet its average daily population is now at about 140. The lack of programmatic space in the Center further hinders our ability to offer meaningful programs or visiting for the female inmates and their children. The other buildings that comprise the Maple Street Correctional Facilities include the Sheriff’s Work Program and Electronic Monitoring Program, the Medium Security Transitional Facility and a building leased to house a local homeless population. These facilities are also inadequate and in need of improvements.

In addition to shortcomings with the buildings themselves, the entire area surrounding these facilities is deteriorating. The property regularly floods and the surrounding infrastructure is clearly inadequate. The property is isolated and lacks proper drainage, safe roads and is not transit accessible.

DISCUSSION:

At the FY 2005-06 Budget Hearings, your Board approved the plan and funding for a Needs Assessment and Preliminary Program Design for upgrading and/or replacement of the current Maple Street facilities. A working subcommittee was formed in August, 2005, and an RFP was released in March, 2006.

A total of 32 RFP’s were sent out to prospective firms, and from the seven respondents, the RFP Selection Committee has recommended the firm of DMJM H&N as the respondent offering the County the best work product, experience and value for this project. DMJM has extensive experience in needs assessment and design development for both county and state correctional facilities, and has successfully designed facilities for sites with challenging physical characteristics and limitations, such as exist at the Maple Street site.

The Needs Assessment is the first step towards the ultimate goal of remodeling or replacing the current outmoded Maple Street correctional facilities, in particular the Women’s Correctional Center. It will address all of the critical issues that impact the County’s ability to deliver appropriate care and custody to the inmate population, including but not limited to the location of the facility, size of the buildings, programmatic needs, family and children visiting areas, infrastructure improvements, inmate profile data, staffing recommendations, office requirements, preliminary budget estimates, possible relocation issues, design guidelines, project management and benchmark identification. All work is anticipated to be completed within a 6 month timeline from date of commencement.

The contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits. The Agreement has been approved as to form by County Counsel.

FISCAL IMPACT:

The total contract obligation with DMJM H&N is $121,690, which is itemized as follows:

Phase I- Needs Assessment

$41,220.00

Phase II- Program Plan/Site Evaluation

$45,020.00

Phase III- Conceptual Design

$14,660.00

Phase IV- Implementation Plan

$20,790.00

CONTRACT TOTAL

$121,690.00

Agreement Contingency Funds

$8,310.00

PROJECT TOTAL

$130,000.00

The maximum cost for this project if all contingency funds were to be used, is $130,000. The contingency funds may be used only at the discretion of the County. The contingency may be used to pay DMJM H&N for any unknown or unforeseen work or additional tasks requested by the County after the work is begun.

Funding of $100,000 for the study was included within the Special Studies appropriation of the FY 2005-06 Non-Departmental Budget, and will be re-appropriated for FY 2006-07 and increased by $30,000, for a total of $130,000.

cc:

D. Penny Bennett, Deputy County Counsel

Sheriff’s RFP Evaluation Committee members

RFP Summary Table

1. General Description of RFP

Proposals were solicited for jail planning consultants to evaluate the Maple Street Correctional Facilities, including the Women’s Correctional Center. Scope of services included factors contributing to the demand for jail beds, programming needs for female inmates, forecast growth of the female inmate population, evaluation of all of the buildings comprising the Maple Street Correctional Facilities, joint planning with Redwood City and other issues.

2. Key evaluation criteria

1) Approach to Study / Firm Philosophy and Professional Values

2) Experience in Completion of Jail Needs Assessments and Design Studies

3) Project Description, Milestones and Deliverables

4) Organizational Capacity of the Firm to Handle the Project

5) Project Costing and Staff Hours

3. Advertisement and circulation of RFP

The RFP was sent directly to a list of 32 jail planners and consultants compiled by Sheriff’s staff and other county departments. Additionally, the RFP was posted on the county website. The RFP was also advertised in the San Francisco Chronicle Sunday classified section for 3/12/06.

4. Total number of RFP’s sent to prospective proposers

32 RFP’s were mailed out to professional firms

5. Number of proposals received

7 proposals were received from DMJM H&N, Jay Farbstein and Associates, KMD Justice, Rosser International, DLR Group, The Institute for Law & Policy Planning and Carter Goble and Lee.

6. Evaluation Committee

An evaluation committee consisting of both Sheriff’s office and County Manager’s office employees evaluated all seven proposals. The evaluation committee created a short list for formal interviews that included DMJM H&N, Farbstein and KMD.