Okaloosa County BOCC — October 4, 2016 — ExhibitA-Okaloosa-ScopeofServices-082416 — reading text

Exhibit A - Okaloosa Scope of Services Task 1: Develop Profiles of the Detention Population One of the first major tasks to be completed will be to profile the inmate population. This information will be essential for developing projections, identifying the types of community alternatives that might be most effective in controlling future population growth, estimating the impact of changes in policies and practices, and for assessing the adequacy of the existing physical plant and staffing levels as they relate to security and inmate programs. In order to complete this work, we will need access to several types of data that describes the inmate population and the daily dynamics of the facilities, including: admissions, releases, daily counts and average daily population (ADP). We will need data that describes the personal characteristics of the inmate population, such as age, gender, race/ethnicity, education, family situation, and such. We will also need information that describes each inmate’s situation such as the current charge(s)/offenses(s), sentence, prior criminal history, length of confinement, custody level, classification, reason for release from custody, and similar insights. By analyzing this inmate-specific information, we will be able to identify potential programs and services that might be appropriate, determine each inmate’s custody level, and make population projections. Where possible, data will be collected using existing inmate management systems. It appears that sufficient data will be available for our purposes, based on our knowledge of the jail database. Should the automated system not be sufficient to secure the data in a timely fashion, the project team will rely on the Corrections Department to manually collect data on forms that we will provide. Should this be required, we will work with Okaloosa County staff to draw a random sample of releases from the detention system for the past 12 months. Data collection forms will be designed and pilot tested based upon data now recorded in the files. Specific Subtasks will include: Conduct County Workshop #1 Formulate Data Request Compile and Review Relevant Data Analyze Data, Prepare Graphic Charts Onsite Visit to Review Analysis Assumptions Task 2: Prepare Inmate Population Forecasts The team will develop inmate population projections for the next 20 years of growth. We will utilize the information gathered in Task 1, but also recognize the shift in population growth patterns over the last few years as well as needs that may be under served in the system, such as medical, mental health, or special needs populations. Using selected mathematical in-custody projection models, the inmate population and resulting bed capacity needs will be projected yearly through 2036 and can be used to correspond to the general design/ bid/ build phases of any future construction projects. This first baseline projection will model a “status quo” future outcome for jail capacity to meet needs based on historic data and trends without assuming any criminal process or systemic change in the management of both pre-trial detainees and locally-sentenced offenders. In the second step adjustments will be made to the status quo projection to reflect the potential impact of criminal process or systemic improvements that could reduce the projected future jail capacity need, particularly as they might affect average length of stay (ALOS). Such improvement options will depend on the Design Team’s findings in the criminal justice system assessment and the results from the jail inmate profile samples obtained in Task 1. Population Analysis: Analyzing the inmate population is more than numbers, including the profile of the population, geographic distribution, special needs populations, and the potential impact of policy actions/ pending legislation, is vital to defining the need. In order to develop a cost effective utilization plan for jail capacity in Okaloosa County over the next 25 years (in 5 year increments), the design team will complete an Page | 1 Exhibit A - Okaloosa Scope of Services analysis of the factors that drive the growth, or reduction, in the demand for jail capacity. To begin that effort, it will be important to identify past drivers of inmate population fluctuation. We will examine any previously developed inmate capacity projections to determine whether they were successfully tracking population changes. If capacity projections have not tracked changes in the inmate population, we will examine those reasons. The critical first step in developing long-term solutions for effective correctional policy is a thorough assessment of the factors that drive population changes, the profile characteristics of inmates admitted to jail, and of those returning to jail. Since any institutional population is a function of admissions and length of stay, DLR Group will analyze these factors closely for their previous impact on population changes. Possible future scenarios can be developed and modeled to determine the outcome of system, processing, operational, policy, legislative, and programmatic changes that would impact potential inmate population. Population forecasts are needed to estimate the future bed needs of the detention system. We will prepare several inmate population projections, using a variety of appropriate methodologies. We will calculate the statistical reliability of each method, and we will offer our professional opinion of which projection method should be used to forecast future needs. We will submit our methodologies to the county for approval before completing the projections analysis. After we have calculated projected future inmate populations, we will use the inmate data to describe the characteristics of the future populations in terms of gender, legal status (pretrial and sentenced); treatment needs, including inmates with medical, mental health needs, educational/vocational needs and custody level. The projections will initially be presented as average daily inmate populations, but we know that daily jail dynamics are anything but “average.” Using the projected future inmate population figures, we will calculate the actual bed space needs that would be required to accommodate the population. This will be accomplished by calculating and applying a peaking factor using historical daily counts, and then by applying a classification factor that reflects the need to separate various types of inmates. After future needs have been identified-- based on current and recent practices-- we will explore ways that future needs might be safely decreased by changing policies, practices and by providing new programs and services. In addition to the admission and release data, we will also review available county general population demographic projections, crime rate, arrest rate and court processing data to determine if any of these factors help to explain the changes in the jail population. We will rely on County planning staff to provide us with county-wide demographic data, and on local law enforcement officials to make available offense, arrest, and resource information. From our other work in Florida, we believe that much of this information and data will be available through various State agencies. We hope that the detailed inmate data collected as part of Task 1 will include data elements that can be used to simulate nationally-accepted criteria for determining custody level and risk to public safety (age, education, employment history, residency, prior criminal history, in-custody behavior and classification, escape history). It has been our experience that much of these data elements are not readily available in the inmate database, but we will do our best to collect and analyze what is available. Custody criteria are used to assess how best the inmates should be housed while in detention status, while the risk assessment will be used to suggest which inmates could be safely placed in the community with appropriate levels of supervision and services. The DLR Group team will develop a truly responsive plan by understanding the population. We will also consider the analysis of the population and the appropriateness of special needs facilities, such as intake assessment, mental health treatment, substance abuse, and the potential benefit of providing such facilities. Specific Subtasks will include: Compile County Demographics Develop Base Projection by Classification Segment Develop Alternative Projections Based on Possible System Changes Develop Profiles of Detention Population Page | 2 Exhibit A - Okaloosa Scope of Services Produce Projected Needs Report Revise Report to Incorporate Comments Task 3: Evaluation of Existing Operating Practices Over time, the space needs for a detention facility change due to multiple factors, including inmate classification shifts, gender ratio changes and special inmate population requirements (e.g. mental health). In addition, inmate services may be under served due to space shortages. Our evaluation of existing operating practices will focus on identification of deficiencies within departments and development of scenarios to address these shortfalls as well as future growth as projected in Task 2. The project team will also develop a flow chart outlining the booking, intake, arraignment, bonding and release processes that will assist in identifying where delays or inefficiencies will occur. We will then identify which, if any, of the inefficiencies may contribute to overcrowding. As part of this task, the project team will recommend procedural and/or physical plant modifications that may reduce the inefficiencies. Any physical plant recommendations would be considered in conjunction with any other facility options for additional or renovated space. Jail Operations have a large impact on the annual operating costs of any jail facility. Key to understanding of the operations is the staffing of correctional officer posts and the inmate supervision model implemented within the facility. Our team will explore all aspects of the current operations with the goal of improving efficiencies and ensuring compliance with current accreditation standards. Operational Planning: Operational costs will far exceed capital costs over the 30-year life span of recommended facility improvements. From initial assessment through the development of alternatives and the final master plan, DLR Group will give attention to the operational implications of facility decisions, from a system-wide perspective related to central services, such as transportation, food service, and maintenance, to an individual facility perspective related to projected staffing requirements. Using the recommendations of the staffing study as an “as-is” baseline, our team will model the projected staffing and operational costs for recommended alternatives and provide a life-cycle comparison as a basis for informed decision-making. In order to conduct this assessment, the team will review and analyze each post throughout the Okaloosa County Corrections Department. This will include a physical walk through existing facilities, as well as, a comprehensive analysis of each post/position with command staff. A review of relief factor statistics will be conducted to validate staffing requirements, and these computations will be incorporated into a post by post, position by position compilation for the Department. Taking into account position staffing costs, overhead computations, and operational expenses, a cost per inmate will be determined along with overall operating costs. Current staffing allocations by position