The County of Santa Clara
California

Fiscal/Budget Item
80480

Consider recommendations relating to the transfer of funds for various jail projects. (Facilities and Fleet Department)

Information

Department:Facilities and Fleet DepartmentSponsors:
Category:Appropriation Modification (4/5 Roll Call Vote)

Attachments

  1. Printout
  2. F85 198

Item Discussion

Possible action:
a. Approve establishment of a Capital Improvement Project relating to Main Jail North and Elmwood Americans with Disabilities Act (ADA) Assessments, Project No. 263-CP16028.
b. Approve establishment of a capital improvement project relating to Elmwood ADA Improvements, Project No. 263-CP16029.
c. Approve Request for Appropriation Modification No. 198 -$4,800,000 transferring $3,150,000 from the Reserve for Jail Capital Projects and $1,650,000 from the General Fund Contingency Reserve to the Facilities and Fleet Department budget, relating to the augmentation and funding of various Backlog and Capital Projects. (4/5 Roll Call Vote)
d. Authorize Director, Facilities and Fleet Department, or designee, to manage the design project within the terms of the consultant professional services agreement.

Body

FISCAL IMPLICATIONS

This action reallocates $3,150,000 from the Reserve for Jail Capital Projects and $1,650,000 from the General Fund Contingency Reserve to fund these necessary capital projects.

On February 9, 2016, $4,800,000 was allocated to a Reserve for Jail Capital Projects.  Below is previous funding that was taken from the Reserve for Jail Capital Projects.

Date

F85 #

Capital project

Amount

3/1/2016

162

Design phase of the Main Jail North Booking Area Reconfiguration, Capital Project 263-CP16023

$250,000

3/22/2016

186

Augmentation of Elmwood M-1 Sundeck and Medical Housing units, Capital Project 263-CP16005

$1,400,000

Amount taken from Reserve for Jail Capital Projects

 

 

$1,650,000

 

As part of this action, the Administration recommends utilizing the Reserve for Jail Capital Projects and the General Fund Contingency Reserve for the following projects, which would eliminate the remainder of the budget in the Reserve for Jail Capital Projects.

Capital project

Amount to be taken from Reserve for Jail Capital Projects

Amount to be taken from General Fund Contingency Reserve

Total amount added to project by this action

Augmentation of Capital Project  263- CP16020, Main Jail ADA Repairs

$2,250,000

$150,000

$2,400,000

Funding of Capital Project  263- CP16028, Main Jail North and Elmwood ADA Assessments

 

$500,000

$500,000

Funding of Capital Project  263- CP16029, Elmwood ADA Improvements

 

$1,000,000

$1,000,000

Augmentation of Backlog Project 263-BL16043, Repair Elmwood M3 Interior Water Damage

$900,000

 

$900,000

Total

$3,150,000

$1,650,000

$4,800,000

 

It is anticipated that future ADA projects for both the Main Jail North and the Elmwood Campus will be brought forward by the Administration to the Board for funding as a result of these assessments.

REASONS FOR RECOMMENDATION

The recommendation to transfer funds to existing Capital Project 263-CP16020 supports the on-going ADA improvements as identified by Sabot Consulting.  On December 15, 2015 (Item 21), funds in the amount of $500,000 was authorized for the establishment of Capital Project 263-CP16020 “Main Jail ADA Repairs” to facilitate immediate ADA improvements at Main Jail North and the Elmwood Correctional Facility. The initial $500,000 allocated $200,000 for immediate physical improvements, such as raising the height of an existing grab bar and $300,000 to initiate the design of the larger Main Jail North ADA improvements such as converting existing cells to ADA cells. The Facilities and Fleet Department (FAF) initiated the physical improvements through the Job Order ContractorFAF also requested proposals from a consultant to develop the designs for the Main Jail Cell conversion and assessments.

The physical improvements are currently being executed under the guidance of a California licensed Architect and Certified Access Specialist Program (CASp) consultant. It is anticipated that the transfer of $2,400,000 would be used to support the on-going Main Jail North physical repairs and designs allocated as follows:

·        $250,000 for on-going physical improvements including modifications to the existing booking counters.

·        $500,000 for on-going design tasks associated with the conversion of existing cells to ADA cells as identified in the Sabot report.

·        $1,650,000 to initiate construction of ADA cell improvements at the Main Jail North.

Establishment of project 263-CP16028 and subsequent transfer of funds to subject project supports a more comprehensive evaluation of ADA concerns at both Main Jail North and the Elmwood Correctional facility.  Sabot Consulting only identified improvements within the inmate areas of the jails and did not asses other areas including public and staff areas.

Establishment of project 263-CP16029 and subsequent transfer of funds to subject project supports the ability to initiate the immediate ADA physical improvements at the Elmwood Correctional Facility as identified in the Sabot report.  It is anticipated that the physical improvements would be executed under the guidance of a California licensed Architect and CASp (Certified Access Specialist Program) consultant.

The recommendation to transfer funds to 263-BL16043 supports the repairs and replacement of the Elmwood M3 leaking roof.  Roof inspections conducted in 2016 identified water had penetrated into the insulation causing damage to the underside of the roofing material resulting in the need to replace the roof.

Currently, M2 is completely uninhabitable as construction is progressing to repair roof damage.  Given the age and state of the facility, it is critical that work begin immediately on M3 to prevent similar damage.  With M2 offline, Custody staff has been limited in their ability to house inmates appropriately.  As capital projects continue, they will continue to take different areas of the facility offline.  To achieve the Office of the Sheriff’s goal of increased out of cell time for all inmates, it is critical to proceed with improvements that will allow all housing units to be improved.  This will allow classification staff to ensure all inmates are appropriately housed in the least restrictive unit given their unique criminogenic, physical, and mental health needs. 

 

CHILD IMPACT

The recommended action will have no/neutral impact on children.

SENIOR IMPACT

The recommended action will have no/neutral impact on seniors.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

In 2015, Sabot Consulting identified various needed ADA improvements to inmate areas at the County Jails including Main Jail North, Main Jail South and the Elmwood Correctional facilities.  To mitigate these concerns, the Administration has decided to move forward based on the following strategy:

 

·        Initiate immediate readily achievable physical improvements to Main Jail North and the Elmwood Correctional Facility;

·        Develop design and construction documents for cell conversions and other more extensive ADA improvements at both Main Jail North and the Elmwood Correctional facility as recommended by Sabot;

·        Conduct comprehensive ADA assessments for non-inmate areas at Main Jail North and the Elmwood Correctional facility for future ADA improvement projects.

 

CONSEQUENCES OF NEGATIVE ACTION

Needed ADA improvements and repairs to the existing M3 roof would not move forward at this time.

STEPS FOLLOWING APPROVAL

The Clerk of the Board will notify Roger Soohoo of the Facilities and Fleet Department.

 

Meeting History

Apr 12, 2016 9:00 AM Video Board of Supervisors Regular Meeting
RESULT:APPROVED [UNANIMOUS]
MOVER:Cindy Chavez, Supervisor
SECONDER:Ken Yeager, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian

Transcript

Apr 12, 2016 9:00 AMBoard of SupervisorsRegular Meeting

 

2:22 PMVote on 21. 22, 23, 24. Thank you. Item 25. Transfer of funds for various jail projects.
2:23 PMThank you Mr. President. this is if you haven't heard enough about the jail today is another example of actions that we are moving forward with specifically related to facility modifications of a variety of natures. The table on in the transmittal attempts to specify for you this specific actions that we have already taken in terms of utilizing about 1. 6 million out of the reserve. It was established midyear. Number one was to design the booking area, reconfiguration to improve privacy dispn also to provide additional funding for the elmwood sun deck that came in a little bit overbudget as it related to the bids. That's the project to allow for that facility to actually be used. M-1 is a facility that was built many years ago but never utilized. It's a medical facility. In order to meet all the requirements, we had to add a sun deck to it. Those were the two items funded from the reserve and then in order to achieve these other things, we're going to need to use up the remainder of the reserve and request use of the contingency reserve. These projects are focused on the ada assessments and repairs in the main jail and elmwood. So, jeff, and roger, from facilities and fleet are here to answer any specific questions. But that's the intent again to continue to make progress in terms of addressing some of the facility issues within our jail system.
2:25 PMQuestions, comments, members of the board. Seeing none, we can go ahead and conclude this item. There are no speakers on the item. Item 25 transfer funds from jail reserves for various jail projects. Is there a motion? Yes there is by supervisor chavez. There is a second by supervisor yaeger. All votes have been cast. And item 25 carries 5-o.