20100914_m


		COUNTY OF SAN MATEO Inter-Departmental Correspondence Sheriff’s Office

DATE:			September 2, 2010
BOARD MEETING DATE:			September 14, 2010
SPECIAL NOTICE/HEARING:			None
VOTE REQUIRED:			Majority

TO:		Honorable Board of Supervisors
FROM:		Greg Munks, Sheriff
SUBJECT:		Agreement with the Service League of San Mateo County

RECOMMENDATION:
Adopt a Resolution:
A.	Waiving the Request for Proposals (RFP) process;
B.	Authorizing the President of the Board to execute an Agreement with the Service League of San Mateo County for inmate services within the County’s correctional facilities, in an amount not-to-exceed $625,405, for a one (1) year term commencing July 1, 2010 to June 30, 2011; and
C.	Authorizing the Sheriff or Sheriff’s designee to execute amendments and minor modifications to this Agreement not to exceed an aggregate of $25,000 and/or modify the agreement term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

BACKGROUND:
The Inmate Welfare Trust Fund has been set up under California Penal Code §4025, which provides that the Sheriff may operate a commissary in the jail, and that profits shall be deposited into an Inmate Welfare Trust Fund. Section 4025 also provides that a refund, rebate, or commission received from a telephone company for inmates’ use of telephones shall be deposited into the Inmate Welfare Fund. The fund may only be used primarily for the benefit, education, and welfare of the inmates, and maintenance of county jail facilities, which includes the cost of operating programs to benefit the inmates, including, but not limited to, education, drug and alcohol treatment, welfare, library, accounting, and other programs deemed appropriate by the Sheriff. A committee consisting of the Assistant Sheriff, Captain of the Sheriff’s Corrections Division and a Community Representative oversees the Inmate Welfare Trust Fund operation. Each year the committee receives proposals from service providers outlining their funding requests. The committee makes recommendations for award of contracts, most of which (because of the dollar amount) come before this Board of Supervisors for approval.

DISCUSSION:

The Service League of San Mateo County provides direct services to inmates such as education, jail orientation, counseling, referrals, jury trial clothing, childcare, travel fare for released inmates, Spanish language services, various denominational chaplaincy services, etc.

The Service League also provides indirect services consisting of training and guidance for volunteers who interact with inmates and handle their requests, as well as build supportive networks with departments, agencies, and substance abuse treatment programs.

The County has contracted with the Service League for these services since 1989. The Service League has a unique ability to provide services to inmates by utilizing volunteers and community professionals at a reasonable cost. Therefore, it is in the best interest of the County to waive the RFP process and continue to contract with the Service League on the basis of being a sole source provider in the County of San Mateo.

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.

Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met. County Counsel has reviewed and approved the Resolution and Agreement as to form.

Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by providing educational programs and services to inmates in order to promote personal growth and development as well as seek worthy goals upon their release.

PERFORMANCE MEASURES:

Measure

FY 2009-10
Actual

FY 2010-11
Projected

Number of volunteer hours provided for inmate services

31,372

32,000

Total average daily population managed at the Maguire Correctional Facility

916

970

FISCAL IMPACT:

The proposed Agreement is for a one-year term commencing July 1, 2010 through June 30, 2011, and for an amount not to exceed $625,405. Unlike previous years, funding for this contract will not solely be from the Inmate Welfare Fund (IWF). Due to a decline in FY 2009-10 IWF revenue, the awarded amount by the IWF Committee for the FY 2010-11 Service League contract was reduced by 25% to $469,054. In order to maintain the level of services provided in FY 2009-10 and to prevent jeopardizing the diverse needs of the inmates and their families, the balance of $156,351 will be funded through the Sheriff’s Office General Fund (Reserves) and will be appropriated through the September revision process.


DISCUSSION:
The Service League of San Mateo County provides direct services to inmates such as education, jail orientation, counseling, referrals, jury trial clothing, childcare, travel fare for released inmates, Spanish language services, various denominational chaplaincy services, etc. The Service League also provides indirect services consisting of training and guidance for volunteers who interact with inmates and handle their requests, as well as build supportive networks with departments, agencies, and substance abuse treatment programs. The County has contracted with the Service League for these services since 1989. The Service League has a unique ability to provide services to inmates by utilizing volunteers and community professionals at a reasonable cost. Therefore, it is in the best interest of the County to waive the RFP process and continue to contract with the Service League on the basis of being a sole source provider in the County of San Mateo. 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. Risk Management has reviewed the Contractor’s insurance certificate to ensure requirements are met. County Counsel has reviewed and approved the Resolution and Agreement as to form. Approval of this Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by providing educational programs and services to inmates in order to promote personal growth and development as well as seek worthy goals upon their release.

PERFORMANCE MEASURES:
Measure	FY 2009-10 Actual	FY 2010-11 Projected
Number of volunteer hours provided for inmate services	31,372	32,000
Total average daily population managed at the Maguire Correctional Facility	916	970

FISCAL IMPACT:
The proposed Agreement is for a one-year term commencing July 1, 2010 through June 30, 2011, and for an amount not to exceed $625,405. Unlike previous years, funding for this contract will not solely be from the Inmate Welfare Fund (IWF). Due to a decline in FY 2009-10 IWF revenue, the awarded amount by the IWF Committee for the FY 2010-11 Service League contract was reduced by 25% to $469,054. In order to maintain the level of services provided in FY 2009-10 and to prevent jeopardizing the diverse needs of the inmates and their families, the balance of $156,351 will be funded through the Sheriff’s Office General Fund (Reserves) and will be appropriated through the September revision process.

COUNTY OF SAN MATEO

Inter-Departmental Correspondence