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HomeMy WebLinkAbout2013-513 AMS - Solutions for Local Government Inc for Orange County Jail Capacity Assessment & Programming $26,400 6r J3 [Departmental Use Only] 170— TITLE Jail Programming FY FY2013-14 NORTH CAROLINA SERVICES AGREEMENT UNDER$90,000.00 ORANGE COUNTY This Services Agreement (herinafter "Agreement"), made and entered into this 10th day of December, 2013, ("Effective Date") by and between Orange County, North Carolina a body politic and corporate of the State of North Carolina (hereinafter, the "County") and Solutions for Local Government, Inc., (hereinafter,the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): Assessment of Jail Alternatives Programs as described in detail according to the attached proposal dated November 22, 2013, entitled "Scope of Services & Work Plan Outlines for (1) Jail Inmate Projections & New Facility Programming" ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the Revised 9/13 1 performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) Provider agrees that Provider, its employees, agents and its subcontractors, if any, shall be required to comply with all federal, state and local antidiscrimination laws, regulations and policies that relate to the performance of Provider's services under this Agreement. vi) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. vii) In determining the basic services to be provided, should any documents be referenced in this Agreement, the terms of this Agreement shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. Should a request for proposals and a proposal be referenced the terms of the request for proposals shall have priority over the terms of any proposal. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): Assessment of Jail Alternatives Programs as described in detail according to the attached proposal dated November 22, 2013, entitled "Scope of Services & Work Plan Outlines for (1) Jail Inmate Projections &New Facility Programming" 4. Duration of Services Revised 9/13 2 a. Term. The term of this Agreement shall be from December 10, 2013 to September 30, 2014. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be December 10, 2013. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement except for any authorized Reimbursable Expenses which are defined herein. The maximum amount payable for Basic Services shall not exceed Twenty Six Thousand Four Hundred Dollars ($26,400). Payment for Basic Services shall become due and payable within thirty(30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Jeff Thompson) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by Owner's Risk Manager as such insurance Revised 9/13 3 requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http•//orangecouniync.gov/purchasing/contracts.M). If Owner's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of professional liability insurance with a minimum of$1,000,000 per occurrence (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the Owner's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from bodily injury including death or property damage to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days' prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. Revised 9/13 4 d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. c. Compliance with Laws. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all anti-discrimination laws. Pursuant to the terms of North Carolina General Statute 153A-449(b) no county may enter into a contract with a contractor unless the contractor and the contractor's subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Where applicable, failure to maintain compliance with the requirements of Article 2 of Chapter 64 of the General Statutes constitutes Provider's breach of this Agreement. By executing this Agreement Provider affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County,North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project Revised 9/13 5 without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. i. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider's Name Attention:Jeff Thompson Solns for Local Government P.O. Box 8181 2301 Valencia Terrace Hillsborough,NC 27278 Charlotte,NC 28226 [SIGNATURE PAGE TO FOLLOW] Revised 9113 6 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY. PRO DER- By: By: 'toultiT Manager 5MOArasc s A,wAVt . .51 V&A-_V_ Printed Name and Title This instrument has been approved as to technical content. fi L JeQfh4ompson, Department Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. da� �/p+ 44_1� Office of the Chief Financial Officer This I ins e been approved as to form and legal sufficiency. Y"ce of the County Attorney Revised 9/13 7 www.s41q.aorn solutions 4 local !govern Merit planning • operations -training • fa6 itation Novernher 22,201S Mr,Jeff Thompson,Director Orar►ge CuutttyAsset Managementservices PO Lox 8181 Hillsborough,NIC27278 Ro: Scope of5ervic�s&Work Plan 0 lines far; 1,jail inmate ProjecHOns&Neat Facility Programming 2.assessment of Jail Alternative Programs lJea rJeff: Please accept this as Qurformal submittal of fire referenrd projects proposed Scope of Seruices. is°discussed, although presented as.separate proposals,the plan is to conduct these studies concurrent with one another to take advantagd of the ewitomies of uncle Oailable in birth.marl-hours and cost of doing so*. More significant perhaps, is that these two studies and the work that is ptwowd literally '"fib" together and will.offer the participants ifzvelved in each the opportunity to sham important information as it developed;for example: They Jail inmate Projections&New.Facility Prograrr mifT project will focus on the development of the many specific and details necessary-to determine the operational and space needs for ii nowJail, The Assessment of Jail alternative Programs will utilize inforMitlon developed In the inmate projections segment.of the preVious project as a rr+eans of focusing its research and program developmerA efforts; as well then, to feed back to the programming effort underway its recommendations regarding the pcsterwt+al"irtaet that its study Findings may Very well.hale on the eventual inmate population(s)that are to occupy the nenr Jail. For presen:atlon purposes,.che organization of the major fas s and activities in each of the prvjeCt work plans is prouided in.the approximate sequence that they will occur. In reality, some actiEvities MOV actually occur simultaneous with others or continue throughout the study period.. It is intended also that the tasks and activitles described provide the petformance.criteria fnr and are attached to any contract entered into with the County. Finally, each of the clocurments attached includes details as to the Work.to be performed, and identifies deliiverdbles,projecled sUtedules, acid not to exceed, lump.sam fees for each study. Of course additional rate information is provided still iid the County wish:at any time to require.additianal services relative either stud',. Please do not hesitate:to contact me should you have any questions r"arding the Information attached_ t am very mtAch looking forward to workingwlthyou and with Orange County on these impottant projects. Sincerely, I. O11E: ENT,if Stephen J.Man President Enclosures 2301 Valencia Terrace • Charlotte; NC.2822(3 6 Phone: 704-366-9719 sToll Free: 866-300-:a545 A Scope of Services&Work Plan Proposal to Provide ORANGE County,North Carolina with County Jail Inmate Projections&Facility Programming INTRODUCTION&PROJECT UNDERSTANDING The State of North Carolina has recently granted a tract of property to Orange County,via a long term lease,for use as the site for a new County Jail. The need for a new Jail has been discussed by county officials for the past several years as jail populations have frequently exceed the legal bed capacity of the existing facility. Prior to enlisting the services of an architect to begin the formal design of a new jail facility,t he County would like to; • Develop inmate population projections, spanning the next 20 years, which are based upon the most recent data available, to provide a basis upon which the County can determine the number of beds the new jail facility should accommodate; The consultant understands that the inmate projections and associated inmate bed requirements identified will incorporate the findings and recommendations of the County's Jail Alternatives Work Group with which the consultant is also engaged. • Develop a detailed facility program document that will define the requirements for new jail space and how that new space will integrate with the existing jail on the site area now available. • With appropriate input from the County regarding its specific requirements, develop a formal Request for Proposals (RFP) for issuance to qualified firms for the design and construction administration of a new County Jail. SCOPE OF WORK The Scope of Services Work Plan Outline thatf ollows this narrative highlights the major tasks and activities that will be undertaken to address the County's interests and objectives for the County Jail that is to be designed and built and prepare the necessary documentation and supporting information to proceed with the design of new facilities. The work plan outline identifies eight(8) major tasks,which will occur and be developed for the most part in the sequence that they are described. Major Tasks 1-5 are described in detail in the narrative that follows. PHASE 1.INMATE POPULATION In this phase, the most current jail intake (booking), release and average daily population data will be collected for (at least) the years 2008-2012 and 2013 YTD. Together with the data regarding the County's general population, inmate population projections will be updated and recalculated for the years 2014-2034. Solutions for Local Government,Inc. 1 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program Based upon thei nitial "baseline" calculations of inmatea veraged aily populations for the projection years,an inmate "management factor",applicable specifically to Orange County's jail population, together with average length of stay (ALOS) calculations; will be determined to identify the corresponding inmate bed requirements for each of the same years. Additional projection scenarios will be developed that extend beyond the "baseline" and incorporate conditions and/or circumstances that although not present at this time may occur in the future that will impact the jail inmate projections. In other words, in addition to the "baseline" projection will be a "moderate" or middle level growth scenario and an "aggressive" scenario that assumes more profound increases in both County and jail populations. The basis for these additional growth scenarios will be supported with data and presented to and reviewed by the Project Manager/Team/Work Group (PM/T/WG) for their eventual selection and approval. Following the identification of the preferred growth (projection) scenario,a n inmate population profile will be developed that breaks down the total inmate bed requirements identified into "type" or security classification. The "types" will include, butn of be limited to noto my male and female beds but also, sentenced and pretrial, youthful and adult, minimum and maximum/high risk, and special management which may include those with diagnosed medical or psychiatric conditions. PHASE 2.FACILITY PROGRAM In this context, Facility Program is typically defined as "a statement of the requirements for a building project". The information developed and documented in the Facility Program moves the project/process from a general definition of the bed needs identified in Phase 1, to a more detailed presentation of how those specific needs will be met. The Facility Program describes all spaces that are to be included in the facility, and the activities that are intended to take place in those spaces. It also defines in narrative format, graphically, and where appropriate in detailed matrix or spreadsheet format,t he size and relationship between the many specific spaces to be included within the facility. More importantly, with appropriate input from the owner and user throughout the process, it will becomet heo wner's communication of instructions to the architect,once selected,that will enable him/her to begin design development. Facility Mission&Purpose To effectively kick-off the facility programming effort it will be important to develop a consensus statement that describes the new jail facility's operational philosophy, security objectives, service requirements and management objectives which will "drive" the development of the program that follows. As well,general design expectations should be discussed, not the least of which should include the State of North Carolina Design Standards and Operational Requirements for Local Detention Facilities, the enhancement of operational effectiveness, and the efficient utilization of staff. An organized and facilitated work session will be conducted with representatives of the County, the Sheriff's Department and others(as suggested by the County and the Sheriff)wherein issues and priorities will be documented and discussed in a manner that results in the consensus statement suggested. Solutions for Local Government,Inc. 2 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program Operational Requirements The facility operational requirements that are developed will address details of what shall and will happen in the new facility, not necessarily a description of what currently happens in the existing building. The understanding of what will happen in the new facility, that develops during the Operational Phase, becomes the basis ford etermining how the building should be sized and designed to support the user's needs during the activities wherein the facility requirements are then defined; i.e. "form(design)follows function". The Operational Requirements discussed will include the following for each functional area of the facility:(see also Section 2 of the Work Plan Outline) • Purpose • Activities • Hours of Operation • Users • Communications • Policies&Standards Facility Requirements The Facility Phase develops information about how the building should perform in response to the requirements defined during the Operational Phase. By "performance", it is intended that the program document state what the building should do, rather than what it should "be like". Stating performance requirements leaves the planners, and ultimately the designer, more room to find creative solutions than they would have if they were told precisely what the building should be like. The kinds of information developed during the Facility Phase can be divided into that which applies to the building as a whole as well as that which applies to each space; such as an individual office, activity area, or meeting room. Both types are important and will include the following: • Adjacency&Circulation Requirements • Security Criteria • Architecture • Engineering Criteria • Space Requirements • Adjacency Diagrams PHASE 3.SITE PLAN CONCEPT The initial site planning process and the corresponding materials that are developed will include a contextual analysis of the site that addresses existing and apparent physical conditions, as well as various conceptual diagrams that locate important elements relative to the site and its intended use; i.e., streets, existing buildings, topography, etc., togetherw ith the locating and massing of the proposed building(s)on the site. This information,together with that provided in the Phase 2 willp ermit the development of site concept options that enable the PM/T/WG together with designated County and Sheriff's Department representatives to evaluate and discuss the various options available to them. Ultimately, a preferred option will be identified. Solutions for Local Government,Inc. 3 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program A final Site Plan Concept will then be developed from the preferred option chosen. This site plan concept will include a brief narrative description and accompanying site diagram(s) that illustrate: • The general boundaries and characteristics of the building site • Location of the proposed building(s)on the site • Access&egress to and from the site • Secure, public,and controlled points of access to/from the building(s) • Circulation to/from and on the site of public visitors, law enforcement personnel,and jail staff,and service providers • Designated staff and visitor/public parking areas PHASE 4.PROBABLE COSTS Oncet heF acility Program and Site Plan Concept have been completed a final pre-design estimate of probable construction and project related costs will be developed. The categories of costs addressed will include: • Design Development Costs • Construction Costs • Project Related Costs Design Development; the fees identified will include associated architectural and engineering design fees for the major work tasks commonly called for in complex projects such as a county jail.The work for which fees will be calculated will include site investigations and site design,the estimated cost of the various phases of design development, the bidding process, and construction administration. Construction; at this level of project development, a pre-design estimate of probable costs will be included for site development and new building construction. Estimated costs will be based on the costp er gross square foot of building /ors pace to be developed times the total gross square feet identified. The construction cost per square foot identified,a nd for that matter the percentage of cost rates identified for planning and design, will be based on both the consultant's data base of similar North Carolina projectsa s well as (for comparison) various national publications regarding cost indexing for these types of facilities. Project Related;these expenses will be provided as general estimates of various but commonly occurring project related costs not otherwise included in the design or construction cost categories. The figuresi ncluded are intended to give the County a general idea of what to expect and budget for with regards to reimbursable project expenses, materials testing, pre- construction site surveys, soils testing, required contingencies, and furnishings and equipment not otherwise provided by the contractor. PHASE S.DEVELOPMENT SCHEDULES Once work in the above referenced phases has been completed, suggested schedule(s) for development and the associated costs of development by phase, month, calendar quarter, etc. will be important to enable the County to prepare appropriate CIP and annual fiscal year budgets accordingly. Solutions for Local Government,Inc. 4 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program Subsequently, an Implementation & Funding Schedule will be developed to provide the County with ample information with which to schedule payments, monitor progress and plan for the incremental increase and transition into available jail space as it becomes available. The Implementation & Funding Schedule will include the projected start dates for each major task/activity; i.e. design, bidding, and construction; and the estimated duration (typically in months) of all major tasks and estimated completion dates. This information will be overlaid onto an estimated funding(payment)schedule that will assign the costs previously estimated to specific calendar months,identifying total funding required,funding initiation,funding duration, and the cumulative funding requirements by calendar quarter and year ADDITIONAL ASSUMPTIONS It is intended that the summary findings and recommendations that are developed at the conclusion ofe ach major study phase be presented to the PM/T/WG for their review prior to proceeding with the next phase of work. This will enable a review of the findings and recommendations developed by the consultant as well as suggest any changes or modifications to the process and/or(re)direct related efforts of the consultant. Materials At this time it is anticipated that the County will provide the following materials to the consultant for use,application and analysis in developing the work products described. ■ Copies of Local (Jail)Confinement Reports,as submitted monthly to the Jail&Detention Branch oft he NC Department ofHu man Resources; for calendar years 2008-2012 and 2013 YTD. ■ Daily Inmate Booking/Offense/Status reports;dates TBD ■ Documented accounting of staff, by position title, currently allocated and assigned to the jail;full-time, part-time,contracted,etc. ■ To scale GIS generated site maps of the existing jail site; to include at least adjacent streets, existing structures and drives, underground utilities (if available), topographic elevations delineated at intervals commonly provided. FormalP resentations The consultant understands that at any time during the process,the PM/T/WG may request that a formal presentation ofi nterim findings and accompanying recommendations be provided in the form of an update, project status report, or if/as a significant issue arises not previously anticipated. Scope of Services Work Plan Outline Work Phase Major Tasks&Activities 1.Inmate Population Assess and document the current and projected future needs of the Orange County Jail with regards to inmate capacity;i.e. average daily population(ADP)and bed requirements 1.1 Collect relevant data to include at least: • Recent year space needs and jail population reports; • Monthly Orange County Jail Local Confinement Reports, 2008-2013 YTD Solutions for Local Government,Inc. 5 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program ■ Current Jail Booking&Offense/Arrest Status Reports 1.2 Meet with Jail/Sheriff's Office personnel to determine what recent or pending changes have occurred that have or may impact inmate populations,jail operations,and/or inmate security classification requirements • Legal concerns • Inspection report findings • Security concerns • Operating procedures 1.3 Collect data necessary to develop projections of County jail inmate populations through 2033;to include the following: • County populations; 1993-2013,2013-2033(projected) • Total County arrests;2008-2012 • Inmate population data;2008-2013 YTD 1.4 Format data for analysis • Historical County population data • Historical arrest data • Historical jail average daily population(ADP)data 1.5 Calculate"primary factor" ratios • Arrests to Population • Jail ADP to Arrests 1.6 Apply primary factor ratios to projected County populations • Identify projected County populations;2013-2033 • Identify projected annual arrests; 2013-2033 • Identify projected annual Jail ADP;2013-2033 1.7 Develop inmate"profile"characteristics of current jail population • Offender subgroups • Gender • Offense category • Legal status ■ Average length of stay(ALOS) _ 1.8 Apply established inmate profile characteristics to projected inmate populations • Population sub-groups • Gender • Age • Security Classification 1.9 Calculate inmate bed requirements ■ Convert jail ADP projections to bed requirements • Annual admissions&release data Solutions for Local Government,Inc. 6 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program • Peak populations;numbers&trends • Calculate"Inan to Management Factor" • Identify future year bed requirements • Total by year • By type/security classification 1.10 Develop alternative projection scenarios • Identify at least two(2)additional projection scenarios; i.e. • Baseline(original) • "Moderate" projection • "Aggressive" projection • Provide basis for each scenario presented • Provide graphics and/or tables to illustrate 1.11 Organize&document section findings • Narrative summary of Phase 1 • Include referenced graphics and illustrations 1.12 Meet with Project Manager/Team/Work Group to present Phase 1 findings • Discussion • Graphic illustrations • Handouts 1.13 Solicit consensus recommendation from Project Team re: ■ Preferred projection scenario for development in Phase 2 2. Facility Program Develop a detailed operationala nd architectural program i.e., Facility Program Document for a new jail facility for Orange County,to accommodate the preferred inmate population projections scenario identified in Phase 1 2.1 Coordinate and facilitate a meeting with the Project Manager/Team/Work Group(PM/T/WG)and invited participants to discuss,and document the overall purpose; i.e. "Mission" expected of the Orange County Jail 2.2 The documentation produced,for approval by the PM/T/WG will include; • Jail facility Mission Statement • Functional requirements • Performance objectives • Design objectives 2.3 The key functional areas to be included and programmed for development will include at least those required by NC Jail Standards as well as those identified as necessary by the Solutions for Local Government,Inc. 7 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program PM/T/WG and,initially will include at least the following: • Public Lobby • Administration • Intake(Booking)&Release • Initial Housing • General Population Housing • Special Management Housing • Visiting • Exercise • Education/Treatment Programs • Religious Services • Health Services • Food Services • Commissary • Laundry • Warehouse • Maintenance • Transportation • Magistrate 2.4 Organize required meetings with County and Sheriff's Office personnel • Identify and contact perspective participants • County • Sheriff's Office • Establish&confirm meeting schedule(s) 2.5 Meet with appropriate outside user agency representatives if/as necessary to determine working requirements and specific space needs of: • Law Enforcement • District Attorney • Magistrate • Private Counsel • Probation&Parole • Other 2.6 Develop&document the Operational Requirements for each functional area to be included within the facility: • Purpose • Activities • Hours of operation • Communications requirements • Applicable standards 2.7 Review operational requirements for content and completeness with PM/T/WG ■ Discuss ■ Determine additional requirements if as required Solutions for Local Government,Inc. 8 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program ■ Incorporate changes into Operations narrative 2.8 Develop&document the Facility Requirements for each functional area to be included within the facility: • Adjacency&circulation requirements • Security requirements • Architectural Criteria • Engineering Criteria • Space Lists • Adjacency Diagrams 2.9 Prepare a Facility Program Space Requirements Summary • Area/Space Designation • SF/Space • Number of Spaces • Total NSF • Efficiency Factor(s) • Total GSF 2.10 Prepare diagrams of overall facility concept options • Configuration(adjacency diagrams)of major areas • Overall building concept(s) • General operations,security considerations,and circulation • Advantages&disadvantages 2.11 Review Facility Requirements for content and completeness with PT/T/WG • Discuss • Determine additional requirements if as required • Incorporate changes into Facility narrative 2.11 Receive PM/T/WG approval to proceed with Phase 3 3.Site Plan Concept Develop a site master plan concept that illustrates how a major new County jail facility addition,of the size and description arrived at in Phase 2,will work on the site designated by the County. 3.1 Receive from the County for review and analysis a GIS generated site map to identify; ■ General boundaries and characteristics of the building site and area available for construction ■ Location of the existing jail building(s)on the site and potential area available for expansion ■ Access&egress to and from the current site ■ Current secure, public,and controlled points of access to/from the building(s) ■ Current circulation to/from and on the site of public Solutions for Local Government,Inc. 9 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program visitors, law enforcement personnel,and jail staff,and service providers ■ Designated(existing)staff and visitor/public parking areas 3.2 Prepare narrative summary of new facility concept recommended. 3.3 Identify and quantify combined facility site requirements ■ Jail building(s);existing, new ■ Staff parking ■ Visitor parking ■ Facility&grounds ■ Law Enforcement access ■ Vehicle sallyport ■ Service&delivery 3.4 Develop general site concept diagram(s)that conforms to the Facility Program Document requirements and to the project objectives previously developed as preferred by the Project Team ■ Key building components ■ Site access and circulation ■ Building access ■ Parking ■ Property setbacks ■ Expansion(future)options 3.5 Meet with PM/T/WG to review Site Master Plan Concept • Provide slide presentation and/or graphic illustrations ■ Receive comments ■ Address concerns/questions ■ Solicit consensus recommendation(s) regarding the concept presented and corresponding recommendations 3.6 Modify the Site Master Plan Concept diagram(s)to reflect the Project Team's recommendations 4. Probable Costs Develop and document a pre-design estimate of probable design,construction,and project related costs 4.1 Identify projected design fees to be included for: ■ Site design ■ Architectural&engineering(building)design to include ■ Management of the bidding process and ■ Construction administration 4.2 Identify projected construction costs to be included for: • Site Construction • New building construction Solutions for Local Government,Inc. 10 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program ■ Demolition;as required in existing jail building ■ Existing building renovation 4.3 Identify projected owner project related costs to be included for: • Reimbursable project expenses • Soil&materials testing • Pre-construction surveys • Allowance(s)for furnishings&equipment • Necessary contingencies 4.4 Review projected costs with PM/T/WG • Receive feedback • Identify options and/or costs for review and consideration • Recalculate option costs if/as required S. Development Prepare appropriate funding and development schedules for use Schedules by the County in scheduling payments,monitoring progress,and planning for the incremental increase in available jail bed space as it becomes available 5.1 Project Implementation Schedule,to illustrate for each major design and construction phase; • Start dates • Duration typically in months • Estimated completion dates • Sequencing of significant construction project phases 5.3 Funding Schedule,that will identify; • Assignment of funding requirements by date • Distribution of funding overtime(typically months) • Cumulative funding requirements by quarter 6.Report Assemble,pint,and deliver to Orange County,the final Facility Documentation Program Document,including all relevant calculations,findings, and recommendations documented during the development of the information and activities undertaken in Phases 1-6 described in this Work Plan Outline 6.1 Review Final Draft document with PM/T/WG members • Receive comments • Discuss any remaining issues of concern • Provide additional information if/as requested • Receive consensus approval to commence production of final Facility Program Document 6.2 Print,bind&deliver eight(8)copies of the final document Solutions for Local Government,Inc. 11 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program 6.3 Provide to the County a copy of the final document and copies of any major presentations delivered in electronic format; i.e.CD or comparable 7. Formal Presentation At such time as requested by the PM/T/WG,provide a formal presentation of the updated inmate projections and summary recommendations of the Facility Program,to the Board of County Commissioners 8.Request for Proposals Prepare a formal Request for Proposals(RFP)document requesting design services for a new Orange County Jail Facility. 8.1 Meet with designated County representatives;i.e.Asset Management,Sheriff,other; regarding desired RFP process; • Timeline • Pre-Proposal conference • Essential qualifications/submittal requirements • Etc. 8.2 Preliminarily,the outline for the Request for Proposals(RFP) will include the following major categories,to be accompanied by appropriate descriptive narrative. Project Introduction • Consultant Qualifications • Scope of Services Requested • Submittal Requirements • Proposal Due Date • County Contact Information • Other 8.3 Submit draft RFP to County for review and comment ■ Discuss changes requested ■ Edit/modify RFP draft as required ■ Submit RFP in final form to the County for publication Project Deliverables 1. On-site visits,as required,to collect,assess,and develop the information necessary to perform all tasks and activities described in the above Scope of Service Work Plan Outline;estimate minimum of 14-16 days. 2. Coordination and facilitation of all project and program development meetings as referenced in the Scope of Services Work Plan Outline. 3. Preparation of interim draft reports consisting of the significant findings developed during each major phase of work, and presentation of same to the designated PM/T/WG 4. Development, production, and delivery ofe fight (8) printed and bound copies oft he Facility Program document and all contained tasks identified in the Scope of Services Work Plan Outline. 5. A copy of the final document,together with copies of any major presentations will be provided in electronic format; i.e.CD or comparable. Solutions for Local Government,Inc. 12 SCOPE OF SERVICES&WORK PLAN ORANGE COUNTY,North Carolina Jail Inmate Projections&Facility Program Fees The costs associated with the development of this study are based on: Man-hours; both on-site and in-office;and Project related expenses for travel,per diem,communications, materials preparation, and document production At this time, based on the stated project requirements and major tasks identified; our fee to produce this study,including all related project expenses is,and will not exceed,$26,400.00 It is our practice to bill monthly (typically on or about the V)b ased upon the percentage of work completed during the previous month. Once the fee is agreed upon, we do not add service or administrative fees, or any form of miscellaneous or overhead charges to pour billing at any time during the project. In addition,we will withhold the final 10 percent of our fee until you have received the agreed upon copies of the report document and are satisfied with the work that has been done. AdditionalS ervices Should the County wish to utilize the consultant for additional services not stipulated in the referenced Work Plan Outline it may do so at the rate of$115/hour plus reasonable expenses relevant the services requested. Schedule At this time it is estimated that the activities and tasks identified in the Scope of Services Work Plan Outline, through Task 6, can be completed in approximately twelve (12) weeks from receipt of notice to proceed from the County. AdditionalF irm Information: Solutions for Local Government, Inc. is a legal, Sub-Chapter' S' Corporation, authorized and registered with the North Carolina Secretary of State;SOSID:0624915 Federal IRS Employer Identification Number:81-0546253 Our business location is: 2301 Valencia Terrace Charlotte, NC 28226 Telephone:704-366-9719 Toll Free:866-300-3545 S4LG/sja (E I I I Solutions for Local Government,Inc. 13 f SOLUT-1 OP ID:DW CERTIFICATE OF LIABILITY INSURANCE DATE(MM 11/2211201201 YY) 3 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Phone:704-333-6694 CONTACT Swimmer Insurance Agency,Inc. Fax:704-333-3864 PHONE FAX 725 Providence Rd. C No E A/C No): PO Box 220486 E-MAIL Charlotte,NC 28222-0486 ADDRESS: Swimmer Ins.Agcy. INSURER(S)AFFORDING COVERAGE NAIL# INSURER A•BeazleyUSA Services at Lloyds INSURED Solutions for Local Government INSURER B Stephen Allan 2301 Valencia Terrace INSURERC: Charlotte,NC 28226 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. 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NIA (Mandatory in NH) If yes,describe under E,L DISEASE-EA EMPLOYE $ DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Professional Liab V135441300101 01/17/2013 01/17/2014 Limit 1,000,00 Ded 1,00 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space is required) CERTIFICATE HOLDER CANCELLATION ORANGCT SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Orange County THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P.O.Box 8181 ACCORDANCE WITH THE POLICY PROVISIONS. Hillsbourgh,NC 27278 AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD