Tompkins County
New York

Resolution
2017-173

Amending Resolution 2016-234 to Increase the Criminal Justice/Jail Population Trend Contract with the Center for Governmental Research by $15,000

Information

Department:County AdministrationSponsors:
Category:Agreements, Bids, Contracts, GrantsFunctions:Contingent Fund

Attachments

  1. Printout
  2. Memo re CGR Reso Amending the Contract (This file has not yet been converted to a viewable format)

Resolution/Document Body

WHEREAS, by Resolution 2016-155, this Legislature authorized $85,000 in funding from the Contingent fund to study the County’s Jail population and population trends and to subsequently develop design options to accommodate that population trend, and

 

WHEREAS, by Resolution 2016-234, this Legislature authorized the County Administrator to execute an Agreement with the non-profit Center for Governmental Research (CGR) to Undertake a Criminal Justice/Jail Population Trend Analysis, and

 

WHEREAS, that Agreement anticipated the need to conduct thirty interviews, including a combination of individual interviews and group discussions, and

 

WHEREAS, during the course of the study, CGR was strongly encouraged to significantly expand the number of interviews conducted in order to increase the inclusiveness of the process and the breadth of perspective brought into the analysis, and

 

WHEREAS, CGR ultimately conducted more than sixty in-person meetings involving more than seventy-five individuals, as well as more than ten teleconference meetings and two meetings with groups of between fifteen and eighteen former inmates and family members with experience in the local jail, and

 

WHEREAS, CGR also encountered problems with the County’s jail data base and other automated systems that further added to the time necessary to undertake the analytical studies, and that also resulted in improvements to the County’s ability to monitor the Jail population in the future, now therefore be it

 

RESOLVED, on recommendation of the Jail Study and the Budget, Capital, and Personnel Committee, That the County Administrator be and hereby is authorized to amend the Agreement with CGR to reflect the increased scope of work undertaken by CGR, and to increase the fee by $15,000 to a total fee of $78,000.

 

RESOLVED, further, That the Finance Director be and hereby is authorized and directed to make the following budget adjustments for 2017 to support the cost of undertaking such studies:

 

FROM:                              1990.54400               Contingent Fund                                                        $15,000.00

TO:                            A1230.54442              County Administration-Professional Services              $15,000.00

SEQR ACTION:  TYPE II-20

 

 

 

Meeting History

Aug 17, 2017 5:00 PM  Jail Study Committee Regular Meeting

Mr. Mareane said the Legislature original set aside $85,000 for the Criminal Justice and Jail Population Study and a subsequent architectural study; the CGR portion was $63,000. The Scope of Services anticipated interviewing approximately 30 people; however, over the course of the review there was over 60 interviews conducted to get as diverse of opinions and perspectives as possible. This resulted in CGR well exceeding the Scope of the original project. Also, when the agreement was prepared it was thought that existing data would be enough for what CGR needed; however, they found there were some glitches in the data that they helped to repair. They created a better database about the Jail population that will help Tompkins County in the future. Mr. Mareane said CGR requested an additional $30,000 although they have indicated that the overruns they experienced were closer to $50,000. He said the proposal is to cover half of what they have asked for, raising the total to $78,000.

Ms. Robertson suggested strengthening the sixth Whereas to make it clear that they worked on Tompkins County's data and made long-term improvements. She also noted the information contained in Mr. Mareane's memo stating CGR met with the Commission of Correction in Albany which was not in the original Scope. She said she expected there to be an overrun in cost because of the additional requests but had expected the County to have been presented with a change order. Mr. Mareane agreed and that is a reason why only half of the requested amount is being recommended.

Mr. John said what CGR was asked to do for Tompkins County was different in size and intensity from what they have done elsewhere. They went above and beyond for Tompkins County and he is comfortable splitting the difference.

In response to Ms. Kelles, Mr. Mareane said CGR is aware this is the amount being recommended to the Legislature; they would have preferred more but accept this amount.

Mr. Dennis thinks CGR has done a terrific job and supports the additional funds. He said the report has been eye-opening for everyone who has read it.

Ms. Kelles spoke in support of the additional amount and said the most important thing about this process has been community engagement and the difference in outcome so far in the relationship and the public.

RESULT:RECOMMENDED [UNANIMOUS]
MOVER:James Dennis, Member
SECONDER:David McKenna, Member
AYES:Rich John, Anna Kelles, James Dennis, David McKenna, Martha Robertson
Sep 5, 2017 4:45 PM  Budget, Capital and Personnel Committee Special Meeting

Mr. Mareane said CGR spent a great deal of time interviewing members of the community and went well-beyond what they had anticipated when the proposal was initially put together. They also did a couple of other value-added things along the way, including improving the data set that was provided to them. They said they should have requested a change order during the process and indicated that the actual additional costs they incurred was approximately $50,000, much below the proposed amount in the resolution. Mr. Mareane said there is no question about the quality of their work and supports approving $15,000, half of the additional amount requested by CGR.

Mr. Klein said he doesn't dispute the quality of the report but believes CGR should have requested a change order if they felt they were being asked to do more work than what was expected during the RFP process. He also noted there is risk in submitting a response to an RFP and a vendor should be responsible for additional costs if they exceed what was originally quoted.

Mr. Morey said the scope of work changed during the process and became larger; he supports approving the additional amount.

Mr. Dennis agreed there should have been a request for additional funds during the process but believes the report provided something to everyone in the community.

RESULT:RECOMMENDED [3 TO 1]
MOVER:James Dennis, Chair
SECONDER:Glenn Morey, Member
AYES:James Dennis, Michael Sigler, Glenn Morey
NAYS:Daniel Klein
EXCUSED:Leslyn McBean-Clairborne
Sep 5, 2017 5:30 PM Media Tompkins County Legislature Regular Meeting

Ms. Kiefer suggested adding “of Rochester, NY” to the seconded Whereas, this was accepted as friendly. Ms. Kiefer spoke about how the consultants did not ask for any change in contract when proposing to do more work.

Mr. Klein said he is unable to support this because when a company accepts a bid he believes it should stick with it.

This resolution was adopted by a short roll call vote.

RESULT:ADOPTED [12 TO 2]
MOVER:Rich John, Member
SECONDER:Anna Kelles, Member
AYES:Will Burbank, Carol Chock, James Dennis, Rich John, Anna Kelles, Michael Lane, Leslyn McBean-Clairborne, Martha Robertson, David McKenna, Glenn Morey, Michael Sigler, Peter Stein
NAYS:Dooley Kiefer, Daniel Klein