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Home My WebLink About10/17/2001 - STAFF REPORTS (25) DATE: October 17, 2001 TO: City Council FROM: Chief C. Lee Weigel SUBJECT: CONSIDER TWO OPTIONS FOR STAFFING THE PALM SPRINGS CITY JAIL. RECOMMENDATION: That City Council consider two options for staffing the Palm Springs City Jail: Option #1 Staff with Police Department Employees and approve actions as follows: reject all proposals received in response to RFP06-02, approve two (2) new employee classifications of Custody Officer and Lead Custody Officer, also, approve Amendment#2 to the allocated positions and compensation plan forfiscal year 2001-2002, adopted by resolution 20086. Option #2 Enter into a two year agreement plus options for an additional three one year renewal options with the Wackenhut Corporation, Bakersfield, CA at hourly rates of$20.39 per hour for a custody officer and $23.62 for a lead custody officer for a first year annual cost not to exceed $398,000, final agreement to be in a form approved by the City Attorney. SUMMARY: Staffing services for the Palm Springs Jail have been provided by a private contractor (The Wackenhut Corporation) for the past four years. On September 7,2001 the firm served notice of termination of contract to be effective October 8, 2001. A request for proposal was generated and circulated to three firms qualified to perform the required services. Two firms submitted proposals by the deadline of October 1, 2001. The lowest price proposal would result in a monthly increase of$12,500 compared with the terminated agreement. By comparison, if the City performs the services by hiring 8 custody officers and one lead custody officer as full time police department employees the increase compared with the terminated contract would be $6,750 a month. Either option selected would result in an increased cost to the City over the current amount budgeted for operation of the jail. In the current fiscal year, the increased cost could be absorbed by not filling a police commander position that will be vacated by retirement. BACKGROUND: In July of 1997, the City of Palm Springs entered into a contract with Wackenhut to provide f 9 jail services to the Palm Springs Police Department. The contract providedjail staffing and related services. The Palm Springs Police Department received a letter from Wackenhut on September 10, 2001, that they were giving notice under terms of the contract to discontinue providing jail service to the City of Palm Springs on October 8, 2001. The Wackenhut letter was preceeded by a number of discussions between Staff and Wackenhut representatives. The focus of these discussions centered around the Department's dissatisifaction with Wackenhut's service and Wackenhut's desire for an increase in annual compensation. All attempts to remedy the situation were unsuccessful. As a result, a Request For Proposal to provide jail services for the City of Palm Springs was developed and advertised on September 20, 2001. The closing date for the proposals was October 5, 2001. Two (2) responses to the RFP were received. Both proposals exceeded the current budgeted amount for jail services. The existing contract with Wackenhunt Corporation for staffing the City's jail is budgeted at $248,000 per year. Wachenhut is supposed to provide 1 male and 1 female jail attendant for all shifts, 24 hours per day, 7 days per week. The average charge per employee, including overtime pay on holidays, is about $14.20 per hour. At full staffing the average cost per week would be about $4800. Because Wackenhut has been unable to always staff at the full requirement, the actual charges have been averaging about $4100 per week. The staffing shortages have been covered by assigning Community Services Officers, often at overtime rates. If City Council elects option#1,the total cost for the remainder of FY 2001-02 is estimated to be $49,000. Those additional costs would be covered by savings from a Police Commander position, which will become vacant within the next few months, and will be left vacant for the remainder of the fiscal year. Pay rates for the proposed new positions start at $12.10 per hour for the custody officer position, and $14.03 per hour for the lead custody officer. If City Council elects option#2, the total cost for the remainder of FY 2001-02 is estimated to be $103,000. Besides the savings from the vacant Police Commander position, approximately $30,000 would have to be appropriated from the General fund Balance. Attached are schedules showing comparisons of the options and a 5 year projection of the costs. C. Lee Weigel, Police Chief 'Sa6 Mills, Direct r of Human R sources Harold Good, Director of Procurement and Contracting APPROVVE-9: City Manager 1Z Attachments: Resolution (Option 1) REVIEWED BY DEPT.OF FINANCE Minute Order(Option 2) Attachment A Attachment B ATTACHMENT A jailstaff STAFFING OF PALM SPRINGS CITY JAIL 10/12/01 COMPARISON OF OPTIONS options Current Contract Wackenhut CSI City Staff Full Time Equivalent Positions 8.00 8.40 12.00 9.00 Cost per Hour: Custody Officer- Lead $ 17.39 $ 23.62 $ 43.87 $ 14.39 Custody Officer 13.85 20.39 32.39 12.72 Annual wage cost N/A N/A N/A 241,592 PERS 7.00% included included included 16,911 Medicare Tax 1.45% included included included 3,503 Holiday In Lieu Pay 4.62% included included included 11,149 Long Term Disability 1.08% included included included 2,609 Uniform Allowance per month $ 85 included included included 9,180 Health Insurance per month $ 365 included included included 39,420 Training- per Employee per year $ 500 included included included 4,500 Overtime- hours per year 500 included included included 9,540 Total Annual Cost $ 248,000 $ 398,000 $ 588,408 $ 338,406 } � r� ATTACHMENT B jailstaff STAFFING OF PALM SPRINGS CITY JAIL 10/12/01 COMPARISON OF OPTIONS 5 year projections 5 YEAR PROJECTIONS Wackenhut City Staff per year increase of 5% per year increase of 9% Year 1 398,000 338,405 Year 398,000 368,861 Year 417,900 402,059 Year 438,795 438,244 Year 5 460,735 477,686 Year 6 483,771 520,678 Note: The proposed Wackenhut contract is presumed to increase at an average annual rate of 5% after Year 2. The City staffing option is estimated to increase 9% per year. The higher rate of increase is due to annual merit pay increases, and the City's somewhat more generous fringe benefts. sFi a 2001 PROOF OF PUBLICATION This is space for County Clerk's Fdhig Stamp (2015.5.C.C.P) No.9365 CITY OF PALM SPRINGS, CALIFORNIA REQUEST FOR PROPOSALS NO.06-02 FOR OPERATION OF THE PALMS SPRINGS POLICE DEPARTMENT JAIL NOTICE IS HEREBY GIVEN that the City of Palm Springs is soliciting proposals from Interested and qualified firms for operation of the Palms Springs Pollee Department Jail. SCOPE OF WORK The Scope of Work includes providing all labor, services, equipment, sup Iles and supervision necessary to operate the Balm SPrings Police Department Jail in accordance wit h operational procedures identified in the Palm Springs Police Department Jail Manual and all ID- STATE OF CALIFORNIA cal, state and federal laws. - County of Riverside - - - R fLp-.Li q Dotaaed scope of eervleea `require 'u Bain the"Recp.eccJar Proposal" - pookage, RFP 06-02, which is available upon re- quest from the City's Procurement Office, at the address below. A complete set of specifications will be mailed upon request at no charge. Street Address City of Palm Springs Attn: Director, Procugurement & Gun 3200 East Tahquitz Oanyyon Way Palm Springs, CA 92262 Phone. (7�`0) 323-8239 I am a citizen of the United States and a resident of Mailin Address the County aforesaid; I am over the age of eighteen City of I�alm Springs years,and not a party to or interested in the Attn. Director, Procurement& Contracting above-entitled platter.I am the principal clerk of a Palm 0.Box 27492263 printer of the,DESERT SUN PUBLISHING Phone: (7 0) 323-8239 COMPANY a newspaper of general circulation, DEADLINE: Propowls must be received at the Fri- printed and street address above prior to the deadline of Fri- 1 published in the city of Palm Springs, day, October 5,2001, 12:00 Noon,local time. It is the responsbilily of the Offerol-to see that any County of Riverside,and which newspaper has been proposal sent through the mail shall have sufB- adjudged a newspaper of general circulation by the a dtntmee to be received by this speaficd date Superior Court of the County of Riverside,State of PRE-PROPOSAL CONFERENCE: Prospective California under the date of March 24,1988.Case Offerors are strongly advised to attend a Pre-Pro- Number 191236;that the notice,of which the City tal o acquaint h ehOff will with the to ms and conditions of this Contract. The Pre-Proposal annexed is a printed copy set in type not smaller Conference will be conducted on Tuesday Sep- than non pariel,has been published tember 25, 2001. Participants will meet promptly 1 shed in each regular at 11:00 A.M., at the Palm Springs Police De- and entire issue of said newspaper and not in an partmenb located at 200 South Civic Drive, y Palm Springs, California, 92262. Failure of an Supplement thereof on the following dates,to wit: Offeror to attend the pre-proposal conference shall constitute acceptance of all pre-existing conditions and shall constitute a waiver of any September'20th - - and all future claims relating to said conditions. _________________________________________ AWARD OF CONTRACT: The City reserves the ----------`--""'—' rig lit to award a Contract, or make no award, whichever a In the best interests of the City The City also reserves the right to negotiate the terms ----------------------------------------- and conditions of the Contract resulting from this solicitanon It is the City's intent to award a single Contract for the work described in the proposal. All in the year 2001 However, the City reserves the ri95fE twetarn any y porho of the Act In-house. Final award, if any, vatll be made-hysbe-Pere Springs City Council. I certifyor declare under penal of perjury that the EVALUATION CRITERIA: Proposals will he com- I ty P 1 y petitivel evaluated by an Evaluation Committee foregoing is true and correct. on the basis of criteria identified in the Request 24th to Proposals SUBMISSION REQUIREMENTS: The envelope Dated at Palm Springs,California this-------------day enclosing the proposal shall be plainly marked in September' the lower left hand corner with the name and ad- dress of the Offerer, Title of the Proj7ect, Project Of---------------------------------------2001 Number and due data and time Of7 eror should Submit an original, clearly marked "Ongmal" and ,/ Offeror must copies of the Proposal. C ///J IL/-r b 2 a //-�-- INSURANCE/LICENSE REQUIREMENTS: The ,l�/��i Successful Of must meet all insurance re- ------- quiremen[s of the City. All insurance will be re- Signature qurred to be current during the term of the Agree- merit BUSINESS LICENSE:The successful Offeror will be required to be licensed in accordance with the Palm Springs Municipal Code, Chapter 3.40 through 3.9fi entitled, Business Tax and any ap- plicable County and State Licenses. HAROLD E GOOD, CPPO Drrectol, Department of Procurement & Contracting OATF. S Member 1. 2001 �r CITY OF PALM SPRINGS, CALIFORNIA REQUEST FOR PROPOSALS NO.06-02 FOR OPERATION OF THE PALMS SPRINGS POLICE DEPARTMENT JAIL NOTICE IS HEREBY GIVEN that the City of Palm Springs is soliciting proposals from interested and qualified firms for operation of the Palms Springs Police Department Jail. SCOPE OF WORK: The Scope of Work includes providing all labor, services, equipment, supplies and supervision necessary to operate the Palm Springs Police Department Jail in accordance with operational procedures identified in the Palm Springs Police Department Jail Manual and all local, state and federal laws. RFP AVAILABILITY: Detailed scope of services required is provided in the "Request for Proposal" package, RFP 06-02, which is available upon request from the City's Procurement Office, at the address below. A complete set of specifications will be mailed upon request at no charge. Street Address Mailinq Address City of Palm Springs City of Palm Springs Attn: Director, Procurement & Contracting Attn : Director, Procurement & Contracting 3200 East Tahquitz Canyon Way P. O. Box 2743 Palm Springs, CA 92262 Palm Springs, CA 92263 Phone: (760) 323-8239 Phone: (760) 323-8239 DEADLINE: Proposals must be received at the street address above prior to the deadline of Friday, October 5, 2001, 12:00 Noon, local time. It is the responsibility of the Offeror to see that any proposal sent through the mail shall have sufficient time to be received by this specified date and time. PRE-PROPOSAL CONFERENCE: Prospective Offerors are strongly advised to attend a Pre- Proposal Conference, which will be conducted by the City to acquaint the Offerors with the terms and conditions of this Contract. The Pre-Proposal Conference will be conducted on Tuesday September 25, 2001. Participants will meet promptly at 11:00 A.M., at the Palm Sprinqs Police Department, located at 200 South Civic Drive, Palm Springs, California, 92262. Failure of an Offeror to attend the pre-proposal conference shall constitute acceptance of all pre-existing conditions and shall constitute a waiver of any and all future claims relating to said conditions. AWARD OF CONTRACT: The City reserves the right to award a Contract, or make no award, whichever is in the best interests of the City. The City also reserves the right to negotiate the terms and conditions of the Contract resulting from this solicitation. It is the City's intent to award a single Contract for the work described in the proposal. However, the City reserves the right to retain any portion of the Work in-house. Final award, if any, will be made by the Palm Springs City Council. EVALUATION CRITERIA: Proposals will be competitively evaluated by an Evaluation Committee on the basis of criteria identified in the Request for Proposals. SUBMISSION REQUIREMENTS: The envelope enclosing the proposal shall be plainly marked in the lower left hand corner with the name and address of the Offeror, Title of the Project, Project Number and due date and time. Offeror should submit an original, clearly marked "Original" and five copies of the Proposal. INSURANCE/LICENSE REQUIREMENTS: The Successful Offeror must meet all insurance requirements of the City. All insurance will be required to be current during the term of the Agreement. BUSINESS LICENSE: The successful Offeror will be required to be licensed in accordance with the Palm Springs Municipal Code, Chapter 3.40 through 3.96 entitled, Business Tax and any applicable County and State Licenses. HAROLD E. GOOD, CPPO Director, Department of Procurement & Contracting DATE: September 17, 2001 PUBLISHED IN DESERT SUN: September 20, 2001 RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING AMENDMENT #2 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN FOR FISCAL YEAR 2001-2002, ADOPTED BY RESOLUTION 20086. WHEREAS an Allocated Positions and Compensation Plan was adopted effective June 20, 2001, for the 2001-2002 Fiscal Year by Resolution No. 20086; and WHEREAS The City Council desires to amend said Allocated Positions and Compensation Plan for fiscal year 2001-2002. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Palm Springs, California, that the Allocated Positions and Compensation Plan for positions in the City Service for fiscal year 2001-2002 is hereby amended as follows: Section 1. New Positions Department Activity Classification Salary Range No. Added Jail Operations Custody Officer G 21 8 Jail Operations Lead Custody Officer G 25 1 Total number of positions with above additions totals 454.50. Section 2. All provisions of this Resolution shall be effective immediately upon adoption. ADOPTED THIS day of October, 2001 ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager e REVIEWED & APPROVED AS TO FORM V/10 f MINUTE ORDER NO. APPROVING AN AGREEMENT FOR OPERATION OF THE PALM SPRINGS POLICE DEPARTMENT JAIL WITH THE WACKENHUT CORPORATION, INC AT THE HOURLY RATES OF $20.39 PER HOUR FOR A CUSTODY OFFICER AND $23.62 PER HOUR FOR A LEAD CUSTODY OFFICER FOR TWO YEAR PERIOD IN AN AMOUNT NOTTO EXCEED $796,000.00. I HEREBY CERTIFY that this Minute Order approving an agreement for operation of the Palm Springs Police Departmentjail with the Wackenhut Corporation, Inc at the hourly rates of$20.39 per hour for a custody officer and $23.62 per hour for a lead custody officer for two year period in an amount not to exceed $796,000.00, was approved by the City Council of the City of Palm Springs California in a meeting thereof held on the 17th day of October, 2001. PATRICIA A. SANDERS City Clerk s