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HomeMy WebLinkAboutItem 2d: Professional Services Agreement with G4S Secure Solutions for Jail ServicesIncorpora tett Annual 5, I90 90 1 STAFF REPORT DATE: TO: FROM: May 15, 2012 Mayor and the Members of the City Council Robert Guthrie, Chief of Poli By: Colleen Flores, Lieutenatf .- Nancy Chik, Senior Management Analyst Police Department SUBJECT: Authorize the City Manager to Enter into a Professional Services Agreement with G4S Secure Solutions for Jail Services for a Two -Year Period, from July 1, 2012, to June 30, 2014, in an Amount Not to Exceed $488,163.88 Recommendation: Approve SUMMARY The Police Department is seeking to contract with G4S Secure Solutions for jail services to include all labor, tools, equipment, materials, and supervision necessary to provide for a safe, efficient operation of the Police Department's Type I Jail Facility. G4S Secure Solutions is a qualified firm that has the experience to provide such a service. The nearby cities that currently contract with G4S Secure Solutions for jail services are Irvine, La Habra, Whittier, Azusa, and Beverly Hills. It is recommended that the City Manager enter into a two -year contract with G4S Secure Solutions for $488,163.88 ($244,081.94 per year), with the option to renew on a year -to -year basis not to exceed three additional one -year periods. The contract amount will be reduced by not filling two vacant Community Services Officer (CSO) positions, which will decrease the contract cost for the first year to $111,446, and the second year to $105,031. By privatizing jail services, the three remaining CSO's will be reassigned throughout the Department in order to provide additional administrative support that is currently being handled by sergeants or police officers. The CSO's will provide much needed assistance in the Personnel & Training Bureau, Detective Bureau, and Community Services. Page 2 BACKGROUND The Arcadia Police Department jail is a 20 -bed "Type I Jail Facility," as described in the California Code of Regulations, Title 15. A Type 1 jail is a local detention facility where persons are held for not more than 96 hours (excluding holidays) after booking. The jail holds inmates prior to court arraignment and /or pending release on Bail, Own Recognizance, Written Promise to Appear, prisoner DNA collection, etc., as well as Pay -to -Stay inmates. Currently, the CSO's are responsible for the safety, feeding, and well -being of all inmates, and they must adhere to all applicable Minimum Standards specified by Federal and State requirements, laws and statutes, court orders, and the California Corrections Standards Authority, as related to a Type I Jail Facility. Additionally, the CSO's are responsible for the safe, consistent treatment of inmates and for the transportation of inmates to and from court. The CSO's, on average, conduct approximately 1,500 bookings a year. Bookings consist of felony, misdemeanor, and infraction arrests, including drug and alcohol related offenses. In the past, the CSO's were also assigned to parking control and as a court liaison officer. However, a reduction in staffing levels over the years due to budgetary constraints resulted in the freezing of one CSO position, decreasing the authorized strength from six to five CSO's. DISCUSSION The use of a contract company to complete bookings and jail services is becoming a common practice that many law enforcement agencies are now utilizing. This staffing will further benefit the Department by reducing the burden on patrol officers who are now called upon to provide relief for a CSO's meal break or an entire shift due to training, vacation, or sick leave. Contracting with a private company to provide staffing for jail operations will enhance operational efficiency, and the span of control will be ensured due to the fact that supervision and management of the jail will remain under the direction of Police Department personnel. In addition, public safety will be enhanced since police officers will spend less time out of service for CSO relief, thereby increasing field operational efficiency, visibility, and availability. The Department has five authorized CSO positions. Currently, one position is vacant and another position is being filled by a retired CSO working the PERS 960 plan. By utilizing a private company, the three remaining CSO's will be reassigned throughout the organization in order to provide additional administrative support. The CSO's will provide much needed assistance in the Personnel & Training Bureau, Detective Bureau, and Community Services. Page 3 The CSO that will be assigned to the Personnel & Training Bureau will assist the sergeant in the scheduling and tracking of all personnel training courses. The CSO will help ensure the Department's compliance with various State mandates regarding training of police officers, dispatchers, and reserve police officers. The increasing complexity of the law and police operations suggests the number of training hours required to maintain proficiency will continually expand, and an additional staff member is needed to help track those training mandates. Furthermore, the CSO will be the key administrator for the Department's new Career Development Program, wherein comprehensive training programs will be instituted to develop police personnel, from police cadets to police chief, to become better educated and trained for future career advancement. Currently, a detective is performing the duties of a court liaison officer, and one of the CSO's will be transferred back into that capacity. A CSO was assigned as a court officer for many years in the past; however, staffing shortages made it necessary to move the CSO to jail operations. The court liaison officer files all criminal cases with the court and tracks the status of cases moving through the criminal justice system. The court officer is also responsible for all subpoenas and maintains the court calendar. The CSO will free up a sworn officer to assume the responsibilities of an investigator. Because of the reduced number of sworn officers due to budgetary constraints, only an administrative sergeant remains to handle Community Services, the ACTION Program, Logistical Services, Communication Services, Explorers, and the Volunteer Program. With only one staff member administering all the various programs, community outreach has suffered over the years, and will continue to suffer if nothing is changed. The third CSO will assist the sergeant by making presentations and participating at community events. The CSO will conduct station tours, school presentations, and represent the Department at special events. The CSO will also help re- implement crime prevention programs such as Neighborhood Watch and Business Watch, which were very successful programs in the past but had to be discontinued due to staffing shortages. Besides gaining the extra administrative support in three sections of the Department, privatization of jail services will also allow for greater efficiency and flexibility in staffing the Records Division by reducing the number of matron duties that are required. Having contract jailers available to perform matron duties, the Records Technicians will not be needed on a 24/7 basis. This benefit will permit more flexibility for management to consider other more efficient scheduling options. Two companies responded to the City's Request for Proposal (RFP) for jail services. G4S Secure Solutions presented a bid of $244,081.94 per year, and GEO Group, Inc. submitted a bid of $458,338 per year. The proposal from GEO Group is cost prohibitive, so it is recommended that the contract be awarded to G4S Secure Solutions. The annual contract cost of $244,081.94 from G4S will be reduced by not filling the two CSO positions at a cost savings of $132,636 the first year. For the second contract yE,Ar, the cost savings by not filling the two CSO positions will be $139,051 due to step in -:ceases Therefore, the net contract cost for the first year will be $111,446; the send year's net contract cost will be $105,031. With the salary and benefits savings of. he two positions, the actual two-year contract amount will be $216,477. CAS Secure Solutions will be responsible for recruitment, background checks, training, cheduling, discipline, termination, and uniforms for their personnel. In terms of experience, G4S has contracted with the City of Irvine for 21 years, La Habra for 12 years, Whittier for 6 years, Azusa for 12 years, and Beverly Hills for 5 years. G4S Secure Solutions has also contracted with the Department of Homeland Security for U.S. Customs and Border Protection for five years. Based on the contract cost and scope of experience, G4S Secure Solutions is the most qualified to provide the best service to the Department, and it is recommended that the City Manager enter into a two-year professional services agreement, with the option to renew on a year-to-year basis not to exceed three additional one-year periods. FISCAL IMPACT The City's financial obligation for a two-year contract will be $488,163.88; however, by not filling two CSO positions, the amount will be reduced by $271,687. The net two- year contract cost for G4S Secure Solutions will be $216,477 ($111,446 for the first year and $105,031 for the second year). RECOMMENDATION Authorize the City Manager to enter into a Professional Services Agreement with G4S Secure Solutions for Jail Services for a two-year period, from July 1, 2012, to June 30, 2014, in an amount not to exceed $488,163.88 (a net cost of $216,477). Approved: Dominic Lazza , City Manager