To: Board of Supervisors
From: Sheriff
Agenda Section: Consent
SUBJECT:
title
Approval of Service Agreement for the Security System Upgrade, Replacement, and Maintenance with Integrated Security Controls, INC., and Supplemental Budget (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve the Service Agreement for the Humboldt County Correctional Facility (HCCF) security system upgrade, replacement, and maintenance with Integrated Security Controls, INC.;
2. Authorize the Chair of the Board to sign three original copies of the service agreement (Attachment 1);
3. Authorize the Sheriff, Correctional Captain or Deputy Director of Sheriff’s Administration, to sign all amendments, extensions, revisions or termination of the agreement;
4. Direct the Clerk of the Board to return the signed agreements to HCCF, Attn: Captain Duane Christian;
5. Approve the Supplemental Budget request for budget unit 243 - Correctional Facility for FY2019-20 (Attachment 2) (4/5 vote required); and
6. Approve the Appropriations Transfer request for budget unit 243 - Correctional Facility for FY2019-20 (Attachment 3).
Body
SOURCE OF FUNDING:
Inmate Welfare Fund, 2016 Finance Plan, Humboldt County Community Corrections Partnership (CCP) AB109 Funding, General Fund
DISCUSSION:
The Humboldt County Correctional Facility (HCCF) opened in 1995 and is over 23 years old. One area that the facility would like to upgrade is the security system. HCCF has had the same security system and vendor since 2001 with only minor upgrades. HCCF can only record on 32 of the 80-plus cameras that are located throughout the facility. Of the 32 working cameras, several of them do not cover the necessary areas, or provide a good view of housing units, leaving several blind spots in each unit. The current system has left HCCF unable to meet the Prison Rate Elimination Act (PREA) compliance standards due to many uncovered areas or covered areas that are not recorded. Due to these deficiencies, an incident would only be captured if a Correctional Deputy happened to be monitoring it at the time.
HCCF’s contract with the current vendor expires on July 1, 2019. HCCF recently circulated an request for proposals (RFP) to obtain a new vendor to upgrade the entire system. HCCF selected Integrated Security Controls, INC as the vendor who best meets HCCF’s needs. On June 4, 2019 the Board authorized the Sheriff to enter into negotiations with Integrated Security Controls, INC. At this time, HCCF has successfully negotiated the attached contract (see Attachment 1). The contract outlines the scope of work, the implementation timeline, and the payment schedule.
The total cost of the security system upgrade (including the jail expansion) as proposed in the scope of work/cost from Integrated Security Controls, Inc. is $2,082,646. The cost for replacement of the system in the existing jail is $1,413,700. The remaining $668,946 is for the security system for the jail expansion which isn’t expected to be completed until the year 2020 or later.
Humboldt County Public Works has been consulted and their estimated project fee retainer is $15,000, making the total cost to replace the existing system $1,428,700.
FINANCIAL IMPACT:
This project will have a significant impact on the General Fund for several years. As $1.1 million of this project will be financed, the General Fund will need to pay back the funding for this project, with interest. While terms of the borrowing have not yet been established, it will likely cost around $100,000 per year to make the payments on this new debt.
The Sheriff’s Office, in collaboration with the County Administrative Office (CAO), has identified multiple funding sources for this project. The Supplemental Budget and Appropriation Transfer requests (Attachment 2 and 3) establish fixed asset line 8119 - Security System for the General Fund budget unit 243 - Correctional Facility in the amount of $1,428,700. Revenue sources are recommended as follows:
• $213,700 from the Inmate Welfare Fund (Fund No. 3884) as a Transfer In revenue code 9101. The balance in Fund No. 3884 as of July 23 is $738,102.
• $100,000 from 2011 AB109 Realignment funding as a Transfer In revenue code 9101. CCP approved this allocation from 2011 AB109 Realignment one-time funding at their meeting on July 17, 2019.
• $15,000 from budget unit 1100243 for FY2019-20 to be appropriated from expense code 2113 - Maintenance Structure.
• $1,100,000 from the 2016 Finance Plan as a Transfer In revenue code 9101.
When the Sheriff’s Office brought the item before your Board in June to award the RFP, the Sheriff’s Office believed there was a possibility the county could be reimbursed by the US Marshal’s Office for this project as it lined up with that agency’s funding guidelines. However, staff has since learned that the US Marshal’s Office no longer has the budget to fund this request. The CAO is working with the county’s federal lobbyists to advocate for increased funding for this project. If funding were to become available, it would be the Sheriff’s Office intention to pay for this project, and repay the finance plan, with that funding.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure.
OTHER AGENCY INVOLVEMENT:
Humboldt County Community Corrections Partnership
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to approve the Service Agreement, Supplemental Budget and Appropriations Transfer, however, this is not recommended because failure to upgrade the outdated security system has the potential to create unnecessary liability for the county by reducing the county’s ability to defend itself against fraudulent claims.
ATTACHMENTS:
Attachment 1 - Service Agreement with Integrated Security Controls, INC
Attachment 2 - Supplemental Budget for budget unit 243 - Security System Upgrade
Attachment 3 - Appropriations Transfer for budget unit 243 - Security System Upgrade
PREVIOUS ACTION/REFERRAL:
Board Order No.: 19-671
Meeting of: June 4, 2019
File No.: N/A