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Approve 15 Sheriff’s Office expenditure contracts and contract amendments totaling $19,606,203 effective July 1, 2024; Approve three annual revenue memorandums of agreement and contracts amendments effective July 1, 2024; Delegate authority to the County Administrator, pending County Counsel concurrence, to execute the contracts and amendments, including those waiting for final execution by the vendor, and any subsequent amendments up to an annual aggregate of $74,999; Delegate authority to the County Administrator, pending County Counsel concurrence, to execute revenue contracts for Board-approved services provided by the Sheriff’s Office to other county departments and/or local agencies, including those waiting for final execution by the vendor; Authorize the Sheriff or his designee to execute any subsequent amendments which are technical or administrative in nature and have no fiscal impact; and Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 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 15 Sheriff’s Office annual and multi-year expenditure contracts and contract amendments totaling $19,606,203 effective July 1, 2024;
2. Approve three annual revenue memorandums of agreement and contracts amendments effective July 1, 2024;
3. Delegate authority to the County Administrator, pending County Counsel concurrence, to execute the contracts and amendments, including those waiting for final execution by the vendor, and any subsequent amendments up to an annual aggregate of $74,999;
4. Delegate authority to the County Administrator, pending County Counsel concurrence, to execute revenue contracts for Board-approved services provided by the Sheriff’s Office to other county departments and/or local agencies, including those waiting for final execution by the vendor;
5. Authorize the Sheriff or his designee to execute any subsequent contract amendments that are administrative or technical in nature and have no fiscal impact; and
6. Delegate authority to the County Administrator to authorize grant submissions in excess of $75,000 in order to secure funding to maintain and/or restore service levels for existing programs and projects.
SUMMARY:
The Sheriff’s Office submits a master list of annual contracts and amendments, which are delineated in Attachment A and in the Discussion section herein, represent routine department services that exceed $74,999 annual compensation requiring Board approval to continue in accordance with the County Purchasing and Contracting Policy Manual. The total amount for FY2024/25 is $19,606,203 in expenditures with a combined contract maximum amount of $77,443,224.
FINANCIAL IMPACT:
The expenditure contracts and amendments totaling $19,606,203 are funded with a combination of $14,468,369 in General Fund monies; $339,986 in Grant Funds; $626,624 in California Public Safety Realignment funds; $553,693 County Fees, Contract Services or Other Funds; and $3,617,531 in Proposition 172 Public Safety Sales Tax revenues. The Sheriff’s Office, Animal Care Services, and the Inmate Welfare Fund FY2024/25 Recommended Budgets include sufficient appropriations to cover the anticipated contract costs. The County’s Standard Contract allows for the County to terminate or amend a contract if funding becomes unavailable during the term of the contract.
The revenue contracts and amendments fully offset departmental FY2024/25 costs to provide services.
The costs associated with preparing the agenda item are nominal and absorbed by the Sheriff’s Office FY2023/24 Working Budget.
DISCUSSION:
The 15 expenditure contracts and contract amendments, and three revenue contracts/MOAs and amendments are needed to support jail, law enforcement, coroner, and animal care operations. The new contracts and MOAs contain no significant changes from the prior contracts and MOAs and the amendments contain no significant changes from their respective contracts. The amendments extend the current respective contracts for up to two additional years, increase the total compensation to reflect FY2024/25 projected expenditures, and, where applicable, include a FY2024/25 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 and B.
Expenditure Contracts (Attachment A)
• HealthRight360 Inmate Substance Abuse and Counseling: HealthRight360 provides substance use disorder treatment to the adult inmates experiencing and/or having a history of substance use issues. The current contract will expire on June 30, 2024, and the recommended one-year extension provides for continued substance use disorder treatment services. The request for an additional year will extend the contract beyond six years. The Sheriff’s Office intends to issue an RFP in the coming year for a service provider and services that would become effective July 2025.
• Arnold Josselson, M.D., AMAR Forensics, and Jiemin Zhou, M.D.: The Sheriff-Coroner is responsible for forensic pathology services to include autopsies. Forensic pathologists are specially trained physicians who examine the bodies of people who died suddenly, unexpectedly, or violently. The forensic pathologist is responsible for determining the cause and manner of death (homicide, suicide, accidental, natural, or unknown), the identity of the victim, and the time of death. The forensic pathologist studies the medical history, evaluates crime scene evidence including witness statements, performs an autopsy to uncover evidence of injury or disease, and collects medical and trace evidence from the body for further analysis. The Sheriff’s Office maintains active contracts with four pathologists. The contract amendments provide for continued mandated forensic pathology services.
• National Medical Services, Inc. dba NMS Labs (Forensic Toxicological Services): NMS provides the Sheriff-Coroner with forensic toxicological testing of bodily fluids and tissues for the presence of drugs and substances to support determination of the cause and manner of death. The amendment will extend the term one year and reflects an increase in rates.
• Universal Protection Service, LP (Supplemental Security Guard Service): Universal Protection Service, LP provides supplemental security service during certain graveyard hours and weekends at the Solano County Government Center campus to alleviate staffing and scheduling constraints. The current contract will expire on June 30, 2024, and the recommended one-year extension provides for continued service. The request for an additional year will extend the contract beyond five years and will enable the Sheriff’s Office to issue an RFP in the coming year for a service provider and services that would become effective July 2025.
• Michael Brady (Emergency Management Instructor): The Solano County Office of Emergency Services is the primary local coordination agency for emergencies and disasters affecting residents, public infrastructures and government operations in Solano County. In order to fulfill this mandate, staff must be ready at a moment’s notice to respond to emergencies and disasters. Training is crucial to maintain this level of readiness. Michael Brady will facilitate multiple training courses for the Emergency Operations Center staff. Each course is State Certified by CalOES - California Specialized Training Institute and will be taught by two instructors. The new contract will continue to provide needed training to County staff.
• California Forensic Medical Group, Inc.: Under Title 15 of the California Code of Regulations, the County is responsible for providing medical, mental health, and dental services to adult inmates detained in its detention facilities. CFMG provides medical, mental health, and dental services to approximately 650 adult inmates. CFMG performs mandated medical and mental health examinations; assists in medical and mental health screening during the intake process; 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 oversees the Solano in-house JBCT program. The one-year amendment provides for continued vital, state mandated services and is necessary to maintain the health of those adult inmates in the County’s jails.
• Health Management Associated, Inc: Health Management Associated will provide consulting and technical assistance related to CalAIM Providing Access and Transforming Health Justice-Involved (PATH-JI) Reentry Initiatives to the County as needed during the term of this Contract.
The remaining six contract details can be found in Attachment A and are with the following vendors: Cole Pro Media (Social Media Consulting Services); Gary Elliott (Update Policies & Procedures); Laborers’ Community Service & Training Foundation (Pre-apprenticeship inmate training courses); Trinity Services Group, Inc. (Inmate food service); Fairmont Memorial Park, Inc. (Indigent Burial Services); and Nancy Ramsey, DVM (Veterinarian Services).
Revenue Contracts (Attachment B)
• Aramark Correctional Services: Aramark Correctional Services (Aramark) provides commissary services to the adult inmates. Aramark provides 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 current contract will expire on June 30, 2024, and the recommended one-year extension provides for continued commissary services. The request for an additional year will extend the contract beyond seven years. The Sheriff’s Office intends to issue an RFP in the coming year for a service provider and services that would become effective July 2025.
• California Superior Courts: The Sheriff is responsible for providing the Solano County Superior Court with courtroom and building security services funded by Public Safety Realignment funds and the Solano County Superior Courts. The cost to provide security service is anticipated to surpass the Public Safety Realignment Trial Court Security funds available in FY2024/25 requiring General Fund assistance. The current agreement will expire on June 30, 2024, and the new one-year MOA provides for continued security services.
• City of Vallejo and Humane Society of the North Bay: The Sheriff’s Office provides animal control services to the City of Vallejo and enforces all infraction and misdemeanor provisions of federal, State, and local laws to include, but not limited to, the Penal Code, Health & Safety Code, Fish & Game Code, Code of Regulations of California, Chapter 4 of the County Ordinances, and Title 7 of the City of Vallejo Municipal Code as they relate to domestic animals within the City of Vallejo. Animal Shelter Services under this agreement are provided by the Humane Society of the North Bay (HSNB). The cost of services is offset by contracted service revenue from the city. The current amended agreement will expire on June 30, 2024. The request for an additional year will extend the contract beyond nine years to June 30, 2025 and provides for an additional revenue funding to both the County and HSNB to continue to provide the city with these services.
The Sheriff is responsible for providing public safety and other services in the county, including patrol, crime investigations, custody of adult offenders, autopsies, death investigations, and indigent burial. The Sheriff also oversees the operations of Animal Care Services. The Sheriff regularly 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 the County Administrator to approve submission of grant applications over $75,000 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 the contracts, MOAs and/or amendments; however, this alternative is not recommended as the Sheriff’s Office is not staffed nor trained to provide these services, and it may result in an interruption of vital and/or mandated services provided to or by the Sheriff’s Office;
2. To address some or all these contracts individually; however, this alternative is not warranted as these services are ongoing and routine in nature and are essentially unchanged from the prior year and would require the Sheriff’s Office to present individual Board agenda items; and/or
3. Not to authorize the Sheriff or the County Administrator to approve and execute any additional contract amendments; however, this alternative is not practical as it would require the Sheriff’s Office to request additional Board approval for routine matters such as minor technical changes. Historically, the Board has granted the Sheriff and other department heads authority over these responsibilities and the County Administrator authority up to $74,999.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the contracts/MOAs and amendments not in Draft as to form. County Counsel will approve any Draft contracts/MOAs and amendments noted in Draft prior to final approval. County Counsel has approved the insurance provisions, and where applicable Human Resources has approved the hourly provisions for contract employees.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION