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Approve 19 Sheriff’s Office expenditure contracts and amendments totaling $28,768,821 and 8 revenue contracts, memorandum of agreements and amendments effective July 1, 2017; Delegate authority to the County Administrator to execute the contracts and amendments, pending County Counsel concurrence, and any future amendments that remain within budgeted appropriations up to 20% of the total contract amount not to exceed $50,000; Authorize the Solano County Sheriff-Coroner or his designee to execute any amendments which are technical or administrative in nature; and Delegate authority to the County Administrator to authorize grant submissions in excess of $50,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff-Coroner recommends the Board of Supervisors:
1. Approve 19 Sheriff’s Office expenditure contracts and contract amendments totaling $28,768,821 and 8 revenue contracts, memorandum of agreements and amendments effective July 1, 2017;
2. Delegate authority to the County Administrator execute the contracts and amendments, pending County Counsel concurrence; and any future amendments that remain within budgeted appropriations up to 20% of the total contract amount not to exceed $50,000;
3. Authorize the Solano County Sheriff-Coroner or his designee to execute any amendments which are technical or administrative in nature; and
4. Delegate authority to the County Administrator to authorize grant submissions in excess of $50,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects.
SUMMARY:
The contracts, Memorandum of Agreements (MOAs), and amendments, which are further delineated in Attachment A, represent routine departmental services that equal or exceed $50,000 in compensation, requiring Board approval to continue in accordance with the County Purchasing and Contracting Policy Manual. The 19 expenditure contracts and contract amendments, 8 revenue contracts/MOAs and amendments are needed to support jail, law enforcement, coroner and animal care operations. The total combined increase for the annual and multi-year expenditure contracts and contract amendments is $28,768,821 (Attachment B); The FY2017/18 cost of the expenditure contracts and contract amendments is $14,961,126.
FINANCIAL IMPACT:
The FY2017/18 Recommended Budget for the Sheriff’s Office operating budget, the Animal Care Services budget, and the Inmate Welfare Fund budget includes sufficient appropriations to cover the anticipated $14,961,126 cost for the 19 expenditure contracts and contract amendments. These contracts and amendments would be funded as follows: $10,192,550 in General Fund monies; $576,602 in California Public Safety Realignment funds; $889,491 County Fees, Contract Services or Other Funds; and $3,302,483 in Proposition 172 Public Safety Sales Tax revenues. The County’s Standard Contract allows for the County to terminate or amend a contract in the event that funding becomes unavailable to the County during the term of the contract.
DISCUSSION:
The Sheriff-Coroner is responsible for providing public safety services in the County, which includes patrol, crime investigations, custody of adult offenders, autopsies, death investigations, and indigent burial. The Sheriff-Coroner also oversees the operations of Animal Care Services. The 19 expenditure contracts and contract amendments, 8 revenue contracts/MOAs and amendments are needed to support custody, law enforcement, coroner and animal care operations. The new contracts and MOAs contain no significant changes from the prior contracts and MOAs. The amendments contain no significant changes to their respective contracts. The amendments merely extend the current respective contracts for up to two additional years, increase the total compensation to reflect FY2017/18 projected expenditures, and where applicable, include a FY2017/18 program budget. Below is a brief description of some of the most significant contracts. The full details and links to all the contracts can be found in attachment A.
CA Superior Courts
The Sheriff is responsible to provide the Solano County Superior Court with building and perimeter security services funded by Public Safety Realignment funds and the Solano County Superior Courts. Revenue from Court security is anticipated to decrease due to the completion of one-time renovation projects at the Fairfield and Vallejo Courthouses. The new MOA provides for continued security services.
Solano Community College District (Proposed)
Under an MOA, the Sheriff is responsible for providing campus law enforcement services to the main campus and all satellite locations. Additionally, the Sheriff provides other services including administering first aid to injured students, assisting with vehicle problems, parking enforcement, participating in various administrative proceedings and disciplinary matters, patrolling the campuses for safety hazards, supervising cadet personnel, providing student escort services and assisting with emergency response planning and preparedness. The new MOA provides for continued campus law enforcement services. The proposed MOA is scheduled to be approved by the District Board at their June 21st meeting.
Aramark Correctional Services (Proposed)
Aramark Correctional Services (Aramark) was awarded a contract resulting from an RFP to provide commissary services to the adult inmates effective July 1, 2017. Additionally, Aramark must provide the County with an inmate accounting system which establishes inmate accounts, records purchase and replenishment transactions, and interfaces with the current jail management system. The Sheriff’s Office has negotiated the contract with Aramark, the proposed contract has been reviewed by County Counsel, and is currently under review by Aramark’s attorneys. The Sheriff’s Office does not expect any significant changes from the proposed contract.
California Forensic Medical Group
The County is responsible under Title 15 of the California Code of Regulations with providing medical, mental health, and dental services to adult inmates detained in its detention facilities. California Forensic Medical Group (CFMG) provides medical, mental health, and dental services to approximately 1,050 adult inmates. CFMG performs mandated medical and mental health examinations, addresses routine medical, mental health and dental issues on site, referring adult inmates with medical or dental emergencies to local hospitals and dental providers, and coordinating mental health emergencies with County Health. The two-year contract amendment provides for continued vital, state mandated services and is necessary to maintain the health of those adult inmates under the County’s care.
Aramark Correctional Services
The County is responsible under Title 15 of the California Code of Regulations with feeding adult inmates detained in its adult detention facilities. Aramark Correctional Services provides food service and management oversight to the County adult detention facilities. The two-year contract amendment provides for continued mandated services and is necessary to provide nutritious, basic meals to adult inmates entrusted to County care.
Behavioral Interventions
The Courts sentence some offenders to be placed in the Sheriff’s Alternative To Custody (ATC) program under electronic monitoring terms, and the Sheriff transitions selected low-risk inmates to ATC. Behavioral Interventions (BI) provides electronic monitoring and breath alcohol testing and monitoring equipment along with monitoring services. BI offers both continuous-signaling, traditional radio-frequency, and global positioning system electronic monitoring services. The two-year contract amendment provides for continued electronic monitoring and breath alcohol testing and monitoring services and is necessary to hold offenders accountable to their terms and conditions and to meet California’s State requirements of monitoring certain California registered sex offenders.
Anka Behavioral
Anka Behavioral Health provides substance abuse counseling services to selected adult inmates. Anka Behavioral Health performs substance abuse assessments and provides case management activities, individual and group substance abuse treatment, anger management counseling, parenting classes, and reentry assistance. The contract amendment provides for continued substance abuse counseling services and is necessary to combat recidivism.
Allied Universal (formerly Universal Protection Services)
The Sheriff contracts with the Courts to provide the Courts with bailiff and perimeter security services, and with other county departments such as Health and Social Services, Probation, General Services and the Library; however, the Sheriff currently does not have adequate staffing and must contract with a third party service provider to maintain services. Allied Universal provides the Sheriff with unarmed security guard services to man the Fairfield and Vallejo Court building entrances and other locations as needed. The contract amendment provides for continued security guard services and is necessary to meet service requirements. The Sheriff’s long-range plans include hiring additional Sheriff Security Officers to phase out this contract.
Delegate authority to the County Administrator to authorize grant submissions over $50,000 to secure funding to maintain existing programs and projects
The Sheriff seeks State, Federal, and private grants to support and maintain or restore existing programs and services. In general, grant announcements are issued with short timelines for submission. Delegating authority to approve submission of grant applications to the CAO will allow for maximum flexibility in applying for additional funding, allow for timely grant submission, and help maintain client services. If the grant is awarded, the Sheriff will return to the Board for appropriation of any additional grant funding received.
ALTERNATIVES:
The Board of Supervisors could choose:
1. Not to approve some or all of the contracts, MOAs and amendments; however, this alternative is not recommended as the Sheriff’s Office is not staffed or trained to provide these services and may result in an interruption of vital and/or mandated services provided to the Sheriff’s Office; and/or
2. To address some or all of these contracts individually; however, this alternative is not warranted as these services are ongoing and routine in nature and are essentially unchanged from year to year and would require the Sheriff’s Office to present individual board agenda items; and/or
3. Not to authorize the Sheriff-Coroner to approve and execute any additional contract amendments; however, this alternative is not practical as it would require the Sheriff’s Office to request Board approval for routine matters such as minor technical changes. Historically, the Board has granted the Sheriff-Coroner and other department heads authority over these responsibilities.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the contracts/MOAs and contract amendments as to form. Human Resources has approved the insurance provisions, and where applicable the hourly provisions for contract employees.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION