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

and location, and total annual jail or program operating expenses by labor and non-labor cost categories will need to be documented during this task. Similar operational assessments of jails ranging in size from 500 beds to more than 2,000 have resulted in statistical data that has proven valuable to command staff in making day-to-day decisions as well as assisting funding authorities for budgeting and long range planning purposes. Specific Subtasks will include: Document Current Operational Practices/ Issues Document Existing Staff and Operating Costs Compile Operational Deficiencies Task 4: Assessment of Existing Facility Physical Conditions The specific lifespan of a correctional facility is directly impacted by long term maintenance and selection of specific MEP equipment. In addition, detention facilities are continually operated and occupied by inmates who often abuse the spaces that they occupy. These factors often lead to a shortened usable lifespan for jail facilities. The team assembled for this investigation must take all of these factors into account when performing Page | 3 Exhibit A - Okaloosa Scope of Services a simple General Condition Assessment. Recognizing that building codes and accessibility requirements are regularly evolving, the team will need to provide a code analysis to determine impacts of future expansions or renovations to bring things up to current Code requirements. The DLR Group Team will inspect facilities to document existing conditions and develop the base of information needed to complete an assessment of standards compliance, best use and future life expectancy of the facility. The general conditions of major building systems in relation to operational and security requirements will be documented. The DLR Group Team will need to obtain record drawings from the County (ideally digitized where available); a 5-year record of utility, repair and maintenance expenditures (separate for annual operating costs versus capital project expenditures); and be able to interview responsible facility maintenance staff. The results of this assessment will be used in the development of renovation/ expansion or replacement recommendations needed to meet the 20-year system capacity projected needs. Specific Subtasks will include: Inventory Existing Physical Conditions Document Current Utilization by Component Evaluate Facility for Reuse/Adaptation Potential Develop Existing Conditions Report Conduct County Workshop #2 Task 5: Prepare Preliminary Report. This task is where all of the preceding activities and findings are brought together. At the conclusion of Tasks 1-4, the DLR Group team will meet with the Okaloosa County Project Review Committee to present our preliminary report based on our findings and recommendations to date. The Preliminary Report will be presented in draft form; and subsequently revised to incorporate client/user group comments. Upon acceptance of our findings, we will proceed to Task 6. At this point, the projected needs and available resources will be presented, as well as an initial discussion of potential strategies to address those needs. Specific Subtasks will include: Define Projected Needs Review Available Resources Perform Shortfall Analysis Outline Strategies for a Solution Conduct Workshop Session #2 Task 6: Identify Future Facility Solutions In general, corrections system master planning can be reduced to a “simple equation”: determining your projected facility needs, identifying how existing resources can or cannot be used to meet these needs, and translating the “shortfall” into a rank-ordered capital and operational plan for the development of new and/or renovated facilities. It is not just about numbers – it’s about facilities in service of mission, operations, and treatment. The operational requirements, space standards and functional adjacencies will be translated into a preliminary building program that will define macro space needs for inmate housing and requisite support and inmate program services for the facilities up through 2026. At this stage in the process, security levels, classification designations, housing unit sizes and management approaches (such as Direct Supervision) will be determined. The operational and architectural program will be developed defining the jails needs for the phased needs over time. We will define the spatial needs applying national and other pertinent standards to address both the short-term and long-term deficiencies of the correctional facility based on the population planning horizons defined above. These macro space needs will be utilized for the capital cost estimates. Page | 4 Exhibit A - Okaloosa Scope of Services Another major aspect at this stage is evaluating what can be done on the existing site and/or other potential sites in the County. This task will produce objective evaluation of the existing site location and a new site in terms of development potential and relative opportunities and constraints for each site. The new site will be addressed as a “prototypical” configuration in which required areas for the buildings, stormwater, parking, loading docks, fire department access, and future expansion will be identified. If the County decides to implement a new facility on a new site then the criteria for site selection will have been established with the prototype configuration. Working with the County and Corrections Department staff, we will develop facility configurations and site development concepts for options under consideration through 2036, paying special attention to the following criteria: Operational and Space Requirements Area Efficiency and Adjacency Security Staffing Efficiencies Minimizing Facility Manpower and Staffing Public and Staff Circulation Support Services Environmental Concerns Life Safety Issues Construction Costs Energy Considerations Operating Costs Flexibility, Phasing and Potential for a Future Jail Expansion Program Specific Subtasks will include: Develop Operational and Architectural Program Evaluate Potential New Sites (2) for Development Evaluate Existing Site Expansion Options Recommendations for Reuse/Adaption of Facilities Develop Options for Consideration Task 7: Prepare Budget Projections. The results of previous tasks will provide an opportunity to consider the pros and cons and general magnitude of cost estimated for meeting the projected capacity needs of either: (1) a status quo 20-year inmate population growth projection, or (2) a lower facility capacity option based on the addition or expansion of certain criminal process improvements and/or non-incarceration offender management supervision mechanisms. The DLR Group Team will develop written narrative summaries of both facilities capacity options and any recommended system diversion or process option(s) being considered. Any system and procedural offender management changes recommended will be described with estimates of approximate annual operating cost impacts, plus the approximate capital project cost for any new or expanded facility capacity in present value dollars. We will also develop a preliminary staffing plan based on the full build out of the program. We will delineate all posts for all staff including correctional and non-correctional personnel; we will use the current net annual work hour information from Corrections to develop the staff coverage plan by shift. We will apply average salaries and benefits to come up with a projected staffing budget and then add in non-personnel costs to arrive at an overall operating budget. This task will also incorporate a description of any temporary and/or interim facility modifications that may need to be made during the construction phase. It is essential that the Jail remains operative during renovation or new construction. We will make recommendations as to a phased construction schedule, housing relocation possibilities, or any other measures that may be required to ensure ongoing operations during the construction Page | 5 Exhibit A - Okaloosa Scope of Services phase. The capital cost estimates will be based on the macro space requirements developed in Task 6. We will obtain data on local building costs, and develop a gross cost per square foot capital cost projection. These gross cost estimates will give the County a basis for developing its three, five and ten-year capital budget program. Specific Subtasks will include: Develop Staffing Plan and Operating Costs Develop Capital and Operating Budgets for Phased Approach Develop Schedule based upon Phased Approach Task 8: Final Report. The RFP requires completion of the report within 120 days of notice to proceed. We understand that the data provided in these reports is utilized as basis of future capital plans and therefore needs to align with pre- established budgeting timelines. In order to accomplish the tasks defined above within a specified timeline, a detailed implementation schedule will be created to ensure all parties involved in the master planning process understand when data collection is needed, when attendance is required for workshops, and when review of information is essential. A major element will be presentation of options for consideration and evaluating their pros/cons in concert with the Project Review Committee (Workshop #3). The preferred option from evaluation of various options will form the basis for the Final Report. A draft of Tasks 1-7 findings and recommendations will be consolidated and submitted to the County in a draft Final Report for distribution to the County Commissioners for review and comment. The project team will then meet with the Commissioners for Board presentations to address the master plan recommendations. Specific Subtasks will include: Prepare Draft Report Conduct County Workshop #3 Finalize Report with Comments from County Staff Issue Final Report Exclusions: The following items are specific exclusions from our scope services to be provided for the update to the Master Plan: • Environmental analysis of the existing site or any proposed sites. • Surveys of existing site or any proposed sites. • Engineering analysis of existing building mechanical, electrical, plumbing, or security electronics systems including lifespan predictions. • Hazardous material identification, remediation, or removal including mold, mildew, and asbestos. Special Note: • It is assumed that all criminal justice system and inmate information in our data request is readily available from the County. On site work by the DLR Group team to generate this required information will trigger additional costs to do so. Page | 6 Exhibit A - Okaloosa Scope of Services Proposed Schedule: The attached Proposed Schedule for completion of the 2006 Master Plan Update for Okaloosa County Department of Corrections is contingent upon timely receipt of data needed for in-custody inmate projections and relative availability of relevant information for any new site(s) to be evaluated. Page | 7