Title
a. Authorize and direct the County Administrative Office to incorporate in the Sheriff-Coroner’s FY 2024-25 Budget (001-2300-SHE003-8238) additional appropriations of $191,657 and a corresponding transfer from Building Improvement and Replacement Fund 478-1050-CAO047-8539 (4/5 vote required); and
b. Authorize the Contracts and Purchasing Officer or their designee to execute an agreement with Marathon Engineering, in the amount of $191,657, for safety cell refurbishing, for the term July 1, 2024 through June 30, 2026.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize and direct the County Administrative Office to incorporate in the Sheriff-Coroner’s FY 2024-25 Budget (001-2300-SHE003-8238) additional appropriations of $191,657 and a corresponding transfer from Building Improvement and Replacement Fund 478-1050-CAO047-8539 (4/5 vote required); and
b. Authorize the Contracts and Purchasing Officer or their designee to execute an agreement with Marathon Engineering, in the amount of $191,657, for safety cell refurbishing, for the term July 1, 2024 through June 30, 2026.
SUMMARY/DISCUSSION:
The Monterey County Sheriff’s Office operates the Monterey County Jail which has an average daily population of over 900 incarcerated persons. The County Jail currently has four (4) safety cells and four (4) observation cells with two (2) of these cells not able to be used in any manner due to their inhumane condition. The other six (6) cells are in a state of deteriorating condition which could lead to the inability to use them in the future. Safety and observation cells are used, within the scope of legal standards, to safely house incarcerated persons of different classifications as well as for medical and mental health needs. The safety and observations cells are lined with a specialized safety padding. The safety padding protects the incarcerated population from self-injurious behavior. Safety cells shall be used to hold only those incarcerated persons who display behavior which results in the destruction of property or reveals intent to cause physical harm to self or others.
The California Board of State and Community Corrections advised the Sheriff’s Office in FY21-22 that the safety and observation cells needed refurbishment and noted this factor in their inspection of the jail. Additionally, federal monitors assigned to monitor the County Jail pursuant to the Hernandez settlement agreement have also noted the need to refurbish these cells. The Sheriff’s Office obtained a quote for the refurbishment in the first half of FY22-23 and due to the cost that administration did not proceed. During FY23-24 the Sheriff’s Office obtained a revised quote for the refurbishment project and planned to utilize budgeted GFC allocations to complete the project. Due to expenses related to salary costs and other projects, the Sheriff’s Office was previously directed to absorb during the first half of FY23-24, but the funds planned for this project are no longer available.
The refurbishment of these cells is critical to the safety of each incarcerated person. These cells are used on a regular basis and need to be in working order at all times. Seamless construction simplifies the cleaning process and mitigates risk to the padding being damaged. The padding systems are completely non-toxic and are resistant to cuts, tears, or any abrasions. The material is fire rated and specific for detention occupancies. The material is installed by factory trained technicians.
In order to meet compliance with future California Board of State and Community Corrections inspections, the terms of the Hernandez Settlement agreement, and health inspections it is critical that these padded cells be refurbished. The only way to meet compliance is to refurbish these cells and keep our incarcerated population safe from self-harm when their coping skills may not work at that time for them.
Although only two (2) safety and observations cells are not able to be used at this time the Sheriff’s Office can achieve projected long term cost savings by completing all eight (8) cells in a single project by eliminating inflationary cost increases for the portions of the project over time. The deteriorating condition of the six (6) cells in use requires their refurbishment before they become unusable.
The Department of Public Works, Facilities & Parks (Public Works) was consulted on this project. Public Works recommended and approved the use of Fund 478-1050-CAO047-8539 as the funding source due to the emergent nature of the project.
OTHER AGENCY INVOLVEMENT:
The Department of Public Works, Facilities & Parks supports this Project. The Office of County Counsel has reviewed and advised on this Agreement as to legal form. The Auditor-Controller has reviewed and approved the Agreement as to fiscal provisions. The Budget Committee and Capital Improvement Committee supported this request at their March 28, 2024, meeting and May 13, 2024, meeting, respectively.
FINANCING:
The Sheriff’s Office is asking support from the Board of Supervisors for additional appropriations to be incorporated in in the budget for next FY 2024-25 in the amount of $191,657 for the refurbishment the safety padding in all safety cells and observation cells in the County Jail financed by a transfer from Building Improvement and Replacement Fund 478-1050-CAO047-8539.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Mark a check to the related Board of Supervisors Strategic Initiatives
√_Economic Development
√_Administration
__Health & Human Services
√_Infrastructure
√_Public Safety
Prepared by: Arthur Curtright, Management Analyst, ext. #3708
Reviewed by: Garrett Sanders, Chief Deputy, ext. #3887
Reviewed by: Keith Boyd, Undersheriff, ext. #3859
Approved by: Tina Nieto, Sheriff/Coroner, ext. #3750
Attachments:
Board Report
Standard Agreement
Sole Source
Exhibit A_Scope
Exhibit B_Quotes
Resolution